During your candidature

Classmates using laptop for studies while doing homework assignment together in university

During your enrolment you need to demonstrate your progress and meet a number of milestones. You may also need to take leave, change details about your course, or withdraw.

Managing your HDR enrolment

Time allowed

Research degrees are time-based and not semester-based. You are allowed:

between one and two years equivalent full-time student load (EFTSL) or between two and four years between equivalent part-time student load (EPTSL) for master by research degree
between two and four years EFTSL or between four and eight years EPTSL for a doctoral degree.

Note: If you receive a scholarship, such as the Curtin Malaysia Postgraduate Research Scholarship (CMPRS) or a Faculty Tuition Fee Waiver, you are encouraged to complete your program within your scholarship’s funding period.

Study mode

You may enrol on either a full-time or part-time basis. However, international students are required to enrol full-time to comply with student visa requirements.

Your thesis committee

All HDR students will have a thesis committee consisting of a Thesis Chair, Principal Supervisor and Co-Supervisor(s) and/or Associate Supervisor(s).

Your principal supervisor carries the primary responsibility for your supervision, including the coordination of all communication between the supervisors and you. The principal supervisor will be a member of the academic staff of the school in which you are enrolled. You should be able to seek advice from your principal supervisor when you have problems in your research program. Many students find it best to present both the problem and potential solutions and discuss these, rather than solely relying on the supervisor to provide a solution.

Changes to study mode and withdrawal

Changing your thesis title

Your thesis title is recorded on your student record. Your thesis title on your student record must match the title of your submitted thesis.

You may apply to amend your research title, either fully or partially, if:

your research topic has evolved following discussions with your supervisor, or
your thesis committee has approved recommendations made by the internal assessors during a milestone presentation.

To change your research title:

Discuss the proposed amendment with your Thesis Committee.
Complete the Variation to Candidacy Details form.
Obtain approval from your supervisor and the Head of Enrolling Area/Associate Dean, R&D (AD, R&D).
Submit the approved form to the Curtin Malaysia Graduate School.

Variation to Candidacy Details form [.pdf 156KB]

Changing your thesis committee

You may need to update your thesis committee if:

your Thesis Chair, Principal Supervisor or Co-supervisor leaves the University
a Thesis Chair, Principal Supervisor, Co-supervisor or Associate Supervisor withdraws from the committee
the percentage contribution of your supervisors changes
members are added to or removed from the Thesis Committee.

How to request a change

Discuss the proposed change with your supervisor or Thesis Chair. If this is not possible, contact your Faculty’s Associate Dean, R&D (AD, R&D)
Complete the Variation to Candidacy Details form
Obtain approval from the Head of Enrolling Area or AD, R&D
Submit the approved form to the Curtin Malaysia Graduate School
Changes to your Thesis Committee are subject to approval by the Curtin Malaysia Graduate Studies Committee based on the recommendation of your Faculty.

Variation to Candidacy Details form [.pdf 156KB]

Changing between full-time and part-time enrolment

It is important that you consult with your Thesis Committee and your faculty’s Associate Dean of R&D before requesting a change to your study mode.

How to change your enrolment:

Complete the Online Enrolment/Change of Enrolment form
Obtain approval from your supervisor and the Associate Dean of R&D
Submit the approved form to the Curtin Malaysia Graduate School.

Note: International students are required to enrol on a full-time basis to comply with student visa requirements.

Online enrolment/Change of enrolment form (HDR student access only)

Confirming or amending your enrolment

To confirm or change your enrolment, complete the HDR Enrolment / Change of Enrolment form. Once approved by your supervisor and the Associate Dean of R&D, submit the completed form to the Curtin Malaysia Graduate School.

Online enrolment/Change of enrolment form (HDR student access only)

Converting to another HDR course

If you wish to change from one HDR course to another, you must:

have successfully completed Milestone 1 in your current course
have an academic status of Good Standing
obtain the support of your Thesis Committee
submit a new Milestone 1 application for your intended course.

Before discussing a course change with your supervisors, please read the Information Sheet for Converting to Another HDR Course.

Converting from a Master by Research to a Doctoral degree course

To transfer from a Master by Research to a Doctoral degree:

Submit a Milestone 1 application for the doctoral program to your Director of Graduate Research/AD, R&D and the Curtin Malaysia Graduate School
Ask your Principal Supervisor to provide a letter confirming that your proposed research is expected to make an original contribution at the standard required for a doctoral degree
If your application is approved, your enrolment will be updated accordingly.

Converting from a Doctoral degree to a Master by Research course

To transfer from a Doctoral degree to a Master by Research:

Submit a Milestone 1 application for the master’s program to your Faculty’s Associate Dean, R&D (AD, R&D), and the Curtin Malaysia Graduate School
If your application is approved, your enrolment will be updated accordingly.

Note: Your new program will keep the same commencement date as your original degree.

Extension of time to complete

Your time-based enrolment commences from the date of initial enrolment into your thesis unit.

If the submission date of your milestone 1 (candidacy proposal), milestone 2 (mid candidacy) or milestone 3 (pre-submission) extends beyond the limits prescribed (having taken any leave of absence into consideration), you will be placed on Conditional status.

If you are unable to submit your milestone 1, 2 or 3 within the designated period, you must apply for a formal extension.

The Australian Government’s Research Training Program (RTP) Guidelines allow a minimum period of three years and a maximum of four years equivalent full-time student load at the discretion of the University for a Doctoral student. For a Research Masters student the period of support is a maximum of two years at a full-time student load.

If the submission date of your thesis extends beyond the limits prescribed (having taken any leave of absence into consideration), you will be classified as Overtime and placed on Conditional status.

If you are unable to submit your thesis within the designated period, you must apply for a formal extension using the Request for Extension of Time to Submit Thesis form. Extensions of time are only granted under exceptional circumstances. To be eligible for an extension you must be able to demonstrate:

reasons why you were unable to complete your research project on time
that you have made a concerted effort throughout the duration of your research to keep the project on schedule

If you are a scholarship holder, be aware that your scholarship is only valid for a limited period and may not cover any extension to your candidature. You are therefore encouraged to complete your program within your scholarship’s funding period.

Request for extension of time to submit thesis form [.pdf 226 KB]

Withdrawing from your course

If you are not able to continue your course and need to withdraw, you are encouraged to discuss with your thesis committee before submitting a withdrawal request.

To withdraw, complete the HDR Enrolment/Change of Enrolment form and submit the completed and signed form to the Curtin Malaysia Graduate School.

Before your withdrawal request is approved, the Curtin Malaysia Graduate School will arrange a discussion with you.

Online Enrolment/Change of Enrolment form (HDR student access only)

Cancellation of enrolment

If your performance in your course is determined to be unsatisfactory, or if you do not comply with the policies, your enrolment may be cancelled.

The process for the Cancellation of enrolment is detailed in the Higher Degree by Research (HDR) Student Progression Policy and Higher Degree by Research (HDR) Student Progression Procedures.

The Conditional Status Information for Students provides some further information about the processes that may lead to the cancellation of enrolment.

Show-cause notice

If you have received a “show-cause” notice indicating the University’s intention to cancel your enrolment, you can:

Lodge your appeal with the Chair of Curtin Malaysia Graduate Studies Committee.
Withdraw from your course to avoid cancellation of your enrolment.

If you choose to appeal and your appeal is unsuccessful, your Faculty chooses to continue with the cancellation of enrolment process.

Notification of outcome

You will be formally notified by the Chair of Curtin Malaysia Graduate Studies Committee about the decision to cancel your enrolment.

Note: If you are an international student studying on a student visa, a consequence of your enrolment being cancelled is that you are potentially in breach of your student visa conditions. This may lead to your visa being cancelled by the Immigration Department of Malaysia. If you have any questions on visa issues, please contact the International Student Office at internationalstudentoffice@curtin.edu.my.

Taking leave

Annual leave

HDR students are entitled to 20 days of annual leave per year, excluding Saturdays, Sundays, and national or state public holidays. Leave is calculated on a pro-rata basis.

To apply for annual leave:

Complete the Application for Leave from HDR Studies form
Submit the completed form to the Curtin Malaysia Graduate School at GradSchool@curtin.edu.my at least seven working days before your intended leave
Your application will be reviewed by the Curtin Malaysia Graduate Studies Committee.

Applications for retrospective leave will not be considered.

Important information

Annual leave does not extend your thesis submission deadline.
Annual leave cannot be carried forward to the following year.
If your leave application is not approved, discuss the matter with your Thesis Chair.
If you are a scholarship holder, check your scholarship conditions to confirm your leave entitlement and notify the Curtin Malaysia Graduate School before taking leave.
Scholarship holders who take leave without approval from their supervisor and the Curtin Malaysia Graduate School, or exceed their approved leave entitlement without supervisor approval, may have their tuition fee waiver and/or stipend suspended.

Leave of absence

A Leave of Absence may be granted for one to 12 months. In exceptional cases, a longer period may be approved by the Curtin Malaysia Graduate Studies Committee with supporting documentation.

How to apply

Complete the Application for Leave from HDR Studies form
Submit the completed form to the Curtin Malaysia Graduate School at GradSchool@curtin.edu.my before your intended leave begins
Your application will be reviewed by the Curtin Malaysia Graduate Studies Committee.

Applications for retrospective leave will not be considered.

During your leave

During an approved leave of absence:

your enrolment will be suspended
you will normally not be permitted to conduct research or demonstrations on campus
if you are a scholarship holder, your tuition fee waiver and/or stipend will be suspended
for international students, approval is subject to student visa requirements

Important information

International students may not be eligible for a Leave of Absence due to student visa conditions
The University recommends that you do not take a Leave of Absence before completing Milestone 1. If your leave is approved before Milestone 1 is achieved, your Milestone 1 submission deadline will be extended accordingly
If you are unable to actively continue your research, discuss your circumstances with your Principal Supervisor and Thesis Committee before applying for a Leave of Absence
If you are a scholarship holder, check the conditions of your scholarship and notify the Curtin Malaysia Graduate School before taking leave.

Sick leave

To apply for sick leave:

Complete the Application for Leave from HDR Studies form
Attach a valid medical certificate
Submit the completed form to the Curtin Malaysia Graduate School at GradSchool@curtin.edu.my within seven days of returning to your studies.

Your application will be reviewed by the Curtin Malaysia Graduate Studies Committee.

Important information

If your medical condition is expected to affect your studies for more than one month, you are encouraged to apply for a Leave of Absence
If you are a scholarship holder, you must also notify the Curtin Malaysia Graduate School
Sick leave taken without an approved Leave of Absence does not extend your thesis submission deadline.

Research support

Facilities

Your faculty will provide the essential facilities and resources you need to support your research, including:

A computer with the required software
Printer access
A workspace with a desk and secure storage
Telephone access

Some facilities may be shared, but your faculty will ensure you have reasonable access based on your research needs and stage of candidature.

Read the Guidelines for Essential Facilities for HDR to understand the support available to HDR students. For students at Curtin University Malaysia, some support arrangements may differ from those at Curtin Perth. Your faculty will advise you on the facilities and support available locally.

Guidelines for essential facilities for HDR [.pdf 165KB]

Research data management

Data management plan

You must create a data management plan that explains how you will collect, manage and store your research data.

Use the University’s Research Data Management Planning Tool to prepare your plan and access approved data storage. You can also refer to the Research Data Management page for guidance.

Data storage

You must keep your research data securely for at least seven years after your research is completed or published, whichever is later. This requirement complies with the Western Australian University Sector Disposal Authority (WAUSDA). You and your faculty share responsibility for ensuring your data is stored securely during this period.

Funding

The Curtin Malaysia Graduate School (CMGS) provides discretionary funding to help HDR students complete their research projects.

Funding is managed in accordance with the Guidelines for Essential Facilities for Higher Degree by Research and the Research Support Fund Reimbursement List.

As this funding is discretionary, the available amount, eligible expenses and funding arrangements may change during your candidature.

You must obtain approval from CMGS before making any purchase, undertaking fieldwork or submitting a reimbursement claim.

Eligible Research Expenses

You may apply to use your research support funding for essential research expenses, including:

Laboratory materials and consumables
Fieldwork expenses
Research data or datasets
Creative production costs
Other essential research materials.

Always obtain approval from CMGS before making any purchases or commencing fieldwork.

Editorial support

You may use your research support (consumables) allowance for professional thesis editing. Before engaging an editor, ensure you comply with the Guideline for Professional Thesis Editing.

Guideline for professional thesis editing [.pdf 76KB]

Where to get help

If you need help during your candidature, contact the appropriate person below.

Supervisors

Your supervisors are your first point of contact throughout your candidature. Contact them for advice on your research, University policies and processes, facilities, resources, or any concerns related to your studies.

Thesis chair

If you cannot resolve a study or candidature issue with your supervisor, contact your thesis chair for further advice and support.

Associate Dean (R&D)

Your Faculty’s Associate Dean (R&D) oversees your enrolment and monitors your progress throughout your candidature.

Faculty’s Dean

If your issue remains unresolved after speaking with your Thesis Committee and the Associate Dean (R&D), contact your Faculty Dean.

Curtin Malaysia Graduate School (CMGS)

Contact the CMGS team for support with University-wide HDR policies and administrative matters, or if your issue remains unresolved after seeking assistance from your faculty.

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Find the right contact for your enquiry

Issue	Person
Faculty
Admission and requests to identify a supervisor	Associate Dean of R&D
Trouble locating the and completing any HDR related forms	Supervisor
Checking up on the progress of your Milestone application	Supervisor or Associate Dean of R&D
Reporting issues with your supervisor	Thesis Chair, Associate Dean of R&D and Dean
Advice on changing your enrolment status or taking leave	Supervisor, Thesis Chair or Associate Dean of R&D
Advice on funding sources	Supervisor or Associate Dean of R&D
Advice about computing resources/ issues	Supervisor or Associate Dean of R&D
T&L activities example teaching	Supervisor, Associate Dean of R&D, Associate Dean of T&L, Head of Department and Dean
Fee waiver policy matters	Associate Dean of R&D
Advice and updates on milestone/thesis examinations	Thesis Chair
Reporting grievances you are having with your supervisor team	Thesis Chair, Associate Dean of R&D or Dean
Curtin Malaysia Graduate School
Admission and enrolment policy matters	HDR Admin Officer/Graduate School Officer or Director of Graduate School
Updates on course applications	HDR Admin Officer/Graduate School Officer
Scholarship policy matters	HDR Admin Officer/Graduate School Officer or Director of Graduate School
Scholarship payment issues	HDR Admin Officer/Graduate School Officer
Policy matters related to change of enrolment / change of program	HDR Admin Officer/Graduate School Officer or Director of Graduate School
Advice on course withdrawal	Director of Graduate School
Advice on show cause notices/ course termination policy and processes	Director of Graduate School
Policy matters related to thesis examinations	HDR Admin Officer/Graduate School Officer or Director of Graduate School
Advice and updates on milestone/thesis examinations	HDR Admin Officer/Graduate School Officer or Director of Graduate School
Fee waiver policy matters	HDR Admin Officer/Graduate School Officer or Director of Graduate School
Complaints and grievances that could not be resolved at the faculty level	Director of Graduate School

During your candidature

Managing your HDR enrolment

Changes to study mode and withdrawal

Taking leave

Research support

Where to get help

Supervisors

Thesis chair

Associate Dean (R&D)

Faculty’s Dean

Curtin Malaysia Graduate School (CMGS)

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More information about who to contact for what matter