Working towards your confirmation of candidature

Admission to a Higher Degree by Research (HDR) program is normally provisional until the student successfully completes the confirmation of candidature process.

HDR students are normally considered to be provisional candidates in their respective programs until they have completed the confirmation of candidature process. Once they have completed that process, they are considered to be confirmed candidates. A confirmed candidate has access to their USQ research funding allocation, and has greater access to the University resources they need in order to complete their studies. Confirmation is a requirement of all USQ HDR programs.

The full confirmation of candidature process would be expected to be completed within the timelines in the table below. The Graduate Research School (GRS) contacts each provisional candidate to inform them of the specific deadline by which they are expected to have completed the confirmation process. It is recommended that students begin the confirmation process at least 18 weeks prior to that deadline to ensure this timeline is met. 

Program	Full-time	Part-time
Doctor of Education (DEDU)  Doctor of Philosophy (DPHD) Doctor of Professional Studies Research (DPRS)	1 year	2 years
Doctor of Business Administration Research (DBAR) Doctor of Creative Arts (DCAR) Doctor of Professional Engineering (DPEN)	1.25 years	2.5 years
Master of Business Research (MBSR) Master of Engineering Research (MENR) Master of Laws (LLMR) Master of Science Research (MSCR) Master of Professional Studies Research (MPSR)	0.5 years	1 year

There are 2 components to the confirmation of candidature process:

1. a written Confirmation Proposal, normally no longer than 20 pages
2. an oral presentation, normally of 30 to 45 minutes duration to a review panel.

You need to address the following areas in your confirmation proposal:

• aims and objectives of the research
• review of the relevant literature
• proposed contribution to the field of research
• details of the proposed research methods, including analysis of data
• draft research ethics application, if appropriate
• risk assessment
• milestones and timelines
• resources required to complete the research, and
• an indication of the type of Thesis expected to be submitted (e.g. Standard Thesis, Thesis by Publication, Thesis with Creative Works component). 

Students should ensure they adhere to the Guidelines for Confirmation of Candidature Proposal (PDF 140KB) when preparing their proposal. To facilitate this, a Confirmation of Candidature Proposal Template (DOTX 45KB) is available, but its use is not mandatory.

Students, Supervisors, and Panel Members should also familiarise themselves with the Confirmation of Candidature Process (PDF 440KB).

The oral presentation provides students with the opportunity to present their proposed research for peer review. This would normally include the confirmation panel, peers from the relevant discipline and the wider university community. 

The oral presentation will normally be followed by question time from attendees to provide the student with an opportunity to experience academic discussion of research work.

It is expected that expert and constructive advice from those in attendance at the oral presentation will be noted by the panel and may be provided for inclusion in the feedback to the student.

Special COVID-19 Arrangements for Confirmation Seminars 

The Graduate Research School (GRS) is working to safely minimize any impact that COVID-19 has or will have on students’ progress. In order to facilitate that, and the social distancing the evidence indicates is the best way to mitigate the spread of COVID-19, all Confirmation of Candidature seminars will be online only meetings via Zoom until further notice. No room bookings will be made for these sessions.
 
If you do not already have Zoom installed on your computer, it is available here. Please note that you will need to have a PC or Mac with Internet access, a webcam, speakers, and a microphone. A headset that combines headphones and microphone will work too.

In order to participate in any seminar, you will need to be logged into Zoom before connecting to the meeting. 
 
Zoom apps for iOS and Android devices are also available from the links below:
• Zoom for iOS
• Zoom for Android
If you intend to share a presentation from a smartphone or tablet, please ensure you have the PowerPoint app installed on that device and please contact the GRS at least two working days before the seminar to arrange a practice session.
• PowerPoint for iOS
• PowerPoint for Android
 
Details of each CoC’s Zoom session will be available within the relevant entries in your electronic calendars. Each session will start automatically, either at the time specified in the meeting invite or when the first participant enters the videoconference. If you cannot find the Zoom ID for the seminar you need/wish to attend, please let us know by return email.
 
The following resources will assist you if you are unfamiliar with the Zoom system:
• Joining a Meeting
• Sharing your Screen
 
If you and/or your student would like to schedule a practice session beforehand, please email the GRS on grs@usq.edu.au with your request and we will schedule a time.
If you and/or your student are unable to attend your CoC session(s) via Zoom due to a lack of equipment, please contact the GRS as soon as possible.
If you and/or your student are unable to attend your CoC session(s) because you are unwell, please contact the GRS as soon as is practical after that becomes apparent.
 
The GRS will endeavour to make arrangements that ensure your seminar either happens when currently scheduled, or is rescheduled to a future date. 

18 weeks prior to confirmation of candidature deadline
Students complete Sections 1 and 2 of the CoC Planner and Feedback to Candidate form (PDF 385KB) and submit it to their Principal Supervisor at least 18 weeks prior to their confirmation deadline. The Principal Supervisor is responsible for nominating a panel and setting the date and time for the seminar with them.

4 weeks prior to the seminar date (16 weeks prior to the confirmation of candidature deadline)
The Principal Supervisor completes Sections 3 and 4 of the CoC Planner and Feedback to Candidate form submitted to them by the student, and sends it to the Graduate Research School (GRS).
Students and Principal Supervisors complete the Resource Requirement Planner (PDF 285KB). The Principal Supervisor submits it to the GRS, together with the CoC Planner and Feedback to Candidate form. 

2 weeks prior to the seminar date (14 weeks prior to the confirmation of candidature deadline)
The Student submits their detailed proposal to the GRS.

Please note that the GRS does not require a copy of your slides.

The CoC Planner and Feedback to Candidate and the Resource Requirement Planner are best completed using Adobe Acrobat Reader DC.

It is expected that the student will have completed the following additional components at the time of confirmation:   

• preparation for/planning for ethical approval (if required)
• completion of a Risk Management Plan (if required), inclusive of any Biosafety provisions
• determination of ownership and disbursement of Intellectual Property
• completion of the Library Researchers' Tutorial
• completion of the Research Integrity Module (in development. Not currently required).
• completion of the Ethics Module.

The confirmation review panel, through the Graduate Research School (GRS) will provide written feedback on the confirmation proposal document, normally in the form of a report summarising the strengths, achievements, developmental needs and further revisions (if required). Students can normally expect that report back within 2 weeks of the seminar.

The confirmation review panel will make one of the following recommendations in their report:

• Pass – editorial corrections only
• Minor  Revisions
• Major Revisions
• Resubmission – candidature to be continued with conditions
• Candidature to be reviewed.

The GRS will relay the outcome of the seminar to the student and the supervisors with instructions, and the deadline by which that response is required. 

On receipt of the revised proposal, the GRS will forward the relevant documents to the appropriate parties for approval.

The student will receive official notification of the final outcome of the Confirmation of Candidature process through the GRS.

You will be sent an email with finance information once you are confirmed in your HDR program. If you have any queries, please contact the Graduate Research School by emailing grs@usq.edu.au