Moving from Provisional to Full PhD Registration in the School of

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Moving from Provisional to Full PhD Registration in
the School of Psychology
1
Introduction
The purpose of this document is to outline the processes involved in
moving from provisional to full registration as a PhD candidate in
Psychology. These processes allow the School to determine if candidates
have demonstrated that they have the necessary skills and abilities to
proceed with doctoral level research. The transition to full registration
requires that the candidate successfully present a full research proposal
for evaluation by a committee approved by the School Postgraduate
Research Committee.
Timeline
2
Candidates enrolled full-time usually will present their proposal for
evaluation within six to 12 months from the date of first enrolment.
Regulations allow a total of 15 months of provisional registration for
full-time and 24 months for half-time candidates. If the student does
not meet the requirements outlined in this document within this
timeframe, the School Postgraduate Committee may terminate the
student’s candidature.
Preparing and submitting the research proposal
Over the period of provisional enrolment, students—with advice from
their supervisors—will prepare a full research proposal, in consultation
with their intended supervisors.
Research
proposal
format
The proposal should include the School’s cover sheet, and the following
sections, and be typed in at least 12-point font and be double-spaced.
The suggested structure (with maximum page limits for each section) is:

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

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
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March 2011
Cover sheet (1) [See attached form]
Overview/introduction (1)
Background literature review (in service to the problem (5)
Statement of the problem, and research questions (2)
Method (1-3)
References (as needed)
Timeline (1) including detailed goals for the next 6 months and a
tentative timetable for completion of the thesis.
Resources and budget (1) (including materials, equipment, and
other resources needed to conduct the research) [You must
complete the attached budget form]
Appendices for other information such as power
analyses, calculations of drug dosages, instruments, measures
and materials.
Note that appendices should not be used to circumvent page limits.

The cover sheet requires candidates to indicate whether the proposed
research requires human or animal ethics approval, and includes a
section for the primary supervisor to sign, indicating that the primary
supervisor considers the proposal is ready to be submitted for
assessment.
Submission
Convening the
panel
3
Candidates should submit 6 copies of completed proposals to the
administrator of the School Postgraduate Committee (Ngaire Lavery).
The supervisor’s signature must be on the cover sheet before the
administrator will accept the submission.
Once the administrator has received the submission, the SOPPGC will
approve the membership of a panel to convene at a time suitable to the
candidate and panel members, specifically for the purpose of assessing
the proposal. The panel will usually comprise 3 to 5 SOP academic staff,
including a representative of the School Human Ethics Committee, a
representative of the School PG committee, 1 or both supervisors (or the
supervisor and a second person from the content area), and a staff
member from outside the content area of the proposal. One member of
the panel will be the convener. No panel member may act in more than
two roles.
Proposal assessment Meeting (PAM)
Format
Attendance at PAMs will normally be limited to the Panel and
candidate. The meeting will open with the candidate giving a 15-20
minute presentation of their proposal. After the presentation the
candidate will answer questions and take comments from the panel
members.
Outcome
Following the completion of a candidate’s PAM, the panel will provide
feedback on its outcome to the SoP PGC, who then report to the
Associate Dean. If the Committee is recommending approval of the
candidate’s transfer to full registration, the Dean is expected to confirm
this outcome.
Depending on the quality of the research proposal and/or the
candidate’s performance in the PAM, the SoP PGC may instead
 Require revisions to the proposal
 Require that full registration be delayed by up to 6 months;
 Recommend the candidate transfer to a Master’s degree; or
 Terminate the candidate’s registration.
Candidates will be advised of the outcome of the PAM within a week. In
cases where the outcome of the PAM is a recommendation to delay full
registration, the candidate usually will be expected to undertake
March 2011
additional work on their research proposal. This work will normally be
reassessed by the same Panel, who can decide their outcome solely on
the basis of the resubmission, or can request a second PAM, before
reaching their decision.
If candidates need to undertake additional work in relation to their
research proposal before full registration can be recommended, they
will be provided with written feedback from the SoPPGC about the
issues that require further attention. Their resubmission should include
a cover letting making clear how these issues have been addressed.
If as a result of the PAM process, the SoPPGC decides to recommend
that the candidate’s registration is terminated, the candidate will be
informed of this recommendation at a meeting with members of the
SoPPGC, with additional members of the candidate’s PAM panel, if
required. Candidature is terminated by the Dean of the Faculty of
Graduate Research on the advice of the Associate Dean (PGR). A
candidate can appeal the decision under the University’s Academic
Grievances Policy.
March 2011
School of Psychology
Submission for PhD Research Proposal Assessment Meeting
Cover Sheet
Candidate’s name
Supervisor 1
Supervisor 2
Provisional title
for proposal
/research
Summary/
abstract of
proposed
research (150
wds max)
5 key words/
phrases
Date of
submission
Supervisor’s
statement
SIGNATURE of
SUPERVISOR
Date
March 2011
I have had the opportunity to read this proposal and consider it is
ready to be submitted for a Proposal Assessment Meeting.
Budget: Proposed project budget and funding arrangements
The School will provide resources to support your research as specified in the Minimum Resources Agreement (http://www.victoria.ac.nz/fgr/currentphd/support.aspx#MRA). If you want to do research that requires resources beyond those in the MRA, you will need to secure funding from alternative
sources, or to alter the scope or design of your planned research1.
In the table below list those items that you think your proposed PhD research requires. These items will primarily be of two types: items you need to use
during your research (e.g., equipment), and items that will be consumed during your research(e.g., petrol, gel, paper, vouchers). You may be able to borrow
those items you need to use from your supervisor, the School, or another source. But you need to identify all items you expect to use in your proposed
research, including School resources that exceed the limits in the footnote below, and include them in your budget. If you can borrow them, say so and from
where. If they are consumables, say how these costs will be funded.
Remove the examples in red below. Add more lines as necessary. The total project costs and the total funds from all sources should be the same.
Item
Mass spectrometer
Chocolate for participants
Year1
$4M
$120
Year2
Year3
$120
$80
Total project costs =
Source(s)
Supervisor
Self-funded
Total funds from all sources =
When you have completed your budget, please read the following and sign where indicated:
I understand that the project budget above is tentative, may be subject to change based on the availability of funds from the School, Faculty and other
sources. My supervisors and I will modify the scope, plan and design of the proposed research to accommodate the available funds.
Provisional PhD student
Primary supervisor
With respect to the MRA, the School of Psychology defines "particularly heavy use” as exceeding the following amounts per year: Postage > $100; Printing >$100;
Photocopying >$100; Fax > $20, and Phone > $50. If you anticipate exceeding these limits, you will also need to gain access to research funds from outside the school, to
support your use.
1
March 2011
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