Frequently Asked Questions

My research project has changed, what do I need to do?

If you wish to change your research project or title, please complete a Change Topic form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

The Change Topic form can be found here, under Changing Your Course.

How do I change from on-campus to off-campus status?

You must talk to your supervisory team and Graduate Research Coordinator (GRC), as not all schools support external candidature. If you are an international candidate studying at the University of Tasmania, you must also speak with an International Student Adviser.

The Change Mode form can be found here, under Changing Your Course.

How do I apply for sick leave?

If it is less than 10 days, this is simply arranged through your school or institute. Please discuss this with your Primary Supervisor.

If your sick leave is for more than 10 days, please complete a Leave of Absence form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office. A supporting medical certificate is also required.

The Leave of Absence form can be found here, under Leave Requests.

I want to suspend my candidature, how do I apply for a general leave of absence?

A general leave of absence is usually only granted after confirmation or before the last six (6) months equivalent full time (EFT) of your candidature for Doctor of Philosophy/Professional Doctorate candidates or three (3) months equivalent full time (EFT) of your candidature for Master of Research candidates.

A general leave of absence is only granted for no more than 365 days (cumulative total), unless in exceptional circumstances approved by the Dean of Graduate Research.

The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

The Leave of Absence form can be found here, under Leave Requests.

While you are not expected to work on your research project while on a leave of absence, you are still considered to be a Higher Degree by Research (HDR) candidate by the University and continue to have access to the library, email and MyLO. As a result, you are still required to regularly access your UTAS email address and read all official University emails.

I want to suspend my candidature due to illness, how do I apply for a medical leave of absence?

If your medical leave is for more than 10 days, please complete a Leave of Absence form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office. A supporting medical certificate is also required.

The Leave of Absence form can be found here, under Leave Requests.

I need more time away from my candidature due to illness, how do I extend my medical leave of absence?

Please complete another Leave of Absence form as soon as you are able to. Again, the form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office. A supporting medical certificate is also required.

The Leave of Absence form can be found here, under Leave Requests.

How do I change from a Master of Research to a Doctor of Philosophy?

If you wish to apply to change your degree from a Master of Research to a Doctor of Philosophy, please complete a Transfer from Masters to PhD form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

You must have passed your confirmation of candidature and be no more than 75% through your Master of Research degree.

The Transfer from Masters to PhD form can be found here, under Transferring Between Courses.

How do I change from a Doctor of Philosophy to a Master of Research?

If you wish to apply to change your degree from a Doctor of Philosophy to a Master of Research, please complete a Transfer from PhD to Masters form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

You must be no more than two (2) years equivalent full time (EFT) through your Doctor of Philosophy degree.

The Transfer from PhD to Masters form can be found here, under Transferring Between Courses.

I want to extend my candidature, what do I need to do?

You may apply for an extension to your candidature where your thesis submission has been delayed by matters that are beyond your control, are directly related to the conduct of their research project and not of a personal nature.

If you wish to apply to extend your candidature, please complete a Extend Candidature form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

The Extend Candidature form can be found here, under Extending Your Course or Scholarship.

How do I withdraw from my degree?

If you wish to withdraw from your Higher Degree by Research, please complete a Withdraw from Candidature form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

The Withdraw from Candidature form can be found here, under Withdrawing from your Course.

I want to extend my living allowance scholarship, what do I need to do?

If your scholarship conditions allow it, you may apply for an extension to your living allowance. Extensions will only be granted on the basis of research that has been delayed due to circumstances which are beyond your control and are related to the conduct of the research, rather than of a personal nature.

If you wish to apply to extend your living allowance scholarship, please complete an Extend Scholarship form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

The Extend Scholarship form can be found here, under Extending Your Course or Scholarship.

I need to change my bank account details, what do I need to do?

It is your responsibility to ensure correct bank account details are supplied for the payment of your living allowance scholarship. If you need to update your bank account details, please complete an Updating Banking Details form and submit it directly to the Pay Office.

The Updating Banking Details form can be found here, under Other.

I am getting an automated email, even though I have completed an action or task, how do I fix this?

Your Primary Supervisor and Graduate Research Coordinator (GRC) are responsible for signing off the iGRad Action Dates. If a meeting/milestone has occurred and has not been signed off, please contact your Primary Supervisor.

My Primary Supervisor is away, who can sign off my iGRad action dates?

If the absence of your Primary Supervisor is short term (a few weeks), they can continue to action these items remotely using the University of Tasmania's VPN (Virtual Private Network) to access iGRad.

If the absence is long term or your Primary Supervisor has left UTAS, please complete a Change Supervisory Team form, found here under Changing Your Course.

How do I submit my Research Plan?

Use the Research Plan tabs in iGRad to create, develop and maintain your research plan over the course of your candidature. Once all the tabs have been completed, use the Generate Plan button to create a research plan document to use in your Confirmation of Candidature.

As you revise and develop your research plan via the tabs, use the Generate Plan button to create updated research plan documents to use in your Annual Reviews of Progress.

Your supervisors are able to view the content and can add text in the comments tab. Please ensure that you discuss all issues which you believe are affecting your candidature with your supervisors or your Graduate Research Coordinator (GRC).

How do I submit my Confirmation of Candidature report?

Use the Confirmation/Annual Review tab in iGRad to complete your Confirmation of Candidature.

If you have any questions regarding the process, please discuss with your supervisors or your Graduate Research Coordinator (GRC).

How do I submit my Annual Review report?

Use the Confirmation/Annual Review tab in iGRad to complete your Annual Reviews.

If you have any questions regarding the process, please discuss with your supervisors or your Graduate Research Coordinator (GRC).

When can I submit my Confirmation of Candidature or Annual Review reports?

Your Confirmation of Candidature or Annual Review will open two months before the scheduled due date.

Why can't my supervisor see my Confirmation of Candidature or Annual Review reports?

When completing your Confirmation of Candidature or Annual Review, there is an option to share your comments with your supervisor. This decision cannot be reversed until the confirmation/annual review has been completed in iGRad by the GRC.

What is involved in the Milestone Progress Report to Graduate Research Coordinator (GRC)?

This is a monthly meeting with your Graduate Research Coordinator (GRC) to discuss the progress of your thesis. These meetings will occur during the last six months of your candidature.

If you have any questions regarding the process, please discuss with your GRC.

Why can't I see my Graduate Certificate in Research (X5A) results?

These results are accessible via eStudent.

How do I submit my thesis/exegesis abstract?

Approximately eight weeks prior to submitting your thesis/exegesis for examination, you will need to upload your abstract by completing the Examination > Intention to Submit tab in iGRad.

How do I submit my thesis/exegesis for examination?

Before the maximum expiry date of your candidature, you will need to submit your thesis/exegesis for examination by completing the Examination > Thesis Submission tab in iGRad.

Note that you will not be able to access the Thesis Submission tab until you have completed the Intention to Submit tab.

How do I submit my final thesis/exegesis in iGRad?

After the Graduate Research Office have invited you to upload your final thesis and graduation requirements, you will need to submit your final thesis/exegesis by completing the Examination > Graduation Requirements tab in iGRad.

The thesis/exegesis requires all relevant signatures inserted into the document before uploading. Please be advised that printed copies are no longer required.

You will also need to provide:

  • Thesis Access Form
  • A thesis abstract for the purposes of the AHEGS. This abstract must be strictly 2000 characters (including spaces) or less: This is required for the Australian Higher Education Graduation Statement (AHEGS), a Commonwealth requirement.
  • For PhD or Professional Doctorate candidates only: A 40-word summary of your thesis. Please refer to the 40 Word Summary Guidelines.

Note that you will not be able to access the Graduation Requirements tab until you have been invited to upload your final thesis and graduation requirements by the Graduate Research Office.

Where do I find information on available units for my Graduate Research Coursework?

The University of Tasmania (UTAS) offers a wide selection of units. Information on any unit available at UTAS can be found in the Courses and Units guide. Course specific information should be consulted first.

  • Graduate Certificate in Research (X5A)
  • Graduate Diploma in Marine and Antarctic Science (S6O)
  • Professional Doctorate (C9E, M9G, E9G)
How often is each unit offered?

The frequency of which a unit is offered in a given year can be found in the Courses and Units guide.

How many units do I have to do?

The number of course work units available to you depends on the course you are enrolled in:

  • Graduate Certificate in Research (X5A) - 4 units
  • Graduate Diploma in Marine and Antarctic Science (S6O) - 8 units
  • Professional Doctorate (C9E, M9G, E9G) - check your unit outline for details
I’ve found a unit I’m interested in. Who can I speak to about further details?

For further details on any unit you have an interest in, please contact the Unit Coordinator. Their name is listed in the Courses and Units guide.

If a name is not listed, please contact the relevant College.

Who can help me make a decision on my units?

If you have any questions about selecting appropriate elective units, please talk to your supervisory team or Graduate Research Coordinator (GRC).

What if I can’t find something that suits my needs?

If you can'y find a unit that suits your needs, please talk to your supervisory team or Graduate Research Coordinator (GRC).

I’m planning on participating in a workshop outside of UTAS and wonder if this could count towards my Graduate Research Coursework?

Sometimes workshops and courses you undertake as part of your research can count towards the Graduate Certificate in Research. 

Please contact the Associate Dean of Research Training for confirmation.

Can I participate in units prior to the commencement of my candidature?

You cannot participate in any course work units prior to the commencement of your candidature.

Who are the academic contacts for each unit?

The academic contact for any unit is the Unit Coordinator.

Please contact the relevant College if you are unsure.

Are there assessment requirements for each unit?

Please expect a number of assessment tasks when you undertake a course work unit. These tasks and the associated deadlines are set by the Unit Coordinator.

Why can’t I see my unit in MyLO?

Please check your enrolment record in eStudent. If you are not enrolled, you won't have access to the online content.

If your enrolment looks correct, it may be that your unit access has not commenced yet. Access is usually only granted shortly prior to the class commencement as per the Student Timetable.

If your enrolment has only just taken place, MyLo will need time to update. Please check again in a couple of days.

Why can't I see my results in iGRad?

These results are accessible via eStudent.

Why can't I see my results in MyLo?

These results are accessible via eStudent.

What does a result code mean?

If you are unsure what a result codes mean, there is a link to the Legend of Results from your results page.

When can I see my results?

Results are released throughout the year, depending on the study period in which you took the unit.

Please refer to the UTAS Key Dates.

Why am I missing a result for the unit I completed?

The most common reasons are outstanding assessment submission or the Unit Coordinator may be delayed in the resulting process.

Please contact the Unit Coordinator to find out further information.

Why can’t I see my results?

It may be that you have outstanding fees. Please log into eStudent to investigate and make payment.

If you believe the information is incorrect, please contact the Fees Unit.

Where can I find out more about the examination process?

Information about the examination process can be found here, under Thesis Submission and Examination.

How can I find out the latest date I can submit my thesis/exegesis?

Your Maximum Expiry Date can be found in iGRad.

I intend to submit my thesis/exegesis for examination soon, what do I need to do to?

Approximately eight weeks prior to submitting your thesis/exegesis for examination, you will need to upload your abstract by completing the Examination > Intention to Submit tab in iGRad.

On receipt of your abstract, a request will be sent to your supervisory team and Head of School from the Graduate Research Office, asking them to nominate examiners for your thesis/exegesis.

The nomination of examiners process is confidential. You are permitted to provide the names of examiners that you do not want to examine your work (and accompanying reasons), but that is the extent to which you are involved.

A Chair of Examiners will also be appointed by the Head of School to act as an independent Chair throughout the examination process. Where the Head of School is also a member of your supervisory team, the relevant College Dean or Institute Director will appoint the Chair of Examiners.

My thesis/exegesis abstract has changed since I uploaded it to iGRad, how do I update this?

Please email your updated abstract to the Graduate Research Office.

My thesis/exegesis is nearly due but I am not yet ready to submit, what do I need to do?

You may apply for an extension to your candidature where your thesis submission has been delayed by matters that are beyond your control, are directly related to the conduct of their research project and not of a personal nature.

If you wish to apply to extend your candidature, please complete an Extend Candidature form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

The Extend Candidature form can be found here, under Extending Your Course or Scholarship.

My due date (Maximum Expiry Date) for thesis/exegesis submission has passed, what do I need to do?

You will need to apply for an extension to your candidature, as your thesis submission has been delayed, by completing an Extend Candidature form. The form will need to be endorsed by your Primary Supervisor, Graduate Research Coordinator (GRC) and Head of School before being submitted to the Graduate Research Office.

The Extend Candidature form can be found here, under Extending Your Course or Scholarship.

What do I do if I have not completed my Graduate Certificate in Research (X5A) requirements and I’m ready to submit my thesis/exegesis?

Your coursework requirements will need to be met before you will be permitted to graduate. Information about your graduate research coursework can be found here.

I need a letter to confirm that I have submitted my thesis/exegesis for examination, how do I request this?

Please email the Graduate Research Office with your request.

I need a letter to confirm that I have completed my degree, how do I request this?

Please email the Graduate Research Office with your request.

I’m ready to submit my thesis/exegesis for examination, what do I need to do?

Before the maximum expiry date of your candidature, you will need to submit your thesis/exegesis for examination by completing the Examination > Thesis Submission tab in iGRad.

Note that you will not be able to access the Thesis Submission tab until you have completed the Intention to Submit tab.

My thesis file is larger than 60MB and iGRad will not accept the upload, how do I submit my thesis?

You can upload the title page only via iGRad and then send the full document and/or supplemental files to us via CloudStor.

Candidates can use their UTAS login for CloudStor: https://www.aarnet.edu.au/login

How do I find out if specific formatting is required for my thesis/exegesis?

Details about formatting, length and referencing will be dependent on the discipline in which you have conducted your research. Please consult with your supervisory team about these details.

Which format should I use to submit my thesis/exegesis?

Please upload your thesis/exegesis as a PDF.

If you are also submitting a creative component (such as a portfolio of musical recordings or art works), please seek advice from the Graduate Research Office in the first instance.

Do I need to supply printed copies of my thesis/exegesis for examination to the Graduate Research Office?

No. Printed copies of your thesis are no longer required, unless specifically requested by an examiner. In that case, the Graduate Research Office will request these from you.

Am I eligible to claim reimbursement for thesis printing, even if printed copies are no longer required?

Candidates who have been awarded a scholarship may be entitled to a claim a refund for the printing of their thesis for personal or professional use. Candidates must check their scholarship conditions before submitting a claim, to confirm they are eligible.

Instructions on how to submit a Thesis Allowance Claim can be found here.

How long does the entire examination process take, once I have submitted my thesis/exegesis for examination?

The examination time frame can be anywhere from three to six months. The Graduate Research Office endeavours to ensure timely examination for candidates, however delays do often occur due to working with external parties.

How do I find out about the status of my examination?

You can track the examination process via the Examination tab in iGRad. This will inform you of the below details:

  • When examiners have been nominated 
  • When examiners have been invited to examine your thesis
  • When your thesis has been sent to examiners
  • The due date of the examiner reports
  • When the examiner reports have been returned

Examiners are requested to return their reports to the Graduate Research Office within six weeks of receiving the thesis/exegesis, however this often takes longer due to workload and personal circumstances. The Graduate Research Office has procedures in place to follow-up on overdue examiner reports.

My thesis has been under examination for more than three months, I have checked the status on iGRad, but would like more information. Who should I contact?

Please email the Graduate Research Office with your enquiry.

How am I notified of the examination outcome and when will I receive my reports?

You will receive notification via email.

Once all of the examiner reports have been received, they are sent to the Chair of Examiners. The Chair of Examiners are responsible for providing a recommendation to the Graduate Research Office on the reports, who will then submit their comments and recommendation on the examination outcome to the Dean of Graduate Research.

The Dean of Graduate Research shall consider the recommendations of the examiners and the Chair of Examiners before determining how to proceed to the next stage.

Once determined, we will inform you of the outcome of your examination and send you the examiner reports.

How long will I be given to make any corrections that are recommended by the examiners?

The majority of candidates will need to make some corrections to their thesis/exegesis. The time frame will be set by the Chair of Examiners and will depend on the extent of the revisions required. You will be advised of the time frame when the Graduate Research Office inform you of the outcome of your examination and send you the examiner reports.

My corrections have been completed and my supervisors are satisfied with my final thesis, what do I need to do?

When you have completed any required revisions, please submit your corrected thesis to the Chair of Examiners. They will review your final thesis and, if approved, recommend to the Graduate Research Office that your degree be awarded.

When will I be eligible to graduate?

Graduation ceremonies occur each year in August and December. In order to graduate, you will need to have completed the below steps:

  • Made any required revisions to your thesis
  • Received approval for your final thesis
  • Submitted an electronic copy of your final thesis via iGRad
  • Submitted a thesis abstract of strictly 2000 characters (including spaces) or less via iGRad: This is required for the Australian Higher Education Graduation Statement (AHEGS), a Commonwealth requirement
  • Submitted a 40-word summary via iGRad (for PhD or Professional Doctorate candidates)
  • Submitted a Thesis Access Form via iGRad
  • Obtained Academic Senate approval
  • Checked/updated your graduation status and details via eStudentDegrees are regularly conferred at ceremonies held in August and December. If necessary, you may apply to have your degree conferred earlier at the next available meeting of the University Council. Information about graduation is available here. Please contact the Graduation Office if you require more information.
  • Checked your outstanding fees in eStudentAll outstanding fees must be paid (including SSAF). Please note that if you have any outstanding fees, this will stop you from being able to graduate. Please contact the Fees Unit if you have any questions.