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Joint PhD Procedure

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Section 1 - Purpose 

(1) This Procedure stipulates the principles for establishing joint Doctor of Philosophy (PhD) courses at the University of Wollongong (the University).

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Section 2 - Application and Scope

(2) This Procedure applies to:

  1. courses where the University and another Higher Education institution have established an agreement to administer a PhD course collaboratively;
  2. all UOW staff whose duties may be relevant to a joint PhD course, dual PhD course, or cotutelle arrangement as well as candidates enrolled in these courses.

(3) This Procedure does not apply to the offshore campuses of the University.  These campuses are governed by separate policy documents.

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Section 3 - Principles

(4) Joint PhD courses are designed to:

  1. facilitate the exchange of knowledge, innovations, and perspectives to enhance the skills, insights, and practices of HDR candidates and other researchers;
  2. reduce duplication of resources and operations across institutions to improve the efficiency of research at UOW;
  3. support research collaboration and networking with other institutions; and
  4. increase the number of HDR candidates who enrol at the University. 
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Section 4 - Criteria for Establishment of a Joint PhD Agreement

(5) UOW may establish a Joint PhD course with another university or research institution if:

  1. the partner institution has developed a strong collaborative association with the University over multiple years;
  2. the partner institution awards doctoral degrees;
  3. the partner institution and UOW demonstrate comparable levels of academic standing, responsible conduct of research, and quality assurance of doctoral degrees; and
  4. the collaboration is likely to advance the research goals of UOW.

(6) A joint PhD course comprises the following activities:

  1. a PhD candidate receives supervision from one Principal Supervisor at UOW and one Principal Supervisor at the partner institution as well as a co-Supervisor from UOW;
  2. the PhD candidate submits one thesis;
  3. the PhD candidate fulfills the minimum requirements to be awarded a PhD from both UOW and the partner institution;
  4. UOW and a partner institution construct an agreement that establishes the minimum requirements that HDR candidates must fulfill to be awarded the degree; and
  5. HDR candidates who fulfill these requirements are awarded two testamurs, one from each institution, each of which should refer to the joint course.

(7) Candidates usually enrol in a Joint PhD course at the commencement of their candidature, although the agreement may permit enrolled candidates to transfer to this course later.

(8) Candidates must satisfy the admission, progression, training, research integrity, submission, and examination requirements—as well as the intellectual property agreements of both UOW and the partner institution.

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Section 5 -  Approval of Proposal and Agreement

(9) Before the course is approved at UOW, the University and partner institution must sign an agreement that stipulates:

  1. the procedures around admission, enrolment, scholarships, conditions, supervision, resources, submission, examination, conferral, and termination that are specific to this program;
  2. the minimum and maximum length of candidature;
  3. the minimum amount of time that candidates must be located at each institution;
  4. the milestones and training that candidates must complete, including the research proposal review and annual progress report;
  5. how the Supervisors will maintain their support while the candidates are located at the other institution;
  6. how problems with candidate progress and supervision as well as other complaints will be managed;
  7. how the institutions will collaborate to evaluate and to enhance the program over time;
  8. how intellectual property, data management, research ethics, biosafety, and other risks will be managed, including how the universities will facilitate compliance with the Australian Code for the Responsible Conduct of Research, 2018;
  9. arrangements around insurance, indemnity, and liability;
  10. protocols around workplace health, safety, and equity;
  11. management of private and confidential information;
  12. the codes of practice and conduct rules that candidates and Supervisors should follow;
  13. a plan that clarifies how the examination requirements of each institution can be fulfilled as efficiently as possible; and
  14. how expenses and funding will be distributed across the institutions.

(10) Before the course can commence, the Dean of Graduate Research or authorised delegate set out in the Delegations of Authority Policy, must approve the collaborative agreement in consultation with the relevant faculties.

(11) Joint PhD Agreements may constitute a Foreign Arrangement, depending on the association between the partner institution and government.  Foreign Arrangements must be the subject of notifications to the Minister for Foreign Affairs, both at the negotiation stage and when finalised, in accordance with the Australia’s Foreign Relations (State and Territory Arrangements) Act 2020. Such notifications are coordinated by the Global Strategies Division.

(12) For each candidate, a separate appendix to this agreement must be inserted that includes:

  1. the personal details of this candidate, such as name and citizenship;
  2. which institution is the home university (the institution at which the candidate is primarily located);
  3. the title of this research;
  4. the duration of this degree;
  5. details about scholarships;
  6. a schedule that specifies when candidates are likely to be located at each institution;
  7. the Supervisors at each institution; and
  8. any restrictions to candidates that are not ordinarily imposed on UOW candidates.

(13) The minimum duration that candidates shall study at each institution should be one year unless the Graduate Research Committee approves otherwise.

(14) Joint PhD courses most comply with all University rules, codes, policies, procedures and guidelines unless Academic Senates approves otherwise.

(15) Candidates must fulfill the minimum proficiency requirements of the language of instruction at each institution. 

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Section 6 -  Management of Joint PhD courses

(16) International candidates do not need to secure a student visa or to comply with ESOS regulations until they arrive in Australia.

(17) While candidates are completing their research and are located at the partner institution, they must also enrol in a thesis subject at UOW that permits distance learning.  

(18) Candidates shall incur amenities fees at UOW only during sessions in which they are located at a UOW campus.

(19) When UOW is the host institution:

  1. on the offer of admission, the start session should refer to the first session the candidate studies at a UOW campus;
  2. on the offer of admission, the duration of this course should specify the duration the candidate is expected to be located at UOW, as specified on their individual Student Agreement or Operational Schedule;
  3. UOW will request a letter from the home institution that specifies the duration the candidate has been enrolled at the home institution and whether this enrolment was full time or part time; and
  4. UOW will then estimate and enter this EFTSL to the enrolment record of this candidate at UOW.
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Section 7 - Supervision

(20) Two principal Supervisors, one from each institution, will be allocated to each candidate and be assigned equal authority.  The principal Supervisors will discuss their research capabilities and limitations to clarify the research topics and skills in which they will each be responsible.  This information may enable the principal Supervisors and candidates to decide which advice to adopt in response to conflicting opinions about the research project.  Additional co-Supervisors from either institution may be appointed, as appropriate.

(21) Even if a joint PhD course has not been established, joint supervision is still permissible.  For example, if their Line Manager approves, University academics might agree to help supervise HDR candidates enrolled only at another institution, especially if:

  1. this arrangement could extend the knowledge, skills, networks, publication record, or funding opportunities of these Supervisors;
  2. Supervisors at the other institution are likely to reciprocate and assist HDR candidates at this University.
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Section 8 - Roles and Responsibilities

(22) Roles and responsibilities are as specified in this Procedure.

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Section 9 - Definitions

Word/Term Definition (with examples if required)
ADR-HDR Associate Dean Research – Higher Degree Research
Candidature The undertaking of a course of study.
Domestic student An Australian citizen, Australian permanent resident, or New Zealand citizen enrolled to study or registered for a course at UOW.
EFTSL Equivalent Fulltime Student Load
Foreign arrangement A foreign arrangement is a written agreement, contract, understanding or undertaking between an Australian State/Territory entity (including the University) and certain foreign entities (primarily foreign governments and agencies, including certain universities), whether or not there are any other parties to the arrangement and whether it is legally binding or not.
Graduate Research Graduate Research School
HDR candidate A student in the process of completing the requirements for a degree.
Joint PhD Agreement An agreement between an Australian University (in this case UOW) and another Higher Education institution, governing a joint doctoral degree from both institutions.
Partner / Host Institution The institution at which the candidate has secondary enrolment.
Home Institution The institution at which the candidate has primary enrolment
RTP Research Training Program
Student visa A document issued by a country giving a certain individual permission to enter that country for a given period of time for the purpose of study.
Testamur Certification of an award. In the case of joint PhD agreements a student can receive a testamur from each institution relating to the joint degree program.
Tuition fee A fee to cover the educational costs of a program.
Viva voce An oral examination.