University of New South Wales - Graduate Research School - Progress Review information for University Staff

It is a requirement of continued enrolment that all postgraduate research students take part in a formal annual review in each year of their candidature. Progress reviews provide an opportunity for students, their supervisor/s and schools to review how the research has progressed over the past year against the research plan, review all aspects of a student’s candidature, develop a plan of action for the next year, and to identify and respond to any impediments to progress to a timely completion.

Procedures

A progress review should be conducted on an annual basis for both full-time and part-time students. There is no hard and fast set of rules for how reviews are conducted as the discipline, size of the School, and attendance mode of the student vary widely across the University. Some Schools encourage a formal seminar presentation that all staff may attend, while other Schools adopt of less formal meeting structure.

All students should, as part of their annual review, attend a panel review meeting. After the student and supervisor complete the annual progress review form, the student participates in a formal meeting with a review panel consisting of one or two other independent academic staff, one of whom is usually the school postgraduate coordinator. The supervisor or co-supervisor should not be present at this meeting unless the student requests their attendance. The panel may request the supervisor/co-supervisor attends part of the meeting, to discuss specific issues, or to facilitate resolution of an issue.

If the student is unable to attend a panel review meeting on campus (eg. Part-time or external student not in Sydney), then the student and supervisor should complete the annual progress review form in the normal way. The panel review coordinator or postgraduate coordinator should note that that a formal meeting has not occurred in the box in Section E, page 5, and make a recommendation on candidature based on the information provided on the form.

While the forms of the review and issues discussed for each student will vary, key issues that should be covered include:

Infrastructure and resources – are they adequate and appropriate for the research
The role of the supervisor and co-supervisor – the panel review should be satisfied that expectations are clear and that appropriate communication exists between all parties
Key research milestones for the next 12 months that progress can be assessed by
Progress of the project in the previous 12 months and an assessment of whether progress has been at the level expected for the year of enrolment in canidature and the projected submission date
Any problems (personal, technical or academic) identified by either the student or their supervisor/s – the Head of School and Associate Dean for Research may need to be consulted particularly if appointment of a new supervisor is proposed
Skills development – advice on whether additional skills and training is required and a plan for the next year
Intellectual property, OHS, ethics – both the student and supervisor should understand these requirements as they relate to the research project
Anticipated thesis submission date – this date should take into account he census dates (31 March and 31 August)

Faculty/School annual review procedures should be clearly documented and provided to students upon Faculty/School induction.

Copies of the completed form should be kept by the supervisor, student and sent to the Graduate Research School (for Kensington and COFA campus students) or UNSW@ADFA Research Office.

Unsatisfactory Progress

The review process should identify and document any factors contributing to a lack of progress. These factors may lie with the topic, the supervisor, the candidate, or in other areas including infrastructure support, access to resources, the research culture within the School, or a combination of these. Once the relevant factors have been identified, the School should institute appropriate supportive remedial action to maximise the chances of the research program getting ‘back on track’. Any anticipated delays in completion relating to unsatisfactory progress, for whatever reason, should be acknowledged.

If the result of an annual progress review is unsatisfactory, the continuation of the candidature may become the subject of discussion at the Faculty's Higher Degree Committee (HDC) and students may be asked to "Show Cause" as to why their candidature should not be discontinued.

Forms

The Graduate Research School will produce a Cover Sheet and/or individual Annual Progress Review Form for each student and send to the School. This Form allows for electronic input of information and emailing of the document to students and supervisors. The Cover Sheet will be populated using information from the student’s official records.

View a sample annual progress review form (pdf)

View a sample annual progress review form (word document)

Forms are distributed to Schools twice a year in May and October to allow reviews to be held in either Semester 1 or Semester 2 for all candidates, depending on their commencement date.

Further information and assistance

For further information regarding annual progress review procedures please contact your School Postgraduate Coordinator.

Information may also be obtained from the appropriate Research Administration Officer in the Graduate Research School or Julie Fox on 9385 4048 or via email: j.fox@unsw.edu.au. If you have any technical difficulties with the Form please contact Iona Reid on 9385 6067 or via email: i.reid@unsw.edu.au.