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Graduate Research School Research Supervision Professional Development Program
Supervisor Induction
This Supervisor Induction module has been developed for supervisors of postgraduate research students at UWA who are new to supervision or new to supervision at UWA.
The module aims to induct you into the fundamentals of supervision at UWA, focusing on UWA policies and rules. To be eligible for inclusion on the UWA Supervisor Register you are expected to complete this induction.
As you continue to supervise at UWA, you are then expected to complete the supervisor Refresher module at least once every four years. The Supervisor Refresher module summarises changes to GRS policies, rules & procedures. Level 2 or Level 3 members of the UWA supervisor register are expected to complete the Refresher module at least once every four years. The module is updated over this period.
Building on the Induction and Refresher modules, the GRS offer a range of face-to-face workshops throughout the year that are designed to facilitate communication between supervisors about best practice in supervision.
There are also a number of training opportunities offered by other areas of the university that you may find useful in developing your supervisory skills.
Supervisor Workshops
Supervisor Induction Units This Refresher Module is divided into six units, roughly arranged according to stages of HDR student candidature.
Links to relevant materials are provided using buttons. Solid yellow buttons indicate the material is essential reading. White buttons indicate the material is optional reading.
A list of the acronyms and abbreviations used in this module is provided.
You can return to the unit menu or acronym list at any time using the home or list icons in the bottom right corner of every slide.
A number of short videos are embedded in this presentation where the video icon appears.
Optional Reading
Essential Reading
Unit 1: Supervision at UWA GRS Dean HDR Cohort GRS Office & Structure UWA Register of Supervisors UWA Supervisor Types Relationships & COI Absence from Supervision Graduate Research Coordinators
Unit 2: Rules, Regulations, Policies and Procedures
Graduate Research Training Policy Course Rules Research Conduct & Integrity Training IP & legal Services staffConnect & studentConnect GRS Forms
Unit 3: Eligibility, Admission, Scholarships & Enrolment
HDR Preliminary MRes Eligibility & Admission English Language Requirements UWA Scholarships Tuition Fees & Living Allowances Research Funding, SSAF & OSHC
Supervisor Induction Structure
Unit 4: HDR Candidacy GRS Associate Director HDR Enrolment & Re-enrolment ACE & Coursework Enrolments DELNA Induction SPORS Milestone Paperwork Candidature Variations Leave & Suspensions Student Travel & Travel Awards Partnerships & Internships Extensions, Withdrawal & Termination
Unit 5: HDR Student Support GEOs Researcher Training Framework Resources & Training Ethics Application Support Library Engagement Wellbeing
Unit 6: Examination & Graduation Thesis Examination Viva Voce Examiners & COI Submission & Copyright Thesis Declarations Thesis as a Series of Papers Editorial Assistance & Turnitin Examination Milestones Graduation
List of Abbreviations and Acronyms
ABLE Arts, Business, Law and Education
ACE Academic Conduct Essentials
AEC Animal Ethics Committee
APA Australian Postgraduate Award
APR.Intern Australian Postgraduate Research Intern
COI Conflict of Interest
DBA Doctor of Business Administration
DELNA Diagnostic English Language Needs Assessment
DFAT Department of Foreign Affairs & Trade
EMS Engineering and Mathematical Sciences
FAQ Frequently Asked Questions
FTE Full Time Equivalent
GEO Graduate Education Officer
GRC Graduate Research Coordinator
GRS Graduate Research School
HDR Higher Degree Research
HDR Prelim HDR Preliminary
HMS Health and Medical Sciences
HREC Human Research Ethics Committee
IPEd Institute of Professional Editors
IPRS International Postgraduate Research Scholarships
LMS Learning Management System (BlackBoard)
MPhil Masters of Philosophy
MRes Masters of Research
ORE Office of Research Enterprise
OSHC Overseas Health Cover
PhD Doctor of Philosophy
PPD Paid Professional Development
REU Research End User
RIA Research Integrity Advisor
RTF Researcher Training Framework
RTP Research Training Program
RTS Researcher Training Scheme
SCI Science
SIRF Scholarships for International Research Fees
SJD Doctor of Juridical Science
SSAF Student Services and Amenities Fees
TEQSA Tertiary Education Quality and Standards
UPA UWA Postgraduate Award
UWA University of Western Australia
Welcome to supervision at UWA. Since UWA awarded its first PhD, the university has developed a strong research education program. The GRS aims to support this program by helping our research students and supervisors to achieve the highest standards of practice.
To achieve this aim, the GRS has a UWA Supervisor Register and a supporting Research Supervision Professional Development Program. This program aims to induct staff that are new to supervision at UWA, to support academics to develop and improve their supervisory practice, and to update all supervisors with regard to changes in the HDR environment as a result of university or national changes to policy or procedures.
We hope you find this module useful and we look forward to meeting with you at our face-to-face workshops.
Professor Imelda Whelehan Dean of the Graduate Research School
UWA History Supervisor Register Supervisor Program
HDR Cohort at UWA
At the beginning of 2020, UWA had ~2000 current HDR students: • ~95% in GRS administered courses • ~90% enrolled in a PhD course • ~75% enrolled full time • ~37% international students • ~ 9% under examination • ~ 5% on suspension These students are supervised by ~1700 supervisors, with ~4500 unique student and supervisor combinations. ~30% of supervisors are the coordinating and principal supervisor of at least one student. *This data was obtained from a staffConnect DIY report By faculty, HDR student enrolments (measured as full-time equivalents; FTE) are: ABLE 23%, EMS 21%, HMS 18% and SCI 38%. *This data was obtained from the UWA 2018 Annual Report
UWA Annual Reports staffConnect Reports
Role of the GRS at UWA
The GRS is responsible for the academic administration and coordination of graduate research training by: • developing & implementing HDR policies • promoting HDR studies • serving as a focal point for HDR students • supporting the GRS Board & scholarships committee • administering HDR scholarships, candidature & examination • monitoring HDR students’ completion times, supervision
and skills acquisition
The GRS Board is a committee of Academic Council and delegates authority to the GRS Dean. New supervisors are welcome to observe a GRS Board meeting.
GRS Board
GRS Office and Structure
The GRS sits within the Office of the Deputy Vice Chancellor Research and the GRS offices are located in Hackett Hall.
Prof Imelda Whelehan is the Dean of the GRS and Dr Sato Juniper is the GRS Associate Director.
The majority of the GRS staff are located in offices in Hackett Hall. Only the HDR Support teams, which support HDR admission, are located in faculty offices.
The GRS contact details and GRS staff list can be found by clicking the Contact us stamp on the bottom of the GRS homepage.
GRS Staff GRS Contacts
GRS Webpages
The GRS website is divided into three main subdivisions that provide information for future students, current students and staff.
Splash pages for students and staff are used to support navigation of the site.
Staff Splash Page Student Splash Page
In addition to the information provided on the staff webpages, you will find the information provided to students on the student splash page useful for advising your candidates.
UWA Register of Supervisors
The Graduate Research Training Policy defines the
• supervisor levels of the Supervisor Register (L1-L3 and Supervisor Practitioner)
• different types of supervisor (Principal, Coordinating, Co- and External)
The Register of Supervisors was initiated to promote a culture of best practice in HDR supervision and ensure compliance with the TEQSA Higher Education Standards Framework (Section 4 Research and Research Training).
All staff of the university, and all adjunct, honorary and emeritus affiliates, must be on the UWA Register of Supervisors in order to be eligible to be approved as designated supervisors of HDR students. External supervisors who are not employed by the university and do not hold adjunct, honorary or emeritus positions are exempt from the register.
Supervisor Register
Graduate Research Training Policy
Apply for Supervisor Register
TEQSA Education Framework
Register Levels Supervisor Register Levels 1-3 require staff to hold a PhD or equivalent qualification and be research active. For the purpose of supervision of PhD students, PhD equivalence is defined as significant independent research over a period of 4 years or more using up to date knowledge of the field as evidenced by publications or other appropriate scholarly or creative outputs and Research active is defined as having produced at least two peer-reviewed publications or equivalent research outputs per four-year period, relative to opportunity.
A Supervisor Practitioner need not hold a PhD or meet the publication requirement to be deemed Research Active but will have attained the professional practice equivalent of a PhD and be highly esteemed in their field of professional practice as evident from their professional outputs, awards, prizes, and other professional accolades. A practitioner supervisor will typically act as a co-supervisor for the practice component of a professional higher degree.
UWA Supervisor Types
Every GRS-enrolled HDR student must have at least two UWA supervisors - a Principal and a Coordinating Supervisor.
• Principal supervisors are responsible for academic leadership of supervision.
• Coordinating supervisors are responsible for academic management of supervision.
When the Principal and Coordinating Supervisor is the same person, a co-supervisor must be appointed.
Students may also have additional co-supervisors and external supervisors.
Requests to change supervisory teams can be made to the GRS at anytime in the student’s candidature.
Principal Supervisors
Principal supervisors must
• Have relevant research expertise
• Have a qualification at least equivalent to qualification being supervised
• Have previously supervised a HDR student to successful completion
• Expect to hold a UWA appointment for the duration of candidature
• Be registered on the UWA Register of Supervisors
• Be research active as defined in the UWA Register of Supervisors
The GRS does not require principal supervisors to have ongoing appointments but there must be a reasonable expectation that they will be able to supervise throughout the candidature.
Under some circumstances, adjunct, honorary or emeritus supervisors can be approved as principal supervisors.
Adjunct affiliates who are members of staff of other universities, and external supervisors, will not be approved as principal supervisors.
A member of staff who is also a UWA HDR student will not be approved to supervise another student at the same level.
Coordinating Supervisors,
Coordinating supervisors
• Needs to be UWA employees
• Are at Level 2 on the UWA Register of Supervisors
• Ensure that administrative & reporting requirements are met
• Receive all correspondence relating to the candidature
• Communicate with and between the other supervisors
• Coordinate the student’s training program with the Principal Supervisor
• Need to have access to Callista to access student administrative details
Co-supervisors
• Are UWA adjunct, honorary or emeritus supervisors
• Are registered on UWA Supervisor Register
• Must have expertise relevant to the research program
• Provide backup for other supervisors
External supervisors
• Do not hold UWA adjunct, honorary or emeritus positions
• Must have expertise relevant to the research program
Joint supervision across schools is possible. Where a student is jointly enrolled across two schools or centres, a principal and a coordinating supervisor must be appointed from one school and a coordinating supervisor must be appointed from the other school.
In response to the Respect.Now.Always initiative, Universities Australia released the Principles for Respectful Supervisory Relationships. These principles are designed to protect the safety and wellbeing of both staff and students and build further awareness and expectations of conduct.
In addition to being respectful, supervisory relationships should also be free of actual or perceived conflicts of interest. All perceived conflicts of interest between students and supervisors and within supervisory teams must be declared whenever supervisors are proposed.
The GRS will assess each conflict to determine whether the proposed supervisory team is appropriate on these grounds. Examples of possible conflict of interest in examination may provide a useful guide for the types of conflicts in supervision that should be considered.
Respectful Supervisory Relationships COI Examples
You should inform your students at least four weeks in advance of an intended absence of more than four consecutive weeks.
A Supervision Plan for Extended Periods of Absence, approved by the supervisory team and your student, should be developed to ensure the research progress of your student is maintained. The plan should outline the
• mode, frequency and proposed regularity of contact
• extent of input into supervision during absence
• plan of student work to be undertaken during the absence
• expectations of turnaround times for work and feedback
• contingency plan should remote supervision go wrong
You can choose to nominate a replacement supervisor, supervise remotely, or both. The supervisor remaining on campus normally assumes primary responsibility for supervision and may also assume the role of coordinating supervisor if required.
Extended Absence Plan
Graduate Research Coordinators
Each school at UWA has at least one Graduate Research Coordinator (GRC). GRCs are responsible, in part, for:
• Discussing projects and supervision with prospective HDR candidates
• Inducting new HDR students into their school
• Providing counsel to HDR students at all stages of candidature
• Providing counsel to HDR supervisors
GRCs are asked to read research proposals, annual progress reports and theses, and approve them on behalf of their Head of School. GRCs are also required to approve any changes to the candidature of students.
Some schools have very stable GRC positions, others are more dynamic. You can navigate to a list of GRCs from the staff splash page.
GRC Contact List
