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HDR Review Frequently Asked Questions

Contents

Q1. I don't know my user name or password so how can I log-in to the online review system?

Your username and password will have been provided to you by ITD. You can go to https://login.une.edu.au/register/ to either register for a new username or to reset your password. Contact the ITD Help desk if you are still having problems. Students/candidates must log in to the HDR review using only their UNE student username and password.

 

Q2: I couldn't remember my password so I obtained a new one but I keep getting an error message when I try to log-in to the review system.

There are several possible answers to this question so you will need to consider which one applies to you:

a: You need to wait for at least one hour after changing your password before you try to access the system as it takes a short while for the UNE computer system to process your new password.

b: You have mis-typed your user name or password (ensure that the caps lock is not on, that you haven’t typed a letter when it should be a numeral – such as the number zero and the letter ‘O’ or the number one and the letter ‘l’).

c: The computer browser you are using does not support the online review system.

d: You are using your staff internet access details when you need to use your student user name and password. Refer to Question 1 to find out how to obtain your student username and password.

Q3: My supervision panel is not showing correctly in the review system.

The information shown on the review system was the most up-to-date information regarding your candidature that Research Services had at the time the review commenced. If your supervision panel is incorrect, it means that either:

a.) A‘Change of Supervisor Recommendation’ form was only recently submitted so the change is not reflected in the information shown in the review system. There is NOT a live link between Research Services data and the review system so information will not update automatically.

OR

b.) Research Services has not received a ‘Change of Supervisor Recommendation’ form for changes to your panel. To make changes to your supervision panel your supervisor will need to complete the Change of Supervision Form. The ‘Change of Supervision Form' can be found on our Forms and Guidelines web page.

Please check that your Principal Supervisor is listed correctly when you test your access prior to the opening of the online review system. Follow this up with Research Services before the commencement of the review if necessary to ensure that your current Principal Supervisor has access to your review.

Q4: The Principal Supervisor listed on the review system is no longer my Principal Supervisor. How will my new Principal Supervisor complete the review?

If the person who is now your Principal Supervisor is already showing on your supervision panel listed on the review system in another capacity (e.g., Co-supervisor) they will automatically be able to access the review system. All UNE staff listed on your panel are automatically able to access your review. If your Principal Supervisor is new to your panel you will need to contact Research Services as your new Principal Supervisor will not be able to access Section 2 (Supervisor’s Comments) to provide comments on your progress. Please note that a new Principal Supervisor will only be given temporary access for the review period. The ‘Change of Supervisor Recommendation’ form will still need to be signed off and submitted in order to formally make the change to your supervision arrangements. This can be found on the Forms and Guidelines web page.

Q5: I am a UNE staff member as well as a UNE HDR student and I can’t log-in.

You MUST use your UNE student log-in details to access the review system. Your staff details are not recognised by the review system because it is in your capacity as a student that you are required to complete the review. Please refer to Question 1 for information on obtaining your student username and password if you have not already done this.

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Q6: What criteria determine who needs to complete the review?

All HDR candidates are required to complete the review including:

  • candidates who are currently on intermission
  • candidates who have taken some period/s of intermission since the last review
  • candidates who have submitted their notification of intention to submit

The only HDR candidates who are NOT required to complete the  review are:

  • candidates who commenced their studies on or after current round
  • candidates whose thesis has been lodged with Research Services for examination.
  • candidates who are revising their thesis for resubmission
  • candidates who are undergoing the course component of their degree

Q7: Do I need to complete the review?

If you have been correspondence to your UNE student email address about the review then Research Services is expecting that you will complete the review.

However, if you receive the following specific message when you try to log-in to the online review system this means that Research Services has determined that you meet the criteria not to complete the review:

"It has been determined by Research Services that you are NOT required to complete the Review this year...."

If you do not receive this specific message when you try to log-in then it means that Research Services is expecting that you will complete the review. If you think you meet one of the criteria for not needing to complete the review, but are able to log-in to the system please contact Research Services to clarify whether or not you are required to complete the review.
 

Q8: I have been on intermission for ten months in the last year. Do I still need to complete the review?

Yes, you are still required to complete the review.

Q9: What will I write about if I have been on intermission for ten months and only working on my thesis for two months in the past year?

Use the review as a good opportunity to revise your timeline for completion in light of your intermission and plan for the coming year and your return to candidature.

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Q10: I commenced intermission earlier this year or late last year and am not returning to my studies until later this year. Do I still need to complete the review?

Yes, you will still need to complete the review.

Q11: My thesis is close to submission. Do I still need to complete the review?

Unless your thesis is submitted to  Research Services you are still required to complete the review.

Q12: I have already submitted Section 1 but I want to add an extra comment to my responses. Am I able to log back in and add this?

You can log in as many times as you want during the period and add additional comments, further details etc. Your supervisor/s will receive an email notifying him/her that you have updated the section so that they are able to log back in and read any revisions you have made. Once the section has been closed (for the relevent round) you will be unable to edit your comments.

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Q13: I have answered half of the questions in Section 1 but want to log-out and finish my responses later. If I log-out will my answers still be there when I log back in later?

Your answers will still be there provided you have clicked on the 'Submit Section 1' button. If you click on this button but HAVE NOT completed all questions you will receive the following message:

"WARNING INCOMPLETE REVIEW: You have not completed all of the questions in this section of the review. The questions you have completed have been SAVED so that you are able to log in and complete the remainder of your responses at another time.

You will need to return to this section and answer all remaining questions before you are able to successfully submit your review. This will need to be done by.."

Only once you have completed all remaining questions and clicked on the ‘Submit Section 1' button again will your review be finalised. If you complete your review over a number of days, please remember that your supervisor will also need time to provide comments before the closing date of the review system.

Q14: I am going to be away during the review. How will I complete my sections?

Ensure that you discuss the review and the topics covered with your supervisor/s ahead of time if you are going to be away during the review period. As the review is conducted solely online you will be able to complete your review from anywhere in the world during the review period. The topics covered by the review are:

  1. Outline of work completed to date (e.g., completion of proposed literature review, data collection, field trips, completion of specific chapters)
  2. Specific achievements (e.g., seminar presentation, publication of a paper etc. If a paper has been published, please give the full bibliographic details. A full copy of any publications should be sent to your faculty research administrator.)
  3. Any difficulties experienced during the period since commencing candidature or the last review
  4. Detailed plan of remainder of candidature with milestones to be completed each month. Include any specific goals/targets to be accomplished within the next twelve months.

Q15: How can I plan for the review?

Discuss the topics covered by the review with your supervisor well in advance. Check that someone from your supervision panel is going to be available during the review period to key the Supervisor’s Comments in Section 2.

Q16: Where is Section 3 (Candidate's response to Supervisor’s comments)?

This feature no longer exists

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Q17: Why do I only have a limited time to access the online system?

After you and your supervisor have made comments, the Head of Schooland the Chair of the Higher Degree Research Committee i.e. the Dean of Graduate Studies also need to make comments before your review is finalised. Your re-enrolment for future years (if required) will not be authorised until all of these people have indicated that they are satisfied with the progress reflected in your review. Reviews need to be fully completed and signed off in time for the re-enrolment period.

Q18: Is there any penalty if I don’t complete the review during the determined period?

All HDR students are required to complete the review. Failure to complete the review may lead to a recommendation going forward to the Higher Degree Research Committee that those candidates who have not completed the review be asked to show cause as to why their candidature should not be terminated.

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Q19: I already have a very detailed plan of my project. Do I need to re-type this into the review system?

No. If it is straight forward word processed document you can paste it directly into the question in the review to which it relates. Alternatively, you are able to attach any type of file to the question concerning your plan for completion. Please state in the box near the attachment what type of file you are attaching (for example: Gantt chart, Excel spreadsheet). Please try to ensure that attachments are in standard software formats as not all users who will be making comments on your progress (Head of School, Dean etc) have access to specialised software.

Q20: It is nearing the closing date of the online system and my supervisor has not completed his/her section as yet. I am getting concerned that it will not be done by the closing date. What should I do?

Don’t leave contacting your supervisor until the last minute. Contact your Principal Supervisor. If you can’t contact your Principal Supervisor contact any other Co-supervisors you may have on your panel. Your Principal Supervisor may have arranged for one of your other supervisors to complete Section 2 (Supervisor's Comments) if they knew they were going to be unavailable. It is best to clarify this prior to the opening of the review. Research Services will also be able to monitor sections which have not been completed and contact relevant staff as the need arises.

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Q21: My Principal Supervisor is away during the review and my Associate Supervisor is going to complete Section 2 (Supervisor’s comments) on their behalf. How do they get access to the annual system to do this?

Any current UNE staff members who are on your supervision panel already have access to the review system. Supervisors should contact Research Services to ensure correct access has been granted.

Q22: Can I have a paper copy of the review?

All candidates are required to complete the review online 

Q23: Why is my web browser freezing or not showing the review screen when I try to access the review system?

The web browser you are using may not support the Review system. The review system is designed to work optimally with most browsers. Contact the ITD helpdesk if you are still experiencing problems.

Q24: Why does my browser only show me white space?

The web page has probably not loaded correctly. Right click on the white space and select “Reload” if you are using Mozilla or Netscape browsers. If you are using Internet Explorer select “Refresh”.

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