Doctoral Candidates - Off-Campus Registration Policy and Procedures


Application


Doctoral candidates who seek long-term or permanent off-campus registration during their doctoral candidature at the University

Candidates who need to be away from the campus for more than one month, but no more than one year, must apply for an absence before they leave the University (see Doctoral Candidates - Periods of Temporary Absence Policy and Procedures).

Purpose


To outline the policy and procedures which must be followed in order for off-campus registration of a doctoral candidate to be approved

Backgroud


  • Able and motivated candidates may be located off-campus for periods ranging from one year to their entire period of registration
  • It should be noted that the University is not responsible for paying for any of the costs associated with the candidate travelling to the University or the main supervisor travelling to meet with the candidate at their off-campus location

Policy


1.    Off-campus registration of doctoral candidates must be approved by the Board of Graduate Studies

Procedures


Application

2.    If the entire doctorate is to be conducted off-campus, this must be indicated by the applicant in the Application for Admission into the doctoral programme

3.    Candidates who have already commenced their doctorate must apply for off-campus registration by completing a DOC6

4.    The main supervisor or one of the joint supervisors must submit a written statement to the Board of Graduate Studies, via the Dean of Graduate Studies, regarding their support for off-campus registration for their candidate addressing the criteria outlined below

 

Supervision

5.    The candidate’s main supervisor or one of the joint supervisors must be a University of Auckland staff member and must be an accredited supervisor

Note: Ideally, the candidate will have a co-supervisor or an adviser at their off-campus location

6.    There must be an agreed, regular schedule of electronic and/or face-to-face supervisory contact between the candidate and the main supervisor/joint supervisors

7.    There must be an agreed, regular schedule of electronic and/or face-to-face contact between the main or joint supervisors and the co-supervisor/adviser who is located at the off-campus location

8.    Financial arrangements regarding the in-person supervisory sessions must be established before the off-campus registration begins

 

Fees

9.    Doctoral candidates must pay University tuition fees in each academic year for which they are registered, regardless of whether they are on or off-campus

10.    All doctoral candidates, unless otherwise exempted under the relevant regulations, must pay the prescribed Building Levy and Student Service fees and any other fees as may be prescribed from time to time, regardless of whether they are on or off-campus

11. Doctoral candidates who are not New Zealand citizens and who wish to conduct their entire doctorate overseas are required to pay international tuition fees for the duration of their enrolment

Note: PhD candidates who are not New Zealand citizens will lose their eligibility to pay domestic tuition fees if they are absent from New Zealand for more than 12 months in total (excluding leave) during their PhD candidature - see PhD Domestic Tuition Fees Policy and Procedures

 

Resources and research support

12. Off-campus candidates must be located/working in an environment conducive to their area of research (e.g. a research-oriented institution or company, another university or an archive repository etc)

13. Candidates must not use their PReSS account to fund travel related to supervision, examination and required time on campus

 

Time at the University

14. Candidates must spend at least one month in total per year on site at the University at a time or times agreed upon with their main or joint supervisors

15. Candidates may be required to travel to the University to attend their oral examination

 

Provisional year

16. During their provisional year, the candidate must meet all of their provisional year goals within the timeframe set by the Board of Graduate Studies, including attendance at a Doctoral Skills Programme Induction Day. This goal can only be fulfilled by attendance in person

17. If the candidate’s department/school requires the candidate to present their full thesis proposal in person and/or to present a research seminar in person, this must be made clear to the candidate at the time of registration

18. If the candidate is required to undertake any coursework during their provisional year, or any other training that requires their on-campus presence, this must be made clear to the candidate at the time of registration

19. Candidates must undertake DELNA within the first two months of registration. Any candidate requiring intensive English-language work may be required to spend more than one month on campus during their provisional year

 

Occupational health and safety procedures

20. Occupational health and safety training relevant to the research location must be undertaken by the candidate

 

Intellectual property

21. In the event that the intellectual property is not deemed the property of the candidate or if the candidate has waived such a right, the main or joint supervisors and off-campus co-supervisor/adviser must discuss the ownership, protection and any exploitation of any intellectual property generated as a result of the research project in good faith – see Intellectual Property Created by Staff and Students Policy and Intellectual Property: A Guide for Students

22. If necessary, the conditions for the rights of ownership and use of results obtained during the thesis or of work done are to be specified by jointly agreed protocols or specific documents

 

Ethics approval

23. Candidates must abide by University requirements for ethics approval for any research undertaken as part of a University degree

24. Candidates must consult their main or joint supervisors and off-campus co-supervisor/adviser regarding any additional ethics requirements of their host institution/off-campus location, and must abide by those requirements

 

Scholarships

25. New Zealand citizens who are awarded a University doctoral scholarship may hold that scholarship off-campus

26. Non-New Zealand citizens may hold a University doctoral scholarship at an off-campus location within New Zealand

27. Non-New Zealand citizens may hold a University doctoral scholarship if they are out of New Zealand for no more than 12 months in total during their doctoral candidature. If they exceed 12 months they forfeit their scholarship

28. Holders of scholarships other than the University doctoral scholarship must consult the regulations of their scholarship to ascertain whether they are eligible to receive the scholarship when they are off-campus

Definitions


The following definitions apply to this document:

DELNA refers to Diagnostic English Language Needs Assessment and is a compulsory provisional goal for all doctoral candidates who enrolled on or after 1 January 2011

Doctoral candidature is the period during which a student is enrolled in a doctoral degree at the University

Long-term absence is absence of 1 year or more during doctoral candidature

Permanent absence is absence for the duration of the doctoral candidature

PReSS account refers to the research support funding provided by the University to doctoral candidates during their doctoral candidature, up to a maximum of 4 years

University means the University of Auckland and includes all subsidiaries
 

Document management and control


Owner: Dean of Graduate Studies

Content manager: School of Graduate Studies

Approved by: Board of Graduate Studies

Date approved: July 2015

Review date: July 2018