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


  • Candidates may apply to 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 first year or more of the 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 email, video-conferencing and (where possible) in-person supervisory contact between the candidate and the main supervisor/joint supervisors.

7.    There must be an agreed academic development plan for the candidate. This may involve the candidate being required to spend time at the University in order to participate in face-to-face workshops, seminars and other activities.

8.    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.

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

 

Fees 

10.    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.

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

12.    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

13.    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).

14.   Candidates must not use their PReSS account to fund travel related to supervision, to meet with their provisional year review committee or to attend their oral examination.

 

Time at the University

15.    Candidates may be required to travel to the University to meet with their provisional year review committee and/or 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 campus-based 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.



English language requirements
 

19. Candidates must undertake DELNA within the first two months of registration.

20. If a candidate is required to undertake one or more English language courses in their provisional year, the candidate may either be enrolled in an on-campus course or courses at the University of Auckland, or enrol in an approved language course or courses at another New Zealand university. The costs associated with approved non-University of Auckland language courses will not be met centrally.

 

Occupational health and safety

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

 

Intellectual property

22.    At the time of enrolment for the doctorate, there must be a discussion between the main or joint supervisors, the co-supervisor/adviser who is located at the off-campus site, and the candidate, about ownership of any intellectual property arising from the project.

23.  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.

24.    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

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

26.    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 as well as those of the University of Auckland.

 

Scholarships

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

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

29.    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 (excluding allowed annual leave) and only for research purposes during their doctoral candidature. If they lose their eligibility for domestic fees, they forfeit their University doctoral scholarship.

30.    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: September 2018

Review date: September 2021