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Chapter 5: Supervision of doctoral and research master’s candidates

5.2 Code of practice for supervision of doctoral and research master’s candidates

This section comprises the Monash University Code of practice for supervision of doctoral and research master’s candidates and is based in part upon the principles outlined in the Australian Code for the Responsible Conduct of Research.

This Code identifies the reciprocal and shared responsibilities of the University, academic units and faculties, research supervisors and graduate research candidates to ensure that the finest quality of research and research training is maintained. The Code is regularly updated and refined by the Graduate Research Committee (GRC) and the Monash Postgraduate Association (MPA).

Special Guidelines exist for circumstances in which supervision is remote from the candidate.

The Code is divided into five parts:

(A) Responsibilities at the University level

(B) Responsibilities at the academic unit and faculty level

(C) Responsibilities of the supervisor

(D) Responsibilities of the candidate

(E) Conflicts of interest

5.2.1 (A) Responsibilities at the University level

The University is responsible for ensuring that appropriate policies relating to research and research training are developed and implemented University-wide. The policies will apply to candidates enrolled in graduate research degrees at Monash University, including candidates undertaking research at affiliated research institutes, teaching hospitals and other study locations.

The University must maintain a climate in which responsible and ethical behaviour in research is expected. The research governance framework of the University should therefore ensure compliance with applicable laws, regulations, guidelines and codes of practice governing the conduct of research.

The University should ensure that the following conditions are met.

5.2.1.1 Standards and requirements

Key documents on the responsible conduct of research, including the Australian Code for the Responsible Conduct of Research and the University’s own guidelines on the conduct of research, are readily accessible
Adequate and accurate information is provided and induction procedures are followed
Clear guidelines exist for all aspects of candidature, including the thesis examination process for examiners/adjudicators, outlining in particular the University’s expectations for research degrees
A safe working environment is maintained for the conduct of research
A positive culture within academic units and faculties is promoted for the benefit of candidates
The University’s administrative procedures assist candidates to complete their degrees as expeditiously as possible.

5.2.1.2 Supervisors

All supervisors are aware of the need to implement the relevant national and University codes of practice, policies and procedures for the conduct of research, and of the requirements and operations of the ethics committees
Adequate provision is made for professional development of supervisors and potential supervisors
When a supervisor is no longer authorised or is unable to continue in the role, the relevant academic unit is notified so it can initiate procedures to identify and appoint a suitable replacement.

5.2.1.3 Annual reporting

Graduate research candidates are required to complete an HDR Annual Questionnaire, which provides candidates with an opportunity to identify any issues that may be affecting candidature as well as fulfilling legislative requirements
The Annual Questionnaire is completed and submitted by the candidate online. Where the responses of the candidate identify problems with candidature or any cause for concern, these will be followed up by appropriate members of staff.

5.2.1.4 Access to resources

The candidate, where necessary, has access to guidance and tuition in skills development, English language, statistical advice and general research skills needed to conduct a research thesis
There is access to appropriate physical space and research resources.

5.2.1.5 Intellectual property

The intellectual property rights of all parties are protected.

5.2.1.6 Grievance procedures

There are grievance procedures by which either the candidate or the supervisor may make representations as appropriate, should significant difficulties arise
There are appeals procedures setting out the grounds on which, and means whereby, candidates may appeal against the conduct and outcome of the examination and evaluation of their candidature
Separate procedures apply in the event of non-confirmation and termination of candidature.

5.2.1.7 Research misconduct procedures

Candidates are made aware of the University’s research misconduct guidelines and regulations
There are clear guidelines for dealing with potential conflicts of interest.

5.2.1.8 Authorship and publications

The University promotes an environment of honesty, integrity, accuracy and responsibility in the dissemination of research findings
The University’s Research Outputs and Authorship Policy is widely disseminated.

Refer to Sections 4 and 5 of the Australian Code for the Responsible Conduct of Research.

5.2.1.9 Data retention

The University’s Research Data Management policy and guidelines on the safe and secure retention and disposal of materials and research data is widely disseminated.

Refer to Section 2 of the Australian Code for the Responsible Conduct of Research.

5.2.2 (B) Responsibilities at the academic unit and faculty level

Academic units are centres, departments, affiliated institutes, teaching hospitals and schools which have been approved for the purposes of doctoral and research master's enrolment. Normally, the following responsibilities would be undertaken by the Associate Dean responsible for research degrees (or the relevant faculty graduate studies committee) or academic unit head (or the academic unit graduate studies coordinator). These officers are responsible for advising candidates to familiarise themselves with the reporting lines and candidature guidelines for their faculty and the academic unit.

The academic unit or faculty should ensure that the following conditions are met.

5.2.2.1 Selection and admission

The candidate is appropriately qualified for admission to candidature
The candidate appears to have the capacity required to undertake the course successfully and in reasonable time
The proposed research project is appropriate for the degree
The academic unit is the most appropriate one in which the research should be undertaken
Due recognition is given to the research interests and ability of the candidate in determining the project
Information is provided to prospective candidates about the research interests and experience of all staff in the academic unit.

5.2.2.2 Supervision arrangements

The proposed supervisory team is sufficiently expert and interested in the area of research to offer the candidate appropriate supervision
The proposed supervisor(s) meet the University’s requirements for Research Supervision Accreditation
When a supervisor is no longer authorised or is unable to continue in the role, the head of the academic unit formally advises the candidate within 10 working days and initiates procedures to identify and appoint a suitable replacement in consultation with the candidate.

5.2.2.3 Workload for academic staff

The supervision of graduate research candidates is appropriately identified in performance development profiles which are used to manage the overall workloads for academic staff
The workload of the supervisor is such as to allow sufficient time to give proper supervision to the candidate, according to the guidelines in this Code
Supervisors must be given adequate professional development.

5.2.2.4 Workload of supervisors

Supervisors must be afforded adequate recognition of the workload required to supervise their graduate research candidates
Supervisory load limits for a supervisor are determined by the research supervisor’s accreditation level
In cases of poor supervision performance or serious violation of this Code and on the advice of the GRC, additional limits will be placed on the supervision load and level of an academic staff member, for a period of time deemed appropriate
If a supervisor is unable to supervise for a period in excess of six weeks, the supervision arrangement should be reviewed and an alternative supervisor appointed prior to the supervisor’s absence.

5.2.2.5 Appointment of supervisors

The appointment of the supervision team is determined and agreed upon in consultation with the candidate
On appointment, all members of the supervision team should agree on their respective roles and responsibilities, and this should be communicated to the candidate
One member, normally the main supervisor, is responsible for administrative tasks.

5.2.2.6 Coordinator of graduate research studies and program director

A senior academic staff member within an academic unit is appointed to act as a coordinator of graduate studies to monitor the general progress and welfare of candidates
A program director is appointed by the faculty to assume overall responsibility for coursework and training within doctoral degrees;
The coordinators, in association with the program directors where applicable, will provide advice on admissions, confirmations, milestones, scholarships and grievances, and their workloads should be appropriately recognised. The complete range of roles and responsibilities to be covered between these roles is in Appendix X;
The coordinator should have access to appropriate administrative support.

5.2.2.7 Provision of information on requirements, policies and procedures

The academic unit should ensure that written information is provided to all candidates giving details on the requirements, policies and procedures relating to all graduate matters administered by the academic unit including:

a statement on the facilities and resources available to full-time and part-time candidates within the academic unit and the University (e.g. library, computing and technical facilities, statistical advice, writing skills, language support and other such centrally delivered skills training and coursework components); information on the responsible conduct of research, and policies on authorship and intellectual property, including the nature and scope of confidentiality agreements;
advice that the candidate’s program may not be unreasonably influenced or redirected by political, commercial or industrial factors and that publication may not normally be delayed by external sponsors beyond 12 months;
guidance to candidates on communicating their research findings through the media;
academic unit/faculty/Monash University Institute of Graduate Research policies on the timing and mode of presentation of the confirmation of candidature requirements;
a clear statement on the applicable policies, procedures and financial support available for fieldwork, conference attendance and research related travel;
grievance and complaints procedures, whereby candidates may make representation to the head of the academic unit, appropriate officer and/or academic unit/faculty/University committee, if they believe that their work is not proceeding satisfactorily for reasons outside their control, especially in situations involving problems in supervision or unresolved conflict between candidates and supervisors;
advice on data management including the requirement for safe storage and retention of the candidate’s research data for a period of at least five years after acceptance of the thesis, and provision of facilities for same. Note: data retention guidelines in some research disciplines may exceed five years (see Sections 5.2.3.17 and 5.2.4.6).

5.2.2.8 Consultation between faculty/academic unit staff and candidates

The academic unit should ensure that mechanisms are in place to promote regular consultation between academic staff and candidates, including:

orientation programs at the academic unit or other appropriate level for candidates and their supervisors to outline procedures, give advice and discuss the University’s expectations of candidates and supervisors;
seminars on research procedures relevant to graduate-level research;
a regular program of graduate seminars in the academic unit’s research areas;
training workshops on appropriate occupational health and safety procedures;
seminars on appropriate training in ethical issues and related procedures;
seminars and courses to provide information and skills development as well as opportunities for all candidates to participate in the intellectual and social life of the academic unit;
access to common rooms or tea rooms to encourage collegial interaction within the academic unit.

5.2.2.9 Human and physical resources

Candidates are encouraged to make submissions regarding the provision of adequate human and physical resources within their academic unit. The research environment must be sensitive to cultural differences and the special needs of candidates with disabilities. Candidates must be advised that the University recommends the following minimum facilities for research candidates:

furnished office/studio space, normally with 24-hour access (which may be a shared space for part-time and external candidates);
mail box and secure storage space;
personal computer access (sole use for full-time, on-campus candidates);
appropriate level of access to photocopying, printing and stationery, software and internet access and IT support;
access to unlimited local and internal telephone and facsimile calls for work purposes, and access to interstate and international calls as determined by the academic unit.

5.2.2.10 Duration of candidature

The expected duration of the candidature does not exceed four years’ full-time-equivalent
The academic unit must ensure the project is feasible in terms of time, facilities, equipment, technical and resource staff, source materials and funding for the expected duration of candidature.

5.2.3 (C) Responsibilities of supervisors

It is the responsibility of a supervisor to provide ongoing research supervision and maintain a professional relationship at all times throughout the candidature until such time as supervisory arrangements are formally changed.

The supervisors should ensure the following protocols are met.

5.2.3.1 University policy

Supervisors understand and adhere to the University’s policy on intellectual property (see Chapter 6) as it applies to research candidates
The direction of the research work is entirely under the control of the University and the candidate in accordance with University policy.

5.2.3.2 Guidance to candidate

Guidance is given to candidates regarding the requirements and timelines for progress reviews including confirmation of candidature
Guidance is given to candidates regarding the selection of any optional coursework and/or training activities that form part of PhD programs
Guidance is provided about the nature of research and the standard expected, refining the research topic, planning the research program, presenting a research proposal, literature and sources, attendance at taught classes where appropriate, requisite techniques and research methods, and other relevant skills
The supervisors are to be particularly sensitive to the need to ensure productive use of the candidate’s time, especially in the first year of candidature. The candidate is encouraged to show initiative and self-motivation so that he/she will be able to pursue independent research with confidence in the final stages of candidature
Constructive feedback on the quality of English expression and editing skills is given along with appropriate referral to support services if required
Help is given to the candidate to interpret and understand examiners’ reports and how to meet their requirements.

5.2.3.3 Establishment of timelines

Detailed advice is given on the necessary completion dates of successive stages of work so that the thesis may be submitted within the scheduled time and all coursework and/or training requirements completed at appropriate stages of candidature
A schedule of regular contact (every two weeks for full-time candidates and at least monthly for part-time candidates) is established and maintained with the candidate. Meetings may include tools that allow real time interaction, such as telephone and Skype
Regular written work, interim reports or research results, including the final draft of the thesis, and details of completed training activities are requested as appropriate and such work returned with constructive criticism, normally within two weeks for chapter-length drafts and as negotiated for longer pieces but normally within one month.

5.2.3.4 Employment

The main supervisor must be satisfied that:

part-time work proposed by a full-time candidate to be undertaken during standard business hours (Monday to Friday, 9am to 5pm) will not interfere with the progress of the research program, before the supervisor may approve such part-time work;
full or substantially full-time employment undertaken by a part-time candidate meets the conditions of part-time candidature such that on-campus residency requirements can be met.

5.2.3.5 Changes to supervisory arrangements

Where a change in research direction occurs, appropriate supervisory adjustments are negotiated as required.

5.2.3.6 Occupational health and safety

The candidate is adequately trained in safe working practices relevant to the field of research and adheres to the University’s occupational health and safety policies.

5.2.3.7 Responsible research practice and ethics

The candidate and supervisory team are aware of the Australian Code for the Responsible Practice of Research
The candidate and supervisor follow ethical practices appropriate to the particular discipline and relevant profession, and as specified by the relevant University committees and by the ethics guidelines set by any relevant funding body
External mode and other candidates who are undertaking research as part of a joint project with a partner organisation observe the ethics guidelines and cultural sensitivity guidelines of both Monash University and the other institution(s)
The candidate and main supervisor obtain all necessary clearance with respect to ethics in research on humans, animal experimentation, hazardous materials and biosafety. Further information can be obtained from the Monash Research Office.

5.2.3.8 Presentations

Arrangements are made, as appropriate, for candidates to make presentations of their research work at seminars of the academic unit and/or faculty.

5.2.3.9 Meetings and candidate’s involvement in academic unit activities

The candidate is encouraged to meet other researchers in the field and to attend meetings or conferences as appropriate
The candidate plays a full and active role in the intellectual life of the academic unit. This is particularly important for part-time candidates and those whose major work is being conducted away from the academic unit, under external mode or in a joint project with a commercial, educational or partner organisation.

5.2.3.10 Support services

Advice is given on the availability of relevant academic and other support services provided by the University.

5.2.3.11 Publication and co-authorship with candidates

The candidate is encouraged, where appropriate, to publish and disseminate the results of his/her research responsibly
The candidate’s findings are accurate and reported appropriately
The candidate is made aware that works of others are cited accurately and appropriately
The candidate is made aware that it is not acceptable to submit the same research findings to several publications, except in particular circumstances such as review articles, anthologies, collections and translations; and the candidate therefore takes reasonable steps to obtain permission from the original publisher before republishing research findings. Publication must include information on all sources of financial and in-kind support for the research and any potential conflicts of interest
The candidate is made aware that publication of his/her research may not be unreasonably influenced or redirected by political, commercial or industrial factors and is aware of the nature and scope of confidentiality agreements and the extent to which any contractual arrangements may restrict, delay or limit publication (although not normally by more than 12 months)
Advice on formally communicating one’s research through the media is available
Agreement is reached with the candidate concerning authorship of publications and acknowledgment of contributions during and after candidature. There should be open and mutual recognition of the candidate’s and all supervisor’s contributions on all published work arising from the project. It should not be automatically assumed that a supervisor’s name or candidate’s name will appear on all such published work.

Refer to Section 4 (Publication and dissemination of research findings) of the Australian Code for the Responsible Conduct of Research, the University Research Outputs and Authorship Policy and Section 6.2.2 of this Handbook.

5.2.3.12 Peer review

The candidate is made aware of any responsibilities to participate in peer review appropriate to the discipline, and assistance is given to develop relevant skills.

5.2.3.13 Intellectual property

The candidate is fully aware of the University policy and guidelines on intellectual property and implications for his/her research.

5.2.3.14 Regular advice on progress

The candidate is required to consult their supervisors when preparing for candidature milestones. The main supervisor must endorse any reports prior to presentation and confirm the completion of any training requirements
The candidate is made aware, of inadequate progress, by the main supervisor who specifies the problems and suggests ways of addressing them
Supervisors who think they may become obliged to recommend that a candidature be terminated because of unsatisfactory progress, must do so in accordance with Part II of the University's regulations and the Candidature Progress Management – Termination Procedures
Reports are made regularly as required on the candidate’s progress to the relevant bodies as appropriate.

5.2.3.15 Thesis preparation and presentation

The thesis is properly presented and is worthy of examination
The research and writing embodied in the thesis are that of the candidate except where due reference is made in the text
Thesis work submitted must not contain any material which has been accepted for the award of any other degree or diploma in any university or other institution. The candidate must affirm that to the best of his/her knowledge the thesis contains no material previously published or written by another person, except where due reference is made in the text of the thesis
Any assistance provided during the research phase, or any editorial assistance in the writing of the thesis, has been appropriately described and acknowledged
Where the thesis is based on conjointly published or unpublished work, both the extent and the nature of the contributions of the candidate and the co-authors are stated
The thesis demonstrates the candidate’s capacity to carry out independent research.

5.2.3.16 Nomination of possible examiners

The mainsupervisor advises the head of the academic unit or dean of the names of possible examiners, after consultation with the candidate.

5.2.3.17 Retention of data

Original data are recorded in a retrievable, confidential, durable and appropriately referenced form and stored safely for a period appropriate to the discipline. The period for most cases suggested in the Australian Code for the Responsible Conduct of Research is at least five years from the date of publication. However, for specific types of research, such as clinical trials, 15 years or more may be appropriate. For areas such as gene therapy or work that has community or heritage value, research data should be retained permanently.

5.2.3.18 Absence of the supervisor

The main supervisor must notify the candidate of his/her intention to go on leave for a period of two weeks or longer
If the period of leave is longer than six weeks, an alternative main supervisor must be appointed prior to the supervisor’s absence.

5.2.3.19 Resignation or retirement of a supervisor

A supervisor must notify the candidate of his/her intention to cease employment at the University as soon as practicable.

5.2.4 (D) Responsibilities of the candidate

It is the responsibility of the candidate to maintain a professional relationship at all times with the supervisor and other University staff and in relation to the following protocol.

5.2.4.1 Regulations and guidelines

Be familiar with and adhere to the appropriate degree and academic unit guidelines and other information including national research codes of practice pertaining to graduate research
Undertake induction, training courses, enabling or mandatory coursework units as soon as practicable after commencing candidature and by relevant milestones as required
Full-time candidates devote a minimum of four days a week to their research
Part-time candidates devote a minimum of two days a week to their research, at least one of which must be a weekday (Monday to Friday).

5.2.4.2 Use of resources and facilities

Use the resources, facilities and opportunities available in a timely and responsible manner to facilitate progress in the research project
Acquire or improve the skills and knowledge required for completion of the research project.

5.2.4.3 Academic unit activities and meeting with other researchers

Contribute to the development of the intellectual community provided by the academic unit
Be aware of opportunities for meeting other researchers in the field and attend seminars, meetings and conferences, as appropriate.

5.2.4.4 Safe working practices

Adopt, at all times, safe working practices relevant to the field of research and adhere to the guidelines established by the University’s Occupational Health and Safety Policy Committee, and as adopted by the University Council.

5.2.4.5 Adherence to ethical practices

Develop a personal ethos of appropriate research practices and conduct
Adhere to research practices laid down in the Australian Code for the Responsible Conduct of Research
Comply with provisions in Procedures for Investigating Complaints Concerning Research Misconduct
Follow ethical practices appropriate to the particular discipline and relevant profession, and as specified by the University’s ethics committees and policies on ethical human and animal research and biosafety and the ethics guidelines set by any relevant funding body
Seek clarification and further information from the supervisor or other appropriate senior researcher on any aspect of research policy and conduct, as required
When undertaking research as part of a joint project with a commercial, educational or industrial partner, observe the ethics guidelines and the occupational health and safety requirements of both the University and the partner organisation
Prior to disseminating the results of the research by publication or other means, consult with, and obtain the agreement of, the supervisor
Ensure the research is not unreasonably influenced or redirected by political, commercial or industrial factors.

Refer to Section 5 (Publication and dissemination of research findings) of the Australian Code for the Responsible Conduct of Research.

5.2.4.6 Retention of data

Ensure that original data are recorded in a retrievable, durable and appropriately referenced form and stored safely for a period appropriate to the discipline, but in any case at least five years from the date of publication. (Note, however, that for specific types of research such as clinical trials, 15 years or more may be appropriate.)

5.2.4.7 Meetings/communication with supervisors

Initiate discussions or communication with the supervisors on the type of guidance and comment considered most helpful, and agree to a schedule of meetings which will ensure regular contact
Notify supervisors of any planned leave or unexpected absences from the academic unit
Negotiate planned leave with the supervisors and follow appropriate approval processes
Discuss with the supervisors, graduate coordinator or Associate Dean (Research Training) any concerns regarding current supervision arrangements and any intention to investigate new supervisory arrangements prior to approaching potential replacement supervisors.

5.2.4.8 Meetings/communication with supervisors in the case of external candidature

Negotiate with the supervisosr an effective means of real-time communication and a schedule of on-campus attendance or equivalent research activities, such as attendance at a conference when a supervisor is also present, thus ensuring that the candidate is able to participate in the intellectual life of the academic unit.

5.2.4.9 Employment

Before accepting employment, consult with and gain the approval of the main supervisor to ensure such work does not unduly impede the research work and that it complies with the University’s employment guidelines for HDR candidates.

5.2.4.10 Grievance procedures

Take the initiative in raising problems or difficulties and seeking solutions to these problems
Be aware of grievance procedures, but seek negotiated solutions to any problems before recourse to those procedures (see Chapter 8 of this handbook).

5.2.4.11 Documentation of progress

Document the progress of the work and any training requirements as agreed with the supervisors, and present written or other material at agreed times including milestones, according to general requirements laid out in Section 3.9 of this handbook as well as any faculty-specific requirements
Undertake, in association with the supervisors, other reports as required
It is the responsibility of the candidate, as well as the supervisors, to bring to the attention of GRC any problems that may have hindered the progress of the research.

5.2.4.12 Examination

Prepare the thesis for examination, including arrangements for its production, proofreading and binding after consulting with the supervisor, as appropriate, regarding matters of style and presentation
Ensure the research and writing embodied in the thesis are the candidate’s own except where due reference is made in the text
Thesis work submitted must not contain any material which has been accepted for the award of any other degree or diploma in any university or other institution. The candidate must affirm that to the best of his/her knowledge the thesis contains no material previously published or written by another person, except where due reference is made in the text of the thesis.
Acknowledge and describe any assistance provided during the research phase or any editorial assistance in the writing of the thesis
Where the thesis is based on conjointly published or unpublished work, state both the extent and the nature of the contributions of the candidate and the co-authors.

5.2.4.13 Electronic thesis

Candidates should be aware of the University's eThesis procedures and adhere to the eThesis Policy, if they wish to submit an eThesis
Candidates choosing to publish their eThesis will need to ensure that, prior to publication, their thesis content does not breach copyright laws, privacy laws or any other conditions relating to ethics clearance or culturally sensitive contact
If a candidate chooses to publish their thesis via the Monash University Research Repository the entire thesis will be available to the worldwide research community. If a candidate chooses not to publish their thesis online other persons will only have access to the bibliographical details, title and abstract of the thesis. Access to the full text will only be made to authorised persons for non-commercial personal research purposes. All eThesis abstracts will soon be exposed through Google and other resource discovery mechanisms. Subject to embargo, the University retains the right to supply the thesis in whole or in part under Section 51 (2) of the Copyright Act for document delivery purposes.

5.2.5 (E) Conflicts of interest

Refer to Section 8 of the Australian Code for the Responsible Conduct of Research and to the University’s Conduct and Compliance Procedure - Conflict of Interest (including Conflict of Interest in Research).

Academic units, candidates and supervisors should be aware of potential conflicts of interest relating to research and to the candidate–supervisor relationship.

Conflicts of interest are defined as situations where there exists or appears to exist a divergence between the interests of the supervisor and those of the candidate, or between the interests of the candidate and supervisors and those of the University, such that an independent observer might reasonably question whether the professional actions or decisions of that person have been influenced by his/her own interests.

Potential conflicts of interest may arise in relation to the following.

5.2.5.1 Affiliation/financial involvement related to the research project

Candidates and their supervisors must fully disclose to each other and their respective academic unit(s) any affiliation or financial involvement with any organisation sponsoring or providing financial support for a project undertaken by the candidate. Financial involvement includes direct financial interest, provision of benefits (such as travel and accommodation) and provision of materials or facilities.

5.2.5.2 Participation of candidate in submission of grant or funding application

Candidates and their supervisors are to ensure a candidate’s involvement in the preparation of a grant application does not impede progress in the research degree
Candidates are to be:

informed of the progress of the grant application and the outcome;
involved in negotiations which may include, for example, continued participation in a project where a chief investigator relocates elsewhere; and
informed of all key decisions with respect to the discharge of the obligations of a successful grant application.

5.2.5.3 A supervisor overseeing the employment of a candidate

Academic units must be aware that a conflict of interest may arise where a supervisor oversees the employment of his/her candidate as a staff member of the University, whether this be in a teaching or other capacity, and must have in place mechanisms to allow recourse for candidates in the event that such conflict interferes with the progress of their research program.

5.2.5.4 Relationships between supervisors and candidates

Academic units will not appoint a supervisor who is a relative or close associate (e.g. friend, spouse or business partner) of the candidate and which could give rise to undue advantage or disadvantage to the candidate. Should a close association subsequently develop during the course of candidature, the academic unit would normally make arrangements for alternative supervision if such association could give rise to undue advantage or disadvantage to the candidate in relation to the candidature.

5.2.5.5 Relationships between examiners, candidates and supervisors

Academic units will not nominate an examiner who is a relative or close associate (e.g. friend, spouse or business partner) of either the candidate or a supervisors, which could give rise to undue advantage or disadvantage to the candidate.

5.2.5.6 Academic decision making and awarding of financial and material assistance

A staff member will be prohibited from participating in academic decision making and assessment procedures (including the determination of a final result) for a relative or close associate, and from having involvement in the awarding of grants, scholarships and other forms of financial and material assistance to such persons.

5.2.5.7 Privileged relationships between supervisors

Academic units must be made aware of privileged relationships between candidates and prospective supervisors or between prospective supervisors (such as marriage or other close personal relationships) which might potentially create a conflict of interest in their supervision of the candidate. Where possible, the appointment of supervisors having privileged relationships should be avoided. Such an appointment will need the candidate’s informed approval and the approval of Graduate Research Steering Committee.

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