Chapter 4: Changes to candidature

4.1 Types of leave

Candidates applying for leave need to consider the impact of that leave in relation to any enrolled coursework unit/s. Before applying for leave, candidates should check any key dates to avoid academic and financial penalties.
If a candidate’s leave application is approved, any current coursework enrolment will need be discontinued. Depending upon when this leave is applied for, one of the following scenarios applies:

• If a candidate applies for leave before the census date, any enrolled units will have the status of “Withdrawn early”. An exception is “Withdrawn no load”, which applies to some teaching periods.
• If a candidate applies for leave after the census date but before the withdrawn fail date, any enrolled units will have the status of 'Withdrawn Late'.
• Where a candidate applies for leave after the withdrawn fail date, any enrolled units will show 'Withdrawn Fail'.

Candidates are reminded that while on leave they are still a student of the University, and in order to maintain enrolment, must re-enrol for the following year.

4.1.1 Annual leave

Doctoral candidates are entitled to annual leave throughout their candidature. Full-time candidates are entitled to a maximum of 20 days per annum and part-time candidates are entitled to a maximum of 10 days per annum, pro rata. Annual leave can be accrued up to a maximum of 30 days for full-time candidates and 15 days for part-time candidates. Periods of annual leave are arranged by negotiation with the candidate’s main supervisor. It is not necessary for annual leave to be approved by or reported to the Graduate Research Committee (GRC) or the Monash University Institute of Graduate Research (MIGR) Office.

Scholarship awardees will continue to receive scholarship payments during a period of annual leave.

4.1.2 Other types of leave

See section 13 of the Doctorate Regulations.

Candidates are also eligible for other types of leave from their candidature. For those types of leave where formal approval by GRC is required, applications must be supported by the candidate's main supervisor and academic unit prior to being submitted to the MIGR Office for approval by GRC. Please see the sections immediately below for the rules regarding the various types of leave available.

International candidates must seek visa advice from Monash Connect before applying for a period of leave. It is important that international candidates are fully aware of their visa conditions and the implications of a proposed period of leave on their student visa.

Some scholarships have provision for a period of paid sick, maternity or parental leave; however, most scholarship payments are suspended during periods of approved leave. Candidates should not continue research towards, or writing of, the thesis during any period of approved leave.

All candidates are required to notify the MIGR Office immediately on resumption of their candidature following a period of leave other than annual leave or sick leave of 10 days or less by completing a Resumption Form (Monash only). Scholarship awardees whose scholarship payments have been suspended for a period of leave will only receive payments again once they have notified the MIGR Office of their resumption of candidature. Candidates who fail to resume candidature following a period of approved leave will be deemed to have allowed their candidature to lapse under section 10.1 of the Doctorate Regulations.

Applications for leave, supported by the candidate’s main supervisor and the head of the academic unit or graduate coordinator, should be submitted on the Leave from Candidature/Scholarship Form (Monash only).

Various types of leave other than annual leave are bound by special conditions as outlined below.

4.1.2.1 Intermission

A candidate may normally apply for an intermission or intermissions of candidature for up to 12 months. Intermissions in the first or last six months of candidature will not normally be approved.

The maximum period of intermission that will be approved at any one time is 12 months. In exceptional circumstances candidates may apply to the Graduate Research Steering Committee for intermission beyond an accumulated total of 12 months.

Intermission applications must be supported by the candidate’s main supervisor and academic unit prior to submission to the MIGR Office for approval purposes. The application should include a clear statement of the grounds for the period of intermission together with an indication of the candidate’s progress to date. Applications should be made in advance of the period of proposed intermission and, when based on medical or related grounds, be accompanied by documentary evidence.

The application should include a clear statement of the grounds for the period of intermission together with an indication of the candidate’s progress to date. Applications should be made in advance of the period of proposed intermission and, when based on medical or related grounds, be accompanied by documentary evidence.

The maximum period of intermission that will be approved at any one time is 12 months. In exceptional circumstances candidates may apply to the Graduate Research Steering Committee for intermission beyond an accumulated total of 12 months.

Any period of intermission will be reflected in a variation to the end date of candidature.

4.1.2.2 Sick leave (including carer's leave)

In the event of illness, candidates may take up to 10 days of sick leave each year without applying for leave from candidature. This leave is negotiated with the candidate’s supervisor and academic unit. Scholarship awardees will continue to receive scholarship payments over this period.

For periods of illness which are longer than 10 days the candidate may apply for up to 12 weeks of sick leave. Supporting medical evidence should be provided in the form of a doctor’s certificate which specifies the dates on which the candidate will not be fit for study. Applications for sick leave should be submitted no later than two weeks after the candidate’s return to study. Any period of approved sick leave will be reflected in a variation to the end date of candidature.

Sick leave entitlements may be used to cover leave for candidates with family carer responsibilities. Candidates receiving a scholarship should consult the Research Stipend Scholarship Conditions of Award for conditions in relation to this provision.

Approved sick leave will be unpaid with the exception of APA/MGS scholarships that have provision for 12 weeks of paid sick leave. Heads of academic units can approve either paid or unpaid leave for holders of the Monash Departmental Scholarship (MDS) or Monash Research Scholarship (MRS). Paid sick leave for faculty scholarship recipients must be approved by a nominee of the relevant faculty.

4.1.2.3 Maternity leave and maternity leave (adoption)

Candidates may apply for up to 12 months of maternity leave or maternity leave (adoption) over the period of their candidature. Maternity leave and maternity leave (adoption) are separate leave entitlements and will not diminish a candidate’s entitlement for intermission or sick leave from their candidature. Any period of approved maternity leave or maternity leave (adoption) will be reflected in a variation to the end date of candidature.

Maternity leave should be applied for in advance and should commence within the six-week period prior to the expected date of birth. The application should be accompanied by a medical certificate stating the expected date of birth.

Candidates may be granted adoption leave for primary carers where the child is under 16 years of age. The leave (maximum 12 months) commences from the date the child is permanently placed with the candidate for adoption. This leave should be arranged in advance of the adoption by submitting an adoption certificate or supporting letter at the time of application.

All types of maternity leave will be unpaid with the exception of APA/MGS scholarships that have provision for one allocation of 12 weeks of paid maternity leave where candidates have completed 12 months of their award. Heads of academic units can approve either paid or unpaid leave for holders of Monash Departmental Scholarship (MDS) or Monash Research Scholarship (MRS).

All maternity leave applications must be submitted to the MIGR Office for processing.

4.1.2.4 Parental leave

Candidates who are partners of the primary carer of a newborn or adopted child, are entitled to parental leave up to a period of 12 months. Applications should be accompanied by a medical certificate stating the expected date of birth or, in the case of adoption, documentary evidence of the date of placement. Parental leave is a separate leave entitlement and will not diminish a candidate’s entitlement for intermission or sick leave during their candidature. Any period of approved parental leave will be reflected in a variation to the end date of candidature.

Parental leave should normally be taken within one week of the expected date of birth, or, in the case of adoption, the date of the placement of the child and should conclude no later than 12 months after the commencement of leave.

Parental leave will be unpaid with the exception of APA/MGS scholarships that have a provision for up to five days paid parental leave. Candidates on scholarship should consult the Research Stipend Scholarship Conditions of Award for conditions in relation to this provision. Heads of academic units can approve either paid or unpaid leave for holders of MDS or MRS

Parental leave applications must be submitted to the MIGR Office for processing.

4.1.2.5 Leave for jury duty

Candidates empanelled for jury service for a period longer than five days have an entitlement of up to 12 weeks’ leave for jury duty. Jury leave does not diminish other leave entitlements. Any period of approved jury leave will be reflected in a variation to the end date of candidature.

Applications should be accompanied by a statement from the Office of the Juries Commissioner (OJC) that specifies the number of days and period when the candidate was a member of the jury (this information is provided on the payment slip prepared by the OJC).

It is recommended that all candidates discuss with their supervisor the implications for their candidature of taking such leave before accepting a call for jury service.

Jury duty leave will be unpaid with the exception of scholarships that have a provision of up to 12 weeks’ leave for jury service lasting longer than five days. Candidates on scholarship should consult the Research Stipend Scholarship Conditions of Award for conditions in relation to this provision.

Candidates for whom a period of empanelment beyond 12 weeks would represent financial hardship are encouraged to explore options for being exempted before accepting a call for jury service. Payment received for jury service attendance does not reduce the candidate’s scholarship payments. Candidates should however, seek advice from the Australian Tax Office regarding any personal tax implications.

Jury service leave applications must be submitted to the MIGR Office for processing. 

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