Policies & Procedures

Policies & Procedures

  • Leave

    Recreation leave

    Candidates are entitled to 20 days recreation leave per year which must be taken during the period of scholarship. Complete the leave form and obtain approval from the principal advisor, then submit the form to the Postgraduate Office before commencement of leave.

    Sick leave

    Candidates are entitled to 10 days sick leave per year which may be accrued. Sick leave up to 10 days must be applied for through the postgraduate office by completing the leave form as soon as possible after a return to study. Sick leave exceeding 10 continuous days (up to 60 days may be approved) requires approval from the Dean of the Grad School together with a medical certificate.

    Parental leave

    Candidates are entitled to the following parental leave: 60 days for the primary caregiver and 5 days for the partner of primary caregiver. Note that this leave is only valid after 12 months of scholarship.

    Leave without stipend

    Candidates may take leave without pay for between 4 weeks and 12 months. Please note there are visa restrictions for International students. This leave from candidature must be applied for through the Postgraduate administrative office by completing the Change of Candidature form no more than 2 weeks from the commencement of leave. Leave from candidature requires the endorsement of the advisory team and Postgraduate Coordinator, as well as an explanation of the request for leave.

    For detailed information on leave, refer to the UQ scholarship general conditions.

  • Employment

    Candidates may undertake paid employment during standard working hours only with the approval of the advisory team and the postgraduate coordinator, to a maximum of 270 hours per year. Candidates can undertake additional work commitments or paid employment outside normal working hours only with the approval of the advisory team and the postgraduate coordinator. There are no restrictions on the number of hours the recipient may work as long as it does not impact on the recipient’s ability to maintain satisfactory progress in their research and study.

    For international students, there is a limit of 20 hours per week, which is a condition on the student visa set by Department of Immigration and Citizenship. You should not rely on employment to fund your living expenses.

    RHD Candidates may seek the opportunity for tutoring in faculties relating to their disciplines. Please contact the relevant faculty for more information.

    For detailed information on employment, refer to the UQ scholarship general conditions.

  • Intellectual Property

    All candidates enrolled in the Sustainable Minerals Institute are required to sign an Intellectual Property agreement, which sets out the obligations, rights and procedures relating to intellectual property developed at the SMI. This agreement will be sent to you once you have accepted the offer of MPhil or PhD, and must be signed before commencing your studies.

    You are required to seek independent legal advice when signing the agreement, which is available to you through your own independent legal adviser, or the Student Help on Campus (SHOC) independenct Legal Advocate.

    The University of Queensland's Intellectual Property Policy contains information relevant to this agreement.

  • Ethical Clearance

    When do I need to apply for Ethical Clearance?

    Ethics clearance for RHD student projects

    Research conducted at UQ that involves ‘Research using Human Participants’ must have ethical clearance. The SMI Ethics Committee has been set up to review applications of RHD students for ethical clearance of their projects, to assist with expedited review of projects considered to be low risk. The SMI Ethics Committee can review most applications, however, if you project concerns one or more of the following categories identified by the National Statement, then the application will need to be submitted for review by either the BSSERC (Behavioural and Social Sciences Ethical Review Committee) or the MREC (Medical Research Ethics Committee) through the UQ Human Ethics Unit:

    Interventions and therapies, including clinical and non-clinical trials, and innovations (Chapter 3.3) Interventions and therapies, including clinical and non-clinical trials, and innovations (Chapter 3.3) Human genetics (Chapter 3.5)  Human stem cells (Chapter 3.6)  Women who are pregnant and human foetus (Chapter 4.1)  People highly dependent on medical care who may be unable to give consent (Chapter 4.4)  People with a cognitive impairment, an intellectual disability, or a mental illness (Chapter 4.5)  People who may be involved in illegal activities (Chapter 4.6) 
    Aboriginal and Torres Strait Islander peoples (Chapter 4.7) 


    How do I apply for Ethical Clearance?

    Students should develop their ethics application using the standard UQ form, with the support of their academic advisor(s). The form can be downloaded here (Right click and open in a separate window): www.uq.edu.au/research/integrity-compliance/human-forms-resources  For review by the SMI Ethics Committee, please select the box entitled ‘Expedited Review’.

    Once complete the candidate will need to submit the application electronically via email to smiethics@uq.edu.au. The committee will then review the application and provide written feedback to both the student and the principal advisor. The candidate should expect to receive a decision from the Committee within two weeks of submission. Most applications require some minor revision, so students should consider this in their planning. Notification of the final outcome will be sent via email to the student with a copy to the principal advisor.

    The current SMI Ethical Review Committee members are: Dr Vikki Uhlmann (CSRM, Chair of Committee), Dr Suzanne Morris (Postgraduate Co-ordinator), A/Prof Tim Horberry (MISHC) and A/Prof Barry Noller (CMLR).

    Please direct all SMI RHD student queries regarding ethics clearances to smiethics@uq.edu.au .

    Students whose research contributes to a broader project led by SMI staff do not need to prepare their own application, but are to be incorporated into the broader project proposal prepared by the staff member leading the project. All SMI staff clearances are submitted to the UQ Human Ethics Unit. Contact details of UQ Human Ethics Unit: Michael Tse, m.tse@research.uq.edu.au.
  • Grievance Resolution

    Should you have a conflict with an advisor, we advise you in the first instance to try to resolve this directly with the person concerned. Should this not be possible, please refer to the Exceptional Issues Reporting system document below. This outlines the procedure for addressing and resolving issues which arise between candidates and advisors. The person wishing to have a matter addressed is to outline the problem in writing to the Director of Graduate Studies, whose responsibility it is to chair meetings with the parties involved in an effort to resolve the issue. 

    Exceptional Issues Reporting and Resolution System