Preparing for Confirmation of Candidature 2014

1. Preparing for Confirmation of Candidature 2014 School of Exercise & Nutrition Sciences

2. Outline • Confirmation of candidature process: • Why you need to undergo a confirmation of candidature • Structure of the confirmation and composition of the panel • Preparing the written report • Preparing the oral presentation • Panel discussions • Possible outcomes

3. Why undergo confirmation of candidature? • There is an expectation by the University that the School and Faculty monitors the progress of candidature. • Masters by Research: by 6 months of full-time study, or 18 months of part-time study • PhD: by 12 months of full-time study, or 18 months of part-time study • Confirmations scheduled at approximately 1-3 monthsBEFORE so that the process can be completed ‘on time’.

4. Why undergo confirmation of candidature? • For assurance that the proposed research is sound and represents a substantial original contribution to knowledge • Opportunity for feedback to help strengthen the study design or identify potential opportunities • To identify any potential difficulties early • To encourage early progress in writing • To show that progress is reasonable and that the PhD can be completed on time • To develop presentation skills

5. Structure of the confirmation • There are three components to confirmation: 1. A written document summarising your research plan 2. Oral presentation • Discussion with the confirmation panel In addition: • Research Integrity trainingmust be completed prior to the confirmation

6. Preparing the written report • Length • 5,000 – 10,000 words for Masters • 10,000 – 15,000 words for PhD • Formatting requirements • Main text should be size 12 font, Times New Roman • Use 1.5 line spacing • Minimum 2cm margins • Due 2 weeks before the oral presentation, 4hard copies and an electronic copy (pdf) should be submitted to Joan Dooley (joan.dooley@deakin.edu.au)

7. Structure of the written report • Title page (include student’s name, thesis title, degree, part-time/full-time status, names of all supervisors) • Table of contents • List of abbreviations • Critical review of the literature • Research Plan • Ethics and intellectual property agreements • Compliance with Victorian & Commonwealth privacy law (human research only) • Progress and timelines • References • Appendices (optional)

8. written report: Critical review of literature • Most students will have completed a literature review in the first six months of candidature • Establishes the context for the research and a rationale for the overall aims of the thesis, drawing on international literature. • The candidate is expected to demonstrate an ability to effectively critique the existing literature and identify major gaps in knowledge to justify the thesis aims. • If abbreviation of the existing literature review is necessary, the emphasis in this section should be on critiquing the existing literature relevant to your thesis aims, rather than setting the scene

9. written report: Research PLAN • Provide as much detail about your studies as possible. The panel will be looking to see that the study design(s) address the aims and that the research is sound and feasible. • Justify your methodological decisions (eg. why particular measures have been chosen) – don’t forget to reference existing measures. • Make it easy to identify the links between the rationale, research questions and methodology for each of your studies – ensure that your methods address your aims.

10. written report: ethics/intellectual property & privacy Ethics &/or Intellectual Property • Statement on status of ethics approvals • Include details on location and storage of data • Statement on any intellectual property agreements • Eg. data ownership, any restrictions on publication, etc) Privacy Law If your research involves human participants, include a statement on compliance with Victorian & Commonwealth privacy laws (includes management of identifiable information)

11. written report: progress & timelines • Outcomes/achievements to date Eg. ethics approval, conference presentations, article submissions, skills obtained. • Skills to be attained Describe how you will obtain the skills needed to complete the thesis • Timeline Start from the date your candidature commenced and include changes to or interruptions to your candidature (eg. changes from full-time to part-time) and work to be completed before submission. Be as detailed as possible. • Resources Provide details of how your studies will be funded and other resources/facilities required to complete the project. Document any plans to access essential resources not available to you at Deakin University

12. Preparing for the presentation • ~20 minute presentation, followed by questions from the audience • Example structure • 1 slide per minute (i.e. ~ 20 slides maximum) • Background – review of evidence/rationale for your work(~6 slides) • Aims/hypotheses (1 – 2 slides) and significance • Methods (4-6 slides) • Progress to date (including any findings if available) (4-6 slides) • Timelines/future studies (1 – 2 slides) • List any conference presentations, papers, etc. (1 slide) • Attend other confirmation presentations to see examples

13. Preparing for the presentation • You need to demonstrate you possess skills to complete a PhD • By showing you know the literature and where your research fits • By presenting a clear research plan that addresses your aims • By completing a draft of thesis structure/outline • By answering questions from the audience about your PhD

14. Confirmation panel meeting • Panel composition: • Associate Head of School – Research (or nominee) • HDR Coordinator (or nominee) • External examiner (not involved with the project) • Supervisors • The panel reviews the written report, attends the oral presentation and participates in the panel discussion • Role of supervisors • Supervisors MUST NOT respond to questions/issues raised by the panel on behalf of the student • Supervisors will take notes during the meeting and will submit a report documenting the discussion

15. Confirmation panel meeting • After the presentation, the candidate and panel members meet to discuss progress and any issues arising (30-45 mins) • The external examiner is invited first to comment and ask questions of the student, then the HDR coordinator and A-HOS (Research) may also ask questions • The student is then asked to leave the room while the panel finalises a recommendation • Supervisor will submit a report documenting the discussion and any issues raised. This report is counter-signed by the Chair of the panel and provided to the Faculty. The report contains an overview of the advice, comments and recommendations of the review panel

16. Possible outcomes • Candidature is confirmed • This can be ‘on the day’ or after changes are made to the document to the satisfaction of the panel • Candidate’s enrolment is maintained and extended for a maximum period of 3 months (FTE enrolment) at which time a re-review will occur • Candidature has not been completed satisfactorily

17. What happens then? • If recommendation 1 or 2, a written confirmation report is passed on to the student and Faculty (the Faculty is also given a copy of the confirmation document you submitted) • If recommendation 2, the candidate is given clear guidelines detailing requirements to be completed and the format of the second review. The candidate is usually required to revise their written report and may need to meet with panel members again. The candidate is not required to do another presentation. The main focus is on the resolution of issues identified in initial confirmation attempt • If recommendation 3, the panel will discuss the options available with the student (eg. transfer to Masters by research)

18. important • Students should discuss and prepare for confirmation in consultation with their supervisors • Try to view the confirmation process as an opportunity • Aids planning – clear articulation of PhD plans • Access to an ‘expert’ in your field (i.e., build your network) • Early identification of potential issues & possible solutions • Reassurance regarding study design/plans • Additional and relevant ideas/opportunities/viewpoints may arise that can be used to strengthen your research/thesis

19. Further information for students http://www.deakin.edu.au/students/research-degrees-doctoral-and-masters/what-is-confirmation