05.5.6 Academic Regulations

1. Application for Admission

An application for admission to the program, using the form provided, is to be accompanied by:

• Certified academic transcripts for all tertiary qualifications to date;

• Proof of studies in Greek (and Hebrew for Old Testament studies) to at least Level III (i.e. at the level of 3rd Year units in a three-year degree).

• A certified copy of an International English Language Testing System (IELTS) academic test result with at least 7.5 in every band (applies to all students requiring a student visa for entry to Australia and to those for whom English is not their first language who have not completed a pre-requisite award in English medium).

• Three confidential personal references using the form provided by the College for the purpose, including one from the applicant’s current minister/pastor or denominational leader.  If part-time candidacy is being sought at least one reference should provide evidence that the candidate will be available for full-time study for at least the first two semesters of research and that thereafter at least 20 hours per week will be available for study.

• Two academic references (to be forwarded to the College in a sealed envelope by the referee using the form provided by the College for the purpose).

• A piece of writing, of between 2000 and 5000 words. The purpose of this is to enable an assessment of the level at which the applicant is working and the applicant’s ability to write clearly and mount a coherent argument. A marked thesis (honours or masters by research) may be substituted for this item.

• A proposed research topic together with a written explanation of up to 250 words of the topic and envisioned approach (to be submitted both in writing and electronically).

2. Applications are handled in terms of procedures are set out in the College’s Student Policies. In cases where the application is rejected, the applicant has recourse to the Academic Grievance Policy of the College.

3. The Research Committee appoints, with report to the Academic Board, a supervisory panel consisting of a Primary Supervisor and a Secondary Supervisor for each candidate. Depending on the supervisory needs of the candidate’s research program (including periods of off-campus part-time research while domiciled outside metropolitan Sydney) one or more additional Associate Supervisors may be appointed from inside or outside the College. Such additional Associate Supervisors should be research active within their own institution.  See the Research Higher Degree Supervision Procedure in the Moore Policy Library on the website for the regulations concerning appointment of supervisors and the responsibilities of supervisors.

4. Review by the College’s Human Research Ethics Committee (HREC) may be required if the proposed research involves:

• The collection of data from or about identifiable individuals or groups;

• The observation of identifiable individuals or groups; or

• The use of data not already in the public domain.

5. Information concerning the requirements of the HREC and Guidelines for Ethical Conduct of Research are found in Section 7 of the Student Handbook. Any HREC review is undertaken after admission to the program. 

6. Admission to the PhD program shall be on a provisional basis unless otherwise determined by the Research Committee. Provisional candidature shall normally last for a period of up to one year (FTE). The Director of Research shall, in consultation with the Primary Supervisor, specify the conditions of this period of provisional candidacy on the appropriate form at the time of admission. The conditions are derived from information obtained from the candidate during the application process and shall depend upon the background of the candidate and the requirements of the candidate’s research program. These conditions may include any or all of the following components:

• Satisfactory completion of any specified coursework units;

• Ancient or modern foreign language acquisition;

• Participation in specified Research Forums;

• Completion of a literature review/ synopsis of literature or other preliminary research paper(s);

• Presentation of a seminar;

• Submission of the research proposal; or

• Other additional conditions specified by the Research Committee.

7. During the course of their candidature each PhD student may be permitted to audit up to two coursework units of the MA(Theology) offered by the College if class capacity permits (without additional fees). Requests for such permission must be approved by the Primary Supervisor and the Director of Research. Permission may be granted on the understanding that audit students must complete any classroom presentations required by students enrolled in the unit(s) in order to avoid inequities of benefits and contributions with fellow students.

8. The first two semesters must be undertaken full-time on-campus. Every candidate must fulfil this full-time requirement at the commencement of their candidature. This is comprised of two semesters on campus in full-time mode during the first twelve months of candidature. In circumstances deemed exceptional by the Research Committee, a candidate may apply to vary this full-time requirement to an annual three consecutive month period on campus throughout the duration of part-time candidacy. This three-consecutive month period must be taken annually during the formal academic year (February to November). Approval for such a variation is at the discretion of the Research Committee.

9. Period of Provisional Candidacy

9.1 A successful applicant to the PhD program will commence in Preliminary Candidature. (see Research Higher Degree Progress Procedure Section 3.4.5).       

9.2 A research proposal should include the following:

• Topic;

• Statement of problem/question;

• Statement of possible contribution to the field;

• Outline of conceptual framework within which the problem/question is to be addressed;

• Proposed research (including key objectives and milestones);

• Methodology and parameters;

• Requirements for HREC approval of the proposed research (if any);

• A literature survey or synopsis of literature which would be at least a first draft of a chapter of the thesis as a basis for a preliminary bibliography; and

• Tentative outline (including a table of contents) of thesis and timeline for completion.

9.3 The Director of Research, in consultation with the candidate and supervisors, shall consider the candidate’s progress during the period of provisional candidacy. Completion of provisional candidacy depends on a satisfactory confirmation of candidacy presentation and meeting (any) agreed conditions of provisional candidacy (see par. 6, above). Upon the completion of provisional candidacy, the Director of Research shall recommend to the Research and Centres Committee, that:         

• The candidature be confirmed; or

• The candidature be confirmed conditional on achievement of  agreed objective within a maximum period of six months; or

• The candidature be transferred to the MTh program with a stated period of candidature for that award deemed to having been completed; or

• The candidature be terminated.

9.4 If the candidature is confirmed, then the period of candidature will normally be deemed to have begun from the date of commencement of the first semester following approval of provisional candidature.

9.5 If the progress is considered unsatisfactory, the Director of Research shall provide clear reasons for the recommendation to terminate the candidature. 

9.6 Confirmation of candidature includes approval of the thesis topic. Thereafter any changes to the topic must be approved by the Research Committee on the recommendation of the Primary Supervisor. However, minor adjustments to the wording of the title may be approved by the Primary Supervisor with notification to the Research Committee.

10. Annual Progress Review

10.1 Each candidate (whether full-time or part-time) is required to undertake an Annual Progress Review before a panel constituting two members of the Research Committee who are not the candidate’s Primary Supervisor or Joint Supervisor, plus other panellists with relevant expertise if and as required. The purpose of the review is to provide an independent and objective assessment of progress. The panel is normally chaired by the Director of Research or a Head of Department of the College. The student may request presence of a member of faculty of their own gender at these meetings, or request that certain persons be excluded.

10.2 An Annual Progress Review panel meeting consists of three parts:

• with both the candidate and his or her supervisor present

• with the candidate present and the supervisor excluded

• with the supervisor present and the candidate excluded.

10.3 In preparation for the review the candidate is required to provide:

• a completed Annual Progress Report form (completed in consultation with the supervisor);

• an outline of achievements since the last annual review against agreed objectives/criteria and milestones

• an outline of key objectives/criteria and milestones to be achieved by the next annual review

• a timeline and milestones for completion of the thesis

• if appropriate, a table of contents for the thesis together with completion status of each chapter; and

• any requirements specific to the Department in which the research is undertaken.

10.4 The format of an Annual Progress Review panel meeting and the issues discussed varies with each candidate.   However key issues which should be covered include:

• Intellectual Property, Work Health & Safety and Ethics – both the candidate and the supervisors should understand these policy requirements as they relate to each research project;

• Resources – are they adequate and appropriate for the research?

• The role of the candidate’s supervisors – the panel should be satisfied that expectations are clear, that supervisors are fulfilling their obligations at the appropriate level and that appropriate communication exists between all parties;

• Progress of the research;

• Any problems (pastoral, technical or academic) identified by either the candidate or the supervisors. The Department Head and Director of Research must be consulted, particularly if appointment of a new supervisor is contemplated;

• An assessment of whether progress has been at the level expected for the stage of enrolment in candidature;

• Key research objectives/criteria and milestones for the next review;

• Anticipated thesis submission date – this date should take into account the census dates (30 April and 31 August);

• Skills development – assessment of whether additional skills and training are required and a development plan;

• Any other issues that the Panel considers relevant; and

• Date of next Annual Progress Review.   

10.5   As a result of an Annual Progress Review Panel’s consideration a recommendation is made to the Research Committee in which the candidates progress is assessed.

The review outcome may be one of:

• Continuation of candidacy

• Provisional continuation of candidacy

• Discontinuation of candidacy

10.6 Re-enrolment in the semester following the Annual Progress Review requires that the candidate
has either received a satisfactory recommendation at Annual Progress Review or that the Research Committee has approved re-enrolment following a provisional recommendation at the Annual Progress Review.

10.7 In each aspect of Annual Progress Review (including confirmation of candidature) the candidate has recourse to the College’s Academic Grievance Policy.

11. Thesis

A candidate is required to undertake original and significant research on an approved topic, the results of which are presented in a thesis. The thesis must demonstrate advanced theoretical and methodological knowledge and the research should make an original and significant contribution to knowledge or understanding. The thesis must be no more than 100,000 words (including all citations and discussion in footnotes, and all excursuses, but excluding the bibliography). Appendices may be permitted on the recommendation of the Primary Supervisor. This maximum length may only be exceeded, and Appendices included, with the permission of the Research Committee.

12. Duration of Candidature and Periods of Absence

12.1 A candidate for the PhD, whether completing a program by full-time or by a combination of full-time and part-time study, shall not normally be permitted to submit a thesis for examination within the first three years (six semesters) (FTE) of candidature. 

12.2 A candidate will be expected to present his or her thesis for examination within four years (eight semesters) (FTE) of the date of the initial enrolment in the course, excluding periods of approved leave or absence. 

12.3 Variations to requirements regarding periods of minimum and maximum candidacy may be approved by the Research Committee if exceptional circumstances apply, but only on the recommendation of the Director of Research. 

12.4 Periods of leave or absence of up to 12 months (FTE) may be approved by the Primary Supervisor and the Director of Research.   Application for longer periods are normally not granted but in special circumstances may be considered by the Research Committee on the recommendation of the Primary Supervisor and the Director of Research.    

12.5 A candidate may not defer enrolment in the first six months of candidature.

13. Articulation from the MTh

13.1 A candidate enrolled in the MTh may apply to the Research Committee for transfer to PhD candidature. The period of PhD candidature will be deemed to have commenced from the commencement of the MTh.  

13.2  An application may be made following approval of the MTh thesis proposal and completion of at least 15,000 words of the thesis under the direction of the approved Primary Supervisor and Joint Supervisor. Consideration of such an application, or recommendation from the Primary Supervisor, takes the form of an Annual Progress Review. The Research Committee must be satisfied that:

• The candidate has acquired the necessary research skills;

• The candidate is performing at a level necessary to complete the thesis within four years (eight semesters) (FTE) taking into account any period of deemed completion;

• The thesis topic has doctoral scope; and

• The transfer is supported by the Primary Supervisor

14. Research Forums

Candidates are required to participate in the College’s Research Forum Program (including Departmental Graduate Seminars as applicable). This includes the presentation, at least once per year, of an abstract of their research to date. Normally students must participate in all such forums offered by the College (usually four per year). However, students residing outside the Sydney metropolitan area may apply to the Research Committee for permission to participate in a lesser number. In such cases, students are expected to combine visits to Sydney for forums with face to face sessions with their Primary Supervisor.

15.  In the event that a Primary Supervisor is unable to supervise a candidate for an extended period of time, the approved Secondary Supervisor shall act as Primary Supervisor for that period. In the event that a Primary Supervisor becomes unavailable to continue supervision, the Research Committee shall appoint a replacement Primary Supervisor on the recommendation of the relevant Academic Department  Head.  Until this is done, the Director of Research will automatically assume responsibility for the candidate.

16. Thesis Format and Submission

16.1 The thesis submitted by a candidate shall comply with the following requirements:

• It must be the candidate’s own work but, if any jointly authored papers are included, the work done by the candidate must be clearly indicated and the co-author(s) must certify that they agree to the inclusion of the paper in the thesis;

• It must relate directly to the approved research topic;

• It must not include as its main content work which has been submitted for any other academic award or work conducted prior to the commencement of candidature.  Where the main content of the thesis or portfolio consists of any significant extension or elaboration of the candidate’s earlier work, that portion referring to previous work must be clearly indicated;

• It must be written in English and must achieve a standard of expression and presentation appropriate to doctoral level writing and must lend itself to easy conversion to published format;

• Any substantial assistance provided to the candidate during the conduct of the research and the production of the thesis must be acknowledged. The candidate must obtain written permission from the Primary Supervisor before obtaining paid editorial assistance with the thesis. If permission is granted to obtain paid editorial assistance, such assistance must be acknowledged in the thesis and if the professional editor’s current or former area of academic specialisation is similar to that of the candidate, then this must also be acknowledged. Professional editing of a candidate’s thesis is limited to formatting, grammar and style must not alter or improve the substantive content or conceptual organisation of the thesis. 

• The style should conform to the Moore College Style Guide as set out in Section 8 of this Handbook.

16.2 Guidelines for presentation of a thesis are set out in the Research Higher Degree Thesis Examination Procedure.

17. Thesis Examination

17.1 PhD theses are examined by three examiners, at least two of whom must be external to the College. Examiners must have a demonstrated publication track record in the general field of the thesis and normally hold a research-based doctorate level qualification.

17.2 Thesis examiners are appointed by the Research Committee on the recommendation of the Supervisor through the relevant Academic Department Head. The candidate is invited to identify, with reasons, any person who might be unsuitable to examine the thesis.

17.3 The basis of the assessment is the topic as approved by the Research Committee. The assessment is in relation to the standard required by an Australian university taking into account the learning outcomes.

17.4 Examiners are provided marking criteria and other administrative information as set out in the Research Higher Degree Thesis Examination Procedure.

17.5 Each thesis examiner is asked, independently of the other thesis examiners, to examine the thesis and to provide to the Registrar, within two months of receipt of the thesis, a written assessment of the thesis with substantive comment and a recommendation to the Research and Centres Committee.

17.6 Where a thesis examiner fails to provide a report on a thesis within two months of having received it the Research Committee may appoint the reserve thesis examiner.

17.7 Examination outcomes are set out in Research Higher Degree Thesis Examination Procedure Section 3.7.

17.8 If an RHD student’s thesis is submitted before 1 February (for Sem 1) or 1 July (for Sem 2) and receives ‘Degree Awarded’ (includes typographical errors only) from Research Committee, no enrolment or tuition fee is required.  All other situations, the RHD student is required to enrol for one semester part-time.

17.8 In making the overall recommendation to the Academic Board (which will then recommend to the Governing Board) the Research Committee is required to assess the recommendations and academic arguments of the examiners’ reports as well as the internal written reports. The examination is not a vote and hence it is not a matter of strong reports outweighing a less favourable report or vice-versa.  The role of the Research Committee is to discuss reports on a case-by-case basis, use its collective expertise in assessing theses and reviewing thesis examiners’ comments and to apply this expertise in considering the standard of work required for a research degree in an Australian university in making its academic decisions.

17.9 In each aspect of consideration of the assessment of a thesis the candidate has recourse to the College’s Academic Grievance Appeals Policy.

18. Once the Research Committee has recommended that the degree be awarded by the Governing Board of the College (via report to the Academic Board), the candidate must arrange for the permanent binding of two copies of the thesis on archive paper and an electronic copy of the thesis to be lodged with the Registrar.  The title of the thesis and the candidate’s name and initials should appear on the front cover of the bound thesis together with the name of the degree and the year of submission.  The spine of the thesis should contain the title of the thesis (abbreviated where necessary), the candidate’s name and initials and the year of award of the degree.