1. Purpose and Objectives

This document outlines the processes to be followed by enrolling AOUs and HDR candidates when applying for leave or interruption to candidature.

2. Definitions, Terms, Acronyms

Child - child of a candidate under the age of one year, except in relation to adoption of a child where ‘child’ means under the age of 5 years as at the date of, or the anticipated date of placement with the candidate for adoption.

Enrolling AOU - an academic organisational unit that directly enrols HDR candidates

HDR - Higher Degree by Research

MPhil - Master of Philosophy

Partner - a candidate’s partner or spouse in marriage or a person of the opposite or same sex to the candidate who lives with the candidate in a marriage-like relationship, although not legally married to the candidate.

PhD - Doctor of Philosophy

3. Procedures Scope/Coverage

These procedures apply to all HDR students in all enrolling AOUs.

4. Procedures Statement

HDR candidates are entitled to apply for leave and interruption to candidature subject to the eligibility requirements in these procedures and associated policy.

Applications for leave and interruption to candidature must be supported by the candidate’s advisory team and enrolling AOU.

Approval of all leave and interruption to candidature is at the discretion of the Dean of the UQ Graduate School.

5. Sick Leave

5.1 Paid sick leave – UQ scholarship recipients

Sick leave of 10 days or less and within the 10 day per annum allocation must be approved by the candidate’s advisory team and enrolling AOU, but does not need to be reported to, or approved by, the UQ Graduate School. The enrolling AOU must keep a record of approved requests and ensure candidates do not exceed their entitlement.

Where the scholarship rules permit paid sick leave under the Research Scholarship General Conditions [3], requests outside of the annual entitlement or in excess of 10 days must be submitted to the UQ Graduate School as soon as possible, but not later than 2 weeks from the commencement of the absence. It is the responsibility of the enrolling unit to act on behalf of the candidate where the candidate is unable to do so themselves.

The application must include:

• a medical certificate specifying the nature of the illness and the period (or approximate period) the recipient will be unable to work on their research.

Scholarship recipients who have exhausted their paid sick leave allocation should apply for unpaid interruption to candidature as per Section 8 Interruption to Candidature.

5.2 Unpaid sick leave

Candidates who do not hold a UQ scholarship should apply for an interruption to candidature as per section 8 of these procedures.

6. Parental Leave

6.1 Paid parental leave – UQ scholarship recipients

Where the scholarship rules permit under the Research Scholarship General Conditions [3] paid parental leave may be granted with the approval of the UQ Graduate School.

Parental leave must commence within 6 weeks prior to the birth or adoption of the child, and no later than the birth or adoption of the child.

Requests for parental leave must be submitted to the UQ Graduate School at least 3 weeks prior to commencement of the leave. The application must include:

• a medical certificate or an appropriate document containing proof of birth or adoption.

Requests for partner leave must be submitted to the UQ Graduate School at least 3 weeks prior to commencement of leave. The application must include:

• a medical certificate or an appropriate document that names their partner, states that she is pregnant and provides the anticipated date of birth.

Scholarship recipients who have exhausted their paid parental leave allocation should apply for unpaid interruption to candidature as per Section 8 Interruption to Candidature.

Parental leave will only be approved retrospectively if the birth occurs earlier than the expected due date.

Candidates must notify the UQ Graduate School of their return from leave date as per Section 9 Returning from Leave or Interruption to Candidature.

6.2 Unpaid parental leave

Candidates who do not hold a scholarship should apply for interruption to candidature as per Section 8 Interruption to Candidature.

Candidates must notify the UQ Graduate School of their return from leave date as per Section 9 Returning from Leave or Interruption to Candidature.

7. Recreation Leave

Recreation leave can be accrued with the approval of the advisory team and the enrolling AOU.

Recreation leave is arranged by negotiation with the candidate’s advisory team and enrolling AOU.

Recreation leave is not approved by, or reported to, the Graduate School.

Enrolling AOUs should have processes in place to manage and record recreation leave and return from recreation leave.

8. Interruption to Candidature

Requests to interrupt candidature must be submitted to the Graduate School at least 3 weeks prior to the first day of interruption. Retrospective applications will only be approved in exceptional circumstances. Interruptions related to ill health must be submitted as close to the first day of absence as possible, and no later than 2 weeks from the first day of absence. Interruptions outside of these timeframes will only be permitted in exceptional circumstances.

Interruptions beyond 12 months will only be considered if they relate to ill health, parental leave, significant caring commitments or exceptional circumstances. Approval of interruptions beyond 12 months will be at the discretion of the Dean of the Graduate School.

Interruptions requested on medical grounds must be accompanied by a medical certificate.

Interruptions requested for parental leave must be accompanied by a medical certificate or an appropriate document containing proof of birth or adoption.

HDR candidates must inform the UQ Graduate School of their return date as per Section 9 Returning from Leave or Interruption to Candidature.

9. Returning from Leave or Interruption to Candidature

HDR candidates on approved periods of leave or interruption to candidature must report their return date to the UQ Graduate School at least 2 weeks prior to their original return date.

HDR candidates who wish to extend their leave or interruption to candidature must submit an extension request at least 2 weeks prior to their original return date.

Failure to notify the UQ Graduate School within this timeframe may result in withdrawal from the program and the cessation of scholarship payments.