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Leave of absence

What is leave of absence(LOA)?

LOA is a period of non-enrolment during which candidates are not able to access University facilities (eg laboratories, ICT resource, Library) and research supervision.

Length of candidature and leave of absence

HDR candidates enrol once at the time of commencement of research candidature. Candidates remain enrolled during the standard period of candidature. The period of candidature for PhD enrolled prior to 2014 was 4 years effective full time (EFTSL) and for PhD enrolled from 2014 is 3 years effective full time or 2 years effective full time (EFTSL) for MPhil candidates, unless leave of absence has been granted. Candidates taking leave of absence are not considered enrolled during the period of leave. Person's applying for more than eight weeks of leave must fill out and upload a project progress and timeline to completion document.

[*EFTSL, or Equivalent Full-Time Student Load, is a measure of the study load, for a year, of a student undertaking a course of study on a full-time basis.]

LOA can only be granted for periods between eight weeks and six months.  If the request for leave is less than eight weeks, the request will not be considered.  LOA is granted for no more than six months for each application.

When can I take leave of absence?

Leave of Absence (LOA) from candidature and/or suspension of scholarship payments may be approved for research candidates following submission of an application for approval. Submission of an LOA request does not guarantee approval. Leave can be approved up to a maximum of 6 months per request and a total of 12 months over the duration of the candidature, regardless of full time or part time study.

LOA will not be approved unless there are "exceptional circumstances" beyond a candidate's control in the following periods of candidature:


Full time Part time
PhD First 12 months First 24 months
MPhil First 12 months First 24 months
PhD Last 12 months Last 24 months
MPhil Last 6 months Last 12 months


Application for retrospective leave will not be considered unless under exceptional circumstances.

If a candidate's leave had been approved on medical grounds and they wish to return early (i.e. before the approval end date of leave), their request must be supported by a medical certificate confirming their fitness to return to study.

Once the leave ends, candidates will be automatically re-enrolled . Any applicable fees will be charged at pro-rata rates. Candidates will be required to meet the normal University fee payment deadline for any fees that they may be liable, ie 25 January for Session 1 and 25 July for Session 2. Candidates should check their 'Statement of Outstanding Charges' through 'My Finances' via eStudent  at the beginning of the Enrolment Period and make arrangements to pay their fees in advance.

Type of leave Minimum amount of time per request Maximum amount of time Deadline for submission of request Supporting documentation required
Sick

8 weeks

6 months per request, up to a maximum of 12 months within 14 days of illness if possible Medical practitioner certificate with dates of illness (counsellor and psychologist certificates are not acceptable)
Maternity 8 weeks 6 months per request, up to a maximum of 12 months 4 weeks prior to expected delivery

1. Medical practitioner certificate with expected date of delivery. 2. Progress report and plan to completion.

Carer 8 weeks 6 months per request, up to a maximum of 12 months

4 weeks prior to date of leave

1. Medical practitioner certificate with dates of illness (counsellor and psychologist certificates are not acceptable). 2. Progress report and plan to completion.
Annual/Recreation As agreed by supervisor 20 working days, taken in between December and January Formal permission not required. Please discuss with supervisor. Not applicable
Leave by scholarship holders

 Before submitting an application, candidates on scholarship should note:

  • Scholarship holders should check their conditions of award before applying for any Leave of Absence and/or Suspension of Award.
  • Scholarship holders may take Leave of Absence and suspend their scholarship for the same period of time. Scholarship holders may also decide to suspend their stipend payments, but remain enrolled.
  • Not all scholarship holders are eligible for paid sick or maternity leave.

       Your paid leave entitlements are provided in your scholarship conditions of award.
       Applications for paid leave are to be lodged on the Scholarship Leave Request Form available on the HDRO Forms Page.

International candidates taking leave

Under the ESOS Act, suspension of study for international candidates on a student visa is not allowed unless in exceptional circumstance where it may be granted, primarily, on medical or compassionate grounds. Once international candidates are granted approved leave of absence, they will be reported to the Department of Immigration and Border Protection (DIBP). They will normally have to leave Australia for the approved LOA period. If research candidates on a student visa wish to stay in Australia during an approved leave period, they need to get approval from DIBP, in writing, to do so.


International research candidates should also note that it is their responsibility to notify their Department/Faculty about their intention to apply for Leave of Absence (LOA) as soon as practicable since the University is required by Law to report to the Government any event affecting the enrolment of an overseas student (international candidate) within 14 days.

How to submit an e-form?

Steps to access eforms:

1. Open Firefox
2. Paste this address into the address field: https://iris.mq.edu.au/RMENET/

3. Use your OneID username and password to log in

4. Go to the HDR tab and select HDReforms

5. Students chose Create an HDR eform (to create a form) or All HDR eforms to view a current or previous eform

6. Reviewers chose Al HDR eforms to view and process a form
FAQ

What sort of requests can be submitted by eform?

See the list of current candidature management forms on this page: http://www.hdr.mq.edu.au/information_about/forms

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How long does it take for my eform to be processed?

It takes about 10 working days. If you do not have an outcome after the 10 working days is up, please contact you faculty HDR administration to find out the status of the form.

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How do I find out if my request submitted by eform has been accepted or rejected?

You will receive an automated email to your student MQ email address alerting you to the fact that your request has been declined, or that the outcome is ready for viewing in the eform.

You can download the official approval letter from the eform. You may also save a copy of the form as PDF. To do this, open the form and go to the report icon in the top-left hand of the form screen to do this.

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What do I do if the form has been sent back to me by my supervisor?

You will need to amend the form. To do this you must discuss the required changes with your supervisor/s first, then log in and provide the new information in the old form.

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Who will review my request?

Most candidature forms which require the approval from the faculty will be reviewed by the principal supervisor, Head of department, Faculty HDR office, faculty Associate Dean of HDR, HDRO staff and the Director of HDRO.

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Are here any guidelines to help me complete my form?

Yes. There are guidelines about the policies and procedures pertaining to each form accessible from this page:

There are also manual for students and manual for reviewers.

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I cannot log in cannot see parts of the form or I am getting an error

Try to log in using firefox. This should solve the problem.

If not successful, please log a onehelp ticket here:

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Are there any guidelines for reviewer or admin staff?

Yes. There are manual and HDR eFORMS overview for reviewers and admin staff.

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How do I check my scholarship details before lodging an e-form?

Go to the e-form portal and select the Check Enrolment Details form. For details on how to access the e-form portal please see "How do I submit an e-form" in the previous part of this page.

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How do I check my consumed study load to date?

Go to the e-form portal and select the Check Enrolment Details form. For details on how to access the e-form portal please see "How do I submit an e-form" in the previous part of this page.

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How do I check my degree details?

Go to eStudent and login with your OneID. Alternatively, go to the e-form portal and select the Check Enrolment Details form. For details on how to access the e-form portal please see "How do I submit an e-form" in the previous part of this page.

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I am a new scholarship recipient and I want to start receiving my stipend payments. What do I need to do?

HDRO will send you an email requesting you to submit the appropriate e-form. Please follow the instruction in that email sent to your student email address.

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Will I be notified of the outcome of my request submitted by e-form?

If you have lodged an COP, LOA, SUP, EXTN, TRF form and your request has been approved, you will be sent an email to your student email account. This email will give you instructions on how to access the outcome. If your request has been declined, you will receive an email in your student account advising you of this fact.

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How do I apply for a letter confirming my student status for travel purposes?

Go to the e-forms portal and submit the Letter for Travel e-form. For details on how to access the e-form portal please see "How do I submit an e-form" in the previous part of this page.

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