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Offsite research

What does offsite research mean?

"Offsite" refers to locations outside of the Macquarie University campus situated at North Ryde. Macquarie University campus also includes the locations of MQ's controlled entities.

The University requires confirmation from candidates and Principal Supervisors that all requirements such as ethics approval, medical insurance and travel approval including insurance have been met by candidates conducting offsite research. Candidates remain enrolled during the approved offsite research (OSR) period and cannot take Leave of Absence concurrently.

Candidates on scholarship may be restricted to the total duration of offsite research they are permitted to take and should check their conditions of award.

What type of activities are NOT considered as offsite research such that a OSR approval is not required?

Activities that meet the following criteria will not be considered as offsite research:
- Visiting libraries, attending seminars and conferences or equivalent; and
- are based in Sydney and within 50km away from the University or place of departure; and
- institutional or third party approval is not required.
- Conference-only attendance, as approved, for candidates enrolled in the Faculty of Science and Human Sciences.

What is meant by third party approval?

This refers to approval from another organisation to come onto their premises for research purposes. For example, conducting research at CSIRO in Sydney, or the Australia Telescope National Facility; or Ryde Rehabilitation Centre will require approval from the organisation to come onto the premises as a researcher. Registering for a local seminar or conference is not considered as "third party approval".

Why is this important to record if travel is more than 50 kms away from the University?

For travel insurance, a trip is defined as travel in excess of 50 kms away from the University (or departure point). The 50 km guideline is approximate and additional advice may need to be sought from the Faculty if there is any concern about a particular place. Note that the University's travel insurance policy has a limit of 180 days travel unless declared in advance. If you are traveling for longer than 180 days, you should advise the Insurance Manager, via your Faculty HDR Manager, before you travel so that a declaration can be made to the insurance company.

Do I need to complete the e-form if I am undertaking my research in, say, a hospital or school or other establishments located in Sydney?

This type of active research requires Ethics approval and/or some form of institutional or third party approval. For this reason, it is important that the form is completed to ensure that the appropriate approval for the research has been obtained to conduct the research "offsite".

Do I need to complete a separate form each time I visit a place to conduct my research?

No, it is not necessary to do this if you will be repeating the same research activity during a defined period. For example if you are conducting your research at a number of government schools over an extended period of time, then it is only necessary at Question 5 to record the estimated timeframe of the visits, for example from March 2010 until July 2011. At Question 6 it is sufficient to say that you will be conducting your research at a number of government schools in Sydney and regional NSW. Your Ethics approval form will probably guide you in the detail you are able to give.

How to submit an e-form?

Steps to access e-forms:

  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 HDR e-forms
  5. Students chose Create an HDR e-form (to create a form) or All HDR e-forms to view a current or previous e-form
  6. Reviewers chose All HDR e-forms 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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