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2018 Higher Degree by Research requirements - webinar questions

Q: If a student had their HDR study suspended during an entire reportable period how do we report their end-user engagement for data element 593?

A: When the student resumes their HDR study the details of their end user engagement is to be reported for the applicable reporting period.

Q: Will providers be required to verify the load data in the HEIMS verification reports

A: Based on sector feedback end user engagement data will be collected on the enrolment file instead of the Load Liability.

There is no requirement to report students end user engagement in terms of EFTSL values and this data will not be included in the Higher Degree Research verification reports.


Q: How do we report on engagement after submission given that many of our students have no load during the examination period?

A: As you will be recording engagement through the enrolment file you can update your data to include the details of end user engagement by revising this element through the enrolment revision process.

Q: How will providers revise previously submitted HDR data for pre-2018 students?

A: These new requirements do not apply to pre-2018 students, it's acceptable to leave these fields blank.


Q: Will the Enrolment File change in size and structure?

A: Yes. E593 will now be added to the Enrolment File and the length will increase by 10 characters. 2018 Enrolment file structure.

Q: How do providers code their data for E593 when students have multiple types of end user engagement?

A: The coding note on E593 has been updated "If more than one type of research end-user engagement has occurred for a unit of study report the relevant codes in any order".


Q: Why are the additional spaces added to the end of the file instead of using the filler spaces available?

A: The filler space is available for providers to add comments and notes against students' records in HEPCAT submissions.

Q: Would the new data element for end user engagement be better placed on the Enrolment File?

A: Based on feedback received from the sector, end user engagement data will be collected on the Enrolment file instead of the Load Liability file as initially proposed.


Q: In relation to joint supervision with research end users, is the requirement still equal weighting of thesis supervision for both supervisors? Our policies do not allow non university staff to be registered beyond an associate supervisor level, hence making it impossible to have equal weightage.

A: Equal weighting is not required but the supervisor from the research end-user organisation must have an active supervisory relationship with the student.

Q: Will providers be expected to report current and commencing HDR students from 2018?

A: Yes. The department requires details of end user engagement for commencing and continuing HDR students from 2018.


Q: Why are changes to HDR data implementation being staged over time?

A: Consultation identified an inability by some institutions to implement all required changes immediately. Some have been delayed to ensure that all changes could be implemented effectively for all providers.

Q: What is meant by "suspension" in relation to research internships?

A: Suspension is any period, other than leave, where the student is not considered to be actively undertaking the HDR.


Q: Do providers report on "no engagement" from 2018 or 2019?

A: In 2018, providers will be required to indicate if their HDR students have or have not any end-user engagement.

Q: Does the department anticipate reporting requirements on industry type (reporting ANZSIC codes)?

A: There are currently no plans to expand the scope of engagement measures.


Q: Will funding be tied to reporting engagement in future?

A: The department has no immediate plans to use engagement measures to allocate funding.

Q: Is there a standard supervision percentage share for actively engaged research end user supervisor?

A: No. However, there must be an active supervisory relationship with the student.


Q: Has 'work-integrated learning' been removed from definitions and replaced by 'other engagement activities'?

A: Yes. It is replaced by 'other commercialisation and engagement activities'.

Q: Will this reporting have any impact on the formulae for Research Block Grants?

A: The department has no plans to use the new engagement indicators to allocate funding.


Q: Where a candidate has two thesis submissions, is the latest thesis submission date to be reported?

A: No. Only the initial thesis submission date should be reported.

Q: How are self-arranged research internships reported?

A: No additional requirements are needed for self-arranged internships. If the arrangement meets the definition of research internship then it can be reported.


Q: Is E593 to be coded for all the units that the HDR student maybe undertaking or just the thesis unit? Sometimes HDR students might do a coursework unit as part of their HDR course?

A: Engagement activities should be reported for all units included in the HDR course of study.

Q: Is it a problem if the student submits a Ph D so the submission date (E591) is linked to a PhD but the outcome of examination is to award a Masters so the E592 is attached to a Masters completion?

A: No. The completion record is reported against the actual course that the student completes.


Q: Can formal training include training from an external provider, or only internally provided at the HEP?

A: Formal training can be reported regardless of whether it is delivered by the HEP or an external organisation.

Q: Research internship with end-user - Can be undertaken as part of enrolment or during suspension. Suspension are we talking about Leave of Absence?

A: 'Suspension' is any period, except leave, where the student is not considered to be actively undertaking the HDR.


Q: Similar to definition of formal training, how do you define internships? and how did DET come up with the 30 day period for recognition under Indicator 1? Does Indicator 5 mean overall that internships of both under and = or over 30 days can be recognised?

A: Internship is defined as a temporary position with a research end-user where a student has undertaken research and development (R&D) related to their higher degree by research (HDR). The 30 day period was identified as the most appropriate period for reporting following sector consultation. Research internships of 30 days or more can be reported as internships (02) and internships less than 30 days can be reported as other commercialisation and engagement activities (06).

Q: The candidate as an outcome of the initial examination is required to undertake substantial revisions for re-examination, and is therefore re-enrolled whilst undertaking those revisions, and when complete a second thesis submission date is recorded.

A: Only the first thesis submission date will be recorded.


Q: How will providers implement changes required to their student management system and reporting processes so late in the year?

A: The implementation of the engagement indicator for HDR will be staged. The first two indicators are to be reported from 1 January 2018 (Research internship with an end user and joint supervision by a research end user). Other indicators are optional for 2018, with full implementation proposed in 2019.

Q: Are there plans to change the field of research element and will it be collected in the Load Liability file?

A: No decision has been made at this stage.


Q: How will the department achieve sector-wide consensus on interpretation of 'formal training'?

A: The department will assess data related to formal training as it is reported to determine any inconsistencies in reporting across the sector.

Q: What audit requirements will be put on this collection if we can report an internship in the following period, or link things like internships to the thesis subject rather than the internship subject in which it might occur?

A: The department will undertake appropriate audit processes from time to time as necessary.


Q: Will the data be 'yes / no' or identify specific collaborators?

A: The data collected will be 'yes / no'.

Q: When will we know the definition of research end-user?

A: The definition of research end-user is published in the Glossary.


Q: Why are end-user supervisors excluded if they are also Adjuncts?

A: Adjunct staff are no longer excluded as research end-user supervisors.

Q: Will the data collected be made available to all providers?

A: The department intends to publish all data on the new elements when available.


Q: Will you allow for a variety of nomenclature for end user supervisor? We use the terminology of 'advisor' for end-users who aren't traditional academic supervisors, but who have a genuine active role in the student's supervisory panel.

A: No. Only end-users who are listed as formal supervisors can be reported, advisors should not be reported.

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