Postgraduate
Higher Degree Research 
Funding & Resources  |
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Guidelines for the Divisional Funding
General principles
The focus of the funding priorities from the Division of Humanities for HDR students is to support and to facilitate essential aspects of candidates’ research projects. The principal criterion that the project must meet is that it is essential to the thesis and will contribute to the timely completion of the degree in which the student is currently enrolled. It is the student’s responsibility to demonstrate how the application will address the goal of finishing the degree on time, and the supervisor will work with the candidate to provide the evidence that this is likely to occur. The Division encourages all candidates to consider the resources available and to work out a budget plan that will address the candidate’s needs across the period of candidature. The application must be supported by the student’s principal supervisor (or associate supervisor if the primary supervisor is on leave). Budgeting for successful completion of the degree must also include consideration of other resources and funding bodies, such as the Postgraduate Research Fund from the Research Office and the Macquarie International Travel Grants. (The PGRF is run biannually — March and August — and applications are considered on a competitive basis. Successful applicants are granted up to $4000 once in their candidature. Macquarie International Travel grants are available to enrolled research candidates who are travelling abroad and the amounts range from $500 to $1500.)
- Only students whose candidature is “within time” are eligible for funding.
- Other than in exceptional circumstances, a candidate will not be eligible to access funding for overseas travel during the first twelve months or last six months of candidature (or part-time equivalent), or before a successful annual review. Conference participation does not constitute a special circumstance. Essential field trip might constitue an exception.
- Consideration of requests for the carry-over of unspent funds from one year to the next will be made only when a special application is made by the student in advance, accompanied by a convincing case for any such carry-over, justifying the need for the additional funds in the future.
- It is not possible to access a future year’s funds.
- The emphasis throughout is on the demonstration of how the provision of funding will contribute to timely completion of the degree.
- Eligibility for funding automatically ceases upon submission of the thesis for examination.
Application procedure
*All applications must be submitted on the appropriate form.
*All Applications must include evidence of budget and quotes/invoices.
*All applications must be supported and signed by the supervisor and the head of department.
*All applications must be submitted to the HDR administrator (Hannah Choi), not to the HDR Director.
*For amounts over $500, a final report must be submitted within 3 months following the expenditure of funds, demonstrating how the money was used, how it contributed to the candidate’s work, and indicating any problems that arose. Reports must be signed by the supervisor and head of department and submitted to the HDR administrator.
Application Deadlines
All Divisional funding applications have to be lodged with Hannah Choi by one of the following dates for consideration by the HDR Committee.
Other than in exceptional circumstances, applications will not be considered at any other time.
Students are advised not to delay applying for funding if they are awaiting acceptance of a conference paper. If the application is otherwise in order, there is provision for a conditional grant of funds during the regular funding rounds, subject to the submission of written proof of the acceptance of a conference paper (Note that proof of acceptance must be provided prior to the release of funds, either for an airline ticket or any other purpose.)
Friday 28 March 2008
Friday 27 June 2008
Friday 26 September 2008
Friday 28 November 2008
Funding Amounts
Each full-time student whose candidature is still ‘within time’ may apply for up to $3000 per annum for each completed year of their candidature. Each part-time student may apply for up to $1500 per annum for each completed year of ‘within time’ candidature, or may accumulate eligibility for two years of completed part-time candidature.
Activities for which funding may be sought might include:
*travel costs associated with essential archival research or fieldwork, either within Australia or overseas (eg. including transport, accommodation, food, library cards, photocopying).
*travel costs associated with essential conference attendance (eg. including transport, accommodation, food, registration). A detailed breakdown of the requested budget is required as part of the application and a convincing case must be made for the importance of conference attendance for the timely and successful completion of the thesis. In all but exceptional cases, funding will be provided only when the candidate is presenting a paper at the conference. (Note: 50% of the published daily travel allowance can be claimed as part of travel costs: please click here to see the ATO scheduled rates) Justification of level of accommodation costs is necessary: levels above a 3-star hotel will not normally be approved.
*up to $500 on electronic resources (eg. flash drives, computer peripherals and software) where they are demonstrated to be essential to a candidate’s work and not readily available elsewhere (eg. MU library) or stationery or software.
*the costs of photocopying, document and image supply either within Australia or overseas
*Up to $500 on the copying and binding of the thesis (i.e., the production of the minimum number of copies required by the university plus one copy for the student, including both the initial soft binding and final hardcover binding). Note that funds may be requested for thesis copying and binding only where scholarship provisions do not cover these costs.
*HDR students can purchase single-order material through the library with Divisional funding. The items become the property of the University and made available on extended loan (12 months and can be renewed). Please attach the order form from the Library to your Funding application form. Information and order forms are on the Library website: http://www.lib.mq.edu.au/services/divfunds.html
While the Division’s policy is to be flexible in a case-by-case assessment of applications, the following general rules apply:
- Applications must be consistent with Macquarie University’s financial policy.
- Applications must be consistent with Macquarie University’s Travel policy.
- Applications must include evidence of budget and invoices/quotes.
- Applications must be supported by supervisor and head of department, and approved by Divisional HDR committee.
Reciprocal Borrower’s card
Application to purchase a Library card from another university should not be made on the Division funding application form. A separate form is available. However, the amount will be deducted from the Divisional Funding allocation. Please click here for the form.
Travel Insurance
HDR students undertaking journeys associated with their studies are now automatically covered for the first 180 days of any one trip. For more detail, please refer to item 20 in the University’s Travel Policy and Insurance for overseas travel. Insurance card can be collected from E11A 115 with letter of approval for funding.
Forms
Application Form for Divisional Funding (rtf format) (pdf format)
Where a student is applying for airfares in the funding application the following 2 forms (HDR Candidates Travel Approval & Airline Booking Approval) must be submitted with the Funding application form. All travel tickets must be booked through STA or Campus Travel and paid for directly by the Division; there is no provision for reimbursement.
HDR Candidates Travel Approval Form (Signatures of student and supervisor only required. Dean’s signature will be organised by Hannah)
Airline Booking Approval Form (Travel booking confirmation must accompany this form and allow at least one week for air fare payment to be made by the Division from the application deadlines (see the dates above). Account details and signatures on the form are organised by Hannah Choi.)
Final Report for Divisional HDR Funding form (A final report must be submitted within 3 months following the completion of the funding, demonstrating how the funds were used, how they contributed to the candidate’s work, and indicating any problems that arose.)
The following forms are to be used for reimbursement. Airline tickets are the only items paid by the Division up front. The rest of the expenses can only be claimed afterwards with tax invoices and original receipts using the Non-order payment request form.
All reimbursements must be claimed before the end of December in the year the funding was granted. There are items that cannot be claimed, such as membership/subscription fees, laptops, snacks, etc. For more information on what can or cannot be claimed, please refer to the University Travel Policy on the web: http://www.ofs.mq.edu.au/
- Non-order payment request - Staff or Student (rtf) (pdf)
- Instruction for completing the Non-order payment request - Staff or Student
- Electronic Funds Transfer Banking Authority Form (rtf) (pdf)