HDR Scholarships post thesis submission

From 15 May 2024 with the publication of the new HDR Scholarships procedure, the process for HDR stipends post-thesis submission have changed to allow for some HDR Scholarship holders to continue to receive HDR stipend payments post-thesis submission. Note this is only applicable to candidates who have submitted their thesis early (prior to 3.5 years full-time equivalent for PhD candidates, 1.5 years for MPhil candidates).  Amendments to the HDR Scholarships procedure are in the process of being approved which will contain additional details to clarify the changes. Conditions of Award for HDR scholarships are in the process of being reviewed and updated for this change. The following outlines how the changes will be applied, including the types are scholarships that are included, what approvals are required (if any), and general FAQ's. 

 

What has changed?

  • Some HDR stipend scholarship payments can continue to be paid to candidates after they have submitted their thesis for examination, provided the scholarship is one of the scholarships in scope (see below Table 1), the Financial Delegate has approved, and the candidate has not yet reached:
    • 3.5 years FTE years for an PhD program, or
    • 1.5 years FTE for an MPhil program
TABLE 1: Application of the change to allow an HDR stipend to continue post-thesis submission
HDR Scholarship Type Are potentially in scope for stipend payments post thesis submission? Approval required and mechanismExamples
HDR Central Scholarships YesPre-approved by the PVC(GR) for all central scholarship holdersCentral HDR Scholarships: RTP, URS, IAGS, IARPS, Kathleen Woodroofe, Gwendolyn Woodroofe
College Funded HDR Scholarships Yes Scholarship Financial Delgate approval at thesis submission. GRO will contact the College to request approval. ANU PhD Scholarship, Postgraduate Research Scholarship, Postgraduate Research Support scholarship (unless it is a secondary or supplementary scholarship)
ANU managed externally funded HDR ScholarshipsYesScholarship Financial Delgate approval apon thesis submission. GRO will contact the relevant College or Division managing the scholarship to request approval. ARC grant-funded scholarships
ANU CSC and ANU Taiwan HDR ScholarshipsNoNA 
HDR SponsorshipsNoNAWhere a candidate's fees are sponsored by an individual or organisation
HDR top-up or supplementary scholarshipsNoNAAny stipend scholarship that is a supplementary scholarship or 2nd or 3rd stipend scholarship. Where a candidate holds multiple scholarships the primary scholarship will be the one of greatest value. 
HDR Tuition Fee scholarshipsNoNAScholarships which cover tuition fees

 

How long will the stipend payments continue post-thesis submission after approval?

The earliest of the following two dates: 

  • Up to 3.5 FTE years for a PhD program or up to 1.5 FTE years for an MPhil program; or
  • To the program completion date (the date when all program requirements have been met including minor corrections or amendments to the satisfaction of the DA).  

How will I know if I have been approved?

  • If you are a central scholarship holder you are already approved to continue to receive stipend payments post thesis submission so long as you have submitted your thesis prior to the following dates: 3.5 FTE years for a PhD program or up to 1.5 FTE years for an MPhil program. You will also receive an email from GRO upon thesis submission confirming this and advising you if your scholarship end date has been updated. 
  • If you hold another stipend scholarship that is potentially in scope you will receive an email from GRO if the Financial Delegate has approved the continuation of stipend.

When can I expect to be paid my stipend post-thesis submission and approval?

  • If you are a central scholarship holder the payments should not cease after you have submitted. If your payments cease due to unexpected issues, when your payments resume the first payment will include a back payment to cover any missing pay period.   
  • If you hold another scholarship that is potentially in scope for approval your stipend payments will cease upon thesis submission to ensure you are not overpaid. The payments will be reactivated if the Financial Delegate of the scholarship approves the continuation of your stipend post-thesis submission. After approval, you will be paid in the next available pay cycle. The first payment will include any backpayment to cover the missing pay periods.  

What happens to scholarships that have been extended?

If your scholarship has been extended for any reason over 3.5 years or was initially greater than 3.5 FTE years for a PhD program (1.5 FTE years for a MPhil program)  you will not be eligible for any payments past 3.5 FTE years for a PhD (or 1.5 years FTE for a MPhil).

Why is my scholarship not in scope for potential approval? 

  • The financial delegate or agreement governing the scholarship has not approved the stipend to continue post-thesis submission;  or
  • The scholarship is a secondary (supplementary or top-up) scholarship; or
  • The scholarship is a tuition fee scholarship or sponsorship that is no longer needed due to the enrolment ceasing upon thesis submission. 

Why might a Financial Delegate not approve the continuation of the stipend post-thesis submission? 

  • Lack of funds
  • It goes against a contract, terms, or agreement already in place
  • For consistency across multiple higher education providers (in the case of externally funded scholarships)
  • For any other reason

Can I appeal a decision not to approve the continuation of scholarship? 

This is not an appealable or reviewable decision, however, you can lodge a grievance under the Procedure: Student grievance and complaint resolution.  

Who is managing this process? 

The Graduate Research Office. If you have any questions or issues please contact hdr.candidature@anu.edu.au  

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