COVID-19 (coronavirus) advice for the UQ community - HDR - Current HDR candidates - Progression/Research activity
What should I do about restrictions at non-UQ locations where I conduct my research?
Many HDR study locations are not controlled by UQ, for example QLD Health, Mater and Ramsay hospitals and health services, TRI, QIMRB, Education Qld and many other facilities. Staff and HDR students need to follow the directions that the operators of those facilities put in place to keep their communities safe from the risks of COVID-19, including access to their sites, who they consider staff or visitors, requirements for vaccination and evidence of vaccination status. This is not necessarily the same at every site, and can change with little notice.
HDR students should go to:
- your adviser, who will know or can seek local advice about the latest directives from your facility
- UQ community COVID-19 advice for all UQ Covid-19 information, including UQ’s business continuity level and vaccination advice
- QLD Government latest COVID-19 update and restrictions for the latest government updates
UQ encourages all staff and students to get vaccinated, and students can access the UQ vaccination hub located at the St Lucia campus as well as public vaccination services.
Remember that you can always speak with someone from the Graduate School for advice around leave, interruptions and other options that may be available to you to support you through your program.
How should I maintain and manage my research?
You should maintain regular contact with your advisors and develop a plan to maintain progress, including a plan to work off campus if required. This may involve you discussing how to rescope or reorder your work if needed. Plan with your advisors how you will maintain contact, if off campus, and how you can receive feedback from your advisors. Zoom might be a helpful tool to use.
If your research has been impacted by the COVID-19 pandemic, you and your advisors should discuss adjustments to your project, and any associated field work and data collection, so that you can continue to make progress. This will be a challenging process, that may significantly change your project. However, with continued restrictions as a result of the pandemic, and uncertainty about when they will be lifted or reinstated, it is important to plan ahead and be prepared.
Be flexible, and be kind to yourself during this process. This is challenging time. If you feel like you need additional support you can access a number of sessions through the CDF or an appointment with student services.
To help keep track of your progress and any difficulties you encounter, all HDR candidates are asked to complete monthly (previously fortnightly and changed to monthly from 20-7-20) Research Progress Reports. These are 1-2 pages and the template can be found online. These reports are designed to help you and your advisors review progress and any impacts and disadvantage you experience. You should upload these to your project record in the Research Data Management (RDM) and share it with your advisors. Follow the online instructions on how to set up and use the RDM. While the RDM is not mandatory, it is highly recommended, and you may be asked to provide an RDM link if you need to present your reports at any stage.
It is also important that you keep these records of your progress, and any challenges you face, to help us assist you later if other options or an extension need to be explored.
What do I do if I’m unable to access campus or there is a campus closure?
You should discuss your research project with your advisors and plan upcoming research activity to enable you to work from home if necessary.
Check your computer to ensure you have the software you need. These guides to working from home, and remotely accessing UQ IT systems, may prove useful.
Seek approval from your enrolling unit (School or Institute) to relocate any IT equipment you will need at home (a monitor or desk top computer etc).
If the campus is closed, all HDR candidates will be expected to work from home during that period, unless otherwise on approved leave or interruption. If you are unable to continue with your current research plan from home, speak with your advisors to make adjustments to enable you to continue to make some research progress. If you are sick, you may be eligible to apply for leave.
Whilst working at home remember to maintain regular contact with your advisory team and lodge monthly Research Progress Reports in your Research Data Management (RDM) record.
My milestone is coming up, what do I do?
If possible, you should proceed to undertake your milestone as this will help document your research progress to date, and provide you with valuable feedback on any adjustments you propose. The format of this may need to be adjusted and your PGC can advise you on this matter. In recent months many HDR candidates have found Zoom is effective to host a milestone meeting, and provides additional flexibility.
Your milestone process is about your progress in candidature and will take into account any adjustments you have had to make, and provide you with guidance on how you can adjust your research activity going forward. Use the milestone as a tool to assist you with planning the remainder of your research project.
I think I need a milestone extension, what do I do?
You should discuss your situation with your advisors and update your research plans and timelines to accommodate the current situation. If possible, you should undertake your milestone if you can, to help you obtain advice and plan the remainder of your candidature.
For more information on research continuity see the research support website on preparing for disruption to research activities.
Plan or reorder your activities if you can to maintain some progress. It is optimal for you to continue to proceed where you can, noting limitations you encounter and any disadvantage you experience in the Research Progress Reports. This also helps ensure you can continue to receive your scholarship, if you have one.
In cases where you can’t make any progress it may be necessary to consider an interruption. Please discuss this with your Advisors and contact the Graduate School to discuss your options.
What if I can't do my fieldwork, can I get an extension to my candidature and scholarship?
This is the time to discuss the impact of the inability to undertake fieldwork with your advisor and develop an alternative plan. Restrictions on travel are not predictable at this time, and this appears like it will continue for an extended period of time so rescoping your project may be needed to enable you to progress. This is not an easy process, and will take some time. Once you have your new plan in place please submit your requests for an Extension of Milestone or an Extension of scholarship.
Remember that if your progress has been affected, document this in your fortnightly Research Progress Reports with a description of the impact on your candidature. This information may support a request for an extension of candidature or scholarship if required. It is very important to continue to try to maintain research activity, making progress where you can.
I can make no progress on my project and would like to interrupt my candidature. What do I do?
If, after discussion with your advisors, you conclude that it isn’t possible to continue your candidature at present you may consider an interruption to your studies.
Please be aware that an interruption will suspend your scholarship payment and, for international candidates, may impact your visa status. The Graduate School can advise you and discuss this option with you. Just make an appointment with one of our team, specialising in candidature progression. However, please note the University is unable to provide advice on visas. While we have heard that there has been some relaxation on visas we recommend you contact the Department of Home Affairs if you need advice related to your visa status.
I want to return to my home country, or my home country has advised me to return home. What do I do?
We recommend you make an appointment to talk with one of our Graduate School team to discuss this further and understand any implications.
I am a health professional and have been asked to return to work to assist with the COVID-19 crisis. What should I do?
Depending on how much time you need to dedicate to work you may wish to record the effect of this work in your Research Progress Report. If the impact on your time will be significant you should consider moving to a part-time enrolment or take an interruption.
I have an industry-aligned/sponsored project. What should I do?
We recommend advisors communicate with research partners regularly to highlight current circumstances and any impact occurring to the timing of the delivery of project key deliverables due to COVID-19 working arrangements.
Advisors should discuss with partners any revised research plans and record with their Research Partnership Manager agreements to vary these plans. If they have concerns about delivery against contractual deliverables or believe that you may not be able to continue with a project, it is advisable to work with your advisor and discuss with your research partnership manager (RPM) in the first instance.
I am an international HDR candidate. What happens if I interrupt and return to my home country, will I be able to return?
This would depend on the Australian Government protocols in place at the time. If you interrupt your study ensure you check the Department of Home Affairs website for updates. Before interrupting we recommend you also review the protocols of your home country to ensure you are able to enter when you plan to travel. We recommend you make an appointment to talk with one of our Graduate School team to discuss your options first.
I am worried and need some support. Who can I talk to?
If you have concerns or need support, contact: Student Services: + 61 (07) 3365 1704 or toll free (within Australia): 1800 512 391. Email: student.services@uq.edu.au or make an appointment online.
If you are well enough to continue to set goals and make some progress, please continue to document this in your Research Progress Reports, noting a health-related impact if applicable.
Please consider taking leave if you are severely impacted and require a break and support from mental health services.
I am experiencing financial hardship. Is there assistance available?
UQ provides financial assistance grants to support students short-term. HDR students are able to apply.
What do I do about the equipment I need to effectively work from home?
Contact your enrolling unit (School or Institute) about relocating any equipment you need such as a monitor, or desk top. Each unit is keeping a log of equipment during this time. If you are having difficulties then let your Graduate School HLO know so they can raise it with the school.
I need access to print collections to continue my research. How do I do this?
Stay up to date with library changes by visiting the library COVID-19 information page.
What options do I have to change my enrolment at this time?
Try to maintain some progress where you can to keep your project going and also ensure you retain your scholarship if you have one. For some, reducing to part-time or taking an interruption at this time might be a better option, depending on circumstance.
If you need to change your candidature status, please discuss with your Advisors and contact our Graduate School team to discuss your options.