Progress reviews – frequently asked questions

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• Progress reviews

Q. What’s the purpose of a progress review?

A. Progress reviews are important in supporting your candidature. Your faculty wants to know how you are progressing and what can be done to improve your potential for success.

Your review will be part of the process to assess whether:

• you have adequate support and resources
• your supervisory arrangements are satisfactory
• your current progress plan is suitable
• your current timeline is manageable.

Q. How often do progress reviews happen?

A. You will have a probationary review in the first 6 months of your candidature. This first review includes your first year milestone integrity check, where any issues with academic honesty, plagiarism or research integrity can be picked up and resolved. This will also help you and your supervisors improve your research and writing practices by recommending appropriate development courses.

Following your first meeting, progress reviews happen on an annual basis. If your progress is deemed as marginal or unsatisfactory at your review, you may be asked to complete a follow-up progress review in 3–6 months rather than annually.

Q. I’m close to submitting my thesis for examination. Do I still need to have a progress review?

A. Yes. This is a good opportunity to discuss any final steps in your progression.

Q. How do progress reviews work?

A. When progress reviews are due you will receive an automatic notification from RECS. You can log in and complete the form by selecting ‘My project’ then ‘Progress evaluation’.

You will be asked to upload a copy of your thesis abstract and your current progress plan, with any supporting documents such as your literature review, milestones, or timeline towards completion.

After this form is completed by both you and your supervisor, you will be asked to attend a progress evaluation meeting (PEM) with a panel of academic staff to discuss your research progress. Your supervisors are not part of this panel but may be invited to attend a separate interview. Your interview should take about 15–30 minutes. When the review process is completed all parties will be sent the panel’s report.

The postgraduate coordinator determines the final outcome, unless that outcome is unsatisfactory. In the case of an unsatisfactory outcome, they must refer the outcome to the associate dean as a recommendation and the associate dean will either confirm or make a different outcome. The review must be conducted in accordance with the Progress Planning and Review for Higher Degree by Research Students Policy 2015.

Q. Who will be on my academic panel? I’m worried they may not understand my research project.

A. The panel for your progress review must comprise 3 academics who collectively have relevant disciplinary expertise, supervision experience, and other relevant specialist knowledge. They can be from outside your faculty. If you believe the panel lacked understanding of your project you may write this on the report form (in Section 6) when it is sent back to you.

Q. What if I’m unwell on the date of my PEM?

A. If you’re unwell at the time of your progress evaluation meeting you may request a new date from the postgraduate coordinator.

Q. Can I bring a support person to my progress evaluation meeting?

A. You have the right to bring a support person to your meeting. This is a person of your choosing and could be one of our caseworkers. You will need to notify HDRAC or the postgraduate coordinator before the meeting that you’re bringing a support person.

Q. I read my supervisor’s assessment of my progress and I don’t agree with their comments. What can I do?

A. It’s okay if your assessment of your progress is different to your supervisor’s assessment. You can note any differences on your section of the progress report after reading your supervisor’s comments. You can also note the reasons for any discrepancies during your progress evaluation meeting. If you have ongoing concerns about your supervisor’s assessment, you have the right to raise these with your postgraduate coordinator.

Q. I‘m worried that I haven’t made sufficient progress before my review date. What can I do?

A. It’s normal to feel anxious about your progress review, but we recommend that you use the review as an opportunity to discuss your achievements as well as difficulties in your candidature. Speak with your supervisor early on if you have concerns about progress and regularly review your progress plan with your supervisor.

Tips for a successful progress evaluation meeting:

• Review the responses you wrote in the online form and prepare examples of achievements, or reasons for any difficulties.
• Practice speaking about your research and progress plan.
• Demonstrate interest and passion in your research project and don’t be afraid to tell the panel what you find exciting, or even disappointing.
• Ask for additional resources, like training or other assistance.

Q. Can I mention variations or changes to my research plan or candidature?

A. Yes. Your progress review is a good time to mention things that have impacted progress in your research project. These may include:

• change to part time candidature
• leave or suspension
• unexpected failure in a milestone
• extension
• unanticipated barriers or major changes to the research project
• unanticipated life issues, such as health issues, or requirements for academic adjustments.

Q. Can I ask my PEM panel for a change in supervisor?

A. All HDR students have the right to change a supervisor, especially their lead supervisor, in certain circumstances. If your PEM is coming up and you would like advice on how to safely raise this issue, we strongly recommend you contact us for help.

Q. What are the possible outcomes of a progress review and what do they mean?

A. There are 3 possible outcomes of a review:

• meets or exceeds objectives
• marginal progress
• unsatisfactory progress.

If it’s decided you have made marginal progress, you will be given required actions and deadlines, and your supervisor is expected to continue supporting you with these actions. A marginal progress decision is considered satisfactory for continuation of a scholarship.

If it‘s decided you have made unsatisfactory progress, the postgraduate coordinator must specify required actions and due dates, set a supplementary progress review within 3 to 6 months, and refer the panel report to the associate dean. In certain cases the postgraduate coordinator may also recommend to the University that your scholarship be terminated and/or recommend to the associate dean that you be asked to Show Good Cause. Your supervisor is expected to continue supporting you.

If this is the second time in consecutive reviews you have received an unsatisfactory progress rating, the recommendation to the associate dean will be to ask you to Show Good Cause as to why you should be permitted to continue with your candidature.

Q. I disagree with the outcome of my progress review. What can I do?

A. You have the right to appeal a marginal or unsatisfactory progress outcome to your faculty associate dean. The conditions and time frame for making an appeal will be in your outcome letter.

If your faculty rejects your appeal or you are appealing an outcome of termination or exclusion, you have an option to appeal to the dean of the faculty, or to the Student Appeals Body (SAB), which is your final level of appeal.

If you need assistance or advice on any aspect of your progression, especially on appealing a progression outcome or exclusion, please contact us for help.

Q. My review is complete, but I don’t agree with the details of the report. What can I do?

A. You will have an opportunity to respond to the panel report under Section 6 of the form before the postgraduate coordinator makes a recommendation to the associate dean. The deadline to provide a response will be listed in the review form.

Be aware: anything you write on your review form will not be confidential. If confidentiality is necessary, you should contact HDRAC first for advice on how your faculty manages requests for confidentiality in your progress review process.

Q. I’m having difficulties with my supervisor and these are reflected in my progress review. What can I do?

A. The University expects students to report concerns about supervision as they come up, especially if you feel you require assistance to resolve them. Complaints about supervision should be raised in a professional manner and, if possible, with evidence.

To raise an issue:

• If you have a good working relationship with your supervisor, you can raise concerns about your progress with them directly.
• You can request a confidential meeting with the postgraduate coordinator in your faculty to discuss any concerns and explore your options. If there is a conflict of interest with your postgraduate coordinator, you can also ask the associate dean (research education) in your school for a confidential meeting.
• You have the right to change your supervisory arrangements – consult your faculty postgraduate coordinator on the steps for this process.
• If your concerns are not resolved, or you feel unsafe in raising concerns within the faculty, contact us for help.

Q. Where can I get copies of my progress review?

A. You will receive a copy of your completed progress review report. You can access your report through RECS.

Q. I’m feeling stressed and anxious about my progress review. Who can I ask for help?

A. SUPRA caseworkers can help you prepare for your progress review and talk through any concerns you have. Contact us for help.

Talking about the things that are making you feel anxious with a counsellor may be helpful in preparation for your progress review. Access free counselling with the University’s Student Counselling Service.

If you’re in Australia, you can also contact the University’s mental wellbeing support line 24 hours a day.

International students also access support in languages other than English through Sonder, a mental health and wellbeing app.

Other services that can provide mental health support:

• Lifeline Australia
• Beyond Blue
• headspace (for 12–25 year olds)
• QLife (for LGBTQ+ people)
• 13 YARN (for Aboriginal and Torres Strait Islander people).

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Written by SUPRA Postgraduate Advocacy Service October 2024.