D/5.5 Handling grievances for postgraduate research students

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5.5.1 Handling grievances of postgraduate research students
5.5.2 General provisions for handling grievances
5.5.3 Other sources of assistance
5.5.4 Procedures for handling grievances of postgraduate research students
Modification History

5.5.1 Handling grievances of postgraduate research students

QUT aims to provide quality postgraduate research training in which able, committed candidates complete their degrees successfully within the prescribed time. To this end, a series of quality assurance mechanisms are in place to act on the candidature at various stages from the first contact between the candidate and QUT. These include

• entry criteria for degrees
• policy permitting PhD studies only within approved research structures
• policy that prospective candidates discuss proposed studies with the head of school or other nominee of the executive dean of faculty
• policy that the head of school certifies that the school is willing and able to support the studies
• policies requiring qualified, competent and continuous supervision
• a Code of Good Practice for Postgraduate Research Studies and Supervision, which lays out the responsibilities of the University, faculties, institutes, supervisors and candidates (see D/5.4 )
• obligations on faculties to match carefully the supervisor with the candidate in terms of interests and personalities
• obligations on supervisors and candidates to discuss fully, at the outset and on an ongoing basis, their expectations and progress of the study
• progress reporting procedures (see PhD Regulations ).

Refer also to QUT's Research Training Quality Assurance System which is available from the Research Students Centre website.

While these measures obviate many problems, it is inevitable that difficulties related to candidature will arise for some candidates and supervisors. The procedures below are intended to facilitate their resolution.

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5.5.2 General provisions for handling grievances

These procedures relate to the resolution of grievances (perceived grounds for complaint) concerning

• individual academic staff members (eg supervisory practice, interpersonal relationships)
• administrative operations or decisions of the University (eg enrolment procedures, confirmation of candidature, transfer of candidature, intermission, extensions)
• facilities and resources.

Grievances regarding discriminatory practices are handled separately under the University's Grievance Resolution Policy ( A/6.1 ), Grievance resolution procedures for discrimination related grievances ( A/8.5 ), and/or Grievance resolution procedures for student related grievances ( E/9.2 ), and should be referred to the Equity Coordinator in the first instance.

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5.5.3 Other sources of assistance

Other sources of assistance available to postgraduate research students are as follows:

• Independent, confidential advice on and assistance with grievances can be obtained from Counselling Services.
• Grievances regarding discriminatory practices should be referred to the Equity Coordinator in the first instance
• Concerns about research ethics, including authorship and ownership of intellectual property, should be discussed with any faculty research ethics adviser.

Grades for coursework can be reviewed under the University's procedures for review of grades (see Student Rules in Appendix 1(c) and E/9.1 ).

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5.5.4 Procedures for handling grievances of postgraduate research students

In principle, informal resolution of problems is preferred over formal complaints. Postgraduate research candidates and their supervisors should always attempt to resolve problems by open discussion and negotiation in the first instance, as described in the first stage of these procedures. When necessary, formal complaints can be made using the second stage of these procedures.

(a) First stage - informal negotiation

A candidate with a grievance about supervision should normally endeavour to resolve it by discussion with the supervisor. A candidate should seek the assistance of the faculty member responsible for postgraduate research students in this process of informal negotiation. This faculty member may be referred to as the Director or Coordinator of Postgraduate Studies or as the Assistant Dean (Research) or other title.

A candidate with a grievance about other aspects of their candidature, such as facilities or administrative decisions, should normally request the assistance of their supervisor in resolving the problem, and should seek assistance from the responsible faculty member as referred to above.

(b) Second stage - formal complaint

Where a grievance has not been or cannot be resolved by the above steps and the candidate considers it necessary to complain formally, the candidate should advise (in writing) the faculty member responsible for postgraduate research students or, if that person is the subject of the complaint, the relevant head of school or discipline head.

The faculty member or head of school upon being so advised shall interview relevant parties and attempt to ascertain the facts, and shall mediate and attempt to resolve the grievance. The faculty member or head of school shall provide to the executive dean of faculty and Research Degrees Committee a written report on the complaint, its mediation, and any outcome, within two weeks of being advised in writing of the complaint.

If the grievance is not resolved to the satisfaction of the complainant, the faculty member or head of school shall, within five working days, convene and chair a meeting between the faculty member, the head of school, the supervisor and the candidate. The candidate may be accompanied by a person of his/her choice (who does not have rights of debate) and shall be told of this right at the time of calling the meeting. The parties shall make all reasonable attempts to resolve the matter and shall have access to relevant information, records and persons. The convenor shall provide to the executive dean of faculty and Research Degrees Committee a written report on the complaint, the meeting and any outcome.

If resolution is not reached to the satisfaction of the complainant, the faculty member or head of school who convened the meeting shall ask Research Degrees Committee for final determination. Research Degrees Committee shall appoint a Review Panel to examine the complaint, consisting of

• two of its members who have not been previously involved in the matter
• the Dean of Research and Research Training (or nominee).

The following procedure would then apply.

• The candidate shall place the complaint in writing, and the faculty member or head of school who was advised of the complaint shall be given a copy of this letter.
• The faculty member or head of school shall act as the respondent and shall be asked to provide, within ten working days, written comments (where necessary from the appropriate sources) on the candidate's grievance.
• The candidate shall receive a copy of the response of the faculty member or head of school at least seven working days in advance of appearing before the Review Panel, and he/she has the right to respond to those written comments.
• The Review Panel shall normally interview both the respondent and the candidate together. Both shall have the right to address the Panel. The candidate shall have the right to be accompanied by a person of their choice. The Panel may consult any other relevant person.
• The Review Panel shall make a decision on the complaint and provide a written report to Research Degrees Committee within 30 days from when the complaint was first brought to the attention of Research Degrees Committee.
• The candidate shall be advised as soon as practicable of the Review Panel's decision and the reasons for it.

A candidate making a complaint is entitled to cease proceedings at any stage, but should be aware that the subject of an allegation may feel aggrieved and may wish to pursue their own action. Also, Research Degrees Committee and University Research and Innovation Committee must be free to pursue matters which in their view involve general policy.

Strict confidentiality shall be adhered to by all involved in the grievance resolution process.

The Dean of Research and Research Training shall maintain a register of formal complaints made by candidates.

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Modification History

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