Requesting changes to your candidature

The Leave Request process is used for all leave types, with the available options listed below for selection. Students taking leave should discuss with their principal supervisor and confirm any dates they will be absent from their studies.

• Leave of Absence (up to a maximum of 365 days)
• Recreation Leave (up to 20 days per annum)
• Sick Leave (up to 10 days per annum)
• Parental (Paternity/maternity) Leave (up to 60 working days)

Other Leave is available for selection in unique circumstances and is to be used only after discussion with and following the advice from the Graduate Research School.

Students may apply to take leave of absence from your candidature for a minimum of 4 weeks and up to a maximum of 12 months during their candidature. A leave of absence is not appropriate if you wish to extend your submission date.

The Leave Request process can be accessed via the ‘Research’ tile in your Student Centre under the Candidature menu. For a step-by-step guide on how to submit a Leave of Absence view the Leave of Absence Guide.

A request duration for a Leave of Absence must align with the relevant Academic Calendar study periods. Your request, if approved, may be adjusted after consideration by the Dean (GRS) to align with the Academic Calendar study periods. The completion date (thesis submission due date) for examination will normally be extended by the same period of approved leave.

Leave of absence will not normally be considered if you have not successfully completed any courses or have failed to make satisfactory progress in your program of study.

Whilst on leave, you are not required to enrol or pay tuition fees. As such, students are not entitled to access or utilise resources provided by the University, including advice from your supervisory team. These resources include any office, library, lab or research space, building access outside business hours and computing resources, including computers and software, during the period of leave. These resources may be redistributed in your absence.

For International Students

In accordance with Australian Government regulations, International Students studying in Australia under an Australian Student Visa are permitted to take leave of absence on the grounds of Compassionate or Compelling Circumstances. In such cases the student will be required to provide supporting documentation or evidence of their need to take a leave of absence. For medical or psychological reasons, students must attach a medical certificate completed by a registered Doctor or Psychologist. For extenuating personal circumstances students must attach a written statement, with supporting evidence (if possible) as to:

• the date the personal circumstances began or changed
• how the circumstances affect the student's ability to study
• when it became apparent that you could not continue studying

Once the leave of absence has been approved, the University will notify the relevant government body that the student's enrolment is deferred or suspended. The completion date for submission of a thesis for examination will normally be extended by the same period of approved leave.

Re-commencing

It is the responsibility of the student to contact the Graduate Research School at least 10 working days prior to re-commencing their studies to ensure their enrolment and any stipend scholarships payments be re-instated. International on-campus students on a student visa are required to re-confirm they have returned from leave as part of reporting requirements.

Students may apply to extend their candidature. Extensions (if approved) are to allow you to complete your thesis and submit for examination.

In approving a request for extension of candidature, consideration will be given to the progress made to date, the anticipated timelines for completion, any extenuating circumstances that have delayed the project and whether this was outside your control. An extension of candidature will need to be supported by your supervisors, and approved by the Graduate Research School. Extensions of candidature are not automatic and normally only approved for a period of up to six months. 

If you wish to apply to extend your candidature time you will be required to complete this through the Extension Request form, through your Student Centre, via the ‘Research’ tile, utilising the Candidature menu.

You will need to nominate an extended submission date, enter the reason for the extension request and provide any supporting documentation.
The Extension Request is sent to your Principal Supervisor for endorsement before it is sent to the Graduate Research School for a recommendation. Candidates are notified by email (to their USQ (UMail) email address) if their request is approved or if further action is required.

Students who receive a University scholarship may apply to extend their scholarship entitlements up to a maximum period of up to six (6) months to enable them to submit their thesis for submission.

The Scholarship Leave Application is for applications for recreational leave of 20 days per calendar (which is 4 weeks at 5 days/week) year, 10 sick days (2 weeks at 5 days/week) per calendar year or parental leave which can be more than 4 weeks or less than 4 weeks – cumulative if the leave is not used during a calendar year.

You must complete a Scholarship Leave Request via the Leave Request process via the ‘Research’ tile in your Student Centre under the Candidature menu. You then can select the Scholarship Leave Request from the options available .

Approval of scholarship extensions will be based on the progress you have made, supported by your supervisors, and approved by the Graduate Research School. The extensions of scholarship funding is not automatic and any decision on the application to extend the scholarship will be provided in writing to you via your university email address.

The University recognises that occasions may arise in which students find it necessary to drop a course after the census date. In such cases, the academic penalty (i.e. Fail grade) may be waived and the financial liability (Research Training Scheme or tuition) reversed if the course is dropped for special circumstances.

Further information on withdrawing from your course is available. Please note that applications must be made within 12 months of the end of the period of study in which the course was, or was to be undertaken.