MRes and PhD students
If you're a new MRes or PhD student starting in the Department, there are a few things to do when you start:
See Phil Dartnell - he is on Level 3, 12 Wally's Walk in room 318.
You need to make sure you are enrolled before you can go to MUSE and get a student ID card. Once you have this card, you need to give Phil the cdx number on the back so he can get you access to the building.
Phil will allocate you a desk. If you are part-time you will have access to hot desks on Level 3. If you are full-time you will be allocated a permanent desk.
Part-time students can each have a lockable cabinet on wheels to put belongings in. These should be labelled with your name.
Your HDR Account
Once you receive your MQ ID, send Amit Shrestha an email with your details in order to get your account set up:
- Full Name
- MQ ID Number
- Official Start and End Date
- Supervisor's Name
It's important that you do this as soon as possible after starting. Depending on volume, the processing period for new accounts can be up to 4 weeks.
We can recommend talking to your Supervisor if you are unsure of something or have questions. You can also come and talk to the professional team, or contact the HDR office at any time (firstname.lastname@example.org).
Make sure to bookmark the HDR website: https://www.mq.edu.au/research/phd-and-research-degrees
For MRes-specific information, you can go to the MRes FAQ's page here.
If you need a signature for the Head of Department (HoD) and/or the Department Manager (DM), all you need to do is bring the hard copy form to Phil and he will organise this for you.
Funding for your PhD project is available for three years (or part-time equivalent). Requests for a fourth year of funding will be considered on a case-by-case basis.
Activities supported by funding vary, depending on the research, but usually include:
- Fieldwork expenses: travel, accommodation, food, vehicle hire
- Fieldwork equipment: recording equipment/data loggers, transcribers
- Other minor equipment: scanners, technical software
- Laboratory consumables: chemicals, gases
- Analysis costs: DNA sequencing, NMR
- Conference registration fees
- Thesis preparation costs
Developing a budget for your research is an important skill and these budgets should be discussed with your supervisor. An annual budget is developed and approved at the start of each year.
For students who have had one or more HDR (PhD) Project Budgets approved by the Department in previous years, the funds available to them will be determined in line with those budgets and whatever expenditure has taken place against them to date.
For students commencing in or after 2018 (or those who have not previously had a budget approved by the Department, such as those who commenced late 2017) the HDR budget is set at $1,500 per annum. However, it is recognised that some students have higher project costs and students can therefore (with the approval of their Principal Supervisor) apply for up to $3,000 per annum with justification. All PhD students in the Department need to submit an annual budget, regardless of how much or how little they are budgeting for the year.
Full justification is required for all funding requested, related to the aims and methods of your research. Your 2018 HDR (PhD) Project Budget must be submitted online via the 2018 HDR Project Budget system at:
The budget is approved by your supervisor and then the Department Manager.
You must comply with the financial policies and procedures of the University and the Department.
You will need to report on how the funding was spent and the outcomes at your Annual Progress Report. Further funding is conditional upon satisfactory research progress. Any changes to your budget must be indicated via a revised budget.
External research grants
Opportunities may exist to obtain additional funding from external organisations. Consult with your Principal Supervisor for more information.
Any expenses associated with travel (accommodation, flights, conference registration, hire cars) are to be booked through the Department’s Professional Team after an appropriately completed Absence on Duty form has been approved.
HDR Travel and Conference attendance
Candidates can now use departmental funding to pay for airfares, accommodation and incidentals for domestic conference presentations. In your budget, you can allocate up to $1,500 for attending a maximum of two domestic conferences (over your full candidature) where you will be presenting a paper or poster.
For international conferences, funding is available via the Postgraduate Research Fund (PGRF) Scheme. In addition to the MQ PGRF, the Faculty offers its own PGRF. This funding is available for candidates who miss out on an MQ PGRF or have already been awarded an MQ PGRF and require a second. Please contact the Faculty Research Office for further information.
Please check the technical support page for fieldwork information.
Links to resources
Annual budget development and approval tool
Candidates can apply for funding once during their candidature, with the exception of those partaking in a joint PhD program, who may apply to the Dean HDR for permission to make a second application.
The above link is to the university website for HDRs. This website should have the most current information and up to date forms.
The Faculty of Science and Engineering has their own HDR Office, which is managed by Jane Yang.
The online training module “LabEssentials” has been developed by the Health and Safety team in consultation with end users to help create consistent capability for our lab users.