Introduction to the School of Medicine



UQ School of Medicine,Faculty of Medicine + Biomedical SciencesRHD HandbookLast Updated: 20/10/16Disclaimer: This Handbook is periodically updated. If you have downloaded this Handbook, please check online for the date of the most recent update, to ensure you are reading the latest information. Contents TOC \o "1-3" \h \z \u Introduction to the School of Medicine PAGEREF _Toc442882411 \h 5Overview PAGEREF _Toc442882412 \h 5Programs PAGEREF _Toc442882413 \h 5Research PAGEREF _Toc442882414 \h 5Contact Us PAGEREF _Toc442882415 \h 6Administrative Staff PAGEREF _Toc442882416 \h 6Academic Staff PAGEREF _Toc442882417 \h 7UQ Graduate School Contacts PAGEREF _Toc442882418 \h 7School of Medicine OH&S Officer PAGEREF _Toc442882419 \h 7Student Representatives PAGEREF _Toc442882420 \h 7Induction Sessions PAGEREF _Toc442882421 \h 81.? On-line commencement process - compulsory PAGEREF _Toc442882422 \h 82.? School of Medicine half-day Induction - compulsory PAGEREF _Toc442882423 \h 83.? " Introduction to your RHD" (run by the Graduate School) - compulsory PAGEREF _Toc442882424 \h 94.? Getting started at UQ - compulsory for internationals PAGEREF _Toc442882425 \h 95.? Local Induction session (eg UQCCR, QIMRB, QCMRI, TRI, your Hospital/Lab) - compulsory if applicable to you PAGEREF _Toc442882426 \h 9Student Card PAGEREF _Toc442882427 \h 10How to obtain PAGEREF _Toc442882428 \h 10Activating your Student Card for Building or Lab Access PAGEREF _Toc442882429 \h 10Correspondence from the University PAGEREF _Toc442882430 \h 11Will only be sent to your Student email address PAGEREF _Toc442882431 \h 11How to set up forwarding of your student emails PAGEREF _Toc442882432 \h 11How to apply for a staff email account PAGEREF _Toc442882433 \h 11Correspondence to the University PAGEREF _Toc442882434 \h 12Where to find forms PAGEREF _Toc442882435 \h 12Method of signature for forms PAGEREF _Toc442882436 \h 12Where to send forms PAGEREF _Toc442882437 \h 13Milestones PAGEREF _Toc442882438 \h 14How to do Milestones PAGEREF _Toc442882439 \h 14Advertisement of forthcoming Milestones PAGEREF _Toc442882440 \h 14Skills Training for RHDs PAGEREF _Toc442882441 \h 15School of Medicine training PAGEREF _Toc442882442 \h 15Occupational Health & Safety Training PAGEREF _Toc442882443 \h 15Graduate School Skills Training PAGEREF _Toc442882444 \h 15Student Support Services Training PAGEREF _Toc442882445 \h 15UQ Library Training PAGEREF _Toc442882446 \h 15edX PAGEREF _Toc442882447 \h 15Useful Links PAGEREF _Toc442882448 \h 16Personal PAGEREF _Toc442882449 \h 16Getting around Brisbane PAGEREF _Toc442882450 \h 16UQ Graduate School PAGEREF _Toc442882451 \h 16Scholarships PAGEREF _Toc442882452 \h 17Undertaking your Research PAGEREF _Toc442882453 \h 17Publishing your Research PAGEREF _Toc442882454 \h 18Preparing your Thesis PAGEREF _Toc442882455 \h 18Your Advisors PAGEREF _Toc442882456 \h 19Your career PAGEREF _Toc442882457 \h 19Counselling & Medical Services PAGEREF _Toc442882458 \h 20Counselling/Learning services for students PAGEREF _Toc442882459 \h 20Student Health Service PAGEREF _Toc442882460 \h 20Research Ethics Applications PAGEREF _Toc442882461 \h 22Applying for Animal Ethics Approval PAGEREF _Toc442882462 \h 22Applying for Human Ethics Approval PAGEREF _Toc442882463 \h 22Low-risk human?ethics PAGEREF _Toc442882464 \h 22NEAFs PAGEREF _Toc442882465 \h 22Taking Leave PAGEREF _Toc442882466 \h 23Leave other than Recreation Leave PAGEREF _Toc442882467 \h 23Recreation Leave PAGEREF _Toc442882468 \h 23Policy on Recreation Leave PAGEREF _Toc442882469 \h 23Procedure?to take Recreation Leave PAGEREF _Toc442882470 \h 23Financial Information PAGEREF _Toc442882471 \h 24Travel insurance PAGEREF _Toc442882472 \h 24Statement of Insurance PAGEREF _Toc442882473 \h 24Professional Indemnity PAGEREF _Toc442882474 \h 24Student Personal Accident Insurance PAGEREF _Toc442882475 \h 25School Financial Support PAGEREF _Toc442882476 \h 25Assistance to attend & register for Conferences PAGEREF _Toc442882477 \h 26UQ Workshops - How to register/pay (eg Research Animal Workshops) PAGEREF _Toc442882478 \h 26Statistical Support PAGEREF _Toc442882479 \h 28Guidelines PAGEREF _Toc442882480 \h 28How to apply for Statistics support PAGEREF _Toc442882481 \h 28Online Statistics Package Tutorials PAGEREF _Toc442882482 \h 28Enrolment in Additional Courses PAGEREF _Toc442882483 \h 29Procedure PAGEREF _Toc442882484 \h 29Enrolment as a non-award student PAGEREF _Toc442882485 \h 303-Minute Thesis (3MT) Competition PAGEREF _Toc442882486 \h 32Thesis Information PAGEREF _Toc442882487 \h 33Thesis preparation, submission & examination at UQ PAGEREF _Toc442882488 \h 33Tips for editing your thesis PAGEREF _Toc442882489 \h 33Bibliography Style PAGEREF _Toc442882490 \h 33Including publications in your thesis (or thesis entirely by publication) PAGEREF _Toc442882491 \h 33Thesis length PAGEREF _Toc442882492 \h 33Other Thesis Links PAGEREF _Toc442882493 \h 33Introduction to the School of MedicineOverviewWelcome to the PhD or MPhil program at The University of Queensland's School of Medicine.? The School of Medicine enrols the largest number of research higher degree students of any School at UQ, and correspondingly has the highest number of PhD and MPhil graduations per year.?UQ's School of Medicine was founded in 1936.? The primary purpose of the School is to train the doctors and scientists of the future.The School of Medicine is part of UQ's Faculty of Medicine + Biomedical Sciences (M+BS).? M+BS is one of the major biomedical research strengths of the University, and provides the majority of medical training places in the State of Queensland.ProgramsThe School offers several programs, including research higher degrees (PhD and MPhil), postgraduate coursework degrees and a postgraduate medical degree (MD).??Candidates wishing to undertake Honours may do so via the Faculty's Bachelor of Health Sciences Honours program.Candidates may undertake a PhD or MPhil by itself OR, uniquely at UQ, the School of Medicine offers PhD or MPhil combined with the MD.ResearchThe School of Medicine's scientific and clinical research is primarily conducted within its 19 Research Groups and Centres. 1318260319405Professor Darrell Crawford, Head of School00Professor Darrell Crawford, Head of School Contact UsAdministrative StaffPlease contact Administrative staff (either in the School of Medicine or in the Graduate School) in the first instance, rather than Academic staff, as most issues can be handled by Admin personnel.Post-Grad Admin Officers(PGAOs)Marijke?SchmidtJo SmithSusan Ben-Dekhil Maxine WienertPost-Grad Admin Officers(PGAOs)Marijke?SchmidtJo SmithSusan Ben-Dekhil Maxine WienertEmail:? rhd@som.uq.edu.auPhone:?(if calling from a UQ phone, dial the last 5 digits only)3365 5137 (Maxine Wienert)?- Senior Admin Officer & Team Leader3346?5071 (Marijke Schmidt) - Admin Officer3346?5206 (Susan Ben Dekhil) - Admin Officer3346?5083 (Joanne Smith) - Admin AssistantFax:? 3346?4734?(Faxing is not recommended as our fax machine is a central printer, used by many people.? It's better to scan/email your documents to rhd@som.uq.edu.au)Mailing Address:? School of Medicine Research Office, Room 513, Level 5, Mayne Medical School, Herston, Qld, 4006, Australia?Physical Address:? Room 513, Level 5, Mayne Medical School, Herston, Qld, 4006 (Bldg 881 on map)Availability:Senior Administrative Officer & Team Leader - Research Higher DegreesMaxine Wienert (FT - Mon to Fri)Administrative Officers - Research Higher Degrees?Susan Ben Dekhil (FT - Mon to Fri)Marijke Schmidt (PT -?Mon, Tue, Wed, Thur?only)?Administrative?Assistant - Research Higher DegreesJoanne Smith (PT?- Mon, Tue, Wed only)Academic Staff?Postgraduate Coordinator - Academic (for SoM North)A/Prof?Judith Greer (J.Greer@uq.edu.au) Postgraduate Coordinator - Academic (for SoM South)Dr Robert Eley?(r.eley@uq.edu.au) Postgraduate Coordinator - Academic (for MBBS/MD-RHDs)??A/Prof Diann Eley (d.eley@uq.edu.au) 00A/Prof Judith Greer Dr Rob Eley A/Prof Diann Eley (North) (South) (MBBS/RHD)00A/Prof Judith Greer Dr Rob Eley A/Prof Diann Eley (North) (South) (MBBS/RHD)UQ Graduate School Contacts Admissions & Scholarships Office Ph: 3346 0522E: admissions@gradschool.uq.edu.au Candidature OfficePh: 3346 0528E: candidature@gradschool.uq.edu.au Thesis OfficePh: 3346 0531E: thesis@gradschool.uq.edu.au Engagement & Development TeamPh: 3346 0511E: graduateschool@uq.edu.au School of Medicine OH&S OfficerMr Deon KnightEmail: ohs@som.uq.edu.auPhone:??3346 4725 ?Student RepresentativesThese fellow students are your formal representatives on the School's Committees.? They also may organise social and other functions for the student body. You may contact any?of the School's Student Representatives?with concerns you want raised at School or Faculty* level.Dr Elissa Milford* RHD Student representative on the Board of the Faculty of Medicine & Biomedical SciencesPhD candidate SOM-NorthEmail: s4160938@student.uq.edu.au Location: Royal Brisbane Hospital, Herston Dr Michael Burke?PhD candidateSOM-SouthEmail:? s343862@student.uq.edu.auLocation:? Princess Alexandra Hospital, WoolloongabbaDr Laurence Britton?PhD candidateSOM-SouthEmail:? L.Britton@uq.edu.au??Location:? Gallipoli Medical Research Foundation, Greenslopes Private Hospital, Newdegate Street, Greenslopes, Qld, 4120QIMRB Student representatives (QIMRB-level representation only)Email:? studentrep@qimrberghofer.edu.au?Location:? QIMR Berghofer Medical Research Institute, Herston Road, HerstonInduction SessionsDomestic candidates will be required to attend 3-4 Induction SessionsInternational candidates will be required to attend 3-5 Induction Sessions1.? On-line commencement process - compulsoryTen minutes with one of the SoM RHD team members, to get you enrolled in your program.? Done individually, call a member of the SoM RHD admin team or email rhd@som.uq.edu.au to make an appointment, as soon as possible after you receive acknowledgement of your Acceptance of Offer. 2.? School of Medicine half-day Induction - compulsoryThese are held 4 times per year, in the first or second week of Feb, May, Aug, Nov.? The venue alternates between Herston and TRI in Woolloongabba. You may attend either at Herston or TRI (Woolloongabba), whichever is more convenient for you.? Attendance at one session, as early as possible, but no later than 6 calendar months into your candidature, is compulsory for all candidates living in South-east Qld.? Your attendance will be recorded.? Remote candidates:? Candidates who live outside of SE Qld may view the slides (posted to our website) later, in lieu of attendance.? Note that this will only fulfil the compulsory requirement if you live outside of SE Qld.Slides from last session - Induction (NB viewing these slides will not satisfy the attendance requirement unless you are officially categorised as "remote")3.? " Introduction to your RHD" (run by the Graduate School) - compulsoryDate/time/venue will posted online (search for “orientation”). You will need to register in advance. All candidates attending a UQ campus in the South East Queensland region are expected to attend. There is an option for remote access if you’re unable to attend. 4.? Getting started at UQ - compulsory for internationalsThis session, specifically for international candidates, is run by Student Services.?5.? Local Induction session (eg UQCCR, QIMRB, QCMRI, TRI, your Hospital/Lab) - compulsory if applicable to youFor both domestic and international candidates but only IF a local induction session applies to your location.?One of your Advisors will be able to tell you if there is one, if you're not sure.Student CardHow to obtainAfter you've received notification of your enrolment* from the Graduate School, you'll be able to obtain your Student Identification Card.? * Notification of enrolment follows 1-3 working days after completion of your On-line Commencement process with SoM staff member. Student cards for new students are issued from the Prentice Centre, Ground Floor, Prentice Building (Building 42?[See map]),?Monday to Friday, 8am - 5pm. Take identification (eg Driver’s Licence or Passport) with you. Students who require a replacement card can phone 3365 2222 to request one.? There is a fee involved and this can be paid over the phone.? Their photo should already be stored in their record, so there is no requirement for a new photo to be taken.??? Further information about Student CardsActivating your Student Card for Building or Lab AccessThis will not automatically occur. You’ll need to ask your Principal Advisor how to get your card activated for specific building/lab access. In most cases, you’ll need to undergo Building and/or Lab Induction first. Correspondence from the UniversityWill only be sent to your Student email addressIt is a condition of candidature that?students?regularly access their Student mailbox as, once they’re enrolled,?the Graduate School (and other University units) will only use that address for correspondence.? Your student email address will have the format: s1234567@student.uq.edu.au (where the numbers are?5-7 consecutive digits?extracted in an unpredictable way from your 8-digit student number) or HYPERLINK "" you can change it to this formatFirstName.LastNamexx@uqconnect.edu.au (where xx may be a number)You will be given a student mailbox when you've been enrolled. If you prefer to use another mailbox, you need to set up mail forwarding from the Student Mailbox to the one that you do use.How to set up forwarding of your student emails How to apply for a staff email accountYou can apply for a staff account if you want one – ITS will arrange this if they deem you eligible. A staff email address is normally in the format J.Bloggs@uq.edu.au or J.BloggsX@uq.edu.au where X will be digit. To apply, send a request email to ITS@uq.edu.au stating your Student Number, program (PhD or MPhil), and the name of your Principal Advisor. Correspondence to the UniversityWhere to find formsForms for current studentsMethod of signature for formsFrom time to time, you’ll need to complete/send forms to us, eg Change of Advisory Team form, Change of Candidature form, Thesis Submission form. Due to Graduate School requirements, would you please only send us (one of):Forms which have been hand-signed by your Advisor/s and then you scan/email or bring the form to us. ORForms which have been e-signed by your Advisor/s AND you have included the covering email from that Advisor.? You can include their email either within your email trail, or you can attach their email.? The Advisor’s email must somehow indicate the purpose, by saying (for example) “Dear X, Here is the form to change you to PT” or have in the Subject Line of their email to you something like “Approval to change to PT”. OR Forms which have not been signed by your Advisor/s BUT you have included an email from that Advisor which states the topic of the change in the Subject LineAND, within the body of their email, they reproduce exactly the words, from the form, above where they’re supposed to sign.? For example, for the Change of Candidature form, they’d need to include: Subject Line:? ??Change to PT for Joe BloggsAnd within the body of the email they’d need to say: I endorse the candidate’s request.I certify that the candidate will continue to have access to all appropriate resources (including facilities, equipment, funding and advisory support) for the likely duration of candidature.I have expressed any additional concerns in an attached letter.These procedures are required by the UQ Graduate School.? The GS won’t accept forms (via our office) which do not “prove” the Advisor’s signature/agreement in one of the above 3 ways.? This procedure has been brought in because it has occurred (in other Schools) where a student has acquired and used an Advisor’s e-signature without that Advisor’s permission. ?Unfortunately, it isn’t acceptable to the GS if you simply cc the Advisor when you email the form to us, as (they say) that will not “prove” the Advisor’s agreement. ?Please send the form and all the necessary attachments to rhd@som.uq.edu.au as a ‘self contained’ item, and not in multiple emails. We were getting forms and (if necessary) doing the chasing up with the Advisors ourselves (to get proof of their agreement), but this was proving too time-consuming.? Therefore, students are requested to gather the evidence to accompany the form. ?Where to send formsAll forms need to come, in the first instance, to rhd@som.uq.edu.au.? Please do not send forms directly to the UQ Graduate School or to the Postgraduate Coordinator.? All forms need to be checked by the SoM RHD admin staff first.? We will then ask the relevant Postgraduate Coordinator to sign the form.? Then, we will send the form (plus the evidence) to the UQ Graduate School.? MilestonesHow to do MilestonesThe method for undertaking Milestones is different in each School. The instructions and forms for undertaking School of Medicine Milestones are online (see RHD Milestones). Advertisement of forthcoming Milestones Advertisement of forthcoming milestones is online at SoM Events If you don’t want your file photo appear on the website when your Milestone is being advertised, please advise rhd@som.uq.edu.au at the time of organising your Milestone. If you want to update your photo at any time, just email it to rhd@som.uq.edu.au and we’ll replace your old file photo with the new one. Skills Training for RHDsSkills training and events are offered by the following:School of Medicine training (and affiliated/other organisations) training & events???????????? Previous SOM Induction Session for new RHD candidates - slides and handouts?Occupational Health & Safety Training HYPERLINK "" Graduate School Skills Training & see also hereStudent Support Services TrainingUQ Library TrainingedX? [UQ is a member of edX - the world's leading provider of massive open online courses (MOOCs).? You must use your UQ email address to register]Useful LinksPersonalCounselling ServicesInternational Student SupportAccommodation Services mySI-net myAdvisor Fee-Help UQ Student Centre UQ Information Technology Services (ITS) UQ Student Union (includes legal help for students)Australian Taxation Office Immigration and Visa information - Studying in AustraliaGetting around BrisbaneBrisbane Public Transport informationUQ MapsBrisbane visitor informationGoogle maps UQ Graduate SchoolHome Page Forms Changing your Candidature ScholarshipsScholarships for current and future studentsUQ Research Scholarships Policy & Procedures Undertaking your ResearchCommonly used terminology at UQ RHD candidate charter (what UQ expects of you & what you can expect from UQ) Responsible Conduct of Research (UQ Policy on) Statistics Support (advice re statistics for your project)Online Statistics Package tutorials (eg SAS, SPSS)Access to QHealth de-identifiable data - How you can obtain data from the Health Statistics Unit at Qld Health - useful if you need historical health data, or data to use as a control for your studyUseful online tools for academics & RHDs (thanks to the School of GPEM)Study guides & Strategies"Uni Learning" (writing, note-taking & critical thinking tips)Intellectual Property (UQ Policy on)Human Participants & Animal Subjects in ResearchOnline book “On Being a Scientist” The Treatment of DataMistakes & NegligenceResearch Misconduct Responding to Suspected Violations of Professional Standards Human Participants & Animal Subjects in ResearchLaboratory Safety in ResearchSharing of Research Results Authorship and the Allocation of Credit Intellectual Property Competing Interests, Commitments & Values The Researcher in Society UQ Library “How to" guides Search Medline using PubMed Citeseer National Center for Biotechnology Information (NCBI) - includes GenBank & BLAST American Type Culture Collection (ATCC) AMEDEO medical literature service Calculators on-line center Publishing your ResearchTips for Publishing your researchAuthorship & the Allocation of Credit Authorship order article (Kosslyn)Intellectual Property (UQ Policy on)Uniform requirements for manuscripts submitted to biomedical journals Preparing your ThesisSeminar - "Submitting your thesis by publication" AV recording See “RHD Workshop, 09.07.15 (trimed).wmv” (346 MB) Slides only Thesis Preparation, Submission & Examination at UQThesis Formats at UQ (including “Thesis by Publication”)Your AdvisorsEligibility & Role of RHD Advisors at UQ (Policy & Procedures) Advising & Mentoring Your career Charting a Course for a Successful Research CareerCareer PlanningThe Researcher in Society Counselling & Medical ServicesCounselling/Learning services for studentsUQ Student Services provide face-to-face appointments at Herston or St Lucia campus. Students are able to access a disability advisor, a learning advisor, and a student counsellor.If you have a disability, which can include temporary illness or injury, the Disability Advisor can provide advice on, and support in gaining, reasonable adjustments to assist you.Learning Advisors are available to assist you in developing your assignment writing and presentation skills, research strategies, and study skills. The Learning Advisor is available at Herston on Thursdays (9am - 3pm, ie last appt starts at 3pm) and at St Lucia on most days. Make an appointmentStudent Counsellors are available to help if you are experiencing distress, whether personal or study related. A Counsellor can provide short-term support and intervention to assist you to focus your energy on what is important. A Counsellor is available at Herston on Wednesdays (9am - 3pm, ie last appt starts at 3pm) and at St Lucia on most days.?To make an appointment for a Disability Advisor / Learning Advisor / Counsellor at either Herston or St Lucia, please call Student Services Reception on 3365 1704. If you want the appointment to be at Herston, please specify “Herston” (or St Lucia will be assumed).Location Herston appointments are in room 424, level 4 of Public Health Building (Bldg 887 on map), Herston.St Lucia appointments are in Building 21D, St Lucia.?Student Health ServiceThere is a free* Health service at St Lucia for currently-enrolled UQ students.? “Current enrolment” includes candidates who are on an approved period of Interruption /Leave or if their thesis is under examination. To make a GP appointment, ring 3365 6210 (or ext 56210 from a UQ phone)Students with mental health issues (eg anxiety, depression) are encouraged to seek the assistance of the UQ Student Health Service as these conditions can have a significant impact on RHD progress.? The GP may treat your condition themselves or they may refer you to a Psychiatrist.? If they refer you, you can see the Student Health Service Psychiatrist for free* (as long as your referral was from a Student Health GP).??This Health Service's Psychiatrist also has a practice in the city, so that you can visit him either at St Lucia or in the city, if that is more convenient for you, and still be bulk billed (as long as you have been referred by the UQ Student?Health Service).Other specialist referrals are also available.??* Domestic students are bulk billed if they present their Medicare card, and will not need to pay anything.*? International students with OSHC - In most cases, the bill will be directly e-sent to their OSHC provider by the UQ Health Service.??The OSHC provider will pay the amount electronically and?the student will not have to pay anything at the time of appointment.?Research Ethics ApplicationsBefore you start your experimental work, ensure you have appropriate ethical and/or biosafety approval for anyHuman studiesAnimal StudiesStudies involving genetically-modified organisms (GMO) or high risk biological materialsIf your project involves Hospital patients in any way, you will need to obtain ethical approval from both the relevant Hospital Ethics Committee and the UQ Human Ethics Committee.? Ethics approvals can take months, so discuss them with your Advisors, and apply for them as early in your project as you can.?Applying for Animal Ethics ApprovalApplying for Human Ethics ApprovalLow-risk human?ethics If you’ve already received ethics approval from another body (eg Hospital), your application may be suitable to be approved (by UQ) locally by the School of Medicine Ethics Committee.? More information (scroll down to “Low-Risk Ethics Approvals for Student Research”)NEAFsCertification of National Ethics Application Forms (NEAFs) from within SoM:Please contact the SoM Research Office - research.office@som.uq.edu.au, regarding the required Head of School certification of these documents.?Please ensure that you allow sufficient time for certification prior to to Ethics Committee submission deadlines. The SoM Research Office requires at least three full working days notice prior to any deadline. And please ensure that applications emailed through to the SoM RO have first been signed by the applicants.Taking LeaveLeave other than Recreation Leave?(click here?& see 'I want to interrupt my candidature') OR, if you are on a scholarship, read your scholarship conditions (which were attached to your Offer letter) as you may be entitled to paid leave. Recreation LeavePolicy on Recreation LeaveThe Graduate School says that enrolling units should have processes in place to manage and record RHD Student Recreation Leave.?RHD candidates are entitled to Recreation Leave throughout their candidature.?Full-time candidates are entitled to a maximum of 20 days per annum.?Part-time candidates are entitled to a maximum of 10 days per annum.?Unless a candidate's scholarship conditions state otherwise, accrual can occur from one year to the next, if less than the maximum allowable is taken in any one year.?'Recreation Leave' is separate from, and in addition to, Conference attendance.? Attending a Conference is treated as a continuation of the student's normal schedule.?Rec Leave begins accruing from the date of the candidate's commencement as a RHD candidate.?Recreation leave is arranged by negotiation with the candidate's advisory team and enrolling unit.?Recreation leave is not approved by, or reported to, the Graduate School. ?Rather, the Graduate School expects that Recreation Leave will be handled within the student's enrolling Unit (School of Medicine).?Procedure?to take Recreation LeaveIn the School of Medicine, the following will apply:Candidates should discuss any proposed recreation leave with their Principal Advisor.Once the start-finish dates have been finalised, the candidate should put these in writing to their PrinAdv, who should then acknowledge (back to the student) via email.If they wish to do so, the PrinAdv may keep track of the candidate's Rec Leave themselves, to ensure they don't exceed their permitted quota.? If that is the case, they do not need to inform the School or anyone else.?If the PrinAdv would like the enrolling unit (School of Medicine) to keep track of the student's Rec Leave, they should cc their approval to rhd@som.uq.edu.auThe School will record, on the student's e-file, the dates of Rec Leave taken.Should a RHD candidate fail to return from recreation leave, the PrinAdv should notify rhd@som.uq.edu.au?If you need to take Leave which is not Rec Leave, please see the information at the top of this section. Financial InformationTravel insuranceIf you intend to?travel on business relating to your PhD or MPhil project (including Conference travel), automatic Travel Insurance applies once the following prerequisites are met:1.? You must be a current enrolled student of The University of Queensland; AND2.? You must be on UQ Authorised TravelIf the prerequisites are met,?please do the following:1. Complete the form before you travel (see Online Forms - Insurance Services – Forms – Travel Notification Template).? On the form, specify which days are to be used for travel/personal use as opposed to the Conference/RHD work days.? You?will only be?covered by UQ's Insurance Policy for up to 5 additional days, separate to the Conference/RHD work days.? For any days in addition to those 5 days, you will need to apply for your own private Travel Insurance.?2.?Forward the form via email to?your Principal Advisor.? Ask your Principal Advisor to forward the form with their approval to?rhd@som.uq.edu.au3. The School will record your travel plans on a spreadsheet which is reported monthly to the UQ Insurance Office.? If you seek to make a claim and your travel details are not on the spreadsheet, UQ may be unable to verify that you are/were on approved travel.More Information:?UQ's Travel Insurance webpageUQ's Travel Insurance Summary for Students? Read this to find out???? What you are covered for???? What you aren't covered for???? How to make a claim???? FAQs?UQ Travel Insurance policy.?Statement of InsuranceStudents requiring a Statement of Insurance/Indemnity (eg for work within a Hospital setting) should contact rhd@som.uq.edu.au to request. Professional IndemnityRHD Students are covered for Professional Indemnity (Liability) whilst undertaking any activity which they were directed to undertake, as part of their PhD/MPhil project,?by their Principal Advisor.??Student Personal Accident Insurance?Postgraduate students injured either at, or when travelling to/from their place of study are eligible to claim against UQ's accident insurance policy.?The insurance cover extends to all hazards to which those postgraduate students are exposed whilst participating in activities related to their studies or research, including field trips.? In the event of an injury, the postgraduate student should complete a Postgraduate Student Insurance Claim Form and submit it to the University's Insurance Officer.? All claims must be notified within 30 days.? Please contact the School's OH&S Officer,?Mr Deon Knight?(ohs@som.uq.edu.au) in the first instance, and to obtain a Claim Form.RHD?students are advised to have their own private health insurance cover.? The UQ policy covers students for the gap between the actual costs and the refund from the private health insurer.? Where no private health insurance has been obtained, UQ will deem the amount that would have been claimable, and then reimburse only the 'gap' payment.??School Financial Support Starting from the beginning of 2014 (based on the preceding year’s data), the School of Medicine has given funds to Principal Advisors (and only to UQ SoM Principal Advisors), to support RHD students.? (Prior to that, RHD support funds were given to Research Centres, rather than to individual Advisors.) It is up to each Principal Advisor to build up a pool of funds for student support.? Funds are distributed to Principal Advisors based on the MCR Milestones and Awards which their students achieved in the previous year.? The Principal Advisor can spend the funds he/she receives for any reasonable RHD support, which could include disbursements to existing and new students (ie students whose achievements didn't 'earn' the funds).? On the other hand, a Principal Advisor might prefer to spend the funds on equipment or other infrastructure (as long as it supports RHD students).? For a successful PhD MCR Milestone, an Advisor receives $1200.? For a successful PhD award, an Advisor receives $1800.? (For MPhil, the amounts are halved.)?If a student has split EFTSLs (or budget transfers) to another Unit, eg UQCCR, QBI, CAI, SPH, then the SoM income to their UQ SoM Principal Advisor will be pro rata according to the percentage of EFTSLs/budget share owned by SoM.?? It would be up to the other Unit to provide pro rata financial support for 'their share' of the student.Candidates located in the following Centres/Units should contact their own institution re support funds in the first instance:QIMRB:?? Angela Trieu (Angela.Trieu@qimrberghofer.edu.au)UQCCR:? Roheen Gill (R.Gill2@uq.edu.au)CHRC:???? Kristy Robertson (k.robertson@sph.uq.edu.au)MRI:??????? Marilyn Wilckens (Marilyn.Wilckens@mater.uq.edu.au)ENTOX:?? habs.finance@uq.edu.auTo obtain funds via SoM, the Principal Advisor needs to be a staff member (paid or unpaid, eg Honorary/Academic Title) of the School of Medicine.?The funding entitlement to your Principal Advisor will be reduced (or may be nil) if?one or more of?the following factors apply:- You are on extended status (ie over 4 years FTE if PhD or over 2 years FTE if MPhil).? This will delay the payment to your Principal Advisor.- Your funding has been split via EFTSLs (or by budget transfer) with another Unit/School/EFTSL-owning unit.? In that case, the other Unit/School which receives EFTSL (or budget transfer) for your enrolment should provide you with funds.?- The School of Medicine's only EFTSL income for your enrolment is the administration portion.How to claim expenses?(Not applicable to QIMRB/UQCCR/CHRC/MRI/ENTOX candidates)If your UQ SoM Principal Advisor has approved your anticipated expense, and offered to reimburse you, you can then claim for reimbursement after purchase.? Please make sure that the expense has been approved by your UQ SoM Principal Advisor before you make the purchase.?The student should complete the form called Student Domestic Expense Reimbursement Form attaching the original receipt/s and give these to their UQ SoM Advisor.? The Advisor will need to specify, on the form, the chartstring of the account to be debited.? The Advisor should be aware which of their accounts the School support money went/will go into.?Then the completed form/receipts should be sent to the School Finance Office, Level 5, UQ School of Medicine, 288 Herston Road, Herston, Qld, 4006.? The Finance Office won't accept old forms, so please note the URL for downloading these forms as they tend to change from time to time.?It's at each Principal Advisor's discretion to internally to work out how they want to allocate/deal with the funds which the School distributes.? Some Principal Advisors might give the money to RHD students on an 'as needed' basis and others may?allocate a set amount.??If a set amount is?allocated, it is advisable for the Principal Advisor to keep an internal record of how much each student spends, so that they don't exceed their allocated amount.Assistance to attend & register for ConferencesWith the Principal Advisor’s consent, and if the funds are available, Conference expenses to be met via 'School Financial Support' above. ?UQ Workshops - How to register/pay(eg Research Animal Workshops)1. Electronically complete the registration form for the Workshop2. FWD the form, via email, to your Principal Advisor or Centre Director, asking them for (a) their permission for you to attend the Workshop; and (b)?the Chartstring?to which?the cost of the course will be debited.? Ask them to email this information back to you.3.? If the form has asked for the Chartstring, transfer the Chartstring that your Principal Advisor or Centre Director has given you onto the form.4.? Then do one of the following (as relevant):???? 4.1? If the form has asked for the signature/approval of a Financial Delegate, forward the?email?trail,?and the completed form, via email to som.accounts@uq.edu.au.? In your covering email:?????(i)?specify the name/email address of the Workshop registration officer?????(ii) specify the closing date for registration???? (iii) ask SOM Finance to complete their sections of the form???? (iv) ask SOM Finance to FWD the completed form to the Workshop registration officer by the closing date, with cc to you.???? OR???? 4.2 If the form does not ask for the signature/approval of a Financial Delegate, email the form and email trail to the Workshop registration officer with cc to som.accounts@uq.edu.auStatistical SupportGuidelines An agreement with the School of Public Health allows us to provide statistical support for UQ Medicine related projects through?an initial consultation and statistical advice.?We are able to support:Staff members enrolled MD and Postgraduate Research students with at least one School of Medicine supervisor*Academic Title Holders, conjoint and adjunct staff members.Key Considerations:The statistics request must relate to School of Medicine research - indicated, for example, by funds held in School of Medicine accounts, students supervised or staff employed through the School, UQ ethics approval, or publication output with a School of Medicine affiliation.Specific and detailed statistics support will need to be negotiated with the School of Public Health and the cost built into your grant budget.?Co-investigator and co-authorship may be a possible option for gaining access to more intensive statistical support.Support for students with?non-UQ Medicine supervisorsThe School of Medicine enrols research students on behalf of other UQ research centres such as UQCCR, CHRC or Entox. These?students may not have supervisors from within UQ Medicine. Students supervised wholly within those centres should access their home centre's statistics support arrangements.? Students with supervisors in both their home centre and UQ Medicine, or those who are otherwise eligible as medical students or Academic Title Holders, can choose either this support through UQ Medicine?or their home centre.How to apply for Statistics supportDownload the statistics support application form, available from hereReturn the completed form to research.office@som.uq.edu.au Online Statistics Package Tutorialsats.ucla.edu/stat/ Enrolment in Additional CoursesProcedureYou can undertake additional courses as part of your program, as long as your Principal Advisor agrees, and is willing to pay the cost.It is important to note that enrolment in additional courses cannot exceed one third of the total workload of the degree (10 units for a?MPhil student,?20 units for a PhD student).The courses most commonly chosen by RHD students in this School are those offered by the School of Population Health - see their full course list.However, you may apply to enrol in a course offered by any UQ School (with the agreement of your Principal Advisor). ?To apply for enrolment in the course/s of your choice, complete an Appln for enrolment in / cancellation of Additional Courses form.DeadlinesThe fully-endorsed Enrolment in Additional Courses form must have been received by the School RHD admin team no later than: SemesterTo add coursesTo cancel coursesSem 11 March25 MarchSem 21 August25 August?Email the form to your Principal Advisor.? If you do not have an electronic signature, you must include the following statement in your covering email (in lieu of your signature)???? I understand that this request requires the endorsement of my advisory team and the Postgraduate Coordinator.Ask your Principal Advisor to FWD the form (with cc to you) to rhd@som.uq.edu.au with their approval in either of the following forms:1.? electronic signature2.? their email contains the statement from the form, ie I endorse the candidate's request.? I certify that the requested courses are integral to the candidate's research program.? I have expressed any additional concerns in an attached letter.?The email trail (you → Principal Advisor → rhd@som.uq.edu.au?(including e-signatures or statements) will suffice as the signatures on the form.? Alternatively, the form can be posted in hard copy to:? RHD Administration, Research Office, c/- UQ School of Medicine, 288 Herston Road, Herston, Qld, 4006.It is the student's responsibility to ensure that the form arrives at the School RHD Admin Office.? If you do not receive a cc from your Principal Advisor (from when they have?forwarded the form to rhd@som.uq.edu.au) then you should?follow?the matter?up with him/her.? Be mindful of the closing dates.?The cost of the course/s you undertake will need to be paid for by your Principal Advisor.? After?the School?RHD Office receives the form, staff will then email your Principal Advisor to ask if they are willing to pay the cost and, if they are, to provide the chartstring for the source of funds. ?You can find out the cost yourself by going to the Fees Calculator.??How to use Fees Calculator: Click the link above and follow the prompts.? If you are a Domestic candidate, you need to click on 'Full Tuition Fees (including FEE-HELP)' as your fee category at the next prompt.? When you arrive at the total cost for your selected course, don’t panic at the amount, as a discount will apply. Calculate the discount manually – your Principal Advisor will only have to pay 38% of the quoted cost because there is a discount for RHD candidates enrolling in additional courses.? For example, the full cost of PUBH7630 (Introduction to Biostatistics) for domestic candidates?is around?$2940 (check exact amount in current year by using the Fees Calculator link above).? However, 38% of that is only $1117.? If you are an International student, the cost of PUBH7630 will be around $3560 x 0.38 = $1353. You may offer to pay the cost of the course yourself, out of your own funds, but your Principal Advisor will still need to underwrite the cost.After?the?School RHD?Admin Office receives?your completed Appln for enrolment in / cancellation of Additional Courses form and an email from your Principal Advisor agreeing to pay the cost,?staff will forward the form to the Graduate School.? The Graduate School will arrange for your enrolment in the Additional Course.? If there are any further instructions, the Graduate School or the School offering the course/s will send an email to your student mailbox (the one in the form of FirstName.LastNameX@uqconnect.uq.edu.au (where X may be a digit) OR s1234567@student.uq.edu.au )Please note that you need to access that mailbox regularly to fulfil your student obligations.? ?After the end of the semester in which the course is offered, the School offering the course will invoice the School of Medicine, and we will then draw the money from your Principal Advisor's nominated account or invoice you directly (if you?volunteered to pay for the course yourself).??Enrolment as a non-award student1.? The course is unrelated to your PhD/MPhil and you're prepared to pay the cost yourself;OR2.? The course is related to your PhD/MPhil but you don't want to undertake any assessment, and you're prepared to pay the cost yourself.Sometimes, students want to know how they could 'sit in' on additional courses without doing assignments or sitting the exam.?This is possible but not recommended because(a)? you will have to pay the entire cost of the course yourself;(b) you've gone to the effort of attending the lectures or reading the material on-line, so it would be good to get recognition for having passed the course; and(c)? the course will appear on your PhD/MPhil studies report, with a grade.? If you don't undertake any of the assessment, a grade of X (no assessable work submitted) will appear on your studies report. ?If you undertake only part of the assessment, you're likely to achieve a failing grade of 1 or 2 (out of 7) which will then become a permanent part of your studies report.? However, unlike in the method described at the top of this webpage,?a grade of X or a failing grade (as a non-award student) would not prevent you from graduating from your PhD/MPhil, because you undertook the course as a non-award student.?If you've read and understand all of the above and still wish to go ahead - ? Information/instructions on how to enrol as a NON-AWARD student.You can find out the cost of the course by going to the Fees Calculator.3-Minute Thesis (3MT) CompetitionConsider taking part in the annual 3MT Competition!The SoM RHD office will email all candidates during the first half of each year, to invite participation. Thesis InformationThesis preparation, submission & examination at UQTips for editing your thesis Bibliography StyleNeither the School of Medicine nor the Graduate School sets a preferred style for thesis Bibliographies.? Please?select a style used by one of the leading journals in your field.Including publications in your thesis (or thesis entirely by publication)It is not explicitly stated in the Graduate School’s webpages, but if you include publications in your thesis, you must insert a linking/covering document at the front of each publication which describes how that publication 'links to' the rest of the thesis.? The linking documents are necessary because the whole thesis, from start to finish must 'tell a story'.? Some Advisors/candidates have inferred from the Graduate School information that the linking documents are not essential, but from experience, we know that a thesis (which includes publications) will be deemed 'non-compliant' by the Graduate School if it does not include the linking documents.? The linking documents don't need to be long - 1-2 pages per document would be sufficient.Thesis lengthAs per the Graduate School's Thesis preparation information, a thesis must not exceed 80,000 words for a PhD or 40,000 words for MPhil.? The word limit includes all footnotes and appendices but not the bibliography.? If you wish to exceed the maximum length, you need to send a request, in advance (including justification), to the Dean of the Graduate School, via your Principal and your Postgraduate Coordinator (Academic). Other Thesis Links Seminar - "Submitting your thesis by publication" AV recording See RHD Workshop, 09.07.15 (trimed).wmv (346 MB) Slides only UQ Union List of Professional Proofreaders/Editors (There is cost for these services)Elite Editing (There is cost for this service) ................
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