GSE Research Student Support Policy
A. Use of GSE Facilities
In recognition of the significance of student research to the University and in order to encourage research, the Graduate School of the Environment (GSE) will provide the following facilities to full-time research students who regularly attend the GSE. Part-time students will receive equivalent support on a pro-rata basis, except where otherwise indicated.
1. Space
- a desk and chair
- shared space in a filing cabinet
- bookshelf space
- a computer, networked and linked to departmental laser printers
Part-time students will be provided with access to these facilities on a needs basis - please discuss with your supervisor.
2. Computing
The GSE shares its computing support with other departments within the Division of Environmental & Life Sciences (ELS).
- Students are expected to familiarise themselves with the software packages they wish to use.
- Any technical computing problems relating to university computers and printers only, should be registered with the ELS IT helpdesk.
- Because of work prioritisation, computing staff should not be asked to assist students other than by the above method. Computing staff will not assist with technical support of off-campus computers.
- No changes may be made to computer settings or software applications without the prior approval of the computing support team.
3. E-mail
- Each student will be provided with an e-mail account accessible via the computers in the student rooms. Please note that most communication will be forwarded by e-mail and therefore it is recommended that this be checked regularly.
4. Consumables
- access to the GSE photocopy machine (research students will be provided with a PIN and an annual photocopy allowance of 1,000 copies)
- access to the GSE fax machine for research related faxes
- photocopying in the MU library can be done using your student card; you can be reimbursed for this if you get a receipt when you charge up your card, and there is a budget item in your project budget which covers this (under Maintenance or Consumables).
5. Mail Box
- mail for students will be placed in the mail boxes in reception E8A 370. Students should check these regularly.
Students are requested to update their personal contact details via the eStudent on-line system at https://student1.mq.edu.au. First-time users of eStudent can click here for instructions.
6. Conference participation
- Financial support for conference participation is provided subject to criteria detailed in the GSE Policy on Conference Support, following approval by the supervisor and the Head of Department.
7. Thesis manuscript preparation
Students in receipt of a scholarship may claim costs of thesis production from the Higher Degree Research Unit office.
Other students may claim the following from the School, subject to approval by the Director:
- financial support for copyright permission
- preparation of illustrations where specialised equipment is required
The final version of your thesis may be printed on a GSE laser printer using good quality paper; archive paper is available for the library copy. Students are expected to meet the other costs involved in thesis production such as artwork, photography and binding.
8. Special Requirements
Equipment
The GSE owns, or has access to, various items of equipment which may be used by research students with the approval of the Head of Department, supervisor or delegated officer. This equipment includes:
- Cameras (digital and film)
- Binoculars
- Laboratory equipment
- Laptop computers
- Video equipment
- Data projectors
- Total station survey equipment
- Differential GPS
- Other field gear e.g. quadrats, tapes, handheld GPS, compasses etc.
Students intending to use any of these items of equipment may only do so with the permission of their Supervisor and the Head of Department.
Fieldwork
Travel and sustenance costs may be covered and are subject to the submission of a budget (see Budget section below).Travel and sustenance costs may be covered and are subject to the submission of a budget (see Budget section below).
GSE Vehicle
The GSE has a four wheel drive vehicle which is available for use in the field.
Persons wishing to use the vehicle should first secure a booking using the GSE facilities online booking system Use your GroupWise username and password to logon, then go to the appropriate date and follow the prompts.
Students wishing to use the vehicle for fieldwork must include this item in their project budget (see Budget section below). The charge for use of the vehicle is a kilometre charge based on the actual operating costs of the vehicle. The current charge for use of the vehicle for student research purposes is 70c per kilometre.
Prior to use of the vehicle, students must read and familiarise themselves with the GSE Vehicle Use Policy and Procedures. All vehicle users are expected to clean the vehicle on completion of each use. If this is not done, costs of cleaning will be charged to the user.
Any excess payable as a result of an insurance claim must be paid by the person in charge of the vehicle at the time of the incident.
Accommodation Costs
Accommodation costs incurred during field trips may also be included in the student budget submission and are subject to the reimbursement guidelines (below).
SE Boat
Users of the GSE boat are required to have a current NSW small boat license for inshore waters. They must read and understand the Standard Operating Procedure. A risk assessment is required, and must be signed off by the Head of Department before approval will be given to use the boat.
Use of the boat is charged at $35/day for staff and students of the GSE.
B. Reimbursement Guidelines
Students may be reimbursed for research costs subject to the following guidelines. ALL items of expenditure must, however, be included in your project budget (see Budget below).
1. Use Of Non-GSE Equipment / Facilities
Reimbursement of costs up to your budget limit may be made for the following types of expenditure:
- Transport costs (e.g. use of private vehicle for fieldwork, meeting attendance, etc; train, bus or air fares for the same) Students must comply with the conditions for use of a private motor vehicle. The conditions are noted on the back of the Motor Vehicle Allowance Claim Form [Word]
- Accommodation costs (including hotels, motels, caravan park accommodation - such as caravans and self contained cabins) except for camping, when the University camping rate will apply (see the 2006/2007 per diem rates).
- expenditure on data acquisition (i.e. purchase of data sets), special software or equipment, where these are essential for the research and not available eslewhere at MU, use of external laboratory facilities, and purchase of sample analyses will be reimbursed provided they are included in the project budget and fall within the annual funding limits.
- non-GSE photocopying, purchase of computing consumables, and photography including film and developing, will be reimbursed subject to the same constraints.
2. Tax Invoices
No reimbursement will be made without presentation of tax invoices.
3. Claiming Reimbursement
No reimbursements will be made unless a Project Budget has been submitted and endorsed by the Head of Department (see Budget below). To make a claim for reimubursement once the budget has been occurred, students should complete a "Non-order Payment Request - Staff or Student" [Excel] located on the Office of Financial Services webpage (click on Forms, scroll down to Goods and Services forms), with all tax invoices attached to the ELS Centre. Students will be reimbursed by EFT directly into their nominated bank account upon completion of a Banking Authority Form.
Alternatively, payments for goods and services, e.g. items of equipment, airfares, conference registration fees etc, may be made on your behalf by the Executive Officer using a GSE credit card. Tax invoices for all such expenditure MUST be retained and submitted to the Executive Officer for reconciliation of credit card statements as soon as possible after the expenditure is incurred.
C. Project Budget
All students must prepare and submit a Project Budget for approval by the Head of Department prior to applying for research support funds. Normally, this will occur at the end of the first full-time semester (second semester part-time), as part of the requirements for the GSE898 Research Management unit. All anticipated items of expenditure must be listed, together with full costings and justification. Please use the headings "Travel", "Equipment", "Personnel", "Maintenance" and "Other" to classify expenditure items in the budget and the justification, and columns to show anticipated expenditure on these items in Year 1, Year 2 and Year 3 of the project plus a column for total expenditure.
Expenditure items must be linked to the Research Plan which should accompany the Project Budget. The Research Plan and Project Budget may be modified, subject to approval by your supervisor,as the project evolves during your candidature. However, Budget revisions must be submitted to the Executive Officer whenever these occur, especially in advance of any further application for research support funds. Download a Project Proposal and Budget cover page here.
D. Applications for Research Support Funds
Applications for funding from GSE to support all or part of the research can be made using the GSE Higher Degree Research Support Application form [rtf] including the Budget Spreadsheet [Excel]. Applications for funding will be considered by the GSE twice per year, in November/December and in June/July after progress reporting. Applications must be accompanied by a statement of the justification of the items for claim and must be approved and signed by supervisors prior to lodging with the Executive Officer. All applications will be reviewed by a small committee of staff of the GSE, and final approval will be provided by the Head of Department. Funds will be available once the application has been signed off, and students have been notified of the success of their application by email.
The funding limit set for each year per student will be governed by the budget for higher degree research support set by the GSE. The Head of Department will make that determination in consultation with GSE staff.
Currently, the total research project support for a full-time research student in any one year will not exceed $4,000. However, students may apply for funding for up to two years of full-time candidature (i.e up to $8,000) at any one time; expenditure will, however, be subject to six-monthly review and auditing in conjunction with progress review (see Reporting below). Any approved funding not committed at the end of the granting period will be retained by the GSE. However, you may apply for carry-over of funds into the next period. Carry-over requests must be fully justified e.g. unforeseen delays in completing fieldwork, labwork etc. and signed-off by your supervisor.
E. Reporting
Successful applicants for project support funding are required to submit a report detailing how GSE research support funds have been expended in the previous 6 months in conjunction with their six monthly progress report. Continuation of funding is contingent on the GSE receiving and approving this report.