Information for Postgraduate Research Students
From the Faculty of Pharmacy Postgraduate Research Student Subcommittee
Welcome to the Faculty of Pharmacy, University of Sydney. The purpose of this document is to assist you in understanding the workings of the Faculty, and to inform you about who to ask if you have problems. Firstly you will find information about the Postgraduate Studies Committee, followed by Faculty related information, and other relevant information, listed in alphabetical order for easy reference.
Don't be afraid to ask questions if you need more advice - we'll be happy to help!
About the Postgraduate Studies Committee
Dr Paul Young is the current Chair of the Faculty of Pharmacy Postgraduate Student Research Subcommittee.
The other members are
, , . Administrative Support - .
Members of the committee are available to offer advice to postgraduate research students. Academic and administrative functions for postgraduate students are administered through the Postgraduate Student Administration Unit, Faculties of Medicine, Dentistry and Pharmacy (Edward Ford Building, A27).
Faculty Related Information
Procedures for Submission of Thesis
It is important that you are aware of the processes that must be adhered to when it comes time to submit your thesis for examination. This document details those steps, and whilst most of the tasks outlined are the responsibility of your supervisor, by knowing these steps, you will be able to ensure that all is on track.
A working space and computer facilities
Please see your supervisor, who will organise a desk and working space for you. All postgraduates will have access to a computer in the lab in which they work, but may not have one exclusively for themselves.
The Postgraduate Computer Room (Room S225) also has computer facilities, including a colour deskjet printer and a black and white laser printer. Remember that this is a shared facility, so look after it as if it is your own and clear up any mess. If you are the last one out of the room, please make sure that you lock the door. Also, the laser printer in the undergraduate API computer lab can be used, provided there are no scheduled classes being held there.
For computer problems and installations call IT Support on 16000.
Account codes, ordering of laboratory items and stationery
Each supervisor is allocated maintenance funds to support your candidature. You can order laboratory and stationery items via your supervisor. If, however, you require excessive support, i.e. spending large amounts on telephone calls or photocopying, then these costs will be recovered from your support fund. Phone calls, photocopying and internet downloads are monitored regularly, for financial reasons.
If you have an NHMRC or similar scholarship you will receive support money from them as well. You should keep your receipts and claim them from your support account (if you have one) via Sue Putnam in the Faculty Admin Office, phone 9351 4014. To be reimbursed, you need to fill in a Request for Cheque Form (available from Sue), get your supervisor to sign it, give it to Sue who will pass it on to the Dean for approval.
If you are part of a project you will need an account code to pay for various items that you will need for research, such as stationery and laboratory items. Your supervisor will issue you with an account code for these purchases. Order forms are available on the Faculty Intranet facility and hard copies are also kept with Sue Putnam. Orders must be signed off by your supervisor and forwarded to Sue Putnam, who will place the order. If you are on a scholarship you will also have an account code for your scholarship, which you should get from Sue in case you need to make any enquiries to the Research and Scholarships Office.
Casual tutoring
Tutors and laboratory demonstrators are required for a range of undergraduate subjects in Pharmacy. If you are interested and feel that you have time and the necessary expertise, contact Erica Sainsbury (email Erica or phone x12332) to see if there are any openings for you. Other staff often need short-term research assistants and will send messages by email or put notices up in the Faculty. Asking around often works very successfully too.
However, there are restrictions on how many hours you are permitted to do paid work if you are a full-time student. The DEET guidelines indicate that full-time PhD students on scholarships may work up to a maximum of 20 hours per week, subject to agreement by the Dean of the Faculty who should feel that your work will not interfere with your ability to complete your studies in a reasonable period of time. You should discuss this issue with your supervisor.
If you are doing casual work in the Faculty, e.g. tutoring, you will need to fill out a casual pay claim form for each session that you teach (see Sue, Faculty Admin Office). You can find the causal claim pay forms by choosing 'Casual Staff Employment -> General Staff -> Claim Form' from the University Personnel Forms Page.
Faxes, fax machines and photocopy cards
Photocopy cards for use in Fisher Library are arranged through Sue Putnam (Faculty Admin Office). Please have an account code ready to use for charges.
Photocopy cards for the Faculty machines are available from Faculty Admin Office.
To send faxes please use the fax machine in the utilities room, remembering to complete the records sheet (including account code). Any administrative member of staff will demonstrate the procedures for using these machines. Please feel free to ask for assistance. Personal faxes can be sent, but you must reimburse the Faculty immediately- see Sue about it. Faxes can be sent to you via that same fax (no. 9351 8958).
Keys*
Keys will be issued to you by the Faculty Admin Office for access to the external doors, mail and photocopy room, postgraduate student room and your laboratories. External door keys are issued to us through Security Services. They must be signed out to you.
*All keys MUST be returned to the Faculty Admin Office on completion of your degree or when you leave the Faculty.
Library
When you enrol you will get a University library card which you need to get laminated at one of the enrolment centres around the University. The library has online catalogues, Medline, details of the other University libraries, some journals and just about everything else you need. Remember also that many of the library services are available directly online at the library's home page. University of Sydney library.
Mail
Your mail and faxes can be collected from your mailbox in the utilities room, Room N310. Your pigeonhole will be shared by other students and will usually be called "
Incoming mail should be addressed to :
The Faculty of Pharmacy, A15,
The University of Sydney, NSW, 2006.
Meeting People
It's important to meet other staff and students to keep your studies in context. Introduce yourself to the postgraduate student representative. Most Fridays there is a Faculty morning tea at about 10.30 in the Common Room (bring your cup).
Meetings in the Faculty
All postgraduate students are expected (as part of their candidature) to attend Faculty seminars on Thursdays 1-2pm in the Pharmacy Lecture Theatre. A seminar program is circulated early in each semester.
Postgraduate seminars are also held throughout the semester. You will be called upon to present a seminar on your research and also to act as chairperson at one time. The postgraduate representative organises this program.
There are often additional seminars held in the Faculty: look out for the email notices and feel free to attend. For example, during Second Semester all Postgrads give a short presentation. Its an excellent opportunity to find out what is going on in the Faculty.
Room booking procedure
If you need to book a room in the Faculty for any reason, for instance tutorials, meetings etc., see the online room booking service here or contact Robert Koryzma (9351 3925 or [[pharmtech@pharm.usyd.edu.au||e-mail).
Suspending your candidature and scholarship due to work, or other commitments
It is possible to suspend your candidature and scholarship for a period of time in order to do something unrelated to your area of study. Firstly, discuss your planned suspension with your supervisor and make a written request (letter or email) to A/Prof Mary Collins. You need to write to the Research Office, who will forward your request to your funding body.
Telephones
To dial an internal University number (ie 9351 XXXX) from an internal phone, simply dial 1XXXX. To dial an external number, dial 0 to get an outside line. You won't have access to long distance (STD) unless you specifically need it as part of your project. STD calls can be arranged by the Faculty Admin Office, with permission of your supervisor.
If you need a number within the University, go into the main University website, and look it up under 'For Staff' Directory Services. Otherwise dial 9 (from an internal phone) to reach the University operator.
Other Relevant Information
After dark on campus
You do need to be careful on campus after dark, particularly if you are a woman, as there have been many assaults over the years. There is a courtesy bus that runs to Redfern Station regularly (contact the Security Service on 9351 3487 for enquiries, 1800 063 487 toll-free, 9351 3333 for emergency only). The Security Service also provides an escort service for staff and students working late at the University (after the bus has stopped running). If you call them on 9351 3487 a security officer will pick you up and drop you to your car, the station, college or even to your house if you live close by.
Institute for Teaching and Learning
This Institute runs courses aimed primarily at academics, but postgraduate students engaged in part-time teaching are also encouraged to go.
The program includes such workshops as "Effective Small Group Teaching", "Effective Lecturing", "Effective Clinical Teaching", "Effective Tutoring" as well as short courses such as "Principles and Practice of Teaching and Learning" and "Assessment: Working Smarter, Not Harder".
These are frequently run in February, although there are June and November Series as well. There is also a Development Program for postgraduate supervisors offered by the Centre, including many on-line courses.
Carslaw Building
Phone: 9351 3725
Fax: 9351 4331
http://www.itl.usyd.edu.au
Changing address
If you change your address there are a number of people you need to notify:
the Student Centre (Carslaw Building, lower ground floor), the Faculty Admin Office for updating the Faculty address folder and the Pay Office. You need to notify them in writing by giving them both your scholarship pay code AND your pay code for any casual or part-time work you do, e.g. tutoring.
Enrolment
Postgraduate enrolment is done through the Postgraduate Student Administration in the Faculty of Medicine, located in the Edward Ford Building.
It is your responsibility to ensure that you are correctly enrolled in any subjects you want to be credited for. Always check your confirmation of enrolment form to make sure the subjects you are doing are noted. The University computer occasionally makes mistakes so don't be complacent!
Ethics Committee
The Human Ethics Committee sits monthly. The committee only considers a certain number of applications a month, so merely submitting an application gives you no guarantee that it will be considered. Always try to submit the application well before you need clearance because, if you have to wait several months to get your application considered, and then have to make modifications to your study (which is common), the process can delay you substantially.
The web page for the Ethics committee is at: http://www.usyd.edu.au/reschols/
This will provide you with information about when the Committees meet, when the applications are due, and how to get application forms, etc.
The Ethics Officer:
Gail Briody
Room 313, Level 3, Bldg A22, Old Teachers College
Phone: 9351 4811 ext. (02) 9351 4474
Fax: 9351 6706
Email:
Useful Literature
"How to get a PhD: a handbook for students and their supervisors"
by Estelle M. Phillips and D.S. Pugh
(Open University Press,
Buckingham; Philadelphia,
2nd edition, 1994)
(Call # 378.240941 1 A –Fisher Research Library) is highly recommended reading.
It helps you get through times when you may feel like your project isn't original enough, or you just don't feel like you are getting anywhere. It is also invaluable in helping you structure your time and plan your research. Of course, if you really are having trouble you should see your supervisor, the postgraduate co-ordinator or the student representative.
HECS exemption
PhD students are granted a HECS exemption scholarship by the University of Sydney which is guaranteed for 7 semesters for full-time students and double that for part-time students. For Masters by research students the guaranteed HECS exemption is for 3 semesters full-time, or 6 semesters part-time. These exemptions are extended if necessary, although extensions are not guaranteed.
At present the Faculty of Pharmacy does not have funds to offer HECS exemptions to Graduate Diploma or Masters by coursework students.
International Students Information
The International Office and the International Students Services Unit provide services and organise events for international students. Have a look at the "international" web page www.usyd.edu.au/international/ or give them a call (x 14161). The International Office is located in the Services Building, past the Noel Martin Aquatic Centre.
Learning Centre
The mission of the Learning Centre is to improve the quality of learning in students through the development of specific skills. Courses and workshops for postgraduate students are offered. The services of this centre are FREE to University of Sydney students.
Room 722, Level 7, Education Building A35
(beside Manning House)
Telephone: 9351 3853
Fax: 9351 4865
Email:
Web site: http://www.usyd.edu.au/lc/
Maternity/Paternity leave
Holders of some scholarships are eligible for the same maternity leave provisions as employees of the University of Sydney: this is 3 months paid maternity leave and suspension of up to 12 months. Conditions for holders of Australian Postgraduate Awards are similar. Contact the Research Office for more information. Maternity leave conditions for staff: www.usyd.edu.au/personnel/policy/.
Notification of Maternity/Paternity will also need to be given to A/Prof Mary Collins in writing.
Postgraduate Research Support Scheme (PRSS)
It is a scheme introduced by the University in 2001 to provide direct support for currently enrolled postgraduate research students. Under the scheme, funds are allocated to Schools or Departments (in some cases Faculties) based on their higher degree research enrolment figures in the previous year. The funds are not allocated directly to the students but are awarded by Schools or Departments to eligible applicants on a competitive basis according to the University’s general guidelines. Selection committees will consider (1) quality of the applicant and track record relative to opportunity and stage of candidature, (2) demonstrated need for funding, and (3) priorities, if any, placed on the different expenditure categories by the School of Department. In 2008, the total allocation is $1.14 million.
Application Form 2008 (Doc 60KB)
Information for students 2008 (Doc 102KB)
Closing Date: 31st July 2008
Payment of Scholarships etc
If you have a scholarship, part of your paper work from the Scholarships Office should have been a form for the pay office. If you have filled in what you think are the appropriate forms, but money doesn't start arriving, something may have gone astray.
Contact Carmen Ng (x14466), Manager of the Scholarships Office to sort out the problem.
Research Office - General Information
This office deals with all research scholarship enquiries, applications for scholarships and ongoing matters relating to research scholarships. All negotiation with your funding body should be dealt with by the Research Office, although it has been found in the past that dealing with the funding body directly can be a far more effective way of gaining accurate information! Don't be afraid to phone or write to them if the information you are getting from the Research Office seems wrong. Always make sure that any information you get from the office is in writing and if you make phone enquiries, write down the name of the person that gives you the information.
The Research Office web page is http://www.usyd.edu.au/reschols/. This gives you information about current scholarships and research opportunities. You should also check the Bulletin Board, which is part of the weekly campus newspaper The University News, available in union buildings and in the Department.
Main Quadrangle (A14)
Telephone: 9351 3250
Fax: 9351 3256
Email:
Opening hours 9am-5pm, Monday to Friday
Postgraduate Student Handbook
This is available on the web at http://www.usyd.edu.au/fstudent/postgrad/study/pub/handbooks.shtml and has many useful tips. You should have a good look at this, particularly the chapters on supervision.
Security
Security Services are located in the Griffith Taylor Building. They arrange, parking, access to buildings, and deal with instances of theft, lost property, emergencies, etc.
If you require access to the building over a weekend or after hours and you do not have your own keys with you, you will need identification (Student ID card) to verify yourself.
See also 'After Dark on Campus' above.
EMERGENCIES ONLY, phone Security Services on 9351 3333.
SUPRA (Sydney University Postgraduate Representative Association)
Located in Building L02B
Carillon Avenue, which is next to the roundabout on Missenden Road.
SUPRA Website: http://www.usyd.edu.au/supra/
Phone: 9351 3715
Fax: 9351 6400
This organisation is concerned with the welfare and interests of postgraduate students. As a postgraduate student, you are required to join SUPRA, and fees are paid when you enrol. SUPRA do lots of useful things for postgraduate students, for example they have produced a booklet called "Practical aspects of producing a thesis at the University of Sydney". This booklet contains helpful information about putting your thesis together, as well as giving a long list of references about thesis writing and research skills. They also hold thesis writing workshops every year which are free to members (contact them for details).
SUPRA puts out a Postgraduate Survival Manual which contains information on support services for students such as accommodation, the University Health Service, counselling, loans, childcare, the Koori Centre, international student services and just about anything else you might want to know. You should be sent a copy of this when you enrol. If not, contact them for a copy.