You should organise your seminar and interview at least two months before your milestone due date.

  1. You organise a date, time and venue for milestone with the Review milestone committee
  2. You send your milestone written document and written feedback form to the Review milestone committee/Readers
  3. Chair sends all forms and feedback to you (the candidate) after the milestone meeting
  4. You submit an Attainment of Milestone request and upload a copy of the reports and outcome form, or request an Extension of Milestone.

Before your milestone

  1. Speak with your advisor and organise a review milestone committee
  2. Use ‘Doodle’ to find the availability of the committee members to attend the seminar and interview. Allow 1.5 hours duration for seminar and interview. Email the team as a group and ensure your Principal Advisor is copied into this correspondence.   Unless the PGC is required to Chair the meeting, it is not necessary to include the PGC in the ‘Doodle’ poll.
    1. Schools that have a set date and time for milestones will advise the candidate when their milestone is scheduled.
  3. Make a room booking. 
    1. Contact your HLO or Other school staff, or;
    2. Central Room Bookings
  4. When the booking has been confirmed, Ensure that you send a calendar invitation to the Review milestone committee.
    1. You can arrange a Zoom invitation for members unable to attend in person
  5. Prepare the written document and distribute it to the Review milestone committee at least two weeks before the seminar and interview.  Please include the written feedback from your previous milestone with the written document.  Feedback forms and the proforma are available on your School/Institute website or student page.
    1. A great tool to distribute your documentation is the UQ Research Data Manager, using the share by email or link function. 
  6. Feedback forms will be sent from the Review milestone committee directly to the Chair who will then provide the feedback directly to the candidate.
  7. Check the AV and technical requirements before the date of your milestone.

NB: candidates must complete the Research Integrity Module and register for an ORCID prior to their Confirmation milestone.

On the day of the seminar

  1. Take copies of your forms, and pens, for both you and the Review Milestone committee. 
  2. Make sure that the AV equipment is working properly. 

NB: If a Confidentiality Agreement is required, please prepare the Confidentiality Agreement and inform all attendees to sign it. Ensure this is uploaded with your milestone attainment request.

After your milestone seminar

  1. The Chair of the Review milestone committee will give all of the paperwork to the candidate and their principal advisor directly.
  2. The candidate needs to complete a request through their my.UQ (www.my.uq.edu.au). Either
    1. the online Request for Attainment of Milestone and upload the outcome document and provide a link to the RDM for the milestone documents; or
    2. the request for Extension of Milestone
  3. The online request then goes to your Principal Advisor for review, then to the PGC for endorsement, and finally to the Graduate School for final review and recording.

Roles

Supervisor

Candidate

Chair

  • Makes initial contact to ensure milestone committee members accept.
  • Ensures their candidate is prepared for the milestone
  • Supports and assists candidates where needed.
  • Organises a date, time and venue for milestone with the Review milestone committee
  • Candidate sends milestone written document and written feedback form to the Review milestone committee/Readers
  •  Candidate checks and prepares any technical requirements for the date in advance
  • Logs final outcome in myUQ with the attainment of milestone, or requests an extension of milestone.
  • Chairs the milestone committee
  • Ensures feedback is provided to the candidate and their Principal Advisor on time

Milestone Committee Members

  • Review milestone documents
  • Provides written feedback
  • Participates in milestone meetings, where relevant

PGC

HLO

Graduate School Dean

  • Monitors overdue milestones with HLO
  • Steps in if the milestone committee is delayed or the candidate/advisor/chair require advice.
  • Provides academic advice
  • Oversees selection of milestone committee
  • Endorses attainment or extension
  • Ensures due process has been followed before recommending reviews of candidature.
  • Provides advice about the administrative process to the candidate if needed. (where to find forms, etc)
  • Books a room, if required, after the candidate notifies of a date
  • Advertises milestone to candidates and advisors
  • Monitors overdue milestones with PGC
  • Considers reviews of candidature, if recommended by the PGC.