DEPARTMENT OF PSYCHOLOGYSCHOOL OF PSYCHOLOGY, PSYCHIATRY AND PSYCHOLOGICAL MEDICINEMONASH UNIVERSITY
2003 Created and Maintained by Department of Psychology Postgraduate Research Students CONTENTSDepartmental Contact ListIntroduction Things to do for new students Alphabetised List of Important Information Candidature Confirmation DEPARTMENTAL CONTACTS
INTRODUCTIONFirst introduced in 2003, this information booklet has been developed by current research students to cover information they believe is relevant to both new and continuing PhD/DPsych students in the Department of Psychology, Clayton Campus*. The information contained within is designed to be read in conjunction with your degree handbook (developed by the School of Psychology, Psychiatry and Psychological Medicine) as well as the University's Doctoral Handbook. While all care has been taken to ensure that the information contained in this booklet is correct at the time of printing each year, you should keep in mind that changes can be made at any time. Should you have any comments or suggestions, please send them to the department's Postgraduate Student Representative (contact details on page one). * Please note that a Caulfield Campus version of this booklet is available. THINGS TO DO FOR NEW STUDENTS(A few of these points will probably be of interest to continuing students as well…)
Please note: If you were previously an undergraduate student at Monash your old student account will not enable you to log on to departmental computers (except 1st Floor undergraduate computer labs). To log onto departmental computers, you will need to have a 'Staff/Postgraduate Student' computer account. ALPHABETISED LIST OF IMPORTANT INFORMATIONCANDIDATURE CONFIRMATIONAll PhD and DPsych students are initially enrolled as a probationary candidate for the first 12 months of their degree (or 24 months part-time). However, DPsych students enrolled in 2004 onwards will have an 18 month probationary period. At the end of this period students must have satisfied both departmental and university requirements to have their candidature confirmed. You should keep in mind that in order to confirm your candidature at around this time you will be expected to:
CANDIDATURE PRESENTATIONSThrough-out your candidature you will be expected to make several presentations to the department. After your probationary period you will be scheduled to make a 30 minute oral presentation which will form part of your Candidature Confirmation. At around the end of your second year (equivalent full-time) you will be asked to make a poster presentation to the department, however you may elect to make another 30 minute oral presentation instead. Please note that the department will NOT fund production of posters for this purpose. In your final year of candidature (or after submission of your thesis) you will again be scheduled to make an oral presentation, this time one-hour in length. Aksone Chounlamountry will send a letter/email notifying you of the time/venue of your presentations in advance. CHANGING PERSONAL DETAILSIf you have a change in your personal details (ie name, address, phone etc) make sure you change your details via the Web Enrolment System (WES) https://my2.its.monash.edu.au/wes/ AND notify the following of that change:
COMPUTER JOB-DESKShould you have a problem/question or request in relation to computers (hardware and/or software) within the department, please log onto 'Job-Desk' to record your fault/request by going to the Psychology homepage (http://www.med.monash.edu.au/psych/) and clicking on the 'Job-Desk' link. Once lodged, Alex Czerwinski, Michael Schrapel or Indu Balasubramaniam will send email confirmation and reports on their progress. Please note that they will only respond to jobs that have been lodged via this system. COMPUTER SOFTWAREStudents are able to gain access to university software through Monash campus computers, however, only some of this software is available for students to put on their own computers. There are some programs that can be downloaded from the Psychology web-page (ie. Adobe Acrobat Reader, Microsoft Office Suite): http://www.med.monash.edu.au/psych/subject/resource/viewers/. For other programs (such as Endnote - a reference manager program that will create APA style reference lists from your document automatically) you should contact the IT department through the Computer Job-Desk. Please note: SPSS is NOT available for students to load onto their home computers. CONFERENCES - TRAVEL GRANTSKeep in mind that there are various sources of travel grant funding when presenting at conferences, both Australian and International. You will need to ensure that you apply for these grants once you have been accepted at the particular conference, but BEFORE your intended date of travel. You should also keep in mind that approved funds will not be given to you up-front, you will be reimbursed upon presentation of a Tax Invoice to Connie Bernaudo. University Level: At the university level, two rounds of travel grants are offered each year (February and August), you should check out the following website for links to information and an application form: http://www.monash.edu.au/phdschol/schols/other.html. For departmental advice on your application for this travel grant, see Aksone Chounlamountry. School Level: In addition, The School of Psychology, Psychiatry and Psychological Medicine offers similar travel grants, with no yearly deadline, see the staff website for links to Student Travel Grant guidelines and application form: http://www.med.monash.edu.au/psych/staff/. It is advised that you try and apply for the university level grants (as well as other funding sources), and if unsuccessful (or ineligible) then proceed to apply for the School level grants. For advice on your application and other funding sources, see Aksone Chounlamountry. Tip: For the 'School Level' application - Students requiring departmental funding for posters to be presented at conferences must put this in their initial application. Note: Only up to $150 of funding will be approved for such a poster. DEPARTMENTAL VEHICLEFor students undertaking research which requires transport of equipment or patients/participants off-campus, a departmental vehicle may be used by students for this travel. Departmental policy is that probationary licence holders are not permitted to drive the car. No alcohol is to be consumed while in charge of the car and smoking in the car is not permitted. All fines incurred by the driver (eg. parking, speeding etc) are to paid by the person booking out/driving the car. The use of this vehicle must first be approved by your supervisor and funding for this travel (at 40c/km) must also be approved through a Funding Request. Bookings for use of the vehicle must be made well in advance through Vivian Lu or Elise Berry. Upon making a booking you will be required to produce relevant licence details as well as your age - to be recorded by Vivian Lu. DOCUMENT DELIVERYThe Document Delivery Unit (part of the Monash library), known as DocDel, provides Monash researchers with materials not held locally, by requesting items on their behalf from other libraries. Supplying libraries are chosen from within Monash, within Australia, or from overseas. Some items are supplied as loans, while others are supplied as copies to keep. In order to be able to use this service you must first register by printing off the registration form (http://www.lib.monash.edu.au/docdel/newregform.html) and faxing the completed form to the library. Once registered, you will receive passwords, and can send your requests electronically (http://www.lib.monash.edu.au/docdel/elecrequest.html). However, before making a request you must ensure that you check that the item is not held in Monash libraries (see Voyager catalogue: http://library.monash.edu.au/). More information on using the Doc-Del service can be found at: http://www.lib.monash.edu.au/docdel/. Tip: If you are requesting a doc-del to be delivered to the department please include your course (ie. PhD or DPsych) as part of your name so that it can be more readily identified as yours. ENROLMENT (CHANGES TO CANDIDATURE/ADDING UNITS/QUERIES)The first place students should check when wanting to make a change to their enrolment is the Monash Research Graduate School (MRGS) web-page: http://www.monash.edu.au/phdschol/forms/. From this page you will find links to various change in candidature/scholarship forms (ie full-time to part-time, intermission etc). If you can't find what you are looking for on this page, or have any administrative queries related to enrolment, then please see Aksone Chounlamountry. ENVELOPESInternal Mail envelopes: Students are free to use Monash Internal-mail envelopes when sending material between departments and campuses. These envelopes can be obtained from the General Office (Room 403, Fourth Floor Building 17). Simply cross out the last used address and indicate the name, department and campus of the person you are sending to in the next address field. Psychology envelopes (postage paid): Students may use these postage paid envelopes for sending research related materials and, if you only need a few at a time, they can be obtained from Elise Berry - DO NOT help yourself. Please note that these envelopes must be posted from within the university to be 'postage-paid'. If you are intending on doing a bulk mail-out, you should order the required number of envelopes in your Funding Request. Cheryl Roberts will contact you once your order has come in to pick up your envelopes. Tip: Try to submit your funding request at least three weeks prior to when you'll need these envelopes. Reply-Paid Envelopes: For students doing survey mail-outs etc, where a reply-paid envelope is needed, you also need to order the required number of these through your Funding Request. There are three sizes of reply-paid envelope, so ensure you request the most suitable one for your needs: DL (or business size envelope)C5 (or A5 size envelope) C4 (or A4 size envelope) Again, try to leave around three weeks between submission of your funding application and the date you will need these envelopes. Cheryl Roberts will contact you to pick these up when they have come in. Tip: Make sure you put your name and supervisor's name on the reply-paid envelope before sending - this will enable the returns to be identified as yours when they come back. FUNDING REQUESTSApart from stationery expenditure (through the Science Store - see point 7 in Things to do for new students) ALL other expenditure to be covered by the Department must first be approved through a funding application. This application should cover all of the costs associated with your research (ie. subject payments; printing/photocopying of explanatory statements, consent forms, questionnaires etc; purchase of new psychological tests and response forms; postage for mailouts; etc etc). Students need to submit a funding application for EACH year of their candidature and funds not used in the previous year will need to be re-applied for. There is no specific date for funding applications to be submitted, but remember, any expenditure without prior approval will NOT be covered. Funding applications can be downloaded from http://www.med.monash.edu.au/psych/staff/resource/. You will need to submit your completed application to Cheryl Roberts. Once assessed, you will receive a letter detailing what has and has not been approved. Where possible, Cheryl will then order and package together all materials in your funding request (eg. envelopes, test booklets etc) - you will be contacted to pick these up when ready. Any expenditure approved in your funding application that cannot be ordered by Cheryl in this fashion (eg. subject payments, food etc) will be refunded by the department upon submission of a Tax Invoice to Connie Bernaudo. LETTER-HEADMany students will need to use the department's letter-head during their candidature (eg. for official letters etc). If you only need a few pages at a time, they can be obtained from Elise Berry. If you are in need of a large amount of letter-head you should contact Cheryl Roberts. Cheryl will photocopy any requested number of explanatory statements etc onto letter-head (as long as that photocopying has been approved in your funding application) - please try to allow her one week to do so. MAIL (OUT-GOING)Outgoing mail can be posted at the General Office (Room 405, Fourth Floor Building 17). You can send personal mail from this box as well, but you must use your own stamp (not the Psychology postage-paid envelopes). If you are sending information to another department or campus you should do this in an Internal mail envelope (see Envelopes) - available at the General Office. If you are sending a bulk mail-out (eg. surveys), it would be appreciated if you could bundle these in groups with elastic bands as this makes it easier for pick-up. Tip: If you feel that your mail-out will be too much for the mail-box on at the General Office, you may post them at the mail-boxes on the ground floor, but ensure that mail to be delivered outside Monash is placed in the 'External' mail box (a key can be obtained from Elise Berry). Otherwise, you can take your mail directly to the University Mailroom (Building 40). MAINTENANCEAny problems in the Biology Building (17), such as flickering lights, lifts and doors jamming etc, should be reported to Vivian Lu. Mechanical repairs of equipment should be directed to Richard Hobbs. PARKINGFor Students: Student parking is available on the campus. You are able to purchase a permit for the Blue areas for around $77 (this price may vary from year-to-year), however, the cost of this parking will NOT be covered by the department. Permits can be purchased for the next year from mid-November in the Alexander Theatre Box Office. There are a limited number of permits available, so you should try and buy one as early as possible. For Participants: If you are undertaking research which requires external participants to drive to the campus, you need to arrange a day pass or yellow-parking permit by seeing Vivian Lu. PHONESPostgraduate students may use the phone located in the Postgraduate Computer Laboratory (Room 646, 6th Floor Building 17). In addition, students who have space within the department may also use phones located in these rooms. All Monash campuses are linked via an internal-phone system. Calls can be made from outside the university directly to these phones by simply adding '990' in front of the 5 digit internal number. From within the department you must dial '0' to get an outside line. Local calls from within the department should be kept to a minimum (with large amounts of calls needing to be listed on your 'Funding Request'). Please note that phones for use by Postgraduate students do NOT have STD/Mobile access. If you need to make such a call you will need to first gain permission from your supervisor. Then, to make the call, dial '9' to get the university operator, who will request the name of your supervisor before dialling your requested number. PHOTOCOPIER ACCESSLibraries: On-campus library photocopiers are available for use by students through your ID card (or by purchasing a photocopy card from the machines located in each library). Please note that the cost of photocopying articles for your research is NOT covered by the department. Department: Photocopying of materials related to research (ie consent forms, questionnaires etc) can be done on the departmental photocopy machine located on the 6th Floor (NB. Students are NOT to use the other photocopy machines within the department). To use this copier you will need to obtain a Photocopy Code from Connie Bernaudo/Richard Hobbs. Only photocopying covered in your approved funding application should be done on these copiers - you will be charged for any copying over this amount. Large printing jobs should be done through Print Services. PIGEON-HOLES/IN-COMING MAILAll incoming mail for people in the department are delivered to their respective pigeon-holes in the General Office (Room 403, 4th Floor Biology Building). Feel free to leave material for staff and students in their pigeon-hole (make sure you place it in an internal-mail envelope with their name). DPsych students are each given a drop-file for delivery of mail. PhD students' mail is delivered to their communal pigeon-hole, however, those who are tutoring within the department may be given a separate pigeon-hole for receiving assessment for marking. If you are expecting a large amount of mail (eg. questionnaire returns) you should organise a box with your name and take this to Elise Berry. POSTERSThroughout your candidature you will present at least one poster to the department and perhaps others at conferences (national and international). The departmental posters are part of your degree requirements (see Candidature Presentations) and you are reminded here that the cost of producing these posters will NOT be funded by the department. Posters that you present at National and International conferences however, may be funded by the department/university through a Conference Travel Grant or perhaps money from your RIS account. Such posters may be produced through the Monash University service, Medical Illustration. For information on this service and tips for producing professional posters see their website http://itm.med.monash.edu.au/photo/Services/OtherServices/poster.cfm. Of course, these posters can be quite expensive, so we don't recommend this for your departmental presentation/s (just cardboard and printed pages will do for that). POSTGRADUATE STUDENT REPRESENTATIVEThe position of Postgrad. Rep. is passed on year-to-year, usually to a more senior research student. It is the Postgrad. Rep's responsibility to update this handbook at the beginning of each year and distribute to students. As Postgrad. Rep., this student sits on the Graduate Studies Committee where they can feedback any of your concerns/queries to academics and administrative staff. In addition, they will organise various social activities for the research students throughout the year. Should you have any questions or concerns (particularly those you feel only another student can answer) please do not hesitate to contact your Postgrad. Rep. for this year - see contact details. PRINTING- COMPUTEROnce you have a Staff/Postgraduate Student account (see point 2 in Things to do for new students) you will be able to log onto the computers in the Postgraduate Computer Laboratory (Room 646, 6th Floor Building 17) and print (free-of-charge) to the printer in that room. Students allocated a computer should also be able to print to departmental printers within Building 17, free-of-charge. PRINT SERVICESFor large amounts of printing, students should send their request via a print requisition form. Of course, this needs to be authorised by your supervisor and funding approved prior (see Funding Requests). For advice and assistance in using this service please see Cheryl Roberts. PROGRESS REPORTSEach year you will be required to submit a progress report to the Monash Research Graduate School. Continuation of candidature and, where relevant, scholarship tenure is conditional upon the receipt of a satisfactory report. You should keep in mind the type of information that the report form will require you to provide (eg. a summary of your research progress, a time-table for finishing your research, details of conference participation, details of publications and any difficulties you have encountered). The report form should be sent to you with enough time to complete and pass to your supervisor by the date indicated on the form (usually around July-August). Should you have any queries regarding this process please see Aksone Chounlamountry. PSYCHOLOGICAL TEST LIBRARYThe department has an extensive test library from which students are allowed to borrow. A complete list of tests held at the Clayton and Caulfield campuses can be found at: http://www.med.monash.edu.au/psych/staff/. Should you wish to borrow a particular test you should email your request to the appropriate campus contact (listed below). Please include your Name, ID number, Course and test required. Once your request has been processed you will be notified of how to pick up the test (usually from the general office at that campus). Please remember that you will need to have organised the purchase of the correct response forms for each test prior to administration (through your Funding Request). CLAYTON: Cheryl Roberts (Manager, Research and Teaching Services) RESEARCH INCENTIVE SCHEME (RIS)As a means of encouraging grant applications and publications, the School Research Committee has established the Research Incentive Scheme (RIS). The School Research Incentive Scheme (RIS) will provide incentives for:
Both academic staff and graduate students are eligible to earn funds through the RIS. The funds will be placed in a RIS account and can be used for any legitimate research purpose (eg., payment of research staff or subjects, purchase of equipment or maintenance items, conference travel, registration, and subsistence expenses) authorised by the Head of Department (HOD). The funds provided to a graduate student under the RIS can be used to supplement any grants made to that student under the Travel Grants Scheme (see Conferences - Travel Grants) or for conference travel not supported by a Travel Grant. For more information on RIS see the links from the Psychology staff page (http://www.med.monash.edu.au/psych/staff/) or speak to Michelle Yao. SAFETYBelow are some important points regarding safety issues within the department/university. For more information and an induction package, please see the department's Safety Officer - Cheryl Roberts. Evacuation: The Biology Building (17), as with all buildings on the campus, have installed an emergency evacuation system. If an alarm has been activated the Building Warden will sound an Alert Tone (intermittent beeping). The sounding of the Alert Tone does NOT mean you have to evacuate immediately, wait for further instructions. If an emergency exists then an Evacuation Tone (whooping noise) will be activated followed by instructions from the Building Warden to evacuate. In such circumstances you are to: leave the building by the nearest marked exit (use the stairs, NOT lifts) and assemble at the front of the building. First Aid: First Aid Kits within the Psychology Department (Clayton) are located at the southern end of floors 4, 5 & 6, and in the corridor near the 1st floor computer labs. All kits have contact details of trained First Aiders. Hazard/Incident Reporting: All accidents/incidents (ie. hazards, injuries, vehicle accidents etc) involving departmental staff, students or property must be reported to the Safety Officer (Cheryl Roberts) as soon as practicable. Security: If you are a victim of or witness to a crime, or if you see any suspicious activity on campus, contact Security immediately on (03) 9905 3059 (extension: 53059) during business hours. In an emergency, dial 333 on any internal telephone. SCHOLARSHIPSWe advise that you take advantage of the scholarship bulletin provided by the Monash Research Graduate School (http://www.monash.edu.au/phdschol/schols/bulletin/), especially for those not already on university based scholarships. In addition, you could also try JASON which is a national database of postgraduate scholarships for Australia (http://www.jason.unimelb.edu.au/). SEMINARS AND WORKSHOPSThere are many seminars and workshops that you can take during your candidature, the most applicable of these can be found from the Monash Research Graduate School) and Monash Postgraduate Association) homepages. SESSIONAL TEACHINGIf you are looking for some work you might like to think about tutoring in the department. For information and application forms see Connie Bernaudo. STATISTICAL CONSULTING SERVICEIf you have a statistical problem that you need help with you may like to try the statistical consulting service for research students (funded by the Monash Research Graduate School and provided jointly by the Department of Econometrics and Business Statistics and the School of Mathematical Sciences). As a research student you are eligible for up to 10 hours of free help over your candidature (you can have longer than this, but you will be charged an hourly fee). For more information on this service see: http://www.monash.edu.au/phdschol/aboutus/statcons.html. TAX INVOICESIn cases where you have paid for approved expenditure, like that approved in your Funding Request or Conference - Travel Grant, to be reimbursed for this money you must produce a tax invoice to Connie Bernaudo. Please remember that a tax invoice must CLEARLY show any GST that forms part of the bill. If the company does not charge GST their invoice must state, "We are not required to collect GST". Please ensure all receipts/tax invoices have this information or else your reimbursement will be delayed. TEA ROOMThe department's Tea/Common Room (Room 652, 6th Floor Building 17) is available for staff and postgraduate student use at tea breaks and lunchtime. Boiling water and filtered drinking water is provided as well as a microwave oven, refrigerator, dishwasher and storage cupboards. Any items placed in the fridge must have your name and the date on it (pens, paper and elastic bands are provided) or they will be thrown out. You must also ensure that all dishes/cutlery used is either washed & dried or placed in the dishwasher. We recommend that you bring your own mug/plates/cutlery (labelled) to make sure you always have a set to use. In addition, it should be noted that the department does NOT provide tea/coffee milk or sugar - you are best to bring your own (make sure to label it well!). THESIS PRODUCTION/BINDINGInformation on formatting and binding of your thesis can be found at the Monash Research Graduate School (Building 3D, Clayton Campus). Please note that the department will NOT cover binding costs for production of your thesis. However, for those students on an APA or MGS scholarship you should keep in mind that you can apply for reimbursement of binding costs through the MRGS. |