Applicants

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FAQs

Below are answers to the most frequently asked questions by applicants. Click on the question to expand and read the full answer.

 Which browser works best with the application system?

All browsers are supported, preferred browsers are Chrome, Internet Expolorer (IE) and Safari

 I am an agent and want to submit an application on behalf of a client

As an email address may only be used ONCE to register in the system as an applicant and to lodge an application, agents are advised to either:

  • use the applicant's email address to register as a user and submit their application, or
  • ask the applicant to lodge the application and send hdr.admissions@mq.edu.au an email stating that you are the applicant's agent.

The system will prevent an email address from being used more than once to perform a registration as an applicant.

Correspondence containing registration details and application submission acknowledgment will be sent to the applicant's email address.

The Higher Degree Research Office will process the payment to the agent upon admission of the candidate into the program.

 What username and password do I use to log in?

The username and the password are initially provided by the system. These are sent to you by email once you have completed the registration process. You will need to use these credentials to log back into your application. Check your spam filter if you have not received the email from norelpy@mq.edu.au . Use the login details (username, password) provided in the registration email. When you log in, you will be asked to change your password. You must write down the password as you will not receive an email confirming the new password. Use the username and password to subsequently login. If you have forgotten your new password, click the "forgot my password" link in the login screen. You will be asked to provide some personal details, after which a request will be sent for a password. You will be sent a new password within 2 business days.

 I have entered my username and password and have been locked out

Click on the “forgot my password” link in the login screen. This will direct you to send an enquiry to help@mq.edu.au You will receive an auto reply from help@mq.edu.au with your ticket number. A new password will be issued to you within 2-3 business days.

 I cannot use my email address to register my application
Any email address can only be used once to register. This is because the system checks for existing applicants (email address) to prevent the creation of a duplicate record. So you will only ever be able to enter one application using your email address.
Any applicant encountering the "existing applicant" problem should check their email inbox and spam filter to retrieve the registration email details containing the user ID and password and then log into the application portal to continue their application.
 I did not receive an acknowledgement of registration

The username and the password are initially provided by the system. These are sent to you by email once you have completed the registration process. You will need to use these credentials to log back into your application, however you can proceed from registration directly into the application without needing to login.  If you did not receive the registration email, check your spam filter for an email from noreply@mq.edu.au.

 How can I view my application?
  1. Login using your user ID and password. Go to the Application Summary section. You can view you application by  clicking  the blue "view" button.
  2. If you have registered but not selected a course to apply for, you will have no active applications listed.

    In this case, click on “Add new” or “Apply now”. You will be taken to a screen from which you can select a course and provide requested information.

 Citizenship and residency details

The meaning of the different answers to the question "Please indicate your current citizenship status" are explained below. Please select the option that describes you best.

Australian Citizen - this means that you are a holder of an Australian passport

New Zealand Citizen - this means that you are a holder of a New Zealand passport

Permanent Resident of Australia (but not an Australian citizen)- this means that you have an Australian Permanent Residency visa in your country of origin passport

Holder of a Permanent Humanitarian Visa- this means that you have an Australian Permanent Humanitarian visa in your country of origin passport

Holder of a student visa, temporary resident visa or visitor visa, or intend to apply for one of these visas- this means that you are not an Australian Citizen, New Zealand Citizen or Permanenent Resident of Australia and you intend to come to Australia for your studies.

Overseas student intending to study outside of Australia- this means that you will not be coming to Australia to study, because all of your study will be done "by distance". This option is not available for many of our courses and if it is available, it may require special approval.

 I cannot find a course

You can type the name of the degree or its abbreviation in the main search field once you have registered your application. For example, type: PhD, MPhil, MRes, BPhil, Bachelor of Philosophy, Master of Research, etc.

You may also type in a keyword in the main search field, for example: chemistry, biology, economics, literature, medicine, psychology, health, etc.

Currently the online application portal caters only to research study applicants. To find out how to lodge a coursework application, please visit coursework study webpages

 

 I don't know how to select a course

Type in the name of the degree or area of study, for example type MRes for Master of Research or sociology to see degrees offered in sociology. if you are an applicant to the Macquarie Graduate School of Management , type in MGSM to see a list of relevant degrees.

 How do I apply for another course/degree?

Once you are registered as a user you can submit more than one application without needing to submit all of your personal details for each application.  Go to the Application Summary section and click on “Add new” or “Apply now”. You will be taken to a screen from which you can select a course and provide requested information.

 I can’t save my application?

Common reasons:

  1. Error message: An error message may display if you did not answer all mandatory questions or uploaded mandatory documents. Go back and ensure all mandatory information and documents are provided.

  2. Document upload: Sometimes an application cannot be saved unless the documents are uploaded correctly, or unless all mandatory documents are uploaded into the application. Check that you have correctly followed the steps for uploading a file/document into the application:

    1. Click Upload a new file

    2. Click Choose file

    3. Select the file and click Open

    4. Confirm that you can see the file name within the application screen.

    5. Click the blue button Upload File(s)

    6. Your file will now appear in the application as a hyperlink. Click on the hyperlink to check if you can open it. If yes, the document is properly uploaded. You are now able to proceed with the application.

    If you are unable to provide mandatory documents for your application, see Don’t have required documents/information available.

  3. Mandatory questions: If you have registered as a user and received an email confirming your registration, check that you have answered all mandatory questions (marked with a red asterisk *). You also need to provide at least your Family name and a contact phone number. If you do not have all mandatory information and documents available, see Don’t have required documents/information available.

  4. Don’t have required documents/information available: Unless you have provided all mandatory information, you will not be able to submit your application. If you do not have the required information or documents handy, you have these options:

    1.  Save the application by clicking "Save" and return when you have all documents.

    2. Change an answer so that you are not required to submit a document.  You may add this document to the application when you have it ready. Just log into your application, go to the application summary screen and click “add document”.

  5. Session has expired: A prompt will appear to warn you that your session is about to expire. If you do not save your application by clicking the blue SAVE button you may lose some of the contents of your application. Please log in again to complete it.

  6. Registration incomplete: Unless you complete your registration, you will not be able to proceed with your application. Your registration is complete if you have received the message on screen: "Congratulations! You have successfully registered" and a registration email containing your login details has been sent to you. If you have seen the successful registration message on the screen but have not received the registration email with login details from MQ email address noreply@mq.edu.au, please check your spam filter.

  7. Document disappears after attaching it: Refresh the page in your browser. It will reload and all of the correctly uploaded documents and correctly input information will be saved. Check if any documents are missing and upload them correctly.  It is best to try to upload documents in order of questions asked.

 PhD scholarship referee reports

Scholarship applicants are asked to provide referee reports in requirement No. 7 of the online application.  As these referee report process has now been changed and the referee reports are confidential and sent to hdr.admissions@mq.edu.au by the referees directly, applicants are NOT expected to upload them into the online application. Please upload a statement that you have requested the referees to provide their reports by email directly to the application processing office instead.

 I don't have the necessary documentation right now. Can I still submit my application for consideration?

Unless you have all of the mandatory fields filled out in the application, you will not be able to submit it. If you do not have the required information or documents handy, you have 2 options:

1.       Save the application, note down your application login details and return when you have all documents.

2.       You may be able to change your answer so that you are not required to submit a document (see Orange warning message about change of further application requirements). You may add this document to the application when you have it ready. Just log into your application, go to the application summary screen and click “Add document”

 Mandatory Fields information

Family Name/ first name: If you do not have a fist name and/or surname and only have one name, put this name in the family name and a dot ( . ) in the first name field.

 Phone number: You need to provide at least one phone number for your application to be able to be submitted. It would help us if you gave the country code and area codes (in brackets) followed by the phone number.

Address: Address line 1 and country is mandatory for overseas applicants.

Highest level of participation: Please provide details of the highest qualification attempted or completed. You may answer none if you are applying for entry based on non-academic criteria.

Previous study details: This section asks for the details of all your previous education above secondary level, whether it was completed or not. Please provide as much detail as possible.

Institution name: Provide full institution name, no abbreviations.

Qualification name: Provide full qualification name, as stated on your transcript.

Degree type: Select corresponding degree type from the drop-down list.

Aboriginal or Torres strait islands status: Question for Australian citizens only. Please provide details of your cultural background.

Disability details: This question is optional; you may provide us with details of your disability so that we can arrange special assistance for you if required.

Cotutelle/ Joint PhD: This is a special arrangement for candidates of the PhD program where candidates who have secured a supervisor at MQ and a supervisor at another partner university have had a study agreement approved by both universities.

Discipline area: If an exact match for my research interest discipline does not appear in the drop down. Please select a discipline that is related.

Supervisor name: Look up the research interests of academics who are registered to supervise research student projects. You may find a list of registered academics here: Macquarie University Supervisory Register MQSR. Select academics whose areas of specialisation are most closely aligned with your research interest.

Offsite research: Students who plan do study off site must provide an offsite statement unless they are approved Cotutelle or Joint PhD students.

Percentage value of thesis: For percentage of thesis divide number of credit points awarded for thesis by total credit points of degree. For example, if you received 8 credit points for the thesis out of a degree which had a total of 72 credit points, then the percentage of thesis will be 11%.

Grade obtained for thesis: You may have received a grade for your thesis, please provided this information to us. If your thesis received an ungraded pass, please write "pass".

Thesis examiners: Thesis examiners who are part of your university are internal examiners. Examiners who are not from your university are considered external examiners. A thesis may have been examined by either internal and external examiners; or just internal; or just external examiners. If you have had no internal or no external examiners, please answer “0” to the question about the number of examiners.

Transcript: An Academic Transcript is an official record of the study you have done. It will contain course completion or graduation details, your major area(s) of study, units of study and codes, all recorded grades and marks and the recorded value per unit.

Translation of transcript or other official documents: This is an translation prepared by a certified translator.

Reverse side of transcript: The back of the transcript provides information about marks/grades which is used in the application assessment process. It is essential that you provide this information to us.

Average grade /overall score: Grade points (out of maximum attainable). Overall score is the average score achieved in your degree.

GPA: Grade Point Average.

Credit points: Each unit has a credit point value. Overall credit points of a degree are the sum of all unit credit points.

Publications: Please provide details of academic, peer-reviewed publications only. Publications must be accepted for publication or published in order to count towards eligibility for candidature or scholarship.

Impact factor as at date of application (if available): An impact factor may be provided (if available) as well as the name of the impact factor report or source and hyperlink to the source website.

Save button/saving an application: 

  1.  As you progress through the application it is advisable that you frequently click on the save button to save the contents of your application. If your documents are not saving into the application, you most likely attached the documents to the application but did not press the Upload File button to save it permanently in your application. For more information see Document upload.
  2. If you have followed the process and you are still unable to save the application, check any error messages that you have received. Check that you have answered all mandatory questions. If this does not work check if your session has expired- if it has, you will be required to log back into the application. To find out how to do this, see your registration email with the details of your username and login. Write down your new password for your reference as you will not be sent a notification containing your new password.

Saving a document into the application: As you progress through the application it is advisable that you save supplied information by clicking on the save button. If your documents are not saving into the application, you most likely attached the documents to the application but did not press the Upload File button to save it permanently in your application. For more information see: I can't save my application.

 Funding arrangement
If you are applying for a scholarship not funded through Macquarie University, type "I'm applying for a scholarship" and provide the name of the scholarship.
If you are applying for a Macquarie University scholarship you may state how you will support yourself in the event you are not successful in securing a scholarship.
 IELTS score
IELTS results: if you are unable to put decimal points for your IELTS score please use 65 for 6.5 and 70 for 7.0 and so forth.  Please also upload a copy of your IELTS result as we will need to verify them.
 Thesis information (undergraduate and postgraduate)

If you have not completed your thesis yet, put a comment in the box under "Name of degree which included the thesis" by what date you expect to be completing the thesis.  If you have not completed your thesis yet please put the required number of words (or approximate), and the number of external and internal examiners involved.

 Warning messages

I get yellow warning message about change of further application requirements: You must click the yellow “Confirm” button if you want to change your answer to the initial question. This will enable you to proceed with filling out your application. If you do not want to change your answer, click “Cancel”.

Applicant Transferring from Another Australian Institution: If you are planning to transfer, you need to provide a statement of about the consumed effective full time study load from your current university.

Provide the names of all authors (in order of contribution): The assessors will need to know who is the principal author of the publication, and the contribution of each author to the publication.

Impact factor as at date of application (if available): The impact factor of an academic journal is a measure reflecting the average number of citations to recent articles published in that journal. It is frequently used as a proxy for the relative importance of a journal within its field, with journals with higher impact factors deemed to be more important than those with lower ones.

ISSN/ISBN: An International Standard Serial Number (ISSN) is an 8-digit code used to identify newspapers, journals, magazines and periodicals of all kinds and on all media–print and electronic. The International Standard Book Number (ISBN) is a unique numeric commercial book identifier based upon the 9-digit Standard Book Numbering (SBN) code

Misconduct declaration: If you are or have been under research misconduct you will have to upload a statement providing further details about the misconduct

Additional documentation: You may wish to provide additional information in support of your application by uploading it in this section.

 I have a question about eligibility or application requirement, who do I contact?

For PhD/MPhil enquiries please visit PhD and MPhil FAQ or contact hdr.admissions@mq.edu.au

For MRES or BPhil enquiries please visit MRes General FAQs or contact mres@mq.edu.au

Contact information

Higher Degree Research Office

PhD/MPhil hdr.admissions@mq.edu.au

Research Training Pathway (MRes) mres@mq.edu.au

Hours:
Monday to Friday: 9.00am – 5.00pm

Address:
Level 3, Research HUB
C5C East, Macquarie University
NSW 2109 Australia

 View on campus map (select Research > Higher Degree Research Office)

 

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