Annual Progress Report 2018


IMPORTANT NOTE

The 2018 Annual Progress Report (APR) Portal is now accessible for report completion.

If you experience login issues please contact Central IT on 02 9850 4357 for technical support.

Please contact hdrmanagement@mq.edu.au for all other enquiries.


*Data displayed within your APR is based on data captured as at 12 September 2018. Please note that variations processed to your candidature and or scholarship record after this date will not be reflected within this extracted data.


 

HDR Candidates – due by 2 October 2018

  • Before completing your report, arrange a mutually convenient time with your Principal/Acting Supervisor to review your progress during the past year and to discuss the progression plan for work to be completed in the next twelve months.
  • Discuss the annual progress review with your Principal/Acting Supervisor prior to completing the report, preferably in person. However, if face-to-face contact is not possible, please contact your Supervisor by email or telephone.
  • During this meeting with your Supervisor, you must review progress during the past year, and discuss the progression plan for work to be completed in the next twelve months.
  • To help you prepare for completion of the online Annual Progress Report 2018 you can find the questions that you will be asked at the following link; https://students.mq.edu.au/study/my-research-program/reporting. The questions are available in both PDF and Word format.
  • Log in to the 2018 Annual Progress Report using your Student ID (E.g. 40123456) to access the system. If you experience any difficulty with login issues, please contact IT Help Desk directly on 02 9850 4357.


  • Once logged in you will see your name under a heading 'Draft'. Click on your name.
  • You will then be able to see your Student ID and a drop-down box titled 'State' which will say 'Open'. On the left hand-side of the screen you will see a list of tabs which you are required to move through to complete.
  • When moving through the different tabs you can either click on the tabs located on the left-hand side or you can click the 'Next' button which is located at the bottom right side of your screen.
  • Please note, you can save your work at any time by clicking the 'Save as Draft' button which is located toward the top of the screen. Further, your information will automatically save when you click a different tab or when you click 'Next'.


  • You will receive a message in green at the top of your screen once the information has been saved. For example, once you have completed the 'Thesis Submission' information, you will receive the following notification.


  • Please note, the mandatory questions are identified with a red asterisk (*). Once the asterisk (*) goes grey, this means that you have completed the mandatory question.
  • Once you have come to the last tab titled 'Candidate declaration and Submit APR', you can click 'Submit'. You will not be able to click 'Submit' until all the questions have been completed.
  • Faculty HDR are able to unlock a student’s APR up until it moves to the Supervisor Review stage.
  • Before Faculty HDR can unlock a student’s APR, please have the students Supervisor email the Faculty HDR Manager and request that they unlock the students APR. 
  • If you have not completed all the mandatory questions, you will receive 2 error messages. The 1st error message will appear indicating the question(s) that are incomplete. You will need to click 'Close' on the error message and complete the incomplete question(s).


  • You will then receive the 2nd notification indicating each tab which contains incomplete questions. Please go back and complete the mandatory questions. Once you have competed the mandatory fields, you will be able to go back to the last tab titled 'Candidate declaration and Submit APR' and select 'Submit'.


  • Once you 'Submit' your answers, your responses will be LOCKED. You will not be able to edit your answers.
  • If you have submitted your report successfully, you will receive a system-generated email confirmation.

  • A system-generated email will also be sent to your Principal/Acting Supervisor for completion of their section in your report.
  • You can save and/or print a copy of your APR.
    • To save and/or print a copy of your APR log into the APR portal. On the home page, in the top right corner of your screen you will be able to see ‘Print my APR’. Select this function.
    • Your APR will open in a new tab. Please right click and save a copy of your APR and/or print a copy of your APR. You can also select Print on your browser, and select "Print to PDF" to save a copy.
  • If you want to save and/or print a copy of your APR that displays only your responses, you can do this at any stage whilst your APR is under review by your Supervisor, Departmental HDR Director or Faculty Associate Dean.
  • You will be advised by a system-generated email once your APR has been signed off by the Faculty Associate Dean (HDR). Once you receive this email, you will be able to save and/or print a copy of your APR that displays the responses from your Supervisor, Departmental HDR Director and Faculty Associate Dean.  
  • If you would like to view where your APR is up to in the APR process (for example if it is being re-viewedbythe supervisor, ADHDRetc), log back into the APR. At the top of the screen under the heading 'State' it will identify who is currently reviewing your APR.



Note: Make sure you retain a copy of your APR as it is required if you apply for a Post Graduate Research Fund application.

 


 

Principal/Acting Supervisors – due by 16 October 2018

  • You will receive an email to advise that an Annual Progress Report has been completed by one of your candidates.
  • Log in to the Annual Progress Report 2018 using your MQ ONEID (E.g. MQ21234567) to access the system. 
  • You will see the heading 'Supervisor Review'. This is a list of all the students who have completed their APR's and are ready for your review. Please click 'View all' located on the right side of the screen to view all the students who have completed their APR's.


  • Click on the candidate whose report you wish to complete and then review the students answers by going through each tab.
  • You will be able to begin your review by clicking on the tab titled 'Supervisor' which is located at the bottom left hand side of the screen.


  • Please note, you can save your work at any time by clicking the 'Save as Draft' button which is located toward the top of the screen. Please do this regularly as the page may time out. If the page times out your responses will NOT be saved. Further, your information will automatically save when you click on a different tab (located on the left) or the 'Back' button located at the bottom left of the screen.
  • Please note, the mandatory questions are identified with a red asterisk (*). Once the asterisk (*) goes grey, this means that you have completed the mandatory question.
  • If you have not completed all the mandatory fields, you will receive an error message like the picture below. You will need to click 'Close' and complete the incomplete question(s).


  • Please click the 'Submit' button when you have finalised your review. This is located on the bottom right side of the screen. Once you 'Submit' your answers, your responses will be LOCKED. You will not be able to edit your answers.

I have submitted my responses to my students APR but I wish to edit my response, what do I do? 

The deadline to submit my APR has passed and now the students record has been moved to ‘Closed Incomplete’, what do I do? 

  • If you do not complete the review of your student APR by the deadline (16th of October 2018), your students records will be moved to the ‘Closed Incomplete’ state. In order to have it reopened, you will need to log a Onehelp ticket using the below link. An APR IT Administrator will email and notify you once the APR has been unlocked. You will be able to find the APR under the ‘Supervisor Review’ heading on the home page of the APR portal.
    https://mq.service-now.com/onehelp/browse?sc=e0d08b13c3330100c8b837659bba8fb4&c=88b733ea6f3e71002d03b117eb3ee411
  • Once you have submitted your review, click on the Macquarie University icon located in the top right corner of the page to return to the home page.
  • On the home page, you will now see a heading titled 'Department Review'. This is a list of all the student's APR's you have completed the review for and who you've submitted for Departmental Review.



  • Please note: If you only had 1 students APR that was ready for 'Supervisor Review' and it has been completed, the heading 'Supervisor Review' will disappear. It will reappear once a new student has completed their component of the APR review process.
  • Once you have submitted an APR, a system-generated email will be sent to the Departmental Director HDR for completion of the next part of the process.
  • Following review by the Departmental Director HDR, a different recommendation can be made by the Director to the Faculty Associate Dean HDR.
  • You will be notified via a system email when your APR is ready to be downloaded as a PDF document.


 

Departmental HDR Director – due by 30 October 2018

  • You will receive a system generated email each time a Supervisor has completed the review of a student's APR. This means that the students APR is now ready for Departmental HDR Director review.
  • Log in to the Annual Progress Report 2018 using your MQ ONEID to access the system. 
  • You will see the heading 'Department Review'. This is a list of all the students who require Departmental HDR Director review.
  • Please note: If you are also a Supervisor, you will also see a 'Supervisor' heading. Please refer to the 'Supervisor' instructions when you are acting in this capacity.
  • Under the 'Department Review' heading, click on a student whose report you wish to complete.
  • Click on the candidate whose report you wish to complete and then review the students answers by going through each tab as well as the Supervisor's comments.
  • You are then required to add a comment under the 'Department review comments' section.


  • If you believe that a student's APR should be reviewed, under the 'Flag for' drop down box, you can select one of three options: Department Review, Faculty Review or Formal Review. Please note, this is not a mandatory question.
  • If you select any option under the 'Flag for' drop down box, the Faculty Associate Dean (HDR) will be able to view your recommendation and consider the suggestion. In addition, the Faculty HDR Manager will be sent a system generated email to notify them of the recommendation.
  • Please click the 'Submit' button when you have finalised your review. This is located on the bottom right side of the screen. Once you 'Submit' your responses will be LOCKED. You will not be able to edit your answers.
  • If you have submitted an APR but wish to edit your responses, please log a Onehelp ticket with an IT Administrator using the link below.
    https://mq.service-now.com/onehelp/browse?sc=e0d08b13c3330100c8b837659bba8fb4&c=88b733ea6f3e71002d03b117eb3ee411
    An APR IT Administrator will email and notify you once the APR has been unlocked. You will be able to find the APR under the ‘Departmental Review’ heading on the home page of the APR portal.
  • If you have not completed all the mandatory fields, you will receive an error message like the picture below. You will need to click 'Close' and complete the incomplete question(s). 

 

 

 



  • Please note, the mandatory questions are identified with a red asterisk (*). Once the asterisk (*) goes grey, this means that you have completed the mandatory question.
  • Once you have submitted your review, click on the Macquarie University icon located in the top right corner of the page to return to the home page.
  • You will now see a heading titled 'Faculty Review'. This is a list of all the student's APR's you have completed the review for and who will now be considered for Faculty Review.
  • Please note: If you only had 1 students APR that was ready for Department HDR Director review and it has been completed, the heading 'Department Review' will disappear. It will reappear once a Department HDR Director has completed their component of the APR review process for a different student.

Faculty Associate Dean (HDR) – due by 20 November 2018

  • You will receive a system generated email once a week identifying the students the Departmental HDR Director has completed the review for and which are now ready for Faculty Associate Dean (HDR) review.
  • Log in to the Annual Progress Report 2018 using your MQ ONEID to access the system. 
  • You will see the heading 'Faculty Review'. This is a list of all the students who have completed their APR's and are ready for the Faculty Associate Dean review.
  • Please note: If you are also a Supervisor, you will also see a 'Supervisor' heading. Please refer to the 'Supervisor' instructions when you are acting in this capacity.
  • Under the 'Faculty Review' heading, click on a student whose report you wish to complete. Review the students answers by going through each tab and review the Supervisor and the Departmental HDR Director comments.
  • You are then required to add a comment under the 'Faculty review comments' section.
  • If the HDR Departmental Director has 'flagged' that it is their recommendation that they believe a student's APR requires Department Review, Faculty Review or Formal Review, you will be able to identify this as their recommendation will appear under the 'Flag for' drop down box. Please consider both the HDR Departmental Directors comments and the recommendation located under the 'flag for' drop down box. Please make the necessary inquiries if a student's APR has been 'flagged'.


  • If you believe that a student's APR should be reviewed, you can choose 1 of the 3 options (Department Review, Faculty Review or Formal) under the 'Flag for' drop down box or you can remove the flag (by selecting 'None'). Please note, this is not a mandatory question.


  • If you select an option under the 'Flag for' drop down box, the Faculty HDR Manager will be sent a system generated email to notify them of the recommendation.
  • Please click the 'Close complete' button when you have finalised your review. This is located below and to the right of the 'Flag for' question. Once you select 'Close complete', your response will be greyed out and LOCKED. You will not be able to edit your answers.
  • If you have not completed all the mandatory fields, you will receive an error message like the picture below. You will need to click 'Close' and complete the incomplete question(s).
  • Please note, the mandatory questions are identified with a red asterisk (*). Once the asterisk (*) goes grey, this means that you have completed the mandatory question.


 

  • Click on the Macquarie University icon in the top left corner of the screen to return to the home page.
  • You will now see a heading titled 'Closed Complete'. This is a list of all the student's APR's you have completed the review for and whose APR's are now complete.
  • Please note: If you only had 1 students APR that was ready for Faculty Associate Dean (HDR) review and it has been completed, the heading 'Faculty Review' will disappear from sight. It will reappear once a Departmental HDR Director has completed their component of the APR review process.
  • When the Annual Progress Report process has been completed, and the report has been signed off by the Faculty Associate Dean (HDR), the student will be advised by a system-generated email.

 

Faculty HDR Manager – progressively but no later than 30 November 2018

  • You will be given access to the Online Annual Progress Report 2018 for candidates in your Faculty.
  • Log in to Annual Progress Report 2018 using your MQ ONEID.
  • You will be able to see the status off all students on the home page. You will be able to see those student’s APR's that are:
    • In Draft (not yet submitted)
    • Ready for Supervisor Review
    • Ready for Faculty Review
    • Closed Complete
    • Exempt
    • You will be sent 4 consolidated lists which will identify the various stages that your Faculties students are up to in the completion of their APR’s. They will be sent on the:
      • 25th of September 2018
      • 9th of October 2018
      • 23rd of October
      • 19th of November
    • Monitor completion flow and follow up outstanding reports with candidates/supervisors/DD/AD as appropriate.
    • Follow up with candidates with respect to review outcomes and formal review determinations as appropriate.

Process for various technical issues

Candidate unable to complete online APR:

  • If a candidate is unable to complete the Annual Progress Report process online, provide the candidate with a hard copy of the form and seek their approval for you to log in and record the details forwarded in the hard copy.
  • To do this log into the APR and under the ‘Drafts’ heading, locate the student whose APR you wish to edit and click on their name. You can now edit the student’s APR response(s) accordingly.
  • Please follow the instructions under the ‘HDR Candidates’ heading.

Students who have submitted their APR’s but wish to edit their responses:

  • Please note: Faculty HDR are able to unlock a student’s APR up until it moves to the Supervisor Review stage.
  • Before Faculty HDR can unlock a student’s APR, please have the students Supervisor email you and request that you unlock their students APR.
  • To unlock a student’s APR, log into the 2018 Annual Progress Report.
  • Under the ‘Supervisor’ heading Locate the student whose APR you wish to unlock. Select the student.
  • At the top right of the screen, click the ‘Unlock’ button. The student will now be able to re-submit their APR.
  • Once a student’s APR has been unlocked their record can be found under the ‘Draft’ heading on the home page. 
  • Please email the student and notify them that they can now edit their responses.

Exempted students:

  • If a student wishes to be exempted from completing the APR the student will need to email you and provide you with a reason as to why they believe they should be exempted. Some of the justifications which will enable an exemption are those that are listed here.
  • To exempt a student, locate the student under the ‘Draft’ heading located on the APR Portal Home page.
  • At the top right of the screen, click the ‘Mark as Exempt’ button. Once you have clicked this button the question fields will be greyed out. They student will not be able to complete the questions.
  • On the home page of the APR Portal you will now be able to see an ‘Exempt’ heading. This lists all the students who have been exempted from completing the APR.

If a student wishes to reopen their APR:

  • On the 3rd of October 2018, any students who have not submitted or completed their APR may request for their APR to be re-opened.
  • To re-open a student’s APR, log into the 2018 Annual Progress Report.
  • Under the ‘Closed Incomplete’ heading, locate the student whose APR you wish to reopen.
  • On the top right corner of the screen, click the ‘Reopen’ button.
  • The student’s record can be found under the ‘Draft’ heading.  
  • Please email the student and inform them they can complete their APR.
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