Candidature workflow FAQs

Candidates

Form access

How do I access the forms?

You can access the forms here.  Ensure you use your student account (@students.latrobe.edu.au) rather than your institutional staff-like account and avoid the Firefox browser. You may need to use private or incognito browsing in Chrome, Safari or Microsoft Edge if you are already logged in with your staff or institutional account.

Why is the form so slow?

If you experience a delay when filling in the form, this might be because of the browser you are using – we suggest you avoid using Firefox, and try another browser.

Form submission

How do I know my form has been received?

You will receive an email at your student email address indicating that the form has been received and will be reviewed. The email will include a link so that you can go back to your form and view it. You will also receive an email once your form has been approved or if further information is needed, so it is essential that you read messages sent to your student email address.

Can I save the form and go back later and submit it?

No. We suggest you start filling in a form only when you’re ready to submit it. If you start filling it and return later on, your information will be lost.

I need to update or correct a form I have submitted.

You should contact the Graduate Research School at grs@latrobe.edu.au if you need to update or change the information you have submitted.

Can I cancel a form I have already submitted?

No. If you need to cancel the form you will need to contact the Graduate Research School at grs@latrobe.edu.au so that we can cancel it on your behalf.

Can I discard changes or cancel a form I have started to fill out?

If you start to complete a form and find you are not ready or no longer need to submit it, simply close your browser window.

What if I find the details in the form are incorrect?

If any of your other candidature details need to be updated, you can submit another variation to candidature. If you have already submitted a variation to candidature which has been approved or if anything else looks amiss, please contact the Graduate Research School at grs@latrobe.edu.au or (03) 9479 3640 and we will investigate.

In the Study Away/External Candidature form I’m not able to scroll down below countries starting with “G”. What should I do?

The drop-down list can only show up to 100 countries. The best way to select your country is to start typing the name and it will appear for you to select.

My supervisor changed after I submitted the form. How do I update the details in the form?

Forms display details from the Student Information System active on the date you open the form. You can contact the Graduate Research School at grs@latrobe.edu.au or on (03) 9479 3640 to check that we have received any recently submitted Supervisor Variation forms. If an approved supervisory change was not processed at the time you submitted a form, GRS staff can reassign a form from your previous supervisor to your new supervisor.

The textbox available to provide my explanation is not long enough. How do I provide more supporting information?

You can provide additional supporting information in a word document and attach it to the form.

Can I download a copy of the form after approval?

Yes, you can download your form as a PDF version via the drop down arrow at the top right hand corner of the screen and clicking on download.

I am not able to access and/or submit the online form. What should I do?

If you experience accessibility issues with the form, please contact the Graduate Research School at grs@latrobe.edu.au or on (03) 9479 3640 and we will both investigate and provide an alternative form. GRS staff can also escalate unexpected technology issues with ICT as required.

The scholarship details displayed in the form are not correct. What should I do?

Scholarship details have been newly introduced to the Student Information System and some details may not yet be displaying correctly. Please contact the Graduate Research School at grsscholarships@latrobe.edu.au and we will investigate.

I am trying to submit my form but I am receiving an error message. What do I do?

Please review the details of the error at the top of the page. Often the error will refer to mandatory fields that have not been completed and are required prior to submitting the form. The fields that are required will be highlighted in red and marked with an asterisk. If the error is unclear please contact the Graduate Research School at grs@latrobe.edu.au or on (03) 9479 3640 in the first instance.

Do I need to resubmit Tax File declaration details if I’m requesting to change my study rate to full-time?

Tax details are only required if you apply to change your study rate from full-time to part-time and can be attached to your request.

I’m an international student, who do I need to contact for questions on my visas, COE etc.

You can contact International Student Services in La Trobe International.

La Trobe staff

Can I see a list of forms I need to action?

Supervisors, Graduate Research Coordinators and Directors of Graduate Research will receive an email every Monday and Thursday with a list of forms – including progress forms – that need their attention.

The form is with a staff member who is on leave, can it be assigned to another user?

Yes. Contact the Graduate Research School at grs@latrobe.edu.au or on (03) 9479 3640 and we will re-assign the form as appropriate.

I need more information from the student/supervisor. How do I send the form back to them?

There is a “Send back to student” and “Send back to supervisor” option available in the dropdown next to the Submit button.

The information displayed in the student section is incorrect.

Forms extract details from the Student Information System only on the date the candidate initiates the form. You can contact the Graduate Research School at grs@latrobe.edu.au or on (03) 9479 3640 to check that we have received any recently submitted variation forms.

If an approved supervisory change was not processed at the time the form was first submitted, GRS staff can reassign a form as appropriate.

If a variation to candidature has already been approved or if anything else looks amiss, please contact the Graduate Research School at grs@latrobe.edu.au or (03) 9479 3640 and we will investigate.

As a staff member, can I submit a form on behalf of a student?

No. Forms need to be initiated by the candidate. If a candidate isn’t able to submit a form themselves, please get in touch with the Graduate Research School at grs@latrobe.edu.au.

In the Change of Thesis Topic form, how do I know if an Autonomous Sanctions Assessment is required?

Please check the Operations Team Review section. If an assessment is required, there will be a note to indicate this and an assessment form will be attached in this section.

How do I know the current stage of the form?

You can see the auditing tab for a submitted form using My Academic. Once you are in the candidate’s record, click on ‘Form Summary’ in the left-hand menu and find the most recent variation you are after. Click on ‘View’ to open the form and then click on ‘Auditing’ in the left-hand menu.

I have opened a form but I’m not able to approve or add details.

Academic approvers are able to access and edit forms directly using the link in the email that has been sent to you.

If you access a form via MyAcademic, you will need to click the Edit button in the top right-hand corner to start editing your section.

If you have clicked on the link in the email and still cannot edit the form, it may be that the form is at another stage in the workflow – please contact the Graduate Research School at grs@latrobe.edu.au or on (03) 9479 3640 for help.