Queensland Brain Institute Progress Review Guidelines

Before reading the guidelines outlined on this page, ensure you have reviewed all the information about Progress Reviews, including the criteria for each review, and the Higher Degree by Research Candidature Progression Procedure.

How to organise a Progress Review

Progress Reviews Snapshot

Progress review requirements
	Confirmation of Candidature (R1)	Review 2 (R2)	Review 3 (R3)
Candidature Documents	Candidate statement Individual Development Plan (IDP) Portfolio/summary of development activities	Candidate statement Individual Development Plan (IDP) Portfolio/summary of development activities	Candidate statement Individual Development Plan (IDP) Portfolio/summary of development activities
Project Documents	<10 page main doc Updated CV Appendices iThenticate report	<10 page doc Updated CV Appendices iThenticate report	<10 page doc Updated CV Appendices iThenticate report
Review Meeting	60 minutes	60 minutes	60 minutes
Oral Presentation	Open 30 minutes	Open 30 minutes	Open 30 minutes

Note: Documents should be submitted 2 weeks before the progress review meeting, which should be held in the research quarter in which your review is due.

Panel Composition

Your Progress Review Panel (PRP) will consist of a chair and at least one reviewer.

In consultation with your advisory team, select two Progress Review Committee Members who are on the UQ advisor registry. It is important that reviewers are recognised as being independent so they can give un-conflicted advice to both the student and the advisory team. Therefore, they should not be; working on the same or related project as the student, or be a member of, or reporting to, any of the advisory team members’ laboratory. Additional reviewers can also be selected if further expertise is required. Complete the QBI Progress Review Committee Form (DOCX, 108.9 KB) ensuring that all relevant signatures are included.

In consultation with your advisory team, complete the Project Description template (DOCX, 25.8 KB). This will assist the DHDR when selecting your Chair.

Submit both forms to the QBI DHDR at qbi.dhdr@uq.edu.au who will nominate a Chair. The DHDR will provide you with a short list of available Chair candidates drawn from among QBI Group Leaders. You will have input on your preferred Chair. Note that it can take up to 6 weeks for the DHDR to nominate a Chair so it is important that you take steps to arrange your Progress Review committee as soon as possible. Once your panel is finalised you can upload this information as part of your UniTask progress review request.

QBI candidates can book any of the QBI general meeting rooms (Level 4 & Level 5 Meeting Room, Level 7 Seminar Room, Ritchie L2A & L3A Meeting Room). An HLO can book the Level 7 Auditorium and the Level 7 Board Room (just make the request) otherwise reception can also book on your behalf.

If you are presenting your progress review as part of a lab meeting or seminar series, please ensure you book a separate meeting room for your interview to follow immediately after.

How to organise a Progress Review

Refer to How to Organise A Progress Review for tips and Zoom guides. If using Zoom, ensure that the Chair/Advisor are aware of their ability to control the Breakout Rooms. If technology fails create an alternative means of communication.

e.g. Google Hangouts Meeting: Created prior to confirmation, link circulated in the event of a zoom failure.
Pre-recorded presentation (e.g. recorded during practice Zoom meeting with advisors)
Discussion portion would still be done over Zoom (or phone) using audio only and video would be circulated prior to the meeting (as link) in the event of video failure.
E-mailing slides to committee members
Presenting over conference phone call (should internet restrictions be severely limiting)

Confirmation of Candidature Review (R1)

Your confirmation of candidature review will include the submission of your review documents, an open 30-minute oral presentation (plus question time), and a 60-minute (closed) interview with the review panel. A student representative can accompany you to the closed interview upon request.

The project documents should be submitted 2 weeks before the progress review meeting, which should be held in the research quarter in which your review is due. Your project documents should include the following:

Up to 10-page narrative introducing the project background, outlining project aims and hypotheses, and summarising preliminary results. This narrative could point to appendices including longer-format items such as literature reviews, completed chapters, methods, manuscripts, more detailed results, etc.
An updated CV.
The aforementioned Appendices as a separate PDF file.

HDR candidates are reminded that they should regularly archive their data/project on the UQ Research Data Manager (RDM). HDR candidates are strongly encouraged to attend and present at institute/centre research seminars, conferences and other research events.

Written feedback may be provided by your reviewer(s) after the review meeting. Your chair will complete the online report (including any written feedback if provided) detailing the recommendations of the Progress Review Panel to the Dean, UQ Graduate School.

Progress Review 2 (R2)

Your second progress review will include the submission of your review documents an open 30-minute oral presentation (plus question time), and a 60-minute (closed) interview with the review panel. A student representative can accompany you to the closed interview upon request.

Up to 10-page narrative detailing the project’s progress and summarising the results so far and outlining future work to be done. This narrative should point to appendices including longer-format items such as literature reviews, completed chapters, methods, manuscripts, more detailed results, etc. A thesis outline should also be included in this document.
An updated CV.
The aforementioned Appendices as a separate PDF file.

Written feedback may be provided by your reviewer(s) after the review meeting. Your chair will complete the online report (including any written feedback) detailing the recommendations of the Progress Review Panel to the Dean, UQ Graduate School.

Progress Review 3 (R3)

Your third progress review will include the submission of your review documents an open 30-minute oral presentation (plus question time), and a 60-minute (closed) interview with the review panel. A student representative can accompany you to the closed interview upon request.

Up to 10-page narrative explaining the proposed thesis, re-iterating the project aims and hypotheses, and summarising the findings, and explaining remaining work to be done. This narrative should point to appendices including longer-format items such as literature reviews, completed chapters, methods, manuscripts, more detailed results, etc. It is expected that the Appendix will included several already completed thesis chapters.
An updated CV.
The aforementioned Appendices as a separate PDF file.

Information for Panel Members and Advisory Team

Understand what is required during a higher degree by research (HDR) progress review.

View information about the Chair’s role

Learn how to run a progress review

Read about the Chair’s report

Panel Members should either complete a QBI Panel Feedback Form (DOCX, 310.6 KB) and send to the Chair after the meeting, or provide feedback to be incorporated by the Chair in their report.

The Chair is to complete the Chair’s Report (including the QBI Committee Member Feedback Forms if provided) no later than 5 working days after the Progress Review meeting.