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Re-enrolment for returning doctoral candidates

Re-enrolment for Returning Doctoral Candidates


Questions about re-enrolling? We have put together a detailed guide to help you through the process.

All doctoral candidates need to re-enrol for study in each calendar year, (the thesis only calendar year is 1 January to 31 December). Re-enrolment in a calendar year needs to be completed by close of business (usually the 22nd of December) of the previous year in order to avoid incurring a late fee.

If you have any queries regarding the information below please contact the friendly staff in the Doctoral Office (phd@otago.ac.nz).

Re-enrolment

Re-enrolment for the next calendar year will usually open in August of the current year via the e:Vision system. You will need your student username and password.

Re-enrolment is a three step process.

  1. Annual re-enrolment questions (You)
  2. paper/thesis code selection and approval of your course (You and the Doctoral Office)
  3. Declaration (You). (NOTE: The declaration will not be available until steps 1&2 are completed and also not until the first week in December)

When you first log into eVision you should see a button entitled Course Enrolment YEAR. If you do not see this on your home page, please contact the Doctoral Office (phd@otago.ac.nz) via email with your name and student ID number, stating that your Course Enrolment tab for YEAR in eVision is missing.

The first section of the re-enrolment process has several steps. They are the programme details, personal details, contact details, educational background and the starting semester, declarations and submit application sections. Once you have completed these the system will tell you that a member of staff will add your paper for you. At that point please email the Doctoral Office (phd@otago.ac.nz) with your full name, student ID number and what type of enrolment you require.

Once the Doctoral Office has completed step 2 (adding your thesis code and approving your course) for you we will email you to let you know what you need to do next for step 3. Only once step 3 (Student Declaration) is completed are you course declared and therefore finished re-enrolment.

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International Students

You need to complete the Insurance and Visa requirements for study to be able to access your declaration and complete the re-enrolment process.

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Scholarship

If you are a scholarship recipient it is important that you have re-enrolled and are course approved by our last working day (usually around the 22nd of December) to ensure that your stipend payment for January can be made. If you have any specific questions about your scholarship please email the Scholarships Office.

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First Semester Only Re-enrolment

Enrol for the first semester only if you intend to submit your thesis for examination prior to 30 June. If you choose to enrol in the first semester you will not be able to re-enrol via eVision for study in the second semester. If you need to enrol for study in the second semester once you are course approved for the year, you need to email the Doctoral Office with this request. This change needs to be completed prior to 15 June.

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Deferring Doctoral Study

If you have a deferral, or are planning to defer for some part of a calendar year, you will still need to start re-enrolment before 1 December. This also applies if you will only need a second semester enrolment. An approved deferral from 1 January to 31 December on your record means you do not need to re-enrol for study in the re-enrolment year.

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Submission

The last day for submission of your thesis for examination to the Doctoral Office in any year is the last working day, usually the 22nd or 23rd of December. If you feel it is possible that you will not make this date, then please re-enrol for study prior to 1 December. If you do manage to submit, your next year's re-enrolment will be deleted and no payment of fees would be required. Note that submission on the first working day only in January would be taken as submission on 31 December with no enrolment for the current year needed.

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Additional Papers during Doctoral Study

In exceptional circumstances, additional papers may be taken concurrently with doctoral thesis study. These must be approved by the Graduate Research Committee, with the request for the paper(s) normally instigated by the supervising department, either at doctoral admission or during study. If made during study, permission to take the paper must be requested via the Change of Research Details form. If an additional paper is approved, the candidate should then contact the Doctoral Office (phd@otago.ac.nz) to action enrolment.

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