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Higher Degree Research Candidature Management (HDRCM) eForms are online forms used to enter details, answer questions or review and process information related to higher degree learning students.
The eForm listing page is used to create or find eForms used for student management.
For RME administrators and office staff with relevant permissions, this page is also used to search for and manage eForms. Additional tabs display for Advanced (search) and Results.
Also see eForm guides:
eForm layout and tools Use an eForm
Default labels for options, fields and buttons are used in this help content;
these may be different if they have been personalised for your institution.
Menu path: RME > HDR Students > Manage HDRCM
The eForms shown on the eForm listing page will depend on your role, access and permissions. If you don't see an eForm that you expect to see, contact your RME administrator.
Tab # |
Tab |
eForms displayed |
Intended audience |
1 |
My Applications |
All your contract eForms currently in progress If you want to include completed eForm applications as well, tick the Show all applications checkbox.
If you are a supervisor or RME administrator with the ability to create eForms on behalf of others, it may list all the eForms you created if the System Preference for eForm Settings is set to Show all eForms created by the user, for themselves or others. |
Students / applicants / researchers
Supervisors and RME Administrators |
2 |
For Review |
All the eForms that have been designated for you to review and/or enter comments It shows eForms for which are you an assigned reviewer when the eForm is in a review state in the associated workflow. |
Reviewers But also other granted access to view eForms, such as: • Administrative teams • Managers, heads of department, Deans |
3 |
For Assessment Review |
All the eForms you must formally review and provide an outcome It shows eForms for which you have been either specifically assigned as a reviewer, or are in a custom review group. |
Reviewers But also other granted access to view eForms, such as: • Administrative teams • Managers, heads of department, Deans • Expert advisors |
4 |
Manage Progress Reviews |
Only if the Manage Progress Reviews page action is selected for your Role or User record in the Manage HDRCM Page View HDR009M Used to search for and manage HDRCM eForms based on the Research Study Plan and Review template category For example, you can identify students or supervisors with an active Significant Event for a defined date range and course who have not yet created an eForm for the review. See: Manage Progress Reviews below |
Those managing progress reviews |
eForms only display for a reviewer if the user is in a participant group
that has been given either Review
Comments or Manage Review
workflow permissions. If the user's participant group is an RME role,
RME data security access is also applied so ensure that the role has access
to the core records used in the eForm as well. For more, see: Access
and permissions.
If you have an administrator or supervisor role, you may be able to create a new eForm on behalf of students.
Administrators: All users or roles with the Allow
Create Application permission for the HDRCM listing Page View will
be able to create a new eForm. RME Administrators with this permission
can create new eForms on behalf of students based on their defined org.
unit/s (or All Level User) and data security access. Supervisors with
this permission can also create new eForms on behalf of students that
they supervisor if they are the linked supervisor in the Student's record
(Enrolment & Progress related item, Supervisor sub-item).
1. To create
a new eForm, go to the toolbar
and select the New button.
You may also be able to create a new eForm from an eForm
Templates widget if one is set up for the HDRCM eForm domain on your
dashboard.
2. Decision point:
• If you are a student creating your own eForm application, continue to step 3 below.
• If you are an administrator or supervisor creating an eForm application for a student, select the student from the list.
• If you are a student and also have a role as an administrator or supervisor, a slider is shown that allows you to determine who the new eForm is for: "Do you want to create the application for your candidature?" Select Yes to create your own eForm application, or select No to select from list of students for which you can create an eForm based on the current courses for which you are linked as a supervisor for current students.
3. From the panel listing eForm templates, select the one you want to use and select OK.
Linked Significant Events: If the eForm template is based on the Research Study Plan and Review category and has been configured to link automatically to Significant Events used for progress reviews, the event with a blank or the earliest Estimated Completion Date will be linked to the eForm. If there is more than one event with a blank Estimated Completion Date, the event with the earliest Action Date will be linked.
4. The eForm opens and you can start completing the fields. For more, see: For more, see: eForm layout and tools and Use an eForm. Once you create a new eForm, it will follow the associated workflow process until completion.
View the lists on the tabs for My Applications, For Review, and For Assessment Review, depending on your role. To open an eForm, click the Open icon next to it in the grid. The eForm will open in a new browser tab.
The grid in each tab displays selected details by default, such as Student ID, Full Name, Primary Supervisor, Enrolled Course, and Primary Org. Unit. This may vary based on how your RME administrator configured this page.
When you open an HDRCM eForm, the title bar includes the progress Status of the eForm application, the student's Enrolment Status for the related course, and the current Workflow State of the form.
If you have Allow Manage Applications permission for the HDRCM listing page, you can also search using the Advanced tab. Enter your search criteria and press the <Enter> key.
Search results display in the Results tab. The eForms that display in the list will depend on your access and permissions.
To open an eForm, you can either:
• Select the Open icon next to the record in the grid.
• Tick the checkbox to the left of the record and click Open in the toolbar.
For more, see: Open (toolbar)
If you have been assigned with the Allow Bulk Navigation page action for the page, you will be able to view each record from search results in succession by using the Previous/Next or Previous eForm/Next eForm options. You will be able to view all records or eForms related to the displayed page or from search results.
This tab only displays if your Role or User record has been assigned with the Manage Progress Reviews page action for the Manage HDRCM Page View HDR009M.
This tab is used to search for and manage HDRCM eForms based on the Research Study Plan and Review template category.
For example, you can search for students or supervisors with an active Significant Event record for a defined date range who have not yet created an eForm for the review.
1. Complete the relevant fields, using the table below as a guide.
2. Select Find on the toolbar. The search results display in the Results tab. Note that results vary depending on whether students with an active Significant Event record for the defined date range have or have not created an eForm for the review. Refer to the notes in the Filter By field in the table below.
3. To send an email to prompt action for an identified created eForm, select the checkbox in the Results grid, then in the toolbar, select the Actions button > Send Email Reminder. Note this is only for identified eForms used for progress reviews, not for identified Student records. Refer to the notes in the Filter By field in the table below.
Default Field Label |
Description |
Template Name |
Template to use in your search, from a list of the published eForm templates based on the Research Study Plan and Review template category that also have the Linked to Significant Events? option selected in the eForm template properties |
Workflow State |
Only editable when a Template Name is selected Workflow state to use in your search from a list of eForms in the selected workflow state based on the template selected in Template Name |
Workflow State Due Date From ... To |
Only editable when a Workflow State is selected Workflow State Due Date from and to dates (inclusive) to use in the search |
Filter By |
Filter results, from the following options: • Progress Review Only - lists created progress review eForms with links to open them • Student Only - lists students
who have not yet created progress review eForm • Both - Lists both students who have and have not created the progress review eForm; If they have, the eForm details are shown, whereas if they have not, only the student is identified, as for Student Only above. |
Significant Event Action Date From ... To |
From defaults to: • 01 Jan of the current year if today's date is before 01 July • 01 July of the current year if today's data is 01 July or later To defaults to: • 30 June of the current year if today's date is before 01 July • 31 Dec of the current year if today;s date is 01 July or later Significant Event action from and to dates (inclusive) to use in the search |
Status |
Outcome of the review assessment, from a defined list, to use in the search |
Student |
Lookup field to find one or more students to use in the search |
Course |
Lookup field to find one or more courses to use in the search The lookup lists both current and non-current courses. |
Supervisor |
Lookup field to find one or more supervisors to use in the search |
Org. Unit |
Lookup field to find one or more org. units to use in the search |
The toolbar offers different actions based on your role, access and permissions. Some of these buttons may display:
• Columns to change the grid layout
• Copy to copy an existing eForm and reuse some details
• Delete to delete one or more eForms
• Export to export eForm details from a grid
• New to create a new eForm (see above)
• Reports to open reports for eForms
For administrator options, apply the Administrator filter in online help.
You can set certain roles or users to be able to create HDR eForms on behalf of students. For example, supervisors could create new eForm applications on behalf of their students, or process owners could create and submit candidature variation applications. Users must also have access to the relevant eForm templates for the domain. When configured, users will be able to use the New button on main eForm listing pages to create an eForm application on behalf of students they can access in RME, based on their data access security. For example, a supervisor will only be able to create eForm applications for the students they supervise.
If using dashboards, you can also use the eForm Template widget, configured for each HDR domain, to allow administrators or supervisors to more easily create new HDR eForms. See: Dashboards - widget list
In addition, to allow these users to edit the eForm in workflow states after creation, you can use the Creator virtual group in RME Designer - Workflow to assign permissions to individual states within the workflow. For more, refer to the RME eForm Administrators Guide, Create HDR eForms on behalf of students; RME Workflow Designer User Guide, Virtual groups; and Configure State security permissions.
To keep the supervisor list in an eForm up to date and reflect the latest data from the main database tables, you can reload supervisor data:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s you want to update.
In the toolbar, select Actions > Reload Supervisors. A popup displays with the eForm/s you selected in a grid.
Click the Start Action button. The eForm/s will be updated with the latest supervisor data, one by one. The Action Successful? column indicates if the reload was successful, or if there was a problem.
When managing HDR eForms, administrators can send reminder emails using pre-configured email templates. These notifications can be used to remind users of any actions required to progress the eForm in the workflow, such as submission due.
To send reminder notifications to eForm users:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s for which you want to send an email reminder.
In the toolbar, select Actions > Reminder Notification. A popup displays with the eForm/s you selected in a grid.
In the Email Template dropdown below the grid, select the email template you want to use for the email you want to send to recipients of all selected eForms.
Click the Start Action button. Email notifications will be sent for each eForm, one by one. The Action Successful? column indicates if the reload was successful, or if there was a problem.
When designing eForm workflows, administrators can choose to set a due date for each workflow state of an eForm. This due date can be used to manage the progress of the eForm. However, sometimes the form user may need extra time to complete the activities required in that state. To extend the date dates, use the Update State Due Date function.
To update the state due date:
Display the HDRCM or Progress Review eForm listing page.
Search for and select the eForm/s you want to update. You can select more than one.
In the toolbar, select Actions > Update State Due Date. A popup displays with the eForm/s you selected in a grid.
In the New State Due Date field, enter the new date. It cannot be before today's date.
In the Comments field, add a note to explain why you are changing the date (mandatory).
Click the Start Action button. The eForm/s will be updated one by one. The Progress field indicates the number of eForms successfully processed, or if there was a problem. If a specific email template is defined in the workflow associated to the eForm for this action, an email will be sent automatically to eForm applicants.
Click the Close button to close the popup.
Product Keys: eForms - HDR General, and specialised template categories: HDR Change of Study Mode, HDR Course Extension, HDR Enrolment & Scholarship Application, HDR Leave, HDR Nominations, HDR Research Study Plan, HDR Submission and Examination, and HDR Supervisor Registration
Page ID: HDR009M.htm
