HDR study load calculation

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HDR study load is used to track the progress of an HDR student. It is often referred to and measured by 'Equivalent Full Time Student Load' (EFTSL - previously EFTSU). RME calculates the study load daily for all the current HDR enrolments to facilitate the tracking and progress of all HDR studies. The EFTSL value consumed by an enrolled HDR student is calculated based on the study rate of the student over the course of the year. For example, if the student is undertaking research full-time they will have a study rate of 1.0 and will consume 1.0 EFTSL for the year. If they decide to study part-time (normally 0.5), this study rate will be reduced.

 

Daily consumption rate

Based on the study rate, the daily consumption rate is calculated as follows:

•        1(0.5)/365 EFTSL for a normal year

•        1(0.5)/366 EFTSL for a leap year

In addition to this daily EFTSL consumption, there are other factors that may affect the consumption of study load, outlined in the table and described in the sections below:

Field in Enrolment & Progress

Course Start Date

Previous Courses

(Prior RTS value)

and Candidature Start Date, if used

Study Mode

(EFTSL value)

Special Leave

(no. of days)

Funded Extension

(no. of days)

Unfunded Extension

(no. of days)

Thesis Submission

RTS Prior Load

 

Yes

 

 

 

 

 

Start Load

 

 

 

 

 

 

 

Present Load

 

 

Yes

 

 

 

 

Consumed Load

 

Yes

Yes

Yes

 

 

Yes

Funded EFTSL Balance

 

Yes

Yes

Yes

 

 

Yes

Minimum Completion date

Yes

 

Yes

Yes

 

 

Yes

Gov. Funded Completion date

Yes

 

Yes

Yes

 

 

Yes

Expected Completion date

Yes

 

Yes

Yes

Yes

Yes

Yes

Other Funded Completion date

 

 

Yes

Yes

Yes

 

Yes
 

Course Start Date

The study load calculation and the EFTSL consumption starts when a course enrolment with a Course Start Date is saved.

The EFSTL value is based on the EFTSL value in either System Preferences or, if the Use Course Specific Study Rate? option is selected in the Course record.

The following progress  dates in the course enrolment are calculated once the Course Start Date is saved:

•        The Minimum Completion date will be calculated using the initial study rate and the Minimum Duration entered in the Course record.

•        The Gov. Funded Completion date will be calculated using the initial study rate and the Gov. Funded Duration entered in the Course record.

•        The Expected Completion date will be calculated using the initial study rate and the Expected Duration entered in the Course record.

 

Previous Courses

Any consumed load for courses in which the student was previously enrolled can be recorded in the Prior RTS EFTSL Part field in the Previous Course related item. The consumed load and the progress dates are affected by this prior RTS load.

Apply Prior RTS Load?

Result

If this is Yes for the current enrolment

The consumed load will be the sum of the RTS Prior Load value and consumed load up to today's date. The accumulated RTS load recorded in all previous courses will be shown in the RTS Prior Load field, and included in the calculation of the total Consumed Load, depending on the start date that is entered and saved.

•        If the Candidature Start Date for the current course is left blank, the system will use the Course Start Date to identify linked previous courses, determine the years elapsed between the last  course and current course, and apply the RTS Prior Load for relevant linked courses (see below).

•        If the Candidature State Date for the current course is entered, the system will use the Candidature Start Date to identify linked previous courses with the same Candidature Start Date as the current course.

info-icon - Making a course non-current will create a Previous Course record with the same Candidature Start Date as in the original course record.
- For previous load consumed at a different institution to be included in the load calculation, create a Previous Course record that includes the prior load value.
- This is phase 1 of development to improve candidature tracking.

If No

The consumed EFTSL up to the current date will be displayed.

The current date is based on the system time zone set in System Preferences, Time Zone Settings.
 

Years elapsed from the last enrolled RTS course

If only the Course Start Date is used (Candidature Start Date is blank), rules around the RTS Grant are applied. Elapsed time for a student to get the maximum RTS entitlement again if they have consumed the RTS load in a previously enrolled course is currently three years. This is set and can be changed in RME > System > System Preferences > HDR configuration > No. of Years Elapsed from the last enrolled RTS course for maximum RTS entitlement.

•        The elapsed years between the current course and the previous course is calculated from the End Date value of the previous course record to the Course Start Date of the current course. If the End Date is not recorded in the previous course record, the prior load will be applied to the current course.

•        If fewer than three years (or configured number) have elapsed since the previous course enrolment, the RTS Prior Load value will be the accumulated RTS Prior Load value of all previous courses.

•        If three or more years (or configured number) have elapsed since the previous course enrolment, the previous load is not included in the calculation. The RTS Prior Load will be set to 0 even if the accumulated RTS Prior Load value of all previous courses is greater than 0. As the student has consumed the maximum RTS load in previous courses, all the progress dates will be set to the Course Start Date.

 

Study Mode

When the Course Start Date is entered, the initial Study Mode will be generated by the system with the title 'System generated initial study mode'. The initial study mode is based on the Original Study Mode entered in the course enrolment.

A student can change their study rate from full-time to part-time or vice versa. You can record all the study mode changes in the Study Mode Change related item. Study mode change affects the student's study rate and hence affects the load consumption and progress date. For example, if the student changes their study mode from full-time to part-time their study rate will then be reduced from 1.0 EFTSL per year to 0.5 per year. This will in turn prolong their studies.

info-icon The EFTSL value following the change will be applied from the date of change onwards.

 

Special Leave

Special Leave records in RME are considered suspensions of studies and the leave period days will not be deducted from the student's entitlement under the RTS. For definitions of Special Leave, see the Leave page. The EFTSL is not consumed from the Leave Start Date to the Leave End Date (inclusive of both). Similarly the EFTSL will not be consumed for any special leave within extensions. Any overlapping leave periods will be counted only once. If the Actual Completion Date is not entered in the leave record, the Estimated Completion Date will be used in the calculation. The following progress dates will only be affected if the Leave Start Date is before the progress date:

•        Minimum Completion date

•        Gov. Funded Completion date

•        Other Funded Completion date

•        Expected Completion date

 

Extensions

Extensions can be recorded if a student hasn't completed their studies within the government funded period. An approved extension will give the student extra time to complete their studies by the new Expected Completion date, as agreed. If the extension type is funded, then the Other Funded Completion date will be set to the new Expected Completion date to help tracking of the additional funded period. The Extension From Date in the Extension page will default to the Gov. Funded Completion date for the first extension and Expected Completion date for any subsequent extensions. If the Expected Completion date is set before the Gov. Funded Completion date for the enrolment, the Expected Completion date will be aligned with the Gov. Funded Completion date automatically by the system once the student goes beyond their Expected Completion date. Study Mode Change, Special Leave and Thesis Submission during the extension period will affect the following progress dates in the same way as within the normal study period:

•        Other Funded Completion date

•        Expected Completion date

 

Thesis Submission

Submission of a research thesis normally marks the end of student's HDR study. The EFTSL consumption will stop upon the thesis submission. In the situation of thesis amendments and re-submissions, the EFTSL consumption will resume upon the return of the thesis. The thesis submission history is recorded in the Thesis Submission History related item.

The EFTSL is not consumed during the period between the Submission Date and the Returned Date (inclusive of both). A thesis submission without a Returned Date will indicate the termination of the HDR study.

 

HDRCM eForms

In relevant HDRCM eForms, the Consumed Load field will be populated based on the eForm creation date, except for the Supervision Details and Other Course Enrolment Related Item Controls (RICs), which will be populated with the latest value in the Student core record.

 

ID: HDR_study_load_calculation.htm