Honours Resource Kit

Honours Resource Kit

Previously some high achieving students (having a D or HD) were offered participation in the Honours program. Students having a credit could do a side-entry application. All that is changed and the current routine is that all students with at least a credit in the two preceding years aiming to commence the Honours program in January must submit a pre-Honours application during the year preceding commencement. For due dates look at the bottom of page informing about the Honours program. The due dates will not be extended. Students having a pass are not eligible to apply.

The pre-Honours application should outline the planned project and be signed off by advisors for the project. It takes time to find a project with advisors and to jointly plan the project in enough detail. Consequently, you need to start planning for this early during the year preceding commencement.

The pre-Honours application is eligible on this web site.

Confused about research? - click on this link and press the panic button!
information Worth thinking about
information Finding advisors (supervisors) or topics for your project
There are three main pathways to get a relation with an advisor:
  1. One option is that you do one small part of a large project that is already up and running. In this situation a more or less detailed plan for what needs to be done comes from the advisor.
  2. Another alternative is that an advisor has an idea or a research opportunity for a project not yet up and running. In this situation you will be able to have a fair bit of influence on deciding all details.
  3. The third pathway is that you have your own idea and need help to sort out how to realize it. This means that you will create a project based entirely on your own ideas.
In all these situations you need advisors. To facilitate match-making between students and advisors the College offers some resources:
  1. A project database of ongoing projects. To find this click Search in the menu to the left. Then look under Customized Search. Click on Search for ongoing or completed projects. You will find different lists. In each of these lists Date commenced is clickable sending you to more information about the project. The name of the principal researcher (on top) or other co-workers or advisors are clickable leading to contact information.
  2. A database of ideas / research opportunities. This is our match-making website where researchers put up research opportunities. To find this click Search in the menu to the left. Then look under Customized Search. We do not want indexing robots to index all our ideas for future research projects. Consequently the match-making site is hidden unless you create a personal profile and log in. You will find different lists. In each of these lists the date for last update of information is clickable sending you to more information about the research opportunity. The name of the principal researcher (on top) or other co-workers or advisors are clickable leading to contact information.
  3. Contact the Honours site coordinators in the site where you will be most of the time when you would do Honours. Their names and contact details are found in the latest version of the Honours handbook. I recommend that you try to make this contact in small groups if possible.
  4. Approach researchers you know are involved in research with a topic similar to your interest.
You should investigate this in the order suggested above. Finding advisors and a project is the first hurdle you must sort out before being accepted to the Honours program. You will usually end up with more than one advisor. The combined requirements for your advisory panel is:
  • At least one advisor must have some formal affiliation to JCU. The interpretation is that they must be on JCU’s payroll for at least 5% of full time. The other advisor does not need to have any affiliation with James Cook University and they do not even need to have their work place in Queensland (given that they are happy advising you on distance).
  • At least one advisor must have some research training. Preferably a PhD. At least a Masters by Research (not Masters by course work).
  • It is desirable that at least one supervisor is familiar with the topic.
Theoretically one advisor can fulfill all requirements above. However. most students have two advisors. There is no upper limit on the number of advisors you are allowed to have. If you need three advisors to fulfill these requirements (and if you can find them) then we are happy with you having three advisors. However, due to a lack of advisors JCU will usually not be able to supply more than one advisor for each Honours student. Furthermore, having lots of advisors is sometimes troublesome and also reduces the number of advisors available for other Honours students. Consequently, we recommend most Honours students to have two advisors, one academic affiliated with JCU and one clinical familiar with the topic. Having one or three advisors should only occur during special circumstances. You do not need special permission to have one or three advisors. Just ensure that your advisory team meets all three requirements.
information What forms needs to be completed to enroll in the Honours program? (Updated 26/10/2017)

Go to the overview of the Honours program (specifically study Dates and deadlines). That table will tell you important steps and dates.

1. Submit a pre-Honours application

The pre-Honours application must be submitted during the year before commencing the Honours program.

2. Submit an internal JCU application for your Honours program

All students need to submit an internal JCU application as soon as the pre-Honours application is submitted and it must be on the desk of the research office no later than 6th of December. Which application you submit will depend on your Honours program and situation:

  1. Bachelor of Medicine, Bachelor of Surgery (Honours) - Course code: 72009
    • For students about to enter year 5 of MBBS. Student will transfer from the MBBS course to the MBBS Honours course and overload their honours studies in parallel to undergraduate studies within the final two Years (5+6) of the MBBS program. This is the most common pathway.
    • Form required: Course Transfer application for undergraduate students
    • Once you accept your offer for Honours via eStudent you will need to complete a new HECS and SA-Fee form before enrolling into all of your subjects for the year. Enrolment will need to be finalised by 8th of January.
    • Your subjects for year 5 will be MD5110 (SP3), MD5120 (SP1) and MD5130 (SP2). Your subjects for year 6 will be MD6110 (SP3), MD6120 (SP2) and MD6130 (SP2)
    Bachelor of Medical Science with Honours. Course code: 72109
    • For students about to enter year 5 of MBBS. This course is a research-based year undertaken on a full-time basis (ie a year off from the MBBS Program). Although it does extend graduation from MBBS by one year, it has the advantage of allowing total devotion to a research project.
    • You will take a Leave of Absence from MBBS and apply for a concurrent admission to Bachelor of Medical Science with Honours.
    • Form required: Application to study at JCU
    • Once you accept your offer for Honours via eStudent you will need to complete a new HECS and SA-Fee form before enrolling into all of your subjects for the year. Enrolment will need to be finalised by 8th of January.
    • Your subjects will be MD4111 (SP3), MD4112 (SP1) and MD4113 (SP2)
    Bachelor of Medicine, Bachelor of Surgery with Honours (Graduate). Course code: 107209
    • For students about to enter year 6 of MBBS. Students will remain admitted to MBBS for year 6 and apply to study graduate MBBS Honours concurrently. Students will be admitted and enrolled into two courses. Overload in parallel to Year 6 of the MBBS and Postgraduate Year 1 (PGY1), or at any time up to PGY5.
    • Form required: Application to study at JCU
    • Once you accept your offer for Honours via eStudent you will need to complete a new HECS and SA-Fee form before enrolling into all of your subjects for the year. Enrolment will need to be finalised by 8th of January.
    • Your subjects for year 6 of MBBS will be MD6110 (SP3), MD6120 (SP1) and MD6130 (SP2), as well as your honours subjects MD7103 (SP1) and MD7104 (SP2). You will then complete MD7105 (SP1) and MD7106 (SP2) in the following year
    Bachelor of Dental Surgery with Honours (Graduate) - Part time. Course code: 73009
    • Overload in parallel to year 5 of BDS and the first post graduate year.
    • You will remain admitted to BDS for year 5 and apply to study graduate BDS Honours concurrently. You will enrol in subjects under both courses.
    • Form required: Application to study at JCU
    • Once you accept your offer for Honours via eStudent you will need to complete a new HECS and SA-Fee form before enrolling into all of your honours subjects for the year. Enrolment will need to be finalised by 26th of February.
    • Your subjects for year 5 of BDS will be DS5101 (SP1) and DS5102 (SP2), as well as your honours subjects DS6103 (SP1) and DS6104 (SP2). You will then complete DS6105 (SP1) and DS6106 (SP2) in the following year
    Bachelor of Dental Surgery with Honours (Graduate) - Full time. Course code: 73009
    • Working full time with Honours studies after completion of year 5.
    • Form required: Application to study at JCU
    • Once you accept your offer for Honours via eStudent you will need to complete a new HECS and SA-Fee form before enrolling into all of your honours subjects for the year. Enrolment will need to be finalised by 26th of February.
    • Your subjects will be DS6101 (SP1) and DS6102 (SP2

Sign the form, scan to a pdf and send by e-mail to the generic MBBS Honours e-mail . The signed hard copy of the form must be on the desk of the research office no later than 6th of December:
The College of Medicine and Dentistry
James Cook University
The Research Office
Building 39 - room 224
Townsville, QLD 4811
Australia
Be aware that mail sometimes takes longer time than anticipated! Submit early to be ahead of problems.

3. Register into the standard subjects on eStudent

Remember to first register in the standard subjects on eStudent before 8th of January (Do not enroll in any standard MBBS/Dentistry subjects if you are to commence the one year full time program). The reason for this is to ensure you can continue your studies in case the pre-Honours application is not approved.

4. Wait for the outcome of your pre-Honours application

First await the outcome of your pre-Honours application so you know if your application was accepted or not. If it is accepted proceed with item 5 below.

5. Enroll into the Honours subject codes on eStudent + submit online HECS form

Once the pre-Honours application is approved the following will happen: Head of the College of Medicine and Dentistry will sign a document recommending the faculty registrar to register all students with an approved pre-Honours application for registration into the Honours program. This document and the students course transfer applications will be compiled at the research office in Townsville and send to the faculty registrar for registration. Please note that student enrolment will remove you from the standard MBBS subjects in this process. Students will only then be able to enroll into the Honours subjects on eStudent after the faculty registrar has finalised this registration. Now enrol into the Honours subjects for study period 1 and 2 on eStudent. This must be finalised no later than 8th of January. You will now be enrolled solely in the MBBS with Honours subjects.

6. Monitor possible problems in the enrollment process

For any question regarding the enrollment process please contact . It is important to monitor your JCU e-mail also during all of December-January in case we need to contact you.

Not being enrolled means that your ethics approval (given under the condition that you are an Honours students) is not valid and you are breaking the law. Hence, important that you give priority to this early.

information Funding and reimbursement
information Getting access to approved funding for an Honours project (Updated 14/12/2017)

Honours allowance - Travel costs directly paid by JCU

Travels costs
All travels, flights, hotel, etc, must be booked by JCU admin staff. The cost will not be reimbursed if you book it yourself. The travel has to be booked by the Clinical Training Support Officer at your site (Cairns: Janine Eland, MacKay: Kelly White and Townsville: Jane Aitken). The Honours & Postgraduate Administration Officer can clarify if your travel is pre-approved and how much you have left to spend on the travel. Ask to supply the information and forward this to the relevant Clinical Training Support Officer at your site requesting them to make the booking.

1. Honours allowance - All types of expenses

  1. Log into https://au.researchweb.org/is/jcu/
  2. Go to your application for funding (usually the Honours project proposal).
  3. Click on the button “print form”. A Reimbursement form will be created by Researchweb. Print and sign this. (If the button "print form" is not there it means that you have already printed this form and submitted it.)
  4. On the printed form tick one of the two boxes. If needed add a "Creditor form". Sign and submit as instructed on the reimbursement form. In the creditor form put in your student number in the upper right box. Leave the question about ABN blank (you don't need this if you are a student). You can do 1-4 as soon as the funding is approved before the cost occurs.
  5. Staff at SMD research office tick in Researchweb that the Reimbursement form has arrived and you will get an e-mail stating that it has arrived. The button print form will now disappear.

Please note that your Honours proposal has a unique id number. If you initially applied for less than $1,000 and later do an application for complementary funding this second application will get another unique id number and you need to submit a Reimbursement form for that as well.

2a. Honours allowance - Expenses paid directly by the College of Medicine and Dentistry

Ensure you have first followed the advice given above and submitted a Reimbursement form. In this situation you (or your advisors) have an invoice that needs to be paid. Part of it should be paid by your pre-approved honours allowance and parts of it from another accound controlled by your advisor. Scan and send the invoice to . In the e-mail state the id number of your Honours proposal (if you have made an application for complementary funding specify the amount on each of your approved applications). In case the invoice exceeds your Honours allowance the rest need to be taken from an account advised by your advisor. One part is paid by your Honours allowance as described. The other part is paid and money taken from somewhere else (see below). If another account in control of your advisor should pay part of the invoice you need to attach a letter from your advisor stating that this is OK.

2b. Other grants than the Honours allowance

There are two types of external grants. Grants you applied for and funding that your advisors have. In both cases the money will reside on an account your advisor controls. You need to discuss access to these money with your advisor. Once you and your advisor agree send an e-mail to with the invoice and state what proportion of this needs to be paid from your Honours allowance (state id number of your pre-approved applications) and what proportion needs to be paid from another specified account. If another account in control of your advisor should pay part of the invoice you need to attach a letter from your advisor stating that this is OK.

You must also report grants other than the Honours allowance:

  1. Go to your registration in the project database (this link only works if you are logged in).
  2. Click on the Id nr to see the project registration.
  3. Click on Edit
  4. Go to the heading Funding
  5. Click on edit grant providers. Follow instructions to describe the grant.

2c. Honours allowance - Expenses first paid by you

Please note that all travels, flights, hotel, etc, must be booked by JCU admin staff and directly paid by JCU. The cost will not be reimbursed if you book it yourself. (more information above). Reimbursement for other previously approved expenses may be retrieved after the cost has occurred. The prior approvement was made when your project proposal was approved. Students must retain all receipts for reimbursement. Without supplying receipts, the reimbursement will not be processed. The procedure to get reimbursement:

  1. Log into https://au.researchweb.org/is/jcu/
  2. When the cost has occurred complete a Payment request. Ensure you put in your student number in the upper right corner. In NARRATIVE write a very short description and state the id number of your application in Researchweb. In the lower section allocate all costs to this account: 2131.11100.0001. Scan and send (with scanned copies of receipts as proof of expense) to . The cost must be consistent with the type of expense previously approved. This can be repeated if costs occur several times with some time in between.
  3. Your Payment request is reviewed by staff at CMD research office (usually the Honours admin). They compare your payment request with the prior approval and sign of as Receiving officer. They also register the cost in Researchweb so you as student and we as staff can keep track of expenses.
  4. The payment request is forwarded to Sonya van Bremen at SMD who signs off as Authorising officer
  5. The payment request is forwarded to Financial and Business Services who arrange for payment.

The Creditor form and Payment request can be found if you click on Honours resource kit.

3. Keeping track of expenses

Expenses related to your Honours allowance can be tracked in this web system. They are seen at the bottom of your Honours proposal submission (or your application for complementary Honours funding). Please note that it may take some weeks before payments are visible in this system.

information Doing a systematic literature review

Please read this instruction:  Writing a systematic review. Please also have a look at these examples of systematic litterature reviews done by previous Honours students (ensure you are within the JCU wifi to ensure access):

information Writing a study protocol
information Entry and Exit seminars
information Statistics
information Resources for projects involving Aboriginal and Torres Strait Islander communities / individuals
  • JCU guide to Australian Aboriginal and Torres Strait Islander cultural protocols
  • There are some additional considerations for students planning an Honours project that involves working with Aboriginal and Torres Strait Islander communities and individuals. In addition to the usual two advisors (one clinical, one academic), it is highly recommended that students also have an Aboriginal and Torres Strait Islander person who is prepared to act as a cultural mentor for the project, and provide guidance throughout. This could be an Indigenous academic from the University, or a community representative from the indigenous community with which the student would like to work. CMD Indigenous Health Academics, Ms Priscilla Page (Priscilla.Page@jcu.edu.au) and Mr Donald Whaleboat (Donald.Whaleboat@jcu.edu.au) are a great source of advice and will be able to direct students appropriately.
  • The School of Indigenous Australian Studies (SIAS) conducts an Indigenous Research Protocols Workshop approximately three times per year. This half-day workshop costs $50 and is run in both Townsville and Cairns, numbers permitting. Attendance at this workshop is strongly recommended. For further details please contact Antonja Peachey (Antonja.Peachey@jcu.edu.au).
  • There is also a twice yearly course run through the Graduate Research School entitled “Supervising Students with Indigenous Topics”. This is aimed at advisors, ethics advisors and others involved in supervising students with Indigenous research topics and is also highly recommended. Contact Roslyn.Burgess@jcu.edu.au for further information.
  • There is a particular ethics approval process for research involving Aboriginal and Torres Strait islander communities – the process is essentially the same, but the forms are slightly different. See https://www.jcu.edu.au/research-services/ethics-and-integrity/aboriginal-and-torres-strait-islander-research-ethics for further information.
information Software
information Computer available for Honours students

These computers are primarily for the use of MBBS Hhonours students for undertaking data entry and analysis related to their projects, and is set up with appropriate software for this purpose. Please make sure no data is left on any of these shared computers. All data is to be copied to a USB (or similar device) after the session and to be kept in a secure location at all times as stated in your ethics application/ proposal.

  • Cairns: We have a very fast computer available in the research office to be used in your Honours project. It is equipped with SPSS, G*Power and PASS (more advanced software to calculate sample size). You can just go there during standard office Hours. However, you must notify Josie or Janine Eland 1 day ahead if you want to use it out of hours (they need to inform Security). Always note your name and time in the logbook located on the desk (so we can monitor the use of the computer).
  • Mackay: An Honours computer is available at the Student computer Lab, Education and Research Centre, MKY Clinical School
  • Townsville: An Honours computer is located at TTH Clinical school common computer room. It is labelled Honours computer.
  • Darwin: (No specific Honours computer)
information Pharmacists who can make trial drugs
  • Gemma Will, Calanna Pharmacy Woree, 600 Bruce Hwy, Woree, Phone: (07) 4054 2440
  • Aylin Ektem, North Qld Compounding, 159-161 Pease St, Piccones Shopping Village, Cairns, Phone: 07 4053 2881
information Course in Biosafety (for students doing lab research)
(Information is coming soon)

The Honours handbook

pdf-icon Honours handbook 2019

Attachments

word document 2014-08-21 --- Thesis by publication - Advisor-Student certificate.docx
Advisor-Student certificate to be placed before each manuscript in a thesis by publication. Download this document, adjust texts appropriately, print and sign. Then scan to a pdf and insert at appropriate place in the thesis.
File size: 22 kB
pdf document 2013-11-06 --- CLO for MBBS Honours at JCU.pdf
Course Learning Outcomes for the Honours program
File size: 133 kB
pdf document RGO_Letter_for_Student_Research_Contracts.pdf
Describing that the student deed poll is enough and a separate research agreement is not necessary when: The principal investigator is a JCU undergraduate student, the project is of low risk, does not lead to commercialisable intellectual property and no financial transactions are involved. The document states whom to contact in case there are further questions.
File size: 343 kB
word document On-course assessment cover sheet for Honours.docx
On course assessment sheet adapted for the Honours program. To be attached with the thesis submission according to instructions given in the 2014 Honours handbook. However, this requirement is dropped in the 2015 version of the handbook. If you write the statement described in the 2015 version of the handbook then you don't need this on-course assessment cover sheet.
File size: 209 kB
word document Template for a letter of Support.docx
Template for a letter of support. Should be signed by participating clinics / sites and be part of the ethics application.
File size: 37 kB
word document Individual task cover sheet (SafeAssign).doc
Task sheet to be used for the Honours literature review and thesis when they are submitted to SafeAssign. This template has most of its text as images to avoid triggering a high plagiarism score.
File size: 426 kB
word document 2014-09-30_---_Rotation_Supervisor_Report_Marking_Sheet_for_Honours.docx
The Clinical Elective Report to be used in year 6 after the clinical elective placement as described in the year 6 rotation outline - for students using 100% of the elective for the Honours project.
File size: 78 kB
word document 2013-04-23_---_Template_for_writing_a_paper_with_EndNote.doc
Use this Word template to write a manuscript for publication. It places the reference list after the text but before tables and figures. Download the file and start write directly in it.
File size: 62 kB
PublishedDocument information: Honours Resource Kit | Last modified: 2017-06-26 by Ronny Gunnarsson

Honours Resource Kit, from James Cook University
http://www.researchweb.org/is/jcu/research/smd-honours-resources