OIST Graduate University
Policies, Rules & Procedures
Authority:⚫ Approved by the President⚫ School Education Act
Chapter 5. Graduate School Handbook
5.1. The Graduate School
The mission of the Graduate School of the OIST Graduate University is to provide first-classpostgraduate education to the highest international standard. The Graduate School
implements the following three core policies:
i. Admission Policy:
The Graduate University aims to train researchers who will play important roles in theinternational scientific community at leading scientific institutions in the public and private
sectors. Accordingly, the Admissions Policy will make it a principle to recruit candidates withthe potential and motivation to become leaders in scientific research on the international
stage.
Recruitment will focus on attracting outstanding students from within Japan andinternationally. Here “outstanding students” means students who are highly motivated by
the excitement and potential of the cutting-edge research that is possible at OIST, who havethe curiosity and academic ability needed to excel in their chosen areas of study, and who
have the capacity for independent research and original thinking. Our students will also
require proficiency in oral and written communication skills in English for advanced study
in science, and the ability to interact effectively with people from a wide range ofbackgrounds.
Students will be eligible to apply if they are expected to complete a BSc or equivalent degree
prior to admission, or have previously completed a BSc, MSc or equivalent degree
representing the completion of an undergraduate course in science and engineering, or
exceptionally in other fields. The student should meet requirements for admission to a
graduate school under the School Education Act. Those who hold a Masters degree may be
exempted from some coursework with the approval of the Dean. Successful candidates will
only be enrolled into a doctoral program.

ch05_graduate-school-handbook_ja_20190401_cl

ii. Curriculum Policy:
In keeping with the concept of “best in the world” we will recruit outstanding students andconduct top class academic instruction. The academic program will aim to develop the fullpotential of each student toward scientific excellence and independence. In accordance withthis aim, every student will be treated as a unique individual and have their program ofstudies tailored to their scientific aspirations, prior education, and current interests. The
basic principles of the curriculum design are to facilitate independent scientific thinking,and to learn by doing research. There will be a single program without barriers between
disciplines.
The students will be accepted directly into an integrated doctoral program leading to a
postdoctoral career path in leading research institutes and universities. The doctoral
program will have a standard enrollment period of five years, and will follow a course-based
study system. A three-term per year system will be used. The first two years will comprise a
combination of laboratory rotations and courses, designed to prepare the students for theirdoctoral thesis work in a flexible way. In the second year the students will choose alaboratory in which to undertake thesis research and will submit a Thesis Proposal. An
examination for progression to thesis research is held at the end of the second year, basedon the written Thesis Proposal and an Oral Examination that includes a defense of the
proposal and examination of fundamental knowledge in the field of the research. In order toensure the highest international standards an external examiner who is expert in the field of
the thesis study is a member of the examining panel. After determination of readiness forthesis work the students will enter into a three-year period of thesis research, which willconclude with examination of the thesis.
Students entering the program directly from undergraduate studies will normally take about
five years to complete their course of study. Those with a relevant Honors degree or a
Master’s degree in another area can finish in four years. Students entering with a Master’s
degree in the area they intend to specialize can finish in three years.

iii. Diploma Policy:
The Ph.D. degree is conferred by the University in recognition of completion by thecandidate of original research that makes a significant contribution to scientific knowledge.
The degree is not awarded for completion of certain courses or a fixed period of enrolment,or for directed work as a technician. The work for the degree consists of original researchand systematic studies that advance knowledge, conducted by the candidate with an
ch05_graduate-school-handbook_ja_20190401_clappropriate degree of independence. In addition, the candidate must demonstrate the ability
to communicate the results of their research and scholarship effectively in both oral andwritten English. The candidate must present their work in a thesis and defend it in an oral
examination. A published paper or manuscript ready for submission must be included as anappendix to the thesis. A candidate may not submit for examination work that has been
included in a thesis or dissertation that has been previously submitted towards a degree
qualification.
In order to ensure the highest international standards a Final Examination is held after
submission of the thesis. The Final Examination includes examination of the written thesisby two external examiners of international standing in the field of the thesis research, who
also conduct an on-site oral examination.
The Graduate School is a division of the OIST Graduate University. The Dean is the head of
the Graduate School. The Graduate School’s major role is to provide academic services,
student support and administrative support. These functions are organized into thecorresponding sections as follows:
5.1.1. Academic Affairs Section
The Academic Affairs Section supports the academic program of the graduate
school, and performs the following tasks:i
Administers the delivery of the academic programs of the Graduate School;ii
Organize course advising and appointment of Academic Mentors;iii
Organize thesis supervision;
iv
Monitor the academic progress of graduate students;v
Coordinate conduct of course assessment and manage results;vi
Coordinate the examination process;vii
Determine the results of PhD candidatures;
viii
Administer graduation requirements and the award of degrees;ix
Provide information about the Graduate School and its courses;
x
xi
xii
xiii
xiv
xv

Coordinate teaching activities;
Participate in the formulation of academic policies;
Manage teaching resources;
Provide professional development courses as part of the academic program;
Organize seminars and lectures of general interest, among other things;
Provide secretariat for academic committees including:a. Curriculum and Examination Committee;
b. Thesis committees

ch05_graduate-school-handbook_ja_20190401_cl5.1.2. Student Affairs Section
The Student Affairs Section is concerned with the everyday requirements forliving, health and welfare of students at OIST, and is charged with the following
tasks:
i
Implement policies on issues broadly affecting students, including housing,travel expenses support, financial support and other welfare;ii
Provide supporting services for students;
iii
Provide orientation to life in Okinawa and Japan for new students;
iv
Disseminate information and advice to students concerning scholarships andfinancial support;v
Administer student financial support and scholarships;vivii

Administer student welfare services;
Administer all travel expenses support related to the Graduate School
5.1.3. Admissions and Records Section
The Admissions and Records Section is charged with recruiting graduate
students to OIST, administering the process of admissions, and handling records
and data for students at all stages of the program from recruiting, admission,enrollment, and throughout their time at OIST, and after their departure. Thissection performs the following tasks:

i
ii
iii
Iv

v
vi
vii

Undertake student recruitment activity;
Administer the process of admission, registration and enrolment of students;
Provide secretariat for the Admissions Committee;
Prepare and maintain database systems concerning:a. Intending students and applicants for admissionb. Individual records of faculty membersc. Teaching assignments
d. PhD thesis supervisione. Student academic records
f. Course schedules
g. Evaluations of teaching and supervisionh. Alumni
Administer and monitor student transcripts and certificates;
Administer alumni association and activities;
Respond to Graduate School reporting and evaluation.
5.1.4. Academic Program Development Section
The Academic Program Development Section is responsible for maintaining andenhancing the quality and diversity of the taught component of the educational
ch05_graduate-school-handbook_ja_20190401_clprograms delivered by the Graduate School. This section performs the following
tasks:
i
ii
iii
iv
v
vi
vii

Develop and administer curriculum design and content;
Administer independent study and special topics;
Approve and monitor off-campus, online, and distance education;
Approve external credit recognition;
Provide induction programs for new teaching faculty;
Design and implement new academic programs as needed;
Disseminate good practice in teaching and PhD supervision;

5.2. Admissions and Registration
The OIST Graduate University aims to train researchers who will play important roles in theinternational scientific community at leading scientific institutions in the public and private
sectors. Accordingly, recruitment focuses on attracting outstanding students. Here“outstanding” means students who are highly motivated by the excitement and potential of the
cutting edge research that is possible at OIST, who have the curiosity and academic ability
needed to excel in their chosen areas of study, and who have the capacity for independent
research and original thinking.
The OIST Graduate Program is conducted in English, therefore our students also require
proficiency in oral and written communication skills in English for advanced study in science.
<equal opportunity statement: Candidates are considered for admission without regard togender, gender identity, gender expression, age, sexual orientation, mental or physicaldisability, medical condition, race, ethnicity, ancestry, culture, national origin, religion, or
marital status.>>5.2.1. Eligibility for admission to the graduate program
Students will be eligible to apply for the OIST Graduate Program if they havecompleted a BSc, MSc or equivalent degree or expect to do so prior to theadmission date. They must also meet admission requirements stipulated in
Article 20 of the University Rules.
Successful candidates for the OIST Graduate Program will only be enrolled intoa doctoral program and only as full-time students. Students must indicate an
intention to complete the program leading to a PhD. There is currently noprovision for a student to undertake an MSc.
5.2.2. Application for admission to the graduate programch05_graduate-school-handbook_ja_20190401_clAn applicant who wishes to become a candidate for a PhD shall apply foradmission before the closing date. Applications at other times should be directedto the student enquiries desk. The President may permit flexibility in time ofentrance, for example when this would give advantages in recruitment of
excellent students, or when this would be of benefit for the academic progress ofthe student.
Specific application period and closing dates are announced on the OIST public
website. Prospective students are required to submit an application for admission
online. All forms are to be filled out in English. The following documents are
required:
i

ii.

iii.

iv.

Academic transcript and authenticated copies of diploma (BSc, MSc,etc.) An English explanation is required for transcripts that are notwritten in English.
Applicant’s statement. This should be not more than 400 words andshould address the following points:
a. The applicant’s scientific interests and aspirations, and;b. What the applicant hopes to gain from undertaking graduate
studies at OIST.
An applicant who is seeking admission on the basis of a qualificationfrom a university for which the language of teaching and/or
examination is not English is required to provide standard language
test scores (TOEFL or IELTS) obtained within last 2 years. There isno minimum score required but the information is necessary indetermining preparatory course requirements.
A minimum of two letters of recommendation from appropriate
academic sponsors.

The following documents may be submitted optionally, and will be taken into
consideration by the selection committee if available:iAdditional evidence of academic ability such as GRE general testscores obtained within last 2 years.
ii
Additional material such as copies of publications and abstracts oforal presentations, and other evidence of achievement.
The OIST Graduate School reserves the right to request an external evaluation ofacademic qualifications from any applicant.

ch05_graduate-school-handbook_ja_20190401_cl5.2.3. Selection for admission
The Admissions Committee makes the selection of students for admission, in
accordance with the policies, rules and procedures of the Admissions Committee.
This Committee reviews all material submitted by each student and makes ashort-list of about 80 applicants. The short-listed applicants are invited to an
Admissions Workshop.
5.2.3.1. Admissions Workshop
An Admissions Workshop will be held each year. The aims of theAdmissions Workshop are to:iConduct face-to-face interviews of candidates by the Admissions
Committee or a subcommittee thereof. In the interview theCommittee discusses with the student their aims and theirmotivation to undertake graduate studies at OIST. The panel will also
discuss the student’s academic record and career aspirations. The
student will have an opportunity to ask questions about the graduate
program. The interview will be recorded and available to the selection
panel.

ii

Provide tours of OIST research and teaching facilities, student
support and accommodation, and the surrounding environments.
iii Provide a social program giving an opportunity for students to meetexisting students and faculty members.
5.2.3.2. Travel Rules for Candidates Attending Admissions Workshop
For those invited to attend the workshop the travel costs will be paid by
OIST. The workshop will comprise a minimum of two full days in
Okinawa, with flexibility regarding additional time.
Meals and accommodation
OIST will cover the cost of accommodation and meals for candidates
attending the Admissions Workshop at the OIST Graduate University.
Breakfast, lunch & dinner will be provided from the evening before
through the morning after the workshop.
Travel support
1: OIST will support a round trip in economy class between Okinawa
and the airport for the candidate’s starting and returning destination,ch05_graduate-school-handbook_ja_20190401_clexcluding expenses for any layover (at any Japanese or foreign cities).
2: Candidates are responsible for fees resulting from any change orcancellation of their flight and accommodation made after our travel
agent or OIST has confirmed the booking. Change or cancellation of theitinerary by the candidate is not permitted without prior approval from
OIST. In case of any breach of this rule, flight and/or accommodation
might be charged to the candidate.
3: OIST will arrange transportation between Naha (Okinawa) airport
and OIST Seaside House or accommodation nearby. If a candidate does
not arrive in and/or depart from Okinawa as scheduled for personalreasons, they will be responsible for arranging and paying for their own
transportation.
4: If candidates wish to purchase domestic travel insurance, they are
asked to do so at their own expense. However, OIST will pay in principle,
for international travel insurance for candidates who travelinternationally.
5: Candidates are expected to arrive at OIST on the day before theworkshop. The workshop will comprise a minimum of two full days in
Okinawa, with flexibility regarding additional time. A longer stay in
Okinawa is permitted provided that the graduate school approves theitinerary in advance. In case of an extended stay the candidate will be
responsible for arranging and paying for their own accommodation.
5.2.3.3. Final selection
The Admissions Committee will make a final selection of applicants whowill be offered a place in the graduate program, and inform the
Admissions Office. The successful applicants will be sent an official letter
offering admission to the graduate program. Successful applicants will be
required to accept or decline the offer within 30 days. The deadline for
accepting or declining the offer may be extended by the Admissions
Committee. A ranked list of reserves will be kept for a second round of
offers if places become available.

ch05_graduate-school-handbook_ja_20190401_cl5.2.4. Number of Students Admitted
In accordance with best-practice graduate teaching methods where low numbersof students for each faculty member are essential, and in line with overseas
prestigious universities, the admission capacity of PhD full-time graduate
students accepted by the Graduate School shall be as stipulated in Article 15 of
the OIST University Rules.
5.2.5. Transfer students
Students who have commenced studies at another university and wish tocontinue their students at OIST and obtain the OIST PhD degree may, under
special circumstances, be admitted subject to meeting admission standards. Suchcases may arise, for example, when newly appointed faculty members withexisting graduate students are appointed at OIST before their students complete
their studies. In such cases OIST wishes to ensure the best possible outcome forthe students and their supervisors while preserving the high international
standards of the graduate program.
Transfer students should complete the application process in the same way asother students but their folder should include a letter from the OIST faculty
member explaining the situation and recommending the student for the OIST
graduate program.
5.2.6. Registration
An applicant who has been admitted to the graduate program as a full-timecandidate for a PhD will become a student of the OIST Graduate School on thedate of first registration. Registration is a synonym for matriculation in thiscontext. Every student is required to register on admission to the Graduate School(Article 25 of the University Rules), and thereafter at the beginning of eachacademic year of the graduate program.
Flexibility in time of admission or registration may be of advantage. For example,
there may be advantages to the Graduate School in recruitment of excellent
students, and there may be benefits for the academic progress of the student.
Variations in time of registration may be allowed by the President at the requestof the Dean of the Graduate School.
For graduate students registering for the doctoral program leading to a PhD, thefollowing conditions apply:

ch05_graduate-school-handbook_ja_20190401_cl

i
ii

iii

Registration is restricted to full-time candidates.
A full-time candidate may hold an external scholarship or
receive financial support from OIST, or a combination of both,to enable him or her to study on a full-time basis, but may nototherwise hold employment.
The full-time status of the student must be confirmed in a
written declaration signed by the student and the Dean of the
Graduate School.

In order to register, the student, must submit all forms in complete form to theStudent Affairs Section.
On registration a “registered student record” will be created for the student in thestudent record system. This record will be the official record of the student andwill link to all other records including student academic record, progress reports,financial support, and housing, etc.
If the student does not fulfill all the requirements for registration by the deadline
announced by the Office of the Graduate School, the admission will be
automatically cancelled, and the student will be notified of cancellation in a timely
manner.
5.2.7. Student ID Card
Students are required to carry a valid Student ID Card to access OIST facilities(doorways, classrooms, laboratories, administrative offices, libraries, etc.), andmust present it when certificates are issued or when OIST staff asks for
identification. Short-term students will be provided with a temporary Student ID
card.
5.2.7.1.

Card Issue and Return

When the student has been registered by the Graduate School, he or she
will be issued with a Student ID Card. The card remains the property of
the Graduate School, and must be returned upon completion of theperiod of study.
The card becomes invalid once the student is no longer a registeredstudent at OIST.

ch05_graduate-school-handbook_ja_20190401_cl5.2.7.2. Access
Entry to general laboratory areas is only permitted after the student has
successfully completed the induction program during Enrollment Week,or similar (see PRP 5.2.8). Additional access to specific more restricted
areas will only be made available after the appropriate safety andequipment training has been provided. Such access will only beprovided while the student has a need to enter those particular
restricted areas.
5.2.7.3. Loss and Replacement of Cards
In the event that a Student ID Card is lost or misplaced, the student
must immediately inform the Graduate School Office. A replacement
Student ID Card will be issued.
5.2.7.4. Permissions
Student ID Cards may not under any circumstances be loaned out or
used by other persons, whether or not those persons are themselvesauthorized to have access to OIST facilities. Cards may not be copied,
reverse-engineered, distributed without permission, or cryptanalyzed.
Cards remain the property of OIST even when invalidated. The Dean of
the Graduate School may take disciplinary action in the event that theseprovisions are not followed.
5.2.8. Induction program
Students registered as full time OIST PhD students complete an induction
program during Enrollment Week (the first week of the first term of the AcademicYear). This program includes briefings on the PhD program, the mentoring andguidance of students, and student support, as well as training in the use of OIST
facilities such as the IT infrastructure, the library, and the laboratories. Essential
safety training to operate in the research laboratories and a preliminary healthscreen are mandatory before entry to the laboratory areas is provided.
OIST PhD students arriving outside of Enrollment Week and incoming special
students may take this induction program at other times of the year more suitable
to their arrival time. However, no laboratory access can be provided to students
who have not completed this or a similar induction program.

ch05_graduate-school-handbook_ja_20190401_cl5.2.9. Application Fees, Admission Fees and Tuition Fees
The Application Fee, Admission Fee and Tuition Fee (Article 42 of the University
Rules) are set as follows.
Application Fee 0 Yen
Admission Fee 0 Yen
Tuition Fee 540,000 Yen /Annual
Payment of the Tuition Fee is by deduction of one-twelfth of the Tuition Fee fromthe monthly Research Assistant payments, over 12 months.
5.2.10. Early Program for full-time PhD student The OIST Graduate
School offers an Early Program for full-time PhD student (also known as Gap
program) to selected incoming students prior to enrollment in PhD program. The
purpose of this program is to better prepare students prior to joining the regular
PhD program, if they have less strength in language or research skills.
In the Early Program, students enroll in the following optional courses asnecessary; PD3 (English for Science and Technology), PD4 (Essential Japanesefor Foreign Researchers), or PD5 (Laboratory Experience). These optionalcourses are awarded credit upon successful completion, although these credits do
not count towards the degree requirements.
Students are not automatically eligible for enrollment into the Early Program. An
offer to join the Early Program may be made by the Graduate School to an
incoming student after consideration of each individual student’s circumstances.
If there is no added educational benefit to a student, the student may not be
eligible to enroll in the Early Program.
In principle, students are only eligible for the Early Program if they have accepted
an offer at least 6 months before the actual start date of the regular PhD Program.
Rules concerning financial support for the Early Program are separately
stipulated in PRP 5.4.1.3.1.
5.3. The OIST Graduate Program
The OIST graduate school offers an integrated doctoral program leading to the degree of Doctorof Philosophy (PhD). The degree of PhD is a research postgraduate degree. Such a degree shallbe awarded to a candidate who
ch05_graduate-school-handbook_ja_20190401_climeets admission requirements and receives and accepts an offer ofadmission, and is registered as a full-time PhD student for a

ii

iii

minimum of three years and not more than ten years; andsatisfactorily completes prescribed coursework amounting to atleast 30 points (20 from courses, 10 from research work) oralternatively, has obtained the equivalent number of credits basedon prior study; andpresents a successful thesis representing the result of thecandidate’s research which should constitute an originalcontribution to knowledge and contain material worthy of
publication; andiv

satisfies the examiners in an oral examination in matters relevant tothe subject of the thesis.
5.3.1. Period of study
The standard period of study is 5 years but may vary according to the level of
preparation of the student and the progress of their research. The period of study
may be reduced if the student has previously undertaken study that provides
appropriate preparation.
5.3.1.1. Admission with BSc.
The period of study for a student entering with a first degree is 5 years.
5.3.1.2. Admission with MSc.
A student who has already obtained an MSc or has significant, documented
research experience may enter directly into the second or third years of the
program. Such a student will be required to complete an approved courseof studies.
5.3.1.3. Minimum period of study
The minimum period of study is stipulated in Article 35 of the University
Rules.
5.3.1.4.

Extension to the standard period of study

In exceptional circumstances the period of study may be extended beyond
the standard period of 5 years. Extension requires approval of the Dean of
the Graduate School. In case of extension of the period of study, extensionof financial support is not automatically granted. (see financial support
section [link: 5.4.1])

ch05_graduate-school-handbook_ja_20190401_cl5.3.1.5. Maximum period of study
The maximum permitted period of study is 10 years, including Study Leave
and Annual Leave [link: 5.3.17].
5.3.2. Academic year and dates of terms
The academic year begins in September each year. The school year is composed ofthree terms, with nominally 15 weeks of scheduled teaching in each term. This
schedule was chosen in order to give enough time for completion of a meaningfulproject in each Research Rotation (See Article 17 of the OIST University Rules).
5.3.3. Course work requirements
The first two years of the integrated 5-year doctoral program comprise a
combination of Research Rotations and courses, designed to prepare the student
for his or her doctoral thesis work in a flexible way. In the first two years of the
program students will undertake an individualized study program constructed froma combination of courses.
5.3.4. Course credits
The number of credits assigned to each course is stipulated in the Schedule of
Courses. Students will be required to accrue at least 30 points before graduation.
Courses include Professional Development, Basic, Advanced, and Research
Courses. The subtotal of Professional Development, Basic, and Advanced courses
amounts to a value of 20 points. Research courses include Rotations and a Thesis
Proposal amounting to a total value of 10 points. International Workshop
Participation may provide additional points. Credits may be awarded for graduate
courses completed at other universities or at OIST prior to admission (Chapter
5.6.2).
5.3.5. Mandatory Courses
To maintain flexibility in the curriculum the number of mandatory courses (apartfrom the required research courses: Rotation and Thesis Proposal) is limited to two,each worth one credit. These courses are Professional Development I and II. These
Professional Development Courses are designed to develop essential knowledge,
experience, and abilities for successful completion of the graduate program and toprepare the graduate for a career in leading international academic or industrial
research laboratories.
5.3.6. Basic and Advanced Courses
Each student will normally take at least 4 Basic courses and 4 Advanced courses. In
ch05_graduate-school-handbook_ja_20190401_clgeneral, Basic and Advanced courses are worth two credits. Information about
Courses is provided in the Schedule of Courses [link:
https://groups.oist.jp/grad/courses-term-0] and Course Approval sections [link:
5.3.10]. Course advising [link: 5.3.10.] is undertaken by an individual Academic
Mentor for each student, to provide an individualized course of studies.
5.3.6.1.

Research Rotations

Rotations form a major part of the student’s work in the first year of thegraduate program. In each rotation, the student will spend one term
undertaking a specific project and will then move on to a different
research unit. The Rotations provide a variety of experience in different
laboratories that will broaden the student’s understanding of different
disciplines, techniques, and ways of thinking. Rotations may include
theoretical work or modeling as well as laboratory benchwork. They areintended to help the student select the most appropriate research unit
and research question for their thesis research. Students will typicallycomplete three Rotations before deciding on a thesis topic.
Three Research Rotations are always required, with a total point value of
9 points. There may be exceptions to this requirement in the case ofequivalent prior research experience, in which case credit may beawarded in increments of 3 points as a cross-credit [link: 5.6.2.]. In
general, not more than 6 points can be cross-credited for rotations, sothat all students must complete at least one rotation.
The choice of Rotations is part of the approved course taken by thestudent, and requires discussion with the Academic Mentor [link:
5.3.10]. The number of students who may take a rotation in a given
research unit is limited to 2 and not all choices will necessarily beavailable at a given time. Students should list in order of preference 5
rotations on the application form submitted with their proposed course
for approval by the Dean of the Graduate School. Their top 3 will beaccommodated whenever possible. If not possible, the committee will
look further along their list to ensure they can complete their rotations
during the first year.
Each Rotation entails completion of a meaningful project. The Professor
in charge of the host research unit will assign the project topic, taking
into account the interests of the student and the capabilities of the
ch05_graduate-school-handbook_ja_20190401_clresearch unit. In the course of each rotation the student is required to:i

Write a rotation project proposal,

ii

Complete the proposed project in the research unit,iii

Make an oral presentation to the research unit members, andiv

Submit a written report on the project.

Rotations are evaluated by the Professor in charge of the research unit,
and the student’s report together with the evaluation is forwarded to the
Academic Affairs Section. The student’s progress and performance ineach Rotation will be discussed in the Curriculum and Examination
Committee to ensure cooperation among faculty members in facilitating
individual student progress.
5.3.7. PhD Thesis Proposal
Students are required to complete a PhD thesis proposal, which is worth one credit.
For details, see PRP 5.3.11.
5.3.8. Workload
The maximum the number of courses that can be taken in any one term is four.
However, students will not normally take more than two Basic or Advanced Courses
per term, in order to leave time for independent studies, reading, and research work
during Rotations.
5.3.9. Overview of order of study
Year 1i

Appointment of Academic mentor

ii

Course plan for Year 1 and Year 2 prepared (including
rotations)

iii

Professional Development I.

iv

Complete approved Basic Courses and Advanced Courses if
appropriatev

Three Rotations.

(See separate note regarding additional professional development courses.)
Year 2i

Prepare PhD Thesis Proposal.

ii

Complete approved Advanced Courses and additional Basicch05_graduate-school-handbook_ja_20190401_clcourses as needed.
iii

Professional Development Ⅱcommences.

iv

Nominate PhD Thesis Committee members.

v

Submit nominating forms and thesis proposal.

vi

Oral qualifying examination for progression to PhD thesis
research conducted.

Years 3-5i

Thesis research.

ii

Professional Development II.

iii

Workshop Courses.

Examination of thesisi

Notification of intention to submit Thesis

ii

Thesis Examination Committee nominated.

iii

Thesis submitted

iv

Thesis presentation and oral examination conducted at OIST.

5.3.10. Course advising
The particular selection of courses taken by any student is based on theireducational background, intentions, and experience. Apart from mandatory
Professional Development courses, there are no compulsory course requirements.
In such a flexible program, in which each student has an individualized program,excellent advice in course selection from an experienced advisor is essential. To
provide this advice each student will have an independent Academic Mentor.
5.3.10.1.

Appointment of Academic Mentor

An Academic Mentor (also called General Advisor) is assigned to each
student from the time of admission. The Academic Mentor is required towork carefully with the student to select courses and Research Rotations
that reinforce the foundations of the field of study and also provide thebreadth of study necessary to develop the ability to collaborate effectively
across traditional boundaries. The Academic Mentor for each student will
be appointed by the Dean of the Graduate School, with advice from theAcademic Affairs Section. The Academic Mentor should have thefollowing characteristics:

ch05_graduate-school-handbook_ja_20190401_cl

i Significant prior experience in course advising andsupervision of graduate thesis research. New Faculty may
gain experience in course advising and supervision by servingon thesis committees as a committee member.
ii High level of competence in the field, able to give advice tothe student on the choice of courses that will prepare themfor their PhD thesis research.
iii Be a disinterested party charged with working for the bestinterests of the student
The Academic Mentor will continue to play a general mentoring role forthe duration of the student’s studies at OIST. The Academic Mentor
cannot also be the same student’s Thesis Supervisor. If a student elects toundertake their thesis research in the research unit of the Academic
Mentor, a new Academic Mentor shall be appointed.
5.3.10.2.

Duties of Academic Mentor in development of Course Plan

The Academic Mentor and student together will formulate a plan ofcourses and Rotations for the first two years. The course plan will take
into account any previously established credits, specific experience andresearch interests of the student. The Academic Mentor will guide thestudents to choose Rotations that include exposure to both experimental
and theoretical approaches, and an interdisciplinary experience.
5.3.10.3.

Approval of Course Plan

The plan will be submitted to the Dean of the Graduate School on therequired form. Each individual’s course plan will be finally approved by
the Dean of the Graduate School.
5.3.10.4.

Approval of Research Rotations Research Rotations areapproved by the Dean of the Graduate School taking into account thestudent preferences, and availability of rotations.
5.3.10.5.

Course assessment

Each course will be assessed as specified in the course. Examiners may
examine by means of written, practical, or oral test, or by continuous
assessment, or by any combination of these. Examination scripts andreports must be written in English.
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A student who is unable to complete an assessment because of genuine
impairment may be permitted by the Dean of the Graduate School tocomplete a supplementary assessment. In such cases an application for
special consideration must be submitted within 48 hours of theassessment on the appropriate form.
There shall be no appeal against examination results. However,complaints about examination results will be considered by the Dean of
the Graduate School and scripts will be checked for errors in marking. If
errors are detected marks may be corrected up or down with theagreement of the examiner.
Formal assessment of courses will be coordinated by the Academic Affairs
Section. The dates of examinations and due dates of major items ofassessment will be coordinated to avoid timetable clashes. Such dates will
be fixed at the start of each academic year and students will be advised ofthe examination and assessment timetable at the start of the year.
Examination questions must be provided to Academic Affairs Section atleast one month prior to the examination for preparation of examination
papers. Examinations will be invigilated. Entry to the examination rooms
will only be permitted for candidates enrolled in the course.
5.3.10.6.

Monitoring of student progress and student mentoring

In the first two years, before confirmation of the student to progress tothesis research, the Academic Mentor will meet regularly with the student
to discuss progress or problems with Courses and Rotations. The grades
obtained in courses will be reported to the Academic Mentor andCurriculum and Examination Committee by Academic Affairs Section. In
cases of difficulty the Academic Mentor will organize help and support for
the individual student as needed. If difficulties continue the Academic
Mentor has the responsibility of alerting the Dean of the Graduate School,
who may initiate proceedings related to poor progress or performance.
5.3.11. Qualifying for Progression to PhD Thesis Research
Before commencing PhD thesis research all OIST graduate students will be
evaluated by the Curriculum and Examinations Committee to determine if they are
qualified for PhD thesis work. To initiate this process the student prepares the PhD
thesis proposal, as described in Section [link: 5.3.11.3] after selecting a Thesis
ch05_graduate-school-handbook_ja_20190401_clSupervisor(s) and Research Unit, and nominates a Thesis Committee. The thesis
proposal, Thesis Supervisor, and Thesis Committee must be formally approved by
the Dean of the Graduate School before the student commences thesis research
5.3.11.1.

Nomination of Thesis Supervisor, and Thesis Committee

members
All students will be required to have a Thesis Committee - irrespective of
the seniority of the Thesis Supervisor - to provide oversight of the thesis
research supervision. The Thesis Committee will comprise the Thesis
Supervisor, the Academic Mentor, and the cosupervisor or the third
Thesis Committee member, selected from among OIST faculty membersby the student in consultation with the Thesis Supervisor. If thecosupervisor is selected from faculty members external to OIST, an
additional Thesis Committee member also needs to be selected fromamong OIST faculty members. The student is responsible for nominating
the Thesis Supervisor and may suggest names for the other committee
members. The thesis committee members should be nominated before
appointment of the Examination Panel for the thesis proposal. The
Academic Affairs Section will provide guidance and assistance to students
in relation to this process.
PhD Thesis Supervisors must be full-time faculty members. Adjunct andvisiting faculty members may be cosupervisors or Thesis Committee
members. Faculty external to the university may be cosupervisors
provided an institutional agreement exists with the university of theexternal faculty member. Information about such agreements is available
from Academic Affairs Section.
5.3.11.2. Process for Approval of Thesis Supervisor and Thesis
Committee Members
In consultation with the intended PhD Thesis Supervisor and Academic
Mentor, the student completes and submits the form for nominating
Thesis Supervisor [link: Preliminary Thesis Research Supervisor] to the
Graduate School. Furthermore, in consultation with the intended PhD
Thesis Supervisor, Academic Mentor and prospective members of theThesis Committee, the student completes and submits the form fornominating Thesis Committee members [link: Thesis Proposal
Submission Cover Sheet] along with the thesis proposal to the Graduate
School. The Thesis Supervisor and Thesis Committee members for eachch05_graduate-school-handbook_ja_20190401_clstudent will be appointed by the Dean of the Graduate School, with advice
from the Academic Affairs Section. If the proposed Thesis Supervisor isthe same person as the Academic Mentor, a new Academic Mentor will be
appointed by the Dean of the Graduate School to avoid any conflict ofinterest.
5.3.11.3. PhD Thesis Proposal Requirement The PhD thesis proposal is thestudent’s plan for their thesis research, and forms an important part ofthe evaluation for progression to thesis research. A positive outcome ofthe evaluation means that the proposal is acceptable and that the
Curriculum and Examinations Committee agrees that the student iscompetent to proceed with the plan under the supervision of the thesis
committee. The thesis proposal must be the student’s independent workin which the student makes an original contribution to the developmentof the research question, design of the research, and review of theliterature. In the course of developing the proposal the student is expected
to discuss the intended research with the thesis supervisor. The
supervisor should advise the student on what is possible in the research
unit, and discuss the scientific questions, the relevant existing work, andthe research design and methods.
Students must write the thesis proposal in their own words. In referringto the work of others correct citation and attribution of sources isessential. Plagiarism by copying or paraphrasing is strictly forbidden andif established may lead to a fail without further examination.
The student’s supervisor and proposed Thesis Committee must read the
proposal before it is submitted. The student’s Thesis Committee may give
feedback on one draft of the proposal and allow the student to makenecessary revisions before submission. When satisfied that the plan isachievable and that the research goals are appropriate, the supervisor andcommittee members indicate formal agreement by signing the cover page.
The proposal is then submitted for examination. The student must defend
the proposal in an oral examination.
5.3.11.3.1. Format and Content of the Thesis Proposal It is part of thestudent's training in research to prepare a concise, rigorous, and scholarly
thesis proposal and present it in the correct format. There is no strict
length requirement for the thesis proposal. It is anticipated that mostch05_graduate-school-handbook_ja_20190401_clstudents will need 8,000-10,000 words (about twenty pages of text) toadequately explain the motivation and goals of their project, review therelevant literature, and describe progress to date. However, concise
proposals are encouraged, and a proposal of 5,000 words, which covered
all these points, would be perfectly acceptable. The proposal should
contain the following sections:i.

Front Page. This should include the name and logo of the OIST
Graduate University, the words “PhD Thesis Proposal”, the title ofthe thesis proposal, the names of the student, primary supervisor(and co-supervisor if there is one), and the month and year ofsubmission of the thesis proposal.

ii. Abstract. This should be a single paragraph of not more than 500
words, which concisely summarizes the entire proposal.
iii.

List of Abbreviations

iv.

Introduction and Literature Review. This should include astatement of the problem, the overall aims, and background to theresearch including a review of relevant existing work (literature
review). The literature review should be of publishable quality andprovide a concise, scholarly review of the literature explaining thebackground to the proposed research. The review should provide
the context for the aims of the proposed research in relation toexisting work on the topic.

v.

Research Plan. This should begin with the specific aims of theresearch and provide a concrete plan for completion of theresearch including the design and methods. This section should
include an explanation of how the methods will address the aims
and the significance of the results for the field.

vi.

Progress Report. This should be a report on the researchachievements of the student in the laboratory of the proposed
supervisor during preliminary thesis research. The report should
not duplicate material previously submitted for evaluation as partof a previous degree, but may include work completed during
rotations at OIST. The report may include examples of results
ch05_graduate-school-handbook_ja_20190401_clobtained with the methods proposed. It is understood that results
may not be available in projects requiring, for example,
development of methods, sample preparation, or recruitment ofparticipants, in which case other evidence of progress should bereported.
vii. Bibliography. The bibliography should include all references citedin the text and should not include references that have not been
cited. In preparing the bibliography, students may use any of theconventional styles of referencing that include the titles of articles,
such as the Harvard, Vancouver or ACS systems. However, thestyle chosen must be used consistently and correctly throughout,both for in-text citations, and formatting of bibliographic entries
viii. Appendices. These are optional and should only be used if
necessary.
The examiners commit to read the proposal, but the Curriculum andExaminations Committee reserves the right to require students to rewrite
excessively long, or poorly constructed, thesis proposals, without
forwarding them to examiners. The student cannot assume that theexaminers will read the optional appendices.
The complete doctoral thesis proposal document must be submitted to
the Graduate School by the due date as nominated by the Dean, normallyno later than four weeks (28 days) prior to the oral defense. An
emergency exception to the standard due date deadline can be granted by
the Dean on the basis of a written request from the supervisor.
5.3.11.4.

Examination and Defence of Thesis Proposal

An Examination Panel for the thesis proposal comprises three members:
an External Examiner, an Internal Examiner, and a Chair appointed by
the Curriculum and Examinations committee. The Examination Panel willconduct a three-hour oral examination that will include a defense of thethesis proposal. The Examination Panel will include an External
Examiner who is expert in the field of the proposed thesis and external to
OIST. Normally the examination will be conducted in person at OIST but
if this is not possible the Dean of the Graduate School may permit
electronic participation by audiovisual link. The Curriculum andExaminations Committee appoints the External Examiner taking into
ch05_graduate-school-handbook_ja_20190401_claccount nominations provided by the proposed supervisor. Similar
conflicts of interest precaution apply as outlined in 5.3.13.3.1 below. The
Examination Panel also includes an Internal Examiner from OIST faculty
members, who is appointed by the Curriculum and Examinationscommittee. An OIST faculty member with knowledge of OIST standards
and regulations concerning thesis proposal examinations is nominated by
the Curriculum and Examinations committee and will chair the
Examination Panel. The Examination Panel will not include the proposed
thesis supervisor or student’s mentor. The Thesis Supervisor and othermembers of the Thesis Committee may attend the oral examination as
observers but should not participate in the examination.
5.3.11.4.1.

Conduct of the Examination

The only material normally permitted in the examination room is thethesis proposal itself. Additional material such as copies of additional
results figures developed since the thesis proposal was submitted, arepermitted provided they are supplied to the Chair at least one week inadvance, and the Chair agrees to their inclusion.
The Chairperson starts the examination by announcing the start ofthe examination and explaining the examination process to thestudent and examiners. The Chairperson then invites the student togive a concise summary of the research proposal, which should
normally take less than 15 minutes. The use of slides or other material
for the presentation is not permitted. However, the student may referto a hard copy of the thesis proposal during the examination. A whiteboard and pens are also provided.
After the summary, the Chairperson invites the External Examiner toexamine the student. The Internal Examiner may follow the External
Examiner or, as appropriate, join the discussion with the student. As
the expert in the field of the thesis proposal, the External Examiner is
expected to play the principal role in the examination.
It is expected that the examination will comprise a balance of roughly
equal parts: (1) defense of the thesis proposal and (2) examination of
fundamental knowledge in the field or fields of study relevant to thethesis topic.

ch05_graduate-school-handbook_ja_20190401_cl

In the defense of the thesis proposal (part 1), the student is expected
to demonstrate the necessary advanced knowledge andunderstanding to undertake the proposed thesis research and show
their original and independent contribution to the proposal and theresearch question.
In the oral examination (part 2), the student is expected todemonstrate adequate fundamental knowledge in the field or fields ofstudy relevant to the thesis topic, and the ability to organize, apply
and convey that knowledge effectively.
In the conduct of the examination it is envisaged that part 2 will flow
naturally from part 1. A rigid division into parts is not necessary andthe balance of time spent on each part, while nominally equal, may bevaried at the discretion of the examiners.
The examination shall not continue for more than three hours
maximum, but may be concluded sooner if the examiners are satisfied
that they have sufficiently examined the student and are able to makea recommendation. The Chairperson formally concludes theexamination when the allowed time has elapsed or the examiners
have indicated they have no further questions.
After the examination, the External Examiner and Internal Examiner
independently provide brief written reports on the examination to the
Chairperson within one week of the examination. The Chairpersonthen forwards the reports to the Curriculum and Examinations
Committee. The report shall remain confidential and shall not bereleased to the student until after the Curriculum and Examinations
Committee has formally decided on the outcome of the examination.
The examiners’ report is required to include one of the following
possible recommendations listed below:
i Pass. The examiners recommend that the student be advanced to
candidacy. The examiners may recommend additional course work or
stipulate minor revisions to the thesis proposal.
ii Defer. This outcome is possible only if the student’s academic
preparation is sufficient, and the thesis proposal is not acceptable in
ch05_graduate-school-handbook_ja_20190401_clits present form but could be acceptable pending major revisions. The
thesis proposal must be re-examined in a second oral examination. In
such case the Examiner’s report shall itemize the deficiencies of thethesis proposal that need to be addressed in the revisions, and any
deficiencies in the scope and depth of the student’s knowledge that
require remediation.
iii Fail. This is the outcome when academic preparation is not sufficientor the thesis proposal is not suitable for re-examination, or has not
met the required standard on re-examination. No re-examination isallowed in the case of a fail outcome.
5.3.11.5. Evaluation for Progression to PhD Thesis Research
The purpose of evaluating qualification for progression to PhD thesis
research is to determine whether the student has an adequate
fundamental knowledge in the field or fields of study relevant to the thesis
topic, and can organize, apply and convey that knowledge effectively. The
Curriculum and Examinations Committee will make this evaluation
taking into account the completed program of study and the student’s
performance in courses and rotations at OIST, the thesis proposal, andthe student’s performance in an examination. The thesis proposal forms
an important part of the evaluation. The thesis proposal must be thestudent’s independent work and clearly show the original contribution of
the student to the research question. The evaluation may occur whenrequested by the student and normally before the end of the second yearof study, and at the latest within 12 months of the start of preliminary
thesis research. When evaluating the student, the Curriculum andExaminations Committee will consider the following materials:
i.

The student’s PhD thesis proposal.

ii. A report from the examining panel as separately described(5.3.11.3).
iii.

The student’s academic record at OIST.

iv.

Write-ups of Rotations.

v.

An Endorsement of the thesis proposal from the proposed thesis
supervisor, the student’s academic mentor, and other members of
the intended thesis committee, on the prescribed Thesis Proposal
Submission Cover Sheet.

vi.

Further material deemed relevant to the evaluation.

ch05_graduate-school-handbook_ja_20190401_cl

At the next available meeting of the Curriculum and Examinations Committee
after the examination, the committee considers the reports from theexaminers and makes a recommendation. The Curriculum and Examinations
Committee will reach one of the three decisions listed below and record thedecision in the student’s academic record:iPass. The student is advanced to candidacy. The committee may
require additional course work or stipulate minor revisions to thethesis proposal.

ii

Defer. This outcome is possible only if the student’s academic
preparation is sufficient, and the thesis proposal is not acceptable inits present form but could be acceptable pending major revisions. The
thesis proposal must be re-examined in a second oral examination
after which the committee must reach a decision of either pass or fail.
The committee will stipulate a deadline for submission of a revised
proposal and date of re-examination. If the student fails to resubmit
by the deadline the outcome will change to fail.

iii Fail. This is the outcome when academic preparation is not sufficientor the thesis proposal is not suitable for re-examination, or has not
met the required standard on re-examination. No re-examination isallowed in the case of a fail outcome.
This outcome is sent to the student and the Thesis Committee as soon as it
becomes available, together with the reports of the examiners. If revisions are
required, a timeline for their completion is described in the outcome letter.
Revisions must be submitted by the deadline, for consideration by the
responsible person (usually the Examiner or Chair). Once revisions have been
accepted, the student is notified after ratification at the next available meetingof the Curriculum and Examinations Committee.
Procedures for appeal against the outcome of the evaluation are separately
described (5.3.11.8).
5.3.11.6.

Exit with MSc (“Non-continuation” outcome of evaluation forprogression).

A student who, after evaluation for progression to PhD thesis research, fails tomeet requirements for progression to PhD thesis research may submit a thesis
for consideration for award of the MSc degree in accordance with Article 37,
paragraph 3 of the University Rules. An MSc may be awarded if the candidatech05_graduate-school-handbook_ja_20190401_clhas successfully completed the following minimum requirements:
i. at least 30 points (20 from courses, 10 from research work),ii. submission of a thesis describing their own research work at a level judged
to be suitable for the award of MSc by a panel of examiners including at least
one external examiner.
There is a time limit in such cases. The student must achieve the necessary
course credits and submit their MSc Thesis for examination within six monthsof being informed of the outcome of the Evaluation.
The examining panel will include an external examiner, an internal examiner,
and a chair appointed for this purpose by the Curriculum and Examinationcommittee. The examiners will examine the written thesis and submit a report
within 3 months of receipt of the thesis, including a recommendation of either“passed” or “failed”. The Curriculum and Examination committee reviews therecommendation and considers whether all academic requirements for theaward of the degree have been satisfied. In the case of a “pass” outcome theprocedures for conferment of the degree (5.3.15) shall be followed. In the caseof a “fail” outcome the Individual Student Record shall be updated with anentry on the next day, stating that the outcome is “fail”. At the time when theindividual Student Record is updated, the candidate is sent a letter advising of
the outcome.
5.3.11.7.

Exit with MSc prior to progression to PhD thesis research

Under exceptional circumstances, when deemed necessary by the Dean of the
Graduate School, a student who, prior to evaluation for progression to PhD
thesis research, requests early exit from the program may be allowed tosubmit a thesis for award of the MSc degree in accordance with Article 37,
paragraph 3 of the University Rules. Early exit must be requested within two
years of enrolment and approved by the Dean of the Graduate School. An MSc
may be awarded if the candidate successfully completes the following
minimum requirements:
i. At least 30 points (20 from courses, 10 from research work).
ii. Submission of a thesis describing their own research work at a level judged
to be suitable for the award of MSc by a panel of examiners including at least
one external examiner.
iii. Having been enrolled in the University for at least two years.
ch05_graduate-school-handbook_ja_20190401_cl

The student must achieve the necessary course credits and submit their MSc
Thesis for examination before the end of the third year of enrolment. The
examining panel will include an external examiner, an internal examiner, anda chair appointed for this purpose by the Curriculum and Examinationcommittee. The examiners will examine the written thesis and submit a report
within 3 months of receipt of the thesis, including a recommendation of either“passed” or “failed”. The Curriculum and Examination committee reviews therecommendation and considers whether all academic requirements for theaward of the degree have been satisfied.
5.3.11.8.

Appeals procedure

A student who has failed the qualifying examination (or MSc thesis
examination) may lodge an appeal. Grounds for appeal include incorrect
application of the procedures, but objections to the evaluations in theassessment by the examiners, the decision of the Curriculum andExaminations Committee, and the composition of the examining panel are nota basis for appeal. The qualifying examination is a confidential process, andthis confidentiality must be maintained throughout any appeals process. The
appeal must be in writing, include a concise statement of the reasons for theappeal, and be lodged with the Manager, Academic Affairs Section, within 28
days of the date of the letter advising the outcome of the qualifying
examination. The appeal will be referred to the Dean of Faculty Affairs, whowill determine the course of action to be undertaken, taking into
consideration the grounds for the appeal stated by the candidate. This may
include a review of the examination process.
The Dean of Faculty Affairs will determine the outcome of the appeal aseither:i

The procedures for the qualifying examination were applied correctly,
and the appeal is unsuccessful.

ii

The procedures for the qualifying examination were not appliedcorrectly, but the variation in procedures did not influence the outcomeof the examination, and the appeal is unsuccessful.

iii

The procedures for the qualifying examination were not appliedcorrectly, and the variation in procedures did influence the outcome ofthe examination, and the appeal is successful. In this case, the Dean ofFaculty Affairs will determine further action to be taken, which may
include re-examination.
ch05_graduate-school-handbook_ja_20190401_cl

The outcome of the appeal will be determined within 28 days of the date thewritten appeal was received by the Office of Academic Affairs Section.
5.3.12. Monitoring the student’s progress in research
From the commencement of the thesis research period, the Thesis Supervisor willtake primary responsibility for monitoring progress of the student, assisted by the
Thesis Committee. The Academic Mentor will continue to act as a support person
and an advisor who can act in a confidential manner in case of problems between
the student and the Thesis Supervisor.
5.3.12.1.

Research progress reports

Confirmed students are required to submit an annual progress report on
the progress of the student’s thesis research. The student will prepare thereport, which will be endorsed by all members of the Thesis Committee,
and forwarded to the Dean of the Graduate School.
Satisfactory progress is required for continuation in the program. In caseof lack of progress or poor quality of research, the Dean of the Graduate
School may intervene and suggest solutions. If the lack of progress orpoor quality of research continues, the Dean of the Graduate School may,in consultation with the Curriculum and Examination Committee, order
discontinuation.
5.3.12.2.

Discontinuation

A candidature may be discontinued:iif academic progress is not satisfactory; orii

if the student has failed to meet the requirements as stipulated
elsewhere [link: 5.4 ].

5.3.13. Ph.D Degree Completion
The Ph.D. degree is conferred by the University in recognition of completion by thecandidate of original research that makes a significant contribution to scientificknowledge. The degree is not awarded for completion of certain courses or a fixed
period of enrolment, or for directed work as a technician. The work for the degree
consists of original research and systematic studies that advance knowledge,
conducted by the candidate with an appropriate degree of independence. In
addition, the candidate must demonstrate the ability to communicate the results of
their research and scholarship effectively in both oral and written English. The
candidate must present their work in a thesis and defend it in an oral examination.
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A candidate may not submit for examination work that has been included in athesis or dissertation that has been previously submitted towards a degree
qualification.
Course credit requirements are listed in PRP 5.3.13.7.
5.3.13.1. Thesis Requirements
The thesis must present original research that makes a significant
contribution to scientific knowledge. The thesis must form a coherent
narrative that includes a statement of the problem, a scholarly review of
the relevant literature, and must present, in detail, the methods, results,
discussion and conclusions of the research. A collection of publishedarticles, irrespective of their impact on science, falls well short of what
will be considered acceptable. The thesis must be formatted in chaptersand submitted according to the OIST Guidelines on the Preparation of
Theses (“Guidelines”).
Students are strongly advised to publish peer-reviewed articles ininternational journals based on their thesis work in a timely fashion andpreferably before submitting the thesis. Such publication of thesis
research is evidence of a significant scientific contribution that will betaken into account by thesis examiners, and is essential for future careerprospects. Published, archived or submitted articles must be included as
an appendix of the written examination version of thesis. In the absenceof a published, archived or submitted article, the thesis for examinationmust append at least one manuscript, drafted by the student, of
publication quality and ready for journal submission. Previously
published papers and manuscripts for submission must not be included in
the final version of the thesis, for copyright reasons.
When papers based on work completed as part of the PhD thesis are
submitted, are in press, or in print, it may be possible to modify andinclude material from them as chapters in the thesis, providing that thethesis as a whole presents a coherent account of the research. For details
concerning these matters refer to the Guidelines.
5.3.13.2.

Final Examination

A candidate is examined both on the written thesis and in an oral
examination.
The examination process is strictly confidential.
The candidate must submit to the Academic Affairs Section written Noticech05_graduate-school-handbook_ja_20190401_cl

of Intent to Submit a Thesis with enough time for the examination to bearranged before the proposed submission date.
The Graduate School will provide guidance on the time required in eachcase. Before submission of the thesis, the Graduate School must confirm
that the course credits necessary for graduation have been completed.
If there are insufficient course credits, the required additional credits
must be completed before the final examination.
5.3.13.3. Appointment of the Thesis Examination Panel
After receiving the Notice of Intent to Submit a Thesis, the Curriculum
and Examinations Committee (CEC) will appoint thesis examiners fromwithin and outside the University, to form a Thesis Examination Panel, as
follows:i.

Two Examiners selected from two different working-countries, whoare expert in the field of the proposed thesis and external to OIST. The
CEC appoints the examiners taking into account nominations provided by
the Thesis Supervisor. The CEC is responsible for determining if thenominated examiner is expert in the field of the proposed thesis research,taking into account the publications of the examiner in international peer
reviewed journals.
ii.

A Chair selected from the OIST faculty members with knowledge

OIST standards and regulations concerning PhD thesis examinations.
The Thesis Supervisor is responsible for ensuring that the nominatedexaminers meet the specified conditions. The Academic Affairs Section of
the Graduate School is responsible for checking that the specified
conditions are satisfied. If the conditions are not satisfied, the nomination
shall not be submitted to the CEC, and the Supervisor shall be advised on
the grounds for declining the examiner and asked to nominate a new
examiner by the Academic Affairs Section.
The CEC may alternatively appoint an examiner who has not been
nominated by the Supervisor.
5.3.13.3.1 Conflicts of interest in examinations
The CEC will not appoint examination panel members who have orappear to have conflicts of interest. For OIST faculty members, a
conflict of interest is deemed to exist if the faculty member isinvolved in the supervision of the thesis research of the candidate,or is collaborating in the research project of the candidate. For
ch05_graduate-school-handbook_ja_20190401_cl

non-OIST faculty members a conflict of interest is deemed to exist
if they:i.

Are involved in the researchii. Have current collaborations with members of the thesis
laboratory, or previous collaborations in the past 5 years.
iii.

Have had prior or ongoing contact with the supervisor that

may appear to compromise objectivity, such as having been in thesame department as the supervisor, having been a thesis or
postdoctoral supervisor (or vice versa), or having joint publications
or grants with the supervisor in the past 5 years
iv.

Have had prior contact with the candidate that may appear

to compromise objectivity, such as having been in the samedepartment as the candidate, having supervised the candidate inacademic or project work, or having joint publications or grants
with the candidate at any time.
5.3.13.4.

Examination of the Written Thesis

The two external examiners read the thesis, separately prepare a reportand make a recommendation from the following choices:i.

Proceed to oral examination (no revisions, or minor revisions

required).
ii.

Defer (minor revisions required). The thesis as presented does notmeet the required standard but has the potential to do so if adequately
revised. Reexamination of the written thesis is required before oral
examination.
iii.

Consider for an MSc degree [see: 5.3.13.4.1]. The thesis does notcontain material sufficient for a PhD degree but qualifies for an MSc.
iv.

Fail.

Examiners submit their report and recommendation to the Chair of theThesis Examination Panel, through the Graduate School, at least 7 days
prior to the scheduled oral examination. The Chair reviews therecommendations. Where necessary, the Chair may formally seek advice
related to the thesis research from other OIST faculty with relevant
knowledge of the field.
If both examiners recommend (i) the student is permitted to proceed to
ch05_graduate-school-handbook_ja_20190401_clthe oral examination.
If one or more examiner selects either (ii), (iii) or (iv), the Chair convenes
a meeting of the Thesis Examination Panel by teleconference to determine
a recommendation, which is passed to the Curriculum and Examinations
Committee along with the examiners’ individual reports. The Curriculum
and Examinations Committee then decides on the course of action fromamong the listed options (above).
In the case of Defer, the thesis must be re-examined after the revisions
have been completed. Examiners then choose a recommendation of:i. Proceed to oral examination
ii. Consider for an MSc degree (see 5.3.13.4.1)
iii. FailIn all cases the examiners' reports will be retained by the Chair until after
the oral examination, at which time they will be transmitted to thestudent as outlined in PRP 5.3.13.5.
5.3.13.4.1 Exit with MSc (“Award lesser degree” outcome of PhD
thesis examination)
A student who fails to meet requirements for the award of a PhD
may be awarded the degree of MSc on the recommendation of theThesis Examination Panel, provided they have fulfilled thenecessary requirements set out in PRP 5.3.13.7.
5.3.13.5. Oral Examination
It is a requirement that all examiners participate in the oral examination.
Exceptionally, if an examiner is not available in Okinawa at a time
convenient for a meeting of the Thesis Examination Panel, the Dean of
the Graduate School can approve remote participation of an examiner byteleconferencing.
The examination is conducted in two parts:
An open presentation. This is a 45-minute presentation of the thesis work
followed by a 10-minute question period. The external examiners form
part of the audience but must not ask questions nor begin theexamination at this point.
ch05_graduate-school-handbook_ja_20190401_cl

An oral examination. Immediately after the research presentation, thestudent and the Examination Panel conduct the oral examination in
private, for up to two hours. The Thesis Supervisor and other members of
the Thesis Committee may attend the oral examination as observers but
must not participate in the examination, nor take part in discussion.
After the oral examination the Thesis Examination Panel confers
privately. The Examiners may modify their reports in light of the oral
examination or confirm there are no changes. The Examination Panelthen determine a recommendation from the following options, using thestandard form provided by the Graduate School.
i. Passii. Pass subject to satisfactory revisioniii. Defer and reexamine
iv. Consider for an MSc degree [see: PRP 5.3.13.4.1],
v. FailIn the case of a “Pass” outcome, the student is informed by the Dean of
the Graduate School and must lodge the final version of the thesis with
the Graduate School as an electronic document, ready for publication in
the OIST institutional repository.
In the case of “Pass subject to satisfactory revision” outcome the reportspecifies the revisions to be made, which may be by reference toindividual examiner’s reports. The Dean of the Graduate School informs
the student of the required revisions.
After the student has made the revisions the Chair of the Thesis
Examination Panel approves the final version of the thesis or, if therevisions are unsatisfactory, returns it for further corrections. If necessary
the Chair may ask the external examiners to evaluate the revisions. Whenthe final version of the thesis has been approved the student is informedby the Dean of the Graduate School and must lodge the final version of
the thesis with the Graduate School as an electronic document, ready for
publication in the OIST institutional repository. Students are required toremain at OIST until the final version of the thesis has been accepted by
the Graduate School.
In the case of a "Defer" recommendation, the report specifies the reasonsch05_graduate-school-handbook_ja_20190401_clfor the defer recommendation and the required revisions, and the student
is referred to the Curriculum and Examinations Committee for setting a
new timeline for revision and reexamination. Where possible, the same
examiners are involved in the reexamination of the written thesis and theoral defense.
In the case of a "Consider for MSc" recommendation or a "Fail"recommendation, the Report specifies the reasons for the outcome andthe student is referred to the Curriculum and Examinations Committee.
The Curriculum and Examinations Committee may decide to consider for
an MSc degree [link: PRP 5.3.13.4.1] or fail the student.
A student who has failed the thesis examination may lodge an appeal. The
procedures for an appeal are separately stipulated in PRP 5.3.11.8.
5.3.13.6. Public presentation
There is no requirement for a public defense of the degree thesis as part ofDoctor the examination process. As part of Philosophy. their professional
development candidates are expected to give a final presentation of theirresearch for the OIST community, but this does not form part of theexamination.
5.3.13.7

Summary of Completion Requirements

In order to graduate with the PhD degree, a student must have beenregistered as a full-time student for a minimum enrolment period
stipulated in Article 35 of the University Rules and successfully met thefollowing minimum requirements:i.

completed and passed at least 30 course credits (20 credits
in case of MSc graduates)ii.

submitted a PhD thesis for examination,iii.

obtained a PASS outcome of the Thesis Examination

The academic record for the student will record the name of the Thesis
Supervisor and list separately the names of the members of the Thesis
Committee.
A student who fails to meet requirements for the award of a PhD may beconsidered for the award of a degree of MSc if they have successfully
ch05_graduate-school-handbook_ja_20190401_cl

completed the following minimum requirements:
・at least 30 credits
・submission of a thesis describing their own research work at a level
judged to be suitable for the award of MSc by a panel of external andinternal examiners.
5.3.13.8

Appeals procedure

Appeals will be managed by the process stipulated in 5.3.11.8.
5.3.14. Prizes
The graduate university may establish prizes.
5.3.15. Graduation
5.3.15.1. Conferment of Degree
On confirmation of receipt of the final version of the thesis via the
Graduate School, the secretary of the Curriculum and Examinations
Committee passes to the faculty assembly the recommendation to award
the degree. The recommendation shall be sent electronically. If there are
no objections within three working days, the recommendation shall beconsidered as having been confirmed by the Faculty Assembly. In the casethat there are valid objections the matter shall be put on the agenda forthe next Faculty Assembly meeting, and the student and members of thethesis committee shall be informed. The Dean of the Graduate School
shall prepare a recommendation for the Faculty Assembly after hearing
the nature of the objection.
Once the Faculty Assembly has approved the recommendation, theminutes of the Faculty Assembly hold a record of the names of thestudents, the date of conferment, and title of the thesis. The Individual
Student Record shall be updated with an entry by the end of the monthin which the Faculty Assembly approved, stating that all requirements forthe degree have been satisfied and the degree has been conferred. The
record includes the date, the title of the thesis, the name of the Thesis
Supervisor, and the names of the other members of the Thesis
Committee.
ch05_graduate-school-handbook_ja_20190401_cl

At the time when the individual Student Record is updated, the student issent a letter confirming that the degree has been conferred and that thestudent may receive their degree certificate at the next graduation
ceremony or “in absentia”. The degree certificate is presented by the
President at the graduation ceremony (see PRP 5.3.15.2). A student whochooses to graduate in absentia is provided with the degree certificate
after the graduation ceremony. The format of the certificate is as per
Form 1 (for PhD Degree) and Form 2 (for MSc Degree) .
When a Doctoral degree is conferred, it shall be reported to the Ministerof Education, Culture, Sports, Science and Technology, and the abstract of
the thesis and the result of the examination shall be publicized on theinternet within 3 months following the day of the conferment of theDoctoral degree.
The entire text of the thesis related to the conferment of the Doctoral
degree shall be published within one year following the day of theconferment of the Doctoral degree; provided however, that this shall not
apply to the thesis published prior to the conferment of the Doctoral
degree.
The student may request that the full text not be published, and instead
only publish a summary of the contents of the thesis in lieu of the entire
text of thesis when there is significant reason and with approval of theSupervisor. In this case, the University will make available for inspection
the entire text of the thesis in response to a request, in hard copy and on
University library premises. When necessary for intellectual property
protection or other reasons, this inspection will be subject to a nondisclosure agreement. When the Dean of the Graduate School judges thatthe significant reason no longer exists, the entire text of thesis related tothe conferment of the Doctoral degree shall be published through themedium specified by the university.
5.3.15.2.

Honorary Degree of Doctor of Science

5.3.15.2.1 Policy
The OIST Honorary Doctor of Science (DSc) Degree recognizes
those who have made profound and enduring contributions toscience, culture, or improved quality of life in society. It is importantthat recipients be persons of great integrity, as the choices we makech05_graduate-school-handbook_ja_20190401_clreflect our values as an institution. The Honorary DSc Degree isawarded to the recipient in person at the Graduation Ceremony at
the OIST Campus. The Honorary DSc Degree may not be awarded inabsentia.
5.3.15.2.2 Degree Awarded
Honorary Doctor of Science
5.3.15.2.3 Procedures
Nominations or suggestions for Honorary Degrees may be sent
direct to the Chair of the Honorary Degrees Committee by any
member of the University community. Nominations will normallybe considered by the Committee three months before theGraduation Ceremony.
Nominations for the Honorary Degree are considered by the
Honorary Degree Committee, which makes recommendations to the
President. Nominations are made on the Honorary Degree
Nomination Form[Link]. If the nomination is supported, and thePresident agrees, and the recipient accepts the offer, the Degree isawarded at the next Graduation Ceremony.
5.3.15.2.4 Honorary Degree Committee The Honorary Degrees
Committee consists of the Provost, who chairs the committee, theDean of Faculty Affairs, the Dean of the Graduate School, the Deanof Research and the Chair of the Faculty Assembly. The duty of theCommittee is to select persons to be recommended in writing to thepresident for the Honorary Degree. The final decision is made by thepresident, who is not bound by the recommendation.
5.3.15.2.5 Confidentiality
It is important from the beginning of the process of nomination
through to the point at which a decision is reached and thesuccessful candidates have been invited by the President, that a highlevel of confidentiality be maintained.
5.3.15.2.6 Format of Nominations(i) a supporting submission which contains an introductory
statement providing the grounds for the award;(ii) a brief account of the nominee’s life and work;
ch05_graduate-school-handbook_ja_20190401_cl

(iii) an outline of the nominee’s most significant academic or otherachievements;(iv) an assessment of his/her international standing;(v) OIST connection or link, or if none any tangible association with
our values; and(vi) any other information the proposer would wish to bring to theattention of the Committee. If relevant, nominations should beaccompanied by details of the nominees’ published works in an
Appendix.
5.3.15.3. Graduation Ceremony
The University holds an annual Graduation Ceremony, to which all
eligible PhD graduates from the preceding year are invited. The
President will present those graduates in attendance at theceremony with their degree certificates in the presence of theassembled faculty of the University. Graduates who choose tograduate in absentia will be mentioned at the ceremony and theircertificate will be sent to them by mail.
OIST official academic dress comprises a black gown with redborder and white piping, together with a black velvet tam and tassel.
PhD graduates of the OIST Graduate University augment theuniversity gown and tam with a hood, presented at the graduation
ceremony. Academic dress is made available by the Graduate Schoolfor rent or purchase by faculty members, students, and graduates.
The rental fee covers cleaning and other costs, while the purchasecost reflects the actual cost of academic dress manufacture.
Graduating students may elect to rent for the graduation ceremony
and purchase at a later date. Academic dress rentals are notpermitted for off-site use.
Under the OIST travel rules, the Graduate School will pay for airfare
for the OIST graduates attending the ceremony to receive theirdegree certificate. In addition, the Graduate School will cover thecost of guest rooms in Seaside House for the graduates and family
members for their accommodation if available.

ch05_graduate-school-handbook_ja_20190401_cl5.3.16. Student professional development
5.3.16.1. Careers Advice
The OIST Graduate School has a dedicated Careers Development
Coordinator in the Academic Affairs Section. The Careers Development
Coordinator provides individual careers advice, as well as help with CV
and resume writing, job searching and career exploration to students.
5.3.16.2. Teaching Assistantship
The OIST Graduate School offers OIST PhD students and Special
Research Students opportunities to gain experience and develop skills as
Teaching Assistants. Teaching Assistants may contribute to various
educational activities such as:
1.

Assisting an OIST faculty member in the delivery of an official OIST

Graduate School course. Teaching Assistants may contribute in activities
such as laboratory classes and tutorials and preparation of materials
under the supervision of the faculty member. It is expected that the OIST
faculty member is present for the scheduled teaching hours to provide
mentoring and quality control; this should not be used to replace facultyin teaching. Selection as a Teaching Assistant for a course is decided by
the faculty member in charge of the course.
2.

Acting as tutors in OIST International Workshops and Courses, or in

preparatory or remedial courses for OIST students. Selection is decided
by the faculty member in charge of the Workshop or Course.
3. Contributing to educational outreach activities such as open campus,
school visits, children’s science. Selection is decided by the organizer ofthe outreach activity.
4. Assisting in educational activities at other universities, by agreement
between the universities. Selection is decided by the graduate school in
consultation with the other university.
5. Assisting in other educational activities organized by the Graduate
School.
Teaching experience is important for an academic career. The graduate
school will keep a record of Teaching Assistant activity for each student. A
ch05_graduate-school-handbook_ja_20190401_clrecord of teaching experience will form part of the Professional
Development course requirements.
Teaching Assistants are expected to prepare thoroughly for their teachingactivity by reading all materials and studying necessary background.
Preparation of material may be required. Attendance at training provided
as part of Professional Development courses is also expected. Because of
the course requirements in the first years of the PhD program, Teaching
Assistants will normally only be appointed after successfully completing
their qualifying examination.
Students wishing to apply for Teaching Assistant appointments should
discuss their request with the faculty member or organizer of educational
activity and submit a completed Teaching Assistant Application Form to
the Student Support desk. This form is necessary for recording the
Teaching Assistant activity of each student. The form should detail thecontact hours and be signed by the proposed supervisor. A CV should be
attached.
Service as a Teaching Assistant is normally unpaid because students
receive financial support by other mechanisms. Exceptional cases andother necessary items are separately stipulated.
5.3.17. Leave of Absence and Holidays
Research study in the Graduate School is considered a year-round activity that
continues between teaching terms. A student who wishes to be absent from
Okinawa and / or the approved course of study and research, or who proposes totake vacation, shall be required to submit a written application for leave of absence.
There are four types of leave of absence, namely, Annual Leave, Study Leave, Nonstudy Leave and Special Leave. Apart from Sick Leave, a student must seek andreceive approval BEFORE going on leave.
5.3.17.1.

Annual Leave

In addition to University Holidays (5.3.17.5), Students are granted 20days of Annual Leave per Academic Year, adjusted pro rata from theirfirst day, or 10 days if the entire period of study is less than one year. At
the start of each Academic Year thereafter, students are granted an
additional 20 days Annual Leave. For students taking courses, this leavemust be taken in the designated break periods between terms; Annual
ch05_graduate-school-handbook_ja_20190401_clLeave will not usually be approved during term. For students engaged inthesis research work, the approval of the Thesis Supervisor (or in the caseof Special Research Students, the University supervisor) is required for
Annual Leave, which may be taken during term time. Annual Leave newly
granted and not used in the current year will be carried over to thefollowing year. The carried over Annual Leave must be used prior to theAnnual Leave newly granted in the following year.
5.3.17.2. Study Leave
A student may be granted Study Leave for the purposes of study while
taking approved courses at other institutions outside Okinawa. A student
may be granted Study Leave for the purpose of research outside Okinawa
only at a partner institution with which the University has entered into aformal exchange agreement. Any period of Study Leave granted shall becounted towards the period of study. Conference, summer school andworkshop attendance outside Okinawa, and field work are not normallyconsidered as Study Leave but as a business trip.
5.3.17.3. Non-study leave
A student may request or be asked to take Non-study Leave when he / sheis best advised for personal, health, or other reasons to have timecompletely away from his / her academic responsibilities. Under nocircumstances shall leave of absence under this category be granted oneach occasion or cumulatively for a period of more than two years for theentire period of study. Any period of Non-study Leave granted shall resultin the extension of the period of study by the period of absence.
5.3.17.4.

Special Leave

Students may be granted Special Leave for a variety of reasons withapproval by the Graduate School. The table below indicates acceptablereasons and length of leave:

1Category

ReasonPeriodSick Leave

Unable to work due to injury or

2 to 6 days

illness. Medical certificate isnecessary when more than 2
consecutive days are taken.

ch05_graduate-school-handbook_ja_20190401_clExtension beyond 6 days is
considered to be Non-study
Leave, with approval.
2

3

Marriage

Funeral•The Student

Up to 5 days•

Child of a student

Up to 2 days•

Sibling of a student

1 day

•

Parent, spouse, or child of

Up to 7 days

the student•

Grandparent, sibling, or

Up to 5 days

spouse’s parent•

Relatives other than above

Up to 3 days

within the third degree4Maternity

Special arrangements for

Up to 2 terms

reduced study load, etc., forstudents before and after birthof their child are available. See
Childbirth Accommodation
Policy, Chapter 5.3.18.
5

Paternity

Special arrangements for

Up to 2 terms

reduced study load, etc., forstudents before and after birthof their child are available. See
Childbirth Accommodation
Policy, Chapter 5.3.18.
•

Wife’s delivery of child

Up to 3 days•

To provide care to a new

Up to 5 days

born baby or for anotherchild of the same family
who has not enteredch05_graduate-school-handbook_ja_20190401_clelementary school during
the period from 8 weeks (14weeks for multiple
pregnancies) before theexpected date of wife’s
delivery to 6 weeks after theactual date of delivery.
6

Child

To provide care to a child who has Up to 5 days

Medicalnot entered elementary schoolfor one childCarewhen the child is sick or injured

or up to 10

or when the child takes

days for two

vaccination or medical check-up.

or morechildren per
calendar year

7

Family Care

To provide care to a family

Up to 5 days

(Short-member with a condition

for one familyterm)requiring care.

member or
up to 10 days
for two or
more family
members per
calendar year

8

Jury Service

To serve as juror or supplemental

Days andjuror, or to become a candidate

hours

for jury duty.

necessary forthe purpose

9

Bone

To register as a bone marrow

Days andMarrowdonor, or to offer bone marrow to

hours

Donor

a person other than family

necessary formembers, or to take examinations the purposeand hospitalizations required forbone marrow donors.

ch05_graduate-school-handbook_ja_20190401_cl5.3.17.5 University Holidays
University holidays shall be as follows:i. Saturdays and Sundays; andii. Holidays specified in the Act on National Holidays (Act No. 178 of
1948).
iii. Year-end and New Year Holidays (from December 29 to January 3 ofthe following year)
iv. The president may specify extraordinary holidays when deemednecessary.
5.3.18. Childbirth Accommodation Policy
The OIST Graduate University promotes diversity and supports balance in workand family life. It recognizes the need to accommodate the demands on students
associated with pregnancy, childbirth, and the care of children. The University
encourages women to undertake postgraduate education and supports women who
decide to have children while at graduate school. It also recognizes the demands onpartners who share in the care of a newborn child, on parents who adopt, and foster
parents. The Childbirth Accommodation Policy comprises a set of measuresdesigned to accommodate these needs, supporting family life during graduate
studies.
The measures are designed to make it possible to maintain the mother’s full-time,registered student status before and after childbirth, and to facilitate her return tofull participation in class work and research in a seamless manner. It is also
designed to support partners, adoptive and foster parents sharing in the care of anewborn child.
This policy is intended to complement and not replace the communication andcooperation between student and academic mentor, thesis supervisor, and course
coordinators in their good-faith efforts to accommodate the new family needs. It is
the intention of this policy to reinforce the importance of that cooperation, and toprovide support where needed to make that accommodation possible. A faculty
member may not discontinue supervising a student’s thesis research on the basis of
the student’s decision to give birth to, adopt or foster a child.
Summary of Provisions of the Childbirth Accommodation Policy
The Childbirth Accommodation Policy has four components:(1)

an Academic Accommodation Period of up to two consecutive academic
ch05_graduate-school-handbook_ja_20190401_clterms around the time of the birth, during which the student may postpone
course assignments, examinations, and other academic requirements;(2)

continuation of full-time registration as a graduate student with continued
access to OIST facilities and housing during the Academic Accommodation
Period;(3)

full financial support through the Academic Accommodation Period; and,(4) leave from regular duties as a Research Assistant in accordance with theMaternity Leave provisions for Full-time employees, as follows:
Prenatal Leave. Research Assistants who expect to give birth within 6
weeks (14 weeks for multiple pregnancies) are granted prenatal maternity
leave. When the actual delivery is after the expected delivery date, theadditionaldays are included in the maternity leave.
Postpartum Leave. Research Assistants are granted 8-week paid
postpartum maternity leave after giving birth. In this period, the University
may not require them to work. However, up on their request, the Research
Assistant may return to work for duties approved by a doctor.
Eligibility
The Childbirth Accommodation Policy applies to registered OIST graduate
students, who are anticipating or experiencing a birth, adoption, or delivery bysurrogacy.
An Academic Accommodation Period can be granted to the father of the child or
partner of the mother in cases where graduate student couples share the care ofnewborn children and the partner is the primary caregiver for the infant.
An Academic Accommodation Period can also be extended to the new parents after
adoption, fostering a child, or the birth of a biological child using a surrogate tobring to term.
Planning for the Academic Accommodation Period
The student should initiate discussions with the academic mentor and the Dean of
the Graduate School at least four months prior to the anticipated birth in order tomake arrangements for an Academic Accommodation Period. These discussions
should establish a timeline for academic issues (e.g., class attendance, rotations,
examinations, thesis proposal, and other academic commitments) that will beaffected by the birth of a child and by the postponement of academic requirements.

ch05_graduate-school-handbook_ja_20190401_cl

It is essential that students undertaking thesis research consult with the thesis
supervisor well in advance of the birth. It is the student's responsibility to makearrangements with faculty and with graduate school administrators for course
completion and for continuation of educational, research and professional
development activities before and after the Academic Accommodation Period.
One of the purposes of the Childbirth Accommodation Policy is to make it possible
for women to maintain their full-time student status. By remaining full-timestudents, the visa status of international students is not affected. Careful
consultation should be undertaken to ensure that the implications for academic
progress, visa status, and financial support have been thoroughly investigated. In
completing the application for the Academic Accommodation Period, the student
may optionally request up to two terms of part-time enrolment. If part-timeenrolment status is approved, the student will retain all privileges of the Childbirth
Accommodation Policy. Independent of making this request for part-timeenrolment, if a serious medical problem were to arise for mother or newborn, thewoman student would be eligible for extension of the period of Childbirth
Accommodation Policy until the medical problem is resolved.
Residency requirements
The expectation is that the student will be in residence in Okinawa, and, assuming
good health of the pregnant woman or new mother and the infant, will remain
engaged in class work and research, even if at a reduced level.
Childbirth Accommodation Policy for students who are not in residence
A student may choose to take leave from the Academic Program and not be inresidence for a period of time. In such a case a period of Non-study Leave may be
granted in accordance with the Non-study Leave regulations (ref PRP 5.3.17.3) up
to a maximum of two consecutive academic terms around the time of the birth. The
student may postpone course assignments, examinations, and other academic
requirements during the period of absence and extension of the period of study by
the period of absence. Registration as a graduate student with continued access to
OIST facilities and housing will continue during the Non-study Leave period.
Financial support will be in accordance with the provisions for Full-time employees
for prenatal leave and postpartum leave as detailed in the Maternity Leave
provisions <ref>.
Applying for an Academic Accommodation Period
Graduate students anticipating or experiencing the birth of a child may formallych05_graduate-school-handbook_ja_20190401_clapply for an Academic Accommodation Period of up to two consecutive academic
terms around the time of the birth. This Academic Accommodation Period is not aleave of absence from University responsibilities.
The Childbirth Policy is administered by the Office of the Dean of the Graduate
School through an application process. In that application, the student specifies thedates on which the Academic Accommodation Period begins and ends, with therequirement that the maximum duration is two consecutive terms. A letter from thestudent’s health-care provider stating the anticipated delivery date must
accompany the application. If the childbirth occurs prior to filing the application,
the accommodation period begins on the birth date.
The Office of the Dean of the Graduate School will notify the student, the student’s
academic mentor, and the relevant University administrative offices that the
Academic Accommodation Period has been approved, along with the dates for theaccommodation period.
During and After the Academic Accommodation Period
Funding
Once a student submits an application, the Office of the Dean of the Graduate
School will ensure that students whose applications have been approved will see nochange in their financial support as Research Assistants.
Students who are supported by fellowships external to OIST must adhere to therules of the granting agency with respect to absences from academic and researchwork. If the granting agency requires suspension of fellowship benefits the student
will be eligible for substitute payment from OIST under the terms of a temporary
Research Assistant agreement.
Duration
The student, academic mentor, and thesis supervisor (if applicable) should
recognize that it might not be feasible to return to a regular research assistantassignment immediately after the accommodation period. In that case,arrangements should be made to assign limited on-site duties. These issues shouldbe negotiated sensitively with the student’s needs in mind. The student should workwith the academic mentor, thesis supervisor, and Dean of the Graduate School tomake arrangements for ongoing support beyond the accommodation period if
unable to return to normal duties immediately.

ch05_graduate-school-handbook_ja_20190401_cl

The maximum duration of the Academic Accommodation Period is two consecutive
academic terms. If need extends beyond this limit due to ongoing issues associatedwith childbirth, different leave provisions may apply depending on the nature of theissues. In such case the affected student should make the situation known to the
Dean of the Graduate School as early as possible so that measures can be taken.
Coursework and Research Activities
Approval of an Academic Accommodation Period will include an automatic
extension of due dates for assignments and other class work and research-related
requirements. Faculty are expected to work with the student to make arrangements
for submitting work for completion of requirements when the student returns.
Access to the Child Development Center
Students are strongly advised to register, at the earliest possible time, for thewaiting list of the Child Development Center for access to on-campus nursery careand early childhood education.
Additional Comment
The Childbirth Accommodation Policy establishes minimum standards foraccommodation for a graduate student giving birth or acting as the primary
caregiver for a newborn or adoptive infant. It is expected that academic mentors,
faculty, and the graduate school administration will work with sensitivity andimagination to provide more than this minimum, according to the particular
circumstances of the student. For example, women whose research involves
working with toxic chemicals or fieldwork may need some form of accommodation
during the entire pregnancy and during lactation. Taking care of an infant is timeconsuming and sleep-depriving, so advisors need to have realistic expectations
about rates of progress on research. For their part, new parents need to keep thelines of communication with their advisors open, and demonstrate to their advisorsthat they are academically engaged and making progress on coursework andresearch, even if it is at a somewhat slower pace than prior to giving birth. In otherwords, the Childbirth Accommodation Policy is intended to support—not replace—the open communication and good will that should characterize the relationshipbetween student, mentor and thesis supervisor at the Graduate University.

ch05_graduate-school-handbook_ja_20190401_cl5.4.

Student support
5.4.1.

Financial support for students

The mission of OIST is to create an international graduate university that is best in theworld. This requires attracting the best students in the world. Other leadinginternational universities at this level provide support for tuition costs and living
expenses. The OIST Graduate University offers financial support comparable to thatoffered by other leading research universities.
5.4.1.1. OIST Graduate University Research Assistantship and SeniorResearch Assistantship (Assistantships)
OIST Graduate University Research Assistantships and Senior Research
Assistantship (hereafter, Assistantships) are awarded to students on fulltime study in the doctoral program at the OIST Graduate School. A student
in good standing who performs research or who assists others in
performing research and educational activities is registered as a Research
Assistant. A student in a thesis lab after the qualifying exam is registered asa Senior Research Assistant.
During tenure of the Research Assistant and Senior Research Assistant, thestudent must undertake full-time doctoral studies in Okinawa, unless a
special case for exemption from this requirement has been previously
approved by the Graduate School.
The maximum tenure of a Research Assistant is normally two years andthree years for a Senior Research Assistant. Students are expected tocomplete the requirements for graduation within the five year period. Incase of early completion of requirements, Senior Research Assistant is
continued for four weeks after the date of degree conferral, to allow time
for completion of matters required for conclusion of the research project(such as archiving of the research records).
Continued financial support for students in the doctoral program depends
on maintained performance in study and research, and is based on theprovision of satisfactory annual Progress Reports. Assistantships will be
discontinued in the event of unexcused absence, failure to

maintainadequate academic performance, unethical behavior, or other reasons
determined by the academic oversight process to be incompatible withgood standing.
ch05_graduate-school-handbook_ja_20190401_cl

Overseas tenure of a Research Assistant and a Senior Research Assistant is
not normally permitted. In exceptional circumstances, a period of overseas
tenure may be granted by the Graduate School, if it can be shown thataccess to research guidance, facilities or opportunities overseas is essential
to the completion of the project.
Assistantships are subject to annual confirmation of the Budget status andare paid in equal monthly installments. Standard remuneration of the OIST
Graduate University Assistantships is about 3.0 million yen per year
including the amount equivalent to tuition fee. However, if the Research
Assistant is awarded for tuition waiver, the amount equivalent to tuition fee
is not provided.
5.4.1.2.

External fellowships and awards

While the University maintains financial support system, students arestrongly encouraged to apply for external fellowships. In order to reward
success, remuneration provided by the university as an OIST Graduate
University Assistantships or Teaching Fellowship including the amountequivalent to tuition fee may be used to supplement external fellowships,
up to a maximum of 3.6 million yen total. An OIST Graduate University
Assistantships or Teaching Fellowship may be held concurrently withexternal scholarship on this basis. There is an obligation on the student toreport external fellowships to the Graduate School office.
5.4.1.2.1.

Teaching Fellowship

The University may offer special appointment as a Teaching Fellow to a
student who had been recognized for academic and research excellenceby an external award (JSPS scholarship etc.) In such cases payment ismade on a fixed-hours basis. It is still necessary to record the teachingactivity and hours for the individual academic record. Students applying
for special appointment as a Teaching Fellow should apply with therequired documents through the online web form.
Appointment of Teaching Fellows will be made by the Curriculum andExaminations Committee.
Service as a teaching fellow is normally paid. This depends on theavailability of budget, and the nature of the activity. When payment
is possible it is made on an hourly basis for the contact hours andch05_graduate-school-handbook_ja_20190401_clpreparation time. Paid preparation time, when necessary, is based on a
maximum of 4 hours preparation for 1 hour of contact time. Detailsofthe conditions of service are separately stipulated.
5.4.1.2.2.

Tuition waiver

The University may offer full amount tuition waiver to those who arerecognized for their excellence in performance of research work by
external awards (JSPS scholar etc.). Students applying for tuition waivershould apply with required documents through online web form.
Application review and decision making will be made by the Curriculum
and Examination Committee.
5.4.1.3. Financial Support in Exceptional Circumstances
5.4.1.3.1. Students in Early Program
The OIST Graduate School offers financial support and benefit package
for students who are in Early Program (as known as Gap program).
Details of the supports are stipulated separately. Tuition is waived
during this Early Program.
5.4.1.3.2. Students who continue registration beyond the standard
period of study
In general, PhD funding at OIST is only for the standard period of study
which is 5 years as stipulated in PRP5.4.1.1. A student who continues tomake satisfactory academic progress in the program should be on course
to complete within 5 years, and progress is reviewed each year to keepon this track. Faculty and students should plan a program that can beconcluded, including write-up of the thesis, prior to the end of the 5thyear.
In exceptional circumstances events beyond the control of the student
may compel an extension of the 5 years. In such cases the duration offinancial support may be extended by the Graduate School, subject tothe availability of funds. In all cases, there must be a clear plan forcompletion, supported by the Thesis Committee. The following
circumstances may be considered possible grounds for an extension:

1.

Delays due to the vicissitudes of research.

Exceptionally, a student who is making satisfactory academic
ch05_graduate-school-handbook_ja_20190401_clprogress may be unable to complete their thesis research project inthe timeframe due to research-related factors beyond their control.
On the recommendation of the Thesis Committee, and approval of the
Dean of the Graduate School (who may refer the matter to the
Curriculum and Examinations Committee) extension up to 3
additional school terms (started from the beginning of each termusing the terms defined in Article 17 of the University Rules) may bepossible.

2.

Change in thesis research laboratory.

This may occur because of the departure or incapacity of thesupervisor, or because of a change of supervisor that has been
approved by the graduate school. In such cases, subject to continued
satisfactory academic progress, the financial support may be
extended by the Dean of the Graduate School for the period necessary
to complete the course of study. Continuation is subject to positive
annual academic progress reviews.
3.

Other extenuating circumstances.

Where there are other significant extenuating circumstances, theDean of the Graduate School may grant an extension of up to threeterms upon request with supporting documentation (e.g. a medical
certificate). The extension shall start from the beginning of each termusing the terms defined in Article 17 of the University Rules. Students
who become responsible for the care of a new born or newly adopted
child in the family may apply for an extension of the financial support
period that takes into account the provisions of the Childbirth
Accommodation Policy.
Applications for extension of financial support should be made in writing
to the Dean of the Graduate School by the end of the 4th year.
5.4.1.4. Travel support for educational purposes
The University does not provide grants for home leave. However, the University
provides travel support for visiting an educational institution. The amount of
support will be based on the lowest quote obtained from the University’s PTAs for around trip economy flight to the student’s destination, no per-diem and lodging
allowance will be provided. However, the hotel arrangement due to flightch05_graduate-school-handbook_ja_20190401_clconnections can be considered as a part of this travel support. As long as there is nohindrance to study and the Research Assistant work, it is possible to take paid
annual leave or other types of leave during the travel period. This support isavailable once each year of study. For students who do not yet have an approved
thesis supervisor, the travel is approved by rotation supervisor and the Dean of the
Graduate School. When students do have an approved thesis supervisor, the thesis
supervisor and the Dean of the Graduate School approve the travel. For details
concerning visiting an educational institution, please refer to the OIST Guidelines
for Student Travel.
5.4.1.5.

Travel grants for students to attend conferences

Rules for travel grants for students to attend conferences and other educational
activities are stipulated in PRP Chapter 29. For details concerning attending
conferences and other educational activities, please refer to the OIST Guidelines forStudent Travel.
5.4.1.6.

Travel grants for career development Rules for travel grants for students

to attend domestic career events and other career activities are stipulated in PRP
Chapter 29. For details concerning attending career events and other career
activities, please refer to the OIST Guidelines for Student Travel.
5.4.1.7. Relocation
5.4.1.7.1. Transfer AllowanceTransfer Allowance can be provided stipulated in the table below:

Domestic

36,600 yen

International

62,800 yen

Family relocation allowance:
Spouse & Child 12 years of age or older = 2/3
Child under 12 years of age = 1/3
5.4.1.7.2. Relocation Expenses
Actual relocation expenses can be reimbursed up to the maximum levelstipulated in the appended table.
Reimbursement of relocation expenses can only be provided once.
If a Student voluntarily terminates the agreement within the first three
ch05_graduate-school-handbook_ja_20190401_clmonths, OIST S.C. may request return of the total amount provided. If thetermination is due to unavoidable circumstances (including family healthreasons), OIST S.C. may waive the claim regarding return of the above
amount.
5.4.1.8. Commuting
In principle, students who live outside the campus and need to commute are
expected to use the OIST shuttle bus.
5.4.1.8.1 Commuting Allowance
A commuting allowance may be paid to students who live outside ofcampus but cannot use the OIST shuttle bus for reasons deemed valid by
the Dean of the Graduate School. Details on the allowance are stipulated
separately by “Rules Pertaining to a Commuting Allowance forStudents”.
5.4.2. Assistance with visa requirements
The Student Affairs Section provides assistance with student visas. Students musthave completed visa requirements prior to registration. Students needing assistancemust contact the Student Affairs Section at least three months prior to registration
dates. Students who do not have a valid student visa cannot be registered.
5.4.3.

Student health and welfare

The mission of the Student Affairs Section is to ensure a worry-free student
experience at OIST. The Student Affairs Section is the first point of contact for
students in need of assistance.
5.4.3.1.

Student health and counselling

OIST has a Campus Clinic service during working hours. If necessary, theclinic refers students to local health services. Excellent hospitals and clinics
are available in Okinawa, and assistance with English and other languages isavailable.
Counseling services are available as separately described.
5.4.3.2.

Insurance

5.4.3.2.1

Health Insurance

Subscription to National Health Insurance is a mandatory requirement
and the cost will be covered by students.
ch05_graduate-school-handbook_ja_20190401_cl5.4.3.2.2

Personal Accident Insurance for Students Pursuing

Education and Research (PAS), and Liability Insurance coupled withPAS (Gakkensai and Gakkenbai)
All students are covered by Gakkensai and Gakkenbai provided by
Graduate School.
5.4.3.3. Childcare
Students needing childcare will be eligible to use on-campus early-childhood
education facilities when these become available.
5.4.3.4.

Recreational, cultural and social activities

The Student Affairs Section supports the welfare of students by organizing
and facilitating recreational, cultural and social activities.
5.4.4. Accommodation
Subsidized accommodation is provided for students living in the Campus Housing. All
students are expected to live in the accommodation provided at least 1 year. If a
student is required to live off-campus due to unavoidable circumstances, such as
shortage of housing in the Campus Housing, the University may lease off-campus
housing for residence of the student. (Please refer Student Rental Housing Rules.)5.4.4.1.

On-Campus Housing

All On-Campus Housings have air conditioning in living room and bedrooms,
and a gas cook-top in the kitchen. Furnished On-Campus Housings also havea full set of the basic furniture and furnishings needed for daily life. However,items such as video players, stereos, televisions, personal computers, etc. are
not included. Additional facilities are available on the first floor of the Village
Center including: residents support desk, linen/dry-cleaning service,
convenience store, coin laundry, gym, clinic, student lounge, common use
kitchen with full size appliances, and meeting/event rooms. A storage locker isprovided for each apartment at street level.
On-Campus Housings are rented on an annual basis (rent is paid monthly inadvance, but contract is for 1 year, and there is no refund for holiday periodsetc.). Utility charges will be the responsibility of the students. Students will
have to pay for electricity, gas, water, plus optional landline phone, fiberinternet, and cable TV if required.
Rents are as follows:
ch05_graduate-school-handbook_ja_20190401_clAp art me nt

Uset yp eFloor

Net R en t

Net R en t

Are a

(Fu rn is h ed )(U nfu rn is h ed )1L DKS in gl e

45 m 2

21 ,6 00 y en /m th13, 60 0 ye n/ mt h

2 LDK

S in gl e

70 m 2

8 0, 00 0 ye n/ mt h

65 ,0 00 y en/ mt h

2 LDK

2 Share*70 m 2

18 ,0 00 y en / mth *10, 50 0 ye n/ mt h *2 LDKFamily70 m 241, 00 0 ye n/ mt h

21 ,0 00 y en /m th

Mast er B R:

Mast er B R:

100

20 , 00 0 y e n/ mt h*

11, 00 0 y e n/ mt h*m2

Oth er BR :Oth er BR :18 ,0 00 y en / mth *10, 00 0 ye n/ mt h *3L DK

3 Share** This applies only when both occupants are students.
Minor change in rates on the order of 10% is possible.
An application for housing should be made on the application form available
from the Facility Management section.
5.4.4.2.

Off-Campus Housing

If a student is required to live off-campus due to unavoidable circumstances,such as shortage of housing in the Campus Housing, the University may leaseoff-campus housing for residence of the student. (Please refer Student Rental
Housing Rules.)5.4.4.3. Payment
Rent, Utilities (if applicable) and other necessary costs will be deducted fromthe emolument of the Research Assistantship. Those who do not have
Research Assistantship will be billed.
5.5. Categories of Students
The OIST Graduate University recognizes a student body comprising full-time PhD students
registered in the OIST graduate program, and also Special Students who are attending OIST for
educational purposes but not seeking the OIST degree. The Graduate School aims to ensure an
optimal experience for all students at OIST and provides various kinds of support for students indifferent categories. Students stipulated in Chapter 2 and Chapter 3 of the University Rules areclassified as (1) Registered OIST PhD Students or (2) Special Students in several categories.

ch05_graduate-school-handbook_ja_20190401_cl5.5.1 Registered OIST PhD Students
OIST PhD Students are students who are enrolled in the OIST PhD Program.
5.5.2 Special Students and Fellows
Special Students and Fellows are persons other than registered OIST PhD students,
who are undertaking educational activities at OIST. There are several categories ofSpecial Students and Fellows:

Category

PRP

Eligibility

PeriodStudents receiving researchSpecial ResearchStudent <Tokubetsu-

guidance or co-supervision
5.5.2.1.

Kenkyu-Gakusei>

toward a degree. (A written 6 months and longer
agreement with the partner
institution is required.)Students obtaining researchexperience under the

Research Intern5.5.2.2.

direction of an OIST

Up to 6 months

professor.

Students participating in a
research project as part of arecognized collaboration, orVisiting Research
5.5.2.3.

some other defined research Up to 364 daysStudent
project under thesupervision of an OIST
professor.

ch05_graduate-school-handbook_ja_20190401_cl

Visiting Students<Kamoku-Tou-

Students taking courses at
5.5.2.4.

Risyuusei>

OIST for credit at anotherAcademic term

university

Course Auditors
5.5.2.5.

Academic term

<Choukousei>
Former OIST PhD
students whose thesis
supervisor acknowledges
Junior Research
5.5.2.6.

that they need to conclude

Up to 6 months

Fellows
their research project after
the degree conferral at
OIST.
Those who engage inscience writing under
Sciencesupervision of Media
Communication

5.5.2.7

Up to 6 months
Section Leader of theFellows
Communication and Public
Relations Division.

These categories are separately considered in the following sections.

5.5.2.1 Special Research Students <Tokubetsu-Kenkyu-Gakusei>
Students of other universities (referred to as the “partner institution”) who arepermitted by the partner institution to receive research guidance at the OIST
Graduate University under the terms of an agreement with the partner
institution, may apply to become Special Research Students at OIST. Special
Research Students are not OIST PhD degree candidates and there is no
mechanism to change the status of a Special Research Student to become an
ch05_graduate-school-handbook_ja_20190401_cl

OIST PhD student except by application to the OIST graduate program in theusual way.
Candidates for Special Research Student status must obtain approval from theDean of the Graduate School and the Provost of the OIST Graduate
University. The Dean of the Graduate School will make a recommendation to
the Provost after consultation with the OIST research supervisor and partner
institution. In general, such applications will be approved provided this poses
no obstacles to the education and research activity of the Graduate School.
Faculty members of the OIST Graduate School can provide supervision toSpecial Research Students of the partner institution under the terms of anagreement with the partner institution. The period for which a student canreceive research guidance as a Special Research Student must be stipulated in
the agreement. This term is normally for one year, subject to renewal withapproval of the Dean of the Graduate School and the Provost. Upon thecompletion of the period of supervision at OIST, or annually, the OIST
supervisor is required to submit a written report on the student to the Dean of
the OIST Graduate School.

Special Research Students can take OIST courses as Course Auditors (see5.5.2.5.) or receive credits at their home University for completion ofcourses at OIST as Visiting Students (see 5.5.2.4.).
Special Research Students must observe OIST Graduate University rules as
defined in the Graduate School Handbook and the OIST Graduate
University PRP. Rules concerning Intellectual Property are separately
stipulated in Chapter 14. Special Research Students who violate the rulesof the OIST Graduate University may be disqualified and have theirresearch guidance terminated.
Special Research Students enjoy many of the same privileges of students forfull-time study in the doctoral program in the University, with the exceptionof Financial Support, which is handled differently.

5.5.2.1.1. Students of newly-hired facultyStudents of newly hired faculty who relocate to OIST before
completion of their PhD degree may need special arrangements tofacilitate the successful completion of their PhD. If the student is
ch05_graduate-school-handbook_ja_20190401_clable to complete their research at OIST while continuing to beenrolled at their original home institution, they can be received asSpecial Research Students receiving research guidance from therelocating faculty member. Such students would graduate with adegree from the home institution.
Students who desire to transfer their degree studies to the OIST
Graduate University and graduate with the OIST degree must apply
for admission as full-time graduate students. These candidates
follow standard OIST admission procedures and selection is on acompetitive basis with other applicants. Selected candidates areadmitted to the OIST program and follow the OIST curriculum,
according to the program outlined in Chapter 5
5.5.2.1.2. Procedures for Special Research Students
Special Research Students must be formally accepted and registeredas Special Students at the OIST Graduate University in accordancewith Article 43 of the University Rules. The Graduate School must
be notified of the intention to host the student by the Professor of
the Research Unit in a timely manner (at least 6months prior to the
expected start date). The procedure for acceptance and registration
requires the student to submit the documents listed below:.
i)

Application for admission as a Special Research Student(using the appropriate Form)
ii)
Recommendation letter from thesis supervisor in thepartner institutioniii) Brief outline of arrangements and plan of research at OISTfrom the OIST supervisoriv) Copy of transcript of the current degree at the homeinstitutionv)
Brief Curriculum Vitae of the applicant
vi)
Digital image of student’s photograph (on a whitebackground) and a scan of the information page of thepassport if a visa is required
In general, a written agreement with the partner institution isrequired to confirm the understanding of the arrangements andagreement of the partner institution. It is important that the degreech05_graduate-school-handbook_ja_20190401_clrequirements of the partner institution can be met at OIST. The
Graduate School will complete such an agreement with the partner
institution. Such an agreement may allow for mutual waiver oftuition fees. Where such an agreement does not exist, tuition fees
may be charged to the student.
After acceptance of the student, the Graduate School will make a
recommendation to the Research Unit concerning the conditions offinancial support for the Special Research Student. The student
must declare any external financial support from the partner
institution or external funding agency and this will be taken into
account in determining the recommended level of financial support
and benefits at OIST.
If a Special Research Students is elected by OIST as a Graduate
Student Research Assistant, the level of financial support andconditions of appointment are stipulated in the SRS Research
Assistantship Agreement prepared by the Student Affairs Section. If
the Special Research Student is not receiving this financial support,
the conditions of appointment will be stipulated in an offer letterthat will constitute the agreement between OIST and the Special
Research Student after it is signed by both parties.
The host Research Unit is responsible for making travel and housing
arrangements for the Special Research Student. As necessary, theStudent Affairs Section will assist with visa processing
requirements. Housing is available to Special Research Students atstudent rates (see 5.5.2.1.3.6.).
5.5.2.1.3. Financial Support for Special Research Students No
financial support is available from the Graduate School or othercentral fund at OIST. In some circumstances, financial support forSpecial Research Students may be available from the host research
unit, in which case financial support for Special Research Students,
including salary SRS Research Assistantship and other benefits,
should be included in the budget of the host research unit. Students
seeking such support must organize this with the Professor of thehost research unit in advance.

ch05_graduate-school-handbook_ja_20190401_cl

The following benefits may be available to Special ResearchStudents on the advice of the Graduate School with approval of the
Provost and agreement of the Professor of the host Research Unit.
5.5.2.1.3.1. SRS Research Assistantship
An SRS Research Assistantship is an appointment provided to aSpecial Research Student in good standing who performs
research or who assists others performing research andeducational activities.
Tenure of an SRS Research Assistantship is for one year, or
until he thesis is submitted (whichever period is the shorter).
Continued financial support depends on maintained
performance in study and research with an official request fromthe host research Unit. SRS Research Assistantships will be
discontinued in the event of unexcused absence, failure to
maintain adequate academic performance, unethical behavior,or other reasons determined by the academic oversight process
to be incompatible with good standing.
5.5.2.1.3.2. Business travel Approved business travel for work
may be undertaken in accordance with OIST PRP Chapter 29.
For the purpose of business travel, Special Research Students
are considered as Category Group 5 employees. Support forsuch travel must come from the Research Unit, not theGraduate School.
5.5.2.1. 3.3. Relocation
5.5.2.1.3.3.1. Transfer Allowance Transfer Allowance can beprovided stipulated in the table below:
Domestic

36,600 yen

International

62,800 yen

Family relocation allowance:
Spouse & Child 12 years of age or older = 2/3
Child under 12 years of age = 1/3

ch05_graduate-school-handbook_ja_20190401_cl5.5.2.1.3.3.2. Relocation Expenses
Special Research Students normally receive support for
round trip travel (or two one-way tickets) and no relocation
expenses. However, a Special Research Student mayalternatively choose to receive a one-way ticket and actual
relocation expenses, which can be reimbursed up to the
maximum level stipulated in the appended table.
Reimbursement of relocation expenses can only be provided
once.
If a Special Research Student voluntarily terminates theagreement within the first three months, OIST S.C. may
request return of the total amount provided. If thetermination is due to unavoidable circumstances (including
family health reasons), OIST S.C. may waive the claim
regarding return of the above amount.
5.5.2.1.3.4. Commuting
A commuting allowance may be paid to students who live
outside of campus but cannot use the OIST shuttle bus forreasons deemed valid by the Dean of the Graduate School.
Details on the allowance are stipulated separately by “Rules
Pertaining to a Commuting Allowance for Students”.
5.5.2.1.3.5. Insurance
All Special Research Students must join the National Health
Insurance scheme. They are covered by Accident Insurance
for Students Pursuing Education and Research (PAS), andLiability Insurance coupled with PAS (Gakkensai and
Gakkenbai) provided by Graduate School.
5.5.2.1.3.6. Accommodation
Subsidized accommodation is provided for Special ResearchStudents living in the Campus Housing. If a Special ResearchStudent is required to live off-campus due to unavoidable
circumstances, such as shortage of housing in the Campus
Housing, the University may lease off-campus housing forresidence of the student. (Please refer Student Rental
ch05_graduate-school-handbook_ja_20190401_clHousing Rules.)5.5.2.1.3.6.1. On-Campus Housing
Special Research Students have access to the Campus
Housing at student rates.
Apartment
type

Use

Floor

Net R en t

Net R en t

Are a

(Fu rn is h ed )(U nfu rn is h ed )1-BR

S in gl e

45 m 2

21 ,6 00 y en /m th13, 60 0 ye n/ mt h

2- B RS in gl e

70m 2

8 0, 00 0 ye n/ mt h

65 ,0 00 y en/ mt h

2- B R

2 Share*70m2

18 ,0 00 y en / mth *10, 50 0 ye n/ mt h *2- B R

Family70m2

41 , 00 0 ye n/ mt h

21 ,0 00 y en /m th*This applies only when both parties are registered OIST
graduate students.
Minor change in rates on the order of 10% is possible.
5.5.2.1.3.6.2.

Off-Campus Housing

If a Special Research Student is required to live off-campus
due to unavoidable circumstances, such as shortage of
housing in the Campus Housing, the University may leaseoff-campus housing for residence of the student.
(Please refer Student Rental Housing Rules.)5.5.2.1.3.6.3. Payment
Rent, Utilities (if applicable) and other necessary costs will be
deducted from the emolument of the SRS Research
Assistantship. Those who do not have SRS Research
Assistantship will be billed.
5.5.2.2. Research Interns
Previously registered, current, or intending students of another university
who wish to undertake educational activity at OIST may do so as ResearchInterns. Research Intern placements give talented students experience
working in a research setting under the direction of a Professor at OIST.
The Graduate School administers a limited number of Research Internch05_graduate-school-handbook_ja_20190401_clpositions as part of its student recruitment and outreach program.
Research Interns may also be supported by Research Units with approvalof the Dean of the Graduate School, provided this poses no obstacles to theeducation and research activities of the Graduate School. Places for
Research Interns are awarded twice a year on a competitive basis, withapplication typically six months in advance.
5.5.2.2.1. Eligibility
Students enrolled at undergraduate programs in universities,
colleges, junior colleges, and vocational schools in Japan or overseas,or graduates of such institutions who intend to undertake further
study are eligible to apply.
Applications from currently enrolled students must be supported by arecommendation letter from the Dean, Head of Department, or
supervising professor of the program they are enrolled in.
5.5.2.2.2. Application Places for Research Interns are awarded twice ayear on a competitive basis. Application must be made using theonline application form in accordance with the procedures anddeadlines that are posted on the OIST website. Sufficient time mustbe allowed for the issue of a visa and other necessary Japanese
government documentation.
Selection is competitive, and depends on suitability of the intended
research, a student's academic background, and available funding
and space. Professors accepting students under these programs will
review the student’s qualifications, research capabilities, andacademic training in a comprehensive manner.
5.5.2.2.3 Duration
The tenure of Research Intern placement is normally less than 6months. Under no circumstances may tenure be extended more than
1 year. Under some circumstances with approval of the Dean of the
Graduate School, students may stay longer than 1 year as Special
Research Students provided application to change status is made atleast 6 months before starting to allow time for the necessary
institutional agreement.

ch05_graduate-school-handbook_ja_20190401_cl5.5.2.2.4.

Working Days and Hours The working days are from

Monday to Friday, excluding University Holidays. The working hours
are from 9:00am to 5:30pm.
5.5.2.2.5 Financial Support
OIST expects that such Research Interns are independently funded,
but supports Research Interns with accommodation (normallyprovided at no cost to the student, rather than the provision ofaccommodation costs) and an Internship Allowance instead of theTravel Per Diem on a work day basis, in accordance with OIST PRP
Chapter 29. No internship allowance will be paid for University
Holidays, or for working days on which Research Interns work lessthan four hours. In addition, where necessary, OIST will also provide
up to a maximum of ￥45,000 per month as a Commuting Allowance.
The Internship Allowance will be adjusted if the Research Intern has
another source of financial support. There is an obligation on the
Research Intern to report other sources of financial support to theStudent Affairs Section before their arrival. The amount of other support
will be taken into account in determining the level of the financial
support provided by OIST.

5.5.2.2.6 Leave
Research Interns may take unpaid leave during the internshipprovided: the total leave days number less than 10% of the total
duration of the work days of the internship; the leave is approved bytheir supervisor; the Student Affairs Section is informed bysubmitting a leave request through the website [link]; there is nohindrance to their research activities.
5.5.2.2.7 Travel
OIST will pay for one direct round-trip travel for Research Interns
between the home university or institution and the Research Unit orother facility where the internship will take place (usually Okinawa).
In principle, the arrival date that the Research Interns arrive to thevenue must be set before the closest working day of internshipperiod, and vice versa, departure date from the venue must be set
after the closest working day of the internship period. On departurefrom OIST, overseas students may additionally stop over for up to 5
ch05_graduate-school-handbook_ja_20190401_cldays (excluding weekends and Japanese holidays) as they transit
through an international hub airport in Japan, at the rate of one day
per week of tenure at OIST, provided that this poses no additional
cost in terms of flights, and that they do so entirely at their own
expense.
5.5.2.2.8 Other Support
The Student Affairs Section of the Graduate School will provide
support for Research Interns at OIST with matters such as housing,visa acquisition, insurance during their research activities, and local
registration. OIST regrets that support for dependents, family
members, and persons other than the student is not available.
Confirmation of sufficient and appropriate insurance coverage fortravel and activities is necessary.
5.5.2.3. Visiting Research Students
Visiting Research Students are registered students of another institution
who wish to undertake a period of research at OIST under the supervisionof an OIST faculty member as part of a recognized collaborative research
project or some other defined research project.
5.5.2.3.1. Eligibility
This category provides for students enrolled for higher degrees at otherinstitutions and engaged in research activity who wish to come to OISTto engage in a recognized collaborative research project, or some otherdefined research project.
This research project must be covered by a Visiting Research Student
Agreement, completed before the start of the research period.
Applications to host a Visiting Research Student are approved by the
Dean of the Graduate School, provided this poses no obstacles to theeducation and research activities of the Graduate School.
5.5.2.3.2. Procedure for Visiting Research Students
Visiting Research Students must be formally accepted and registeredas Special Students at the OIST Graduate University in accordancewith the University Rules. The Graduate School must be notified of theintention to host the student by the Professor of the Research Unit in atimely manner. The procedure for acceptance and registration requires
ch05_graduate-school-handbook_ja_20190401_clthe student to submit the documents listed below:

i)

iv)
v)

Application for admission as a Visiting Research Student (using
the appropriate Form)
Visiting Research Student Agreement
Brief outline of arrangements and plan of research at OIST fromthe OIST supervisor (attachment 1 for Visiting Research Student
Agreement)
Brief Curriculum Vitae of the applicant
Digital Image of student’s photographvi)

Copy of Student ID Card at home institution

ii)
iii)

5.5.2.3.3 Duration
The maximum tenure of a Visiting Research Student is 364 days.
5.5.2.3.4 Financial Support
Visiting Research students who are part of a collaborative research
project in general bring their own funding. If necessary, the host Unit
may support the visiting research student with travel, accommodation
and a daily allowance, in accordance with OIST PRP Chapter 29.
In addition, where necessary, OIST will also provide up to a maximumof ¥45,000 per month as a Commuting Allowance.
5.5.2.4 Visiting Students <Kamoku-Tou-Risyuusei>
Visiting Students are registered students of another university who wish totake one or more courses offered by the OIST Graduate School for credit attheir home university. With the prior permission of the Dean, who willtake into account such factors as class size, such a student may enroll as a
Visiting Student. Applications for admission as a Visiting Student must be
received one month before the start of the course, using the appropriate
form (see Forms). Credit cannot be awarded to course auditors who are
not formally enrolled as Visiting Students.
Registered graduate or undergraduate students of another university whoseek credit for attending OIST International Workshops and Courses may
enroll in approved courses as Visiting Students. Admission of Visiting
Students to OIST International Workshops and Courses is decided by thecourse organizers. The process for approval of International Workshops
ch05_graduate-school-handbook_ja_20190401_cland Courses for course credits is stipulated in Section 5.3.
Research Interns who intend to apply for admission to the OIST graduate
program, or who have been admitted but wish to start early, may enroll forcourses and receive credit at the OIST graduate university as Visiting
Students. The Graduate School will provide, on request, an individual
student transcript of courses completed.
5.5.2.5 Course Auditors <Choukousei>
Members of the OIST community (including faculty, researchers, OIST
students and special research students, research interns, administrative
staff, and family members) may apply to become Course Auditors ofspecific courses. A formal request must be made to the Graduate School for
permission to attend classes (see Forms). Where the presence of Course
Auditors or their different level of background knowledge would impact on
the quality of teaching of regular students, we reserve the right to decline
such requests. The Professor in charge of a course has the final word on
accepting Course Auditors and the behavior expected of them. An Auditing
Student may attend and participate as a normal student. The Graduate
School does not award credit or recognition for courses attended. Course
Auditors are required to attend regularly so as not to disturb classnumbers. At the discretion of the Professor in charge of a course, they may
submit work for grading along with regular students. Information
concerning current classes, times, and locations is available on the
Graduate School website.
5.5.2.6. Junior Research Fellows
Junior Research Fellows are former OIST PhD whose thesis supervisor
requests a continuation of their research project after the degree conferral
at OIST.
The duration is up to a maximum of 6 months. Under no conditions canthis be extended beyond 6 months by the use of subsidy funding or
external grants, provided that, fellows who have time remaining more than
6 months on a JSPS DC Fellowship are permitted to continue until the end
date of the Fellowship. A concrete research plan approved by their thesis
supervisor and the Dean of the Graduate School is required.
Financial support for Junior Research Fellows, including fellowship andch05_graduate-school-handbook_ja_20190401_clother benefits, should be included in the budget of the host research unit.
Students seeking such support must organize this with their thesis
supervisor in advance.
Junior Research Fellows enjoy many of the same privileges students forfull-time study in the doctoral program in the University, with the
exception of Financial Support, which is handled differently.
Appointment to a postdoctoral position at OIST is not permitted for OISTPhD students within 2 years of the last day of their studentship at OIST.
5.5.2.6.1. Procedures for Junior Research Fellows
Junior Research Fellows must follow necessary procedures to beformally registered at OIST. The Graduate School must be notified of
the intention to host the student by their thesis supervisor (preferably
3 months prior to the expected start date and at least 1 month prior to
the start date). Required documents for acceptance and registration
are listed below:
i
ii
iii
iv

Application for admission as a Junior Research Fellow (using thedesignated Form)
Recommendation letter from thesis supervisor
Brief outline of arrangements and plan of research from thesis
supervisor
Clear plan for employment after termination.
5.5.2.6.2. Financial Support for Junior Research Fellows
After acceptance, the Graduate School will make a recommendation to
the thesis supervisor concerning the conditions of financial support for
the Junior Research Fellow. The fellow must declare any externalfinancial support from funding agency and this will be taken into
account in determining the recommended level of financial support
and benefits at OIST.
The level of financial support and conditions are stipulated in the
Junior Research Fellowship Agreement prepared by the Student
Affairs Section. If the Junior Research Fellow is not receiving thisfinancial support, the conditions of appointment will be stipulated in
an offer letter that will constitute the agreement between OIST and thech05_graduate-school-handbook_ja_20190401_clJunior Research Fellows after it is signed by both parties.
With approval of the Provost and thesis supervisor, the following
benefits and allowances are available for Junior Research Fellows inaccordance with the Graduate School’s guidance.
5.5.2.6.2.1. Junior Research Fellowship
A Junior Research Fellowship is an appointment provided to a JuniorResearch Fellow whose thesis supervisor acknowledges the necessity
to continue their time for completion of matters required forconclusion of the research project after the degree conferral for up to 6
months (excluding aforementioned JSPS DC case).
5.5.2.6.2.2. Business travel
Approved business travel for work may be undertaken in accordancewith OIST PRP Chapter 29. For the purpose of business travel, JuniorResearch Fellows are considered as Category Group 5. Support forsuch travel must come from the host Research Unit.
5.5.2.6.2.3.

Commuting Allowance

A commuting allowance may be paid to fellows who live outside ofcampus but cannot use the OIST shuttle bus for reasons deemed valid
by the Dean of the Graduate School. Details on the allowance are
stipulated separately by “Rules Pertaining to a Commuting Allowancefor Students”
5.5.2.6.2.4. Insurance
All Junior Research Fellows must join the National Health Insurance
scheme. They are covered by Accident Insurance for Students Pursuing
Education and Research (PAS), and Liability Insurance coupled withPAS (Gakkensai and Gakkenbai) provided by Graduate School.
5.5.2.6.2.5. Accommodation
The Graduate School continues to provide the current subsidized
apartment at student rates to Junior Research Fellows until the end of
their Junior Research Fellow status. Rent, Utilities (if applicable) andother necessary costs will be deducted from the emolument of the
Junior Research Fellowship. Those who do not have Junior Research
Fellowship will be billed.
ch05_graduate-school-handbook_ja_20190401_cl5.5.2.7. Science Communication Fellows
Science Communication Fellows engage in science writing at theMedia Section of the Communication and Public Relations Division(CPR) at OIST. Science Communication Fellows are not OIST PhD
degree candidates and there is no mechanism to change the status of a
Science Communication Fellow to become an OIST PhD student
except for each individual applying to and being accepted into the
OIST graduate program.
The Media Section Leader supervises Science Communication Fellows.
The period for which a Science Communication Fellow can receive
guidance must be stipulated in an agreement between two parties. This
term is up to a maximum of 6 months. Upon completion of the
fellowship, the supervisor is required to submit a written report on a
Science Communication Fellow to the Dean of the Graduate School.
Science Communication Fellows must observe OIST Graduate
University rules as defined in the Graduate School Handbook and the
OIST Graduate University Policies, Rules and Procedures (hereinafterreferred to as the “PRP”). Rules concerning Intellectual Property areseparately stipulated in Chapter 14. Science Communication Fellows
who violate the rules of the OIST Graduate University may bedisqualified and have their fellowship terminated immediately. The
Fellowships will also be discontinued in the event of unexcusedabsence, failure to maintain adequate performance, unethicalbehavior, or other inappropriate reasons.
Science Communication Fellows are subject to the same living support
privileges granted to students for full-time study in the doctoral
program at OIST, with the exception of academic support for OIST
students, and financial support which is separately stipulated in a
fellow’s agreement.
5.5.2.7.1 Recruitment of Science Communication Fellows
The recruitment to select a Science Communication Fellow mustobtain a prior approval from the Vice President for Communication
and Public Relations (VPCPR). The Graduate School must be notifiedof the intention to host a Fellow by the Media Section in a timely
manner (at least 3 months prior to the expected start date). Logistics ofch05_graduate-school-handbook_ja_20190401_clthe recruitment are managed by the CPR Division including
advertisement and setting up of interviews, whereas actual review ofapplications, interviews with short-listed applicants, and the ultimate
selection of Science Communication Fellows are carried out by VPCPR
and the Media Section leader. An applicant must submit the following
documents to be considered for the fellowship.
i)
Cover Letter addressed to VPCPRii) Curriculum Vitae
iii) Two examples of work (articles, videos, etc.), preferably
publishediv)

Other information stipulated in the position announcement

5.5.2.7.2. Acceptance of Science Communication Fellows
The acceptance of a Science Communication Fellow must obtain aprior approval from the Dean of the Graduate School after the
recruitment and selection of a fellow is made. Science Communication
Fellows must follow necessary procedures to be formally registered at
OIST.
5.5.2.7.3. Financial Support for Science Communication Fellows
After acceptance of a Fellow, the Graduate School will make acalculated recommendation to the Media Section concerning theamount of financial support and other conditions for the Science
Communication Fellow.
Financial support for Science Communication Fellows will be coveredby the Media Section, in which case financial support for Science
Communication Fellows, including a stipend and other benefits,
should be included in the annual budget of the Media Section.
When a Science Communication Fellow is selected by OIST as a
Science Communication Fellow, the amount of financial support andconditions of the appointment will be stipulated in the Science
Communication Fellowship Agreement prepared by the Student
Affairs Section in the Graduate School.
5.5.2.7.4. Benefits for Science Communication Fellows
The following benefits may be available to Science Communication
ch05_graduate-school-handbook_ja_20190401_clFellows at the advice of the Graduate School and under agreement of
the Media Section.
5.5.2.7.4.1. Onboarding and Departure
The Media Section is responsible for making travel arrangements for
Science Communication Fellows for onboarding and departure. This
includes a round trip travel (or two one-way tickets) and no relocation
expenses are involved. The Student Affairs Section will assist with visa
processing requirements and other necessary legal arrangements.
5.5.2.7.4.2.

Housing

Subleased housing for Science Communication Fellows will bearranged by the Student Affairs Section.
5.5.2.7.4.2.1. On-Campus Housing
Science Communication Fellows have access to campus housing at thestudent rate.
Apartment typeUse

Floor Area

Net Rent(Furnished)

1-BR

Single45m2¥21,600/mth

2-BR

2 Share*70m2¥18,000/mth

3-BR

3 Share*100m2¥18,000/mth

Minor changes in rates in the range of 10% could occur.
5.5.2.7.4.2.2. Off-Campus Housing If a Science Communication
Fellow is required to live off-campus due to unavoidable
circumstances, such as shortage of on-campus housing, the University
may lease off-campus housing for the Fellows. (Please refer to Student
Rental Housing Rules.)5.5.2.7.4.2.3. Payment Rent, Utilities, and other necessary costs will
be deducted from the stipend provided to a Fellow.
5.5.2.7.4.3. Business travel Approved business travel by a Science
Communication Fellow for work may be undertaken in accordancewith PRP Chapter 29. For the purpose of business travel, Sciencech05_graduate-school-handbook_ja_20190401_cl

Communication Fellows are considered as Category Group 5
employees. Decision and financial support for such travel will be madeby the Media Section.
5.5.2.7.4.4. Commuting Allowance A commuting allowance may be
paid to Science Communication Fellows who live off-campus but are
unable to ride the OIST shuttle bus for reasons deemed valid by the
Dean of the Graduate School. Details on the allowance are stipulated
separately by “Rules Pertaining to a Commuting Allowance forStudents”.
5.5.2.7.4.5. Insurance Science Communication Fellows must join theJapanese National Health Insurance scheme. Science Communication
Fellows are also covered by Accident Insurance for Students Pursuing
Education and Research (PAS), and Liability Insurance coupled withPAS (Gakkensai and Gakkenbai) provided by the Graduate School.
5.6. Improvement of education
5.6.1. Basic Policy of Faculty Development
The Graduate University must maintain and improve the quality of its Faculty inorder to provide an outstanding education at OIST and to meet the different
educational needs of each student. The Graduate School will play an active role inthe development of faculty members by implementing programs for faculty
development in teaching and supervision of graduate students.
5.6.2. Methods
Specifically, the Graduate University will conduct the following:
5.6.2.1.

Teaching Guidelines

The Faculty Development section of the Office of the Dean of the Graduate
School will create, maintain and distribute guidelines forquality teachingto ensure uniform best-practice teaching standards are observed at OIST.
5.6.2.2. Student Teaching Evaluations
Students will evaluate each course at the end of the course. The results ofsuch evaluations will be distributed to the teacher, and will also be
available to students. The student responses to a standard subset ofquestions will be reported to the Office of the Dean of the Graduate School.
ch05_graduate-school-handbook_ja_20190401_cl

The Faculty Development section of the Office of the Dean of the Graduate
School will assist the teacher to respond appropriately to this feedback.
5.6.2.3. Peer Review of Teaching
Faculty members will support the development of their colleagues byparticipating from time to time as classroom observers, with theagreement of the teacher. The date of such observation will be reported to
the Office of the Dean of the Graduate School, and the observer will discuss
their observations with the teacher in a collegial and supportive manner.
5.6.2.4.

Teacher Training

The Faculty Development section will arrange training sessions, andworkshops for faculty development from suitably qualified facilitators, inorder to enhance the teaching ability of OIST Faculty members.
5.6.2.5. Mentoring
A mentoring system will be established so that faculty with less experiencein teaching and thesis supervision can meet with more experienced faculty
to receive advice and support. As a part of this system the Thesis
Committee supervising each student will include junior and senior Faculty
members to facilitate the transfer of skills relating to supervision ofresearch.
The Faculty Development section will implement these methods to ensure
the improvement of the education and research of the Graduate
University.
5.7. Library
Reference to the chapter 6 University Library.
5.8. Computers
OIST PhD Students will be provided with a standard laptop computer adequate for their basic
needs for communication, coursework and thesis writing during their time at OIST. Research
units are to provide for any additional computer needs as required for the students’ researchduring lab rotations and/or their thesis research if students’ supervisors deem it necessary.
Use of the Graduate School issued computers must conform with the chapter 17 Information
Technology and Security.

ch05_graduate-school-handbook_ja_20190401_cl5.9. Administrative rules
5.9.1. Academic progression requirements
The OIST Graduate University is committed to early identification and support ofstudents who are not meeting academic progression requirements, and tomaintaining academic standards of students in the PhD program.
5.9.1.1 Identification of unsatisfactory academic progress
The Curriculum and Examination Committee annually reviews theacademic records of all students. Students who show signs of not meeting
academic progression requirements are identified by review of course androtation evaluations, conducted by the Dean of the Graduate School at theend of each term, or by the PhD Thesis Committees on the basis of annual
progress reports. The Dean of the Graduate School notifies the Committeeof any students who are failing to meet academic progression
requirements. Students who are not meeting progression requirements arealerted by the Dean of the Graduate School and provided assistance toaddress issues affecting progress.
Satisfactory academic progression requires:
1. A level of performance in courses and rotations meeting all of thefollowing criteria:i.

Completing an approved program of elective coursework with atleast a “Pass” evaluation in all courses, at a rate sufficient to meetthe cumulative credit requirements for progression to thesis
research and graduation;
ii. Completing all compulsory coursework with at least a “Pass”
evaluation;iii. Completing all required rotations with at least a “Pass” evaluation;
iv. Achieving overall satisfactory progress as determined in annual
evaluation by the Curriculum and Examinations Committee. The
Curriculum and Examinations Committee may require a minimalevaluation higher than a “Pass” in the overall academic performanceof the student.
2. Satisfactory progress in research defined by the following criteria:

ch05_graduate-school-handbook_ja_20190401_cl

i.

Timely development by the student of research goals that can berealized at the OIST Graduate University.

ii.

Submission of a Thesis Proposal within nine months ofcommencing Preliminary Thesis Research.
Passing the qualifying examination for advancement tocandidacy within twelve months of commencing Preliminary
Thesis Research.
Satisfactory Annual Progress Reports
Completion of the PhD thesis within five years of commencing
the program

iii.

iv.
v.

Unsatisfactory academic progress is defined as failure to meet any of thecriteria listed above, as determined by the Curriculum and Examinations
Committee.
In the case of established unsatisfactory academic progress theCommittee may recommend probation or termination of candidacy.
Probation is an option if satisfactory progress can be achieved by (a)repeating and passing a failed unit (course or rotation); or, (b)substituting and passing an approved alternative unit. If the Committee
recommends probation the Dean of the Graduate School alerts thestudent and explains the conditions the student must meet forsatisfactory academic progress.
Discontinuation is applied if a student fails a repeated or substituted
course or rotation, or fails to make satisfactory progress in research.
5.9.2. Discontinuation of studies
Discontinuation for unsatisfactory academic progress
Students in the PhD program may be discontinued for unsatisfactory academic
progress. In such cases the Dean of the Graduate School may order the
discontinuation of that student upon obtaining permission from the President, andwith endorsement of the decision by the Curriculum and Examinations
Committee.

ch05_graduate-school-handbook_ja_20190401_cl5.10.

Committees of the Graduate School
5.10.1. Admissions Committee
The Admissions Committee is a standing committee of the University withdelegated authority from the Faculty Assembly to select students for admission to
the PhD program, and is advisory to the Dean of the Graduate School. The main
purpose of the Admissions Committee is to deliberate and advise on mattersrelated to graduate student recruitment and admissions, to ensure the recruitment
and selection of excellent students. It has a particular role in the selection ofindividual candidates for admission to the graduate program. The Admissions
Committee reports to the Assembly through the Dean of the Graduate School.
5.10.1.1.
Membership of the Committee
The Committee includes faculty members representing the major fields ofresearch and education at OIST who are charged with providing advice onmatters requiring academic input. The Dean of the Graduate School
appoints Committee members. The Provost, the Dean of Research, Vice
Dean of the Graduate School, Manager of the Academic Affairs Section,
Manager of the Student Affairs Section, Manager of the Admissions andRecords Section, and Manager of the Academic Program Development
Section are ex-officio members of the Committee. The Admissions andRecords Section provides administrative support for the Committee.
5.10.1.2.
Chairperson of the Committee
The Dean of the Graduate School shall preside at meetings of theCommittee.
5.10.1.3.
Frequency of convocation
The Chairperson will call meetings of the Committee at least two times per
year.
5.10.1.4.
Items to be discussed at meetings of the Committee
The Committee may consider specific matters as follows:
i
ii
iii

Graduate student admissions
Graduate student recruiting
Other matters

The Committee may also deliberate on policy matters in relation to
ch05_graduate-school-handbook_ja_20190401_cladmissions.
5.10.1.5.
Meetings of the Committeei
If there is not a majority of the members with voting rights in
attendance, the Committee shall not transact its business.
ii
Resolutions of the Committee shall be passed by a majority. The
Chairperson shall make a decision in case of tie in votes
iii As deemed necessary by the Chairperson members may participate
in the Committee meeting by teleconference and exercise voting
rights. Absent members may not exercise voting rights.
iv As deemed necessary by the Chairperson faculty members other

v
vi

vii

than members of the Committee may be invited to attend themeeting and participate in proceedings or serve as advisors on
panels. This may occur, for example, to ensure that certain fields ofexpertise are represented, or to achieve diversity.
The agenda and decisions of the Committee shall be madeavailable to all Faculty Assembly members.
The Committee shall include a member who is charged withensuring that issues of diversity and equal opportunity areproperly addressed. This shall be a trained member of staff fromthe diversity office or a member of the committee who has received
appropriate training.
Members of the committee or panels must declare conflicts ofinterest or the appearance of a conflict when these exist. Conflictsof interest occur when a candidate has any of the following
relationships to the Committee member or advisor:(a) Former or present student;(b) Student for whom the member has written a supporting
letter;(c) Former or current business partner or employer;(d) Close friend or partner;(e) Family member (spouse, child, sibling, sibling of spouse or
child of sibling).
The existence of a conflict of interest is not a barrier to the selectionof a candidate. However, special procedures must be followed toensure the integrity of the process and the fair treatment of thecandidate.
ch05_graduate-school-handbook_ja_20190401_cl5.10.1.6.
Procedures for dealing with a conflict of interest
Prior to a committee meeting in which a member of the Committee oradvisor has a conflict of interest, the committee member having a conflictof interest shall disclose all facts that are relevant to the conflict of interest.
Such disclosure shall be reflected in the minutes of the meeting. If acommittee member is aware that members or advisors have a conflict ofinterest, they shall disclose the relevant facts. If an undeclared conflict ofinterest is discovered and the procedures have not been followed thematter shall be referred to the President, who will determine the course ofaction to be taken in response.
Conflict of Interest in Relation to Applicants Who Are Family Members
There is no barrier to the candidacy or selection of a candidate who is afamily member provided that proper procedures are followed. In the caseof a family member, the conflict of interest shall be declared in writing to
the Chairperson of the Admissions Committee. The committee member oradvisor concerned shall thereafter take no part in the evaluations of any
candidates or the decisions of the committee, and shall not have access tothe proceedings and records of the committee, with respect to any othercandidate, until a decision about the candidate who is a family member has
been made.
The written declaration shall include the date of the declaration, the nameof the committee member, the name of the candidate, and the nature of therelationship of the committee member to the candidate. The declaration
shall include the following statement:“I hereby recuse myself from any evaluation or decisions concerning theabove candidate, and any other candidate in the same round of
applications, immediately and until a decision about the above candidate
has been made.”
Other Conflicts of Interest
In the case of other conflicts of interest, the conflict shall be declared to the
Chairperson, who shall ensure that the committee member concernedtakes no part in the decision of the committee with respect to thecandidate, by requiring the member to leave the room when the candidate
is discussed, or stronger measures as considered necessary by the
Chairperson.
ch05_graduate-school-handbook_ja_20190401_cl5.10.2. Curriculum and Examinations Committee
The Curriculum and Examinations Committee is a standing committee of the
University with delegated authority from the Faculty Assembly to deal withmatters related to the curriculum and individual student progress in the PhD
program, and is advisory to the Dean of the Graduate School. The Curriculum
and Examinations Committee reports to the Assembly through the Dean of the
Graduate School.
5.10.2.1.
Membership of the Committee
The Committee includes faculty members representing the major fieldsof research and education at OIST who are charged with providing
advice on matters requiring academic input. The Dean of the Graduate
School appoints Committee members. Vice Dean of the Graduate
School, Manager of the Academic Affairs Section, Manager of theStudent Affairs Section, Manager of the Admissions and Records
Section, and Manager of the Academic Program Development Section
are ex-officio members of the Committee. The Academic Affairs Section
provides administrative support for the Committee.
5.10.2.2.

Chairperson of the Committee

The Dean of the Graduate School shall preside at meetings of theCommittee.
5.10.2.3.
Frequency of convocation
The Chairperson will call meetings of the Committee on the First
Monday of every second month.
5.10.2.4.
Attendance at meetings
Since a majority of the members with voting rights is required for aquorum, voting members of the committee who miss three successive
regularly scheduled meetings, or who miss five or more of the regularlyscheduled meetings in a calendar year, will automatically be discharged
from the committee, with the following exceptions: members who
attend electronically, members who submit written comments on
agenda items, members who are scheduled to teach at the time of themeeting.
5.10.2.5.
Items to be discussed at meetings of the Committee
The Committee deliberates on matters related to the curriculum andch05_graduate-school-handbook_ja_20190401_clindividual student progress in the PhD program.
The committee deals with:•Individual student program (by review of program proposals)•Individual student progress (by review of annual progress reports)•Approval of thesis proposals and progression to thesis research•Appointment of thesis supervisor and thesis committee•Appointment of examiners•Award of degrees•Changes to the curriculum (by review of course proposals)•Other matters related to curriculum and student progress

5.10.2.6. Meetings of the Committee
i. If there is not a majority of the members with voting rights in
attendance, the Committee shall not transact its business.
ii. Resolutions of the Committee shall be passed by a majority. The
Chairperson shall make a decision in case of tie in votes
iii. As deemed necessary by the Chairperson members may participate
in the Committee meeting by teleconference and exercise voting rights.
Absent members may not exercise voting rights.
iv. As deemed necessary by the Chairperson faculty members other thanmembers of the Committee may be invited to attend the meeting andparticipate in proceedings or serve as advisors on panels. This may occur,for example, to ensure that certain fields of expertise are represented, orto achieve diversity.
v. The agenda and decisions of the Committee shall be made available
to the Faculty Assembly.
vi. Members of the committee or panels must declare conflicts ofinterest or the appearance of a conflict when these exist.
5.10.2.7. Procedures for dealing with a conflict of interest
In the case of conflicts of interest, the conflict shall be declared to the
Chairperson, who shall ensure that the committee member concernedtakes no part in the decision of the committee with respect to the matter,by requiring the member to leave the room when the matter is discussed,
or stronger measures as considered necessary by the Chairperson.
5.11. Teaching Spaces and Resources Management
Graduate School spaces and resources will be made available for use by the OIST Community
ch05_graduate-school-handbook_ja_20190401_clfor the purpose of teaching and learning in line with the OIST Teaching Labs Facility &Resource Use Policy.
Graduate School teaching spaces are intended to support teaching and learning at OIST.
Priority is given to use in official Graduate School courses and other Graduate Schoolsponsored trainings and events. When a space is not in use, it may be booked and used withprior approval of the Graduate School.
5.12 Respectful Workplace and Anti-Harassment Policies
The University is committed to creating and maintaining a safe and respectful environment inwhich all officers, employees, students, and visitors are treated with dignity and respect, in
accordance with the Respectful Workplace Policy. The Respectful Workplace Policy is a corevalue of the University and the University will not tolerate disrespectful communication,
discrimination, harassment, or bullying, in any form.
5.12.1.1 The University takes all harassment claims seriously andhandles them in confidence. For allegations relating to violations of
Respectful Workplace and Anti-Harassment policies, the University has aprocess for students. When a violation of the Respectful Workplace Policyor an act of harassment is reported, the University takes remedial
measures and appropriate corrective actions.
5.12.1.2 If a student experiences or witnesses a violation of theRespectful Workplace Policy, or sexual, power, or other harassment, thestudent should consider taking action to inform the University of thesituation by any of the following procedures.
5.12.1.3 To report such disputes or incidents of harassment, students
should contact either the confidential external Respectful Workplace andAnti-Harassment hotline (RWAH hotline), designated contact staff in the
Graduate School, or the Dean of the Graduate School (DGS).
5.12.1.4 For students who need advice and counseling, the Ganjuu
Wellbeing Service is available to all OIST community members. The
Ganjuu Wellbeing Service offers consultation, advice, and intervention in
relation to a range of problems including harassment and other behaviors
inconsistent with the OIST Respectful Workplace Policy.

ch05_graduate-school-handbook_ja_20190401_cl5.12.1.5 Protection from Retaliation
The University will not tolerate retaliatory action against any student formaking a good faith report of incidents of harassment based on theprocedures in this chapter. Similarly, the University will not tolerate any
direct or indirect use (or attempted use) of official authority or official
influence for the purpose of interfering with the rights of a student
making a protected disclosure.
5.12.2 Rules
All students of the University are eligible to seek both informal and formal
resolution of violations of Respectful Workplace and Anti-Harassment Policies
using the procedures set out in this Chapter.
A student who wishes to make a claim of harassment or violation of the Respectful
Workplace Policy may seek informal resolution by consulting with the designatedcontact staff in the Graduate School (Student Early Intervention Coordinator) or
contacting the confidential external RWAH hotline.
Alternatively, the student may seek a formal harassment resolution process bysubmitting a written claim of harassment or violation of the Respectful Workplace
Policy to the Graduate School.
5.12.2.1 Consulting designated contact staff in the
Graduate school
A student (claimant) may consult with one of the designated contact
staff in the Graduate School for an explanation of the process and for
confidential support and advice.
Contact staff must arrange a meeting with the claimant within threeworking days of the request, or within one working day if the request
is marked urgent. The meeting with the Graduate School contact staff
must be logged by the designated contact staff. After understanding
the situation, the designated contact staff will outline, or implement,
some of the possible choices from among the following alternatives:
5.12.2.1.1 Monitoring and Review for Informal
Resolution
The claimant may decide to register a claim with the Graduate
School and seek an informal resolution. The designated contact
ch05_graduate-school-handbook_ja_20190401_clstaff is required to log the claim and then monitor and review.
Informal resolution may involve consulting with, for example,
the Academic Mentor, Thesis Supervisor, Thesis Committee,
Chair of Faculty Assembly, the Provost, the Dean of Research,or the Dean of Faculty Affairs. In all cases the Graduate School
will check back with the claimant to see if the issue is resolving
satisfactorily. If it is not resolving satisfactorily, other options
such as proceeding to a formal claim process will be suggested.
Formal options may also be suggested in the first instance if
appropriate.
5.12.2.2 Contacting the External Hotline
At any point in the process (including before deciding whether to filea claim with the Graduate School), every student is entitled to use theexternal RWAH hotline to consult with OIST-designated outside
independent mediators.
5.12.2.3 Filing a Claim with the Graduate School for
Formal Resolution
A student may seek a formal resolution by filing a written claim to the
Graduate School. A student making a claim (claimant) may initiate aformal resolution process as a first option, or be advised to take thisoption by RWAH hotline. The designated contact staff in the
Graduate School can assist in preparing the written statement;
however, the document must be based on the claimant’s statement.
5.12.2.3.1 The DGS must review the written statement, in
consultation with the claimant, and determine the next steps
according to the Policy and Rules. If the matters in the claim arematters that come under the Respectful Workplace Policy or
Anti-Harassment and Anti Bullying Policy, the DGS initiates thenext steps in this chapter. The claimant is consulted before any
steps are taken, unless the Graduate School has a duty of care to
take this further. This may happen, for example, if a criminal
offense is alleged to have occurred. If the complaint concerns
criminal behavior, any criminal investigation will takeprecedence over an OIST investigation or resolution processes.
However, the Graduate School and Ganjuu Wellbeing Service
can still be approached for support and advice.
ch05_graduate-school-handbook_ja_20190401_cl5.12.2.3.2 Resolution by the Graduate School
Harassment Investigative Committee
The DGS will establish and convene a Graduate School
Harassment Investigative Committee (GSHIC) within 15
working days after receiving the written claim.
The GSHIC consists of 3 members, one of whom is designatedas the chair by the DGS. In addition, a legal counsel appointed
by the General Counsel joins the committee as an observer. A
Graduate School staff member provides secretarial support.
The GSHIC conducts an impartial and confidential
investigation/review to determine the facts and circumstancesof the case, and make recommendations to resolve the matter.
In principle, the GSHIC should prepare a written response to
the DGS within 20 working days from the date the GSHIC first
convenes. If additional time is needed, the DGS must be
informed of the expected date of response.
A written response to the claim must be given to the claimant by
the DGS within 10 working days from the date the GSHIC
report is received by the DGS unless additional time is needed,in which case the claimant must be informed of the expected
date of response. In some cases, the claimant may only be
notified that the matter has been closed, without receiving any
details of the outcome.
5.12.2.3.3 Executive Committee Level Harassment
Dispute Resolution
A problem that has not been resolved at the GSHIC level may bebrought to a Harassment Dispute Resolution Committee (HRC).
The request must be submitted, in writing, by the claimant to
the DGS. For details about HRC, see PRP 39.6.2.4.
5.12.2.4 Ganjuu Wellbeing Service and Student Peer
Supporters
At any point in the process (including before deciding whether tocontact the Graduate School) a student can contact the Ganjuu
Wellbeing Service or the Student Peer Supporters for confidential
ch05_graduate-school-handbook_ja_20190401_clsupport and advice.
5.12.2.5 Exclusions
Appeals related to academic matters such as grading or outcomes of
examinations are handled separately by an appeals process e.g PRP
5.3.11.7. Cases where the main issue is academic, scientific, or
research misconduct or non-compliance the DGS will refer the matterto the internal contact points stipulated in PRP 23.4.1.1.
If the matter involves a non-academic employee the matter will bereferred to the Vice President for Gender Equality and Human
Resource Development (VPGEHR) and follow the procedures in PRP
39.6.2.3.
In the case of allegations made against the President, regardless ofthe nature of the allegations, the DGS will report directly to the Chairof the Board of Governors of the University. In the case of allegations
made against a Member of the Executive including Deans, regardlessof the nature of the allegations, the DGS will report directly to the
President. In the case of allegations made against the DGS the matter
will be referred to the VPGEHR and follow the procedures in PRP
39.6.2.3
5.12.3 Responsibilities.
5.12.3.1 Students
Students must attempt to solve disputes in accordance with theprocedures provided in this chapter.
5.12.3.2 Dean of the Graduate School
The DGS must inform students about the availability of the RWAH
hotline mediators and the formal and informal procedures in thischapter. The DGS is responsible for performing the tasks and duties
outlined in this chapter.
5.12.3.3 Contact staff in the Graduate School
Contact staff in the Graduate School are responsible for performing
the tasks and duties outlined for them in this chapter.
5.12.3.4 Mediators of the confidential external Respectful
ch05_graduate-school-handbook_ja_20190401_cl

Workplace and Anti-Harassment hotline
RWAH hotline mediators are responsible for performing the tasks
and duties outlined for them in this chapter. The duties of themediators of the confidential external RWAH hotline are detailed in
PRP 39.6.2.2.
5.12.3.5 The Dean of the Graduate School, the President,
Graduate School Harassment Investigative Committee(GSHIC), Harassment Dispute Resolution Committee(HRC), or their Representatives
The DGS, the President, the GSHIC, the HRC or their designatedrepresentatives, are responsible for performing the tasks and duties
outlined for them in this chapter.
5.12.4 Definitions
For definitions of sexual, power, or other harassment see PRP 39.9.

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