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 is to provide first-class postgraduate education to thehighest international standard. 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 isto provide academic services, student support and administrative support. These functions
are organized into the corresponding sections as follows:
5.1.1.
Academic Services Section
The academic services section supports the academic program of the graduate
school, and performs the following tasks:i
Participate in the formulation of academic policies related toteaching of graduate courses and the academic program;ii
Administer the process of admission, registration and enrolmentof students;iii
Organize course advising and appointment of Academic Mentors
iv
Organize thesis supervision and appointment of supervisors andthesis committees;v
Monitor the academic progress of graduate students;
vi
Coordinate conduct of course assessment and manage results;
vii
Determine the results of PhD candidatures on therecommendation of the examiners;
viii
Organize PhD examinations, external examiners, and coordinate
the examination process;ix
Award degrees and administer graduation requirements;x
Conduct quality control processes including evaluation ofteaching;
xi
Disseminate good practice in teaching and PhD supervision;
xii
Provide information about the Graduate School and its courses;
xiii
Coordinate teaching activities, faculty assignment of teaching, thecourse schedule and timetable of classes and examinations;xivManage teaching resources including seminar rooms and lecture
theatres, teaching laboratories and equipment;
xv
Provide induction programs for new students and teaching faculty;
xvi
Provide professional development courses as part of the academic
program;xvii
Coordinate academic content of international workshops, courses
and seminars; andch05_graduate-school-handbook_20150806_en_clxviii

Organize seminars and lectures of general interest, among otherthings.

5.1.2.
Student Support Section
The student support section is concerned with the everyday requirements for living,health and welfare of students at OIST, and is charged with the following tasks:i
Participate in the formulation of policy on issues broadly affecting
graduate students, including housing, financial support and otherwelfare;ii
Provide supporting services for prospective and current graduate
students, special students and interns;
iii
Disseminate information and advice to students concerningscholarships and financial support;
iv
Provide orientation to life in Okinawa and Japan for new students;v
Implement policies concerning student welfare, health, disability,
childcare and safety;vi
Administer student financial support and scholarships;
vii
Administer student welfare services;viii
Undertake student recruitment activity; andix
Assist faculty in the mentoring of students for career development
and provide information and advice to students on career
opportunities, among other things
5.1.3.
Administrative Support Section
The administrative support section provides administrative support andinformation systems management, and provides the secretariat for academic
committees. It performs the following tasks:
i prepare and maintain database systems concerning:(a)intending students and applicants for admission(b)
individual records of faculty members(c)teaching assignments(d)
PhD thesis supervision(e)
student academic records(f)course schedules(g)alumniii provide secretariat for academic committees including:(a)Dean’s committee;(b)Admissions committee;(c)Curriculum and Examination committees;(d)Thesis committees
iii maintain a student information system.
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. Herech05_graduate-school-handbook_20150806_en_cl“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 torace, color, religion, national origin, disability, or gender.>>
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
22 of the University Rules [link:].
Successful candidates for the OIST Graduate Program will only be enrolled into a
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 program
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 of the 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.

Academic transcript and authenticated copies of diploma (BSc,
MSc, etc.) An English explanation is required for transcripts thatare not written in English.
Applicant’s statement. This should be not more than 400 words
and should 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 aqualification from 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
ch05_graduate-school-handbook_20150806_en_cliv.

years. There is no minimum score required but the information isnecessary in determining 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.
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[link: 5.13.1].
This Committee reviews all material submitted by each student and makes a shortlist 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 theinterview the Committee discusses with the student theiraims and their motivation 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.
iiConduct a written assessment task for all candidates,
supervised by the admissions office. The purpose of the task
will be to provide a sample of the candidates’ written work.
The question will be of a general scientific nature. Candidates
will have 3 hours to complete the assessment. The
candidate’s answer will be available to the selection panel.
iiiProvide tours of OIST research and teaching facilities,
student support and accommodation, and the surrounding
environs.
ivProvide a social program giving an opportunity for students
ch05_graduate-school-handbook_20150806_en_clto meet existing students and faculty members.
5.2.3.2.

TravelRulesfor

Candidates

Attending

Admissions

Workshop
For those invited to attend the workshop the travel costs and a per diemwill 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,
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
the itinerary 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. If a candidate does not arrive in and/or depart from
Okinawa as scheduled for personal reasons, they will be responsible forarranging and paying for their transportation.
4: If candidates wish to purchase travel insurance, they are asked to do
so at their own expense.
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
ch05_graduate-school-handbook_20150806_en_cl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 asecond round of offers if places become available.
5.2.4. Number of Students Admitted
In accordance with best-practice graduate teaching methods where low numbers ofstudents for each faculty member are essential, and in line with overseas
prestigious universities, the Graduate School will accept about 20 PhD full-time
graduate students per year.
5.2.5. Transfer students
Students who have commenced studies at another university and wish to continue
their students at OIST and obtain the OIST PhD degree may, under special
circumstances, be admitted subject to meeting admission standards. Such cases
may arise, for example, when newly appointed faculty members with existing
graduate students are appointed at OIST before their students complete theirstudies. In such cases OIST wishes to ensure the best possible outcome for the
students and their supervisors while preserving the high international standards ofthe 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 27 of the University Rules [link:]), and thereafter at the beginning of eachacademic year of the graduate program.
The Graduate School will accept graduate students for registration in April and
September in order to accommodate applications from both international students
and Japanese students.
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 request of
the Dean.
For graduate students registering for the doctoral program leading to a PhD, thefollowing conditions apply:
ch05_graduate-school-handbook_20150806_en_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 not otherwise
hold employment.
The full-time status of the student must be confirmed in a written
declaration signed by the student and the Dean.

5.2.6.1.
Dates of registration
Registration is permitted at the first week of April or the first week of
September. In order to register the student must:i Complete the Registration Form and Research Ethics
Declaration.
ii Complete Fees and Financial Support Forms
iii Provide Bank Account Form;iv Complete visa requirements. All students must hold a current
Student Visa.
v Complete insurance and health screening requirements.
All forms must be submitted in complete form to the Student Support
section.
On registration a “registered student record” will be created for the
student in the student record system. This record will be the official
record of the student and will link to all other records including student
academic record, progress reports, financial support, and housing, etc.
5.2.7.
Student ID Card
All students are required to carry a valid Student ID Card at OIST. The Student ID
Card identifies the student by photograph and signature, and provides the student
number, date of issue, and a “Valid Until” date. Optionally, a student may choose
to also have their date of birth displayed on the card, which may be used for age
verification where needed.
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. These Student ID Cards remain
the property of the Graduate School, and must be returned uponcompletion of the period of study.
The student ID card is issued with a period of validity that matches the
expected period of study of the student. Students whose study period
ultimately extends beyond the “Valid Until” date should apply for a newcard. Students who complete or discontinue their study before theindicated period has elapsed should return their card to the Graduate
School Office. The card becomes invalid once the student is no longer ach05_graduate-school-handbook_20150806_en_clregistered student at OIST, even if the stated period of validity has not
yet expired.
In some circumstances, an invalid Student ID Card may be marked withthe word VOID and returned to the student as a reminder of their timeat OIST. Such voided cards are completely invalid as identification
documents, and may not be the basis for the issue or retention of a
Security Access Card.
5.2.7.2.
AccessAccess to specific areas at OIST is controlled by a Security Access Card,
separate to the Student ID Card. To be given a Security Access Card, a
student must have prior possession of a Student ID Card. Initially accesswill only be granted to public areas of the OIST campus. 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[link: 5.2.8]). Additional access to specificmore restricted areas will only be made available after the appropriate
safety and equipment training has been provided. Such access will only
be provided while the student has a need to enter those particular
restricted areas. In addition, further access controls may exist for otherareas. Security Cards always remain the property of OIST and must be
returned at the completion of the period of study.
5.2.7.3.
Loss and Replacement of Cards
In the event that a Student ID Card or Security Access Card is lost or
misplaced, the student must immediately inform the Graduate School
Office. A replacement Student ID Card will then be generated fromexisting data, unless the appearance of the student has changed
sufficiently to require a new photograph. A temporary Security Access
Card will be issued in the first instance, until one week has elapsed, atwhich point a permanent replacement for the Security Access Card may
be issued.
5.2.7.4.
Permissions
Student ID Cards and Security Access Cards may not under any
circumstances be loaned out or used by other persons, whether or not
those persons are themselves authorized to have access to OIST
facilities. Cards may not be copied, reverse-engineered, distributed
without permission, or cryptanalysed. Cards remain the property of
OIST even when invalidated. The Dean may take disciplinary action in
the event that these provisions 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 Academic
ch05_graduate-school-handbook_20150806_en_cl

Year). 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.
5.2.9. Application Fees, Admission Fees and Tuition Fees
The Application Fee, Admission Fee and Tuition Fee (Article 44 of the University
Rules [link:]) 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.

5.3. The OIST Graduate Program
The OIST graduate school offers an integrated doctoral program leading to the degree ofDoctor of Philosophy (PhD). The degree of PhD is a research postgraduate degree. Such a
degree shall be awarded to a candidate who
i

ii

iii

iv

meets admission requirements and receives and accepts an offer ofadmission, and is registered as a full-time PhD student for aminimum 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 thecandidates research which should constitute an originalcontribution to knowledge and contain material worthy of
publication; andsatisfies the examiners in an oral examination in matters relevantto the 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
ch05_graduate-school-handbook_20150806_en_cl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 course of studies.
5.3.1.3.
Minimum period of study
The minimum period of study is stipulated in the university rules [link:].
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. An application for extension of study must be submitted onform X.X within the 5th year of study. In case of extension of the periodof study, extension of financial support is not automatically granted.
(see financial support section [link: 5.4.1])
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.
iFirst Term from Monday September 10th 2012 to Friday December
21st 2012.
ii
Second Term from Monday January 7th 2013 to Friday April 19th
2013, andiii
Third Term from Monday May 6th 2013 to Friday August 9th, 2013.
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 constructedfrom a combination of courses.

ch05_graduate-school-handbook_20150806_en_cl5.3.4. Course credits
The number of credits assigned to each course is stipulated in the Schedule of
Courses [link: http://groups.oist.jp/ja/grad/course-info]. Students will be
required to accrue at least 30 points before graduation. Courses include
Professional Development, Basic, Advanced, and Research Courses. The subtotalof Professional Development, Basic, and Advanced courses amounts to a value of
20 points. Research courses include Rotations and a Thesis Proposal amounting toa total value of 10 points. International Workshop Participation may provide
additional points. Credits may be awarded for graduate courses completed atother universities or at OIST prior to admission (Chapter 5.6.2 [link: 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 totwo, 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 to prepare 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 general, Basic and Advanced courses are worth two credits. Information about
Coursesisprovidedinthe
Scheduleof
Courses[link:
http://groups.oist.jp/ja/grad/course-info] 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 valueof 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.
ch05_graduate-school-handbook_20150806_en_cl

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 [link: ] submitted with their proposedcourse for approval by the Dean’s committee. 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 theresearch 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
Dean’s committee. The student’s progress and performance in each
Rotation will be discussed in the Dean’s 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 with a point value of 1
point. Students will normally begin work on their PhD Thesis Proposal at the startof the second year, in the Research Unit where they intend to conduct their thesis
research. The Thesis Supervisor will provide research guidance and the students
will undertake preliminary thesis work. The PhD Thesis Proposal will comprise:
i
ii

iii

an in-depth literature review on the subject of the proposed thesis,
a write-up of an independent research project undertaken in the
research unit. The independent research project is developed by
the student, under the guidance of the Thesis Supervisor. The
student should complete this piece of independent research using
the methods available in the Research Unit, collect and analyze
data or develop theoretical work, and write up in the prescribed
format [link: TBC].
A proposed topic for thesis research. This should constitute a
research question and outline of the aims, methods andsignificance of the proposed research. It would normally use thech05_graduate-school-handbook_20150806_en_clindependent research project as preliminary evidence in supportof the proposed research, but the student may also choose a
different topic for the thesis.
These three parts will normally be completed in sequence and submitted one at theend of each term to the provisional Thesis Committee. The committee will give
feedback and the student will make necessary revisions. The completed PhD Thesis
Proposal, including the literature review, write-up of independent research, andproposed thesis research, will be submitted to the Dean’s committee by the closing
date set by the Graduate School and will form part of the assessment for
progression to thesis research.
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, andresearch 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 appropriate.
v
Three Rotations.
(See separate note regarding additional professional development courses.)
Year 2
i
ii
iii
iv
v
vi

Prepare PhD Thesis Proposal.
Complete approved Advanced Courses and additional
Basic courses as needed.
Professional Development I continues.
Nominate PhD Thesis Committee members.
Submit nominating forms and thesis proposal.
Oral qualifying examination for progression to PhD thesis
research conducted.

Years 3-5
i
ii
iii

Thesis research.
Professional Development II.
Workshop Courses.

ch05_graduate-school-handbook_20150806_en_cl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
to work carefully with the student to select courses and Research
Rotations that reinforce the foundations of the field of study and also
provide the breadth of study necessary to develop the ability tocollaborate effectively across traditional boundaries. The Academic
Mentor for each student will be appointed by the Dean, with advice
from the Dean’s committee. The Academic Mentor should have thefollowing characteristics:i Significant prior experience in course advising andsupervision of graduate thesis research. New Faculty may
gain experience in course advising and supervision byserving on 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
to undertake their thesis research in the research unit of the Academic
Mentor, a new Academic Mentor shall be appointed.

ch05_graduate-school-handbook_20150806_en_cl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 bothexperimental and theoretical approaches, and an interdisciplinary
experience.
5.3.10.3.
Approval of Course Plan
The course plan will be submitted to the Dean on the required form
[link: ]. Each individual’s course plan will be finally approved by the
Dean with advice from the Dean’s committee. The composition andterms of reference of the Dean’s committee are described separately.
5.3.10.4.
Approval of Research Rotations
The Dean’s committee will advise the Dean regarding approval of thestudents move from one Rotation to another. It will be the responsibilityof the Dean and Academic Mentor to convene meetings of thecommittee and prepare an agenda to ensure that progress of all students
is monitored. The student’s progress and performance in each Rotation
will be discussed in the Dean’s committee to ensure cooperation among
faculty members in facilitating individual student progress.
5.3.10.5.
Course assessment
Each course will be assessed as specified in the course schedules [link:
http://groups.oist.jp/ja/grad/course-info]. Examiners may examine bymeans of written, practical, or oral test, or by continuous assessment, orby any combination of these. Examination scripts and reports must be
written in English.
A student who is unable to complete an assessment because of genuine
impairment may be permitted by the Dean to complete a supplementary
assessment. In such cases an application for special consideration mustbe submitted within 48 hours of the assessment on the appropriate
form [link: ].
There shall be no appeal against examination results. However,complaints about examination results will be considered by the Deanand scripts will be checked for errors in marking. If errors are detectedmarks may be corrected up or down with the agreement of the examiner.
Formal assessment of courses will be coordinated by the Academic
Services section. The dates of examinations and due dates of major
items of assessment will be coordinated to avoid timetable clashes. Suchdates will be fixed at the start of each academic year and students will be
ch05_graduate-school-handbook_20150806_en_cladvised of the examination and assessment timetable at the start of theyear.
Examination questions must be provided to Academic Services at least
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 thestudent to discuss progress or problems with Courses and Rotations.
The grades obtained in courses will be reported to the Academic Mentor
and Dean’s committee by Academic Services. 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, who may initiate proceedings related
to poor progress or performance. (Chapter 5.11.2 [link: 5.11.2])
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 Examination 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: 5.3.7.] after selecting a Thesis
Supervisor(s) and Research Unit, and nominates a Thesis Supervisor and Thesis
Committee. The Thesis Proposal, Thesis Supervisor, and Thesis Committee mustbe formally approved by the Dean before the student commences thesis research.
5.3.11.1.
Nomination of Thesis Supervisor, and Thesis Committee
All students will be required to have a Thesis Committee - irrespectiveof the seniority of the Thesis Supervisor - to provide oversight of thethesis research supervision. The Thesis Committee will comprise theThesis Supervisor (or cosupervisors if there is more than one
supervisor), the Academic Mentor, and another faculty member selectedby the Dean in consultation with the student and Thesis Supervisor. The
student is responsible for nominating the Thesis Supervisor and may
suggest names for the third Thesis Committee Member. The Academic
Services section will provide guidance and assistance to students inrelation 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 or
Thesis Committee members provided an institutional agreement exists
with the university of the external faculty member. Information aboutsuch agreements is available from Academic Services.
ch05_graduate-school-handbook_20150806_en_cl5.3.11.2.
Process for approval of Thesis Supervisor/s and Thesis
Committee members
In consultation with the intended PhD Thesis Supervisor, Academic
Mentor and prospective members of the Thesis Committee the student
completes the form for nominating Thesis Supervisors and Thesis
Committee members [link: TBC] and submits it along with the Thesis
Proposal to the Dean. If the proposed Thesis Supervisor is the same
person as the Academic Mentor, a new Academic Mentor will be
appointed by the Dean to avoid any conflict of interest.
5.3.11.3.
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 thethesis topic, and can organize, apply and convey that knowledge
effectively. The Curriculum and Examinations committee will make thisevaluation taking into account the completed program of study and thestudent’s performance in courses and rotations at OIST, the thesis
proposal, and the candidate’s performance in an examination. The
thesis proposal forms an important part of the evaluation. The thesis
proposal must be the student’s independent work and clearly show theoriginal contribution of the student to the research question. The
evaluation may occur when requested by the candidate and normally
before the end of the second year of study, and at the latest within 12
months of the start of Preliminary Thesis Research. When evaluating
the candidate the Curriculum and Examinations committee willconsider the following materials:
1. The student’s PhD Thesis proposal. The requirements for the
proposal are separately described (5.3.7).
2. A report from the examining panel as separately described (5.3.11.4).
3. The student’s academic record at OIST.
4. Write-ups of Rotations.
5. An Endorsement of the thesis proposal from the proposed thesis
supervisor, the student’s academic mentor, and other members of theintended thesis committee, on the prescribed Thesis Proposal
Submission Cover Sheet (link)
6. Further material deemed relevant to the evaluation.
The Curriculum and Examinations committee will reach one of thethree decisions listed below and record the decision in the student’s
academic record:
i. Passed. The candidate is advanced to candidacy. The committee
may require additional course work or stipulate minor revisions to thech05_graduate-school-handbook_20150806_en_clthesis proposal.
ii. Deferred. This outcome is possible only if the student’s academic
preparation is sufficient, and the thesis proposal is not acceptable in its
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 passed or
failed. The committee will stipulate a deadline for submission of arevised proposal and date of re-examination. If the candidate fails toresubmit by the deadline the outcome will change to fail.
iii. Failed. This is the outcome when academic preparation is not
sufficient or the thesis proposal is not suitable for re-examination, or
has not met the required standard on re-examination. No reexamination is allowed in the case of a fail outcome.
Procedures for appeal against the outcome of the evaluation are
separately described (5.3.11.6).
5.3.11.4.
Examination and defence of thesis proposal
An examining panel comprises three members: an external examiner,
an internal examiner, and a chair appointed by the Curriculum andExamination committee. The examining panel will conduct a three-houroral examination that will include a defense of the thesis proposal. The
examining panel will include an External Examiner who is expert in thefield of the proposed thesis and external to OIST. Normally theexamination will be conducted in person at OIST but if this is notpossible the Dean may permit electronic participation by audiovisuallink. The Curriculum and Examinations Committee appoints theExternal Examiner taking into account nominations provided by the
proposed supervisor. Similar conflicts of interest precaution apply as
outlined in 5.3.13.2 below. The examining panel also includes an OIST
faculty member familiar with the out-of-field postgraduate courses
taken by the student at OIST, who is appointed by the Curriculum andExaminations committee. A member of the Curriculum andExaminations committee nominated by the Dean will chair theexamining panel. The examining panel will not include the proposed
thesis supervisor or student’s mentor.
Half of the examination will be an oral defense of the thesis proposal.
The student will be required to demonstrate the necessary advanced
knowledge and understanding to undertake the proposed thesis
research, and show their original and independent contribution to the
proposal. The other half of the examination will cover fundamental
knowledge in the field or fields of the proposed thesis research. The
candidate should demonstrate fundamental knowledge of sufficient
scope and depth to provide a secure foundation. The examining panel
will take into account the recommendations of the proposed thesis
ch05_graduate-school-handbook_20150806_en_clsupervisor concerning the scope and depth of the knowledge required,
which will be communicated to the examiner and student through the
Curriculum and Examinations Committee. On the advice of theCommittee the oral examination may be supplemented by a written
examination conducted before the oral examination.
5.3.11.5.

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

A student who, after evaluation for progression to PhD thesis research,fails to meet requirements for progression to PhD thesis research may
submit a thesis for consideration for award of the MSc degree inaccordance with Article 39, paragraph 3 of the University Rules. An MSc may
be awarded if the candidate 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 thenecessary course credits and submit their MSc Thesis for examination
within six months of 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 andExamination committee. 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 andExamination committee reviews the recommendation and considers
whether all academic requirements for the award of the degree havebeen satisfied. In the case of a “pass” outcome the procedures forconferment of the degree (5.3.15) shall be followed. In the case of a “fail”
outcome the Individual Student Record shall be updated with an entry
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.
5.3.11.6. 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 theevaluations in the assessment by the examiners, the decision of theCurriculum and Examinations Committee, and the composition of theexamining panel are not a basis for appeal. The qualifying examination

ch05_graduate-school-handbook_20150806_en_clis a confidential process, and this confidentiality must be maintained
throughout any appeals process. The appeal must be in writing, include
a concise statement of the reasons for the appeal, and be lodged with theManager, Academic Services, within 28 days of the date of the letter
advising the outcome of the qualifying examination. The appeal will bereferred to the Dean of Faculty Affairs, who will determine the course ofaction to be undertaken, taking into consideration the grounds for theappeal stated by the candidate. This may include a review of theexamination process.
The Dean of Faculty Affairs will determine the outcome of the appeal aseither:i.The procedures for the qualifying examination were applied correctly, andthe appeal is unsuccessful.
ii.The procedures for the qualifying examination were not applied correctly,
but the variation in procedures did not influence the outcome of theexamination, and the appeal is unsuccessful.
iii.The procedures for the qualifying examination were not applied correctly,
and the variation in procedures did influence the outcome of theexamination, and the appeal is successful. In this case, the Dean of Faculty
Affairs will determine further action to be taken, which may include reexamination.

The outcome of the appeal will be determined within 28 days of the date
the written appeal was received by the Office of Academic Services.
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 reporton the progress of the student’s thesis research. The student will
prepare the report, which will be endorsed by all members of the Thesis
Committee, and forwarded to the Dean.
Satisfactory progress is required for continuation in the program. In
case of lack of progress or poor quality of research, the Dean may
intervene and suggest solutions. If the lack of progress or poor quality of
research continues, the Dean may, in consultation with the Dean’scommittee, order discontinuation.
5.3.12.2.
Discontinuation
A candidature may be discontinued:

ch05_graduate-school-handbook_20150806_en_cliif academic progress is not satisfactory; oriiif the student has failed to meet the requirements as stipulated
elsewhere [link: 5.4. ].
5.3.13. Notification of Intention to Submit Thesis
Following completion of sufficient research, with the approval of the Thesis
Committee, the student will notify the Graduate School of his or her intention tosubmit a thesis at least 2 months prior to the submission date, allowing time forthe appointment of examiners. The student will then submit a written thesis for
examination.
5.3.13.1.
Submission of Theses for Examination
A candidate for the degree of PhD is required to submit four copies ofhis/her thesis for examination, in accordance with the regulations
governing the format, binding and presentation of theses [link: TBC],
together with a signed, written declaration that the thesis represents thecandidate’s own work [link: TBC]. Initially, the student should submit
soft-bound copies since corrections may be required. Hard-boundcopies should only be submitted after the student has undergone their
examination and all corrections have been approved by the examiners.
The PhD Thesis Examination process is strictly confidential and nocorrespondence between the candidate or supervisor and examiners
may be entered into. All questions about the progress of a particularexamination must be addressed to Academic Services.
A candidate shall not submit work that has been included in a thesis,
dissertation, or report that has been previously submitted by thestudent towards a degree qualification at this or any other institution.
All work submitted for examination must be the candidates own work incompliance with the rules regarding plagiarism [link: 5.7.3], goodscientific conduct [link: 5.7.2], and copyright [link: 5.7.3].
Original work of the student related to the thesis published prior to
submission of the thesis may be included in the thesis. In the case ofwork published as a multi-author publication, such work shall include astatement describing the contribution of coauthors and the candidate.
Similarly, in the case of collaborative projects where the same work ispresented in the thesis of another student, a statement describing thecontribution of the collaborating student and the candidate shall be
included.

ch05_graduate-school-handbook_20150806_en_cl5.3.13.2.
PhD Thesis Examinations
A candidate shall be examined by examiners appointed for this purpose
both on the thesis itself and at an oral examination on the subject of thethesis and/or the approved course of study and research.
The Curriculum and Examinations Committee will select the thesis
examiners from within and outside the University, to form a Thesis
Examination Committee Panel, which shall comprise:i.One internal examiner (a faculty member of the OIST graduate school,
familiar with the OIST standards and regulations concerning PhD
examinations).
ii.Two external examiners who are expert in the field of the proposed

thesis, external to OIST, at least one of whom is working outside ofJapan. The Curriculum and Examinations Committee appoints theExternal Examiners taking into account nominations provided by
the proposed supervisor. The Curriculum and Examinations
Committee is responsible for determining if the nominatedexaminer is expert in the field of the proposed thesis research,taking into account the publications of the examiner ininternational peer reviewed journals.
iii.A Chair appointed by the Dean (a faculty member of the OIST
graduate school, familiar with the OIST standards and regulations
concerning PhD examinations).
Examiners who may appear to have conflicts of interest shall not be
appointed. The appearance of a conflict of interest is deemed to exist if
the examiner:(i) Is involved in the research project of the thesis proposal or has
current collaborations with members of the thesis laboratory, or
previous collaborations in the past 5 years.
(ii) Has had prior or ongoing contact with the supervisor that may
appear to compromise objectivity, such as having been in the samedepartment as the supervisor, having been a thesis or postdoctoral
supervisor (or vice versa), or having joint publications or grants with thesupervisor in the past 5 years(iii) Has had prior contact with the student that may appear tocompromise objectivity, such as having been in the same department as
the student, having supervised the student in academic or project work,or having joint publications or grants with the student at any time.
The supervisor is responsible to ensure that the nominated examiners
meet the specified conditions. The Academic Services Section of the
Graduate School is responsible for checking that the specified

ch05_graduate-school-handbook_20150806_en_clconditions are satisfied, and if the conditions are not satisfied, thenomination shall not be submitted to the Curriculum and Examinationscommittee. The supervisor shall be advised on the grounds for declining
the examiner and asked to nominate a new examiner. The Curriculum
and Examinations committee may appoint an examiner who has notbeen nominated by the supervisor. The Thesis Supervisor and membersof the Thesis Committee may not themselves be members of the Thesis
Examining Panel.
All examiners will be asked to read the thesis, separately prepare areport and provide recommendations regarding the acceptability of thethesis for a PhD. Each examiner is required to choose arecommendation from the following:i
accept,ii
accept subject to satisfactory minor revisions (reviewed by theinternal examiner).
iii revise and resubmit (reexamination by the Thesis Examining
Panel).
iv recommend the thesis be considered for a lesser degree,v
reject outright.
The Chairperson of the Thesis Examining Panel will review therecommendations and formulate a summary recommendation.
5.3.13.3.
Public presentation and oral examination
When the summary recommendation is ‘accept’ or ‘accept subject tosatisfactory minor revisions’ a public presentation of the thesis will takeplace. This will be followed by an oral examination conducted by theexaminers. The Chair of the Thesis Examining Panel will convene ameeting of the panel to conduct the oral examination.
On the day of the oral examination the student shall first make a publicpresentation of the thesis as a seminar open to all OIST members. Afterthe public presentation the oral examination will be conducted
separately by the Thesis Examining Panel. Members of the Thesis
Examining Panel shall not ask examination questions in the publicpresentation.
The oral examination will be conducted in private. The Thesis
Supervisor and members of the Thesis Committee may attend the oral
examination as observers but may not participate in the examination.
After the oral examination the Panel will meet in private and determine
a committee recommendation.

ch05_graduate-school-handbook_20150806_en_cl

It is mandatory for the external examiners to participate in the oral
examination. If one or both of the external examiners is not available in
Okinawa at a time convenient for a meeting of the Thesis Examining
Panel, a meeting by teleconferencing or video-conferencing shall be held.
5.3.13.4.
PhD examination results
A candidate who has satisfied the examiners shall be recommended forconferment of the degree of Doctor of Philosophy. 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 candidate who has not satisfied the examiners may be:i required to resubmit the thesis within a specified period,
after making corrections and amendments as required by
the examiners, without a new examination; orii required to revise and resubmit the thesis for a new
examination within a specified period, and may also be
required to satisfy the examiners at a new oral examination;iii awarded the lesser degree of an MSc;
iv failed outright.
Appeal procedure will apply as outlined in 5.3.11.6. In that case, “thequalifying examination” or “MSc thesis examination” will be replacedwith “PhD thesis examination”
5.3.13.5. Exit with MSc (“Non-continuation” outcome of evaluation
for progression).
A candidate who does not qualify for continuation to thesis research
may be awarded MSc in accordance with 5.3.11.5.
5.3.13.6.
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 beawarded the lesser degree of MSc on the recommendation of the Thesis
Examining Panel.
5.3.14. Prizes
The graduate university may establish prizes.
5.3.15. Graduation
5.3.15.1 Conferment of Degree
After the Curriculum and Examinations Committee has determinedthat all academic requirements for the award of the degree have been

ch05_graduate-school-handbook_20150806_en_clsatisfied, the student shall submit a bound copy of his or her thesis,
with all required corrections completed, to the University library,
together with an electronic copy for the University record.
On confirmation of receipt of the bound thesis, the secretary of theCurriculum and Examinations Committee passes to the faculty
assemblytherecommendation

to

award

the

degree.

The

recommendation shall be sent electronically. If there are no objections
within three days the recommendation shall be considered as having
been confirmed by the Faculty Assembly. In the case that there arevalid objections the matter shall be put on the agenda for the next
Faculty Assembly meeting, and the student and members of the thesis
committee shall be informed. The Dean of the Graduate School shallprepare a recommendation for the Faculty Assembly after hearing thenature of the objection.
Once the Faculty Assembly has approved the recommendation, theminutes of the Faculty Assembly hold a record of the names of thecandidates, the date, and title of the thesis. The Individual Student
Record shall be updated with an entry on the next day, stating that all
requirements for the degree have been satisfied and the degree has
been conferred. The record includes the date, the title of the thesis, thename of the Thesis Supervisor, and the names of the members of theThesis Committee.
At the time when the individual Student Record is updated, thecandidate is sent a letter confirming that the degree has been
conferred and that the candidate may graduate at the next graduation
ceremony or “in absentia”. On request, the student may be provided
with a document proving that the degree has been confirmed.
When the President of the Graduate University has conferred aDoctoral degree, it shall be reported to the Minister of Education,
Culture, Sports, Science and Technology, and the summary of thecontents of the thesis and the summary of the results of the thesis

ch05_graduate-school-handbook_20150806_en_clexamination shall be publicized on the internet within 3 months
following the day of the conferment of the Doctoral degree.
When a Doctoral degree is conferred, the entire text of the thesis
related to the conferment of the Doctoral degree shall be publishedwithin one year following the day of the conferment 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 the
Dean of the Graduate School. In this case, the University will makeavailable for inspection the entire text of the thesis in response to arequest, in hard copy and on University library premises. Whendeemed necessary for intellectual property protection or other reasons,this inspection will be subject to a non-disclosure agreement. When
the Dean of the Graduate School judges that the significant reason nolonger exists, the entire text of thesis related to the conferment of theDoctoral degree shall be published through the medium specified by
the university.
5.3.16. Student professional development
5.3.16.1.
5.3.16.2.
Careers Advice
The OIST Graduate School has a dedicated Careers Development
Coordinator in the Office of the Dean. The Careers Development
Coordinator provides individual careers advice, as well as help with CV
and resume writing, job searching and career exploration to students.
5.3.16.3. 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 andch05_graduate-school-handbook_20150806_en_clpreparation of materials under the supervision of the faculty
member. It is expected that the OIST faculty member is present forthe scheduled teaching hours to provide mentoring and quality
control; this should not be used to replace faculty in teaching.
Selection as a Teaching Assistant for a course is decided by thefaculty member in charge of the course.
2.
Acting as tutors in OIST International Workshops andCourses, or in preparatory or remedial courses for OIST students.
Selection is decided by the faculty member in charge of theWorkshop or Course.
3.
Contributing to educational outreach activities such as
open campus, school visits, children’s science. Selection is decided
by the organizer of the outreach activity.
4.
Assisting in educational activities at other universities, byagreement between the universities. Selection is decided by thegraduate 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 record of teaching experience will form part of the Professional
Development course requirements.
Teaching Assistants are expected to prepare thoroughly for theirteaching activity by reading all materials and studying necessary
background. Preparation of material may be required. Attendance attraining 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 ofeducational activity and submit a completed Teaching AssistantApplication Form to the Student Support desk. This form is necessary
for recording the Teaching Assistant activity of each student. The formshould detail the contact hours and be signed by the proposed
supervisor. A CV should be attached.

ch05_graduate-school-handbook_20150806_en_cl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
Leave will not usually be approved during term. For students engaged inthesis research work, the approval of the Thesis Supervisor (or in thecase of 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 tothe following year. The carried over Annual Leave must be used prior to
the Annual 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 hasentered into a formal exchange agreement. Any period of Study Leave
granted shall be counted towards the period of study. Conference,summer school and workshop attendance outside Okinawa, and fieldwork are not normally considered 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 /she is 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 forthe entire period of study. Any period of Non-study Leave granted shallresult in the extension of the period of study by the period of absence.
ch05_graduate-school-handbook_20150806_en_cl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:
Category

ReasonPeriod1

Sick Leave

Unable to work due to injury orillness. Medical certificate
required. Extension beyond 6days is considered to be Nonstudy Leave, with approval.

2 to 6 days

2

Marriage3

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
the student

Up to 7 days•

Grandparent, sibling, or
spouse’s parent

Up to 5 days•

Relatives other than above
within the third degree

Up to 3 days

4

Maternity

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

Up to 2 terms

5

Paternity

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

Up to 2 terms•

Wife’s delivery of child

Up to 3 days•

To provide care to a newborn baby or for anotherchild of the same family
who has not enteredelementary school during

Up to 5 days

ch05_graduate-school-handbook_20150806_en_cl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
MedicalCare

To provide care to a child who has
not entered elementary school
when the child is sick or injuredor when the child takes
vaccination or medical check-up.

Up to 5 daysfor one childor up to 10
days for two
or morechildren per
calendar year

7

Family Care
(Shortterm)

To provide care to a family
member with a condition
requiring care.

Up to 5 daysfor one family
member or
up to 10 days
for two or
more family
members per
calendar year

8

Jury Service

To serve as juror or supplemental
juror, or to become a candidate
for jury duty.

Days andhours
necessary forthe purpose

9

Bone
MarrowDonor

To register as a bone marrowdonor, or to offer bone marrow toa person other than family
members, or to take examinations
and hospitalizations required forbone marrow donors.

Days andhours
necessary forthe purpose

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.

ch05_graduate-school-handbook_20150806_en_cl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, andfoster 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 basisof 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
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, the additionaldays 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.

ch05_graduate-school-handbook_20150806_en_cl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.
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.

ch05_graduate-school-handbook_20150806_en_cl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 formally
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
the dates on which the Academic Accommodation Period begins and ends, with therequirement that the maximum duration is two consecutive terms. A letter fromthe student’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 Dean’s Office will notify the student, the student’s academic mentor, and therelevant University administrative offices that the Academic Accommodation
Period has been approved, along with the dates for the accommodation period.
During and After the Academic Accommodation Period
Funding
Once a student submits an application, the Dean’s Office will ensure that students
whose applications have been approved will see no change 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.

ch05_graduate-school-handbook_20150806_en_cl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
work with the academic mentor, thesis supervisor, and Dean to makearrangements for ongoing support beyond the accommodation period if unable toreturn to normal duties immediately.
The maximum duration of the Academic Accommodation Period is twoconsecutive academic terms. If need extends beyond this limit due to ongoingissues associated with childbirth, different leave provisions may apply dependingon the nature of the issues. In such case the affected student should make thesituation known to the Dean of the graduate school as early as possible so thatmeasures 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 makearrangements for submitting work for completion of requirements when thestudent 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 theiradvisors that they are academically engaged and making progress on coursework
and research, even if it is at a somewhat slower pace than prior to giving birth. In
other words, the Childbirth Accommodation Policy is intended to support—not
replace—the open communication and good will that should characterize thech05_graduate-school-handbook_20150806_en_clrelationship between student, mentor and thesis supervisor at the Graduate
University.

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
the world. 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 tothat offered by other leading research universities.
5.4.1.1.
OIST Graduate University Research Assistantship
OIST Graduate University Research Assistantships (Assistantships) areawarded by the Graduate School, on the recommendation of theAdmissions Committee, to students for full-time study in the doctoral
program at the OIST Graduate School.
A Research Assistantship is an appointment provided to a student ingood standing who performs research or who assists others performing
research and educational activities. During tenure of the Research
Assistantship the student 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.
Tenure of an Assistantship is for five years, or until the thesis issubmitted (whichever period is the shorter). Continued financial
support for students in the doctoral program depends on maintained
performance in study and research, and is based on the provision ofsatisfactory 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.
Overseas tenure of a Research Assistantship is not normally permitted.
In exceptional circumstances, a period of overseas tenure may be
granted by the Graduate School, if it can be shown that access toresearch guidance, facilities or opportunities overseas is essential to thecompletion of the project. In such circumstances the emolument of the
Research Assistantship shall continue to be paid in Japanese currency
and into a Japanese bank account.
Financial assistance for travel or other expenses incurred if a period ofoverseas tenure is approved is separately stipulated.
ch05_graduate-school-handbook_20150806_en_cl

The Assistantship consists of the following components:i

ii

The amount equivalent to tuition fee. The amountequivalent to tuition fees will be paid by OIST to
Assistantship recipients on completion of registration
formalities.
The amount equivalent to financial living support for eachyear of approved full-time study. The amount equivalent tofinancial living support is paid in equal monthly
installments. Continuation of the amount equivalent tofinancial living support is subject to annual confirmation of
the Budget. In 2012, the standard emolument is 2.4 million
yen per calendar year.

5.4.1.2.
External fellowships and awards
While the University maintains financial support system, support,
students are strongly encouraged to apply for external fellowships. In
order to reward success, remuneration provided by the university as an
OIST Research Assistantship or Teaching Assistantship may be used
to supplement external fellowships, up to a maximum of 3.0 million yen
total, which is 0.6 million yen above the standard level. An OIST
Research Assistantshipor Teaching Assistantship may be held
concurrently with external scholarship on this basis. There is an
obligation on the student to report external fellowships to the Graduate
School office.
5.4.1.2.1. 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
waiver should 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.
Travel support for educational purposes
The University does not provide grants for home leave. However, theUniversity provides travel support for visiting an educational institution.
The amount of support will be based on the cheapest of two quotes for around trip economy flight to the student’s destination, no per-diem andlodging allowance will be provided. As long as there is no hindrance tostudy 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 a student who does not yet havean approved thesis supervisor, the travel itinerary is approved by thech05_graduate-school-handbook_20150806_en_clDean. When students do have an approved thesis supervisor, the thesis
supervisor and the Dean approve the travel.
5.4.1.4.
Travel grants for students to attend conferences
Rules for travel grants for students to attend conferences and othereducational activities are stipulated in PRP Chapter 29[link: 29].
5.4.1.5.

Relocation

5.4.1.5.1.

Transfer AllowanceTransfer Allowance can be provided stipulated in the table below:
Domestic
International\36,600\62,800

Family relocation allowance:
Spouse & Child 12+ = 2/3
Child 12- = 1/3
5.4.1.5.2.
Relocation Expenses
Actual relocation expenses can be reimbursed up to the
maximum level stipulated in the table below:

Domestic

Maximum level per household￥250,000*International ￥500,000*￥350,000 if transferring a car from mainland Japan
Reimbursement of relocation expenses can only be provided once.
If a Student voluntarily terminates the agreement within the first
three months, OIST S.C. may request return of the total amountprovided. If the termination is due to unavoidable circumstances(including family health reasons), OIST S.C. may waive the claim
regarding return of the above amount.
5.4.1.6. Commuting
In general, students who need to commute will be expected to use
the OIST shuttle bus. However, those who live off Campus willch05_graduate-school-handbook_20150806_en_clbe able to receive a commuting allowance by mileage from theirhome location under the following conditions.
1. OIST Shuttle bus is not available, and;2. Commuting distance is more than 2 kilometers, and;
3. Using public transportation* or private car***For the public transportation, up to maximum of \45,000 per
month**For private car, amounts will be determined by mileage fromhome location according to OIST rule <Link ;>.
5.4.2. Assistance with visa requirements
The student support section provides assistance with student visas. Students musthave completed visa requirements prior to registration. Students needing
assistance must contact the student support section at least three months prior toregistration dates. Students who do not have a valid student visa cannot beregistered.
5.4.3. Student health and welfare
The mission of the student support section is to ensure a worry-free student
experience at OIST. The student support 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,the clinic refers students to local health services. Excellent hospitals andclinics are available in Okinawa, and assistance with English and otherlanguages is available.
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. < ref: link
to National Health Insurance info >5.4.3.2.2
Personal Accident Insurance for Students Pursuing
Education and Research (PAS), and Liability Insurance coupledwith PAS (Gakkensai and Gakkenbai)
All students are covered by Gakkensai and Gakkenbai provided
by Graduate School. <ref: link to Gakkensai and Gakkenbai.

ch05_graduate-school-handbook_20150806_en_cl5.4.3.3.
Childcare
Students needing childcare will be eligible to use on-campus earlychildhood education facilities when these become available.
5.4.3.4.
Recreational, cultural and social activities
The student support section supports the welfare of students byorganizing 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[link: ].)5.4.4.1.

On-Campus Housing

All On-Campus Housings have air conditioning in living room andbedrooms, and a gas cook-top in the kitchen. Furnished On-Campus
Housings also have a full set of the basic furniture and furnishingsneeded 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 fullsize appliances, and meeting/event rooms. A storage locker is provided
for each apartment at street level.
On-Campus Housings are rented on an annual basis (rent is paid
monthly in advance, but contract is for 1 year, and there is no refund forholiday periods etc.). Utility charges will be the responsibility of thestudents. Students will have to pay for electricity, gas, water, plus
optional landline phone, fiber internet, and cable TV if required.
Rents are as follows:
Ap art me nt
t yp e1 L DK
2 LDK
2 LDK
2 LDK
3L DK

Use
S in gl e
S in gl e
2 Share*Family3 Share*

Floor
Are a
45 m 270 m 270 m 270 m 2
100 m 2

Net R en t
(Fu rn is h ed )¥ 21 ,6 00 /m th¥ 8 0, 00 0/ mt h
¥ 1 8 ,0 00 / mt h*¥ 4 1 , 00 0/ mt h
Mast er B R:
¥ 2 0 ,00 0/ mt h *Oth er BR :¥ 1 8 , 00 0/ mt h *Net R en t
(U nfu rn is h ed )¥ 13 , 60 0/ mt h
¥ 65 ,0 00 /mt h¥ 1 0, 50 0/ mt h *¥ 21 ,0 00 /m th
Mast er B R:
¥ 1 1, 00 0/ mt h *Oth er BR :¥ 1 0 ,0 00 /mt h *ch05_graduate-school-handbook_20150806_en_cl* 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, theUniversity may lease off-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 deductedfrom the emolument of the Research Assistantship. Those who do nothave 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 toensure an optimal experience for all students at OIST and provides various kinds of support
for students in different categories. The main categories of student defined in the University
Rules [Link: ] are (1) Registered OIST PhD Students or (2) Special Students in several
categories.
5.5.1
Registered OIST PhD Students
All provisions concerning students in the OIST PhD Program including financial
support as a Research Assistant, are stipulated in the Graduate School Handbook
Chapter 5 [Link: ] and are not elaborated here.
5.5.2
Special Students
Special Students are persons other than registered OIST PhD students, who areundertaking educational activity in the Graduate School. There are several
categories of Special Student:
1. Special Research Students <Tokubetsu-Kenkyu-Gakusei>
2. Research Interns (formerly short-term student research assistants)
3. Visiting Students <Kamoku-Tou-Risyuusei> (students taking courses at
OIST for credit at another university)
4. Course Auditors <Choukousei> (Not for credit students)
These categories are separately considered in the following sections.

ch05_graduate-school-handbook_20150806_en_cl5.5.2.1
Special Research Students <Tokubetsu-Kenkyu-Gakusei>
Students of other universities (referred to as the “partner institution”)
who are permitted by the partner institution to receive researchguidance at the OIST Graduate University under the terms of anagreement with the partner institution, may apply to become Special
Research Students at OIST. Special Research Students are not OISTPhD degree candidates and there is no mechanism to change the statusof a Special Research Student to become an OIST PhD student except byapplication to the OIST graduate program in the usual way.
Candidates for Special Research Student status must obtain approval
from theDean of the OIST Graduate School and Dean of Research of the OIST
Graduate University. The Dean will make a recommendation to the
Dean of Research 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 activityof the Graduate School.
Faculty members of the OIST Graduate School can provide supervision
to Special Research Students of the partner institution under the termsof an agreement with the partner institution. The period for which a
student can receive research guidance as a Special Research Student
must be stipulated in the agreement. This term is normally for one year,
subject to renewal as needed. Upon the completion of the period ofsupervision at OIST, or annually, the OIST supervisor is required tosubmit a written report on the student to the Dean of the OIST
Graduate School.
Special Research Students can take OIST courses as Course Auditors(see
5.5.2.4.) or receive credits at their home University for completion ofcourses at OIST as Visiting Students (see 5.5.2.3.).
Special Research Students must observe OIST Graduate University rulesasdefined in the Graduate School Handbook and the OIST Graduate
University
PRP. Rules concerning Intellectual Property are separately stipulated in
Chapter 14[Link: ]. Special Research Students who violate the rulesof the OIST Graduate University may be disqualified and have theirresearchguidance terminated.

ch05_graduate-school-handbook_20150806_en_clSpecial Research Students enjoy many of the same privileges of students
for full-time study in the doctoral program in the University, with the
exception of 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
to facilitate the successful completion of their PhD. If the student
is able to complete their research at OIST while continuing to beenrolled at their original home institution, they can be received
as Special Research Students receiving research guidance fromthe relocating faculty member. Such students would graduate
with a degree 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 andselection is on a competitive basis with other applicants. Selectedcandidates are admitted 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 andregistered as Special Students at the OIST Graduate University inaccordance with the University Rules [Link: ]. The Graduate
School must be notified of the intention to host the student by theProfessor 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 the partner institutioniii)
Brief outline of arrangements and plan of
research at OIST from the OIST supervisor
iv)
Copy of transcript of the current degree atthe home institutionv)
Brief Curriculum Vitae of the applicant
vi)
Digital image of student’s photograph (on awhite background) and a scan of theinformation page of the passport if a visa isrequired

ch05_graduate-school-handbook_20150806_en_cl

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 thedegree requirements of the partner institution can be met at
OIST. The Graduate School will complete such an agreementwith the partner institution. Such an agreement may allow for
mutual waiver of tuition 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 conditionsof financial support for the Special Research Student. The
student must declare any external financial support from thepartner institution or external funding agency and this will betaken into account in determining the recommended level offinancial 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 Support
Section. If the Special Research Student is not receiving thisfinancial support , the conditions of appointment will be
stipulated in an offer letter that will constitute the agreement
between OIST and the Special Research Student after it is signedby both parties.
The host Research Unit is responsible for making travel andhousing arrangements for the Special Research Student. As
necessary, the Student Support Section will assist with visa
processing requirements. Housing is available to Special
Research Students at student rates (see above, section 5.5.2.1.1.3).

5.5.2.1.3. Financial Support for Special Research Students
No financial support is available from the Graduate School orother central fund at OIST. In some circumstances, financial
support for Special Research Students may be available from thehost research unit, in which case financial support for Special
Research Students, including salary SRS Research Assistantshipand other benefits, should be included in the budget of the hostresearch unit. Students seeking such support must organize thiswith the Professor of the host research unit in advance.
The following benefits may be available to Special ResearchStudents on the advice of the Graduate School with approval of
ch05_graduate-school-handbook_20150806_en_clthe Dean of Research
Research Unit.

and agreement of the Professor of the host

5.5.2.1.3.1. SRS Research Assistantship
A SRS Research Assistantship is an appointment provided toa Special Research Student in good standing who performs
research or who assists others performing research andeducational activities.
Tenure of a 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 requestfrom the 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 theacademic oversight process to be incompatible with goodstanding.
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 canbe provided stipulated in the table below:
Domestic￥36,600

International ￥62,800
Family relocation allowance:
Spouse & Child 12+ = 2/3
Child 12- = 1/3
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 andrelocation expenses at the following rate.
Maximum level perhouseholdch05_graduate-school-handbook_20150806_en_clDomestic￥250,000*International￥500,000*￥350,000 if transferring a car from mainland Japan
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
In general, students who need to commute will be expected
to use the OIST shuttle bus. However, those who live off
Campus will be able to receive a commuting allowance by
mileage from their home location under the following
conditions.
1. OIST Shuttle bus is not available, and;2. Commuting distance is more than 2 kilometers, and;
3. Using public transportation* or private car**or private car*** For the public transportation, up o maximum of ¥45,000
per month**For private car, amounts will be determined by mileage
from home location according to OIST rule <ref: link to
Commuting allowance calculation table.>
5.5.2.1.3.5. Insurance
5.5.2.1.3.5.1. Health Insurance
All Special Research Students must join the National Health
Insurance scheme or provide evidence of similar medical
insurance that is appropriate to their situation. < ref: link to
National Health Insurance info >5.5.2.1.3.5.2. Personal
Accident Insurance for Students Pursuing Education andResearch (PAS), and Liability Insurance coupled with PAS(Gakkensai and Gakkenbai)
All students are covered by Gakkensai and Gakkenbai
provided by Graduate School. <ref: link to Gakkensai and
Gakkenbai.

ch05_graduate-school-handbook_20150806_en_cl5.5.2.1.3.6. Accommodation
Subsidized accommodation is provided for Special ResearchStudents living in the 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 lease off-campus housing for residence of the student.
(Please refer Student Rental 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
1-BR
2- B R
2- B R
2- B RUse
S in gl e
S in gl e
2 Share*FamilyFloor
Are a
45 m 2
70m 2
70m2
70m2

Net R en t
(Fu rn is h ed )¥2 1, 60 0/ mt h
¥ 80 ,0 00 /m th¥1 8 ,00 0/ mt h *¥41 ,0 00 / mth

Net R en t
(U nfu rn is h ed )¥13 ,6 00 /m th¥65 , 00 0/ mt h
¥10 ,5 00 /m th *¥2 1 , 00 0/ mt h*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 (formerly Short-term Student Research
Assistants)
Previously registered, current, or intending students of anotheruniversity who wish to undertake educational activity at OIST may do so
as Research Interns. Research Intern placements give talented students
experience working in a research setting under the direction of a
Professor at OIST.

ch05_graduate-school-handbook_20150806_en_cl

The Graduate School administers a limited number of Research Internpositions as part of its student recruitment and outreach program.
Research Interns may also be supported by Research Laboratories withapproval of the Dean, provided this poses no obstacles to the education
and research activities of the Graduate School. Places for ResearchInterns are awarded four times 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 oroverseas, or graduates of such institutions who intend toundertake further study are eligible to apply.
Applications from students who are already in PhD programs atother universities will also be considered, but undergraduate
students will receive preference for funding from the Graduate
School.
The applications of high ranking applicants who are already in
PhD programs will be forwarded to the Faculty for considerationof placement in research units, supported by research unit funds.
Applications from currently enrolled students must be supported
by a recommendation letter from the Dean, Head of Department,or supervising professor of the program they are enrolled in.
5.5.2.2.2.
Duration
The tenure of Research Intern placements is less than six months.
5.5.2.2.3.
Financial Support
OIST expects that such Research Interns are independently
funded but provides a small internship allowance, commuting
support (where necessary), and accommodation either on
campus or nearby. Successful applicants will receive a taxable
Internship Allowance of ￥2,400 per day, seven days per week,
while at OIST. In addition, where necessary, OIST will also
provide up to a maximum of ￥45,000 per month as aCommuting Allowance and up to a maximum of ￥3,500 per day
as Overnight Accommodation Costs (instead of provision ofaccommodation costs, accommodation is normally provided at
no cost to the student).
5.5.2.2.4.
Travelch05_graduate-school-handbook_20150806_en_cl

OIST will pay for one direct round-trip travel for ResearchInterns between the home university or institution and the
Research Unit or other facility where the internship will takeplace (usually Okinawa). The travel dates must be as close as
possible to the term of the placement. On departure from OIST,
overseas students may additionally stop over for up to 5 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 noadditional cost in terms of flights, and that they do so entirely attheir own expense.
5.5.2.2.5.
Other Support
The Student Support Section of the Graduate School will provide
support for Research Interns at OIST with matters such as
housing, visa acquisition, insurance on campus, and local
registration. OIST regrets that support for dependents, family
members, and persons other than the student is notavailable. Confirmation of sufficient and appropriate insurance
coverage for travel and activities is necessary.
5.5.2.2.6.
Admission Procedures
Places for Research Interns are awarded four times a year on acompetitive basis. Applications must be made using theapplication form available from the OIST Student Support
Section [Link: ]. Application should be made according to theprocedures and deadlines that are posted on the OIST website.
Sufficient time must be allowed for the issue of a visa and othernecessary Japanese government documentation.
Selection is competitive, and depends on suitability of theintended research, a student's academic background, andavailable funding and space. Professors accepting students
under these programs will review the student’s qualifications,research capabilities, and academic training in a comprehensive
manner.
5.5.2.3.
Visiting Students <Kamoku-Tou-Risyuusei>
Visiting Students are registered students of another university who wish
to take one or more courses offered by the OIST Graduate School for
credit at their home university. With the prior permission of the Dean,
who will take 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 tocourse auditors who are not formally enrolled as Visiting Students.
ch05_graduate-school-handbook_20150806_en_clRegistered graduate or undergraduate students of another university
who seek credit for attending OIST International Workshops andCourses may enroll in approved courses as Visiting Students. Admissionof Visiting Students to OIST International Workshops and Courses isdecided by the course organizers. The process for approval ofInternational Workshops and Courses for course credits is stipulated in
Section 5.3.[Link: 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 for courses and receive credit at the OIST graduate
university as Visiting Students. The Graduate School will provide, onrequest, an individual student transcript of courses completed.

5.5.2.4.
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 presenceof Course Auditors or their different level of backgroundknowledge would impact on the quality of teaching of regular students,
we reserve the right to decline such requests. The Professor in charge ofa course has the final word on accepting Course Auditors and the
behavior expected of them. An Auditing Student may attend andparticipate 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 class numbers. At thediscretion of the Professor in charge of a course, they may submit workfor grading along with regular students. Information concerning current
classes, times, and locations is available on the Graduate School website[Link: ].
5.6.

Degree regulations
5.6.1.
5.6.2.
5.6.3.

5.7.

Schedule of courses(TBC)
Credit calculation, cross-credits and transfers(TBC)
Course changes (additions, deletions, modifications)(TBC)

Student conduct

ch05_graduate-school-handbook_20150806_en_cl5.7.1.
5.7.2.
5.7.3.
5.7.4.
5.7.5.
5.7.6.
5.7.7.
5.7.8.
5.7.9.

Acknowledgement of university in publications(TBC)
Ethics of research(TBC)
Copyright and plagiarism(TBC)
Falsification of data
(TBC)
Alcohol on campus(TBC)
Smoking on campus(TBC)
Traffic and parking(TBC)
School closures(TBC)
Safety and compliance5.7.9.1.
5.7.9.2.
5.7.9.3.

5.8.

Use of animals in research and teaching(TBC)
Gene recombination(TBC)
Human subjects(TBC)

Improvement of education
5.8.1.
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.
5.8.2. Methods
Specifically, the Graduate University will conduct the following:
5.8.2.1.
Teaching Guidelines
The Faculty Development section of the Dean’s office will create,
maintain and distribute guidelines for quality teaching to ensure
uniform best-practice teaching standards are observed at OIST.
5.8.2.2.
Student Teaching Evaluations
Students will evaluate each course at the end of the course. The resultsof such evaluations will be distributed to the teacher, and will also be
available to students. The student responses to a standard subset ofch05_graduate-school-handbook_20150806_en_clquestions will be reported to the Dean’s office. The Faculty
Development section of the Dean’s office will assist the teacher to
respond appropriately to this feedback.
5.8.2.3.
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 Dean’s office, and the observer will discuss their observations
with the teacher in a collegial and supportive manner.
5.8.2.4.
Teacher Training
The Faculty Development section will arrange training sessions, andworkshops for faculty development from suitably qualified facilitators,
in order to enhance the teaching ability of OIST Faculty members.
5.8.2.5.
Mentoring
A mentoring system will be established so that faculty with lessexperience in teaching and thesis supervision can meet with moreexperienced faculty to receive advice and support. As a part of thissystem the Thesis Committee supervising each student will include
junior and senior Faculty members to facilitate the transfer of skills
relating to supervision of research.
The Faculty Development section will implement these methods toensure the improvement of the education and research of the Graduate
University.
5.9. Library
Reference to the chapter 6 University Library [Link: 6]
5.10. Computer regulations
5.10.1.
5.10.2.
5.10.3.
5.10.4.
5.10.5.

Access and use agreement(TBC)
Consequences of misuse(TBC)
Ownership of information technology(TBC)
Emails(TBC)
Right to monitor(TBC)

5.11. Administrative rules

ch05_graduate-school-handbook_20150806_en_cl5.11.1.

Discipline(TBC)

5.11.2.

Academic progression requirements

The OIST Graduate University is committed to early identification and support of students
who are not meeting academic progression requirements, and to maintaining academic
standards of students in the PhD program.
5.11.2.1 Identification of unsatisfactory academic progress
The Curriculum and Examination Committee annually reviews the academic
records of all students. Students who show signs of not meeting academic
progression requirements are identified by review of course and rotation
evaluations, conducted by the Dean at the end of each term, or by the PhD
Thesis Committees on the basis of annual progress reports. The Dean notifies
the Committee of any students who are failing to meet academic progression
requirements. Students who are not meeting progression requirements arealerted by the Dean and provided assistance to address issues affecting
progress.
Satisfactory academic progression requires:
1. A level of performance in courses and rotations meeting all of the following
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
performance of the student.

2. Satisfactory progress in research defined by the following criteria:

ch05_graduate-school-handbook_20150806_en_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.

iii.

Passing the qualifying examination for advancement to candidacy
within twelve months of commencing Preliminary Thesis Research.

iv.

Satisfactory Annual Progress Reportsv.

Completion of the PhD thesis within five years of commencing the
program

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 the Committee
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 alerts the student 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.

5.11.3.

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 ,and with endorsement of the decision by the Curriculum and Examinations
Committee.

5.11.4.
5.11.5.

Change of name
(TBC)
Transcripts and certification(TBC)

ch05_graduate-school-handbook_20150806_en_cl5.11.6.
5.11.7.
5.11.8.
5.11.9.

Disciplinary body, powers and proceedings(TBC)
Diversity policies/equality/harassment/discrimination(TBC)
Grievance procedures(TBC)
Personal data (privacy)(TBC)

5.12. Academic dress(TBC)
5.13. Committees of the Graduate School
5.13.1. 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.
5.13.1.1.
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 appoints
Committee members. The Dean of Research, Manager, Academic
Services Section, and Manager, Student Support Section are ex-officio
members of the Committee. The Academic Services section provides
administrative support for the Committee.
5.13.1.2.
Chairperson of the Committee
The Dean shall preside at meetings of the Committee.
5.13.1.3.
Frequency of convocation
The Chairperson will call meetings of the Committee at least two times
per year.
5.13.1.4.
Items to be discussed at meetings of the Committee
The Committee may consider specific matters as follows:i Graduate student admissions
ii Graduate student recruitingiii
Other mattersch05_graduate-school-handbook_20150806_en_cl

The Committee may also deliberate on policy matters in relation toadmissions.
5.13.1.5.
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 votesiii
As deemed necessary by the Chairperson members may
participate in the Committee meeting by teleconference andexercise voting rights. Absent
members may not exercise
voting rights.
iv
As deemed necessary by the Chairperson faculty members otherthan 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 of expertise are represented, or to achieve diversity.
v
The agenda and decisions of the Committee shall be madeavailable to all Faculty Assembly members.
vi
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 hasreceived appropriate training.
vii
Members of the committee or panels must declare conflicts ofinterest or the appearance of a conflict when these exist.
Conflicts of interest occur when a candidate has any of thefollowing relationships to the Committee member or advisor:
(a)
(b)
(c)
(d)
(e)

Former or present student;
Student for whom the member has written asupporting letter;
Former or current business partner or employer;
Close friend or partner;
Family member (spouse, child, sibling, sibling of
spouse or child of sibling).

The existence of a conflict of interest is not a barrier to theselection of a candidate. However, special procedures must be
followed to ensure the integrity of the process and the fairtreatment of the candidate.
5.13.1.6.
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
conflict of interest shall disclose all facts that are relevant to the conflictch05_graduate-school-handbook_20150806_en_clof interest. Such disclosure shall be reflected in the minutes of themeeting. If a committee member is aware that members or advisors
have a conflict of interest, they shall disclose the relevant facts. If an
undeclared conflict of interest is discovered and the procedures havenot been followed the matter shall be referred to the President, who will
determine the course of action 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 thecase of a family member, the conflict of interest shall be declared inwriting to the Chairperson of the Admissions Committee. The
committee member or advisor concerned shall thereafter take no part in
the evaluations of any candidates or the decisions of the committee, andshall not have access to the proceedings and records of the committee,
with respect to any other candidate, until a decision about the candidate
who is a family member has been made.
The written declaration shall include the date of the declaration, thename of the committee member, the name of the candidate, and thenature of the relationship of the committee member to the candidate.
The declaration shall include the following statement:“I hereby recuse myself from any evaluation or decisions
concerning the above candidate, and any other candidate in
the same round of applications, immediately and until adecision 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
concerned takes no part in the decision of the committee with respect tothe candidate, by requiring the member to leave the room when thecandidate is discussed, or stronger measures as considered necessary by
the Chairperson.
5.13.2. Thesis Examination Committees(TBC)
5.13.3. Thesis Committees(TBC)
5.13.4. 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 andch05_graduate-school-handbook_20150806_en_clExaminations Committee reports to the Assembly through the Dean of the
Graduate School.
5.13.4.1. 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 appoints
Committee members. The Dean of Research, , Manager, Academic
Services Section, and Manager, Student Support Section are ex-officio
members of the Committee. The Academic Services section provides
administrative support for the Committee.
5.13.4.2. Chairperson of the Committee
The Dean shall preside at meetings of the Committee.
5.13.4.3. Frequency of convocation
The Chairperson will call meetings of the Committee on the First
Monday of every second month.
5.13.4.4. 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.
5.13.4.5. Items to be discussed at meetings of the Committee
The Committee deliberates on matters related to the curriculum andindividual 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

ch05_graduate-school-handbook_20150806_en_cl5.13.4.6. 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 otherthan members of the Committee may be invited to attend the meetingand participate in proceedings or serve as advisors on panels. This may
occur, for example, to ensure that certain fields of expertise arerepresented, or to achieve diversity.
v.
The agenda and decisions of the Committee shall be madeavailable to the Faculty Assembly.
vi. Members of the committee or panels must declare conflicts ofinterest or the appearance of a conflict when these exist.
5.13.4.7. 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.
5.14. Teaching Resource Management
5.14.1.

Teaching timetable(TBC)
5.14.2. Room bookings(TBC)
5.14.3. Teaching equipment(TBC)
5.15. Good practice of students, faculty and examiners
5.15.1.

Good practices for postgraduate students(TBC)
5.15.2. Good practices for supervisors(TBC)
5.15.3. Duties of examiners (internal, external, additional)(TBC)
5.15.4. Teaching staff obligations(TBC)

ch05_graduate-school-handbook_20150806_en_cl