OIST Graduate University
Policies, Rules & Procedures
Authority:⚫ Approved by the President⚫ School Education Act

Chapter 5. Graduate School Handbook
5.1.The Graduate School
The mission of the Graduate School of the OIST Graduate University is to provide first-classpostgraduate education to the highest international standard. The Graduate School
implements the following three core policies:i.

Admission Policy:

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

ii. Curriculum Policy:
In keeping with the concept of “best in the world” we will recruit outstanding students andconduct top class academic instruction. The academic program will aim to develop the fullpotential of each student toward scientific excellence and independence. In accordancewith this aim, every student will be treated as a unique individual and have their programch05_graduate-school-handbook_en_20180904_cl

of studies tailored to their scientific aspirations, prior education, and current interests. The
basic principles of the curriculum design are to facilitate independent scientific thinking,and to learn by doing research. There will be a single program without barriers between
disciplines.
The students will be accepted directly into an integrated doctoral program leading to a
postdoctoral career path in leading research institutes and universities. The doctoral
program will have a standard enrollment period of five years, and will follow a coursebased study system. A three-term per year system will be used. The first two years willcomprise a combination of laboratory rotations and courses, designed to prepare thestudents for their doctoral thesis work in a flexible way. In the second year the students
will choose a laboratory in which to undertake thesis research and will submit a Thesis
Proposal. An examination for progression to thesis research is held at the end of thesecond year, based on the written Thesis Proposal and an Oral Examination that includes adefense of the proposal and examination of fundamental knowledge in the field of theresearch. In order to ensure the highest international standards an external examiner who
is expert in the field of the thesis study is a member of the examining panel. After
determination of readiness for thesis work the students will enter into a three-year periodof thesis research, which will conclude with examination of the thesis.
Students entering the program directly from undergraduate studies will normally takeabout five years to complete their course of study. Those with a relevant Honors degree ora Master’s degree in another area can finish in four years. Students entering with a
Master’s degree in the area they intend to specialize can finish in three years.

iii. Diploma Policy:
The Ph.D. degree is conferred by the University in recognition of completion by thecandidate of original research that makes a significant contribution to scientificknowledge. The degree is not awarded for completion of certain courses or a fixed periodof enrolment, or for directed work as a technician. The work for the degree consists oforiginal research and systematic studies that advance knowledge, conducted by thecandidate with an appropriate degree of independence. In addition, the candidate must
demonstrate the ability to communicate the results of their research and scholarshipeffectively in both oral and written English. The candidate must present their work in athesis and defend it in an oral examination. A published paper or manuscript ready forsubmission must be included as an appendix to the thesis. A candidate may not submit for
examination work that has been included in a thesis or dissertation that has beenpreviously submitted towards a degree qualification.
In order to ensure the highest international standards a Final Examination is held after
submission of the thesis. The Final Examination includes examination of the written thesisby two external examiners of international standing in the field of the thesis research, who
also conduct an on-site oral examination.

ch05_graduate-school-handbook_en_20180904_cl

The Graduate School is a division of the OIST Graduate University. The Dean is the head of
the Graduate School. The Graduate School’s major role is to provide academic services,
student support and administrative support. These functions are organized into thecorresponding sections as follows:
5.1.1.
Academic Services Section
The academic services section supports the academic program of the graduate
school, and performs the following tasks:
i
ii
iii
iv
v
vi
vii
viii
ix
x
xi
xii
xiii
xiv
xv
xvi
xvii

Participate in the formulation of academic policies related toteaching of graduate courses and the academic program;
Administer the process of admission, registration and enrolment ofstudents;
Organize course advising and appointment of Academic Mentors
Organize thesis supervision and appointment of supervisors andthesis committees;
Monitor the academic progress of graduate students;
Coordinate conduct of course assessment and manage results;
Determine the results of PhD candidatures on the recommendationof the examiners;
Organize PhD examinations, external examiners, and coordinate
the examination process;Award degrees and administer graduation requirements;
Conduct quality control processes including evaluation of teaching;
Disseminate good practice in teaching and PhD supervision;
Provide information about the Graduate School and its courses;
Coordinate teaching activities, faculty assignment of teaching, thecourse schedule and timetable of classes and examinations;Manage teaching resources including seminar rooms and lecture
theatres, teaching laboratories and equipment;
Provide induction programs for new students and teaching faculty;
Coordinate academic content of international workshops, courses
and seminars; andPrepare and maintain database systems concerning:a. Intending students and applicants for admissionb. Individual records of faculty membersc. Teaching assignments
d. PhD thesis supervisione. Student academic records
f. Course schedules
g. Alumni

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Provide secretariat for academic committees including:a. Admissions committee;
b. Curriculum and Examination committees;c. Thesis committees

xix

Maintain a student information system

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

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iii
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Participate in the formulation of policy on issues broadly affecting
graduate students, including housing, financial support and otherwelfare;Provide supporting services for prospective and current graduate
students, special students and interns;
Disseminate information and advice to students concerningscholarships and financial support;
Provide orientation to life in Okinawa and Japan for new students;
Implement policies concerning student welfare, health, disability,
childcare and safety;
Administer student financial support and scholarships;
Administer student welfare services;

5.1.3.
Admissions and Career Development Section
The Admissions and Career Development Section is concerned with the recruitingof graduate students to OIST and supports professional development of current
students in the Graduate School, and performs the following tasks:
i.

ii.
iii.
iv.

Assist faculty in the mentoring of students for career development
and provide information and advice to students on career
opportunities, among other things
Provide professional development courses as part of the academic
program;Undertake student recruitment activity
Organize seminars and lectures of general interest, among otherthings

5.2. Admissions and Registration
The OIST Graduate University aims to train researchers who will play important roles in theinternational scientific community at leading scientific institutions in the public and private
sectors. Accordingly, recruitment focuses on attracting outstanding students. Here“outstanding” means students who are highly motivated by the excitement and potential of the
cutting edge research that is possible at OIST, who have the curiosity and academic ability

ch05_graduate-school-handbook_en_20180904_cl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 to race,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 the admission
date. They must also meet admission requirements stipulated in Article 20 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 no provision
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 for admission
before the closing date. Applications at other times should be directed to the student
enquiries desk. The President may permit flexibility in time of entrance, for example
when this would give advantages in recruitment of excellent students, or when thiswould 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 that are notwritten in English.
Applicant’s statement. This should be not more than 400 words andshould address the following points:
a. The applicant’s scientific interests and aspirations, and;b. What the applicant hopes to gain from undertaking graduate
studies at OIST.
An applicant who is seeking admission on the basis of a qualificationfrom a university for which the language of teaching and/or
examination is not English is required to provide standard language
test scores (TOEFL or IELTS) obtained within last 2 years. There isno minimum score required but the information is necessary indetermining preparatory course requirements.
ch05_graduate-school-handbook_en_20180904_cl

iv.

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.
Additional material such as copies of publications and abstracts oforal presentations, and other evidence of achievement.

ii

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 the interview theCommittee discusses with the student their aims 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.
ii Provide tours of OIST research and teaching facilities, student support
and accommodation, and the surrounding environments.
iii Provide a social program giving an opportunity for students to meetexisting students and faculty members.
5.2.3.2. Travel Rules for Candidates Attending Admissions Workshop
For those invited to attend the workshop the travel costs will be paid by
OIST. The workshop will comprise a minimum of two full days in
Okinawa, with flexibility regarding additional time.
Meals and accommodation

ch05_graduate-school-handbook_en_20180904_cl

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 theitinerary by the candidate is not permitted without prior approval from
OIST. In case of any breach of this rule, flight and/or accommodation
might be charged to the candidate.
3: OIST will arrange transportation between Naha (Okinawa) airport and
OIST Seaside House or accommodation nearby. If a candidate does not arrivein and/or depart from Okinawa as scheduled for personal reasons, they will be
responsible for arranging and paying for their own transportation.
4: If candidates wish to purchase domestic travel insurance, they are
asked to do so at their own expense. However, OIST will pay in principle,
for international travel insurance for candidates who travel internationally.
5: Candidates are expected to arrive at OIST on the day before theworkshop. The workshop will comprise a minimum of two full days in
Okinawa, with flexibility regarding additional time. A longer stay in
Okinawa is permitted provided that the graduate school approves theitinerary in advance. In case of an extended stay the candidate will be
responsible for arranging and paying for their own accommodation.
5.2.3.3.
Final selection
The Admissions Committee will make a final selection of applicants whowill be offered a place in the graduate program, and inform the
Admissions Office. The successful applicants will be sent an official letter
offering admission to the graduate program. Successful applicants will be
required to accept or decline the offer within 30 days. The deadline for
accepting or declining the offer may be extended by the Admissions
Committee. A ranked list of reserves will be kept for a second round of
offers if places become available.
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
ch05_graduate-school-handbook_en_20180904_cluniversities, the admission capacity of PhD full-time graduate students accepted by
the Graduate School shall be as stipulated in Article 15 of the OIST University Rules[link:].
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 their studies. In suchcases OIST wishes to ensure the best possible outcome for the students and theirsupervisors while preserving the high international standards of the graduate
program.
Transfer students should complete the application process in the same way as otherstudents 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 the dateof first registration. Registration is a synonym for matriculation in this context.
Every student is required to register on admission to the Graduate School (Article
25 of the University Rules [link:]), and thereafter at the beginning of each academic
year of the graduate program.

Flexibility in time of admission or registration may be of advantage. For example,
there may be advantages to the Graduate School in recruitment of excellent students,
and there may be benefits for the academic progress of the student. Variations intime of registration may be allowed by the President at the request of the Dean of
the Graduate School.
For graduate students registering for the doctoral program leading to a PhD, thefollowing conditions apply:
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 holdemployment.
The full-time status of the student must be confirmed in a written
declaration signed by the student and the Dean of the Graduate
School.
ch05_graduate-school-handbook_en_20180904_cl

In order to register, the student, must submit all forms in complete form to theStudent Support section.
On registration a “registered student record” will be created for the student in thestudent record system. This record will be the official record of the student and willlink to all other records including student academic record, progress reports,financial support, and housing, etc.
If the student does not fulfill all the requirements for registration by the deadline
announced by the Office of the Graduate School, the admission will be automaticallycancelled, and the student will be notified of cancellation in a timely manner.
5.2.7.
Student ID Card
Students are required to carry a valid Student ID Card to access OIST facilities(doorways, classrooms, laboratories, administrative offices, libraries, etc.), andmust present it when certificates are issued or when OIST staff asks for
identification. Short-term students will be provided with a temporary Student ID
card.
5.2.7.1.
Card Issue and Return
When the student has been registered by the Graduate School, he or she
will be issued with a Student ID Card. The card remains the property of
the Graduate School, and must be returned upon completion of theperiod of study.
The card becomes invalid once the student is no longer a registeredstudent at OIST.
5.2.7.2.
AccessEntry 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 specific more
restricted areas will only be made available after the appropriate safety
and equipment training has been provided. Such access will only beprovided while the student has a need to enter those particular restricted
areas.
5.2.7.3.
Loss and Replacement of Cards
In the event that a Student ID Card is lost or misplaced, the student must
immediately inform the Graduate School Office. A replacement Student
ID Card will be issued.

ch05_graduate-school-handbook_en_20180904_cl5.2.7.4.
Permissions
Student ID Cards may not under any circumstances be loaned out or usedby other persons, whether or not those persons are themselves authorized
to have access to OIST facilities. Cards may not be copied, reverseengineered, distributed without permission, or cryptanalyzed. Cards
remain the property of OIST even when invalidated. The Dean of the
Graduate School may take disciplinary action in the event that theseprovisions are not followed.
5.2.8. Induction program
Students registered as full time OIST PhD students complete an induction program
during Enrollment Week (the first week of the first term of the Academic Year). This
program includes briefings on the PhD program, the mentoring and guidance ofstudents, and student support, as well as training in the use of OIST facilities suchas the IT infrastructure, the library, and the laboratories. Essential safety training tooperate in the research laboratories and a preliminary health screen 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 42 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 of Doctorof Philosophy (PhD). The degree of PhD is a research postgraduate degree. Such a degree shallbe awarded to a candidate whoiii

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) or
ch05_graduate-school-handbook_en_20180904_cl

iii

iv

alternatively, has obtained the equivalent number of credits basedon prior study; andpresents a successful thesis representing the result of thecandidate’s research which should constitute an originalcontribution to knowledge and contain material worthy of
publication; 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
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 Article 35 of 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 of the Graduate School. In case of extension of the period of 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 (See Article 17 of the OIST University Rule).

ch05_graduate-school-handbook_en_20180904_cl5.3.3. Course work requirements
The first two years of the integrated 5-year doctoral program comprise a
combination of Research Rotations and courses, designed to prepare the student for
his or her doctoral thesis work in a flexible way. In the first two years of the program
students will undertake an individualized study program constructed from a
combination of courses.
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 subtotal of Professional
Development, Basic, and Advanced courses amounts to a value of 20 points.
Research courses include Rotations and a Thesis Proposal amounting to a total valueof 10 points. International Workshop Participation may provide additional points.
Credits may be awarded for graduate courses completed at other universities or at
OIST prior to admission (Chapter 5.6.2 [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 to two,each worth one credit. These courses are Professional Development I and II. These
Professional Development Courses are designed to develop essential knowledge,
experience, and abilities for successful completion of the graduate program and toprepare the graduate for a career in leading international academic or industrial
research laboratories.
5.3.6. Basic and Advanced Courses
Each student will normally take at least 4 Basic courses and 4 Advanced courses.
In general, Basic and Advanced courses are worth two credits. Information about
Courses is provided in the Schedule of Courses [link:
https://groups.oist.jp/grad/courses-term-0] and Course Approval sections [link:
5.3.10]. Course advising [link: 5.3.10.] is undertaken by an individual Academic
Mentor for each student, to provide an individualized course of studies.
5.3.6.1.
Research Rotations
Rotations form a major part of the student’s work in the first year of thegraduate program. In each rotation, the student will spend one term
undertaking a specific project and will then move on to a different
research unit. The Rotations provide a variety of experience in different
laboratories that will broaden the student’s understanding of different
disciplines, techniques, and ways of thinking. Rotations may include
theoretical work or modeling as well as laboratory benchwork. They areintended to help the student select the most appropriate research unit
and research question for their thesis research. Students will typicallycomplete three Rotations before deciding on a thesis topic.
ch05_graduate-school-handbook_en_20180904_clThree Research Rotations are always required, with a total point value of
9 points. There may be exceptions to this requirement in the case ofequivalent prior research experience, in which case credit may beawarded in increments of 3 points as a cross-credit [link: 5.6.2.]. In
general, not more than 6 points can be cross-credited for rotations, sothat all students must complete at least one rotation.
The choice of Rotations is part of the approved course taken by thestudent, and requires discussion with the Academic Mentor [link: 5.3.10].
The number of students who may take a rotation in a given research unit
is limited to 2 and not all choices will necessarily be available at a given
time. Students should list in order of preference 5 rotations on theapplication form [link: ] submitted with their proposed course forapproval by the Dean of the Graduate School. Their top 3 will beaccommodated whenever possible. If not possible, the committee will
look further along their list to ensure they can complete their rotations
during the first year.
Each Rotation entails completion of a meaningful project. The Professor
in charge of the host research unit will assign the project topic, taking into
account the interests of the student and the capabilities of the research
unit. In the course of each rotation the student is required to:i. Write a rotation project proposal,
ii. Complete the proposed project in the research unit,iii. Make an oral presentation to the research unit members,
andiv. Submit a written report on the project.
Rotations are evaluated by the Professor in charge of the research unit,
and the student’s report together with the evaluation is forwarded to the
Academic Services Section. The student’s progress and performance ineach Rotation will be discussed in the Curriculum and Examination
Committee to ensure cooperation among faculty members in facilitating
individual student progress.
5.3.7.
PhD Thesis Proposal
Students are required to complete a PhD thesis proposal, which is worth one credit.
For details, see PRP 5.3.11.
5.3.8. Workload
The maximum the number of courses that can be taken in any one term is four.
However, students will not normally take more than two Basic or Advanced Courses
per term, in order to leave time for independent studies, reading, and research work
during Rotations.
ch05_graduate-school-handbook_en_20180904_cl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
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Prepare PhD Thesis Proposal.
Complete approved Advanced Courses and additional Basiccourses as needed.
Professional Development Ⅱ commences.
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.

Examination of thesis
i 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 their educational
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.

ch05_graduate-school-handbook_en_20180904_cl5.3.10.1.
Appointment of Academic Mentor
An Academic Mentor (also called General Advisor) is assigned to each
student from the time of admission. The Academic Mentor is required towork carefully with the student to select courses and Research Rotations
that reinforce the foundations of the field of study and also provide thebreadth of study necessary to develop the ability to collaborate effectively
across traditional boundaries. The Academic Mentor for each student will
be appointed by the Dean of the Graduate School, with advice from theAcademic Services Section. 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 toundertake their thesis research in the research unit of the Academic
Mentor, a new Academic Mentor shall be appointed.
5.3.10.2.
Duties of Academic Mentor in development of Course Plan
The Academic Mentor and student together will formulate a plan ofcourses and Rotations for the first two years. The course plan will take
into account any previously established credits, specific experience andresearch interests of the student. The Academic Mentor will guide thestudents to choose Rotations that include exposure to both experimental
and theoretical approaches, and an interdisciplinary experience.
5.3.10.3.
Approval of Course Plan
The course plan will be submitted to the Dean of the Graduate School on
the required form [link: ]. Each individual’s course plan will be finallyapproved by the Dean of the Graduate School.
5.3.10.4.
Approval of Research Rotations
Research Rotations are approved by the Dean of the Graduate School
taking into account the student preferences, and availability of rotations.
5.3.10.5.
Course assessment
Each course will be assessed as specified in the course schedules [link:ch05_graduate-school-handbook_en_20180904_cl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 of the Graduate School tocomplete a supplementary assessment. In such cases an application for
special consideration must be submitted within 48 hours of theassessment on the appropriate form [link: ].
There shall be no appeal against examination results. However,complaints about examination results will be considered by the Dean of
the Graduate School and scripts will be checked for errors in marking. If
errors are detected marks may be corrected up or down with theagreement of the examiner.
Formal assessment of courses will be coordinated by the Academic
Services section. The dates of examinations and due dates of major items
of assessment will be coordinated to avoid timetable clashes. Such dates
will be fixed at the start of each academic year and students will beadvised 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 the student
to discuss progress or problems with Courses and Rotations. The grades
obtained in courses will be reported to the Academic Mentor andCurriculum and Examination Committee by Academic Services. In casesof difficulty the Academic Mentor will organize help and support for theindividual student as needed. If difficulties continue the Academic
Mentor has the responsibility of alerting the Dean of the Graduate School,
who may initiate proceedings related to poor progress or performance.
(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 Examinations Committee to determine if they are
qualified for PhD thesis work. To initiate this process the student prepares the PhD
thesis proposal, as described in Section [link: 5.3.11.3] after selecting a Thesis
ch05_graduate-school-handbook_en_20180904_clSupervisor(s) and Research Unit, and nominates a Thesis Committee. The thesis
proposal, Thesis Supervisor, and Thesis Committee must be formally approved by
the Dean of the Graduate School before the student commences thesis research
5.3.11.1.
members

Nomination of Thesis Supervisor, and Thesis Committee

All students will be required to have a Thesis Committee - irrespective of
the seniority of the Thesis Supervisor - to provide oversight of the thesis
research supervision. The Thesis Committee will comprise the Thesis
Supervisor, the Academic Mentor, and the cosupervisor or the third
Thesis Committee member, selected from among OIST faculty membersby the student in consultation with the Thesis Supervisor. If thecosupervisor is selected from faculty members external to OIST, an
additional Thesis Committee member also needs to be selected fromamong OIST faculty members. The student is responsible for nominating
the Thesis Supervisor and may suggest names for the other committee
members. The thesis committee members should be nominated before
appointment of the Examination Panel for the thesis proposal. The
Academic Services Section will provide guidance and assistance tostudents in relation to this process.
PhD Thesis Supervisors must be full-time faculty members. Adjunct andvisiting faculty members may be cosupervisors or Thesis Committee
members. Faculty external to the university may be cosupervisors
provided an institutional agreement exists with the university of theexternal faculty member. Information about such agreements is available
from Academic Services.
5.3.11.2.
Process for Approval of Thesis Supervisor and Thesis
Committee Members
In consultation with the intended PhD Thesis Supervisor and Academic
Mentor, the student completes and submits the form for nominating
Thesis Supervisor [link: Preliminary Thesis Research Supervisor] to the
Graduate School. Furthermore, in consultation with the intended PhD
Thesis Supervisor, Academic Mentor and prospective members of theThesis Committee, the student completes and submits the form fornominating Thesis Committee members [link: Thesis Proposal
Submission Cover Sheet] along with the thesis proposal to the Graduate
School. The Thesis Supervisor and Thesis Committee members for eachch05_graduate-school-handbook_en_20180904_clstudent will be appointed by the Dean of the Graduate School, with advice
from the Academic Services Section. If the proposed Thesis Supervisor isthe same person as the Academic Mentor, a new Academic Mentor will
be appointed by the Dean of the Graduate School to avoid any conflictof interest.

ch05_graduate-school-handbook_en_20180904_cl5.3.11.3.

PhD Thesis Proposal Requirement

The PhD thesis proposal is the student’s plan for their thesis research,and forms an important part of the evaluation for progression to thesis
research. A positive outcome of the evaluation means that the proposal isacceptable and that the Curriculum and Examinations Committee agrees
that the student is competent to proceed with the plan under thesupervision of the thesis committee. The thesis proposal must be thestudent’s independent work in which the student makes an originalcontribution to the development of the research question, design of theresearch, and review of the literature. In the course of developing the
proposal the student is expected to discuss the intended research with thethesis supervisor. The supervisor should advise the student on what is
possible in the research unit, and discuss the scientific questions, therelevant existing work, and the research design and methods.
Students must write the thesis proposal in their own words. In referringto the work of others correct citation and attribution of sources isessential. Plagiarism by copying or paraphrasing is strictly forbidden andif established may lead to a fail without further examination.
The student’s supervisor and proposed Thesis Committee must read the
proposal before it is submitted. The student’s Thesis Committee may give
feedback on one draft of the proposal and allow the student to makenecessary revisions before submission. When satisfied that the plan isachievable and that the research goals are appropriate, the supervisor
and committee members indicate formal agreement by signing the cover
page. The proposal is then submitted for examination. The student must
defend the proposal in an oral examination.

ch05_graduate-school-handbook_en_20180904_cl5.3.11.3.1. Format and Content of the Thesis Proposal
It is part of the student's training in research to prepare a concise,rigorous, and scholarly thesis proposal and present it in the correct
format. There is no strict length requirement for the thesis proposal.
It is anticipated that most students will need 8,000-10,000 words(about twenty pages of text) to adequately explain the motivation andgoals of their project, review the relevant literature, and describe
progress to date. However, concise proposals are encouraged, and a
proposal of 5,000 words, which covered all these points, would be
perfectly acceptable. The proposal should contain the following
sections:i.

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

ii.

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

iii.

List of Abbreviations

iv.

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

ch05_graduate-school-handbook_en_20180904_clv.

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

vi.

Progress Report. This should be a report on the researchachievements of the student in the laboratory of the
proposed supervisor during preliminary thesis research. The
report should not duplicate material previously submitted
for evaluation as part of a previous degree, but may include
work completed during rotations at OIST. The report may
include examples of results obtained with the methods
proposed. It is understood that results may not be available
in projects requiring, for example, development of methods,
sample preparation, or recruitment of participants, in whichcase other evidence of progress should be reported.

vii.

Bibliography. The bibliography should include all references
cited in the text and should not include references that havenot been cited. In preparing the bibliography, students may
use any of the conventional styles of referencing that include
the titles of articles, such as the Harvard, Vancouver or ACS
systems. However, the style chosen must be usedconsistently and correctly throughout, both for in-text
citations, and formatting of bibliographic entries

viii.

Appendices. These are optional and should only be used if
necessary.

The examiners commit to read the proposal, but the Curriculum andExaminations Committee reserves the right to require students to rewrite
excessively long, or poorly constructed, thesis proposals, without
forwarding them to examiners. The student cannot assume that theexaminers will read the optional appendices.

ch05_graduate-school-handbook_en_20180904_cl

The complete doctoral thesis proposal document must be submitted to
the Graduate School by the due date as nominated by the Dean, normallyno later than four weeks (28 days) prior to the oral defense. An
emergency exception to the standard due date deadline can be granted by
the Dean on the basis of a written request from the supervisor.

5.3.11.4.
Examination and Defence of Thesis Proposal
An Examination Panel for the thesis proposal comprises three members:
an External Examiner, an Internal Examiner, and a Chair appointed by
the Curriculum and Examinations committee. The Examination Panel
will conduct a three-hour oral examination that will include a defense of
the thesis proposal. The Examination Panel will include an External
Examiner who is expert in the field of the proposed thesis and external to
OIST. Normally the examination will be conducted in person at OIST but
if this is not possible the Dean of the Graduate School may permit
electronic participation by audiovisual link. The Curriculum andExaminations Committee appoints the External Examiner taking into
account nominations provided by the proposed supervisor. Similar
conflicts of interest precaution apply as outlined in 5.3.13.3.1 below. The
Examination Panel also includes an Internal Examiner from OIST faculty
members, who is appointed by the Curriculum and Examinationscommittee. An OIST faculty member with knowledge of OIST standards
and regulations concerning thesis proposal examinations is nominatedby the Curriculum and Examinations committee and will chair the
Examination Panel. The Examination Panel will not include the proposed
thesis supervisor or student’s mentor. The Thesis Supervisor and othermembers of the Thesis Committee may attend the oral examination as
observers but should not participate in the examination.
5.3.11.4.1. Conduct of the Examination
The only material normally permitted in the examination room isthe thesis proposal itself. Additional material such as copies ofadditional results figures developed since the thesis proposal was
submitted, are permitted provided they are supplied to the Chair at
least one week in advance, and the Chair agrees to their inclusion.
The Chairperson starts the examination by announcing the start ofthe examination and explaining the examination process to thestudent and examiners. The Chairperson then invites the student togive a concise summary of the research proposal, which should
normally take less than 15 minutes. The use of slides or othermaterial for the presentation is not permitted. However, thech05_graduate-school-handbook_en_20180904_clstudent may refer to a hard copy of the thesis proposal during theexamination. A white board and pens are also provided.
After the summary, the Chairperson invites the External Examiner
to examine the student. The Internal Examiner may follow theExternal Examiner or, as appropriate, join the discussion with thestudent. As the expert in the field of the thesis proposal, theExternal Examiner is expected to play the principal role in theexamination.
It is expected that the examination will comprise a balance ofroughly equal parts: (1) defense of the thesis proposal and (2)examination of fundamental knowledge in the field or fields ofstudy relevant to the thesis topic.
In the defense of the thesis proposal (part 1), the student is expected
to demonstrate the necessary advanced knowledge andunderstanding to undertake the proposed thesis research and show
their original and independent contribution to the proposal and theresearch question.
In the oral examination (part 2), the student is expected todemonstrate adequate fundamental knowledge in the field or fieldsof study relevant to the thesis topic, and the ability to organize,
apply and convey that knowledge effectively.
In the conduct of the examination it is envisaged that part 2 willflow naturally from part 1. A rigid division into parts is notnecessary and the balance of time spent on each part, whilenominally equal, may be varied at the discretion of the examiners.
The examination shall not continue for more than three hours
maximum, but may be concluded sooner if the examiners are
satisfied that they have sufficiently examined the student and areable to make a recommendation. The Chairperson formallyconcludes the examination when the allowed time has elapsed or
the examiners have indicated they have no further questions.
After the examination, the External Examiner and Internal
Examiner independently provide brief written reports on theexamination to the Chairperson within one week of the examination.
The Chairperson then forwards the reports to the Curriculum andExaminations Committee. The report shall remain
confidential and shall not be released to the student until
after the Curriculum and Examinations Committee has
formally decided on the outcome of the examination.
ch05_graduate-school-handbook_en_20180904_cl

The examiners’ report is required to include one of the following
possible recommendations listed below:
i.

ii.

iii.

Pass. The examiners recommend that the student be advanced to
candidacy. The examiners may recommend additional course workor stipulate minor revisions to the thesis proposal.
Defer. This outcome is possible only if the student’s academic
preparation is sufficient, and the thesis proposal is not acceptable inits present form but could be acceptable pending major revisions. The
thesis proposal must be re-examined in a second oral examination.
In such case the Examiner’s report shall itemize the deficiencies of
the thesis proposal that need to be addressed in the revisions, and any
deficiencies in the scope and depth of the student’s knowledge that
require remediation.
Fail. This is the outcome when academic preparation is not sufficientor the thesis proposal is not suitable for re-examination, or has not
met the required standard on re-examination. No re-examination isallowed in the case of a fail outcome.

5.3.11.5.

Evaluation for Progression to PhD Thesis Research

The purpose of evaluating qualification for progression to PhD thesis
research is to determine whether the student has an adequate
fundamental knowledge in the field or fields of study relevant to 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 student’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 the originalcontribution of the student to the research question. The evaluation may
occur when requested by the student and normally before the end of thesecond year of study, and at the latest within 12 months of the start ofpreliminary thesis research. When evaluating the student, theCurriculum and Examinations Committee will consider the following
materials:
i.

The student’s PhD thesis proposal.

ch05_graduate-school-handbook_en_20180904_cl

ii.

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

iii.

The student’s academic record at OIST.

iv.
v.

Write-ups of Rotations.
An Endorsement of the thesis proposal from the proposed
thesis supervisor, the student’s academic mentor, and othermembers of the intended thesis committee, on the prescribed
Thesis Proposal Submission Cover Sheet (link).
Further material deemed relevant to the evaluation.

vi.

At the next available meeting of the Curriculum and Examinations
Committee after the examination, the committee considers the reports
from the examiners and makes a recommendation. The Curriculum andExaminations Committee will reach one of the three decisions listed below
and record the decision in the student’s academic record:
i.
ii.

iii.

Pass. The student is advanced to candidacy. The committee
may require additional course work or stipulate minor revisions
to the thesis proposal.
Defer. 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 asecond oral examination after which the committee must reacha decision of either pass or fail. The committee will stipulate adeadline for submission of a revised proposal and date of reexamination. If the student fails to resubmit by the deadline theoutcome will change to fail.
Fail. This is the outcome when academic preparation is not
sufficient or the thesis proposal is not suitable for reexamination, or has not met the required standard on reexamination. No re-examination is allowed in the case of a failoutcome.

This outcome is sent to the student and the Thesis Committee as soon as
it becomes available, together with the reports of the examiners. If
revisions are required, a timeline for their completion is described in theoutcome letter. Revisions must be submitted by the deadline, forconsideration by the responsible person (usually the Examiner or Chair).
Once revisions have been accepted, the student is notified after ratification
at the next available meeting of the Curriculum and Examinations
Committee.

ch05_graduate-school-handbook_en_20180904_clProcedures for appeal against the outcome of the evaluation are separately
described (5.3.11.8).

5.3.11.6.

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

A student who, after evaluation for progression to PhD thesis research,fails to meet requirements for progression to PhD thesis research may
submit a thesis for consideration for award of the MSc degree inaccordance with Article 37, 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 cou
rses, 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 have beensatisfied. In the case of a “pass” outcome the procedures for confermentof the degree (5.3.15) shall be followed. In the case of a “fail” outcome theIndividual Student Record shall be updated with an entry on the next day,stating that the outcome is “fail ” . At the time when the individual
Student Record is updated, the candidate is sent a letter advising of theoutcome.
5.3.11.7. Exit with MSc prior to progression to PhD thesis research
Under exceptional circumstances, when deemed necessary by the Deanof the Graduate School, a student who, prior to evaluation for progression
to PhD thesis research, requests early exit from the program may beallowed to submit a thesis for award of the MSc degree in accordance with
Article 37, paragraph 3 of the University Rules. Early exit must be
requested within two years of enrolment and approved by the Dean of the

ch05_graduate-school-handbook_en_20180904_clGraduate School. An MSc may be awarded if the candidate successfullycompletes the following minimum requirements:
i. At least 30 points (20 from courses, 10 from research work).
ii. Submission of a thesis describing their own research work at a level
judged to be suitable for the award of MSc by a panel of examiners
including at least one external examiner.
iii. Having been enrolled in the University for at least two years.
The student must achieve the necessary course credits and submit their
MSc Thesis for examination before the end of the third year of enrolment.
The examining panel will include an external examiner, an internal
examiner, 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 have beensatisfied.
5.3.11.8. Appeals procedure
A student who has failed the qualifying examination (or MSc thesis
examination) may lodge an appeal. Grounds for appeal include incorrect
application of the procedures, but objections to the evaluations in theassessment by the examiners, the decision of the Curriculum andExaminations Committee, and the composition of the examining panel
are not a basis for appeal. The qualifying examination 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 the Manager,
Academic Services, within 28 days of the date of the letter advising theoutcome of the qualifying examination. The appeal will be referred to the
Dean of Faculty Affairs, who will determine the course of action to beundertaken, taking into consideration the grounds for the appeal statedby the candidate. This may include a review of the examination process.
The Dean of Faculty Affairs will determine the outcome of the appeal aseither:i.The procedures for the qualifying examination were applied correctly,
and the appeal is unsuccessful.
ii.The procedures for the qualifying examination were not appliedcorrectly, but the variation in procedures did not influence theoutcome of the examination, and the appeal is unsuccessful.
iii.The procedures for the qualifying examination were not appliedcorrectly, and the variation in procedures did influence the outcome ofthe examination, and the appeal is successful. In this case, the Dean of
ch05_graduate-school-handbook_en_20180904_clFaculty Affairs will determine further action to be taken, which may
include re-examination.
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 report on
the progress of the student’s thesis research. The student will prepare thereport, which will be endorsed by all members of the Thesis Committee,
and forwarded to the Dean of the Graduate School.
Satisfactory progress is required for continuation in the program. In caseof lack of progress or poor quality of research, the Dean of the Graduate
School may intervene and suggest solutions. If the lack of progress orpoor quality of research continues, the Dean of the Graduate School may,in consultation with the Curriculum and Examination Committee, order
discontinuation.
5.3.12.2.
Discontinuation
A candidature may be discontinued:
i if academic progress is not satisfactory; orii if the student has failed to meet the requirements as stipulated
elsewhere [link: 5.4. ].
5.3.13. Ph.D Degree Completion
The Ph.D. degree is conferred by the University in recognition of completion by thecandidate of original research that makes a significant contribution to scientificknowledge. The degree is not awarded for completion of certain courses or a fixed
period of enrolment, or for directed work as a technician. The work for the degree
consists of original research and systematic studies that advance knowledge,
conducted by the candidate with an appropriate degree of independence. In addition,
the candidate must demonstrate the ability to communicate the results of theirresearch and scholarship effectively in both oral and written English. The candidate
must present their work in a thesis and defend it in an oral examination. A candidate
may not submit for examination work that has been included in a thesis ordissertation that has been previously submitted towards a degree qualification.
Course credit requirements are listed in PRP 5.3.13.7.
ch05_graduate-school-handbook_en_20180904_cl5.3.13.1.
Thesis Requirements
The thesis must present original research that makes a significant
contribution to scientific knowledge. The thesis must form a coherent
narrative that includes a statement of the problem, a scholarly review of
the relevant literature, and must present, in detail, the methods, results,
discussion and conclusions of the research. A collection of publishedarticles, irrespective of their impact on science, falls well short of what
will be considered acceptable. The thesis must be formatted in chaptersand submitted according to the OIST Guidelines on the Preparation of
Theses (“Guidelines”).
Students are strongly advised to publish peer-reviewed articles ininternational journals based on their thesis work in a timely fashion andpreferably before submitting the thesis. Such publication of thesis
research is evidence of a significant scientific contribution that will betaken into account by thesis examiners, and is essential for future careerprospects. Published, archived or submitted articles must be included as
an appendix of the written examination version of thesis. In the absenceof a published, archived or submitted article, the thesis for examinationmust append at least one manuscript, drafted by the student, of
publication quality and ready for journal submission. Previously
published papers and manuscripts for submission must not be includedin the final version of the thesis, for copyright reasons.
When papers based on work completed as part of the PhD thesis are
submitted, are in press, or in print, it may be possible to modify andinclude material from them as chapters in the thesis, providing that thethesis as a whole presents a coherent account of the research. For details
concerning these matters refer to the Guidelines.
5.3.13.2.
Final Examination
A candidate is examined both on the written thesis and in an oral
examination.
The examination process is strictly confidential.
The candidate must submit to the Graduate School written Notice ofIntent to Submit a Thesis with enough time for the examination to bearranged before the proposed submission date.
The Graduate School will provide guidance on the time required in eachcase. Before submission of the thesis, the Graduate School must confirm
that the course credits necessary for graduation have been completed.
If there are insufficient course credits, the required additional credits
must be completed before the final examination.
5.3.13.3.
Appointment of the Thesis Examination Panel
After receiving the Notice of Intent to Submit a Thesis, the Curriculum
and Examinations Committee (CEC) will appoint thesis examiners fromch05_graduate-school-handbook_en_20180904_clwithin and outside the University, to form a Thesis Examination Panel,
as follows:i.
Two Examiners selected from two different working-countries, whoare expert in the field of the proposed thesis and external to OIST. The
CEC appoints the examiners taking into account nominations provided
by the Thesis Supervisor. The CEC is responsible for determining if thenominated examiner is expert in the field of the proposed thesis research,taking into account the publications of the examiner in international peer
reviewed journals.
ii.
A Chair selected from the OIST faculty members with knowledge
OIST standards and regulations concerning PhD thesis examinations.
The Thesis Supervisor is responsible for ensuring that the nominatedexaminers meet the specified conditions. The Academic Services Sectionof the Graduate School is responsible for checking that the specified
conditions are satisfied. If the conditions are not satisfied, thenomination shall not be submitted to the CEC, and the Supervisor shallbe advised on the grounds for declining the examiner and asked tonominate a new examiner by the Academic Services Section.
The CEC may alternatively appoint an examiner who has not been
nominated by the Supervisor.
5.3.13.3.1 Conflicts of interest in examinations
The CEC will not appoint examination panel members who haveor appear to have conflicts of interest.
For OIST faculty
members, a conflict of interest is deemed to exist if the faculty
member is involved in the supervision of the thesis research of thecandidate, or is collaborating in the research project of thecandidate. For non-OIST faculty members a conflict of interest isdeemed to exist if they:i.
Are involved in the researchii.
Have current collaborations with members of the thesis
laboratory, or previous collaborations in the past 5 years.
iii. Have had prior or ongoing contact with the supervisor that
may appear to compromise objectivity, such as having been in thesame department as the supervisor, having been a thesis or
postdoctoral supervisor (or vice versa), or having joint
publications or grants with the supervisor in the past 5 years
iv.
Have had prior contact with the candidate that may appear
to compromise objectivity, such as having been in the samedepartment as the candidate, having supervised the candidate inacademic or project work, or having joint publications or grants
with the candidate at any time.

ch05_graduate-school-handbook_en_20180904_cl5.3.13.4.

Examination of the Written Thesis

The two external examiners read the thesis, separately prepare a reportand make a recommendation from the following choices:i.
Proceed to oral examination (no revisions, or minor revisions
required).
ii.
Defer (minor revisions required). The thesis as presented does notmeet the required standard but has the potential to do so if adequately
revised. Reexamination of the written thesis is required before oral
examination.
iii. Consider for an MSc degree [see: 5.3.13.4.1]. The thesis does notcontain material sufficient for a PhD degree but qualifies for an MSc.
iv. Fail.
Examiners submit their report and recommendation to the Chair of theThesis Examination Panel, through the Graduate School, at least 7 days
prior to the scheduled oral examination. The Chair reviews therecommendations. Where necessary, the Chair may formally seek advice
related to the thesis research from other OIST faculty with relevant
knowledge of the field.
If both examiners recommend (i) the student is permitted to proceed tothe oral examination.
If one or more examiner selects either (ii), (iii) or (iv), the Chair convenes
a meeting of the Thesis Examination Panel by teleconference todetermine a recommendation, which is passed to the Curriculum andExaminations Committee along with the examiners’ individual reports.
The Curriculum and Examinations Committee then decides on the courseof action from among the listed options (above).
In the case of Defer, the thesis must be re-examined after the revisions
have been completed. Examiners then choose a recommendation of:i. Proceed to oral examination
ii. Consider for an MSc degree (see PRP 5.3.13.4.1)
iii. FailIn all cases the examiners' reports will be retained by the Chair until after
the oral examination, at which time they will be transmitted to thestudent as outlined in PRP 5.3.13.5.
5.3.13.4.1 Exit with MSc (“Award lesser degree” outcome of PhD
thesis examination)ch05_graduate-school-handbook_en_20180904_cl

A student who fails to meet requirements for the award of a PhD
may be awarded the degree of MSc on the recommendation of theThesis Examination Panel, provided they have fulfilled thenecessary requirements set out in PRP 5.3.13.7.
5.3.13.5.

Oral Examination

It is a requirement that all examiners participate in the oral examination.
Exceptionally, if an examiner is not available in Okinawa at a time
convenient for a meeting of the Thesis Examination Panel, the Dean of
the Graduate School can approve remote participation of an examiner byteleconferencing.
The examination is conducted in two parts:
An open presentation. This is a 45-minute presentation of the thesis work
followed by a 10-minute question period. The external examiners form
part of the audience but must not ask questions nor begin theexamination at this point.
An oral examination. Immediately after the research presentation, thestudent and the Examination Panel conduct the oral examination in
private, for up to two hours. The Thesis Supervisor and other membersof the Thesis Committee may attend the oral examination as observers
but must not participate in the examination, nor take part in discussion.
After the oral examination the Thesis Examination Panel confers
privately. The Examiners may modify their reports in light of the oral
examination or confirm there are no changes. The Examination Panelthen determine a recommendation from the following options, using thestandard form provided by the Graduate School.
i. Passii. Pass subject to satisfactory revisioniii. Defer and reexamine
iv. Consider for an MSc degree [see: PRP 5.3.13.4.1],
v. FailIn the case of a “Pass” outcome, the student is informed by the Dean of
the Graduate School and must lodge the final version of the thesis with
the Graduate School as an electronic document, ready for publication in
the OIST institutional repository.
In the case of “Pass subject to satisfactory revision” outcome the reportspecifies the revisions to be made, which may be by reference toindividual examiner’s reports. The Dean of the Graduate School informs
the student of the required revisions.
ch05_graduate-school-handbook_en_20180904_clAfter the student has made the revisions the Chair of the Thesis
Examination Panel approves the final version of the thesis or, if therevisions are unsatisfactory, returns it for further corrections. If
necessary the Chair may ask the external examiners to evaluate therevisions. When the final version of the thesis has been approved thestudent is informed by the Dean of the Graduate School and must lodge
the final version of the thesis with the Graduate School as an electronic
document, ready for publication in the OIST institutional repository.
Students are required to remain at OIST until the final version of thethesis has been accepted by the Graduate School.
In the case of a "Defer" recommendation, the report specifies the reasonsfor the defer recommendation and the required revisions, and the student
is referred to the Curriculum and Examinations Committee for setting a
new timeline for revision and reexamination. Where possible, the same
examiners are involved in the reexamination of the written thesis and theoral defense.
In the case of a "Consider for MSc" recommendation or a "Fail"recommendation, the Report specifies the reasons for the outcome andthe student is referred to the Curriculum and Examinations Committee.
The Curriculum and Examinations Committee may decide to consider for
an MSc degree [link: PRP 5.3.13.4.1] or fail the student.
A student who has failed the thesis examination may lodge an appeal. The
procedures for an appeal are separately stipulated in PRP 5.3.11.8.
5.3.13.6.

Public presentation

There is no requirement for a public defense of the degree thesis as partof Doctor the examination process. As part of Philosophy. theirprofessional development candidates are expected to give a final
presentation of their research for the OIST community, but this does notform part of the examination.
5.3.13.7 Summary of Completion Requirements
In order to graduate with the PhD degree, a student must have beenregistered as a full-time student for a minimum enrolment period
stipulated in Article 35 of the university rules[link] and successfully met
the following minimum requirements:i.

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

submitted a PhD thesis for examination,iii.

obtained a PASS outcome of the Thesis Examination

ch05_graduate-school-handbook_en_20180904_cl

The academic record for the student will record the name of the Thesis
Supervisor and list separately the names of the members of the Thesis
Committee.
A student who fails to meet requirements for the award of a PhD may beconsidered for the award of a degree of MSc if they have successfullycompleted the following minimum requirements:
・at least 30 credits
・submission of a thesis describing their own research work at a level
judged to be suitable for the award of MSc by a panel of external andinternal examiners.
5.3.13.8 Appeals procedure
Appeals will be managed by the process stipulated in 5.3.11.8.
[link: http://www.oist.jp/policy-library/5.3.11]
5.3.14. Prizes
The graduate university may establish prizes.
5.3.15. Graduation

5.3.15.1.

Conferment of Degree

On confirmation of receipt of the final version of the thesis via the
Graduate School, the secretary of the Curriculum and Examinations
Committee passes to the faculty assembly the recommendation to award
the degree. The recommendation shall be sent electronically. If there are
no objections within three working days, the recommendation shall beconsidered as having been confirmed by the Faculty Assembly. In thecase that there are valid 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
shall prepare a recommendation for the Faculty Assembly after hearing
the nature of the objection.
Once the Faculty Assembly has approved the recommendation, theminutes of the Faculty Assembly hold a record of the names of thestudents, the date of conferment, and title of the thesis. The Individual

ch05_graduate-school-handbook_en_20180904_clStudent Record shall be updated with an entry by the end of the monthin which the Faculty Assembly approved, stating that all requirements forthe degree have been satisfied and the degree has been conferred. The
record includes the date, the title of the thesis, the name of the Thesis
Supervisor, and the names of the other members of the Thesis Committee.
At the time when the individual Student Record is updated, the student
is sent a letter confirming that the degree has been conferred and that thestudent may receive their degree certificate at the next graduation
ceremony or “in absentia”. The degree certificate is presented by the
President at the graduation ceremony (see PRP 5.3.15.2). A student whochooses to graduate in absentia is provided with the degree certificate
after the graduation ceremony. The format of the certificate is as per
Form 1 (for PhD Degree) and Form 2 (for MSc Degree) ［link］.
When a Doctoral degree is conferred, it shall be reported to the Ministerof Education, Culture, Sports, Science and Technology, and the abstractof the thesis and the result of the examination shall be publicized on theinternet within 3 months following the day of the conferment of theDoctoral degree.
The entire text of the thesis related to the conferment of the Doctoral
degree shall be published within one year following the day of theconferment of the Doctoral degree; provided however, that this shall not
apply to the thesis published prior to the conferment of the Doctoral
degree.
The student may request that the full text not be published, and instead
only publish a summary of the contents of the thesis in lieu of the entire
text of thesis when there is significant reason and with approval of theSipervisor. In this case, the University will make available for inspection
the entire text of the thesis in response to a request, in hard copy and on
University library premises. When necessary for intellectual property
protection or other reasons, this inspection will be subject to a nondisclosure agreement. When the Dean of the Graduate School judges thatch05_graduate-school-handbook_en_20180904_clthe significant reason no longer exists, the entire text of thesis related tothe conferment of the Doctoral degree shall be published through themedium specified by the university.

5.3.15.2.

Honorary Degree of Doctor of Science

5.3.15.2.1
PolicyThe OIST Honorary Doctor of Science (DSc) Degree recognizes
those who have made profound and enduring contributions toscholarship, culture, or improved quality of life in society, and whoeither have a real and substantial relationship with the OIST
Graduate University or whose work has had a major impact for
OIST. It is important that recipients be persons of great integrity,
as the choices we make reflect our values as an institution. The
Honorary DSc Degree is awarded to the recipient in person at theGraduation Ceremony at the OIST Campus. The Honorary DSc
Degree may not be awarded in absentia.
5.3.15.2.2
Degree Awarded
Honorary Doctor of Science
5.3.15.2.3
Procedures
Nominations or suggestions for Honorary Degrees may be sent
direct to the Chair of the Honorary Degrees Committee by any
member of the University community. Nominations will normallybe considered by the Committee three months before theGraduation Ceremony.
Nominations for the Honorary Degree are considered by the
Honorary Degree Committee, which makes recommendations to
the President. Nominations are made on the Honorary Degree
Nomination Form[Link]. If the nomination is supported, and thePresident agrees, and the recipient accepts the offer, the Degree isawarded at the next Graduation Ceremony.
5.3.15.2.4

Honorary Degree Committee

The Honorary Degrees Committee consists of the Dean of
Research, who chairs the committee, the Dean of Faculty Affairs,
the Dean of the Graduate School, and the Chair of the Faculty
Assembly. The duty of the Committee is to select persons to berecommended in writing to the president for the Honorary Degree.
The final decision is made by the president, who is not bound by
the recommendation.
5.3.15.2.5

Confidentiality

ch05_graduate-school-handbook_en_20180904_cl

It is important from the beginning of the process of nomination
through to the point at which a decision is reached and thesuccessful candidates have been invited by the President, that ahigh level of confidentiality be maintained.
5.3.15.2.6

Format of Nominations(i) a supporting submission which contains an introductory
statement providing the grounds for the award;(ii) a brief account of the nominee’s life and work;(iii) an outline of the nominee’s most significant academic or otherachievements;(iv) an assessment of his/her international standing;(v) OIST connection or link, or if none any tangible association
with our values; and(vi) any other information the proposer would wish to bring to theattention of the Committee. If relevant, nominations should beaccompanied by details of the nominees’ published works in an
Appendix.

ch05_graduate-school-handbook_en_20180904_cl5.3.15.3.

Graduation Ceremony

The University holds an annual Graduation Ceremony, to which all
eligible PhD graduates from the preceding year are invited. The President
will present those graduates in attendance at the ceremony with theirdegree certificates in the presence of the assembled faculty of the
University. Graduates who choose to graduate in absentia will bementioned at the ceremony and their certificate will be sent to them by
mail.
OIST official academic dress comprises a black gown with red border andwhite piping, together with a black velvet tam and tassel. PhD graduatesof the OIST Graduate University augment the university gown and tam
with a hood, presented at the graduation ceremony. Academic dress ismade available by the Graduate School for rent or purchase by faculty
members, students, and graduates. The rental fee covers cleaning andother costs, while the purchase cost reflects the actual cost of academic
dress manufacture. Graduating students may elect to rent for thegraduation ceremony and purchase at a later date. Academic dress
rentals are not permitted for off-site use.
Under the OIST travel rules, the Graduate School will pay for airfare for
the OIST graduates attending the ceremony to receive their degree
certificate. In addition, the Graduate School will cover the cost of guest
rooms in Seaside House for the graduates and family members for theiraccommodation if available.
5.3.16. Student professional development
5.3.16.1.
Careers Advice
The OIST Graduate School has a dedicated Careers Development
Coordinator in the Admissions and Career Development Section. The Careers
Development Coordinator provides individual careers advice, as well as
help with CV and resume writing, job searching and career exploration to
students.
5.3.16.2.
Teaching Assistantship
The OIST Graduate School offers OIST PhD students and Special
Research Students opportunities to gain experience and develop skills as
Teaching Assistants. Teaching Assistants may contribute to various
educational activities such as:
ch05_graduate-school-handbook_en_20180904_cl1.
Assisting an OIST faculty member in the delivery of an official OIST
Graduate School course. Teaching Assistants may contribute in activities
such as laboratory classes and tutorials and preparation of materials
under the supervision of the faculty member. It is expected that the OIST
faculty member is present for the scheduled teaching hours to provide
mentoring and quality control; this should not be used to replace facultyin teaching. Selection as a Teaching Assistant for a course is decided by
the faculty member in charge of the course.
2.
Acting as tutors in OIST International Workshops and Courses, orin preparatory or remedial courses for OIST students. Selection isdecided by the faculty member in charge of the Workshop or Course.
3.
Contributing to educational outreach activities such as open
campus, school visits, children’s science. Selection is decided by theorganizer of the outreach activity.
4.
Assisting in educational activities at other universities, byagreement between the universities. Selection is decided by the graduate
school in consultation with the other university.
5.
Assisting in other educational activities organized by the Graduate
School.
Teaching experience is important for an academic career. The graduate
school will keep a record of Teaching Assistant activity for each student.
A record of teaching experience will form part of the Professional
Development course requirements.
Teaching Assistants are expected to prepare thoroughly for their teachingactivity by reading all materials and studying necessary background.
Preparation of material may be required. Attendance at training provided
as part of Professional Development courses is also expected. Because of
the course requirements in the first years of the PhD program, Teaching
Assistants will normally only be appointed after successfully completing
their qualifying examination.
Students wishing to apply for Teaching Assistant appointments should
discuss their request with the faculty member or organizer of educational
activity and submit a completed Teaching Assistant Application Form to
the Student Support desk. This form is necessary for recording the
Teaching Assistant activity of each student. The form should detail thecontact hours and be signed by the proposed supervisor. A CV should be
attached.

ch05_graduate-school-handbook_en_20180904_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 to take vacation,
shall be required to submit a written application for leave of absence. There are fourtypes of leave of absence, namely, Annual Leave, Study Leave, Non-study Leave andSpecial Leave. Apart from Sick Leave, a student must seek and receive 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 the caseof Special Research Students, the University supervisor) is required for
Annual Leave, which may be taken during term time. Annual Leave newly
granted and not used in the current year will be carried over to thefollowing year. The carried over Annual Leave must be used prior to theAnnual Leave newly granted in the following year.
5.3.17.2.
Study Leave
A student may be granted Study Leave for the purposes of study while
taking approved courses at other institutions outside Okinawa. A student
may be granted Study Leave for the purpose of research outside Okinawa
only at a partner institution with which the University has entered into aformal exchange agreement. Any period of Study Leave granted shall becounted towards the period of study. Conference, summer school andworkshop attendance outside Okinawa, and field work are not normallyconsidered as Study Leave but as a business trip.
5.3.17.3.
Non-study leave
A student may request or be asked to take Non-study Leave when he /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 for the
ch05_graduate-school-handbook_en_20180904_clentire period of study. Any period of Non-study Leave granted shall resultin the extension of the period of study by the period of absence.
5.3.17.4.
Special Leave
Students may be granted Special Leave for a variety of reasons withapproval by the Graduate School. The table below indicates acceptablereasons and length of leave:
Category

ReasonPeriod1

Sick Leave

Unable to work due to injury orillness. Medical certificate isnecessary when more than 2
consecutive days are taken.
Extension beyond 6 days is
considered to be Non-study
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 new

Up to 5 days

ch05_graduate-school-handbook_en_20180904_clborn baby or for anotherchild of the same family
who has not enteredelementary school during
the period from 8 weeks (14weeks for multiple
pregnancies) before theexpected date of wife’s
delivery to 6 weeks after theactual date of delivery.
6

Child
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).

ch05_graduate-school-handbook_en_20180904_cliii. Year-end and New Year Holidays (from December 29 to January 3 ofthe following year)
iv. The president may specify extraordinary holidays when deemednecessary.
5.3.18. Childbirth Accommodation Policy
The OIST Graduate University promotes diversity and supports balance in workand family life. It recognizes the need to accommodate the demands on students
associated with pregnancy, childbirth, and the care of children. The University
encourages women to undertake postgraduate education and supports women who
decide to have children while at graduate school. It also recognizes the demands onpartners who share in the care of a newborn child, on parents who adopt, 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 additional

ch05_graduate-school-handbook_en_20180904_cldays are included in the maternity leave.
Postpartum Leave. Research Assistants are granted 8-week paid postpartum
maternity leave after giving birth. In this period, the University may not
require them to work. However, up on their request, the Research Assistant
may return to work for duties approved by a doctor.
Eligibility
The Childbirth Accommodation Policy applies to registered OIST graduate
students, who are anticipating or experiencing a birth, adoption, or delivery bysurrogacy.
An Academic Accommodation Period can be granted to the father of the child or
partner of the mother in cases where graduate student couples share the care ofnewborn children and the partner is the primary caregiver for the infant.
An Academic Accommodation Period can also be extended to the new parents after
adoption, fostering a child, or the birth of a biological child using a surrogate tobring to term.
Planning for the Academic Accommodation Period
The student should initiate discussions with the academic mentor and the Dean of
the Graduate School at least four months prior to the anticipated birth in order tomake arrangements for an Academic Accommodation Period. These discussions
should establish a timeline for academic issues (e.g., class attendance, rotations,
examinations, thesis proposal, and other academic commitments) that will beaffected by the birth of a child and by the postponement of academic requirements.
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.

ch05_graduate-school-handbook_en_20180904_cl

Residency requirements
The expectation is that the student will be in residence in Okinawa, and, assuming
good health of the pregnant woman or new mother and the infant, will remain
engaged in class work and research, even if at a reduced level.
Childbirth Accommodation Policy for students who are not in
residence
A student may choose to take leave from the Academic Program and not be inresidence for a period of time. In such a case a period of Non-study Leave may be
granted in accordance with the Non-study Leave regulations (ref PRP 5.3.17.3) up
to a maximum of two consecutive academic terms around the time of the birth.
The student may postpone course assignments, examinations, and other academic
requirements during the period of absence and extension of the period of study by
the period of absence. Registration as a graduate student with continued access to
OIST facilities and housing will continue during the Non-study Leave period.
Financial support will be in accordance with the provisions for Full-time
employees for prenatal leave and postpartum leave as detailed in the Maternity
Leave provisions <ref>.
Applying for an Academic Accommodation Period
Graduate students anticipating or experiencing the birth of a child may 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 Office of the Dean of the Graduate School will notify the student, the student’s
academic mentor, and the relevant University administrative offices that the
Academic Accommodation Period has been approved, along with the dates for theaccommodation period.
During and After the Academic Accommodation Period
Funding
Once a student submits an application, the Office of the Dean of the Graduate
School will ensure that students whose applications have been approved will see nochange in their financial support as Research Assistants.

ch05_graduate-school-handbook_en_20180904_clStudents who are supported by fellowships external to OIST must adhere to therules of the granting agency with respect to absences from academic and researchwork. If the granting agency requires suspension of fellowship benefits the student
will be eligible for substitute payment from OIST under the terms of a temporary
Research Assistant agreement.
Duration
The student, academic mentor, and thesis supervisor (if applicable) should
recognize that it might not be feasible to return to a regular research assistantassignment immediately after the accommodation period. In that case,arrangements should be made to assign limited on-site duties. These issues shouldbe negotiated sensitively with the student’s needs in mind. The student should
work with the academic mentor, thesis supervisor, and Dean of the Graduate
School to make arrangements for ongoing support beyond the accommodation
period if unable to return 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

ch05_graduate-school-handbook_en_20180904_cl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 therelationship 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 to thatoffered by other leading research universities.
5.4.1.1.
OIST Graduate University Research Assistantship andSenior Research Assistantship (Assistantships)
OIST Graduate University Research Assistantships and Senior Research
Assistantship (hereafter, Assistantships) are awarded to students on fulltime study in the doctoral program at the OIST Graduate School. A
student in good standing who performs research or who assists others in
performing research and educational activities is registered as a Research
Assistant. A student in a thesis lab after the qualifying exam is registeredas a Senior Research Assistant.
During tenure of the Research Assistant and Senior Research Assistant,the student must undertake full-time doctoral studies in Okinawa, unlessa special case for exemption from this requirement has been previously
approved by the Graduate School.
The maximum tenure of a Research Assistant is normally two years andthree years for a Senior Research Assistant. Students are expected tocomplete the requirements for graduation within the five year period. Incase of early completion of requirements, Senior Research Assistant is
continued for four weeks after the date of degree conferral, to allow time
for completion of matters required for conclusion of the research project(such as archiving of the research records).
Continued financial support for students in the doctoral program
depends on maintained performance in study and research, and is basedon the provision of satisfactory annual Progress Reports. Assistantships
will be discontinued in the event of unexcused absence, failure to
ch05_graduate-school-handbook_en_20180904_clmaintain adequate academic performance, unethical behavior, or otherreasons determined by the academic oversight process to be incompatible
with good standing.
Overseas tenure of a Research Assistant and a Senior Research Assistantis not normally permitted. In exceptional circumstances, a period ofoverseas tenure may be granted by the Graduate School, if it can beshown that access to research guidance, facilities or opportunities
overseas is essential to the completion of the project.
Assistantships are subject to annual confirmation of the Budget status
and are paid in equal monthly installments. Standard remuneration of
the OIST Graduate University Assistantships is about 3.0 million yen peryear including the amount equivalent to tuition fee. However, if the
Research Assistant is awarded for tuition waiver, the amount equivalent
to tuition fee is not provided.
5.4.1.2.
External fellowships and awards
While the University maintains financial support system, students arestrongly encouraged to apply for external fellowships. In order to reward
success, remuneration provided by the university as an OIST Graduate
University Assistantships or Teaching Fellowship including the amountequivalent to tuition fee may be used to supplement external fellowships,
up to a maximum of 3.6 million yen total. An OIST Graduate University
Assistantships or Teaching Fellowship may be held concurrently withexternal scholarship on this basis. There is an obligation on the student
to report external fellowships to the Graduate School office.
5.4.1.2.1. Teaching Fellowship
The University may offer special appointment as a Teaching Fellow toa student who had been recognized for academic and research
excellence by an external award (JSPS scholarship etc.) In such cases
payment is made on a fixed-hours basis. It is still necessary to record
the teaching activity and hours for the individual academic record.
Students applying for special appointment as a Teaching Fellow
should apply with the required documents through the online web
form.
Appointment of Teaching Fellows will be made by the Curriculum andExaminations Committee.
Service as a teaching fellow is normally paid. This depends on theavailability of budget, and the nature of the activity. When payment
is possible it is made on an hourly basis for the contact hours andpreparation time. Paid preparation time, when necessary, is based ona maximum of 4 hours preparation for 1 hour of contact time. Details
ch05_graduate-school-handbook_en_20180904_cl

of the conditions of service are separately stipulated.
5.4.1.2.2. Tuition waiver
The University may offer full amount tuition waiver to those who arerecognized for their excellence in performance of research work by
external awards (JSPS scholar etc.). Students applying for tuition
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.

Financial Support in Exceptional Circumstances

In general, PhD funding at OIST is only for the standard period of study
which is 5 years. A student who continues to make satisfactory academic
progress in the program should be on course to complete within 5 years,
and progress is reviewed each year to keep on this track. Faculty andstudents should plan a program that can be concluded, including writeup of the thesis, prior to the end of the 5th year.
In exceptional circumstances events beyond the control of the student maycompel an extension of the 5 years. In such cases the duration of financial
support may be extended by the Graduate School, subject to theavailability of funds. In all cases, there must be a clear plan forcompletion, supported by the Thesis Committee. The following
circumstances may be considered possible grounds for an extension:
1. Delays due to the vicissitudes of research.
Exceptionally, a student who is making satisfactory academic
progress may be unable to complete their thesis research project inthe timeframe due to research-related factors beyond their control.
On the recommendation of the Thesis Committee, and approval of
the Dean of the Graduate School (who may refer the matter to the
Curriculum and Examinations Committee) extension up to 3
additional school terms (started from the beginning of each termusing the terms defined in Article 17 of the University Rules) may bepossible.
2. Change in thesis research laboratory.

ch05_graduate-school-handbook_en_20180904_clThis may occur because of the departure or incapacity of thesupervisor, or because of a change of supervisor that has been
approved by the graduate school. In such cases, subject to continued
satisfactory academic progress, the financial support may be
extended by the Dean of the Graduate School for the period
necessary to complete the course of study. Continuation is subject
to positive annual academic progress reviews.
3. Other extenuating circumstances.
Where there are other significant extenuating circumstances, theDean of the Graduate School may grant an extension of up to threeterms upon request with supporting documentation (e.g. a medical
certificate). The extension shall start from the beginning of eachterm using the terms defined in Article 17 of the University Rules.
Students who become responsible for the care of a new born or
newly adopted child in the family may apply for an extension of thefinancial support period that takes into account the provisions of theChildbirth Accommodation Policy [link: ].
Applications for extension of financial support should be made in writing
to the Dean of the Graduate School by the end of the 4th year.

5.4.1.4.
Travel support for educational purposes
The University does not provide grants for home leave. However, theUniversity provides travel support for visiting an educational institution.
The amount of support will be based on the lowest quote obtained fromthe University’s PTAs for a round trip economy flight to the student’s
destination, no per-diem and lodging allowance will be provided.
However, the hotel arrangement due to flight connections can beconsidered as a part of this travel support. As long as there is nohindrance to study and the Research Assistant work, it is possible to takepaid annual leave or other types of leave during the travel period. This
support is available once each year of study. For students who do not yet
have an approved thesis supervisor, the travel is approved by rotation
supervisor and the Dean of the Graduate School. When students do havean approved thesis supervisor, the thesis supervisor and the Dean of the
Graduate School approve the travel. For details concerning visiting an
educational institution, please refer to the OIST Guidelines for Student
Travel.

ch05_graduate-school-handbook_en_20180904_cl5.4.1.5.
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. For details
concerning attending conferences and other educational activities, pleaserefer to the OIST Guidelines for Student Travel.
5.4.1.6.

Travel grants for career development

Rules for travel grants for students to attend domestic career events andother career activities are stipulated in PRP Chapter 29. For details
concerning attending career events and other career activities, pleaserefer to the OIST Guidelines for Student Travel.
5.4.1.7.

Relocation

5.4.1.7.1.

Transfer AllowanceTransfer Allowance can be provided stipulated in the table below:
Domestic

36,600 yen

International

62,800 yen

Family relocation allowance:
Spouse & Child 12 years of age or older = 2/3
Child under 12 years of age = 1/3
5.4.1.7.2.
Relocation Expenses
Actual relocation expenses can be reimbursed up to the maximum
level stipulated in the table below:

Maximum level per household
Domestic
International

250,000 yen*
500,000 yen*350,000 yen 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 amountch05_graduate-school-handbook_en_20180904_clprovided. 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.
5.4.1.8. Commuting
In principle, students who live outside the campus and need tocommute are expected to use the OIST shuttle bus.
5.4.1.8.1 Commuting Allowance
A commuting allowance may be paid to students who live
outside of campus but cannot use the OIST shuttle bus forreasons deemed valid by the Dean of the Graduate School.
Details on the allowance are stipulated separately by “Rules
Pertaining to a Commuting Allowance for Students” ［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 assistancemust contact the student support section at least three months prior to registration
dates. Students who do not have a valid student visa cannot be registered.
5.4.3. Student health and welfare
The mission of the student 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, theclinic 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_en_20180904_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 furnishings neededfor daily life. However, items such as video players, stereos, televisions,personal computers, etc. are not included. Additional facilities areavailable on the first floor of the Village Center including: residents
support desk, linen/dry-cleaning service, convenience store, coin laundry,
gym, clinic, student lounge, common use kitchen with full size appliances,and meeting/event rooms. A storage locker is provided for eachapartment 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 for holiday
periods etc.). Utility charges will be the responsibility of the students.
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

S in gl e
S in gl e
2 Share*Family3L DK

3 Share*

Use

Floor
Are a
45 m 270 m 270 m 270 m 2
100m2

Net R en t
(Fu rn is h ed )21 ,6 00 y en /m th
8 0, 00 0 ye n/ mt h
18 ,0 00 y en / mth *41 , 00 0 ye n/ mt h
Mast er B R:
20 , 00 0 y e n/ mt h*

Net R en t
(U nfu rn is h ed )13, 60 0 ye n/ mt h
65 ,0 00 y en/ mt h
10, 50 0 ye n/ mt h *21 ,0 00 y en /m th
Mast er B R:
1 1 , 00 0 y e n/ mt h*

ch05_graduate-school-handbook_en_20180904_clOth er BR :1 8 ,0 00 y en / mth *Oth er BR :1 0, 00 0 ye n/ mt h ** 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 Article 43 of the
University Rules [link: ] are (1) Registered OIST PhD Students or (2) Special Students inseveral 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:
Category

PRP

Eligibility

Periodch05_graduate-school-handbook_en_20180904_clStudents receiving researchSpecial ResearchStudent <Tokubetsu-

guidance or co-supervision
5.5.2.1.

Kenkyu-Gakusei>

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

Research Intern5.5.2.2.

direction of an OIST

Up to 6 months

professor.
Students participating in a
research project as part of a
Visiting ResearchStudent

recognized collaboration, or
5.5.2.3.

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

Visiting Students<Kamoku-Tou-

Students taking courses at
5.5.2.4.

Risyuusei>
Course Auditors<Choukousei>
Junior Research
Fellows

OIST for credit at anotherAcademic term

university
5.5.2.5.
5.5.2.6.

Academic term
Students whose thesis

Up to 6 months

supervisor acknowledges
that they need to conclude
their research project after
the degree conferral at
OIST.

These categories are separately considered in the following sections.

5.5.2.1

Special Research Students <Tokubetsu-Kenkyu-Gakusei>

ch05_graduate-school-handbook_en_20180904_clStudents of other universities (referred to as the “partner institution”)
who are permitted by the partner institution to receive research guidanceat the OIST Graduate University under the terms of an agreement withthe partner institution, may apply to become Special Research Students
at OIST. Special Research Students are not OIST PhD degree candidates
and there is no mechanism to change the status of a Special ResearchStudent to become an OIST PhD student except by application to the
OIST graduate program in the usual way.
Candidates for Special Research Student status must obtain approval
from the Dean of the OIST Graduate School and Dean of Research of the
OIST Graduate University. The Dean of the Graduate School will make a
recommendation to the Dean of Research after consultation with the
OIST research supervisor and partner institution. In general, suchapplications will be approved provided this poses no obstacles to theeducation and research activity of 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 (see5.5.2.5.) or receive credits at their home University for completion ofcourses at OIST as Visiting Students (see 5.5.2.4.).
Special Research Students must observe OIST Graduate University rules
as defined in the Graduate School Handbook and the OIST Graduate
University PRP. Rules concerning Intellectual Property are separately
stipulated in Chapter 14. Special Research Students who violate the rulesof the OIST Graduate University may be disqualified and have theirresearch guidance terminated.
Special Research Students enjoy many of the same privileges of students
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
ch05_graduate-school-handbook_en_20180904_cl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 Article 43 of the University Rules [link: ]. The
Graduate School must be notified of the intention to host thestudent by the Professor of the Research Unit in a timely manner(at least 6months prior to the expected start date). The
procedure for acceptance and registration requires the student tosubmit the documents listed below:
i)
ii)
iii)
iv)
v)
vi)

Application for admission as a Special ResearchStudent (using the appropriate Form)
Recommendation letter from thesis supervisor in thepartner institution
Brief outline of arrangements and plan of research at
OIST from the OIST supervisor
Copy of transcript of the current degree at the homeinstitution
Brief Curriculum Vitae of the applicant
Digital image of student’s photograph (on a whitebackground) and a scan of the information page of thepassport if a visa is required

In general, a written agreement with the partner institution isrequired to confirm the understanding of the arrangements andagreement of the partner institution. It is important that 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 notexist, tuition fees may be charged to the student.

ch05_graduate-school-handbook_en_20180904_cl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
5.5.2.1.3.6.).

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
the Dean of Research and agreement of the Professor of the hostResearch Unit.
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.
ch05_graduate-school-handbook_en_20180904_cl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 inaccordance with OIST PRP Chapter 29. For the purpose ofbusiness travel, Special Research Students are considered as
Category Group 5 employees. Support for such travel mustcome from the Research Unit, not the Graduate 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
International

36,600 yen
62,800 yen

Family relocation allowance:
Spouse & Child 12 years of age or older = 2/3
Child under 12 years of age = 1/3
5.5.2.1.3.3.2. 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.
Domestic
International

Maximum
levelhousehold250,000 yen*
500,000 yen

per*350,000 yen if transferring a car from mainland Japan
Reimbursement of relocation expenses can only be provided
once.

ch05_graduate-school-handbook_en_20180904_cl

If a Special Research Student voluntarily terminates theagreement within the first three months, OIST S.C. may
request return of the total amount provided. If thetermination is due to unavoidable circumstances (including
family health reasons), OIST S.C. may waive the claim
regarding return of the above amount.
5.5.2.1.3.4. Commuting
A commuting allowance may be paid to students who live
outside of campus but cannot use the OIST shuttle bus forreasons deemed valid by the Dean of the Graduate School.
Details on the allowance are stipulated separately by “Rules
Pertaining to a Commuting Allowance for Students”.
5.5.2.1.3.5. Insurance
All Special Research Students must join the National Health
Insurance scheme. They are covered by Accident Insurance
for Students Pursuing Education and Research (PAS), andLiability Insurance coupled with PAS (Gakkensai and
Gakkenbai) provided by Graduate School.
5.5.2.1.3.6. Accommodation
Subsidized accommodation is provided for Special ResearchStudents living in the Campus Housing. If a Special ResearchStudent is required to live
off-campus due to unavoidable circumstances, such as
shortage of housing in the Campus Housing, the University
may lease off-campus housing 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 )21 ,6 00 y en /m th
8 0, 00 0 ye n / mt h
18 ,0 00 y en / mth *41 , 00 0 ye n / mt h

Net R en t
(U nfu rn is h ed )13, 60 0 ye n / mt h
65 ,0 00 y en / mt h
10, 50 0 ye n / mt h *21 ,0 00 y en /m th*This applies only when both parties are registered OIST
graduate students.
Minor change in rates on the order of 10% is possible.

ch05_graduate-school-handbook_en_20180904_cl5.5.2.1.3.6.2. Off-Campus Housing
If a Special Research Student is required to live off-campus
due to unavoidable circumstances, such as shortage of
housing in the Campus Housing, the University may leaseoff-campus housing for residence of the student.
(Please refer Student Rental Housing Rules.)5.5.2.1.3.6.3. Payment
Rent, Utilities (if applicable) and other necessary costs will
be deducted from the emolument of the SRS Research
Assistantship. Those who do not have SRS Research
Assistantship will be billed.

5.5.2.2.
Research Interns
Previously registered, current, or intending students of 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.
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 Units withapproval of the Dean of the Graduate School, provided this poses no
obstacles to the education and research activities of the Graduate
School. Places for Research Interns are awarded four times a year on acompetitive basis, with application 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
ch05_graduate-school-handbook_en_20180904_cl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.
Application
Places for Research Interns are awarded four times a year on acompetitive basis. Application must be made using the online
application form in accordance with the procedures anddeadlines that are posted on the OIST website [link]. Sufficient
time must be allowed for the issue of a visa and other necessary
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.
5.5.2.2.3
Duration
The tenure of Research Intern placement is normally less than 6months. Under no circumstances may tenure be extended morethan 1 year. Under some circumstances with approval of the Deanof the Graduate School, students may stay longer than 1 year as
Special Research Students provided application to change status
is made at least 6 months before starting to allow time for thenecessary institutional agreement.

5.5.2.2.4.
Working Days and Hours
The working days are from Monday to Friday, excluding
University Holidays [link]. The working hours are from 9:00am
to 5:30pm.
5.5.2.2.5
Financial Support
OIST expects that such Research Interns are independently
funded but 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 work day, while at
OIST. No internship allowance will be paid for University
Holidays [link], or for working days on which Research Interns
work less than four hours. 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 of

ch05_graduate-school-handbook_en_20180904_claccommodation costs, accommodation is normally provided at
no cost to the student). The Internship Allowance will be adjusted
if the Research Intern has another source of financial support.
There is an obligation on the Research Intern to report othersources of financial support to the Student Support Section
before their arrival. The amount of other support will be taken
into account in determining the level of the financial support
provided by OIST.
5.5.2.2.6
Leave
Research Interns may take unpaid leave during the internshipprovided: the total leave days number less than 10% of the total
duration of the work days of the internship; the leave is approvedby their supervisor; the Student Support Section is informed bysubmitting a leave request through the website [link]; there is nohindrance to their research activities.
5.5.2.2.7
TravelOIST 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.
5.5.2.2.8 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 during their research
activities, and local registration. OIST regrets that support for
dependents, family members, and persons other than the student
is not available. Confirmation of sufficient and appropriate
insurance coverage for travel and activities is necessary.
5.5.2.3. Visiting Research Students
Visiting Research Students are registered students of another institution
who wish to undertake a period of research at OIST under thesupervision of an OIST faculty member as part of a recognizedcollaborative research project or some other defined research project.
5.5.2.3.1.

Eligibility
ch05_graduate-school-handbook_en_20180904_clThis category provides for students enrolled for higher degrees atother institutions and engaged in research activity who wish tocome to OIST to engage in a recognized collaborative research
project, or some other defined research project.
This research project must be covered by a Visiting ResearchStudent Agreement, completed before the start of the research
period. Applications to host a Visiting Research Student areapproved by the Dean of the Graduate School, provided this poses
no obstacles to the education and research activities of the
Graduate School.
5.5.2.3.2. Procedure for Visiting Research Students
Visiting Research Students must be formally accepted andregistered as Special Students at the OIST Graduate University inaccordance with the University Rules. The Graduate School must
be notified of the intention to host the student by the Professor of
the Research Unit in a timely manner. The procedure for
acceptance and registration requires the student to submit the
documents listed below:
i)
ii)
iii)

iv)
v)
vi)

Application for admission as a Visiting Research Student(using the appropriate Form)
Visiting Research Student Agreement
Brief outline of arrangements and plan of research at OISTfrom the OIST supervisor (attachment 1 for Visiting
Research Student Agreement)
Brief Curriculum Vitae of the applicant
Digital Image of student’s photograph
Copy of Student ID Card at home institution

5.5.2.3.3
Duration
The maximum tenure of a Visiting Research Student is 364 days.
5.5.2.3.4
Financial Support
Visiting Research students who are part of a collaborative
research project in general bring their own funding. If necessary,the host Unit may support the visiting research student withtravel, accommodation and a daily allowance, in accordance withOIST PRP Chapter 29.
5.5.2.4 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
ch05_graduate-school-handbook_en_20180904_cl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.
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.

5.5.2.5 Course Auditors <Choukousei>
Members of the OIST community (including faculty, researchers, OIST
students and special research students, research interns, administrative
staff, and family members) may apply to become Course Auditors ofspecific courses. A formal request must be made to the Graduate
School for permission to attend classes (see Forms). Where the 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: ].
5.5.2.6. Junior Research Fellows
Junior Research Fellows are the students whose thesis supervisor
requests a continuation of their research project after the degree
conferral at OIST.
Students in this category are registered as Special Students. The
duration is up to a maximum of 6 months. Under no conditions can thisch05_graduate-school-handbook_en_20180904_clbe extended beyond 6 months by the use of subsidy funding or external
grants, provided that, students who have time remaining more than 6months on a JSPS DC Fellowship are permitted to continue until theend date of the Fellowship. A concrete research plan approved by their
thesis supervisor and the Dean of the Graduate School is required.
Financial support for Junior Research Fellows may be available fromthe host research unit. Financial support for Junior Research Fellows,
including fellowship and other benefits, should be included in thebudget of the host research unit. Students seeking such support must
organize this with their thesis supervisor in advance.
Junior Research Fellows enjoy many of the same privileges students forfull-time study in the doctoral program in the University, with the
exception of Financial Support, which is handled differently.
Appointment to a postdoctoral position at OIST is not permitted for
OIST PhD students within 2 years of the last day of their studentship at
OIST.
5.5.2.6.1. Procedures for Junior Research Fellows
Junior Research Fellows must be formally accepted and registered asSpecial Student at the OIST Graduate University in accordance with
Article 43 of the University Rules. The Graduate School must be notifiedof the intention to host the student by their thesis supervisor (preferably
3 months prior to the expected start date and at least 1 month prior to
the start date). The procedure for acceptance and registration requiresthat the student submits the documents listed below:i)Application for admission as a Junior Research Fellow (using thedesignated Form)

ii)
iii)

Recommendation letter from thesis supervisor

iv)

Clear plan for employment after termination.

Brief outline of arrangements and plan of research from thesis
supervisor

After acceptance of the student, the Graduate School will make a
recommendation to the thesis supervisor concerning the conditions offinancial support for the Junior Research Fellow. The student must
declare any external financial support from funding agency and this will
be taken into account in determining the recommended level offinancial support and benefits at OIST.
If a student is admitted by OIST as a Junior Research Fellow, the levelof financial support and conditions are stipulated in the Juniorch05_graduate-school-handbook_en_20180904_clResearch Fellowship Agreement prepared by the Student Support
Section. If the Junior Research Fellow is not receiving this financial
support, the conditions of appointment will be stipulated in an offer
letter that will constitute the agreement between OIST and the JuniorResearch Fellows after it is signed by both parties.
5.5.2.6.2. Financial Support for Junior Research Fellows
A Junior Research Fellowship is an appointment provided to a JuniorResearch Fellow whose thesis supervisor acknowledges the necessity tocontinue their time for completion of matters required for conclusion of
the research project after the degree conferral for up to 6 months.
5.5.2.6.2.1. Junior Research Fellowship
A Junior Research Fellowship is an appointment provided to a JuniorResearch Fellow whose thesis supervisor acknowledges the necessity tocontinue their time for completion of matters required for conclusion of
the research project after the degree conferral for up to 6 months.
5.5.2.6.2.2. Business travel
Approved business travel for work may be undertaken in accordancewith OIST PRP Chapter 29. For the purpose of business travel, JuniorResearch Fellows are considered as Category Group 5. Support for suchtravel must come from the Research Unit.
5.5.2.6.2.3. Commuting Allowance
A commuting allowance may be paid to students who live outside ofcampus but cannot use the OIST shuttle bus for reasons deemed valid
by the Dean of the Graduate School. Details on the allowance are
stipulated separately by “Rules Pertaining to a Commuting Allowancefor Students”
5.5.2.6.2.4. Insurance
All Junior Research Fellows must join the National Health Insurance
scheme. They are covered by Accident Insurance for Students Pursuing
Education and Research (PAS), and Liability Insurance coupled withPAS (Gakkensai and Gakkenbai) provided by Graduate School.
5.5.2.6.2.5. Accommodation
The Graduate School continues to provide the current subsidized
apartment at student rates to Junior Research Fellows until the end of
their Junior Research Fellow status. Rent, Utilities (if applicable) andother necessary costs will be deducted from the emolument of the
Junior Research Fellowship. Those who do not have Junior Research
Fellowship will be billed.

ch05_graduate-school-handbook_en_20180904_cl5.6.

Improvement of education
5.6.1.
Basic Policy of Faculty Development
The Graduate University must maintain and improve the quality of its Faculty inorder to provide an outstanding education at OIST and to meet the different
educational needs of each student. The Graduate School will play an active role inthe development of faculty members by implementing programs for faculty
development in teaching and supervision of graduate students.
5.6.2. Methods
Specifically, the Graduate University will conduct the following:
5.6.2.1.
Teaching Guidelines
The Faculty Development section of the Office of the Dean of the
Graduate School will create, maintain and distribute guidelines for
quality teaching to ensure uniform best-practice teaching standards areobserved at OIST.
5.6.2.2.
Student Teaching Evaluations
Students will evaluate each course at the end of the course. The results ofsuch evaluations will be distributed to the teacher, and will also be
available to students. The student responses to a standard subset ofquestions will be reported to the Office of the Dean of the Graduate
School. The Faculty Development section of the Office of the Dean of the
Graduate School will assist the teacher to respond appropriately to thisfeedback.
5.6.2.3.
Peer Review of Teaching
Faculty members will support the development of their colleagues byparticipating from time to time as classroom observers, with theagreement of the teacher. The date of such observation will be reported
to the Office of the Dean of the Graduate School, and the observer will
discuss their observations with the teacher in a collegial and supportive
manner.
5.6.2.4.
Teacher Training
The Faculty Development section will arrange training sessions, andworkshops for faculty development from suitably qualified facilitators, inorder to enhance the teaching ability of OIST Faculty members.
5.6.2.5.
Mentoring
A mentoring system will be established so that faculty with lessexperience in teaching and thesis supervision can meet with moreexperienced faculty to receive advice and support. As a part of this system
the Thesis Committee supervising each student will include junior andch05_graduate-school-handbook_en_20180904_clsenior Faculty members to facilitate the transfer of skills relating tosupervision of research.
The Faculty Development section will implement these methods toensure the improvement of the education and research of the Graduate
University.
5.7. Library
Reference to the chapter 6 University Library.
5.8. Computers
OIST PhD Students will be provided with a standard laptop computer adequate for their basic
needs for communication, coursework and thesis writing during their time at OIST. Research
units are to provide for any additional computer needs as required for the students’ researchduring lab rotations and/or their thesis research if students’ supervisors deem it necessary.
Use of the Graduate School issued computers must conform with the chapter 17 Information
Technology and Security.
5.9.

Administrative rules
5.9.1.

Academic progression requirements

The OIST Graduate University is committed to early identification and support ofstudents who are not meeting academic progression requirements, and tomaintaining academic standards of students in the PhD program.
5.9.1.1 Identification of unsatisfactory academic progress
The Curriculum and Examination Committee annually reviews theacademic records of all students. Students who show signs of not meeting
academic progression requirements are identified by review of course androtation evaluations, conducted by the Dean of the Graduate School at theend of each term, or by the PhD Thesis Committees on the basis of annual
progress reports. The Dean of the Graduate School notifies the Committeeof any students who are failing to meet academic progression
requirements. Students who are not meeting progression requirements
are alerted by the Dean of the Graduate School and provided assistanceto address issues affecting progress.
Satisfactory academic progression requires:ch05_graduate-school-handbook_en_20180904_cl1. A level of performance in courses and rotations meeting all of thefollowing criteria:i.

Completing an approved program of elective coursework withat least a “Pass” evaluation in all courses, at a rate sufficient
to meet the 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 inannual evaluation by the Curriculum and Examinations
Committee. The Curriculum and Examinations Committee
may require a minimal evaluation higher than a “Pass” in theoverall academic performance of the student.

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

Timely development by the student of research goals that canbe realized 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 tocandidacy 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.

ch05_graduate-school-handbook_en_20180904_cl

In the case of established unsatisfactory academic progress theCommittee may recommend probation or termination of candidacy.
Probation is an option if satisfactory progress can be achieved by (a)repeating and passing a failed unit (course or rotation); or, (b)substituting and passing an approved alternative unit. If the Committee
recommends probation the Dean of the Graduate School alerts thestudent and explains the conditions the student must meet forsatisfactory academic progress.
Discontinuation is applied if a student fails a repeated or substituted
course or rotation, or fails to make satisfactory progress in research.
5.9.2.

Discontinuation of studies
Discontinuation for unsatisfactory academic progress
Students in the PhD program may be discontinued for unsatisfactory
academic progress. In such cases the Dean of the Graduate School may
order the discontinuation of that student upon obtaining permission
from the President, and with endorsement of the decision by the
Curriculum and Examinations Committee.

5.10. Committees of the Graduate School
5.10.1. Admissions Committee
The Admissions Committee is a standing committee of the University with delegatedauthority 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 matters related to graduate
student recruitment and admissions, to ensure the recruitment and selection of
excellent students. It has a particular role in the selection of individual candidates
for admission to the graduate program. The Admissions Committee reports to the
Assembly through the Dean of the Graduate School.
5.10.1.1.
Membership of the Committee
The Committee includes faculty members representing the major fieldsof research and education at OIST who are charged with providing advice
on matters requiring academic input. The Dean of the Graduate School
appoints Committee members. The Dean of Research, Manager,
Academic Services Section, and Manager, Student Support Section are

ch05_graduate-school-handbook_en_20180904_clex-officio members of the Committee. The Academic Services section
provides administrative support for the Committee.
5.10.1.2.
Chairperson of the Committee
The Dean of the Graduate School shall preside at meetings of theCommittee.
5.10.1.3.
Frequency of convocation
The Chairperson will call meetings of the Committee at least two times
per year.
5.10.1.4.
Items to be discussed at meetings of the Committee
The Committee may consider specific matters as follows:
i
ii
iii

Graduate student admissions
Graduate student recruiting
Other matters

The Committee may also deliberate on policy matters in relation toadmissions.
5.10.1.5.
Meetings of the Committeei
If there is not a majority of the members with voting rights in
attendance, the Committee shall not transact its business.
ii
Resolutions of the Committee shall be passed by a majority. The
Chairperson shall make a decision in case of tie in 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. Conflictsof interest occur when a candidate has any of the following
relationships to the Committee member or advisor:
ch05_graduate-school-handbook_en_20180904_cl

(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.
5.10.1.6.
Procedures for dealing with a conflict of interest
Prior to a committee meeting in which a member of the Committee oradvisor has a conflict of interest, the committee member having a conflictof interest shall disclose all facts that are relevant to the conflict ofinterest. Such disclosure shall be reflected in the minutes of the meeting.
If a committee member is aware that members or advisors have a conflictof interest, they shall disclose the relevant facts. If an undeclared conflictof interest is discovered and the procedures have not been followed thematter shall be referred to the President, who will determine the courseof 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 the caseof a family member, the conflict of interest shall be declared in writing 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, and shall not haveaccess to the proceedings and records of the committee, with respect toany 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 thesame round of applications, immediately and until a decision
about the above candidate has been made.”ch05_graduate-school-handbook_en_20180904_clOther Conflicts of Interest
In the case of other conflicts of interest, the conflict shall be declared to
the Chairperson, who shall ensure that the committee member concernedtakes no part in the decision of the committee with respect to thecandidate, by requiring the member to leave the room when thecandidate is discussed, or stronger measures as considered necessary by
the Chairperson.

5.10.2. Curriculum and Examinations Committee
The Curriculum and Examinations Committee is a standing committee of the
University with delegated authority from the Faculty Assembly to deal with mattersrelated to the curriculum and individual student progress in the PhD program, andis advisory to the Dean of the Graduate School. The Curriculum and Examinations
Committee reports to the Assembly through the Dean of the Graduate School.
5.10.2.1.
Membership of the Committee
The Committee includes faculty members representing the major fieldsof research and education at OIST who are charged with providing advice
on matters requiring academic input. The Dean of the Graduate School
appoints Committee members. 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.
5.10.2.2.
Chairperson of the Committee
The Dean of the Graduate School shall preside at meetings of theCommittee.
5.10.2.3.
Frequency of convocation
The Chairperson will call meetings of the Committee on the First Monday
of every second month.
5.10.2.4.
Attendance at meetings
Since a majority of the members with voting rights is required for aquorum, voting members of the committee who miss three successive
regularly scheduled meetings, or who miss five or more of the regularlyscheduled meetings in a calendar year, will automatically be discharged
from the committee, with the following exceptions: members who attend
electronically, members who submit written comments on agenda items,
members who are scheduled to teach at the time of the meeting.
5.10.2.5.
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.

ch05_graduate-school-handbook_en_20180904_cl

The committee deals with:•Individual student program (by review of program proposals)•Individual student progress (by review of annual progress reports)•Approval of thesis proposals and progression to thesis research•Appointment of thesis supervisor and thesis committee•Appointment of examiners•Award of degrees•Changes to the curriculum (by review of course proposals)•Other matters related to curriculum and student progress
5.10.2.6.
Meetings of the 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 made available
to the Faculty Assembly.
vi. Members of the committee or panels must declare conflicts ofinterest or the appearance of a conflict when these exist.
5.10.2.7.
Procedures for dealing with a conflict of interest
In the case of conflicts of interest, the conflict shall be declared to the
Chairperson, who shall ensure that the committee member concernedtakes no part in the decision of the committee with respect to the matter,by requiring the member to leave the room when the matter is discussed,
or stronger measures as considered necessary by the Chairperson.
5.11. Teaching Spaces and Resources Management
Graduate School spaces and resources will be made available for use by the OIST Community
for the purpose of teaching and learning in line with the OIST Teaching Labs Facility &Resource Use Policy. [link to full policy“https://groups.oist.jp/sites/default/files/imce/u137/Forms/OIST%20Teaching%20Labs%2
0Facility%20Use%20Policy%20%282%29.docx”]
Graduate School teaching spaces are intended to support teaching and learning at OIST.
Priority is given to use in official Graduate School courses and other Graduate Schoolsponsored trainings and events. When a space is not in use, it may be booked and used withprior approval of the Graduate School.
ch05_graduate-school-handbook_en_20180904_cl5.12 Respectful Workplace and Anti-Harassment Policies
The University is committed to creating and maintaining a safe and respectful environment inwhich all officers, employees, students, and visitors are treated with dignity and respect, in
accordance with the Respectful Workplace Policy. The Respectful Workplace Policy is a corevalue of the University and the University will not tolerate disrespectful communication,
discrimination, harassment, or bullying, in any form.
5.12.1.1 The University takes all harassment claims seriously andhandles them in confidence. For allegations relating to violations of
Respectful Workplace and Anti-Harassment policies, the University has
a process for students. When a violation of the Respectful Workplacepolicy or an act of harassment is reported, the University takes remedial
measures and appropriate corrective actions.
5.12.1.2 If a student experiences or witnesses a violation of theRespectful Workplace Policy, or sexual, power, or other harassment, thestudent should consider taking action to inform the University of thesituation by any of the following procedures.
5.12.1.3 To report such disputes or incidents of harassment, students
should contact either the confidential external Respectful Workplace
and Anti-Harassment hotline (RWAH hotline), designated contact staff
in the Graduate School, or the Dean of the Graduate School (DGS).
5.12.1.4 For students who need advice and counseling, the Ganjuu
Wellbeing Service is available to all OIST community members. The
Ganjuu Wellbeing Service offers consultation, advice, and intervention
in relation to a range of problems including harassment and otherbehaviors inconsistent with the OIST Respectful Workplace Policy.
5.12.1.5 Protection from Retaliation
The University will not tolerate retaliatory action against any student formaking a good faith report of incidents of harassment based on theprocedures in this chapter. Similarly, the University will not tolerate any
direct or indirect use (or attempted use) of official authority or official
influence for the purpose of interfering with the rights of a student
making a protected disclosure.
5.12.2 Rules
All students of the University are eligible to seek both informal and formal resolutionof violations of Respectful Workplace and Anti-Harassment Policies using theprocedures set out in this Chapter.
A student who wishes to make a claim of harassment or violation of the Respectful
Workplace Policy may seek informal resolution by consulting with the designatedch05_graduate-school-handbook_en_20180904_cl

contact staff in the Graduate School (Manager of the Student Support Section,
Manager of the Academic Services Section, or Manager of the Admissions and Career
Development Section) or contacting the confidential external RWAH hotline.
Alternatively, the student may seek a formal harassment resolution process bysubmitting a written claim of harassment or violation of the Respectful Workplace
Policy to the Graduate School.
5.12.2.1 Consulting designated contact staff in the Graduate
school
A student (claimant) may consult with one of the designated contact staff
in the Graduate School for an explanation of the process and for
confidential support and advice.
Contact staff must arrange a meeting with the claimant within threeworking days of the request, or within one working day if the request ismarked urgent. The meeting with the Graduate School contact staff must
be logged by the designated contact staff. After understanding thesituation, the designated contact staff will outline, or implement, some ofthe possible choices from among the following alternatives:
5.12.2.1.1 Monitoring and Review for Informal
Resolution
The claimant may decide to register a claim with the Graduate
School and seek an informal resolution. The designated contact
staff is required to log the claim and then monitor and review.
Informal resolution may involve consulting with, for example, theAcademic Mentor, Thesis Supervisor, Thesis Committee, Chair ofFaculty Assembly, the Dean of Research, or the Dean of Faculty
Affairs. In all cases the Graduate School will check back with theclaimant to see if the issue is resolving satisfactorily. If it is not
resolving satisfactorily, other options such as proceeding to aformal claim process will be suggested. Formal options may also
be suggested in the first instance if appropriate.
5.12.2.2 Contacting the External Hotline
At any point in the process (including before deciding whether to file aclaim with the Graduate School), every student is entitled to use theexternal RWAH hotline to consult with OIST-designated outside
independent mediators.
5.12.2.3 Filing a Claim with the Graduate School for Formal
Resolution
A student may seek a formal resolution by filing a written claim to the
Graduate School. A student making a claim (claimant) may initiate aformal resolution process as a first option, or be advised to take thisch05_graduate-school-handbook_en_20180904_cloption by RWAH hotline. The designated contact staff in the Graduate
School can assist in preparing the written statement; however, thedocument must be based on the claimant’s statement.
5.12.2.3.1 The DGS must review the written statement, in
consultation with the claimant, and determine the next steps
according to the Policy and Rules. If the matters in the claim arematters that come under the Respectful Workplace Policy or AntiHarassment and Anti Bullying Policy, the DGS initiates the next
steps in this chapter. The claimant is consulted before any steps
are taken, unless the Graduate School has a duty of care to takethis further. This may happen, for example, if a criminal offense isalleged to have occurred. If the complaint concerns criminal
behavior, any criminal investigation will take precedence over an
OIST investigation or resolution processes. However, theGraduate School and Ganjuu Wellbeing Service can still beapproached for support and advice.
5.12.2.3.2 Resolution by the Graduate School
Harassment Investigative Committee
The DGS will establish and convene a Graduate School
Harassment Investigative Committee (GSHIC) within 15 working
days after receiving the written claim.
The GSHIC consists of 3 members, one of whom is designated as
the chair by the DGS. In addition, a legal counsel appointed by theGeneral Counsel joins the committee as an observer. A Graduate
School staff member provides secretarial support.
The GSHIC conducts an impartial and confidential
investigation/review to determine the facts and circumstances of
the case, and make recommendations to resolve the matter. In
principle, the GSHIC should prepare a written response to the
DGS within 20 working days from the date the GSHIC first
convenes. If additional time is needed, the DGS must be
informed of the expected date of response.
A written response to the claim must be given to the claimant by
the DGS within 10 working days from the date the GSHIC report
is received by the DGS unless additional time is needed, in whichcase the claimant must be informed of the expected date of
response. In some cases, the claimant may only be notified thatthe matter has been closed, without receiving any details of theoutcome.
5.12.2.3.3 Executive Committee Level Harassment
ch05_graduate-school-handbook_en_20180904_clDispute Resolution
A problem that has not been resolved at the GSHIC level may bebrought to a Harassment Dispute Resolution Committee (HRC).
The request must be submitted, in writing, by the claimant to the
DGS. For details about HRC, see PRP 39.6.2.4.
5.12.2.4 Ganjuu Wellbeing Service and Student Peer
Supporters
At any point in the process (including before deciding whether tocontact the Graduate School) a student can contact the Ganjuu
Wellbeing Service or the Student Peer Supporters for confidential
support and advice.
5.12.2.5 Exclusions
Appeals related to academic matters such as grading or outcomesof examinations are handled separately by an appeals process e.g
PRP 5.3.11.7 [link: 5.3.11.7]. Cases where the main issue isacademic, scientific, or research misconduct or non-compliancethe DGS will refer the matter to the internal contact points
stipulated in PRP 23.4.1.1.
If the matter involves a non-academic employee the matter will bereferred to the Vice President for Gender Equality and Human
Resource Development (VPGEHR) and follow the procedures in
PRP 39.6.2.3.
In the case of allegations made against the President, regardless ofthe nature of the allegations, the DGS will report directly to the
Chair of the Board of Governors of the University. In the case ofallegations made against a Member of the Executive including
Deans, regardless of the nature of the allegations, the DGS willreport directly to the President. In the case of allegations madeagainst the DGS the matter will be referred to the VPGEHR andfollow the procedures in PRP 39.6.2.3.
5.12.3 Responsibilities
5.12.3.1 Students
Students must attempt to solve disputes in accordance with theprocedures provided in this chapter.
5.12.3.2 Dean of the Graduate School
The DGS must inform students about the availability of the RWAH
hotline mediators and the formal and informal procedures in thischapter. The DGS is responsible for performing the tasks andduties outlined in this chapter.

ch05_graduate-school-handbook_en_20180904_cl5.12.3.3 Contact staff in the Graduate School
Contact staff in the Graduate School are responsible for
performing the tasks and duties outlined for them in this chapter.
5.12.3.4 Mediators of the confidential external Respectful
Workplace and Anti-Harassment hotline
RWAH hotline mediators are responsible for performing the tasks
and duties outlined for them in this chapter. The duties of themediators of the confidential external RWAH hotline are detailedin PRP 39.6.2.2.
5.12.3.5 The Dean of the Graduate School, the President,
Graduate School Harassment Investigative Committee(GSHIC), Harassment Dispute Resolution Committee(HRC), or their Representatives
The DGS, the President, the GSHIC, the HRC or their designatedrepresentatives, are responsible for performing the tasks andduties outlined for them in this chapter.
5.12.4 Definitions
For definitions of sexual, power, or other harassment see PRP 39.9.

ch05_graduate-school-handbook_en_20180904_cl