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

Chapter 5. Graduate School Handbook
5.1.The Graduate School
The mission of the Graduate School is to provide first-class postgraduate education to thehighest international standard. The Graduate School is a division of the OIST Graduate
University. The Dean is the head of the Graduate School. The Graduate School’s major role isto provide academic services, student support and administrative support. These functions
are organized into the corresponding sections as follows:
5.1.1.
Academic Services Section
The academic services section supports the academic program of the graduate
school, and performs the following tasks:i
Participate in the formulation of academic policies related toteaching of graduate courses and the academic program;ii
Administer the process of admission, registration and enrolment ofstudents;
iii
Organize course advising and appointment of Academic Mentors
iv
Organize thesis supervision and appointment of supervisors andthesis committees;v
Monitor the academic progress of graduate students;
vi
Coordinate conduct of course assessment and manage results;
vii
Determine the results of PhD candidatures on the recommendationof the examiners;
viii
Organize PhD examinations, external examiners, and coordinate
the examination process;ix
Award degrees and administer graduation requirements;x
Conduct quality control processes including evaluation of teaching;xi
Disseminate good practice in teaching and PhD supervision;
xii
Provide information about the Graduate School and its courses;
xiii
Coordinate teaching activities, faculty assignment of teaching, thecourse schedule and timetable of classes and examinations;xivManage teaching resources including seminar rooms and lecture
theatres, teaching laboratories and equipment;
xv
Provide induction programs for new students and teaching faculty;
xvi
Coordinate academic content of international workshops, courses
and seminars; andxvii
Prepare and maintain database systems concerning:ch05_graduate-school-handbook_20170720_en_cl

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
xviii

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
Participate in the formulation of policy on issues broadly affecting
graduate students, including housing, financial support and otherwelfare;ii
Provide supporting services for prospective and current graduate
students, special students and interns;
iii
Disseminate information and advice to students concerningscholarships and financial support;
iv
Provide orientation to life in Okinawa and Japan for new students;v
Implement policies concerning student welfare, health, disability,
childcare and safety;vi
Administer student financial support and scholarships;
vii
Administer student welfare services;
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.
Assist faculty in the mentoring of students for career development
and provide information and advice to students on career
opportunities, among other thingsii.
Provide professional development courses as part of the academic
program;iii.
Undertake student recruitment activity
iv.
Organize seminars and lectures of general interest, among otherthingsch05_graduate-school-handbook_20170720_en_cl5.2. Admissions and Registration
The OIST Graduate University aims to train researchers who will play important roles in theinternational scientific community at leading scientific institutions in the public and private
sectors. Accordingly, recruitment focuses on attracting outstanding students. Here“outstanding” means students who are highly motivated by the excitement and potential of the
cutting edge research that is possible at OIST, who have the curiosity and academic ability
needed to excel in their chosen areas of study, and who have the capacity for independent
research and original thinking.
The OIST Graduate Program is conducted in English, therefore our students also require
proficiency in oral and written communication skills in English for advanced study in science.
<equal opportunity statement: Candidates are considered for admission without regard 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.

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.
ch05_graduate-school-handbook_20170720_en_cl

iii.

iv.

An applicant who is seeking admission on the basis of a qualificationfrom a university for which the language of teaching and/or
examination is not English is required to provide standard language
test scores (TOEFL or IELTS) obtained within last 2 years. There isno minimum score required but the information is necessary indetermining preparatory course requirements.
A minimum of two letters of recommendation from appropriate
academic sponsors.

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

ch05_graduate-school-handbook_20170720_en_cl5.2.3.2. Travel Rules for Candidates Attending Admissions Workshop
For those invited to attend the workshop the travel costs and a per diemwill be paid by OIST. The workshop will comprise a minimum of two fulldays in Okinawa, with flexibility regarding additional time.
Meals and accommodation
OIST will cover the cost of accommodation and meals for candidates
attending the Admissions Workshop at the OIST Graduate University.
Breakfast, lunch & dinner will be provided from the evening before
through the morning after the workshop.
Travel support
1: OIST will support a round trip in economy class between Okinawa
and the airport for the candidate’s starting and returning destination,
excluding expenses for any layover (at any Japanese or foreign cities).
2: Candidates are responsible for fees resulting from any change orcancellation of their flight and accommodation made after our travel
agent or OIST has confirmed the booking. Change or cancellation of 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. If a candidate does not arrive in and/or depart from
Okinawa as scheduled for personal reasons, they will be responsible forarranging and paying for their transportation.
4: If candidates wish to purchase travel insurance, they are asked to do
so at their own expense.
5: Candidates are expected to arrive at OIST on the day before theworkshop. The workshop will comprise a minimum of two full days in
Okinawa, with flexibility regarding additional time. A longer stay in
Okinawa is permitted provided that the graduate school approves theitinerary in advance. In case of an extended stay the candidate will be
responsible for arranging and paying for their own accommodation.
5.2.3.3.
Final selection
The Admissions Committee will make a final selection of applicants whowill be offered a place in the graduate program, and inform the
Admissions Office. The successful applicants will be sent an official letter
offering admission to the graduate program. Successful applicants 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

ch05_graduate-school-handbook_20170720_en_cl

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
universities, the Graduate School will accept about 35 PhD full-time graduate
students per year.
5.2.5. Transfer students
Students who have commenced studies at another university and wish to continue
their students at OIST and obtain the OIST PhD degree may, under special
circumstances, be admitted subject to meeting admission standards. Such cases may
arise, for example, when newly appointed faculty members with existing graduate
students are appointed at OIST before their students complete 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 Registration is restricted to full-time candidates.
ii 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 holdch05_graduate-school-handbook_20170720_en_cl

iii

employment.
The full-time status of the student must be confirmed in a written
declaration signed by the student and the Dean of the Graduate
School.

In order to register, the student, must submit all forms in complete form to theStudent 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.

ch05_graduate-school-handbook_20170720_en_cl5.2.7.3.
Loss and Replacement of Cards
In the event that a Student ID Card is lost or misplaced, the student must
immediately inform the Graduate School Office. A replacement Student
ID Card will be issued.
5.2.7.4.
Permissions
Student ID Cards may not under any circumstances be loaned out or 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 who

ch05_graduate-school-handbook_20170720_en_cl

i

ii

iii

iv

meets admission requirements and receives and accepts an offer ofadmission, and is registered as a full-time PhD student for aminimum of three years and not more than ten years; andsatisfactorily completes prescribed coursework amounting to atleast 30 points (20 from courses, 10 from research work) oralternatively, has obtained the equivalent number of credits basedon prior study; andpresents a successful thesis representing the result of 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.
(seefinancial 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].

ch05_graduate-school-handbook_20170720_en_cl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).
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
ch05_graduate-school-handbook_20170720_en_cllaboratories that will broaden the student’s understanding of different
disciplines, techniques, and ways of thinking. Rotations may include
theoretical work or modeling as well as laboratory benchwork. They areintended to help the student select the most appropriate research unit
and research question for their thesis research. Students will typicallycomplete three Rotations before deciding on a thesis topic.
Three Research Rotations are always required, with a total point value of
9 points. There may be exceptions to this requirement in the case ofequivalent prior research experience, in which case credit may beawarded in increments of 3 points as a cross-credit [link: 5.6.2.]. In
general, not more than 6 points can be cross-credited for rotations, sothat all students must complete at least one rotation.
The choice of Rotations is part of the approved course taken by thestudent, and requires discussion with the Academic Mentor [link: 5.3.10].
The number of students who may take a rotation in a given research unit
is limited to 2 and not all choices will necessarily 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 with a point value of 1
point. Students will normally begin work on their PhD Thesis Proposal at the startof the second year, in the Research Unit where they intend to conduct their thesis

ch05_graduate-school-handbook_20170720_en_clresearch. The Thesis Supervisor will provide research guidance and the students will
undertake preliminary thesis work. The PhD Thesis Proposal will comprise:
i
ii

iii

an in-depth literature review on the subject of the proposed thesis,
a write-up of an independent research project undertaken in the
research unit. The independent research project is developed by thestudent, under the guidance of the Thesis Supervisor. The student
should complete this piece of independent research using themethods available in the Research Unit, collect and analyze data ordevelop theoretical work, and write up in the prescribed format[link: TBC].
A proposed topic for thesis research. This should constitute a
research question and outline of the aims, methods and significanceof the proposed research. It would normally use the independent
research project as preliminary evidence in support of the proposed
research, but the student may also choose a different topic for thethesis.

These three parts will normally be completed in sequence and submitted one at theend of each term to the provisional Thesis Committee. The committee will give
feedback and the student will make necessary revisions. The completed PhD Thesis
Proposal, including the literature review, write-up of independent research, andproposed thesis research, will be submitted to the Academic Services Section by theclosing date set by the Graduate School and will form part of the assessment for
progression to thesis research.
5.3.8. Workload
The maximum the number of courses that can be taken in any one term is four.
However, students will not normally take more than two Basic or Advanced Courses
per term, in order to leave time for independent studies, reading, and research work
during Rotations.
5.3.9.

Overview of order of study
Year 1i
Appointment of Academic mentor
ii
Course plan for Year 1 and Year 2 prepared (including
rotations)
iii
Professional Development I.
iv
Complete approved Basic Courses and Advanced Courses if
appropriate.
v
Three Rotations.
(See separate note regarding additional professional development courses.)
Year 2i

Prepare PhD Thesis Proposal.
ch05_graduate-school-handbook_20170720_en_cl

ii
iii
iv
v
vi

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
Examination of thesis
i
ii
iii
iv

Thesis research.
Professional Development II.
Workshop Courses.

Notification of intention to submit Thesis
Thesis Examination Committee nominated.
Thesis submitted
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.
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 toch05_graduate-school-handbook_20170720_en_clthe 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:
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.
ch05_graduate-school-handbook_20170720_en_cl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 Examination Committee to determine if they are
qualified for PhD thesis work. To initiate this process the student prepares the PhD
Thesis Proposal, as described in Section [link: 5.3.7.] after selecting a Thesis
Supervisor(s) and Research Unit, and nominates a Thesis Supervisor and Thesis
Committee. The Thesis Proposal, Thesis Supervisor, and Thesis Committee must be
formally approved by the Dean of the Graduate School before the student
commences thesis research.
5.3.11.1.
Nomination of Thesis Supervisor, and Thesis Committee
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 (or cosupervisors if there is more than one supervisor), theAcademic Mentor, and another faculty member selected by the Dean of
the Graduate School in consultation with the student and Thesis
Supervisor. The student is responsible for nominating the Thesis
Supervisor and may suggest names for the third Thesis Committee
Member. The Academic Services section will provide guidance andassistance to students in relation to this process.
ch05_graduate-school-handbook_20170720_en_clPhD Thesis Supervisors must be full-time faculty members. Adjunct andvisiting faculty members may be cosupervisors or Thesis Committee
members. Faculty external to the university may be cosupervisors or
Thesis Committee members provided an institutional agreement exists
with the university of the external faculty member. Information aboutsuch agreements is available from Academic Services.
5.3.11.2.
Process for approval of Thesis Supervisor/s and Thesis
Committee members
In consultation with the intended PhD Thesis Supervisor, Academic
Mentor and prospective members of the Thesis Committee the student
completes the form for nominating Thesis Supervisors and Thesis
Committee members [link: TBC] and submits it along with the Thesis
Proposal to the Dean of the Graduate School. If the proposed Thesis
Supervisor is the same person as the Academic Mentor, a new Academic
Mentor will be appointed by the Dean of the Graduate School to avoid
any conflict of interest.
5.3.11.3.
Evaluation for progression to PhD thesis research
The purpose of evaluating qualification for progression to PhD thesis
research is to determine whether the student has an adequate
fundamental knowledge in the field or fields of study relevant to thethesis topic, and can organize, apply and convey that knowledge
effectively. The Curriculum and Examinations committee will make thisevaluation taking into account the completed program of study and thestudent’s performance in courses and rotations at OIST, the thesis
proposal, and the candidate’s performance in an examination. The thesis
proposal forms an important part of the evaluation. The thesis proposal
must be the student’s independent work and clearly show the originalcontribution of the student to the research question. The evaluation may
occur when requested by the candidate and normally before the end of
the second year of study, and at the latest within 12 months of the start ofPreliminary Thesis Research. When evaluating the candidate theCurriculum and Examinations committee will consider the following
materials:
1. The student’s PhD Thesis proposal. The requirements for the proposal
are separately described (5.3.7).
2. A report from the examining panel as separately described (5.3.11.4).
3. The student’s academic record at OIST.
4. Write-ups of Rotations.
5. An Endorsement of the thesis proposal from the proposed thesis
supervisor, the student’s academic mentor, and other members of theintended thesis committee, on the prescribed Thesis Proposal
Submission Cover Sheet (link)ch05_graduate-school-handbook_20170720_en_cl6. Further material deemed relevant to the evaluation.
The Curriculum and Examinations committee will reach one of thethree decisions listed below and record the decision in the student’s
academic record:
i. Passed. The candidate is advanced to candidacy. The committee
may require additional course work or stipulate minor revisions to thethesis proposal.
ii. Deferred. This outcome is possible only if the student’s academic
preparation is sufficient, and the thesis proposal is not acceptable in its
present form but could be acceptable pending major revisions. The
thesis proposal must be re-examined in a second oral examination after
which the committee must reach a decision of either passed or failed.
The committee will stipulate a deadline for submission of a revised
proposal and date of re-examination. If the candidate fails to resubmit
by the deadline the outcome will change to fail.
iii. Failed. This is the outcome when academic preparation is not
sufficient or the thesis proposal is not suitable for re-examination, or
has not met the required standard on re-examination. No reexamination is allowed in the case of a fail outcome.
Procedures for appeal against the outcome of the evaluation are
separately described (5.3.11.7).
5.3.11.4.
Examination and defence of thesis proposal
An examining panel comprises three members: an external examiner, aninternal examiner, and a chair appointed by the Curriculum andExamination committee. The examining panel will conduct a three-houroral examination that will include a defense of the thesis proposal. The
examining panel will include an External Examiner who is expert in thefield of the proposed thesis and external to OIST. Normally theexamination will be conducted in person at OIST but if this is not possible
the Dean of the Graduate School may permit electronic participation byaudiovisual link. The Curriculum and Examinations Committee appoints
the External Examiner taking into account nominations provided by the
proposed supervisor. Similar conflicts of interest precaution apply as
outlined in 5.3.13.2 below. The examining panel also includes an OIST
faculty member familiar with the out-of-field postgraduate courses takenby the student at OIST, who is appointed by the Curriculum andExaminations committee. A member of the Curriculum andExaminations committee nominated by the Dean of the Graduate School
will chair the examining panel. The examining panel will not include theproposed thesis supervisor or student’s mentor.

ch05_graduate-school-handbook_20170720_en_clHalf of the examination will be an oral defense of the thesis proposal. The
student will be required to demonstrate the necessary advanced
knowledge and understanding to undertake the proposed thesis research,and show their original and independent contribution to the proposal.
The other half of the examination will cover fundamental knowledge inthe field or fields of the proposed thesis research. The candidate should
demonstrate fundamental knowledge of sufficient scope and depth toprovide a secure foundation. The examining panel will take into accountthe recommendations of the proposed thesis supervisor concerning thescope and depth of the knowledge required, which will be communicatedto the examiner and student through the Curriculum and Examinations
Committee. On the advice of the Committee the oral examination may besupplemented by a written examination conducted before the oral
examination.
5.3.11.5.

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 courses, 10 from research work),ii. submission of a thesis describing their own research work at a level
judged to be suitable for the award of MSc by a panel of examiners
including at least one external examiner.
There is a time limit in such cases. The student must achieve thenecessary course credits and submit their MSc Thesis for examination
within six months of being informed of the outcome of the Evaluation.
The examining panel will include an external examiner, an internal
examiner, and a chair appointed for this purpose by the Curriculum andExamination committee. The examiners will examine the written thesis
and submit a report within 3 months of receipt of the thesis, including a
recommendation of either “passed” or “failed”. The Curriculum andExamination committee reviews the recommendation and considers
whether all academic requirements for the award of the degree have beensatisfied.
In the case of a “ pass” outcome the procedures forconferment of the degree (5.3.15) shall be followed. In the case of a “fail”
outcome the Individual Student Record shall be updated with an entry on
the next day, stating that the outcome is “fail”. At the time when the

ch05_graduate-school-handbook_20170720_en_clindividual Student Record is updated, the candidate is sent a letter
advising of the outcome.
5.3.11.6. 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
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.
5.3.11.7. 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.

ch05_graduate-school-handbook_20170720_en_cl

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 ofFaculty 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:
iif academic progress is not satisfactory; oriiif 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
ch05_graduate-school-handbook_20170720_en_cl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.
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”).
Candidates 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 may be included in
an appendix of the thesis. In the absence of a published, archived or
submitted article, the thesis should append at least one manuscript,
drafted by the candidate, of publication quality and ready for journal
submission.
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.

ch05_graduate-school-handbook_20170720_en_cl

The Graduate School will provide guidance on the time required in eachcase. Before submission of the thesis, the Graduate School must confirm
that the course credits necessary for graduation have been completed.
If there are insufficient course credits, the required additional credits
must be completed before the final examination.
5.3.13.3.
Appointment of the Thesis Examination Panel
After receiving the Notice of Intent to Submit a Thesis, the Curriculum
and Examinations Committee (CEC) will appoint thesis examiners fromwithin and outside the University, to form a Thesis Examination Panel,
as follows:i.
Two Examiners selected from two different working-countries, whoare expert in the field of the proposed thesis and external to OIST. The
CEC appoints the examiners taking into account nominations provided
by the Thesis Supervisor. The CEC is responsible for determining if thenominated examiner is expert in the field of the proposed thesis research,taking into account the publications of the examiner in international peer
reviewed journals.
ii.
A Chair selected from the OIST faculty members with knowledge
OIST standards and regulations concerning PhD thesis examinations.
The Thesis Supervisor is responsible for ensuring that the nominatedexaminers meet the specified conditions. The Academic 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
ch05_graduate-school-handbook_20170720_en_cliv.
Have had prior contact with the candidate that may appear
to compromise objectivity, such as having been in the samedepartment as the candidate, having supervised the candidate inacademic or project work, or having joint publications or grants
with the candidate at any time.
5.3.13.4.

Examination of the Written Thesis

The two external examiners read the thesis, separately prepare a reportand choose a recommendation regarding the acceptability of the thesis
for a PhD from the following:i.
accept, and proceed to oral examinationii. accept, and proceed to oral examination (minor revisions required),iii. revise and resubmit (major revisions requiring reexamination of
the written thesis before proceeding to oral defense),
iv. consider for an MSc degree [see: 5.3.13.4.1],v.
Fail.
The Chair of the Thesis Examination Panel reviews the recommendations.
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 either (i) or (ii) the process continues tothe oral examination.
If one or more examiner selects either (iii), (iv) or (v) the Chair convenes
a meeting of the Thesis Examination Panel by teleconference todetermine a recommendation, which is passed to the CEC along with theexaminers’ individual reports. The CEC then decides on the course ofaction from among the listed options (above).
If any of the reports is not available prior to the oral examination, theChair convenes a meeting of the available members of the Thesis
Examination Panel by teleconference to determine a course of action
from among the listed options (above).
The candidate is provided with copies of the examiners' reports when
they become available.
5.3.13.4.1 Exit with MSc (“Award lesser degree” outcome of PhD
thesis examination)
A candidate 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.
5.3.13.5.

Oral Examination

The Thesis Examination Panel conducts the oral examination for up to
three hours in private at OIST.
ch05_graduate-school-handbook_20170720_en_cl

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 Thesis Supervisor and members of the Thesis Committee may attend
the oral examination as observers but may not participate in theexamination.
After the oral examination the Thesis Examination Panel confers
privately to determine a recommendation from one of the following:i. PASSii. PASS with minor revisionsiii. FAIL
The Chair will prepare a Report to be forwarded to the Dean of the
Graduate School and endorsed by all members of the Thesis Examination
Panel stating their recommendation chosen from the options listed above,and including relevant points of discussion that contributed to thedecision.
In the case of a “PASS” outcome, the candidate is informed by the Deanof the Graduate School and must lodge the final version of the thesis with
the Graduate School.
In the case of “PASS with minor revisions” outcome the report specifies
the revisions to be made, which may be by reference to individual
examiner’s reports. The Dean of the Graduate School informs thecandidate of the required revisions. After the candidate has made therevisions the Chair of the Thesis Examination Panel approves the final
version of the thesis or, if the revisions are unsatisfactory, returns it for
further corrections. If necessary, the Chair may ask the external
examiners to evaluate the revisions. When the final version of the thesis
has been approved, the candidate is informed by the Dean of the
Graduate School and must lodge the final version of the thesis with the
Graduate School.
Students Candidates are required to remain at OIST until the final
version of the thesis has been accepted and lodged with the Graduate
School.
In the case of a "FAIL" recommendation, the Report specifies the reasonsfor the outcome and is referred to the CEC. The CEC may decide toconsider for an MSc degree [link: 5.3.13.4.1] or fail the candidate.
A candidate who has failed the thesis examination may lodge an appeal.
The procedures for an appeal are separately stipulated.
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

ch05_graduate-school-handbook_20170720_en_cl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 candidate 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

The academic record for the candidate will record the name of the Thesis
Supervisor and list separately the names of the members of the Thesis
Committee.
A candidate who fails to meet requirements for the award of a PhD may
be considered 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 5.3.11.7.
[link: http://www.oist.jp/policy-library/5.3.11.7]
5.3.14. Prizes
The graduate university may establish prizes.
5.3.15. Graduation
5.3.15.1 Conferment of Degree
After the Curriculum and Examinations Committee has determined that
all academic requirements for the award of the degree have beensatisfied, the student shall submit a bound copy of his or her thesis, withall required corrections completed, to the University library, together
with an electronic copy for the University record.

ch05_graduate-school-handbook_20170720_en_clOn confirmation of receipt of the bound thesis, the secretary of theCurriculum and Examinations Committee passes to the faculty
assemblytherecommendation

to

award

the

degree.

The

recommendation shall be sent electronically. If there are no objections
within three working days, the recommendation shall be considered ashaving been confirmed by the Faculty Assembly. In the case 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 shallprepare a recommendation for the Faculty Assembly after hearing thenature of the objection.
Once the Faculty Assembly has approved the recommendation, theminutes of the Faculty Assembly hold a record of the names of thecandidates, the date, and title of the thesis. The Individual Student
Record shall be updated with an entry on the next working day, statingthat all requirements for the 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 members of theThesis Committee.
At the time when the individual Student Record is updated, thecandidate is sent a letter confirming that the degree has been conferred
and that the candidate may graduate at the next graduation ceremonyor “in absentia”. The degree certificate is presented by the President at
the graduation ceremony. A student who chooses to graduate inabsentia 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 the President of the Graduate University has conferred a Doctoral
degree, it shall be reported to the Minister of Education, Culture, Sports,
Science and Technology, and the summary of the contents of the thesis
and the summary of the results of the thesis examination shall be

ch05_graduate-school-handbook_20170720_en_clpublicized on the internet within 3 months following the day of theconferment of the Doctoral degree.
When a Doctoral degree is conferred, the entire text of the thesis related
to the conferment of the Doctoral degree shall be published within one
year following the day of the conferment of the Doctoral degree;
provided however, that this shall not apply to the thesis published prior
to the conferment of the Doctoral degree. The student may request thatthe 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 issignificant reason and with approval of the Dean of the Graduate School.
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 deemed necessary for intellectual property
protection or other reasons, this inspection will be subject to a nondisclosure agreement. When the Dean of the Graduate School judgesthat the significant reason no longer exists, the entire text of thesis
related to the conferment of the Doctoral degree shall be publishedthrough the medium specified by the university.
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:
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 faculty

ch05_graduate-school-handbook_20170720_en_clin 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.
Service as a Teaching Assistant is normally unpaid because students
receive financial support by other mechanisms. Exceptional cases andother necessary items are separately stipulated.

ch05_graduate-school-handbook_20170720_en_cl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 theentire period of study. Any period of Non-study Leave granted shall resultin the extension of the period of study by the period of absence.

ch05_graduate-school-handbook_20170720_en_cl5.3.17.4.
Special Leave
Students may be granted Special Leave for a variety of reasons withapproval by the Graduate School. The table below indicates acceptablereasons and length of leave:
Category

ReasonPeriod1

Sick Leave

Unable to work due to injury orillness. Medical certificate 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 newborn baby or for anotherchild of the same family
who has not entered

Up to 5 days

ch05_graduate-school-handbook_20170720_en_clelementary school during
the period from 8 weeks (14weeks for multiple
pregnancies) before theexpected date of wife’s
delivery to 6 weeks after theactual date of delivery.
6

Child
MedicalCare

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

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

7

Family Care
(Shortterm)

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

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

8

Jury Service

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

Days andhours
necessary forthe purpose

9

Bone
MarrowDonor

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

Days andhours
necessary forthe purpose

5.3.17.5 University Holidays
University holidays shall be as follows:i. Saturdays and Sundays; andii. Holidays specified in the Act on National Holidays (Act No. 178 of
1948).
iii. Year-end and New Year Holidays (from December 29 to January 3 ofthe following year)
iv. The president may specify extraordinary holidays when deemednecessary.

ch05_graduate-school-handbook_20170720_en_cl5.3.18. Childbirth Accommodation Policy
The OIST Graduate University promotes diversity and supports balance in workand family life. It recognizes the need to accommodate the demands on students
associated with pregnancy, childbirth, and the care of children. The University
encourages women to undertake postgraduate education and supports women who
decide to have children while at graduate school. It also recognizes the demands onpartners who share in the care of a newborn child, on parents who adopt, andfoster parents. The Childbirth Accommodation Policy comprises a set of measuresdesigned to accommodate these needs, supporting family life during graduate
studies.
The measures are designed to make it possible to maintain the mother’s full-time,registered student status before and after childbirth, and to facilitate her return tofull participation in class work and research in a seamless manner. It is also
designed to support partners, adoptive and foster parents sharing in the care of anewborn child.
This policy is intended to complement and not replace the communication andcooperation between student and academic mentor, thesis supervisor, and course
coordinators in their good-faith efforts to accommodate the new family needs. It is
the intention of this policy to reinforce the importance of that cooperation, and toprovide support where needed to make that accommodation possible. A faculty
member may not discontinue supervising a student’s thesis research on the basisof the student’s decision to give birth to, adopt or foster a child.
Summary of Provisions of the Childbirth Accommodation Policy
The Childbirth Accommodation Policy has four components:(1) an Academic Accommodation Period of up to two consecutive academic
terms around the time of the birth, during which the student may postpone
course assignments, examinations, and other academic requirements;(2) continuation of full-time registration as a graduate student with continued
access to OIST facilities and housing during the Academic Accommodation
Period;(3) full financial support through the Academic Accommodation Period; and,(4) leave from regular duties as a Research Assistant in accordance with theMaternity Leave provisions for Full-time employees, as follows:
Prenatal Leave. Research Assistants who expect to give birth within 6 weeks(14 weeks for multiple pregnancies) are granted prenatal maternity leave.
When the actual delivery is after the expected delivery date, the additionaldays are included in the maternity leave.
Postpartum Leave. Research Assistants are granted 8-week paid postpartum
maternity leave after giving birth. In this period, the University may not
require them to work. However, up on their request, the Research Assistantch05_graduate-school-handbook_20170720_en_cl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.
Residency requirements

ch05_graduate-school-handbook_20170720_en_cl

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.
Students who are supported by fellowships external to OIST must adhere to therules of the granting agency with respect to absences from academic and researchch05_graduate-school-handbook_20170720_en_clwork. 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
about rates of progress on research. For their part, new parents need to keep thelines of communication with their advisors open, and demonstrate to theirch05_graduate-school-handbook_20170720_en_cladvisors 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
OIST Graduate University Research Assistantships (Assistantships) areawarded by the Graduate School, on the recommendation of theAdmissions Committee, to students for full-time study in the doctoral
program at the OIST Graduate School.
An Assistantship is an appointment provided to a student in goodstanding who performs research or who assists others performing
research and educational activities. During tenure of the Research
Assistantship the student must undertake full-time doctoral studies in
Okinawa, unless a special case for exemption from this requirement has
been previously approved by the Graduate School.
The maximum tenure of an Assistantship is normally five years. Students
are expected to complete the requirements for graduation within the five
year period. In case of early completion of requirements, Assistantships
are 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
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 Assistantship is not normally permitted.
ch05_graduate-school-handbook_20170720_en_clIn exceptional circumstances, a period of overseas tenure may be grantedby the Graduate School, if it can be shown that access to researchguidance, facilities or opportunities overseas is essential to thecompletion of the project. In such circumstances the emolument of the
Research Assistantship shall continue to be paid in Japanese currency
and into a Japanese bank account.
Financial assistance for travel or other expenses incurred if a period ofoverseas tenure is approved is separately stipulated.
The Assistantship consists of the following components:i

ii

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

5.4.1.2.
External fellowships and awards
While the University maintains financial support system, support,
students are strongly encouraged to apply for external fellowships. In
order to reward success, remuneration provided by the university as an
OIST Research Assistantship or Teaching Assistantship may be used tosupplement external fellowships, up to a maximum of 3.0 million yen
total, which is 0.6 million yen above the standard level. An OIST Research
Assistantship or Teaching Assistantship 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.
ch05_graduate-school-handbook_20170720_en_cl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. Detailsof 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 term
ch05_graduate-school-handbook_20170720_en_clusing the terms defined in Article 17 of the University Rules) may bepossible.
2. Change in thesis research laboratory.
This may occur because of the departure or incapacity of thesupervisor, or because of a change of supervisor that has been
approved by the graduate school. In such cases, subject to continued
satisfactory academic progress, the financial support may be
extended by the Dean of the Graduate School for the period
necessary to complete the course of study. Continuation is subject
to positive annual academic progress reviews.
3. Other extenuating circumstances.
Where there are other significant extenuating circumstances, theDean of the Graduate School may grant an extension of up to threeterms upon request with supporting documentation (e.g. a medical
certificate). The extension shall start from the beginning of 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 cheapest of two quotes for around trip economy flight to the student’s destination, no per-diem andlodging allowance will be provided. As long as there is no hindrance tostudy and the Research Assistant work, it is possible to take paid annual
leave or other types of leave during the travel period. This support isavailable once each year of study. For a student who does not yet havean approved thesis supervisor, the travel itinerary is approved by the
Dean of the Graduate School. When students do have an approved thesis

ch05_graduate-school-handbook_20170720_en_clsupervisor, the thesis supervisor and the Dean of the Graduate School
approve the travel.
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[link: 29].
5.4.1.6.

Relocation

5.4.1.6.1.

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
5.4.1.6.2.
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 amountprovided. If the termination is due to unavoidable circumstances(including family health reasons), OIST S.C. may waive the claim
regarding return of the above amount.
5.4.1.7. Commuting
In principle, students who live outside the campus and need tocommute are expected to use the OIST shuttle bus.

ch05_graduate-school-handbook_20170720_en_cl5.4.1.7.1 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.

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.

ch05_graduate-school-handbook_20170720_en_cl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*Oth er BR :1 8 ,0 00 y en / mth *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*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.

ch05_graduate-school-handbook_20170720_en_cl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

PeriodStudents receiving researchSpecial ResearchStudent <Tokubetsu-

guidance or co-supervision
5.5.2.1.

Kenkyu-Gakusei>

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

Research Intern5.5.2.2.

direction of an OIST

Up to 6 months

professor.

ch05_graduate-school-handbook_20170720_en_cl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>

OIST for credit at anotherAcademic term

university
5.5.2.5.

Academic term

These categories are separately considered in the following sections.

5.5.2.1
Special Research Students <Tokubetsu-Kenkyu-Gakusei>
Students of other universities (referred to as the “partner institution”)
who 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,

ch05_graduate-school-handbook_20170720_en_cl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[liink: ]. Special Research Students who violate
the rules of the OIST Graduate University may be disqualified and havetheir research 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
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

ch05_graduate-school-handbook_20170720_en_cl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
not exist, tuition fees may be charged to the student.
After acceptance of the student, the Graduate School will make a
recommendation to the Research Unit concerning the conditionsof financial support for the Special Research Student. The
student must declare any external financial support from thepartner institution or external funding agency and this will betaken into account in determining the recommended level offinancial support and benefits at OIST.
If a Special Research Students is elected by OIST as a Graduate
Student Research Assistant, the level of financial support andconditions of appointment are stipulated in the SRS Research
Assistantship Agreement prepared by the Student Support
Section. If the Special Research Student is not receiving thisfinancial support, the conditions of appointment will be
stipulated in an offer letter that will constitute the agreement
between OIST and the Special Research Student after it is signedby both parties.
The host Research Unit is responsible for making travel andhousing arrangements for the Special Research Student. As
necessary, the Student Support Section will assist with visa
ch05_graduate-school-handbook_20170720_en_cl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.
Tenure of a SRS Research Assistantship is for one year, or
until he thesis is submitted (whichever period is the shorter).
Continued financial support depends on maintained
performance in study and research with an official requestfrom the host research Unit. SRS Research Assistantships
will be discontinued in the event of unexcused absence,
failure to maintain adequate academic performance,
unethical behavior, or other reasons determined by theacademic oversight process to be incompatible with goodstanding.
5.5.2.1.3.2. Business travel Approved business travel for work
may be undertaken in accordance with OIST PRP Chapter
29 . For the purpose of business travel, Special ResearchStudents are considered as Category Group 5 employees.
Support for such travel must come from the Research Unit,
not the Graduate School.
5.5.2.1. 3.3. Relocation

ch05_graduate-school-handbook_20170720_en_cl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.
If a Special Research Student voluntarily terminates theagreement within the first three months, OIST S.C. may
request return of the total amount provided. If thetermination is due to unavoidable circumstances (including
family health reasons), OIST S.C. may waive the claim
regarding return of the above amount.
5.5.2.1.3.4. Commuting
In general, students who need to commute will be expected
to use the OIST shuttle bus. However, those who live off
Campus will be able to receive a commuting allowance by
mileage from their home location under the following
conditions.
1. OIST Shuttle bus is not available, and;2. Commuting distance is more than 2 kilometers, and;
3. Using public transportation* or private car**or private car*** For the public transportation, up o maximum of 45,000 yen
per monthch05_graduate-school-handbook_20170720_en_cl**For private car, amounts will be determined by mileage
from home location according to OIST rule <ref: link to
Commuting allowance calculation table.>
5.5.2.1.3.5. Insurance
5.5.2.1.3.5.1. Health Insurance
All Special Research Students must join the National Health
Insurance scheme or provide evidence of similar medical
insurance that is appropriate to their situation. < ref: link to
National Health Insurance info >5.5.2.1.3.5.2. Personal
Accident Insurance for Students Pursuing Education andResearch (PAS), and Liability Insurance coupled with PAS(Gakkensai and Gakkenbai)
All students are covered by Gakkensai and Gakkenbai
provided by Graduate School. <ref: link to Gakkensai and
Gakkenbai.
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.
5.5.2.1.3.6.2. Off-Campus Housing

ch05_graduate-school-handbook_20170720_en_cl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
by a recommendation letter from the Dean, Head of Department,
ch05_graduate-school-handbook_20170720_en_cl

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 ofaccommodation costs, accommodation is normally provided atch05_graduate-school-handbook_20170720_en_cl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
This category provides for students enrolled for higher degrees at
ch05_graduate-school-handbook_20170720_en_clother 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
enroll as a Visiting Student. Applications for admission as a Visitingch05_graduate-school-handbook_20170720_en_cl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: ].

5.6.

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 in

ch05_graduate-school-handbook_20170720_en_clthe 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
Guraduate 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 andsenior 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.

ch05_graduate-school-handbook_20170720_en_cl5.7. Library
Reference to the chapter 6 University Library [link: 6]
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 [link: 6].
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:
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

ch05_graduate-school-handbook_20170720_en_cl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.
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

ch05_graduate-school-handbook_20170720_en_cl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
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.

ch05_graduate-school-handbook_20170720_en_cl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 Graduate student admissions
ii Graduate student recruitingiii
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:
(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).

ch05_graduate-school-handbook_20170720_en_cl

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.”
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.

ch05_graduate-school-handbook_20170720_en_cl5.10.2. Curriculum and Examinations Committee
The Curriculum and Examinations Committee is a standing committee of the
University with delegated authority from the Faculty Assembly to deal 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.
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

ch05_graduate-school-handbook_20170720_en_cl•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_20170720_en_cl