Brief Version of the Procedures for Dissertation Submission to
Obtain a Doctoral Degree (Course) (KOU)
Translation disclaimer

Kyoto University strives to achieve the highest possible accuracy in translating its documents fromtheir official language of Japanese. Please note, however, that due to the nature of translated documents,
accuracy is not guaranteed. The translated documents are produced for convenience only, and are notlegally binding. The original documents in the Japanese language shall always take precedence overtheir translated versions.
About this document
This document provides information on how to submit your dissertation. Please read each item
thoroughly and follow the submission and preparation guidelines provided in the original Japanese
documents. Following items are the translated titles and brief summary of the original documents.
Page 1 to 4 is fully translated into English and on and after page 5 are translated as a brief summary
listed below. ① to ⑯ are required documents to submit for the application.
Procedures for Dissertation Submission to Obtain a Doctoral Degree (Course) (KOU) ……..1-4
Ⅰ. Requirements and Procedures for Doctoral Degree (Course)
Ⅱ. Documents to be submitted
Ⅲ. Doctoral Degree Application
Ⅳ. Degree Application Documents Preparation Guidelines
Ⅴ. Date of Oral Examination after Acceptance of Application
Ⅵ. Degree Conferment
Request for Examination of Dissertation(①)…………………….….………….…….…..………..5
Format of Request for Examination of Dissertation
You will be provided this document after preliminary dissertation review.
How to prepare documents(②-⑤)………..………………………..……..……….……………….6
Main dissertation and Reference papers(②)
Curriculum Vitae(③)
List of Publications(④)
Dissertation Summary(⑤)
Curriculum Vitae(③)………………………………...……………………………….……..………7
Preparation guideline for Curriculum Vitae

Procedures for Dissertation Submission to Obtain a Doctoral Degree (Course)(KOU)*1
Graduate School of Medicine, Kyoto University- Read each item thoroughly. -★ Requirements for Applicants
A. Applicants (hereinafter called “Applicant A”) who are enrolled in the 3- or 4-year Doctoral Program mustsatisfy the following requirements:
1. Those who are in the last year (usually the fourth year in the 4-year Doctoral Program and the thirdyear in the3-year Doctoral Program)
2. Those who have earned the specified number of credits
3. Those who are expected to be receiving research guidance approval in the year
B. Applicants (hereinafter called “Applicant B”) who withdrew after receiving research guidance approvalmust satisfy the following requirements:
1. Those who are within three years after withdrawal
2. Those who earned the specified number of years in the Doctoral Program
3. Those who earned the specified number of credits“Withdrawal after Research Guidance Approval” means to give eligibility for applying for the PhD
candidate to the applicants who completed the necessary requirements to graduate from school except foran acceptance of dissertation. (The application of Doctoral Degree (Course) (KOU) must be acceptedwithin three years from the day of withdrawal (usually on March 31)*1: There are two ways of taking the Doctoral Degree in Japan. One is called “KOU” and the other iscalled “OTSU”.
Follow the steps below to apply for the Doctoral Degree (Course).

Ⅰ. Requirements and Procedures for Doctoral Degree (Course)
1.Doctoral Dissertation (main dissertation, reference papers)(1)

The dissertation must be (composed of) original papers published in (or accepted by) refereed
academic journals in English.
(2) The dissertation must have been published within the last five years as of the date of application.
(3) The dissertation must have been published or accepted while the student was attending theDoctoral Program of the Graduate School of Medicine.
However, the main dissertation applied by Applicant B must meet either one of the following.
1.Published while the applicant was in school
2.Published after withdrawal

3. Scheduled to be published while the applicant was in school
4. Scheduled to be published after withdrawal(4)

In principle, the applicant must be the first author of the main dissertation.
However, he/she may be the second author of the dissertation to be submitted if a clear statement ismade in the dissertation that the first and second author have equally contributed to the research.
(5) In case the main dissertation consists of some papers and if all of them are joint papers, theapplicants must be the first author of at least one paper.
2. Procedures(1) Those who are expected to complete the specified number of credits for Doctoral Program (Course)
and to be receiving research guidance approval- Application acceptance will start at June 1 in the year. However, the Preliminary Dissertation
Review is available on or after April.
- If you wish to receive your doctoral degree within the year (in March), the application must be
accepted by the end of December. The late application is acceptable but you may not receive
your degree within the year.
The applicants with outstanding research results may complete the Doctoral Program in a short term.
It could be at least three years or three and half years. Please consult with the Office of Student
Affairs six months before the preferred day of completion of school.
(2) Those who completed the specified number of credits for Doctoral Program (Course) and withdrew
after completion of receiving research guidance approval- Application is accepted as needed. However, it must be accepted within three years from the day of
withdrawal (usually on March 31).

Ⅱ．Documents to be submitted
1. Preliminary Dissertation Review
Please provide 1 to 3 below to the Office of Student Affairs by fax (075-753-4405) or in person.
1. One copy of each document ③, ④ and ⑤.
2. One copy of the front cover of the main dissertation or reference papers which indicates the name of
the journal and the publication date of your dissertation (If your dissertation has been undisclosed or
unpublished, please submit the Certificate of Scheduled Publication issued by journal publisher oran evidence such as a copy of e-mail that indicates your dissertation has been accepted.)
3. Your e-mail address
It will take a few days to check documents by the Office of Student Affairs. You will be notified by e-mailwhen your documents have been checked.
After receiving the e-mail, please visit the Office of Student Affairs to receive necessary documents forthe application. If there are any typographical errors or omissions in your documents, the staff in the
Office of Student Affairs will advise you to correct them.
2. Prior confirmation regarding publishing a degree dissertation
On March 11, 2013, the Degree Regulations (Ordinance of the Ministry of Education, Science and Culture
No. 9 of 1953) were revised. Effective on April 2013, dissertations pertaining to the doctor’s degreesconferred by Japanese universities are required to be published via the Internet within one year after
receiving the Doctoral Degree.
Japanese government requests to make a full thesis available online to the public, if permission is obtainedby the publisher. If there is a restriction such as a copyright, a digest version instead of the entire
dissertation can be published online until the reason becomes extinguished.
Please confirm that the publisher and co-authors (if there is any) allow you to disclose a full dissertationon the Kyoto University Research Information Repository Registration, “KURENAI”, in advance. For
more details, refer to page 17 to 20.
3. Degree Application Documents (Japanese only)★: Use a USB flash drive to submit your data
Number of Copies

RelatedPage No.

1

5Main dissertation and Reference papers

6

6 ,7

Curriculum Vitae

16

★

16

★

16

★

Application Documents① Request for Examination of Dissertation②③④⑤(on one A4 size sheet)

List of Publications (on one A4 size sheet)
Dissertation Summary(on one A3 size sheet)⑥ Report on Doctoral Dissertation Examination
⑦

※1

※1

7-9
7,10
7,11
12

1

Form for Consent to Use of Joint-Authorship Paper ※2 Number of the co-authors

13

Certificate of Scheduled Publication issued by journal⑧ publisher
114(Submit this with a USB flash drive)

Downloaded Excel file for input from thewebsite of the Graduate School of
Medicine ★

14-15[Form No.2] “Means of publication of Doctoral

1 in paper and 1 in electronic medium※3
Request for Examination of Dissertation and the Title of⑨⑩

Dissertation [Excel file]

Dissertation” [Excel file]⑪ Response form the publisher regarding disclosure of
⑫

※4

★

1

the dissertation※5

Disclosure of Digest Version of Dissertation

6 (only in the case you disclose your
※3 summary not a full text dissertation)

16-20

16-20
16-20

1

⑬ 研究公正チュートリアルの受講について－ Report on Equal Contribution

21(Applicable person only) 16★

－※1 As you will be provided ① and ⑥ after the Preliminary Dissertation Review, you don’t needto prepare them in advance. Proceed with the preparation for other documents using example
formats and layouts on the website of the Graduate School of Medicine.
※ Website of Graduate School of Medicine -> Current Students -> Apply for degree（http://www.med.kyoto-u.ac.jp/faculty/kyoumu/degree-apply/）※2 ⑦ is required to submit. The signature of an applicant and co-authors must be handwritten and its
copy is not acceptable. If you and a co-author live in a country outside of Japan, prepare for it before
the Preliminary Dissertation Review so as to avoid delay. Prepare ⑪ at the same time as well.
※3 If the main dissertation has not been disclosed, contact the publisher and obtain the paper in advance.
In case the Certificate of Scheduled Publication is not issued by journal publisher, submit a
copy of evidence such as e-mail that indicates the acceptance.
※4 ⑩[Form No.2](Excel file) can be downloaded from the website of the Graduate School of Medicine.
(1) Fill in the necessary information on the Excel file to complete the document.
(2) Submit the printed document to your supervisor and obtain his/her signature and seal.
(3) Submit both the printed document with a seal/signature of your supervisor and the Excel filesaved on a USB flash drive.
※5 Submit the response (documents or e-mail) from the publisher or co-author(s). Regarding coauthor’s agreement, use format ⑦ as much as possible.
※6 Submit ⑫, only in the case the dissertation is to be published in a digest version. If contributors
publish their dissertation in full texts, this is unnecessary to submit.
4.Required documents to submit after the oral examination★: Use a USB flash drive to submit your data
Application Documents
Dissertation (Copies of temporary bound main

⑭ dissertation and reference papers)

Required Documents for Registration of the Kyoto
University

RelatedPage No.

1

22

1 in paper and 1 in electronic medium⑮ Research Information Repository [Dissertation Summary
and⑯

Number of Copies

Download the format from the website of
the Graduate School of Medicine...
★

Summary of Dissertation Examination Results]※1

Full Texts of Dissertation [PDF file]※2 (required for all students)

1 in electronic medium
★

23
17-21

1 in electronic medium⑰
Digest Version of Dissertation [PDF file](required only for the students who
disclose a digest version)
★

17-21

※ It is required to submit above documents by the day of the Graduate School Council (the final examination)
which is held after the oral examination.
※1 “⑮Dissertation Summary” and “⑰Digest Version of Dissertation” are different.
⑮: All the recipients of academic degree must submit “Dissertation Summary”.
⑰: If the dissertation is not allowed to open to the public in full, submit “Digest version of
Dissertation”.
※2 This data must be as same as the dissertation screened at the dissertation examination.
If the examination has been done based on the Word file created by the applicant, please submitthat file. If the examination has been done based on the published layouts in an academic journal,
please submit that data.

Ⅲ．Doctoral Degree Application
You will be provided the documents ① and ⑥ by the Office of Student Affairs after the Preliminary
Dissertation Review. After receiving the documents, please apply with all the necessary documents ① to
⑬ or ① to⑪・⑬.
1. Application due date: At least two weeks before the day of the Graduate School Council (every
second Thursday).
※ The Graduate School Council will not be held in August. The application
should be made three weeks before the Graduate School Council, if it falls on
the Golden Week holidays, the year-end and New Year holidays.
2. Office hours: Monday to Friday 9:30 - 11:30, 13:30 - 16:30(excluding public holidays and office closing-hours due to the school events)
3. To be submitted to: The Office of Student Affairs, Graduate School of Medicine (1Fh allwayo ft
heF acultyo fM edicineB ldg. C)

Ⅳ. Degree Application Documents Preparation Guidelines※Each document should have the same date as the application date except consents.
1. Refer to the example format and layout of the documents available on the website of the Graduate
School ofMedicine, except for the documents handed out at the office.
2. Use medium- or high-grade white A4-size paper. Use A3-size paper for Dissertation Summary.
3. How to prepare documents(1) Use black or blue ballpoint pen or printed with word processing software to keep the documents
permanently.
(2) Write each word clearly and accurately. Do not use phonetic-equivalent characters or
abbreviations.

(3) If there are any typographical errors or omissions, make necessary corrections and affix yourseal or signature on them. If there are too many corrections, create a new document.
(4) Set all the page margins to about 2cm
4. Name
Fill in your name and date of birth accurately as recorded in the Certificate of Registered Items in
Alien Registration (For Japanese students, Certificate of Registered Items in family register).
If you wish to print your maiden name or alias (restricted to that printed on the Certificate ofRegistered Items in the Alien Registration) on your diploma, consult the Office of Student Affairsof the Graduate School to which you belong.
5. For the further information about how to prepare the documents, refer to the page 5 and after.

Ⅴ．Date of Oral Examination after Acceptance of Application
After decided the member of Dissertation Examination Committee (including specialists), applicantsand his/her supervisor should consult with them to fix the oral examination date.

Ⅵ．Degree Conferment
The conferral of doctoral degree takes place six times a year (Jan., Mar., May, Jul., Sep. and Nov.).
Detailed information regarding the degree conferral will be notified around a week before the degree
conferral date by the Educational Planning Division, Academic Affairs Department.
The Educational Planning Division, Academic Affairs Department also issues the Certificate ofDoctoral Degree Conferment.
Refer to the following URL for further information.
Website of Kyoto University -> Education -> Campus Life -> Procedures -> Request for
Graduation certificate/Transcript/Certificate of Degree conferment(http://www.kyoto-u.ac.jp/en/education/campus/procedure/certificate.htm/)
Regarding Degree Conferment Ceremony and Certificate of Doctoral Degree Conferment, pleasecontact the above mentioned Division (Telephone number: 075-753-2499).
If you have any inquiries regarding procedures for the Doctoral Degree (Course) (KOU) Application,
contact the Office of Student Affairs.
Graduate School of Medicine, Kyoto University
Office of Student Affairs
Konoe-cho, Sakyo-ku, Kyoto 606-8501, Japan
TEL: +81-75-753-4328
FAX: +81-75-753-4405
EMAIL: kyomu-in@mail2.adm.kyoto-u.ac.jp
Format of Curriculum Vitae(③)………...............…………………………..……………………7-9
Please note that the Graduate School of Medicine uses a form that differs from other Graduate
Schools.

List of Publications(④)………………….……..…………………………………….……………7-10
Format of List of Publication
It includes title and publication method and the date of the main dissertation and the information ofreference papers.
Dissertation Summary(⑤)……………………………………...………………………………….7,11
Format of Dissertation Summary
All applicants of academic degree must submit this Dissertation Summary.
Format of Report on Doctoral Dissertation Examination(⑥)……………..….………...……….12
Format of Report on Doctoral Dissertation Examination
You will be provided this document after preliminary dissertation review.
Form for Consent to Use of Joint-Authorship Paper (⑦)…………..…...…....…………………13
Certificate of Scheduled Publication issued by journal publisher (⑧)….…….……..………….14
How to prepare “Request for Examination of Dissertation” and “Title of Dissertation” (⑨)...14-15
Online Publication of Doctoral Dissertation(⑩-⑫), (⑮-⑰)…………...……..……….…….16-20
For articles already published in an academic journal, in most cases, the copyright has beentransferred to the original publisher under a copyright transfer agreement or manuscript
submission rules. It is required to take an agreement with a publisher for the dissertation
available online.
1. Confirmation with the publisher….…………..…………………….……………….……...16
2. In case the dissertation is to be published in full texts on KURENAI*1...…….……..……..16
3. In case the dissertation is to be published in summary on KURENAI…..………….……...17
4. Submission of the dissertation on the USB flash drive…….……………...……….………17
5. Format of Publication of the Doctoral Dissertation……..…………………….....….….18-20
How to prepare copies of temporary bound dissertation (⑬)……………...……………………21
Copies of temporary bound dissertation are required to submit by the day of the final

examination after the oral examination.
Required documents for Research Information Repository(⑮)….…………………………..… 23
This preparation guideline is for Dissertation Summary and Summary of Dissertation Examination
Results required registering for Research Information Repository.
Format of Request for Examination of Dissertation………………………………..……..….17-21
Format of title of dissertation………..…..………………………………………………………...25*1: KURENAI is the other name of the Kyoto University Research Information Repository.