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

Chapter 5: Graduate School
Note: Further information on Graduate School policies and guidelines can be found on
the Graduate School website.
5.1 Mission and Core Policies of the Graduate School
The mission of the Graduate School of the OIST Graduate University is to provide firstclass postgraduate education to the highest international standard. The Graduate
School implements the following three core policies:
5.1.1 Admission Policy
The Graduate University aims to train researchers who will play important roles in
the international scientific community at leading scientific institutions in the public
and private sectors. Accordingly, the Admissions Policy will make it a principle torecruit candidates with the potential and motivation to become leaders in scientificresearch on the international stage.
Recruitment will focus on attracting outstanding students from within Japan andinternationally. Here “outstanding students” means students who are highly
motivated by the excitement and potential of the cutting-edge research that is
possible at OIST, who have the curiosity and academic ability needed to excel in theirchosen areas of study, and who have the capacity for independent research andoriginal thinking. Our students will also require proficiency in oral and written
communication skills in English for advanced study in science, and the ability tointeract effectively with people from a wide range of backgrounds.
Students are selected for the OIST Graduate University PhD Program solely on merit,and not to a quota.
OIST strives to create and maintain an inclusive, equitable, and diverse environmentthat does not discriminate against gender, gender identity, gender expression, age,sexual orientation, mental or physical disability, medical condition, race, ethnicity,
ancestry, culture, national origin, religion, or marital status. Applications fromwomen and other underrepresented groups are strongly encouraged.
Students will be eligible to apply if they are expected to complete a BSc or equivalentdegree prior to admission, or have previously completed a BSc, MSc or equivalent1
ch05_graduate-school-handbook_en_20240401_cldegree representing the completion of an undergraduate course in science andengineering, or exceptionally in other fields. The student should meet requirements
for admission to a graduate school under the School Education Act. Successful
candidates will only be enrolled into a doctoral program.
5.1.2 Curriculum Policy
In keeping with the concept of “Globally Recognized”, we will recruit outstanding
students and conduct top class academic instruction. The academic program will aim
to develop the full potential of each student toward scientific excellence andindependence. In accordance with this aim, every student will be treated as a unique
individual and have their program of studies tailored to their scientific aspirations,prior education, and current interests. The basic principles of the curriculum design
are to facilitate independent scientific thinking, and to learn by doing research. There
will be a single program without barriers between disciplines.
The students will be accepted directly into an integrated doctoral program leading toa postdoctoral career path in leading research institutes and universities. The
doctoral program will have a standard enrollment period of five years, and will follow
a course-based study system. A three-term per year system will be used. The first two
years will comprise a combination of laboratory rotations and courses, designed toprepare the students for their doctoral thesis work in a flexible way. In the second
year the students will choose a laboratory in which to undertake thesis research andwill submit a Thesis Proposal. An examination for progression to thesis research isheld by the end of the second year, based on the written Thesis Proposal and an Oral
Examination that includes a defense of the proposal and examination of
fundamental knowledge in the field of the research. In order to ensure the highest
international standards, an external examiner who is expert in the field of the thesis
study is a member of the examining panel. After determination of readiness for thesis
work the students will enter into a three-year period of thesis research, which willconclude with examination of the thesis and an oral defense.
5.1.3 Diploma Policy
The PhD degree is conferred by the University in recognition of completion by thecandidate of original research that makes a significant contribution to scientificknowledge. The degree is not awarded for completion of certain courses or a fixed
period of enrollment, 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.
5.2 Organization of the Graduate School
The Graduate School is a division of the University led by the Dean of the Graduate
School. The Graduate School’s primary role is to provide academic services, student
support and administrative support. The Graduate School further collaborates with2
ch05_graduate-school-handbook_en_20240401_clothers in OIST to participate in the Okinawa University Consortium and advance its
missions. The Graduate School’s organization is as follows:
5.2.1 Office of the Dean of the Graduate School
The Office of the Dean of the Graduate School coordinates all divisional tasks andreporting, manages personnel, and facilitates divisional communications bothwithin and outside of the division. The Office of the Dean also liaises with other key
education stakeholders, including faculty and students, at OIST and further provides
early detection of challenges that students are experiencing and coordinatesintervention measures. Finally, the Office of the Dean develops relationships withother universities and governmental entities.
5.2.2 Academic Affairs Section
The Academic Affairs Section administers and supports the academic program of the
Graduate School, including examinations.
5.2.3 Student Affairs Section
The Student Affairs Section is concerned with the everyday requirements of living,health and welfare of students at OIST.
5.2.4 Registrar Section
The Registrar Section is responsible for student personal information, academic
records, data, and Graduate School-related travel expense and relocation support for
students.
5.2.5 Curriculum and Programs Section
The Curriculum and Programs Section is responsible for maintaining and enhancing
the quality and diversity of the taught component of the educational programs
delivered by the Graduate School.
5.2.6 Admissions and Outreach Section
The Admissions and Outreach Section is charged with attracting qualified students
to OIST and organizing educational outreach activities to develop a pathway for
future talent in science. The Admissions and Outreach Section is further responsible
for communications and the maintenance of relationships with alumni.
5.3 Committees of the Graduate School
5.3.1 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. The Admissions Committee is advisory to the Dean of the Graduate School.
The Admissions Committee deliberates and advises on matters related to graduate
student recruitment and admissions to ensure the recruitment and selection of
excellent students. The Admissions Committee has a particular role in the selection

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of individual candidates for admission to the graduate program. The Admissions
Committee reports to the Assembly through the Dean of the Graduate School.
5.3.1.1 Membership of the Admissions Committee
The Committee includes faculty members representing the major fields of researchand education at OIST who are charged with providing advice on matters requiring
academic input. The Dean of the Graduate School appoints Committee members.
The Provost, the Dean of Research, Vice Dean of the Graduate School, Manager ofthe Academic Affairs Section, Manager of the Student Affairs Section, Manager ofthe Registrar Section, Manager of the Admissions and Outreach Section, andManager of the Curriculum and Programs Section are ex-officio members of theCommittee. The Admissions and Outreach Section provides administrative
support for the Committee.
5.3.1.2 Number of members of the Admissions Committee
The Admissions Committee shall be comprised of twelve (12) members of theFaculty Assembly, including the Dean of Graduate School.
5.3.1.3 Tenure of membership of the Admissions Committee
Tenure of membership on the Committee shall be three (3) academic years, withfour (4) members appointed each year on a rotational basis to ensureexperience/expertise is retained within the committee.
5.3.1.4 Chairperson for the Admissions Committee
The Dean of the Graduate School shall preside at meetings of the Committee.
5.3.2 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. The
Curriculum and Examinations Committee is advisory to the Dean of the Graduate
School. The Curriculum and Examinations Committee reports to the Faculty
Assembly through the Dean of the Graduate School.
5.3.2.1 Membership of the Curriculum and Examinations Committee
The Committee includes faculty members representing the major fields of researchand education at OIST who are charged with providing advice on matters requiring
academic input. The Dean of the Graduate School appoints Committee members.
The Vice Dean of the Graduate School, Manager of the Academic Affairs Section,
Manager of the Student Affairs Section, Manager of the Registrar Section, Managerof the Admissions and Outreach Section, and Manager of the Curriculum andPrograms Section are ex-officio members of the Committee. The Academic Affairs
Section provides administrative support for the Committee.

4ch05_graduate-school-handbook_en_20240401_cl5.3.2.2 Number of members of the Curriculum and Examinations
Committee
The Curriculum and Examinations Committee shall be comprised of twelve (12)members of the Faculty Assembly, including the Dean of Graduate School.
5.3.2.3 Tenure of membership of the Curriculum and Examinations
Committee
Tenure of membership on the Committee shall be three (3) academic years, withfour (4) members appointed each year on a rotational basis to ensureexperience/expertise is retained within the committee.
5.3.2.4 Chairperson for the Curriculum and Examinations Committee
The Dean of the Graduate School shall preside at meetings of the Committee.
5.3.3 Faculty-GS Liaison Committee
The Faculty-GS Liaison Committee is a standing committee of the University withno delegated decision-making authority from the Faculty Assembly. The Committee
serves as an information sharing and liaison body between faculty and the Graduate
School.
5.3.3.1 Membership of the Faculty-GS Liaison Committee
The Committee consists of two members from the Faculty Council and two otherfaculty members. The Dean of the Graduate School appoints Committee members.
The Vice Dean of the Graduate School, Manager of the Academic Affairs Section,
Manager of the Student Affairs Section, Manager of the Registrar Section, Managerof the Admissions and Outreach Section, and Manager of the Curriculum andPrograms Section are ex-officio members of the Committee.
5.3.3.2 Tenure of membership of the Faculty-GS Liaison Committee
Tenure of membership on the Committee shall be up to three (3) academic years,
with one (1) or two (2) members appointed each year on a rotational basis to ensureexperience/expertise is retained within the committee.
5.3.3.3 Chairperson for the Faculty-GS Liaison Committee
The Dean of the Graduate School shall preside at meetings of the Committee.
5.4 OIST PhD Students
OIST PhD Students are defined as students enrolled in the OIST PhD Program.
5.4.1 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 prestigious overseas
universities; the admission capacity of PhD full-time graduate students accepted by
the Graduate School shall be as stipulated in Article 15 of the OIST University Rules.

5ch05_graduate-school-handbook_en_20240401_cl5.4.2 Enrollment
An applicant who has been admitted to the OIST graduate program will become astudent of the OIST Graduate School on the date of first registration. All students are
required to register on admission to the Graduate School (Article 25 of the University
Rules), and thereafter two full calendar months prior to the beginning of each termof the graduate program.
5.4.3 The OIST Graduate Program
The OIST Graduate School offers an integrated doctoral program leading to thedegree of Doctor of Philosophy (PhD). The degree of PhD is a research postgraduate
degree. Such a degree shall be awarded to a candidate who:i. meets admission requirements and receives and accepts an offer of admission,and is registered as a full-time PhD student for a minimum of three years andnot more than ten years; andii. satisfactorily completes prescribed coursework amounting to at least 30 credits(20 from elective courses, 10 from mandatory requirements); andiii. successfully defends a thesis representing the result of the candidate’s research,
constituting an original contribution to knowledge and containing material
worthy of publication.
5.4.3.1 Period of study
The standard period of study is 5 years.
5.4.3.1.1 Minimum period of study
The minimum period of study is stipulated in Article 35 of the University Rules.
5.4.3.1.2 Extension to the standard period of study
In exceptional circumstances the period of study may be extended beyond thestandard period of 5 years. Extensions require approval of the Dean of the
Graduate School.
5.4.3.1.3 Maximum Enrollment Period
The maximum enrollment period is 10 years, including Personal Time Off.
Periods of Non-Study Leave and External Internship Leave are not included in
the maximum enrollment period.
5.4.3.2 Academic year and dates of terms
The academic year begins in September each year, and is composed of three terms,
with nominally 15 weeks of scheduled teaching in each term.
5.4.3.3 Coursework requirements
The first two years of the integrated 5-year doctoral program comprise a
combination of research rotations and coursework, designed to prepare thestudent for his or her doctoral thesis work in a flexible manner. In the first two
years of the program students will undertake an individualized study program
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ch05_graduate-school-handbook_en_20240401_clconstructed from a combination of courses.
5.4.3.4 Qualifying for Progression to PhD Thesis Research
OIST graduate students are eligible for PhD thesis research on submission of athesis proposal and successfully passing the subsequent examination. In
submitting the thesis proposal for examination, students are required to haveadequate fundamental knowledge in the field or fields of study relevant to thethesis topic, and to have the ability to organize, apply and convey that knowledge
effectively.
5.4.3.5 Appointment of Thesis Supervisor and Thesis Committee
All students are required to have a Thesis Committee, irrespective of the seniorityof the Thesis Supervisor, to provide oversight of the thesis research supervision.
The Thesis Committee will consist of the Mentor, the Thesis Supervisor, and a
Third Committee Member or Internal Co-Supervisor; all selected from OIST
faculty members. If the Co-supervisor is selected from faculty members external
to OIST, an additional Thesis Committee member also needs to be selected fromamong OIST faculty members.
Thesis Supervisors must be full-time faculty members. Other faculty members may
only be appointed as Co-supervisor or as a Thesis Committee member. Any
exception to the above must be approved by the Dean of the Graduate School.
Faculty external to the university may be Co-supervisors provided an institutional
agreement exists with the university of the external faculty member. Information
about such agreements is available from the Academic Affairs Section.
The student is responsible for nominating the Thesis Supervisor and may suggest
names for the other committee members. The members of the Thesis Committee
must be nominated and approved before appointment of the Examination Panelfor the thesis proposal.
5.4.3.6 PhD Degree Completion
The PhD degree is conferred by the University in recognition of completion by thecandidate of original research that makes a significant contribution to scientificknowledge. The degree is not awarded for completion of certain courses or a fixed
period of enrollment, 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 resultsof their research and scholarship effectively in both oral and written English. The
candidate must present their work in a thesis and defend it in an oral examination.
A candidate may not submit for examination work that has been included in athesis or dissertation that has been previously submitted towards a degree
qualification.
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ch05_graduate-school-handbook_en_20240401_cl5.4.3.6.1 Conferment of Degree
On meeting OIST graduation requirements the secretariat of the Curriculum andExaminations Committee passes to the Faculty Assembly the recommendation
to award the degree.
When an OIST doctoral degree is conferred, it shall be reported to the Ministerof Education, Culture, Sports, Science and Technology (MEXT), and the abstractof the thesis and the result of the examination shall be publicized within 3months following the day of the conferment of the doctoral degree.
The entire text of the thesis related to the conferment of the doctoral degree shallbe published within one year following the day of the conferment of the doctoral
degree; provided.
5.4.3.6.2 Preclusion Period of Eligibility to a Postdoctoral Position
Appointment to a postdoctoral position at OIST is not permitted for OIST PhD
graduates for a period of two years from the date of degree conferral.
5.4.4 Graduation Ceremony
The University holds an annual Graduation Ceremony, to which all eligible PhD
graduates from the preceding year are invited. The President will present thosegraduates in attendance at the ceremony with their degree certificates in thepresence of the assembled faculty of the University. Graduates who choose tograduate in absentia will be mentioned at the ceremony and their certificate will besent to them by mail.
5.4.4.1 Honorary Degree of Doctor of Science
The OIST Honorary Doctor of Science (DSc) Degree recognizes those who havemade profound and enduring contributions to science, culture, or improved
quality of life in society. It is important that recipients be persons of great integrity,
as the choices we make reflect our values as an institution. The Honorary DSc
Degree is awarded to the recipient in person at the Graduation Ceremony at the
OIST Campus. The Honorary DSc Degree may not be awarded in absentia.
5.5 Student Support for OIST PhD Students
The OIST Graduate University is committed to the success of students in the OIST PhD
program. Toward this end, OIST offers financial and living support comparable to thatoffered by other leading research universities.
5.6 Special Student Categories
Further to students of the OIST PhD program, OIST also welcomes students who areattending OIST for educational purposes, but not seeking the OIST degree, as Special
Students. The Graduate School aims to ensure an optimal experience for all students
at OIST and provides various kinds of support for students in the following categories:
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ch05_graduate-school-handbook_en_20240401_cl5.6.1 Special Research Students
Graduate students of other universities, when permitted by their institution (referred
to as the “partner institution”), may apply to become a Special Research Student at
OIST. Under the terms of an agreement with the partner institution, Special
Research Students may receive research guidance at OIST.
5.6.2 Research Interns
Students enrolled at undergraduate or Master’s programs in universities, colleges,
junior colleges, and vocational schools in Japan or overseas, or graduates of suchinstitutions may undertake educational activity at OIST as a Research Intern. A
research internship at OIST provides students with experience working in a research
environment under the direction of OIST faculty.
5.6.3 Visiting Research Students
Visiting Research Students are registered students of another institution who wish
to undertake a period of research at OIST under the supervision of an OIST faculty
member. Visiting Research Students collaborate on a recognized and defined
research project.
5.6.4 Visiting Students
Visiting Students are registered students of another university who wish to take one
or more courses offered by the OIST Graduate School, or to undertake anadministrative internship at OIST, for credit at their home university.
5.6.5 Course Auditors
Members of the OIST community and students of other universities (the latter wherea specific agreement exists) may apply to become Course Auditors of specific courses.
Course Auditors may attend courses as a normal student. The Graduate School does
not award credit or recognition for courses audited.
5.6.6 Junior Research Fellows
Junior Research Fellows are OIST PhD graduates who, with the approval of theirformer thesis supervisor, may finalize their research project following degree
conferral. The maximum duration of a Junior Research Fellowship is 3 months inprinciple.
5.7 Alumni
Alumni are OIST graduates who have satisfied all academic requirements andsuccessfully obtained their degree.
5.8 Holidays and Leave of Absence for Students
5.8.1 University Holidays
Students are entitled to university holidays as follows:i. Saturdays and Sundays; and9ch05_graduate-school-handbook_en_20240401_cl

ii. 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 of thefollowing year);iv. Any extraordinary holidays deemed necessary and specified by the President
5.8.2 Leave of Absence
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,is required to submit a written application for leave of absence. There are three typesof study-related leave of absence, namely, Personal Time Off, Non-study Leave, andExternal Internship Leave. Students must seek and receive approval from the
Graduate School before going on leave.
5.9 Childbirth Accommodation for Students
The OIST Graduate University promotes diversity and supports balance in work andfamily life. It recognizes the need to accommodate the demands on students associatedwith pregnancy, childbirth, and the care of children. The University encourages womento undertake postgraduate education and supports women who decide to have children
while at graduate school. It also recognizes the demands on partners who share in thecare of a newborn child, on parents who adopt, and foster parents. The Childbirth
Accommodation Policy comprises a set of financial and academic measures designed
to accommodate these needs, supporting family life during graduate studies.
5.10 Respectful Workplace and Anti-Harassment
The University is committed to creating and maintaining a safe and respectfulenvironment in which all officers, employees, students, and visitors are treated with
dignity and respect, in accordance with the Respectful Workplace Policy. The
Respectful Workplace Policy is a core value of the University and the University will
not tolerate disrespectful communication, discrimination, harassment, or bullying, in
any form.

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