UoM-IIT Kharagpur Guidelines

A. ELIGIBILITY CRITERIA AND HOW TO APPLY:

A1. For all Candidates:

1. Graduate researchers must satisfy the entry requirements for PhD at both IIT Kharagpur and The University of Melbourne (Melbourne).

2. Graduate researchers need to apply independently to each institution and:
a. Must be admitted and enrolled at the Home Institution, and
b. Apply for the Joint PhD at the Home and Partner Institutions within the first year of enrolment (candidature) at their Home Institution. Application can be made anytime during the year.

3. The Partner Institution will consider the application only for those graduate researchers who have been approved by the Home Institution for the Joint PhD. An individual Graduate Researcher Agreement will need to be completed as part of this process. This form will outline the agreed specific arrangements for each graduate researcher’s joint PhD (e.g. dates of location at each institution, names of supervisors, coursework, scholarship arrangements etc.).

4. Graduate researchers are required to attach a:
a. Letter of support from the appropriate Dean (International Relations/ Research Training) of the Home Institution, and
b. Letter of support from the Home Institution supervisor(s) and the Partner Institute supervisor(s) with the graduate researcher’s application to the Partner Institution.

A2. For IIT Kharagpur Candidates:

1. The graduate researcher must be admitted into the PhD programme at IIT Kharagpur.2. GPA Requirements:
a. The graduate researcher from one of the participating institutions must have a GPA of 8.5/10 or above in a Bachelor’s or Master’s degree.
b. Those graduate researchers with GPA less than 8.5/10 in their Bachelor’s or Master’s degree conducted at one of the participating institutions listed in (a) must secure a minimum GPA of 8.5 in the coursework in the first year of their PhD program to be eligible.
c. Graduate researchers who do not have Bachelor’s or Master’s degree from a participating Institution must secure a minimum GPA of 8.5 in the coursework in the first year of their PhD program to be eligible.

A3. For Melbourne Candidates:

1. The graduate researcher must be admitted as a PhD candidate at Melbourne and meet the eligibility requirements of a Melbourne Research Scholarship.

B. SELECTION PROCESS:

B1. For IIT Kharagpur Candidates:

1. The graduate researcher must be enrolled in a PhD program at IIT Kharagpur with an appropriate scholarship from IIT Kharagpur.

2. The graduate researcher will be required to successfully complete the required coursework and comprehensive examination within 12 months of enrolment in PhD at IIT Kharagpur.

3. If successful, the graduate researcher will receive a PhD offer from Melbourne under the Joint PhD.

4. GPA Requirements:
a. For graduate researchers who (a)obtained their Bachelor’s and Master’s degree from an institution other than one of the participating IITs, or (b) obtained their Bachelor’s or Master’s or both degrees from one of the participating IITs but had GPA less than 8.5 in all such degrees, the offer will be conditional on achieving a minimum GPA 8.5 in the coursework in their first year of PhD at IIT Kharagpur.

B2. For Melbourne Candidates:

1. The graduate researcher will receive PhD candidature and stipend + fee remission offers from Melbourne.

2. The graduate researcher will be required to satisfy course requirements for confirmation and deliver the confirmation seminar within 12 months of commencement (enrolment) of PhD at Melbourne.

3. If successful, the graduate researcher will receive the Joint PhD offer from IIT Kharagpur.

C. CANDIDATURE AND SCHOLARSHIP:

C1. For all Candidates:

1. On enrolment for PhD at Home Institution, an Advisory Panel will be formed as per rules of the Home Institution. Upon successful enrolment in the Joint PhD, supervisor(s) and two more Academics from the Partner Institution will be inducted into the Advisory Panel. The Joint Advisory Panel will include all IIT Kharagpur and Melbourne supervisors.

2. Annual progress reviews will be conducted and will be attended by the Joint Advisory Panel through video conferencing. Internal progress reports will be generated to assess the graduate researcher’s standing.

3. Graduate researchers will receive a local stipend scholarship from the institution at which they are physically located during their candidature. The Home Institution may choose to suspend stipend during the absence.

4. Travel support, if any, will be awarded according to rules of the Home Institution. Tuition and other fees payable during stay at the Partner Institution will be waived by the Partner Institution.

5. Graduate researchers must spend at least 12 months at each Institution.

6. Graduate researchers will be responsible for their own visa application(s) and for complying with each country’s visa requirements, including those concerning leave entitlements associated with PhD candidature.

7. Leave may be granted in accordance to Melbourne rules. If leave is granted, enrolment is suspended for the duration of the leave and milestone dates are adjusted to reflect periods of leave.

8. Graduate researchers are required to make satisfactory progress towards the timely completion of their course and will be subject to both IIT Kharagpur and Melbourne rules if it is determined that they are making unsatisfactory progress.

C2. For IIT Kharagpur Candidates:

1. The graduate researcher will follow the rules of IIT Kharagpur regarding the coursework. There will be no additional coursework requirement at Melbourne.

2. The graduate researcher will complete the comprehensive examination within 12 months of enrolment into PhD program of IIT Kharagpur.

3. The enrolment (commencement) date at Melbourne will be the date when the graduate researcher enrols at Melbourne after accepting the offer of the Joint PhD.

4. The graduate researcher will spend 12-24 months at Melbourne depending on the project requirements as determined by the Joint Advisory Panel. The maximum duration of Melbourne stipend for IIT Kharagpur candidates will be 2 years.

5. The graduate researcher will not be required to deliver a confirmation seminar at Melbourne. The comprehensive examination at IIT Kharagpur will be considered equivalent to the confirmation seminar at Melbourne.

6. Visits to Melbourne will take place with due approval from IIT Kharagpur. When not resident at Melbourne, the graduate researcher will be on approved Study Away from Melbourne.

C3. For Melbourne Candidates:

1. The enrolment (commencement) date at IIT Kharagpur will be the date when the graduate researcher enrols at Melbourne.

2. The graduate researcher will follow the rules of Melbourne regarding any coursework. There will be no additional coursework requirement at IIT Kharagpur.

3. The graduate researcher will complete a confirmation seminar within 12 months of commencing at Melbourne. The confirmation seminar at Melbourne will be considered equivalent to comprehensive examination at IIT Kharagpur.

4. If the confirmation seminar at Melbourne is held after the graduate researcher arrives at IIT Kharagpur under the Joint PhD and is attended by the Joint Advisory Panel through video conferencing, it will be considered equivalent to the registration seminar at IIT Kharagpur. If the confirmation seminar was held before arrival at IIT Kharagpur, the graduate researcher will need to deliver a registration seminar within 12 months of arrival at IIT Kharagpur.

5. The graduate researcher will spend 12-24 months at IIT Kharagpur depending on the project requirements as determined in consultation with the supervisors from each institution. The maximum duration of IIT Kharagpur scholarship for Melbourne candidates will be 2 years.

6. When not resident at Melbourne and visiting IIT Kharagpur, the graduate researcher will be on approved Study Away. Other variations to candidature will be taken in accordance with Melbourne rules.

D. THESIS SUBMISSION AND EXAMINATION:

D1. For All Candidates:

1. The graduate researcher must meet the examination requirements of both institutions to be awarded the Joint PhD, including any Oral Examination requirements.

2. The graduate researcher will submit identical copies of the thesis written in English to both institutions.

3. The thesis examination will be initiated by the home institution and the initial contact and invitations to examiners will be sent by the home institution.

4. The thesis will be examined by at least two external examiners.

5. Thesis examiners must:
a. Be independent of both institutions.
b. Be of good international standing in the research topic of the thesis.
c. Be qualified to at least PhD level or have equivalent research experience.
d. Have previous experience as a supervisor or examiner of a PhD
e. Be from different institutions.

6. A person is ineligible to serve as an examiner if they:
a. Have had a formal association with either institution within the past five years and/or during the examination, including employment at the institution in teaching and/or research as either a full-time, part-time or sessional staff member, or in an honorary capacity.
b. Are a supervisor or a Joint Advisory Panel member of the candidate under examination.
c. Have had direct involvement with the thesis through reading drafts or discussing the research.
d. Have directly collaborated in work with the graduate researcher and/or with the graduate researcher’s supervisors in the last 5 years.
e. Have a real or perceived conflict of interest with the graduate researcher, the supervisors or the institutions of a personal, professional or commercial nature.

7. The thesis and relevant forms will be sent to the examiners by each partner institution. The examiners will return two sets of forms; one to each institution. Each institution will pay the examiners in line with their rules and regulations.

8. The graduate researcher will undergo an Oral Examination in line with IIT Kharagpur requirements. Joint Advisory Panel members will participate through video conferencing.

9. The graduate researcher will incorporate changes suggested from the examiners written reports and Oral Examination into the final version of the thesis.

10. The graduate researcher will resubmit the revised thesis, if necessary, on the basis of examiners comments in consultation with both the supervisors and with the combined approval of the Chair of Examiners at both institutions.

11. In case of grossly conflicting recommendation by the two external examiners, the relevant Deans of the two Institutions will discuss on the future course of action which may include sending it to a third jointly appointed external examiner, for which D1(5) and (6) applies.

12. If successful, the graduate researcher will receive two separate degree certificates each of which will acknowledge the joint nature of the degree and will include the name of the partner institution.

D2. For IIT Kharagpur Candidates:

1. Graduate researchers must give a synopsis seminar as per IIT Kharagpur rules prior to thesis submission. This will be considered equivalent to the completion seminar at Melbourne. Joint Advisory Panel members from the Partner Institution will participate by video conferencing. If accepted by the Joint Advisory Panel, the thesis will be sent out for review by external examiners.

D3. For Melbourne Candidates:

1. The graduate researcher must give a completion seminar, as per Melbourne rules prior to thesis submission. This will be considered equivalent to the synopsis seminars at IIT Kharagpur. Joint Advisory Panel members from the Partner Institution will participate by video conferencing. If accepted by the Joint Advisory Panel, the thesis will be sent out for review by external examiners.

Glossary:

• The terms Enrolment, Commencement, Candidature have been used inter-changeably.
• ‘Scholarship’ and ‘Stipend’ have been used interchangeably.
• IIT Kharagpur Candidates: graduate researchers whose Home institution is IIT Kharagpur.
• Melbourne Candidates: graduate researchers whose Home institution is Melbourne.