Cotutelle PhD Program Procedure

Procedure overview

• 1 Purpose
• 2 Scope
• 3 Procedure Overview
• 4 Procedures
  • 4.1 New Cotutelle PhD programs
  • 4.2 Application for program
  • 4.3 Cotutelle PhD Agreement
  • 4.4 Fee and scholarship arrangements
  • 4.5 Financial Arrangements
  • 4.6 Program acceptance
    • 4.6.1 Visas
  • 4.7 Time spent at each institution
  • 4.8 Duration
  • 4.9 Supervision
  • 4.10 Language of instruction
  • 4.11 Ethics clearances
  • 4.12 Intellectual property
  • 4.13 Student progress reporting
  • 4.14 Thesis
  • 4.15 Examination process
  • 4.16 Candidature withdrawal
  • 4.17 Variation to agreement
  • 4.18 Conferral of Award
  • 4.19 Student grievance
• 5 References
• 6 Schedules
• 7 Procedure Information

1 Purpose

To outline the processes required for the proposal, establishment, monitoring and termination of Cotutelle PhD programs involving the University and international partner institutions.

2 Scope

This Procedure applies to all Cotutelle PhD programs.

This Procedure does not apply to Coursework Dual Awards and Joint Degrees.

3 Procedure Overview

Entry requirements for the Cotutelle PhD program (DPHC) are the same as for the DPHD.

Cotutelle PhD programs are established by the University with international partner institutions to provide Students with access to combinations of study which are beyond the scope of a single country and/or institution to offer. Cotutelle PhD programs with international partner institutions at a similar or higher world ranking to the University are preferred, especially in the University's flagship areas of research and/or where the Cotutelle program is supported by external research funding.

4 Procedures

4.1 New Cotutelle PhD programs

New Cotutelle PhD programs may be proposed by areas of the University as opportunities arise either through existing international partnerships or in recognition of the needs of a Student cohort. Given the individual nature of these programs, they can also be initiated by a Student or supervisor at the University or an international partner institution (see 4.2).

Under a Cotutelle PhD program, one institution will act as the 'Home Institution' and the other will act as the 'Host Institution', in the following way:

• Home Institution - the institution at which the Student first enrols in their degree program;
• host institution - the institution to which the Student will travel for part of their program.

In this procedure, the international institution that the University enters into an agreement with will be referred to as the 'international partner institution'. The international partner institution can be either the host or Home Institution.

Monitoring of the agreement must be performed during the life of the agreement. The Cotutelle PhD Agreement must specify the review date, processes, the person(s) responsible for the review, and allowable circumstances for termination of the agreement.

4.2 Application for program

The application process for Cotutelle PhD candidature is initiated by the submission of a completed application for entry into the PhD program by a prospective Student. The application must be accompanied by a Notice of Intent (NOI) to complete a Cotutelle PhD Program form, which is completed by the relevant research supervisor at the University.

The Student will also submit an application for admission to the international partner institution, in accordance with their Cotutelle PhD program requirements.

The NOI form must be completed in respect of each Student by the relevant research supervisor at the University, in conjunction with both the Student and their co-supervisor at the international partner institution, and must be endorsed by the University's Head of School or Centre Director, and the international partner institution.

The NOI form will set out the terms of each collaboration, detailing the arrangements pertaining to the particular candidature, including specifying where the Student intends to spend the duration of their co-enrolment.

Any exceptions or restrictions in relation to the individual Student's study must be specified in the NOI Form and submitted to the International Office of the University.

The International Office of the University will review all submitted NOI forms for completeness and adherence to program requirements and will seek endorsement of the NOI from the Dean, Graduate Research School (GRS). Concurrently, an assessment will take place to confirm that the applicant meets PhD admission requirements.

The Dean GRS may:

• approve the program application and arrangements as proposed in the NOI form, in which case it will be sent to the admissions team for a formal offer for the DPHD program to be generated.
• decline the program application, in which case it will be sent to the admissions team for a formal denial of entry.
• approve the applicant for entry into the standard PhD program (DPHD) but decline the arrangements proposed in the Cotutelle Program (DPHC), in which case the applicant will be given the option of accepting a standard program offer (DPHD) at the University.
• return the application for revision and resubmission.

4.3 Cotutelle PhD Agreement

A Cotutelle PhD Agreement between the University, Student and the international partner institution will be prepared by the International Office of the University in conjunction with the GRS, which will, at a minimum, set out the requirements in relation to Enrolment, progression and the review of progress, Thesis submission and Examination, intellectual property arrangements and the process for ethical clearances for both institutions.

Conditions relevant to the Student at the international partner institution must be compatible with the University's policies and procedures for a standard PhD. In the absence of policy or procedure at the international partner institution, the University's policies and procedures shall apply. In the case of a significant variation in conditions between the University and the international partner institution, this will be resolved in the initial agreement documents.

If a Student is commencing their formal enrolment at the University as a confirmed candidate, the agreement must stipulate the type of thesis the Student will be undertaking.

Following approval by the Dean (GRS), the International Office is responsible for finalising the Cotutelle PhD Agreement. Cotutelle Agreements are executed and signed by the Pro Vice-Chancellor (International) and an employee of equivalent standing at the international partner institution prior to the commencement of the program.

All Cotutelle PhD Agreements will be managed through the University's centralised contract management system. After the Cotutelle Agreement is fully executed, the student is administratively transferred from the DPHD to the DPHC.

4.4 Fee and scholarship arrangements

Fees will be payable at the institution that the Student is currently enrolled to attend (with a minimum of at least one-year full time equivalent at each institution).

The Cotutelle PhD Agreement must detail any fee exemptions, tuition fee scholarships or other relevant fee-related arrangements covering the period of Enrolment at each institution.

Students who are Domestic Students of the University will either be fee paying or on a Research Training Program (RTP). RTP is only available for those Courses the Student takes through the University. Domestic Students undertaking Courses from an international host institution may be liable for International Student fees at that institution.

International Students may be liable for fees relating to their Enrolment at both the home and host institutions, unless a tuition fee scholarship is awarded. Any student fees payable will be outlined in the Agreement.

For the period of time the Student is formally enrolled and studying at the University on a full-time basis, the Student may receive a full tuition and stipend scholarship, as per the usual HDR scholarship processes. For the period of time the Student is formally enrolled and studying at the international partner institution, the Student will receive a part-time tuition scholarship from the University. Scholarships may also be awarded by the international partner institution, details of which will be specified in the Agreement.

Where a Student is supervised via online format only, Enrolment will take place when the University's supervision officially begins. Tuition will apply but on a part-time basis only. No stipends will apply for online only study.

4.5 Financial Arrangements

Financial support, including tuition fees, stipends, travel support and research support, must be discussed and agreed with the Student, supervisors and administrative contacts at each institution before the agreement is signed.

In addition, full details of financial requirements must be specified in the NOI Form and incorporated into the agreement.

Any financial commitment made by the University must be approved by the Dean (GRS).

4.6 Program acceptance

Once the Student has accepted the offer of a place in the program at the home and host institution, and the Cotutelle PhD Agreement has been finalised with the international partner institution, the Student will be provided with the necessary information to apply for a student visa (if studying on-campus) to commence enrolment based on the details outlined in the Agreement.

4.6.1 Visas

Students are personally responsible for undertaking the Student visa application process. Students studying in Australia and overseas are subject to strict visa conditions and are responsible for contacting the relevant immigration office government department in the country to which they are travelling.

4.7 Time spent at each institution

The Cotutelle PhD candidature will be divided between the two institutions with a minimum of one-year full-time equivalent at each institution. The remaining time of study will be as agreed by both institutions and as stipulated in the Cotutelle PhD Agreement. An indicative timetable for candidature at both institutions must be specified in the relevant agreement, including information pertaining to the arrangements should the Student require more than the normal period to complete the PhD.

4.8 Duration

The duration of a doctoral degree under a Cotutelle PhD Program (DPHC) are the same as stated in the University's current handbook entry for the standard doctoral degree (DPHD).

4.9 Supervision

A Cotutelle PhD Agreement will list one principal supervisor from each institution as well as any associate supervisors from each institution. In the case where the University is the Home Institution, the Student will have a principal and an associate supervisor from the University, as well as at least a principal supervisor from the host institution. An associate supervisor from the host institution will also be provided if that is a requirement of the host institution, or beneficial to the supervision of the project.

The agreement will detail the agreed roles of each supervisor throughout the candidature, and when the Student is at each institution. The international partner institution must agree to adhere to any applicable University conditions for supervision when supervising Cotutelle Students.

University supervisors will be appointed in accordance with the University HDR Supervision Procedure.

4.10 Language of instruction

All instructions will be in English and it is expected that all communication between the Student, international partner institution and the University will be in English. The Student's Thesis will be submitted in English. Should the international partner institution require submission of an abstract in a language other than English, this is the responsibility of the Student and the international partner institution.

4.11 Ethics clearances

All projects must adhere to the requirements of the University's Research Code of Conduct, including ethics requirements. If any ethical approval is required, an application must be made through the University.

4.12 Intellectual property

The Cotutelle PhD Agreement will specify any intellectual property arrangements or conditions. Copyright of the Thesis will be assigned to the Student. All agreements must comply with the University's Intellectual Property Policy and Procedure.

4.13 Student progress reporting

Students are required to complete an annual Progress Review each year during the period of their enrolment at the University, in accordance with the HDR Progress Review Schedule. Other progress monitoring activities will be undertaken as detailed in the agreement.

Where the University is the Home Institution, a Student who is involved in a show cause process under the HDR Progress Procedures will not be able to travel to the host institution until the process is completed.

4.14 Thesis

The Student must submit their thesis either as a Standard Thesis, Thesis by Publication or Thesis with Creative Works, subject to the availability of these options at the international partner institution. The Student must produce the prescribed Thesis for examination by both institutions and is required to meet all submission requirements of each institution for the Thesis relevant to that institution. The University will require a written evaluation of the Thesis by two external Examiners, appointed in accordance with the Higher Degree by Research Thesis Examination Procedure.

Any changes to the type of thesis post confirmation will need to be discussed with, and agreed upon, by both institutions in writing.

4.15 Examination process

For the Cotutelle PhD program, Students must submit the same thesis to both universities simultaneously. Students will then undergo an examination at each institution, according to their usual procedures.

4.16 Candidature withdrawal

A Student who wishes to withdraw from a Cotutelle PhD Program (DPHC) and revert to a single institution candidature should contact the relevant coordinator at the Home Institution. The Home Institution will liaise with the host institution regarding the Student's request.

In the event the Student wishes to continue studying with the University, this will be dependent on prior satisfactory progress at both institutions and availability of supervision and resources. If the requirements are met, the student will be transferred to the DPHD Program. Continuation at the international partner institution will result in discontinuation of the candidature at the University.

A Student who wishes to terminate candidature at both institutions should contact the relevant coordinator at the Home Institution. The Home Institution will liaise with the host institution regarding termination arrangements.

4.17 Variation to agreement

Any requests to change an aspect of the Student's candidature must be considered and approved by the Dean (GRS) or nominee and an equivalent person at the international partner institution including but not limited to:

• Applications for leave
• Request for extensions
• Changes to study load
• Other changes to program status/schedule

4.18 Conferral of Award

Upon successful completion of PhD requirements at both institutions, the Student will be awarded a doctoral degree, in partnership between the University and partner institution.

The University's Testamur, and the relevant certification of the overseas institution, must specify that the Award is 'Conferred under a joint PhD supervision arrangement between the University of Southern Queensland and (name of the international partner institution)'.

A decision by one university not to award the degree does not preclude the other university from awarding the degree as per the Cotutelle Agreement.

4.19 Student grievance

A Student who is dissatisfied with a Decision that is made by the University in relation to their HDR candidature may request a review of this Decision in accordance with Stage 2 of the Student Grievance Resolution Procedure.

The Student is expected to comply with the policies and procedures of each institution for the period of time in which they are enrolled at each institution. Where there is a conflict between the policies of the Home Institution and the policies of the host institution, the policies of the Home Institution will prevail.

5 References

Nil.

6 Schedules

This procedure must be read in conjunction with its subordinate schedules as provided in the table below.

7 Procedure Information

Accountable Officer	Deputy Vice-Chancellor (Research and Innovation)
Responsible Officer	Dean (Graduate Research School)
Policy Type	University Procedure
Policy Suite	Educational Partnerships Policy
Subordinate Schedules
Approved Date	13/3/2023
Effective Date	13/3/2023
Review Date	13/3/2026
Relevant Legislation	Australian Code for the Responsible Conduct of Research, 2018 Australia's Foreign Relations (State and Territory Arrangements) Act 2020 Autonomous Sanctions Regulations 2011 Crime and Corruption Act 2001 Defence Trade Controls Act 2012 Education Services for Overseas Students Act 2000 Education Services for Overseas Students Regulations 2001 Higher Education Support Act 2003 Migration Act 1958 National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code 2018)
Related Policies	Academic Programs and Courses Quality Policy Admissions Policy Assessment Policy Award Eligibility and Graduation Policy Contract Management Policy (under development) Educational Partnerships Policy Enrolment Policy Harassment and Discrimination Complaint Resolution for Students Policy and Procedure Insurance Policy Intellectual Property Policy and Procedure Records and Information Management Policy Research Code of Conduct Policy Student Academic Integrity Policy Student General Conduct Policy Student Grievance Resolution Policy Travel Policy
Related Procedures	Admissions Procedure Assessment Procedure Enrolment Procedure Higher Degree by Research Assessment Procedure (under development) Higher Degree by Research Student Admissions and Enrolments Procedure Higher Degree by Research Supervision Procedure Higher Degree by Research Thesis Examination Procedure Insurance Procedure Research Code of Conduct: Management of Potential Breaches Procedure Student Academic Misconduct Procedure Student Appeals Procedure Student General Misconduct Procedure Student Grievance Resolution Procedure Travel Procedure
Related forms, publications and websites	Cotutelle NOI Form USQ Handbook Submission to International Office
Definitions	Terms defined in the Definitions Dictionary
	Admission The process of submission and assessment of applications for entry to study at the University....moreThe process of submission and assessment of applications for entry to study at the University. Award The qualification conferred upon a Student following the successful completion of an Academic Program. The categories of Award are listed in the Program Nomenclature Schedule....moreThe qualification conferred upon a Student following the successful completion of an Academic Program. The categories of Award are listed in the Program Nomenclature Schedule. Cotutelle A doctoral degree program undertaken jointly at UniSQ and an international higher education institution, where a single thesis is submitted for independent examination by both universities. Student receives two testamurs (degree certificates) confirming that the degree is awarded under a cotutelle agreement....moreA doctoral degree program undertaken jointly at UniSQ and an international higher education institution, where a single thesis is submitted for independent examination by both universities. Student receives two testamurs (degree certificates) confirming that the degree is awarded under a cotutelle agreement. Domestic Student A Student who is an Australian citizen, a New Zealand citizen, an Australian Permanent Resident or the holder of an Australian permanent humanitarian visa....moreA Student who is an Australian citizen, a New Zealand citizen, an Australian Permanent Resident or the holder of an Australian permanent humanitarian visa. Enrolment The process of admitting Students to one or more Courses for the current Academic Year....moreThe process of admitting Students to one or more Courses for the current Academic Year. Examiner A University staff member, normally an academic staff member, continuing or fixed term, appointed to be responsible for the conduct and Assessment of a Course in accordance with the prescribed Course Specification....moreA University staff member, normally an academic staff member, continuing or fixed term, appointed to be responsible for the conduct and Assessment of a Course in accordance with the prescribed Course Specification. International Student A Student who is not an Australian citizen, a New Zealand citizen, an Australian Permanent Resident or the holder of an Australian permanent humanitarian visa....moreA Student who is not an Australian citizen, a New Zealand citizen, an Australian Permanent Resident or the holder of an Australian permanent humanitarian visa. Semester A period of time during which instruction is provided, learning is undertaken and Assessment is carried out. There are three Semester periods during an Academic Year, known consecutively as Semester 1, Semester 2 and Semester 3....moreA period of time during which instruction is provided, learning is undertaken and Assessment is carried out. There are three Semester periods during an Academic Year, known consecutively as Semester 1, Semester 2 and Semester 3. Student A person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled....moreA person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled. Testamur A certificate issued by the Council of the University to signify that a Student has satisfied the requirements of a specific program and has graduated....moreA certificate issued by the Council of the University to signify that a Student has satisfied the requirements of a specific program and has graduated. Thesis Also known as a Standard Thesis, is the material outcomes of a program of research. It is also referred to as a 'dissertation'....moreAlso known as a Standard Thesis, is the material outcomes of a program of research. It is also referred to as a 'dissertation'. University The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland.
	Definitions that relate to this procedure only
	Home Institution The institution at which the Student first enrols in their degree program. Host Institution The institution to which the Student will travel for part of their program. Partner Institution The international institution with which the University enters into an agreement.
Keywords
Record No	21/705PL