Doctoral and MPhil Handbook

Policy changes

Cotutelle and Joint/Double Badged Doctoral Programs (Appendix G)

The Guidelines for negotiations with prospective partner institutions for cotutelle and joint/double badged doctoral programs has been added as an appendix.

1. Guidelines for Negotiations with Prospective Partner Institutions

1.1 Preamble

While in many documents these terms are used interchangeably, theResearch Graduate School draws a clear distinction between Cotutelle on the one hand and joint or double badged programs on the other.

A cotutelle program is a unique program defined under French law. A joint or double badged program is a generic term, the details of which may vary according to the particular arrangements negotiated by Monash and the other institution. A cotutelle is thus a sub-set of joint or double badged programs.

1.2 Objectives of the cotutelle and joint/double badged program

Both types of programs have the following objectives:

• an opportunity to facilitate international research for doctoral candidates, including access to the latest research equipment in two countries/institutions; 
• a mechanism to enhance co-operation and collaboration between the researchers and institutions involved; 
•  an opportunity to recruit international students of highest calibre to research training programs.

1.3 Cotutelle doctoral programs

1.3.1 Existing Research Collaborations

There normally needs to be evidence of established and substantial research collaboration between the two universities/academic units of the partner institution.

1.3.2 Fee liability

The candidate will pay the tuition fee of the ‘home'[1] institution only. Under an agreement with the Australian Government[2], a fee waiver may operate for periods of study and research undertaken by candidates from the partner institution at Monash.

1.3.3 Living and other costs

Other incidental fees and charges, health cover, travel and associated costs, accommodation and personal expenses are the responsibility of the candidate.

Monash will need to be assured that students in the program are able to meet these costs. Accordingly, for example, it is assumed that Monash students hold a stipend scholarship, and in the case of international students from Monash, a stipend/fees scholarship package. Students from the partner institution shall also be eligible for Monash stipend and tuition scholarships. However, again it will be assumed that they will be supported by scholarships/awards from their home institution.

1.3.4 Time spent at each institution

A minimum of 30% or 12 months full-time of the candidature, which ever is the greater, is to be spent at Monash and at the partner institution. An indicative timetable for candidature at both institutions must be submitted with the applications for candidature at Monash and the partner institution.

1.3.5 Supervision

A joint supervision arrangement shall operate whereby joint supervisors are appointed from Monash and the partner institutions. Additional associated supervisors from either institution may be appointed, as appropriate. The proposed partner institution must have a Code of Supervision Practice comparable to the Monash code, or agree to the Monash Code of Supervision Practice applying to Cotutelle candidates.

1.3.6 Language of instruction

Instruction shall normally be in the language of instruction for each institution. The candidate must therefore be able to meet both Monash's English proficiency requirements and the language proficiency requirement of the host French institution.

1.3.7 Language of examination

See Thesis examination below.

1.3.8 General conditions of candidature

Those of the candidate's home institution shall normally apply. However, the conditions of and regulations pertaining to candidature at the partner institution must be compatible (or in the absence of guidelines at the partner institution, Monash guidelines/regulations shall apply). In the case of a significant variation, this should be foreshadowed and resolved in the initial agreement documents.

Candidature related matters would include, but are not necessarily limited to: 

• Eligibility for admission - note that Monash requires its entry requirements to be met by all students whether from Monash or the partner institution. 
• Research proposal 
• Probationary candidature 
• Ongoing assessment of progress 
•  Intellectual property/copyright 
• Ethics approval 
• OHS&E protocols 
• Variations to candidature (eg intermission, off-campus study, withdrawal, change of supervisor) 
• Grievance and appeal procedures 
• Termination and discipline/research misconduct procedures.

1.3.9 Thesis examination

As a minimum requirement Monash requires the appointment of two external and independent examiners who shall submit a written assessment of the thesis.

The thesis shall normally be written in the language of instruction of the candidate's home institution. The 500 words abstract which is a mandatory component of a Monash doctoral thesis, should be written in the language of instruction of each institution.

A more substantial summary of, for example, 5000 words or more may also be required for examination purposes, depending on the particular agreement. If required, this would also normally be written in both languages.

Selection of examiners must be the joint responsibility of both institutions, but should include at least two examiners external to both Monash and the partner institution.

In the event that one or more of the examiners recommend that the thesis be revised and resubmitted or failed, Monash and the partner institution must have in place a procedure for determining the outcome of the thesis examination.

An oral defence of the thesis via a viva voce will be required, in which case where a thesis is defended in the language of instruction of the home institution, a summary should be provided in the language of the other, as appropriate.

The citation required for graduation must also be written in the language of each institution.

Any additional costs incurred during the examination, other than those which currently apply (eg honoraria for two external examiners), would be borne by the participating academic units and would not be a responsibility of the Monash Research Graduate School.

1.3.10 Award of degree

Most cotutelle agreements provide for the award of two separate degrees[3] – a French doctorat and a Monash PhD. While the testamur and academic transcript must indicate that the degree was undertaken via a cotutelle arrangement, Monash University's strongly preferred position is that a single degree be awarded jointly by Monash and the partner institution.

Every effort must be made during the negotiated process to achieve this outcome. The Research Graduate School Committee reserves the right to disallow an arrangement which will result in the award of two separate degrees for the same work.

1.4 Joint or doublebadged doctoral programs

While the detailed requirement of cotutelle programs are already in place and confirmed by the relevant orders of the French Government, jointly badged programs with other prospective partner institutions and countries are not. Therefore, it is inappropriate to use the Memoranda of Agreement template (attachment 3 (i) of cotutelle documentation) in the first instance. While for cotutelle, the requirements of the program are already known, in the case of double or joint badged programs with other prospective partners, the compatibility of the two participating institutions is still to be tested. A more detailed general memorandum of agreement must therefore be negotiated and agreed to by the Research Graduate School Committee and Deputy Vice-Chancellor (Research) prior to the student specific agreement being prepared (see document 3(ii) of cotutelle documentation as a guide).

Four primary principles may be assumed for such agreements: 

• Prospective partner institutions must have research and research training standards at least equivalent to those of Monash; 
• The approval process would be from faculty, to Academic Board via RGSC; 
•  Monash's examination requirements should be the basis of any agreement, although the partner institution could require additional examination components; and 
• The resulting qualification should be a single degree, jointly awarded.

1.5 Minimum requirement for a joint or double badged doctoral program

1.5.1 Research standards

The partner institution must have comparable academic standards to Monash. A joint statement confirming such comparability should be made by senior officers at the level of dean or above, of the two institutions.

1.5.2 Existing Research Collaborations

There normally needs to be evidence of established and substantial research collaboration between the two universities/academic units of the partner institution.

1.5.3 Approval process

A faculty would submit a proposal to the Research Graduate School Committee in the first instance. Final approval of Academic Board would be required, subject to approval of the draft agreement instruments by the Solicitor's Office.

1.5.4 Fee liability

The candidate will pay the tuition fee of the ‘home' institution only. A fee waiver may operate for periods of study and research undertaken by candidates from the partner institution at Monash.

1.5.5 Living and other costs

Other incidental fees and charges, health cover, travel and associated costs, accommodation and personal expenses are the responsibility of the candidate. Monash will need to assured that students in the program are able to meet these costs. Accordingly, for example, it is assumed that Monash students hold a stipend scholarship, and in the case of international students from Monash, a stipend/fees scholarship package. Students from the partner institution shall also be eligible for Monash stipend and tuition scholarships, although it is assumed that they will be appropriately supported by scholarships by their home institution.

1.5.6 Time spent at each institution

A minimum of 30% or 12 months full-time of the candidature, which ever is the greater, is to be spent at Monash and the partner institution. An indicative timetable for candidature at both institutions must be submitted with the applications for candidature at Monash and the partner institution.

1.5.7 Supervision

A joint supervision arrangement shall operate whereby joint supervisors are appointed from Monash and the partner institutions. Additional associated supervisors from either institution may be appointed, as appropriate.  The proposed partner institution must have procedures and policies comparable to Monash in relation to the following: 

• a Code of Supervision Practice (or agree to the Monash Code of Supervision); 
• supervision load; 
• accreditation and supervisor training for principal/joint supervisors; and 
• replacement of supervisors on a temporary or permanent basis.

1.5.8 Language of instruction

Instruction shall normally be in the language of instruction for each institution. The candidate must therefore be able to meet Monash's English proficiency requirements and the language proficiency requirement of the host institution. The RGSC will need to be convinced that Monash students seeking to enrol under a joint or double badged doctoral program are sufficiently competent in the language of instruction of the host institution to pursue their research in that institution.

1.5.9 Language of examination

See Thesis examination below.

1.5.10 General conditions of candidature

Those of the candidate's home institution shall normally apply. However, the conditions of and regulations pertaining to candidature at the partner institution must be compatible with those at Monash. In the case of a significant variation, this should be foreshadowed and resolved in the initial agreement documents. In the absence of relevant guidelines or regulations at the partner institution, Monash guidelines and regulations shall apply to candidates enrolled under a joint badged arrangement.

1.5.11 Eligibility for admission

Monash requires its admission requirements to be met by all students whether from Monash or the partner institution. Admission requirements will include, but are not necessarily limited to: 

• academic qualifications at least equivalent to second class honours division A; 
• additional information of published and refereed papers (if any); 
• details of research experience since graduation, if applicable; 
• evidence of language proficiency for both institutions; 
• evidence of financial support via scholarships or other means; 
• a research proposal; 
• supervision arrangements; 
• confirmation of availability of resources and facilities sufficient to undertake the proposed project; 
• evidence that the prospective candidate can meet full-time or part-time enrolment. 
• Letters of offer of candidature must be made and exchanged by both institutions before enrolment may occur. Special conditions pertaining to the candidature must be included in the letters of offer.

1.5.12 Responsible research practice

The country in which the partner institution is located should have in place national standards compatible with the Australia-wide AVCC-NHMRC code of practice for responsible research practice (and on which Monash's own guidelines are based). Similarly, the partner institution should have its own policies in relation to appropriate research practice. These should accord with Monash protocols in relation to: 

• ethics approvals and adherence to ethical practices; 
• intellectual property ownership; 
• authorship and publication matters; 
• OHSE requirements; and 
• Research misconduct and termination procedures.

In the absence of relevant guidelines or regulations at the partner institution, Monash guidelines and regulations shall apply to candidates enrolled under a joint badged arrangement.

1.5.13 Probationary candidature

All candidates enrolled under a joint or double-badged doctoral program must undertake a period of probationary candidature. Candidature must be confirmed during the initial 9 – 15 month FTE period in accordance with Monash's procedures (or equivalent).

Ethics approval for research involving animals or humans and biosafety should also be finalised during the initial probationary period.

1.5.14 Ongoing assessment of progress

A system of assessment of candidates' progress, on at least an annual basis, must be agreed upon by the partner institutions.

1.5.15 Grievance and Appeal procedures

Both institutions must agree on processes to deal with student grievances and appeals.

1.5.16 Variations to candidature

Joint systems must be in place to consider requests to vary conditions of candidature. These include, but are not necessarily restricted to: 

•  mandatory or optional coursework;
• intermission (including sick/maternity leave);
• extension of candidature;
• off-campus study at the partner institution or other site;
• withdrawal/withdrawal in good standing;
• writing-up away status;
• variation to hours of employment;
• changes to level of enrolment (full-time and part-time);
• transfer from one academic unit to another; and
• change of supervisor (temporary or permnent).

1.5.17 Thesis examination

A detailed explanation must be provided of the proposed thesis examination procedure.

Number of thesis copies:
The number of copies required, the form of binding and the thesis format should be agreed upon by the participating institutions prior to submission.

Language of examination:

• The thesis shall normally be written in the language of instruction of the candidate's home institution. The 500 words abstract which is a mandatory component of a Monash doctoral thesis, should be written in the language of instruction of each institution.
• A more substantial summary of, for example, 5000 words or more may also be required for examination purposes, depending on the particular agreement. If required, this would also normally be written in both languages.
• The citation required for graduation must also be written in the language of each institution.

Nomination of examiners:

• The candidate is entitled to list those persons whom he/she does not wish to examine the thesis; and
• nomination of at least two independent, external and expert examiners shall be the joint responsibility of both partner institutions.

Examination of thesis:

• as a minimum, the thesis must be examined by two examiners (see above) who shall each submit a written assessment of the work;
• the name of each examiner shall not normally be revealed to each other until each has submitted the written report; and
• there should be provision for the examination of a thesis in confidence if there is the expectation that a patent-worthy discovery or invention may arise from the thesis.

Oral examination or other requirements:
Since a viva voce is an integral component of thesis examinations in some instances, especially in Europe and North America, an additional oral examination of the thesis is acceptable toMonash Universityprovided that the thesis is defended in the language of instruction of the home institution, and a summary is provided in the language of the other.

Costs of examination:
Any additional costs incurred during the examination, other than those which currently apply (eg honoraria for two external examiners), would be borne by the participating academic units and would not be a responsibility of the Monash Research Graduate School.

Determination of examination outcome:
Procedures for determining an examination result in the event that examiners do not agree, must be negotiated with the partner institution. It is assumed that an adjudication and/or resubmission process or its equivalent, shall apply. Additionally, procedures must be in place to allow the appointment of replacement examiners in the event that an assessment is not submitted within a mutually agreed time frame.

If the Monash student's thesis is favourably assessed via the examiners' written assessment, but subsequently fails the viva voce, the RGSC may make a determination on the outcome of the thesis examination. However, an award of degree in those circumstances would no longer be made under a joint or double-badged program.

Public access to the thesis following examination:
The candidate has the right to request restricted access to the thesis, normally for a period not exceeding three years after the award of degree.

Award of degree:
Only a single degree, jointly awarded, will be permitted. Two separate degrees from Monash and the partner institution will not be approved by the RGSC. The Monash testamur and academic transcripts, and of the partner institution must include a statement to the effect that the degree was awarded jointly by Monash and the partner institution.