2016 Application Procedure for Doctoral Degree (For Doctoral Course students)

2016 Application Procedure for Doctoral Degree (For Doctoral Course students)

Deadline for submission of application documents (for students, who wish to graduate in March, 2017) 1. Provisional Application (KARI-SHINSEI): October 20, 2016

2. Application for PhD Thesis Presentation : two weeks before the presentation date (last presentation day : February 14, 2017)

3. Official Application for Degree Conferment (HON-SHINSA): February 15, 2017

1. You can submit Provisional Application after April, 2016. Since the dissertation defense consists of Prelimi-nary Review (YOBI-SHINSA) and PhD Thesis Presentation, we recommend you to submit as early as possi-ble. At the time of provisional application, students’ thesis does not have to be published or accepted for pub-lication.

2. Please submit Application for PhD Thesis Presentation to Student Services Office (KYOMU- KAKARI) two weeks before the presentation. Students’ thesis must be published or accepted for publication at the time of application. (If accepted but not published, please submit acceptance letter such as email from the editors.) Presentations are scheduled in order of reservation; however, in some cases, applicants cannot reserve their desired date, particularly in January and February. We recommend you to present as soon as your thesis is accepted.

PhD Thesis Presentation Schedule

Month Presentation Date 9:00 am～17:00 pm. April 2016 13 (Wed), 28 (Thu)

May 11 (Wed), 26 (Thu)

June 8 (Wed), 23 (Thu)

July 13 (Wed), 28 (Thu)

August 03 (Wed), 16(Tue), 25(Thu) September 07 (Wed), 21 (Wed)

October 12 (Wed), 27 (Thu)

November 9 (Wed), 24 (Thu)

December 01 (Thu), 02 (Fri), 7(Wed), 9(Fri), 15 (Thu), 16 (Fri)

January 2017 06 (Fri), 10 (Tue), 11 (Wed), 18 (Wed), 24(Tue), 25(Wed), 26(Thu) February 2017 Undetermined (This will be determined at the end of October 2016)

3. Please submit documents for the Final Review (HON-SHINSA) after the presentation. The deadline for March graduation is February 15, 2017.

If applicants extended their enrollment or withdrew with completing all credits and wish to receive their degrees mid-year, please submit the documents two weeks before the faculty meeting (second Thursday of every month.)

Contact: Student Services Office (KYOMU- KAKARI):

Tel: 06-6879-3017 E-mail: i-kyomu-kyomu@office.osaka-u.ac.jp

Process for Application for a Doctoral Degree

■Provisional Application (KARI-SHINSEI) --- deadline is the 20th _{of every month.}

Submit the following to KYOMU- KAKARI -Provisional Application for PhD

-Nomination for Primary and Sub Examiners (Preliminary Review-ers)

- Thesis Outline

■PhD Qualifications Committee

■Preliminary Review (YOBI-SHINSA)

Review schedule is arranged between the applicant and the Preliminary Reviewers.

■PhD Thesis Presentation

(The last day for March graduation is around February 14)

■Official Review

After presentation, submit the following to KYOMU- KAKARI ---- March graduation : by February 15,2017.

▼Documentation of review results

Consent form ,Result Report, Result Summary, Final Exam Result Summary, Plagiarism checking report from Dissertation Committee, Career After Graduation Sheet

Approval by the Faculty Meeting

Degree Conferment

Designation of the Primary and Sub Examiners (Pre-liminary Reviewers)

*It is possible to be chosen without being the nominated examiners.

Primary Examiners or applicants arrange the schedule and reserve the date with KYOMU- KAKARI.

After the schedule is fixed, submit the following to KYOMU- KAKARI

---> 2 weeks before presentation

-Presentation Application, Preliminary Review Result sheet, Thesis, Research Performance List, Synopsis of The-sis, Presentation Attendance sheet and Summary, Seminar Attendance sheet and Summary, Diploma name sheet, Plagiarism checking report from Primary Examiner. ▼Application for Degree Conferment

Application, List of Theses, Applicant History, Check sheet, OUKA Registration Confirmation, Application for Degree Conferment.

If the applicant does not pass the prelim-inary review, it is repeated until they

It is necessary to re-apply for provisional application in the event of the following: 1. There are major thesis changes 2. Sub Examiner becomes one of the

co-authors

The deadline is October 20

for March graduation

Designation is notified by the 10th of that month to applicants, Primary Examiner and Sub Examiner. Sub Examiners become Preliminary Reviewers.

You may apply for the presentation after your thesis is accepted for publication. ※Plagiarism checking by Primary Examiner must be completed.

Documents Required at Each Stage and Notes

[Deadline: October 20 for March graduation]

The PhD Qualifications Committee will consider applications submitted by the 20th _{of each month and}

designate Primary/Sub Examiners in the following month. A notice regarding Primary/Sub Examiners will be sent to the applicants, Primary and Sub Examiners around the 10th _{of the following month. In}

some cases, the Sub Examiner is a professor other than the nominated by a supervisor.

Format No. _{Required Documents} Number

K01 Provisional Application for PhD 1

K02 Nomination for Primary and Sub Examiners (Preliminary Reviewers)

1 Submit as an Excel File by USB memory or other media.

K03 Thesis Outline 1

*If the thesis has multiple authors, please see the next page!

!! If the following apply, applicants need to re-apply for provisional application!!

▼If there is a major change in the thesis after primary and sub examiners are designated ▼If one of the Sub examiners becomes a co-author

Co-anthers of the primary thesis should not be Sub examiners. In the case in which one of the Sub exam-iners becomes a co-author, if possible, please resubmit the provisional application to change the Sub Ex-aminers. If there is no change to the Sub examiner, please submit “Statement of Reason for designating a joint author as a Sub examiner”.

▼ Other

If a Primary or Sub examiner resigns or retires, a new professor is hired or other cases

Format No. Required Documents Number

K04 Provisional Application for PhD (2nd_{) 1}

K05 Nomination for Primary and Sub Examiners (Preliminary Reviewers)

1 Submit as an Excel File by USB memory or other media.

K06 Thesis Outline (2nd_{) 1}

Format No. Required Documents Number

K07 Statement of Reason for designating a joint author as a Sub examiner 1

(Reference) April 8, 2010 Faculty Meeting (Doctoral Course Committee) Designating Primary/Sub Examiners in case of emergency

In case of emergency, the Backup Sub Examiner or an associate professor of the Sub examiners/Backup Sub examiner’s laboratory may substitute the examiner to evaluate the presentation.

In any case, Sub examiners of the Official Review at the Faculty Meeting must be two professors designated by the PhD Qualifications Committee.

In case of an emergency, the substitute Primary examiner will be the Primary examiner’s associate professor. “Format No.” correspond to the prefix of the file names.

===Notes about theses (dissertations) with multiple first authors===

The following documents are necessary if the primary thesis has multiple first authors. If this ap-plies, please submit the following documents when applying for PhD thesis presentation.

※If the thesis has three or more first authors , applicants must consult with the Educational Affairs Committee beforehand to apply for doctoral degree. Please contact KYOMU- KAKARI before Provi-sional Application. (In some cases, due to the contact period, you may not be able to graduate on March. Please confirm the schedule with KYOMU- KAKARI in advance).

If the thesis has multiple first authors:

Format No. _{Required Documents} Number

K11 Statement of Reason for Multiple First Authors 1

K12 Pledge 1

(Reference)

Conditional Agreement to Allow Theses (Dissertations) with Multiple First Authors 1. The thesis is published (or scheduled to be published) in a peer-reviewed journal.

2. It is clearly referred in the thesis that each author makes an equal contribution.

3. Two authors contributed equally and both are acknowledged as the first authors. However, if there are three or more first authors, the Educational Affairs Committee must consider each case on its own merits.

4. There is a documented reason (necessity) for multiple first authors (His/her recommending professor submits the documented reason).

5. The other equally contributing author agrees that the thesis may be used for Application for Doctoral Degree. (Submit a Pledge from the equally contributing author.)

6. This thesis will be used only for this Application for Doctoral Degree and not as the primary thesis for another degree application.

(Additional Notes)

※ The secondary thesis submitted with The aforementioned primary including the related theses must be care-fully reviewed for Application for Doctoral Degree.

※ The recommending professor must be his/her supervisor or the professor who guided students’ research. October 23, 2003, Graduate School Committee

■Preliminary Review (YOBI-SHINSA)

Format No. Required Documents Number

L01 Preliminary Review Result Sheet 1 Bring this when you have Preliminary Review

[Note] Each applicant that passes the Preliminary Review will receive the preliminary reviewers’ stamps/signatures on their Preliminary Review Result Sheet. The Preliminary Review Result Sheet with two preliminary reviewers’ stamps is supposed to be submitted with their PhD Thesis Presen-tation Application; therefore, please be careful not to lose this document.

***Preliminary Review can be held before your thesis is accepted

Applicants have to arrange the date with the two Preliminary reviewers.

The Preliminary Review must be hold with two Preliminary Reviewers, at a time, however, to hold the review with one by one is acceptable if both reviewers’ schedules cannot be arranged. Please consult the Primary Examiner (Supervisor) if it’s difficult to arrange both reviewers’ schedules.

In this case, the Preliminary Review must be open to the public.

Preliminary Review Policy

Our doctoral course started Preliminary Review system in 2011 academic year in order to have deep discussion regarding applicants’ paper before PhD Thesis presentation.

We expect this review will promote applicants’ understanding of their thesis and improve their

presentation skills, and, moreover, Preliminary Review is considered an important part of the impartial process for doctoral degree as applicants are required to pass the review to apply for PhD Thesis presentation.

-The Preliminary Review should be hold with two Preliminary Reviewers at a time, however, to hold the review with one by one is acceptable if both reviewers’ schedules cannot be arranged. In this case, the Preliminary Review must be open to the public.

-In case in which both or either of the reviewers reject the review applicants must undergo the re-review with two Preliminary reviewers at a time.

-The review can be closed if it is necessary to protect intellectual property

(March 6, 2012 Doctoral Course Committee)

■Preliminary Review with one by one

Format No. Required Documents Number

▼Guide for Preliminary Review with one by one

1. Arrange time, date and place for the review with both reviewers.

2. When you decide time, date and place, please submit ”L02 Notification sheet” to KYOMU- KAKARI. 3. KYOMU- KAKARI will post the notification sheet on the bulletin board at Medical school building L floor

Medial School Building L floor

↑ ICHO KAIKAN Elevator Elevator Elevator ←Center for Medical

Research and Education ←Basic Research Bldg

Biomedical Education Research Bldg→ Clinical Research Bldg→ Guard Station MAIL BOX Vending Machine MAIL BOX MAIL BOX Lecture Building ↓ _MAIL BOX Here is Bulletin board

■PhD Thesis Presentation

[Submission deadline: two weeks before presentation day]

Ⅰ．Applications for PhD Thesis Presentation

Format No. _{Required Documents} Number

P01_1 PhD Thesis Presentation Application 1 Use either of these. “P01_2” is for the thesis with multiple volumes.

P01_2 PhD Thesis Presentation Application (Multiple Vol.)

L01 Preliminary Review Result Sheet 1 Make 1 A4 sized sheet.

P02 Synopsis of Thesis 1

P05 Diploma name sheet 1

P06 Presentation Attendance sheet and summary 8

P07 Seminar Attendance sheet and summary 12

P08 Absentee Notice for Presentation/Seminars

(Due to study abroad) 1

Must be approved by the Faculty Meeting

P09 Plagiarism checking report from Primary Examiner. 2 Plagiarism checking by Primary Ex-aminer must be completed.

P02 Synopsis of Thesis Make three sets of the materials in the order on the left, bound by a binding clip

3 Photocopy

P04 Research Achievement List 3

－ Thesis 3 Please ensure to bind the thesis. If

stapled, please use binding tape. [Note] In the case in which the primary thesis are not published, please attach a document verifying that

publication is scheduled.

① There is no specific format. The name of the journal, vol. No. , issue date, and editor’s seal are required. An e-mail from the editor is acceptable.

② If it is in English, the letter must state “has been accepted for publication.”

Ⅱ．Applications for Doctoral Degree

Format No. _{Required Documents} Number

H01 Application for PhD 1

H03 List of Theses 2 Use H03_2 or H03_2

P02 Synopsis of Thesis 2

P03 Applicant History 2

H04 Check Sheet 1

H10 OUKA Registration Confirmation 1

H14 Application for Degree Conferment 1

*The page size should be A4.

Please submit the under contents by USB memory or other media.

Format No. _{Required Documents} Number File Format

P02 Synopsis of Thesis 1 Word File. _{File name must be “ your name_ Synopsis”} P03 Applicant History 1 Word File. _{File name must be “ your name_History”} H10 OUKA Registration Confirmation 1 Word File. _{File name must be “ your name_OUKA”} H14 Application for Degree Conferment 1 Excel File.

File name must be “ your name_ADC”

※Please ensure that the thesis title matches on all documents. [ IMPORTANT! Letters (capital or small) must be identical.] ▼Note for PhD Thesis Presentation

1. When applicants receive a notification of Primary/Sub examiners (「学位論文審査の審査員の決定 について（通知）」), please promptly schedule Preliminary Review and PhD Thesis Presentation. 2. Reserve the date with KYOMU- KAKARI when the schedule is fixed. Please note that January and

February are considerably occupied months.

3. Presentation should be 13 minutes long excluding the time needed for a question and answer session (7 minutes). Please manage the time with a stopwatch in the presentation hall.

4. The PC projector is provided in the presentation hall.

5. PhD Thesis Presentation will be judged as pass or fail by Sub examiners. Applicants that do not pass will have to have presentation again.

6. Please operate the On/Off light switch of the hall yourself or ask someone else to do it.

7. The presentation order and time will be announced to laboratories by one week before the presenta-tion day by e-mail. Please check the email.

＊ PC compatible with the LCD projector

Computers with an HD (3 Way) 15-pin output (external display terminal; no sound output). KYOMU- KAKARI will prepare the projector cable.

＊ PC Test

Applicants may test their PCs from 4:15-5:00 pm the day before their presentation days.

▼Requirements for PhD Thesis Presentation and Seminar participation

As of 2002, participation in PhD Thesis Presentations and seminars is required to apply for PhD Thesis Presentation. The purpose of this is to create opportunities for graduate students to acquire broader

knowledge about research fields other than their own. Moreover, it provides the opportunity for students to deepen their understanding of the research conducted at their school and learn the skills for presenting re-search and handling questions.

As a proof of participation, students are required to fill the PhD Thesis presentation or Seminar attend-ance sheet for each session. When applying to PhD Thesis presentation, students must submit the required number of attendance sheets to KYOMU- KAKARI. (Without enough attendance sheets, they would not be able to apply to PhD Thesis Presentation.)

Students may attend any PhD Thesis Presentation from any field/division although the summary must be self-written, preferably typed. Copying the summary from the presenter or importing it from the computer is prohibited.

○Definition of PhD Thesis Presentation: They are held within the School of Medicine (excluding Divi-sion of Health Sciences) for Application for Doctoral Degree.

○Definition of Seminar: They are organized by laboratories or research institutions and open to public. Students must get the organizers and the supervisor’s signatures on Seminar attendance sheets. The semi-nars do not necessarily have to be held at Osaka University.

pe-riod. Please consult KYOMU- KAKARI beforehand and submit “Absentee Notice for Presenta-tion/Seminars”.

This is not applicable if applicants are deployed to a hospital or research institution in Japan.

▼Notes on Presentation Attendance sheet and Summary

1. Please create one sheet for each PhD presentation (each presenter).

2. Please have the moderator stamp/signature on the attendance sheet on the day of the presentation. 3. Please get the supervisor’s stamp/signature after writing the presentation summary.

4. The presentation summary may be typed or handwritten.

5. Students must submit eight or more of these sheets when students apply for PhD Presentation; there-fore, saving them is advisable.

▼Notes for Seminar Attendance sheet and Summary

1. Please create one sheet for each seminar.

2. Please have the organizer of the seminar stamp/signature on the attendance sheet on the day of the sem-inar.

3. Please get the supervisor’s stamp/signature after writing the seminar summary.

4. Students must submit 12 or more of these sheets when students apply for PhD Presentation; therefore, saving them is advisable.

The PhD Presentation, the Seminar attendance sheet and Summary are available on our website

■Final Review (HON-SHINSA)

After PhD Presentation, please submit “ Documentation of Review Results” to KYOMU- KAKARI. The deadline of each month for submission is two weeks before the Final Review (the Faculty Meeting). The Faculty Meeting is held on the second Thursday of each month (excluding February and March).

I．Applications for Doctoral Degree [Deadline for March graduation: February 15, 2017]

Format No. _{Required Documents} Number

H02 Consent form 1 If there are co-authors (if thesis in English),

submis-sion is required.

H05 Result Report 1 Fill in your thesis title and obtain Examiners’ signa-tures

H07 Result Summary 2 Ask Primary Examiner to fill out the form

1 original, 1 copy

H08 Final Exam Result Summary 2 Obtain Examiners’ signatures 1 original, 1 copy

H13 Plagiarism checking report from Dissertation Committee

1

Obtain Examiners’ signatures HXX Career After Graduation Sheet 1 Excel File.

File name must be “【your Student Number】Career” *The page size should be A4.

▼Notes for Final Review Document Submission

1. Consent form for the thesis

(1) If a co-author is Japanese, use the appropriate form (consent form).

(2) If the co-author is a foreign citizen, get a letter from them in place of a consent form. This letter must include as following.

①Thesis title, name of the journal, volume, page

②Mr. X has no objection to applicant’s usage of this thesis as his (her) PhD thesis ③Address (Mr. X or Department Head)

④The name of the institution that the person belongs to, identification, name, and signature

2. OUKA Registration Confirmation (This document has been needed since April 11 2013)

- Doctoral theses must be released through institutional repositories since April 2013. However, syn-opses can be acceptable instead of full texts if there are copyright issues.

- Graduate School of Medicine has decided to release synopses of doctoral theses with Osaka univer-sity repository (OUKA) because one of the requirements of Doctoral degree in Graduate School of Medicine is to be published or accepted by academic journals.

Other Notes

1. Students being conferred PhD from April to September will receive their diploma on the day of the conferment ceremony on September. Students being conferred PhD from October to March will re-ceive the same on March. A certificate of completion will be issued after the day of completion.

2. At the graduation ceremony the representative of Graduate School of Medicine receives their di-ploma. Others can collect their diploma from KYOMU- KAKARI the day of the graduation cere-mony. Further information regarding receipt of your diploma will be announced on Septem-ber/March. If you cannot collect your diploma at the day please collect it as soon as possible. (You may ask someone to collect it.)

3. In the case in which students withdraw after earning all credits without earning a degree in March 2016, they may still receive their doctoral degree if they finish submitting the appropriate documents for Final Review, and pass their Final Review between April 2016 and March 2019.

In the case in which students do not pass the Final Review by March 2017, they will be unable to receive their doctoral degree. If they wish to pursue PhD they can apply for RONPAKU (dissertation PhD) .

4. For students that extended their enrollment if they finish PhD Thesis Presentation in April or October, it may be possible to reduce tuition for that period. Please contact KYOMU- KAKARI.