Adopted by the Senate of the University of Ottawa, December 1 st, 2008

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1 COTUTELLE DOCTORAL PROGRAM 1 POLICY Page -1- Adopted by the Senate of the University of Ottawa, December 1 st, 2008 Context Traditional student mobility, which enables our students to do part of their studies outside of Ontario under reciprocal agreements without affecting the degree we award them, remains an important part of our internationalization strategy. However, over the last several years, new types of student mobility have emerged from a concept known as the new scholastic flexibility and whose main characteristic is providing students with new academic credentials like the issuing of double degrees, joint degrees and co-degrees. The cotutelle de doctorat (co-supervised or bi-nationally supervised doctoral thesis) falls under this new student mobility trend, which impacts the wording of the degree students receive upon graduating. Cotutelle agreements have taken root in Europe over the last few years and have been increasingly popular in the Francophone world. Indeed, as early as 1996, the Conférence des présidents d université (CPU), the Conférence des Directeurs d Écoles et de Formation d Ingénieurs (CDEFI) and the Conférence des recteurs et des principaux des universités du Québec (CRÉPUQ) signed a framework agreement on doctoral thesis cotutelles for higher education institutions in France and in Quebec. Today, this agreement has a real impact on graduate studies and is very popular with students. For instance, in , 298 students in Quebec universities were awarded cotutelle doctoral degrees; Laval University granted 98 cotutelle doctorates out of a grand total of 250. And at the Université de Montréal, nearly 10% of doctoral students are in a cotutelle program. Proposal Given a) the general context in which new student mobility guidelines and the new scholastic flexibility concept are evolving, b) the popularity of cotutelle programs in Québec and in other Francophone communities, c) Vision 2010 s strategic objectives and d) the rising demand for cotutelle arrangements from both our own students and those of partner institutions, we propose that a cotutelle doctoral thesis program be implemented at the University of Ottawa. The objectives of the program are to: 1. Consolidate and improve the training of our doctoral students 2. Foster doctoral student mobility 3. Ease the establishment of interdisciplinary plans in doctorates 1 Also called collaborative doctoral degree or program (University of Technology Sydney)

2 Page Generate scientific exchanges between the University of Ottawa and partner institutions with which we sign cotutelle agreements The main components of this cotutelle program are presented below. Academic path under a cotutelle doctoral program Students in a cotutelle doctoral thesis program register full time at two institutions, that is, the University of Ottawa and another university. Students must name one as the home institution and the other as the partner institution. The doctoral studies in question meet the combined requirements of both programs (with the understanding that one activity can serve to meet the requirements of both institutions simultaneously) and are subject to the regulations of both institutions. Cotutelle doctoral students also carry out their research under a thesis supervisor from each participating institution (joint supervision). The thesis is defended at the home institution only, but students receive two degrees, each mentioning the cotutelle at the participating institution. Beforehand, in consultation with the two supervisors, doctoral students schedule when study periods take place in each participating institution and where typical academic activities are held (courses, comprehensive examination, internships, defense, etc.). A text explaining the student s research project, prepared and signed by both supervisors, must also be filed with the authorities administering the agreement at both institutions. In all cases, the residency period at the University of Ottawa must be at least three fulltime sessions. For students whose home institution is the University of Ottawa, the residency is six full-time sessions. The normal duration of the doctoral program remains four years. Throughout the entire doctorate, students must simultaneously register for uninterrupted, full-time studies in the programs of both participating institutions. When in Ottawa, students are responsible for registering both here and at the partner institution. When at the partner institution, they must also ensure to register for every session at the University of Ottawa. Typical academic path of cotutelle students Year 1 Year 2 Year 3 Year 4 Start of doctoral program Courses Courses Research: return to home university or continue with partner university Define and prepare cotutelle project Take comprehensive examination or present thesis proposal Conduct thesis work studies at partner university Present oral defense of thesis at home university Sign cotutelle agreement Complete studies at home university residency Courses Complete studies at home university residency

3 Glossary Page -3- Home institution (home university): Main institution where student is registered. Oral defense is conducted here. Partner institution (partner university): Institution partnering with the home institution. Place where one of the thesis supervisors works. Participating institution (participating university): Institution taking part in the cotutelle program, whether as a home or partner institution. Cotutelle fees: Administrative fees that cotutelle students must pay during their stay at the partner institution. Eligibility Anyone registered in a doctoral program at the University of Ottawa and benefitting from an admission or merit scholarship is eligible for the cotutelle doctoral program. For international students, an equivalent standing or record is needed. Requests for exceptions must be submitted to the dean of Graduate Studies. Tuition Doctoral students pay the registration and tuition fees of the institution where they are studying (exceptionally, certain reciprocity agreements between the University of Ottawa, governments or universities may alter the nature of the tuition). When students spend time in the partner institution, they pay the University of Ottawa cotutelle fees required by the Faculty of Graduate and Postdoctoral Studies (FGPS) to administer their file (over time, certain framework agreements between the University of Ottawa and universities or governments could modify tuition payment conditions). Academic regulations and research ethics All cotutelle students must, for the entire duration of the agreement, comply with the regulations of both universities where they are registered, including those governing research ethics. If the participating institutions regulations contradict each other, the home university s regulation prevails. If conflicts arise during the project, the deans of the faculties of graduate studies (or their counterparts) must work out a solution together. Thesis evaluation Students write a single thesis leading to a single oral thesis defense at the home university, i.e. the University of Ottawa or the partner institution. The board of examiners is appointed equally by the participating institutions. It must include an external examiner independent of both institutions and at least two professors from each institution. All board members must submit a written evaluation before the oral

4 Page -4- defense. The oral defense takes place in the candidate s home institution, and the academic regulations and procedures of this institution govern the oral defense exercise (including the evaluation process and the granting of special standing). Wording of degrees Successful doctoral candidates receive two degrees, each mentioning the cotutelle, the partner institutions and the programs themselves. Financial components and funding arrangements We propose that the University of Ottawa recognize the following funding arrangements: Students for whom the University of Ottawa is the home institution These students qualify for all admission and merit scholarships aimed at Canadian or international students, provided they meet the requirements in question. During the first three sessions that students spend at the partner institution, the admission and excellence scholarships are converted into a cotutelle scholarship (see document in appendix). Students for whom the University of Ottawa is not the home institution During their stay in Ottawa, if these students are Canadian, they qualify for all admission and merit scholarships aimed at Canadian students, provided they meet the requirements in question. International students qualify for all admission and merit scholarships aimed at international students, provided they meet the requirements in question. Of course, the program director and thesis supervisor may, if they wish, designate cotutelle students for teaching or research assistantships. For the administration of the oral thesis defense Additional costs come with the expenses linked to the oral thesis defense. These costs are shared between the participating institutions as follows: The partner institution covers the travel expenses of its own board members. The home institution covers lodging expenses (maximum of three nights) of the two board members from the partner university. The home institution (where the oral defense takes place) covers the external examiner s lodging and travel expenses (maximum of three nights). These expenses are covered by the FPGS s budget to support thesis funding.

5 Page -5- Action required entering a cotutelle doctoral program The actions described below must be completed in the first year of the doctoral program. For students already registered at the University of Ottawa The student registers in a doctoral program at the University of Ottawa. Following an agreement between the student and his or her thesis supervisor, the cotutelle project is developed (choice of topic and of the other supervisor). The student prepares a draft of the cotutelle agreement that includes: 1. the cotutelle agreement form, completed by the student in consultation with the thesis supervisors; 2. a note from both supervisors, indicating their agreement to supervise the cotutelle doctoral thesis; 3. a text written and signed by both supervisors and detailing the student s research project; 4. the anticipated academic path, including the time spent at the participating institutions and in what order; and 5. details on the funding granted to the student. The thesis supervisor forwards the file to the doctoral program director for approval. A letter certifying the agreement in principle, sent by the dean of the faculty hosting the program, is then added to the file. All these documents are submitted to the FGPS for final approval. If the cotutelle agreement requires an inter-institutional framework agreement, the matter goes to the Canadian Bureau for International Education, which is responsible for successfully negotiating the agreement with the partner university. Following these discussions, in which the FGPS and the participants take part, the projects or the cotutelle agreement itself may change somewhat. A revised version is then submitted to the FGPS for final approval. The official signing of the cotutelle agreement (in five originals) is performed by the dean of the FGPS and his or her counterpart in the partner institution. Included are the signatures of the student, of both thesis supervisors and of program authorities from both institutions.

6 For students already registered in a program at another university Page -6- The student registers in a doctoral program at his or her home institution. Following an agreement between the student and the two thesis co-supervisors, the cotutelle project is developed (choice of topic and identification of the other supervisor). The student prepares a draft of the cotutelle agreement that includes: 1. the cotutelle agreement form, completed by the student in consultation with the thesis supervisors; 2. a note from both supervisors indicating their agreement to supervise the cotutelle doctoral thesis; 3. a text written and signed by both supervisors and detailing the student s research project; 4. the anticipated academic path, including the time spent at the participating institutions and in what order; and 5. details on the funding granted to the student. The thesis supervisor at the University of Ottawa forwards the file to the doctoral program director for project approval. The program director approves the cotutelle project in consultation with the FGPS, which then grants an agreement-in-principle. Then, the student is asked to submit his or her file through the Ontario University Admission Centre (OUAC) for official admission to the chosen doctoral program. Once the student is admitted, his or her file, which includes the cotutelle agreement and a letter of support from the dean of the faculty hosting the program, goes to the FGPS for final approval. If the cotutelle agreement requires an inter-institutional framework agreement, the matter goes to the Canadian Bureau for International Education, which is responsible for successfully negotiating the agreement with the partner university. Following these discussions, in which the FGPS and the participants take part, the projects or the cotutelle agreement itself may change somewhat. A revised version is then submitted to the FGPS for final approval. The official signing of the cotutelle agreement (in five originals) is performed by the dean of the FGPS and his or her counterpart in the partner institution. Included are the signatures of the student, of both thesis supervisors and of program authorities from both institutions. Cotutelle vs. joint supervision A cotutelle is more than a joint supervision. For a cotutelle project to be acceptable, the student must carry out at least one significant academic activity (course, comprehensive

7 Page -7- examination, research seminar, etc.) other than the thesis in each of the participating universities. A doctoral project that only involves thesis supervision would be best served by a joint supervision.

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