Cotutelle Procedures

Purpose

The purpose of these Procedures is to outline the operational details in relation to the Cotutelle Policy.

Definitions

For the purposes of these Procedures the following definitions apply:

“Cotutelle” means a bilateral doctoral enrolment/co-enrolment and exchange agreement between two universities (home institution and partnership institution) in different countries.

“Home Institution” means the university in which the graduate student is enrolled in.

“Partnership Institution” means the university in which the graduate student will work with to gain international research experience.

Scope and authority

These Procedures apply to Home and Partnership doctoral students, staff and Faculties.

The Dean of Graduate Studies, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of these Procedures.

Procedures

Academic Path of a Cotutelle Program

1. Students participating in a Cotutelle program are admitted and registered as full time students in both participating institutions simultaneously. However, the student will only pay tuition fees to his/her Home Institution, as defined above.

2. The students’ doctoral studies will meet the program requirements of both institutions and are subject to the rules and regulations at both institutions. These students carry out their research work under the joint supervision of one or more thesis supervisors from each institution and the thesis is defended at the Home Institution.

3. Before entering into a Cotutelle agreement, the student and his/her supervisors from the two institutions will determine a detailed study schedule and academic path. This will include when study periods will take place at both the home and Partner Institutions and include the time and location of learning activities. In every case, the minimum duration of residency at Ontario Tech University is three full time terms for students coming from abroad. For students for whom Ontario Tech University is the Home Institution, the total duration of residency at Ontario Tech University is six full time terms.

4. Students will have normally complete their coursework at their Home Institution prior to engaging in a Cotutelle agreement. Any additional course requirements which need to be met at the Partner Institution must be laid out in the academic path of the Cotutelle agreement. For Ontario Tech University students, when the candidacy exam is not completed in advance of engaging in a Cotutelle agreement, it will be administered at the Partner Institution according to the rules of the Office of Graduate Studies. Thesis-based work will occur at both institutions as defined in the Cotutelle agreement.

Action to Engage in a Cotutelle for Students Currently Registered at Ontario Tech University

1. The student registers in the Ph.D. program at Ontario Tech University and approaches his/her thesis supervisor(s) for initial approval of establishing a Cotutelle agreement. If approved, the student and supervisor(s) develop a draft of the Cotutelle file as follows:

   1. The Cotutelle Agreement Form;

   2. A written summary of the student’s research project which must be signed by thesis supervisors at both institutions;

   3. The anticipated academic path, including sequence of periods in participating institutions;

   4. A letter from supervisors from both institutions indicating their agreement to supervise the doctoral candidate under the Cotutelle and the value added to the doctoral program;
      

   5. Details on how the student will fund his/her studies at the international institution;

   6. Approval from the Graduate Program Director;

   7. Approval from the Faculty Dean.

2. The thesis supervisor(s) at Ontario Tech University will forward the Cotutelle file to the Dean of Graduate Studies where agreement in principle will be given. The student then submits an application through the normal admission process at the Partner Institution and receives an official offer of admission for the chosen Ph.D. program at the Partner Institution. Once admitted, the entire Cotutelle file is considered finalized.

3. Official signing of the Cotutelle agreement is then performed. The following signatures must be included:

   1. Dean of Graduate Studies and Dean of home Faculty;
      

   2. Appropriate counterparts at the participating institution;

   3. Graduate Program Director of both doctoral programs;

   4. Thesis supervisors from both institutions;

   5. Student; and

   6. Any additional signatures as required by the Partner Institution.

Action to Engage in a Cotutelle for Students Currently Registered at Another University

1. The student registers in the doctoral program at his/her Home Institution and approaches his/her thesis supervisor(s) for initial approval of establishing a Cotutelle agreement. It is anticipated that prior to these actions, an expression of interest between the supervisors at each university has already taken place. If approved, the student develops a draft of the Cotutelle file in consultation with his/her thesis supervisor(s). It is recognized that the Home Institution may have a specific process for establishing a Cotutelle agreement. Regardless, the following should be included in the Cotutelle file for approval from Ontario Tech University:

   1. The Cotutelle Agreement Form (attached) or equivalent;

   2. A written summary of the student’s research project which must be signed by thesis supervisors at both institutions;

   3. The anticipated academic path, including sequence of periods in participating institutions;

   4. A letter from supervisors from both institutions indicating their agreement to supervise the doctoral candidate under the Cotutelle and the value added to the doctoral program;

   5. Details on how the student will fund his/her studies at the international institution;

   6. Appropriate approvals from the Home Institution.

2. The thesis supervisor(s) at Ontario Tech University will receive approval of the Cotutelle file from the Graduate Program Director and the Faculty Dean. Once obtained they will forward the Cotutelle file to the Dean, Office of Graduate Studies where agreement in principle will be given. The student then submits an application through the normal admission process at Ontario Tech University and receives an official offer of admission for the chosen Ph.D. program at Ontario Tech University. Once admitted, the entire Cotutelle file is considered finalized.

3. Official signing of the Cotutelle agreement is then performed. The following signatures must be included:

   1. Dean of Graduate Studies and Dean of home Faculty;

   2. Appropriate counterparts at the participating institution;

   3. Graduate Program Director of both doctoral programs;

   4. Thesis supervisors from both institutions;

   5. Student; and

   6. Any additional signatures as required by the Partner Institution.

4. In both cases the officially signed Cotutelle Agreement Form represents the binding contract between all parties involved (student, supervisors, and university administrators) to ensure successful completion of the student’s Ph.D. program.

Monitoring and review

These procedures will be reviewed as necessary and at least every three years. The Dean of Graduate Studies or successor thereof, is responsible to monitor and review these procedures.

Relevant legislation

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Related policies, procedures & documents

Cotutelle Policy

Cotutelle Agreement Template

Intellectual Property Policy

Responsible Conduct of Research and Scholarship Policy