PU – PhD Programme Guidelines & Templates

Version History

Version

Date

Changes done

Source

1.0

29-12-2015

Initial Release

Office of Dean (Research)

Pondicherry Engineering College

 

 

 

 

 

 

 

 

 

TABLE OF CONTENTS

 

1.0       Introduction. 3

2.0       Interpretation of the document 3

3.0       Sequence of activities 3

3.1 The Registration Process 3

3.2 Doctoral Committee Meetings 5

3.3 Synopsis Submission. 6

3.4 Thesis Submission. 7

3.5 Consolidated Report 8

3.6Viva-Voce Examination. 9

4.0       Miscellaneous activities: 10

4.1       Conversion between FT and PT. 10

4.2 Change of Supervisor 10

4.2 Extension of period. 10

 

 

 


 

1.0 Introduction

This document gives an overview of the guidelines to be followed by the candidates (admitted to Pondicherry Engineering College) registering for and pursuing PhD Programme under Pondicherry University.

Note:

All the required documents/templates/circulars can be referred and downloaded from the below websites.

·         Regulations http://www.pondiuni.edu.in/downloads

·         PU Formats http://www.pondiuni.edu.in/downloads

·         PEC Formats   http://research.pec.edu

 

2.0 Interpretation of the document

The activities mentioned must be taken up in the order specified. The templates associated with the activities are linked next to them. They can be downloaded by clicking the link provided.

3.0 Sequence of activities

3.1 The Registration Process

Name of the Activity

Registration

Entry-Criteria

Offer of Admission from PEC

Details of Activity

All students registering for the PhD programme in Pondicherry Engineering College (affiliated to Pondicherry University) must submit the following documents signed by the candidate and forwarded by the below mentioned authorities.

(i)           Supervisor

(ii)         HOD of the concerned department

(iii)       Dean (Research), Pondicherry Engineering College

(iv)        Principal, Pondicherry Engineering College

List of documents:

1.    Registration Cover Letter

2.    Registration form

3.    Joining report

4.    Case sheet

5.    Undertaking

6.    Supervisor consent letter

7.    Fees remittance challan

8.    Qualifying Degree certificate ( attested copy)

9.    Admission order from PEC ( attested copy)

 

All students must apply for PEC ID card and PEC e-mail ID

Exit criteria

1.    Above stated documents submitted

2.    PEC ID card and PEC e-mail ID received

3.    Await for Provisional Registration Letter from PU

Related documents (if any)

Nil

Additional comments (if any)

Provisional Registration Memorandum contains the following information.

·         The candidate registered provisionally for PhD programme in the concerned department under the specific category with effect from the date of joining report submitted by the candidate.

·         It indicates the field of research along with the name of the supervisor.

·         It also carries a note to the supervisor to constitute the Doctoral Committee. This formality will be carried out by the supervisor- DC Panel Submit

3.2 Doctoral Committee Meetings

Name of the Activity

DC Meetings

Entry-Criteria

1.    For the first DC meeting, the Doctoral Committee should be constituted and the data sheet filled and submitted. 

2.    College fees for the academic year should be paid

Details of Activity

 

DC meeting Invitation to be sent to DC members

After completion of the DC meeting, submit the following to Academic Section -PEC

1.    DC meeting covering letter

2.    Minutes of DC meeting

For the DC meeting that recommends for the synopsis submission, submit the following to Academic Section -PEC

1.    DC meeting covering letter

2.    DC recommendation for synopsis submission

For the DC meeting that approves the thesis corrections,

Refer Section 3.5

Exit criteria

Above stated documents submitted (with necessary enclosures)

Related documents (if any)

At the time of submission of the DC minutes, enclose the Abstract copy, list of publication (if any).

 

Additional comments (if any)

1.    A minimum of 4 DC meetings is preferable for synopsis submission.

2.    Any number of DC meetings conducted must follow the same procedure stated in this section.

3.    DC meetings are to be conducted once every 6 months.

 

3.3 Synopsis Submission

Name of the Activity

Synopsis

(Should not be conducted during the vacation period)

Entry-Criteria

DC recommends synopsis submission

Details of Activity

Before the synopsis meeting,

1.    Notification (to be circulated before 10 working days)

2.    Obtain Proof of circulation in the notification office copy overleaf

 

 

After completion of the synopsis meeting send,

1.    Synopsis covering letter to COE, PU through HoD, Dean & Principal, PEC.

2.    Minutes of Synopsis meeting

3.    Attendance format

4.    Additional Enclosures

·         Synopsis submission form

·         Hard copies of synopsis (5 Nos.)

·         Electronic version of synopsis (2 Nos.)

·         Qualifying Degree Certificate certificate (Attested)

·         Synopsis fee Challan (for the amount specified by PU)

·         Minutes of the Doctoral Committee meetings previously conducted.

·         Confidential cover containing the panel of examiners       (Not less than 6 Indian Examiners and 4 Foreign Examiners duly approved by DC and forwarded by DC)

·         Certificate from Supervisor for having published 1 paper in peer-reviewed Journals.

·         Certificate from Supervisor for having presented papers in National/ International Conferences/Workshop.

·         Copies of Publications.

·         Provisional Registration Letter issued by COE

·         In case of Extension, letter of approval of extension from COE office.

·         Synopsis notification with proof of circulation

 

Exit criteria

Above stated documents submitted

Related documents (if any)

Documents related to synopsis submission as stated in synopsis covering letter to be submitted. (formats to be downloaded from PU website)

 

Additional comments (if any)

 

The maximum time limit for submission of Ph.D.  thesis  from  the  date  of  provisional  registration  is  five years  in  the  case  of  full  time  and  six  years  in  the case  of  part-time  (internal  /  external)  candidates.

 

3.4 Thesis Submission

Name of the Activity

Thesis

 

Entry-Criteria

1.    Thesis to be submitted after 3 months and within 6 months from the date of submission of synopsis.

2.    If the thesis submission is not done within the stipulated time, a request for extension of submission date must be sent to PU with the recommendation from the supervisor and approval of the same should be obtained.

3.    All applicable fees for the PhD programme should be remitted before the submission of the thesis and NO DUES certificate to be obtained

Details of Activity

Cover letter for Submission of thesis to COE, PU through HoD, Dean & Principal, PEC

§  Additional Enclosures:

§  Thesis Application form

§  Thesis submission Fee Challan

§  Hard Copies of Thesis (5 nos. , Soft Binding Only)

§  Soft Copy of Thesis (2 Nos.)

·      Provisional Registration Letter issued by COE

·      In case of Extension, letter of approval of extension from COE office.

·      Qualifying  Degree certificate (Attested)

·      No dues Certificate

 

Exit criteria

Nil

Related documents (if any)

Nil

Additional comments (if any)

Nil

3.5 Consolidated Report

Name of the Activity

Consolidated Report forwarding to PU

Entry-Criteria

1.    Examiner reports to be received.

 

Details of Activity

1.    Corrections to be incorporated in the thesis (if, any) based on the examiner reports.

2.    Conduct a final DC meet to approve the corrections incorporated in the thesis as recommended by the examiners. Send DC Invite

 

3.    Submission of documents with enclosures to COE, PU through HoD, Dean & Principal, PEC:

1.    Cover Letter for final DC meet to COE,PU through HoD,  Dean & Principal, PEC

2.    Final DC meeting Minutes

3.    Additional enclosures/ Documents:

§   Consolidated Report (I,II,III) received from COE

       Office.

§   Report of the Supervisor and DC members.

§   Declaration by Supervisor (format received from   PU

§   ETD Approval form (format received from PU).

§   Two error free soft copies of Thesis.

§   Errata of Corrections duly signed by Supervisor and Dc member.

 

 

Exit criteria

Above stated documents submitted

Related documents (if any)

Nil

Additional comments (if any)

Await for communication to conduct Viva-voce examination

 

 

3.6Viva-Voce Examination

Name of the Activity

Viva-Voce

(Should not be conducted during the vacation period)

Entry-Criteria

Communication received from PU stating the examiner for the Viva-voce examination

Details of Activity

Before the Viva-voce examination,

1.    Notification indicating date, time and venue (to be circulated before 10 working days)

2.    Proof of circulation to be obtained in the notification office copy overleaf

After completion of the Viva-voce exam send to COE,PU through HoD , Dean & Principal, PEC

1.    Viva Voce Covering letter to COE,PU through HoD , Dean & Principal, PEC

2.    Minutes of the Viva-voce exam

3.    Attendance Format

4.    Additional enclosures:

§  Application for Provisional Certificate

§  Provisional Fee Challan

§  Copy of the Communication received from PU stating the examiner for the Viva-voce examination

§  Viva-voce notification with proof of circulation

 

Exit criteria

The candidates are required to hand over the papers to the PU-PhD section in person.

Related documents (if any)

Nil

Additional comments (if any)

After successful completion of Viva-voce, the candidate can receive the Provisional Degree Certificate.

 

 

4.0Miscellaneous activities:

4.1 Conversion between FT and PT

Name of the Activity

Conversion from Full-time to Part-time and Vice-versa

Enclosures

1.    Request of the PhD student.

2.    Reason for conversion

3.    Copy of the Appointment letter

4.    Recommendation of the doctoral committee

5.    Forwarding letter through HoD , Dean & Principal,PEC

6.    Conversion fee

 

4.2 Change of Supervisor

Name of the Activity

Change of Supervisor

Enclosures

1.    Request of the PhD student.

2.    Reasons for change of Guide

3.    Consent of Both the Guides (Present / Proposed)

4.    Recommendation of the doctoral committee

5.    Forwarding letter through HoD , Dean & Principal,PEC

6.    Tuition fee Chalan copy

 

4.2 Extension of period

Name of the Activity

Request for extension of period

Enclosures

1.    Request of the PhD student

2.    Reason for extension of time

3.    Extension sought within the Maximum period

4.    Recommendations of the doctoral committee

5.    In case of 2nd extension approval letter of 1st extension from COE’s Office

6.    Forwarding letter through HoD , Dean & Principal,PEC

7.    Challan for extension of time.