REGULATIONS FOR PhD
- CONDUCT OF PhD PROGRAM
1.1. There should be at least three relevant full time faculty members with doctoral degree to launch a PhD program in a discipline/subject at any department.
1.2. The relevant BOS shall ascertain the number of seats and facilities available.
- MINIMUM CRITERIA FOR ADMISSION IN PHD PROGRAMS
2.1. Admission requirements
2.1.1. Minimum CGPA 3.0 out of 4.0 in the semester system or first division in the annual system in MPhil/MS/Equivalent degree.
2.1.2. The students shall be required to take Subject based Entry Test and meet the qualifying criteria.
2.1.3. Application must be accompanied with a concept paper/research proposal.
2.1.4. Recommendation of the PhD Committee after interview of the applicants is mandatory.
2. Procedure for Application, Admission, and Registration
The admissions process for PhD program is described below:
2.1. The potential applicant will submit the application with attested copies of all credentials to the admission office of the relevant department
2.2. The Admission committee of the concerned department after verification of the documents and fulfilling all the codal formalities will recommend the admission in the PhD programme. The provisional admission will be approved by the Dean of the concerned faculty.
2.3. The selected candidates will have to submit their dues, as prescribed by the University, within stipulated time, failing which the admission offered shall stand cancelled.
2.4. The admission to the program shall be provisional until the synopsis/research proposal is approved by the BASR and notified by the Registrar.
- PROCEDURE FOR APPLICATION, ADMISSION, AND REGISTRATION
The admissions process for PhD program is described below:
3.1. The potential applicant will submit the application accompanied with a concept paper/ research proposal that he intends to undertake to the admission office of the relevant department. He may also be required to justify the concept paper/ research proposal before the Ph.D. Committee at the time of interview.
3.2. There will be a PhD Committee headed by the Dean of the concerned Faculty. All the faculty members with the doctoral degrees in the relevant discipline will be members of the committee.
3.3. The PhD Committee after duly assessing the research paper (if any), experience and transcripts will formulate a grading of all the applicants and submit their recommendations to the Vice Chancellor for provisional admission, through Dean.
3.4. The selected candidates will have to submit their dues, as prescribed by the UO, within stipulated time, failing which the admission offered shall stand cancelled.
3.5. PhD program is a full/part time course work/research. The duration of the Course for the degree in full residence shall be not less than six semesters for full time students and eight semesters for part time students. The maximum limit shall be 10 semesters for both full/part time students.
3.6. The admission to the program shall be provisional until:
3.6.1. The candidate has passed the Comprehensive Exam.
3.6.2. The synopsis/research proposal is approved by the BASR and notified by the Registrar.
- Medium of Instructions & Course Work
4.1. The language for instruction, examination and PhD thesis shall be English. In the case of research in a field of ‘language’, the use of that language may be allowed by PhD Committee.
4.2. A full-time student shall be required to enroll in the full course load for a semester as prescribed in the relevant scheme of study.
4.3. A part time student may take at least 50% of the prescribed course load for the semester.
- COURSE EVALUATION
5.1. The teacher will be responsible for the evaluation of work / performance of the students of his/her class and for the award of grades.
5.2. The weightage of the formative and summative exam will be as follows:
5.2.1. Formative assessment 50%
188.8.131.52. Mid semester examination 20%
Quiz/Paper reviews etc. 30%
5.2.2. Summative assessment 50%
5.3. A part of the weight age for the summative test will be allocated to practical work in proportion to credit hour allocated to practical work (where involved).
5.4. The minimum pass marks in each course shall be 60%.
- COMPREHENSIVE EXAMINATION
6.1. Comprehensive examination will consist of two papers: one paper will be comprised of all compulsory/core courses and the second paper will consist of all elective courses studied by the particular student.
6.2. BOS shall recommend a comprehensive exam committee for each paper of every qualifying student and forward it to the Controller of Examinations for the approval of the Vice Chancellor.
6.3. The comprehensive exam committee will be responsible for paper setting and marking of the scripts. However, the conduct of the examination and declaration of the results will be the responsibility of the Controller of Examinations.
6.4. The comprehensive examination will be held once every semester according to the schedule announced by the Controller of Examinations.
6.5. If a student fails to qualify Comprehensive examination, he/she can avail one more chance to qualify the exam within one academic year.
6.6. If a Ph.D. scholar qualifies for the Comprehensive examination he must pass the exam within the next 3 consecutive semesters for which he will remain on the role of the university.
7.1. Every PhD scholar shall have a supervisor who shall be a faculty (full time /retired/Eminent) member of the UO. However, the PhD Committee may allow a co-supervisor from either inside or outside the UO.
7.2. Before the end of the first semester every scholar shall submit an application on a prescribed proforma indicating the area of research along with the name and consent of proposed supervisor to the PhD Committee who shall finalize the names of the supervisors and forward them to the Dean.
7.3. The Dean will formulate Doctoral Advisory Committee (DAC) for each student before mid-semester examination of second semester. The DAC will consist of minimum of 3 members, supervisor and two other members holding Ph.D. degree (one from major and other from minor area of study). DAC will be approved by the Vice Chancellor.
7.4. The DAC will be required to submit thesis titles of each student to the Dean before start of summative examination of 2nd semester.
7.5. The Ph.D. scholars shall submit research proposals/synopsis through their supervisor to the PhD committee. The scholars shall have to defend their proposals/synopsis before the PhD committee and obtain its approval.88
7.6. The Ph.D. committee will either send the proposal to secretary BASR through Dean for further processing or back to the supervisor for revision, if needed.
7.7. The scholar shall be required to obtain approval of his research proposal/synopsis before the enrollment in 5th semester.
7.8. The secretary to BASR in its upcoming meeting will present the proposal to the BASR for approval. The successful proposals will be notified by the secretary accordingly.
7.9. The supervisor shall not be changed except in case of real hardship as determined by the Ph.D. committee. The process of changing the supervisor shall be same as that for appointment.
7.10. The PhD scholar shall submit six-monthly progress report in a prescribed format through the supervisor to the PhD Committee for onward communication to the Dean.
7.11. A close relative of a candidate shall neither be the supervisor nor examiner. In this regard, a declaration shall be furnished by the supervisor and examiners to the PhD committee. In case of any violation to this effect, the candidature of the scholar may be cancelled.
7.12. The Ph.D. committee shall meet as often as needed to study and review the students’ research work and suggest improvement/changes.
- Cancellation of PhD Registration
8.1. PhD registration shall be cancelled by the BASR on the recommendation of the PhD Committee, through Dean and the cancellation will be notified by Registrar, if the student/candidate:
8.1.1. Does not qualify the Comprehensive examination within the available chances.
8.1.2. Fails to submit two consecutive six-monthly progress reports.
8.1.3. Earns adverse remarks from the supervisor on two consecutive six-monthly progress reports.
8.1.4. Fails to defend his synopsis/ Research proposal within the maximum allowable time.
8.1.5. Has availed the maximum permissible time for doing the Ph.D.
- Plagiarism Check
9.1. The supervisor will check each of his PhD students’ thesis for plagiarism using the anti-plagiarism software. The concerned Chairperson through Dean will send the thesis to the Controller of Examinations along with the Plagiarism/Similarity Index report duly signed by the supervisor and the scholar.
9.2. Before sending a Ph.D. thesis for foreign evaluation, hard copy of the semi-final thesis, a CD containing the semi-final version of the thesis, a copy of the Plagiarism/Similarity Index report duly signed by the supervisor and student will be provided by concerned Chairperson through Dean to the Director QEC through the Controller of Examinations for verification/clearance. In case of any discrepancy the thesis shall be returned to the scholar through proper channel.
9.3. The Ph.D. candidate shall be held responsible for any plagiarized work, if revealed after the submission of the thesis.
- Submission of Thesis
10.1. The submission of Ph.D. thesis shall include one soft and five hard copies (6 copies in case of co-supervisor) of the thesis and 6 copies of abstract, not exceeding 1000 words, to his/her supervisor who will forward it to Dean through Chairperson for further processing.
10.2. The formatting and the referencing style for Ph.D. thesis should be according to the prescribed/approved style and will be verified by Director QEC.
- Evaluation of Thesis
11.1 The PhD thesis must be evaluated by at least two foreign examiners from technologically/ academically advanced countries as notified by HEC.
11.2 The supervisor shall provide a list of six foreign examiners in the relevant field including their CVs, official emails and postal addresses along with their consent to the Controller of Examinations through proper channel. 89
11.3 The Controller of Examinations will scrutinize relevant documents, qualification and area of specialization of the foreign examiners and other ethical issues as mentioned by HEC. The Vice Chancellor will appoint two foreign examiners from the list submitted by Controller of Examinations.
11.4 The Controller of Examinations shall get thesis evaluated within three months. Any delay beyond three months must be brought immediately to the notice of the Vice Chancellor who may allow extension in the period or approve a new examiner.
- Evaluation Reports
12.1 The examiners shall submit evaluation reports as well as their recommendations on the prescribed proforma, given in Annexure, in hard and soft form from their official e-mail and postal addresses directly to the Controller Examinations.
12.2 The received reports shall be given, in original along with email, to the supervisor through proper channel.
12.3 If the examiners unanimously approve the thesis and allow the public defense to be conducted, it shall be implemented.
12.4 If a thesis is rejected by both the foreign examiners, the thesis shall stand rejected and the registration of the candidate will be cancelled.
12.5 If one of the examiners rejects the thesis, it shall be sent to another examiner, approved by the Vice Chancellor and in case of its rejection by that examiner, the thesis will stand rejected and the registration of the candidate will be cancelled.
12.6 If any of the examiner(s) suggest(s) correction without requiring a reevaluation, the candidate shall incorporate the recommended changes, within six months, in accordance with examiners’ comments and to the satisfaction of his/her supervisor. The supervisor shall certify the incorporation of changes and the same shall be counter verified by the Dean.
12.7 If any of the examiner(s) suggests correction and requires a re-examination the candidate shall incorporate the recommended changes and shall resubmit thesis within one year for reevaluation by the same examiner.
12.8 In the case of 12.6 or 12.7, if a thesis is resubmitted within the allowed time it will be processed for defense else the registration of the candidate shall stand cancelled.
- Thesis Defense of the Ph.D.
13.1 A public defense of the Ph.D. thesis will only be held if the candidate has at least one paper, based on the PhD research, published in an HEC approved journal. When the thesis defense is due, based on the reports of the foreign examiners and the scholar could not get his research work published in an HEC recognized journal, he will be given two years to get his work published and the duration of two years will be counted from the date of submission of the thesis.
13.2 The publication will be submitted by the supervisor to the Dean through Chairperson. The Dean will forward to the Controller of Examinations who will forward it to Director QEC for checking its similarity index/ plagiarism.
13.3 The Vice Chancellor shall allow the thesis defense which shall be conducted by the thesis Defense Committee.
13.4 The Thesis Defense Committee will be constituted by the Dean of the concerned faculty as
13.5 The supervisor will submit a list of four external examiners from within Pakistan to the Dean through Chairperson who will forward it to the Controller of Examinations. He will scrutinize the documents & forward the case either for further necessary action or to the supervisor for review. One external examiner shall be appointed by the Vice Chancellor from the list of four experts presented by the Controller of Examinations.
13.6 The Controller of Examinations, on the recommendation of the thesis defense committee, shall schedule the thesis defense and notify the time, date and venue at least one week before the thesis defense. The above event will be publicized through web and other sources.
13.7 The thesis Defense Committee shall submit the report to the Controller of Examinations who will complete the process for notification of the result accordingly.
13.8 In case the candidate has failed to defend the thesis, the defense committee may ask, in consultation with the supervisor, to the Controller of Examinations for rescheduling the defense only for one more time within 6 months from the date of 1st defense.
13.9 In case of difference of opinion among the committee members, the final decision will be made on the basis of majority vote.
- Submission of Thesis after Defense.
14.1 The successful candidate shall submit two soft and four hard copies of final version of thesis to the Controller of Examinations.
14.2 The Controller of Examinations shall forward the copies of the thesis as detailed below:
14.2.1 One hard and one soft copy to HEC.
14.2.2 One hard copy to the library of the concerned department.
14.2.3 One hard copy to the main library of the University of Okara.
14.2.4 One hard copy and one soft copy shall be retained by the Controller of Examinations
14.3 A notification for the successful completion of the PhD for the award of degree shall be issued by the Controller of Examination with the approval of the Vice Chancellor.
- Code of Ethics
15.1 PhD candidate or his/her spouse or his/her relatives or any other unauthorized person shall not be allowed to communicate with examiners directly or indirectly.
15.2 Any faculty member of the department shall not be allowed to participate in the evaluation of Ph.D. work of a candidate at any stage, if both are close relatives.
15.3 The candidate must not have been a co-author with any of the foreign examiners or a co-worker in a collaborative research project.
- Conflict Resolution
In case of a conflict in the interpretation or application of Ph.D. regulation at any stage the matter shall be resolved by the BASR.
*Note: The university reserves the right to change/revise rules and regulations.