Cotutelle Policy

Purpose

The purpose of this Policy is to establish a framework governing Cotutelle agreements between Ontario Tech University and Partner Institutions. Cotutelle agreements often support international research collaborations and enrich graduate students’ research experience by enabling joint supervision and research training at two institutions. Such arrangements also enhance the University’s international profile and reputation.

Definitions

For the purposes of this Policy the following definitions apply: 

“Cotutelle” means a bilateral graduate enrolment/co-enrolment and exchange agreement between two universities, normally in different countries (the Home Institution and the Host Institution). Cotutelle arrangements are predominantly offered at the doctoral level; regardless of degree level, the value of the arrangement to a student’s research and/or other relevant academic or professional development must be justified.

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

“Host Institution” means the university which the graduate student will work with to gain external research experience.

“Individual Cotutelle Agreement” means an agreement establishing the academic, administrative, and financial terms under which an individual student may participate in a Cotutelle between the University and a Partner Institution.

“Institutional Cotutelle Framework Agreement” means an agreement establishing the general academic, administrative, and financial terms under which multiple eligible students may participate in a Cotutelle between the University and a Partner Institution.

“Partner Institution” means the university that Ontario Tech is working with for any given Cotutelle agreement.

“Research-based Master’s” means a Master’s-level graduate program in which students must write and defend a research thesis as part of the degree requirements.

Scope and authority

This Policy applies to doctoral and Research-based Master’s students enrolled at the University or a Partner Institution, and Faculties or programs interested in participating.

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

Policy

Cotutelle is derived from a French word meaning “joint supervision”. The term refers to a graduate enrolment and exchange agreement between two universities, normally in different countries.

Eligibility and Establishment

1. Any full-time student registered in a doctoral or Research-based Master’s program at either institution is eligible for a Cotutelle agreement given sufficient evidence of its value to their research and/or other relevant academic or professional development. Such arrangements are subject to the approvals listed in section 5.5 of this Policy.

2. A Cotutelle agreement may be established at the University under the following circumstances:

   1. An existing collaboration between faculty members at both institutions as evidenced by joint publications, previous co-supervision/exchange of students, co-organization of scholarly conferences, etc.;

   2. Interest from a currently enrolled doctoral or Research-based Master’s student, normally in the first year of their program;

   3. Interest from appropriate academic and administrative representatives at both institutions to establish an Institutional Cotutelle Framework Agreement, given evidence of appropriate academic value and student interest.

3. When Ontario Tech is the Home Institution, an Individual Cotutelle Agreement should be initiated jointly by an individual Ontario Tech student and supervising Ontario Tech faculty member(s). Both must consult with the appropriate Graduate Program Director and Dean of the Faculty to be involved in the Cotutelle. A draft of the Cotutelle file must be submitted for approval according to the Cotutelle Procedures.

4. When Ontario Tech is the Host Institution, it is expected that the Home (Partner) Institution will initiate any Individual Cotutelle Agreement and will have a similar policy or framework governing such arrangements under which the agreement will be considered. In such cases, the Home Institution must submit a draft of the Cotutelle file for Ontario Tech approval according to the Cotutelle Procedures.

5. All Individual Cotutelle Agreements must be approved by the student and the following parties or their equivalents from both institutions: thesis supervisors, Graduate Program Directors (if applicable), Faculty Deans (if applicable), Deans of Graduate and Postdoctoral Studies, and any additional authorities required by the Partner Institution.

6. The Ontario Tech Dean of Graduate and Postdoctoral Studies, Faculty Dean(s), and Graduate Program Director(s) for involved program(s) (if applicable), together with their counterparts at a Partner Institution, may approve an Institutional Cotutelle Framework Agreement between the University and the Partner Institution. Such a framework will establish the general academic, administrative, and financial terms permitting multiple students to participate in Cotutelle arrangements without requiring full individual approval for each case.

Language of Instruction

1. Instruction shall normally be in English. The student must be able to meet the language proficiency requirements of both institutions.

Fulfilling Program Requirements

1. Students participating in a Cotutelle must fulfill the graduate program requirements at both institutions. This will occur through a transfer of credit between the Home Institution and Host Institution (or vice-versa) in a manner where the requirements of both institutions can be met within the standard program length.

Conferral of Degree

1. Upon completion of all degree requirements, the student will receive the appropriate graduate degree from each institution, with each parchment carrying a notation to the effect that the degree was obtained through a Cotutelle agreement. In addition, a notation will be made on the student’s transcript that indicates they have participated in a Cotutelle agreement between the two institutions. The names of both participating institutions will be indicated on each graduate degree and on the transcript.

Fee Structure and Funding Arrangement

1. A goal in seeking Cotutelle agreements with universities abroad is to ensure good reciprocity in the exchange of students. To this end, graduate students participating in a Cotutelle agreement will be required to pay all tuition fees to their Home Institution. While at the Host Institution, students will pay the Host Institution’s ancillary and supplementary fees. They will not normally be required to make tuition payments to the Host Institution.

2. Travel, accommodation, healthcare, and other living expenses will be the responsibility of the student. The student is also responsible for paying any applicable immigration fees. The Home Institution is responsible for ensuring that students are aware of all potential expenses in advance of the approval of any agreement.

3. Any additional or alternative financial commitments or arrangements must arise from the mutual agreement of both institutions and be clearly indicated in the Cotutelle agreement.

4. When Ontario Tech University is the Home Institution

   1. Students will retain all scholarships and endowed awards administered by the University, subject to the conditions of such awards.

   2. Students holding external awards are subject to the conditions set out by the governing agency of the award and need to be aware of these conditions prior to engaging in a Cotutelle agreement.

   3. Since a purpose of a Cotutelle agreement is to further joint research, it is expected that faculty members will honor graduate research assistantship stipends while students are at the Partner (Host) Institution.

5. When Ontario Tech University is the Host Institution

   1. In the spirit of reciprocity with the above, it is expected that the Home Institution will normally continue existing financial support for students hosted at Ontario Tech University.

   2. Students will not normally be offered any graduate research assistantships, teaching assistantships or external funding while they are at Ontario Tech University. Any offers of funding support will be at the discretion of the Ontario Tech supervisor.

   3. Partner Institution students are responsible for paying ancillary fees and the University Health Insurance Plan (UHIP) fees. These costs will be updated annually and can be found on the Office of the Registrar website under “Fees and payment”.

Health Insurance Coverage

1. When Ontario Tech is the Home Institution, students travelling abroad will be required to obtain adequate health insurance coverage as required by the Host Institution.

2. When Ontario Tech University is the Host Institution, students will be enrolled in the University Health Insurance Plan (UHIP) and are responsible for the associated fees to ensure adequate healthcare coverage while in Canada. Information can be obtained through the UHIP website or by contacting the International Office.

Thesis Evaluation

1. Participating Cotutelle students will be required to write a single thesis which will lead to a single oral defence at the Home Institution. The language of the thesis will be in English. A written evaluation of the thesis must be submitted by the examiner(s) prior to the oral defence. All regulations and procedures governing the oral defence will be specific to the Home Institution, unless stated otherwise in the Cotutelle agreement.

2. Normally, the examining committee will be composed of examiners appointed by both institutions. For doctoral students, the external examiner(s) will be independent of both institutions. The size of the examining committee should be kept to the minimum needed to achieve policy compliance.

3. When Ontario Tech University is the Home Institution, the examining committee shall be appointed in accordance with the Thesis Oral Examination for Master's and Doctoral Candidates Policy.

4. When Ontario Tech University is the Host Institution, the examining committee will have a similar composition. Exact committee membership will be decided by mutual agreement between both institutions and is to be specified in the Cotutelle agreement.

5. Normally, participation in thesis defences will occur remotely. Where this is not possible or desirable, and costs are incurred in faculty travel and accommodation, payment of such costs will be subject to negotiations conducted by the two supervisors. The resulting agreement is to be recorded in a dedicated document signed by the responsible officers at both institutions (at Ontario Tech University, the Dean of Graduate and Postdoctoral Studies),

Academic Conduct and Policy Compliance

1. All students participating in Cotutelle agreements must follow the rules and regulations, including those relating to research ethics, academic integrity, and intellectual property, of both participating institutions. Ontario Tech University is committed to ensuring that all students conduct themselves in a manner consistent with the University’s academic integrity policies. Recognizing that regulations and practices, as well as the culture of enforcement, can vary substantially from place to place, all students are required to review, comprehend, and adhere to Ontario Tech University's policies.

2. In the event of contradictory regulations between the Home Institution and the Host Institution, the Home Institution’s regulations shall prevail. Should conflicts arise, the Deans of Graduate and Postdoctoral Studies (or equivalents) shall determine a collective solution.

Monitoring and review

This Policy will be reviewed as necessary and at least every three years. The Dean of Graduate and Postdoctoral Studies, or successor thereof, is responsible to monitor and review this Policy.

Relevant legislation

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Related policies, procedures & documents

Cotutelle Procedures

Cotutelle Agreement Template

Thesis Oral Examination for Master's and Doctoral Candidates Policy

Intellectual Property Policy

Responsible Conduct of Research and Scholarship Policy