ErasmusMundusJointDoctorateprograminDistributedComputing

DoctoralCandidateAgreement

Thisannexcontainsthemodelsforthedocumentsrelatedtodoctoralcandidates:

Student/doctoralcandidateagreementmodel

Contractualagreementthatisthebasisforanemploymentcontract/fellowship

DOCTORALCANDIDATEAGREEMENTmodel

I.Preamble

1.Scope:thisagreementdefinestheacademic,research,financialandadministrativemodalitiesofthedoctoralcandidate’sparticipationintheEMJD-DCjointdoctorateprogramme.Thepartiescommittocomplywithlocalrulesandcustomarypractices.

2.Doctoralcandidate:

Name: …..Nationality: ….

Surname: ….Dateofbirth: ….

Thecandidate’sworkwillhavetobeperformedinatleasttwopartneruniversitiesoftheConsortiumindifferentcountries.Doctoralcandidatesareboundtocomplywiththeregulationsinforceintheuniversitieswheretheyconductresearch.

3.Supervisors:

Thefollowingresearchersjointlytakefullresponsibilityforthesupervisionofthecandidate’sworkandcommittofullyassumetheirroleofstudydirector.

Supervisor1

Name: ….Surname: … Title: …Affiliation[researchunit/department,university]: …

Supervisor2

Name: ….Surname: …Title: …Affiliation[researchunit/department,university]: …

II.Academicissues

Thecandidatewillworkonthefollowingthesis:

4.Thesissubject

Indicativetitleofthethesis: …Subject[abstract]: …

5.Thesiswork

Thedoctoralcandidateacknowledgesthathis/herresearchworkisafull-timeactivity.

5.1Durationofthethesis[between3and4years]2: …...

5.2Researchproject

<RefertosampleThesisplansinAnnexDforcompleteexamplesofdoctorateprojectplans.>

5.3Language:

Thethesisshallbewritteninthefollowinglanguage(s): …..<Englishasdefault>

Whenrelevant,thedoctoralcandidatewillprovideadditionalexecutivesummariesin ……asperlocalregulations.

6.Academictraining

6.1Scientificexposure

Thecandidateisstronglyencouragedtoparticipateinconferences,seminars,classesthatareorganizedbyhis/herhostuniversities,alongwithactivitiesorganizedinanyoftheConsortium’spartneruniversitieswhenpossible,accordingtotheThesisplandetailedinsection5.

6.2Jointscientificactivities

EveryyeartheConsortiumwillorganizeatleastonejointscientificactivitywhoseattendancewillbemandatory(optionalforthelastyear)forthecandidate.

7.Assessmentofworkprogress

7.1Doctoralcommittee

Theworkofthestudentismonitoredbyadoctoralcommittee,composedbythesupervisorstogetherwithanumberofresearchersrepresentingtheConsortium.Thedoctoralcommitteemaysuggestwaysofimprovingthecandidate’s(scientific)performance.

“Atleastoneofthemmustnotbelongtotheresearchteamofthesupervisors.ThemembersofthedoctoralcommitteemusthavethetitleofDoctorobtainedafterpublicdefenceofadoctoralthesisorprovideevidenceofanequivalentlevelofexpertknowledge.”

7.2Dutiesofdoctoralcandidate

Thedoctoralcandidatemustpreparereportsonhis/herworkinprogresseverysixmonthspresentingthepreliminaryresultsobtained.Thereportwillincludealistofthevariouscourses,seminars,conferencesorotherrelevantactivitiesthatthecandidatehasattended/participatedin.

7.3Dutiesofsupervisors

Thesupervisorsshallensurethatthecandidateisinthebestpossiblesituationtocompletehis/herworkaccordingtotheforeseenplan.

Supervisorswillassessworkinprogresseverysixmonths,byjointlygoingoverthereportspreparedbytheircandidate.Theywillsubmitareportonthecandidate’sprogresstothedoctoralcommittee.Thecandidate’sperformancewillbemeasuredagainstthemilestonesdefinedintheresearchproject.Inaddition,supervisorswillkeepeachotherinformedofthecandidate’sprogressonaregularbasis,andatleastonceeverythreemonths.

8.Finalexamination

The thesis will be subject to only one public examination (thesis defence), recognized by all degree awarding institutions. According to local regulations in force in the awarding institutions, a private examination in presence of all members of the jury may be required before the thesis defence. Thethesisdefenceshalltakeplaceat[University]andwillbegovernedbylocalrules.Supervisorsshallbepresentatthedefence.

8.1Authorizationtodefendthethesis

Priortothethesisdefence,thedoctoratecandidateshallsubmithis/herworktothedoctoralcommitteeandhavehis/herworkexaminedbyatleasttwoexternalrapporteursforreview.Therapporteursshallanalysethethesisandassessitthroughareportsubmittedtotheuniversityhostingthethesisdefenceandtothedoctoralcommittee.

Authorizationtodefendwillbegrantedbythedegreeawardinginstitutions.Theywillcommonlyagreetosetadateandcallajuryrespectingtherulesofthedegreeawardinginstitutions.

8.2Compositionofthejury

Thejuryshallbecomposedbyatleast3members,alloftheminternationallyrecognizedscholarsinthefieldofthethesis,includingatleastonefromeachdegreeawardinguniversities,andatleastoneexternalexaminer. All the members are required to have gained the academic rank of Doctor after having defended a thesis or provided evidence of expert knowledge of an equivalent level. Thedoctoralcommitteemakessurethatthecompositionofthejurycomplieswiththerelevantuniversityregulations.

9.Diplomaawarding

9.1Typeofdegree

Aftercompletionoftherequirementstoasuccessfulexamination,thecandidatewillbeawarded[indicateappropriateoption]:

-adoubledegree,awardedbyUniversity … andUniversity ….;

-or/andajointdegree,awardedbyUniversity …..andUniversity …..

Thediploma(s)is/areawardedbytheacademicauthoritiesempoweredtodoso,onthebasisofthejury’sconclusions.

Ifallowedbylocalregulationsandrules,thediploma(s)shallbearmentionofthe speciality ordiscipline,thetitleofthethesis,orthetitleofthemainthemesdeveloped.It/theyshallalsomentionthattheworkhasbeenperformedintheframeworkoftheEMJD-DCjoint-doctorateprogramme,thenamesandtitlesofthejurymembersandthedateofdefence.

9.2DiplomaSupplement

AcompleteDiplomaSupplementisattachedtothedegreecertificates.TheDiplomaSupplementdescribestheworkperformedtoobtainthedegreeawarded.ThepurposeofthisdocumentistofacilitaterecognitionandaccreditationofEMJD-DCdegreeswhenseekingemploymentandtomakeexplicitthevalueaddedbythefactthattheworkofthecandidatehasbeenperformedintheinternationalenvironmentoftheEMJD-DCjointdoctoralprogramme.

10.IntellectualProperty

Thedoctoralcandidateherebyagreesthathis/herthesisessay’stitleandabstractwillbepostedontheEMJD-DCwebsitewhenhis/herdegreeisawarded.

Thedoctoralcandidateherebyagreesthatthedegreeawardinguniversitiesmaystoreandprotectthethesisessay,eitherasahardcopyorasasoftcopyfollowingtheirrespectiveprocedures.

Moreover,thedoctoralcandidatewillbeaskedtosignadisclosurecontract,thatwillallowEMJD-DCpartnerlibrariesande-librariesmakehis/herthesisavailabletotheresearchcommunity.Thiscontractisnotexclusiveandthecandidatemayrevokeitatanytime.Thedisclosurecontractwillnotbedeemedasacopyrighttransfer.Theresultsofthecandidate’sworkbelongtotheirauthorandwillthusbeprotectedbyintellectualpropertylaw.

III.Administrativeissues

11.Candidate’sstatus

Forfellowshipholders:Whileperformingworkattheuniversity … ,thecandidatewillbenefitfromalabourcontract or fellowship withthefollowingconditions...

Forfellowshipholders:Whileperformingworkattheuniversity … ,thecandidatewillbenefitfromalabourcontract or fellowship withthefollowingconditions …

This labour contract or fellowship includes pension rights and unemployment benefits.

12.Dutiesofpartnerinstitutions

Thecandidateshallbeafullmemberoftheresearchunitinwhichhe/sheperformswork.Assuch,thecandidateshallbeassistedwithincomingprocedures(visa,permits,housing,insurance,accesstoabankaccount, …)andwillbegrantedthemeansnecessarytoconductresearch(researchfacilities,libraries,computingfacilities, …).

Thecandidateshallalsobemadepartofinstitutionalsocialactivitiesandshallberepresentedwithintheinstitutionalpoliticalbodies.

Thesupervisorandtheresearchunitdirectorshallmakesurethatsuchmeasuresaretaken.

TheEMJD-DCConsortiumwillmakesurethatthecandidateissubscribedorsubscribestopropermedicalcare,personalliabilityinsurancepolicies,andchecksthattheseareeffectiveandalsocoverformobilityandtransitionperiods.

TheConsortiumhelpsthecandidateplanningandorganizinghis/hermobilities.

TheConsortiumorganizesactivitiesspecificallyaimedatmaximizingthecandidate’shigh-levelemploymentopportunities.Amongotheractivities,theConsortiumwillaccompanythecandidate’sinsertioninresearchandprofessionalnetworks,andprovideprojectmanagementseminars,tutorialsoncareerdevelopmentandintellectualpropertyaswellasteacher’straining.

IV.Financialissues

13.Source(s)offundingandpaymentstothecandidate[1]

13.1Sponsors

Thecandidate’sworkwillbefundedthroughthefollowingentities:

Entity1: …. € [HEIs,EC,privatedonor…]

Entity2: …€

13.2Paymentofsalary/fellowship

Oncemandatorytaxeswillhavebeenacquitted,resultingtotalfundsallocatedtothestudentamountto … €.Moreprecisely:

Overtheperiodfrom[date]to[date],thecandidatewillreceiveamonthlyallowanceof … € asalabourcontractorfellowship.

Overtheperiodfrom[date]to[date],thecandidatewillreceiveamonthlyallowanceof … € asalabourcontractorfellowship.

13.3Additionalsupport

Inaddition,dependingonthetypeoffunding,candidatesmaybegrantedtravelandinstallationexpensesandafeecontribution.

[Ifapplicable]On ….[date],thecandidateshallreceive[thelumpsumof … € ]/[reimbursementofexpensesuponinvoiceuptothemaximumamountof … €],for[concept]

13.4Candidate’sbankcoordinates

Allabove-mentionedamounts,ifduebyanyoftheConsortium’spartners,shallbetransferredonthebankaccountmentionedinthefinancialidentificationformattached.Thedoctoralcandidateisresponsibleforsubmittingthecorrectdataconcerninghis/herbankaccount.TheConsortiummaystopthe(monthly)paymentsafteradequatewarning,incasethecandidate:

doesnotpaytherequiredfees(seebelow);

movesawayfromtheabovementionedresearchprojectwithoutthedoctoralcommittee’sapproval;

missesparticipationinthemandatoryprogramme’sactivities;

failstopresentsatisfactoryprogressreports;

makesunsatisfactoryprogress,ordoesnotcomplywiththeusualrulesofconductimplicitinhis/herregistrationattheinstitution;

failstofulfilher/hisobligations.

14.Candidate’scontributiontoprogrammefees

Ifapplicable,thecandidateshallpayfeesaccordingtothefollowingscheme:

Year … , … €

Year …., … €

Feesaredueto:

<Detailsabouttheformofpayment>

V.Modification,mediationandcancellation

Itisthesignatories’ responsibilitytoinforminwritingtheEMJD-DCCoordinatorofanychangesthisagreementmayneed.Thedoctoralcommitteeshallbeinformedofanyamendment.

Ifoneofthesupervisorschanges,orifamajorchangeinthecandidate’sresearchprojectseemsnecessary-suchasanextensionofthedurationoramajorchangeinthetopic,thenanewagreementmustbedrawnuprequiringtheconsentofthedoctoralcommittee and the institutions concerned. Thecontractmaybecancelledifthecandidatedoesnotfulfilthescientificrequirementsandotherobligationssetoutintheagreement.

Allchangesinthefinancialconditionshavetobebroughttotheattentionofallpartiestothepresentagreement,whoshallworkcollectivelytowardswarrantingthedoctoralcandidatethebestpossibleconditionsundertheexistingconstraints.Oncethese(new)conditionshavebeendetermined,theywillhavetobeincludedintoanamendmentofthepresentagreement.

Intheeventofminorchangestothisagreement,anamendmentmaybeproposedbythepartyconcernedandincorporatedtotheagreementasanannexsignedbyallparties.

Anybreachofcontractbythedoctoralcandidatemayleadtothecancellationofthisagreement.

AnyconflictamongthepartiessigningthisagreementshouldbebroughttotheattentionoftheEMJD-DCprogramme’scoordinator,whoshallseekthebestwaytoresolveitincollaborationwiththedoctoralcommittee.

Thisagreementisnotcompletewithoutthefollowingannexes:

Annex1:EuropeanCharterforResearchersandTheCodeofConductfortheRecruitmentofResearchers

Annex2:Candidate’sfinancialidentificationform

Annex3:Internationalagreementforaco-tutellebetweenthetwoinstitutionsinvolvedwithintheframeoftheEMJD-DCprogramme

ThefirstEMJD-DClocaladministrativeofficeisresponsiblefortheformalizationoftheagreementuponthecandidate’sarrivalandasignedcopyofthisagreementwillhavetobestoredatthatoffice.

Signatures:

ThecandidateEMJD-DCCoordinator

Date:Date:

Supervisor1Supervisor2

Date:Date:

RepresentativeofUniversity1RepresentativeofUniversity2

Date:Date:

EMJD-DC Doctoral Candidate Agreement1

[1]Thesumsgivenbelowmaybemodifiedovertheyearsduetochangesintheapplicableregulations.Such

modificationswillhavetobebroughttotheattentionofallthepartiestothepresentcontract(seebelow).