Normative Documents

 

PROVISION ON DISSERTATION BOARD
        International Information Technology University, JSC

 

 

  1  Procedure for creation and work of the Dissertation Board

 

The Provision on Dissertation Board (hereinafter referred to as the Provision) was developed in accordance with the Standard Provision on Dissertation Board (hereinafter referred to as the Standard Provision) approved by the Order of the Minister of Education and Science of the Republic of Kazakhstan No. 126 dated March 31, 2011, as amended No. 225 of May 18, 2012, No. 172 of May 4, 2013. The Order of the Minister of Education and Science of the Republic of Kazakhstan of January 21, 2016 No. 56. Registered in the Ministry of Justice of the Republic of Kazakhstan on March 5, 2016 No. 13406.

1. The Dissertation Board of the International Information Technology University (hereinafter referred to as IITU) is a collegial body that conducts the defense of doctoral dissertations and solicits to the authorized body, such as the Committee for Control in Education and Science of the Ministry of Education and Science of the Republic of Kazakhstan (hereinafter referred to as the Committee) to award of the degree of Doctor of Philosophy (PhD) or other Professional Doctoral Degree.

2. The Dissertation Board is chosen for 3 (three) calendar years, in higher education institutions where the state educational order in doctoral studies is placed.

3. The Dissertation Board is responsible for the quality, objectivity and validity of the decisions taken.

4. The Dissertation Board consists of the chairman, deputy chairman, academic secretary and board members. The number of members in the Dissertation Board is not less than 5 (five) people.

5. The Dissertation Board for each specialty includes at least 3 (three) specialists with a scientific degree who published at least 5 scientific articles in the relevant research field.

6. Not less than 1/3 (one third) of the members of the Dissertation Board should be full-time employees of IITU JSC, at least 1/3 (one third) of the members should be representatives of other universities and at least 1/3 (one third) of the members should be representatives of scientific or other organizations.

7. The composition of the Dissertation Board is approved by the protocol agreement of the Academic council of IITU JSC for 3 (three) calendar years. The travel expenses of nonresident members of the Dissertation Board are reimbursed at the expense of the university. The work of the members of the Dissertation Board is paid in accordance with the Rules for the work of the Dissertation Board approved by the University Academic Council.

8. The Dissertation Board is obliged to post information on its activities on the website of IITU JSC.

9. At the end of the calendar year, the Dissertation Board shall submit a statistical report on the work done to the Committee in the form in accordance with Appendix 1 to this Provision.

10. Doctoral students who have successfully mastered the doctoral programs and conformed to the requirements stated in paragraphs 5-7 of the "Rules for awarding academic degrees" (hereinafter the Rules) approved by the order of the Minister of Education and Science of the Republic of Kazakhstan No. 127 dated March 31, 2011, are allowed to defend the thesis. Changes No. 226 of May 18, 2012, No. 214 of May 30, 2013.

11. Defense of the thesis is allowed provided that a student published at least 7 (seven) scientific works on the thesis topic, including at least 3 (three) in scientific journals recommended by the Committee, at least 1 (one) in a foreign journal with a nonzero impact- factor indicated by Thomson Reuters or included in the Scopus database, and 3 (three) in international conferences proceedings, including 1 (one) in the foreign conferences proceedings.

 

12. The following documents are submitted to the Dissertation Board:

1. Reviews of domestic and foreign scientific consultants (for dissertations containing state secrets, reviews of domestic consultants);

2. The favorable opinion of the expanded meeting of the department, where the thesis was witten;

3. Thesis in hardcover and on electronic media (CD-ROM);

4. List of the published scientific works and their copies;

5. Personnel record card, certified at the place of study by human resourses;

6. Copy of the transcript on mastering the professional curriculum of doctoral studies.

The thesis is presented in one of the following languages - state, Russian or English.

Documents are accepted by the academic secretary of the Dissertation Board, who registers them and submits to the Dissertation Board.

In case of absence of the Dissertation Board on the relevant specialty at IITU, the university ensures the submission of documents of the doctoral candidate, with a cover letter on the university letterhead to the Dissertation Board at another university.

Not later than 10 (ten) working days from the date of documents receipt, the Dissertation Board determines the date of thesis defense and appoints two reviewers with a scientific degree and at least 5 scientific articles published in the field of doctoral research, one of which is not an employee of the university in which the doctoral student had studied. The sequence of the doctoral students' documents should be observed.

The members of the Dissertation Board (no more than 1/3) are allowed to attend the meeting on the admission of the thesis for defense in the form of a video conference.

The Dissertation Board is guided by the principle of independence of reviewers and scientific advisors. Reviewers cannot be:

1. Committee staff;

2. Co-authors of the doctoral student on the works published on the topic of the thesis;

3. Heads and employees of the departments of the university and scientific organization (departments, laboratories, subdepartments), where the thesis was carried out and/or scientific research was conducted, on which the doctoral student is the customer or the executor (co-executor);

4. The appointment of one of the reviewers from the Dissertation council is allowed.

The Dissertation Board shall place the following information about the doctorate defense and board activities on university site (except for materials and dissertations containing state secrets):

Announcement about the forthcoming defense with indication of the address, date and time shall be published not later than one month before the established defense date with the placement of the thesis, brief annotation in the state, Russian, English languages and the text of the announcement on the site of the Committee and the University. Concurrently, the Dissertation Board should send a thesis be checked for plagiarism which is the use of borrowed material without reference to the author and the source, to the National Center for Scientific and Technical Information. Theses containing state secrets and the announcement of their defense are  not placed on the site.

A copy of the dissertation on paper and electronic media is placed to the university library. Copies of the thesis on an electronic medium are sent by the academic secretary of the Dissertation Board to the National Academic Library of the Republic of Kazakhstan and the National Library of the Republic of Kazakhstan.

When placing the thesis on the Internet resources of the University, copyright protection is provided, the technologies of copyright protection and further use of the thesis are applied.

Reviewers on the basis of the study of the dissertation and published works submit written reviews to the Dissertation Board evaluating the relevance of the selected topic, the degree of validity of the scientific provisions, conclusions and recommendations formulated in the thesis as well as its practical significance, novelty, and the conclusion about the possibility of awarding a Doctoral Scientific Degree.

If the review does not meet the abovementioned requirements, the Dissertation Board returns the review to the reviewer for additional consideration or replaces the reviewer. Copies of reviews are given to the doctoral candidate not later than 10 (ten) working days before the defense of the thesis.

The chairman, deputy chairman and academic secretary of the Dissertation Board can not perform their duties at a meeting of the Dissertation Board in the case when they are scientific advisers of the doctoral candidate. The duties of the chairman of the Dissertation Board are assigned to the deputy chairman, the duties of the deputy chairman and the academic secretary are assigned to the members by the decision of the Dissertation Board.

In cases of simultaneous absence of the chairman, deputy chairman and academic secretary, the meeting of the Dissertation Board is not held.

The Dissertation Board provides a video recording of the thesis defense and a shorthand report of the meeting.

The meeting of the Dissertation Board is considered eligible if at least two-thirds of its members participated in its work, with at least 3 (three) specialists in each profession participating in the meeting among the members of the Dissertation Board.

In the absence (for good reason) of one of the reviewers, his review is read out by the academic secretary. Reviewers are allowed to speak at the thesis defense meeting in on-line mode in the form of a video conference.

At one meeting of the Dissertation Board, one thesis shall be defended, within one day, no more than three meetings shall be held.

 

2. Procedure for the admission of the thesis for defense in the Dissertation Board

 

1. The Dissertation Board accepts the completed dissertation work for the defense in case the doctoral student provides the following documents:

1. Reviews of scientific consultants of the doctoral student (domestic and foreign);

2. The favorable opinion of the department with the recommendation for defense (an extract from the minutes of the department meeting, approved by the vice-rector);

3. Thesis in hardcover and on electronic media (CD-ROM);

4. List of the published scientific works and their copies;

5. Copies of diplomas on higher and postgraduate education, copies of the transcripts;

6. Copy of the transcript on mastering the professional curriculum of doctoral studies.

Documents are accepted by the academic secretary of the Dissertation Board.

Not later than 10 (ten) working days from the date of documents receipt, the Dissertation Board determines the date of thesis defense and appoints two reviewers with a scientific degree and at least 5 scientific articles published in the field of doctoral research, one of which is not an employee of the university in which the doctoral student had studied. The sequence of the doctoral students' documents should be observed.

Announcement about the forthcoming defense with indication of the address, date and time shall be published not later than one month before the established defense date with the placement of the thesis, brief annotation in the state, Russian, English languages and the text of the announcement on the site of the Committee and the University. Concurrently, the Dissertation Board should send a thesis be checked for plagiarism which is the use of borrowed material without reference to the author and the source, to the National Center for Scientific and Technical Information. Theses containing state secrets and the announcement of their defense are not placed on the site.

A copy of the dissertation on paper and electronic media is placed to the university library. Copies of the thesis on an electronic medium are sent by the academic secretary of the Dissertation Board to the National Academic Library of the Republic of Kazakhstan and the National Library of the Republic of Kazakhstan.

 

3. Dissertation Board meeting in case of PhD dissertation defense

 

1. Dissertation Board meeting is guided by the Chairperson of the Dissertation Board and shall be recorded.

2. The public dissertation defense shall be a scientific discussion. It takes place in an environment of high standards, adherence to principles and observance of scientific ethics. The dissertation novelty, validity of the results, conclusions and scientific and practical recommendations shall be analyzed.

3. When the Dissertation Board meeting is opened, the Chairperson notifies the Dissertation Board members about the competence of the meeting on the basis of the attendance list and attendance of reviewers.  Attendance of the Dissertation Board members and reviewers shall be entered the minutes of the meeting indicating their academic degree.

After opening, the Chairperson announces PhD dissertation defense, indicates the title of the dissertation, names of the reviewers, and reports that the PhD dissertation is defended for the first time. The Dissertation Board Academic Secretary briefly reports on the main contents of the documents submitted by a PhD student and their compliance with the established requirements.

4. The PhD student outlines dissertation essence and principal provisions followed by question session. Then a word is given to one of the scientific advisers or, in his/her absence, his/her review is read out.

5. Then the floor is given to reviewers, and the PhD student shall answer the questions. At the request of the PhD student, he/she can answer after each reviewer's speech.

6. Everyone has the right to participate in discussion. At the end of discussion, the PhD student gives the final word.

7. After the PhD student’s final word, the Dissertation Board elects the Counting Commission in the amount of 3 persons from the Dissertation Board for secret voting on awarding the PhD / doctor's degree by the major.

8. The Dissertation Board holds a secret voting to adopt one of two decisions:

1. if a decision is positive, then the Dissertation Board  apply for awarding the PhD / doctor's degree by the major;

2. if a decision is negative, then the Dissertation Board  refuses to award the PhD / doctor's degree by the major.

9. Next, the Counting Commission Chairperson holds the speech on the results of the secret voting, and the approval of the Counting Commission minutes.

10. The Dissertation Board decision is adopted if at least 2/3 (two-thirds) of the Dissertation Board members participated in the meeting voted for it.

11. In conclusion, the Chairperson announces the PhD student the decision of the Dissertation Board.

12. Then, if a decision is positive, the Academic Secretary shall form the attestation case of the PhD student according to the following list of documents:

1. The accompanying letter-petition on the university letterhead, signed by the Dissertation Board Chairperson, indicating the date of sending the dissertation to the National Center for Scientific and Technical Information;

2. The dissertation in hardcover and on electronic media (CD-ROM);

3. The list and copies of scientific publications on the topic of the dissertation;

4. The registration card of the dissertation in Kazakh and Russian languages ​​in accordance with the form 2 of the Provision;

5. The certificate of the National Center for Scientific and Technical Information on plagiarized materials;

6. Reviews of scientific advisers;

7. Reviews of 2 (two) reviewers;

8. The attendance list of the Dissertation Board members in the form according to Appendix 3 to the Provision;

9. The record and transcript of the Dissertation Board meeting with the dissertation defense, signed by the Chairperson and Academic Secretary;

10. Copies of diplomas on higher and postgraduate education with attachments (copies of the transcript);

11. A copy of the transcript on study at PhD program;

12. Information on the PhD student in the form according to Appendix 4 to this Provision;

13. A personal leaflet, certified at the place of study by the university HR Department.

 

13. The Academic Secretary shall send a PhD student's attestation case to the Committee within 30 (thirty) calendar days after the dissertation defense at the Dissertation Board.

14. The second copy of the attestation case on awarding the PhD / Doctor of Philosophy degree is stored at the university.

15. If a decision is negative, then the Dissertation Board shall draw up a conclusion with an explanation which requirements of the Provision, Model Regulations and Rules are not met in the dissertation. Copies of reviewers’ and scientific advisers’ reviews, video recording, the transcript of the meeting and the Dissertation Board conclusion, signed by the Chairperson and the Academic Secretary, are sent to the Committee within 15 (fifteen) calendar days from the date of the decision.

16. An appeal shall be submitted by the PhD student in any form within 2 (two) months from the decision date to the university where the dissertation defense was held.

17. Within 10 (ten) working days from the date of the appeal, the Appeal Commission (hereinafter - the Commission) shall be established under the University Rector order. The commission includes 3 (three) specialists who hold a degree by the relevant major. The Commission members cannot be scientific advisers, reviewers, Dissertation Board or Expert Committee members.

18. The Commission is guided by these Provision, the Model Regulations and Rules.

19. The Commission considers the appeal, the dissertation, the materials of the Dissertation Board on the dissertation defense and prepares an opinion on the results of the appeal within 30 (thirty) calendar days from the date of its establishment.

20. The Appeal Commission shall make a conclusion adopted by a majority of Commission members on the basis of open voting and signed by all members of the commission. If the Commission conclusion is positive, copies of the commission minutes, the conclusion and dissertation are sent to the Committee within 15 (fifteen) calendar days for making the final decision.

21. The conclusion of the Appeal Commission shall be notified to the PhD student within 15 (fifteen) calendar days from the date of its adoption.

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