Graduate Programmes (by Research)

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Administrative Information & Forms


  1. Graduate Research Admission System (GRAS)
  2. Confirmation & Conversion of Candidature / Renewal of Scholarship / Progress Report / Structure
  3. Thesis Advisory Committee (TAC)
  4. Revised coursework requirements & QE for MAE PhD students who joined from Augs 12 intake onwards 
  5. Leave System (Vacation Leave, LOA, Medical Leave, Compassionate Leave and In-camp Training
  6. Application for Local Conference 
  7. Application for Overseas Conference 
  8. Application for Local/Overseas Attachment/Assignments
  9. Request to Change Supervisor(s) / Add Co Supervisor
  10. Submission of Thesis for Examination
  11. Submission of Amended Thesis for Re-examination
  12. Application for Extension of Candidature
  13. Withdrawal from PhD/MEng Programme
  14. Registration/Sealing of Calculators
  15. Research Students' Application Form for Course Exemption  
  16. Request for conversion from full-time to part-time candidature
  17. Form to initiate the process of nomination of examiners
  18. Exemption Criteria for HWG703 Graduate English
  19. Confirmation/Qualifying Examination and HWG702
  20. Graduate Assistantship Programme (GAP)
  21. Research Seminars Attendance
  22. Other Forms

1. Graduate Research Admission System (GRAS)
The GRAS has been implemented on 18 Jun 12. This is in line with the University's paperless initiatives and to increase productivity and efficiency.
 
PhD/MEng candidates to apply via GRAS. Candidates to select their proposed supervisor in the system so that their applications will go to the respective faculty member for shortlisting. If the supervisor's field is left empty, the applications will go to the common pool for all faculty to shortlist.
 
Faculty can view and shortlist applications in the faculty module via https://venus.wis.ntu.edu.sg/GRAS/login.aspx. The GRAS user guide can be found in the faculty module.
2. Confirmation & Conversion of Candidature/Renewal of Scholarship/Progress Report/ Structure
This form is for use in (a) confirmation/conversion of a research student’s candidature, (b) renewal of his award and (c) assessment of candidate’s progress/annual report.
 
NTU scholarships can be renewed annually subject to good progress and performance, attainment of required CGPA and the recommendation of the School.
 
Students are advised to submit promptly their renewal form together with the progress report and supervisor's assessment/TAC comments form. For annual renewal of scholarships, the onus is on the students to submit the relevant documents and reports to their supervisors, and subsequently to MAE Research Office (N3-02b-62) for processing. If in doubt, please consult your supervisor. If students do not submit their renewal of scholarship form/documents for approval, their scholarship will not be renewed.
 
Please refer to the confirmation report writing guide for your use.
 
A copy of the PhD/MEng programme structure can be found here.
3. Thesis Advisory Committee  (TAC)
The Thesis Advisory Committee (TAC) is implemented for all PhD students (full-time & part-time) who matriculated from the Aug 12 intake. It is compulsory for all PhD students admitted from the Aug 12 intake onwards to have a TAC.
 
Composition of TAC
The TAC shall consists of the supervisory member(s) (supervisor and co-supervisor if any) and two other non-supervisory members (one internal member within MAE & one external member outside of MAE or NTU).
 
Supervisor(s) shall nominate the two non-supervisory members. The establishment of the TAC within the first 6 months of candidature will be the responsibility of the supervisor and the committee shall be formed and approved by Assistant Chair (Research).
 

Nomination of TAC Form
 
Role of TAC (administration)
 
  • Supervisor (no veto-power) will be the coordinator, and is responsible for the timely meetings and submission of reports.
  • The exact administration details to be decided by supervisor.
  • TAC members could raise their concerns if any to Assistant Chair (Research).
  • It is mandatory for TAC to submit the enclosed TAC Comments Form at the appropriate time (i.e. on candidate’s submission of his/her yearly progress report, confirmation and final thesis).
  • It is suggested that PhD students to present to TAC to get feedback and suggestions before drafting their confirmation report and final thesis.
 
The current role of the supervisor would remain, but with the additional responsibility to act as a coordinator of the TAC.
 
The PhD students are to work closely with their supervisors including submitting the TAC Comments Form and consult the supervisors/Assistant Chair (Research) on matters related to the TAC if any.
4. Revised coursework requirement & QE for MAE PhD students who joined from the Aug 12 intake  onwards
The revised coursework requirements and Qualifying Examination for MAE PhD students who joined from the Aug 12 intake onwards is enclosed here. Please read and compile with the requirements. They do not apply to PhD students admitted prior to Aug 12 intake.
5. Leave System (Vacation Leave, LOA, Medical Leave, Compassionate Leave and In-camp Training)
The leave system is applicable to Full-Time PhD and MEng Students
Please see the attached table on the new leave scheme for all full-time PhD and MEng students in NTU w.e.f 2 Jan 13.
 
Application for leave must be submitted for School's approval online via GSLink.
 
The types of leave are as follows:-
(a) Vacation Leave
      Application : Student  -->  Supervisor
 
(b) Leave of absence, medical leave, compassionate leave and in-camp training
      Application : Student --> Supervisor  -->  Assistant Chair (Research)
 
The leave policy is enclosed.  For medical leave, compassionate leave and in-camp training, please attach relevant supporting documents to your applications.
 
Student applying for Leave of Absence (LOA), please refer to the guidelines here.
6. Application for Local Conference
Full-time PhD Students may apply for local conference financial support. It is subject to the approval by the School. Students must submit this form, together with the supporting documents to their supervisors.
 
If you are requesting for financial support from the supervisor/PI's research funding to attend the local conference, please ensure that your supervisor/PI completes this financial support form and submit this form together with the application form to MAE Research Office (N3-02b-62).
 
Submission of Local Conference Claim
 
To make a claim, please submit the claim via GSLink through the Integrated Claims Systems (ICS).  All original invoices/receipts and approval document have to be upload in the system.
 
Please read the attached User Guide before submitting your claim.
7. Application for Overseas Conference 
The School may grant financial support for one international conference (after PhD confirmation) per student per candidature, for oral presentation only. Full-time PhD students may apply for overseas conference, subject to approval of the school. Students must submit this application together with the supporting documents to their supervisors and our office at least 6 weeks before the conference date.
 
If you are requesting for financial support from the supervisor/PI's research funding to attend the overseas conference, please ensure that your supervisor/PI completes this financial support form and submit this form together with the application  form to MAE Research Office (N3-02b-62).
 
For other types of funding such as NPGS, the NPGS policy will apply. NPGS scholars are requested to highlight in the applications that they are NPGS scholars to facilitate processing of applications.
 
Submission of Overseas Conference Claim
 
To make a claim, please submit the claim via GSLink through the Integrated Claims Systems (ICS).  All original invoices/receipts and approval document have to be upload in the system.
 
 
Please read the attached User Guide before submitting your claim. 
8. Application for Local/Overseas Attachment/Assignments
Full-time research students may apply for local/overseas attachment/assignment in related to their research programme. It is subject to approval by the School. Students must submit this form, together with the supporting documents to MAE Research Office (N3-02b-62) through their supervisors.
 
If you are requesting for financial support for the overseas attachment from the supervisor/PI's research funding, please ensure that your supervisor/PI completes the financial support form and submit this to Assoc Chair (Research) Office for approval before the date of the attachment. 
9. Request to Change Supervisor(s) / Add Co-Supervisor (G/1292/07)
This form is required to submit to supervisor.
10. Thesis Submission
 
a) Guidelines on Thesis Matters
 
Please refer to Office of Academic Services webpage or general information and format of thesis submission:
 
b) Initiate the process of Nomination of Examiners (to be completed 3 months before submission)
Nomination of examiners must be completed before students submit their theses online. To expedite the thesis examination process, students are required to submit the form to initiate the process of Nomination of Examiners 3 months prior to thesis submission.
 
c) Submission of Thesis for Examination
 
Students should have cleared their thesis with their supervisor to ensure that they are in acceptable form for examination before the expiry of their maximum candidature.
 
Students are required to submit their thesis for examination through the online system Thesis Submission available in GSLink.  They are required to upload the following documents to the systems:
 
a) Thesis (in PDF format)
b) Abstract of the thesis (150 words)
c) Examination fee receipt
d) Coursework results printed from GSLink
 
The following in the order given, all of which must be bound with the thesis, must precede the thesis:
 
i) Title Page
ii) Statement of Originality
iii) Supervisor Declaration Statement
iv) Authorship Attribution Statement
v) Acknowledges
vi) Table of Contents
vii) Summary
 
Student is to ensure the above item (i) to (iii) are included in the Thesis submission.  Please refer to the REIO website for the details of the Declaration Statement https://research.ntu.edu.sg/rieo/RIPages/Theses-Dissertation.apx
 
Missing of the above documents and information will result in rejection of the online Thesis submission and delays in the examination process.
 
Students should cater time allowance for their supervisor to endorse their thesis submission; minimally one-week allowance for supervisor's endorsement is advised.
 
 

d) Plagiarsim Check for Thesis

After submit the thesis through online system, students are required to send the following files in one email to bb-help-mae@ntu.edu.sg, copy your supervisor and mae_thesis@ntu.edu.sg for the plagiarism checking. Please also attached the following to the email:
 
1)  The finalised  thesis excluded the references and appendixes and named  the file [Student Name-Supervisor Name (e.g. Ng Susan-AP Thomas.pdf)].
 
2)  The finalised thesis self-check report.

 

The current guide for plagiarism checking is ≤ 15%.  If the result of the plagiarism check exceed 15%, thesis will be returned to the supervisor. Student will have to re-submit the revised thesis for plagiarism check again.
 
e) Liability of Tuition Fees
 
The date on which the supervisor endorses the thesis to be in an acceptable form for examination shall be the date to determine the student's liability of tuition fees
 
Date on which supervisor endorses thesis as ready and acceptable for examination
Tuition fees payable*
Before or within Teaching Week 2 of a semester
Not liable for tuition fees for the semester
Teaching Week 3 of semester till 30 September; OR Teaching Week 3 of semester till 31 March
Liable for tuition fees for first half of Semester 1 or Semester 2 respectively
After 30 September or 31 March
Liable for tuition fees for entire Semester 1 or Semester 2 respectively
 
*Students who submit their thesis for examination during their leave of absence or in the semester immediately upon their return from their full-semester leave shall be liable for fees for the entire semester in which the thesis is submitted, even if the thesis is submitted within Teaching Week 2 of the semester.
 
For research scholars, the last day of award is the supervisor's endorsement date.
 
11. Submission of Amended Thesis for Re-Examination (G308/06)
Please complete this form and submit it with your amended thesis to your supervisor.
12. Application for Extension of Candidature (R/1052/97)
To apply for Extension of Candidature, please consult your Supervisor and submit the application form, a copy of your latest transcripts and project schedule to supervisor at least three months before the expiry of candidature. Students will be informed the outcome by Graduate Studies Office.
13. Withdrawal from PhD/MEng programme
Students who wish to withdraw from their PhD/MEng programme must submit a request to the School through GSLink in advance, stating the reasons for the withdrawal. There shall be no backdating of withdrawal.
 
Students who withdraw or leave the University two or more weeks after the commencement of their candidature or the commencement of the semester are liable to pay the fees due for the semester.
 
Students on scholarship are required to give the University one month’s notice in writing or pay the University a sum equivalent to one month’s stipend in lieu of notice.
 
Please read the details in this link before submitting your withdrawal request.
14. Registration/Sealing of Calculators
  • Students are required to register your calculator before the examinations.
  • Please register your calculators at the MAE Research Office Counter (N3-02b-62) on Mondays - Fridays, 9.00am - 5.00pm.
  • You are not required to re-register your calculator if you have previously registered it and the seal is intact.
  • Please click here for the approved list of calculators. Please use only calculators that appear in the approved list. Calculators, which do not appear in the approved list, will not be registered.
  • The University will allow the use of approved graphic calculators with effect from S1 AY2006/2007 examinations. Please refer to the list above for the approved graphic calculator models. Students are responsible for clearing any information and/or programs stored in the graphic calculators before the examination.

15. Research Student's Application Form for Course Exemption

Students must fulfill the following before they could apply for course exemption:-

  • Have done at least one semester of coursework in NTU
  • Have attained at least TGPA and CGPA of 3.5
  • Did not receive any academic warning (ie, should have attained at least grade point 2.5(C+) in every course taken)
  • The course used for exemption must be at least a grade 'B'
  • The AU of the course which student had taken should be >= than the AU of the course in-consideration for exemption.
  • The course used for exemption must be relevant to your PhD research
  • 6000 series course cannot be used to exempt 7000 series course
  • Credit transfer for courses conducted in English with a good grade
  • Only credits and qualifications earned within the last 5 years from the date of application can be considered

This form has to be submitted to MAE Research Office (N3-02b-62) through supervisor.
16. Request  for conversion from full-time to part-time candidature
 
Have submitted thesis
PhD/MEng international students, who have submitted thesis and wish to take on full-time employment, must submit a request for change of status from full-time to part-time to the School for endorsement with supporting documents. Please attention your request letter to Dean, Graduate College through Assistant Chair (Research) and Supervisor for approval.
 
Have not submitted thesis
lf you have not submitted thesis and need to request for change of status from full-time to part-time, please submit your request letter to the School for endorsement with the completed project schedule form and supporting documents. Please attention your request letter to Dean, Graduate College  through Assistant Chair (Research) and Supervisor for approval. Such request will be considered on a case-by-case basis and strong reasons must be provided. 
 
The effective date of conversion of candidature shall be within one month from the date of receipt of your request by Assistant Chair (Research). No back-date of conversion will be allowed. For example, if you request to convert from full-time to part-time candidature with effect from 30 June 12, your letter of request (duly supported by supervisor) must reach Assistant Chair (Research) by 1 June 12.
17. Exemption Criteria for HWG703 Graduate English
Students who meet any ONE of the criteria listed in the attached list can be exempted from the English proficiency course. Please highlight to our office if you meet any of the mentioned criteria.
18. Confirmation/Qualifying Examination and HWG702
The terms of NTU's research scholarship require candidates to assist in teaching duties upon confirmation of their PhD candidates.
 
PhD students admitted from Aug 13 intake
Candidates need to satisfy the requirement for HWG702 (Small Group Teaching) before they are allowed to assume teaching duties. The University has now regularised the requirement for HWG702 with PhD confirmation. All PhD scholars will be required to pass HWG702 by their Qualifying Examination/Confirmation before they can be granted the $500 RSS stipend increment. Candidates who have yet to pass HWG702 at the point of their confirmation may proceed with confirmation of candidature without the $500 stipend increment till they pass HWG702. There will be no backdating of stipend increment for these candidates when they subsequently pass HWG702. The increment will be effected from the date on which the candidate passes the module.
 
PhD students admitted prior to Aug 13 intake
Students admitted prior to August 2013 who have not taken/passed HWG702 will be eligible for the $500 RSS stipend increment upon passing their PhD Qualifying Examination/Confirmation and School would assign laboratory and other teaching-related duties to students as per current procedure. However, this group of students are required to pass the course within 2 1/2 years from their date of admission and ensure that they clear the course within the timeline mentioned.
19. Graduate Assistantship Programme (GAP). Graduate Assistantship Programme (GAP)
International students who are admitted from AY2014/2015 (August 2014) must perform teaching/laboratory supervision, research assistant duty and other development assignments  as a form of "In-Service Obligation".
 
Students must ensure that the total hours required under the GAP are completed before thesis submission.
 
Students are required to submit the Record of GAP Hours – ODA/RA forms to our Graduate Office at the end of each academic year i.e. August.
 
Record of GAP (Graduate Assistantship Programme) Hours - Other Developmental Assignments
Record of GAP (Graduate Assistantship Programme) Hours - Research Assistant Duty​
​20. Research Seminars Attendance
All research students are required to fulfill 10 seminars per academic year and submit the Seminar Attendance Record form to MAE Research Office (N3-02b-62) through your Supervisor upon submission of your annual progress report.
 
Information Literacy Seminar is compulsory for all first-year postgraduate research students (August 2016 batch onwards). This seminar can be counted as one of the seminar requirements.
The seminar is offered by the Library; to view the schedule and to register, please see https://blogs.ntu.edu.sg/lib-learning/workshops/.
 

21. Other Forms