Policy & Guideline

1.      Introduction


The office of Research, Graduate Studies and Community Service of Institute of Technology, Bahir Dar University was restructured in 2004 E.C with the main focus on creating an integrated community based research and high quality graduate studies. Currently the institute runs more than 15 multi-disciplinary & need based graduate programs in which one is at PhD level to contribute for sustainable development of Ethiopia through high quality research.


The graduate programs in each school are a means to enable students to undertake scholarly study and advanced research and to prepare for high quality professional work. Graduate education helps students to develop academic rigor and creativity, independent judgment, intellectual honesty, and the ability to communicate their knowledge. Distinguished academic programs depend not only on the talent, background, and motivation of the participants but also on their shared commitment to relationships based on mutual respect, ethical conduct, and freedom of inquiry. It is the joint responsibility of faculty and graduate students to support the full range of goals proper to graduate education.


In order to create a conductive environment for teaching, research and learning processes and to ensure the quality and expansion of graduate studies, a well defined organizational structure with proper rules and regulations is necessary. Based on this aim the research, graduate studies and community service office develops the following guideline structure for the graduate studies of iOT, Bahir Dar University.


1.1.  General Provisions of graduate program at iOT


1.   The office of research, graduate studies and community service is accountable on matters related to graduate program curriculum approval at ioT level, teaching-learning guidelines, admission, and graduation.


2.  The Graduate Study Program (GSP) shall function through School Program Graduate Committees, School/Institute Academic Commissions and the Graduate Council at ioT.   


3.  The GSP may encourage Schools/Research centers to run joint graduate programs in collaboration with other  institute/universities until the GSP develop the necessary capacity to run programs on its own. In such cases special  procedures may be set to administer such programs in agreement with the collaborating institution. 


4.   Funding of thesis/dissertations and directions on research writing are under the Office of the Research, Graduate Studies and Community services


5.  The Graduate Studies in iOT offers programs of study and research leading to Master of Science (M.Sc.), Master of Engineering (MEng), Master of Technology (MTech), and Doctor of Philosophy (PhD).


6.      The office will ensure all university-wide legislations, rules and regulations applied to the graduate program within iOT.


1.2.   Organizational structure 

Figure 1: Organizational Structure of Graduate Studies of Institute of Technology

This guideline sets forth the rules governing graduate education as established by the office of Research, Graduate Studies and Community Service of iOT-BDU. Research, Graduate Program and Community Service Case Handler in the school’s of ioT and the office of Research, Graduate Studies and Community Services are responsible for making these regulations available to graduate students and prospective students. Students are responsible for familiarizing themselves with the various rules and regulations that apply to their programs.

1.3.   iOT Council of Graduate Studies (CGS)

                         I. General considerations

The ioT Council of graduate studies is the administrative and official board of the graduate studies within ioT. Its members have rolling responsibility for the graduate programs in each school. Any member of the graduate faculty (see section 1.7 about graduate faculty) may request action by the council on any matter related to the graduate studies program within ioT by addressing a letter to the Dean of the office of Research, Graduate Studies and Community Services. The council considers matters that are referred to it by members of the graduate faculty. It may also, upon its own initiative, represent the faculty in questions relating to the interests and policies of the Graduate Study Program. The Council shall be responsible to the iOT academic commission; the academic commission may delegate some of its powers to the Council. 

                      II. Responsibilities

            The ioT council of graduate studies’ responsibilities are to:


  • Ensure effective implementation of the rules and regulations laid down by the university regarding graduate studies
  • Approve students completion in  the study of graduate program 
  • Pass rules and regulations regarding graduate studies within ioT,
  • Approve revisions to the guidelines
  • Recommend establishment of new graduate program,
  • Terminate graduate programs,
  • Approve admission of candidates for graduate studies in the institute;
  • Administer and award fellowships, including determination of stipend levels,
  • Act upon petitions
  • Recommend to the academic commission of the award of the appropriate diploma, certificate or degree in  accordance with University rules and regulations;
  • Submit annual report on the performance of its functions to the commission;


                      III. Membership (composition) of CGS


The council of graduate studies will be set depending on the number of programs.


      1. Dean of the research, graduate studies and community service..........Chairperson;
      2. Coordinator of the graduate studies...............………………....................Secretary;
      3. Research, Graduate studies and Community Service case handlers.....Members;
      4. Chief Graduate Registrar………………………………………….........................Member;
      5. One  graduate students elected by the graduate students…………….......Member;
      6. One graduate faculty elected by the graduate faculty members..........Member


                      IV. Terms of the Council


The term of council members (ioT CGS) shall be three years and they may compete for a second term.


                      V. Meetings


The council of graduate studies meets every one month.

1.4.   Duties and responsibilities of the coordinator of Graduate Studies 


The coordinator shall be accountable to the Office of Research, Graduate Studies and Community Service and will have the following responsibilities,

      • Making sure the proper assignment of graduate program courses in the institute and search guest lecturers in consultation with the PGC (School Program Graduate Committee).
      • Ensure that thesis internal and external examiners are up to the this guideline and university legislation
      • Follow up of the institute graduate students’ academic record and report to the dean of the research, graduate studies and community service office for decision on their academic status
      • Support schools for new graduate program and preparation of appropriate curriculum in collaboration with the other relevant academic staff of the institute.
      • Improve and provide graduate students thesis proposal and thesis writing formats and guide them on how to use the format.
      • Follow up, prepare and coordinate multi-disciplinary graduate program seminars and conferences
      • Monitor the activities of the graduate program and take appropriate action in consultation with the scientific director and /or school director.
      • Follow up course distribution and handling of graduate programs
      • Follows up and executes the decisions and recommendations of the Council of graduate studies of ioT;
      • Help graduate students in many practical matters like fund raising, security and other related issues when they are conducting experiments for their thesis in different places.

1.5.  Duties and responsibilities of Research, Graduate and Community Service Case handler

Case handlers are assigned at school level from one of the chairs or any faculty member and are assigned by the ioT Scientific Director in consultation with School Director. The case handler is accountable to the Coordinator of the Graduate Studies in addition to the School Director. The Case Handler shall:

      • Proposes the establishment of new programs; revision of existing programs; dissolution or amalgamation of programs, etc
      • Ensure that all the facilities including computers, offices and other necessary facilities to the graduate students are fulfilled.
      • Prepares plans, programs and budgets for the activities of the school for graduate programs       and closely supervise the implementation of the approved plans, programs and budgets;
      • Prepare relevant information on the teaching, research and service capabilities of the school and disseminates the same;
      • Assign course instructors  in consultation with SPGC to registered courses;
      • Assign supervisors or committee members in consultation with the student and SPGC for dissertation, thesis or projects works
      • Assign internal and external examiners according to this guideline and university legislation
      • Supervise the proper use of resources allotted to graduate program within the school;
      • Set out on how to nominate part-time instructors;
      • Submit quarterly, semester and annual report to the Coordinator of graduate studies of ioT;
      • Be a member of the council of graduate studies of the institute  
      • Be a member of the academic council of the school

1.6.   School Program Graduate Committee (SPGC)

Each school shall have a School Program Graduate Committee (SPGC).

                        I.            Composition and Terms of SPGC


1.      The SPGC shall have five members, with the School director as a chairperson and research, graduate studies and community service case handler as a secretary, and three elected graduate faculty members of the academic staff.

2.      The term of elected members of the SPGC shall be three years and can be elected again for the second term.  .

                        II. Functions of SPGCs


The SPGCs shall :

a.      Develop graduate programs in collaboration with the graduate faculty members within the school;

b.      Review and revise curriculum at least every three years;

c.       Process entrance examination and admission processes

d.     Monitor and supervise all activities of the programs under the lead of the Case Handler

e.      Monitor students’ academic progress;

f.        Support the Case Handler in assigning a research supervisors or examiner committee members for each graduate student;

g.      Assign members of examining board for thesis, dissertation and other qualifying examinations for approval by the academic council under the lead of Case Handler and;

h.      Decide on the load distribution of graduate programs

1.7.   Graduate Faculty


                      I.            General Considerations

The graduate faculty has power over all graduate work and over all degrees beyond the first degree offered by any school of ioT BDU. This power extends both to degrees with thesis (primarily the M.Sc. and Ph.D.) and to many degrees without thesis (MEng,and  MTech).

The graduate faculty is not an administrative unit, but rather a group of individuals drawn together by a shared interest in graduate education. Graduate faculty membership carries with it recognition of the special responsibilities involved in the direction of graduate students. It also means that members have substantial opportunities for scholarly work and research in addition to other academic activities. A member of the graduate faculty usually associated primarily with the study programs in the school from which he or she was initially nominated.

                   II.            Responsibilities


The graduate faculty has delegated responsibility for graduate studies administrative matters to the Council of Graduate Studies. (See “Council of graduate studies” in section 1.3). The graduate faculty, however, retains the following duties:

      • The graduate faculty elects the graduate faculty member representative of the ioT Council of Graduate Studies.
      • The graduate faculty shall provide comment on major policy issues related to graduate studies. 
      • The graduate faculty votes on issues brought to it by the Council of Graduate Studies or submitted by a petition of 50% plus members of the graduate faculty.

                III.            Membership


Membership consists of those who have been designated members of the graduate faculty by the Dean of the office of Research, Graduate Studies and Community Services, normally with the approval of the ioT Council of graduate studies.

To be eligible for membership on the graduate faculty, an ioT faculty member must be actively engaged in the institute research and teaching or outreach in an established graduate education within the school. A PhD is routinely required, though exceptions may be granted in some cases (See below).

Individuals holding the following titles from other international and national organizations are also eligible for membership on the graduate faculty if their responsibilities qualify them

      • Visiting professor, visiting associate professor, and visiting assistant professor,
      • Adjunct professor, adjunct associate professor, and adjunct assistant professor,
      • Senior scholar, and
      • Senior scientist, and
      • Principal research scientist and research scientist

Individuals holding the following titles in ioT or international or national organizations are not normally general members of the graduate faculty:

      • Senior research associate,
      • Senior lecturer,
      • Senior extension associate,
      • Visiting critic, and
      • Professor without the highest degree in the field.

In exceptional circumstances membership may be granted to individuals from ioT or international or national organizations in these categories if the individual’s research is comparable at least to that of associate professors who are members of the graduate faculty in the same school, and if the individual’s supervision of graduate students is an explicit job responsibility, making membership on special committees appropriate.

                IV.            Nominations

A member of the academic staff in a school is nominated for membership on the graduate faculty if the individual is a PhD holder (though exceptions may be granted in some cases as indicated in number III of this section) and interested to be a member by application to the school SPGC, The case handler of graduate program in the school submits a letter of nomination and the nominee’s curriculum vitae to the Graduate Studies Program of ioT.

The Dean of the Office of Research, Graduate Studies and Community Service submit nominations to the ioT Council of graduate studies for final approval.

                   V.            Term of Appointment

Graduate faculty membership continues indefinitely in most cases, so long as the member remains actively engaged in the institute research and teaching or outreach in the school. If the member is no longer actively engaged in research and teaching or outreach relevant to the graduate program within the school, the graduate faculty member of the school may vote by majority to withdraw the individual’s membership in the school, reporting the vote to the Dean of the Graduate Study Program for approval.

                VI.            Meetings

            The Dean of Research, Graduate Studies and Community Service Office announces all regular meetings of the graduate faculty by e-mail, letters or other means.

             VII.            Voting Rights

All members of the graduate faculty entitles the individual to vote on all graduate matters in schools in which they are appointed