Appointment & Termination

Nature of Studentship Appointment and Termination

Scope

This policy on Nature of Studentship Appointment and Termination applies to all Open University-registered students of the Affiliated Research Centre, Stowers Institute for Medical Research (“institute”). An appointment will continue at the discretion of the training mentor and is subject to approval of the Scientific Director of the Stowers Institute. The appointment period may not continue longer than completion of the requirements for the doctoral degree. The Stowers Institute will pay the student’s tuition at Open University while she/he is in good standing. The student will be responsible for the cost of books and activities fees.

Purpose

Although the institute generally hopes and expects that students will advance through their degree requirements to successfully achieve the goal of an Open University awarded Ph.D. degree, from time to time, circumstances may arise in which the institute or a student terminates the appointment. Advancement through the program is assessed as described in SIMR-ARC documents.

As a general procedure, prior to termination by the institute, the institute will seek to attain its goal of giving students opportunities to succeed through application of the Policy on Coaching and Counseling and mentoring programs outlined in the SIMR-ARC and other Institute Policy (available on request) documents.  The purpose of this policy is to establish the events in which a student’s appointment with the institute will terminate and under what conditions the student may be allowed to complete the degree requirements with the Open University.

Policy

The typical OU Graduate Program at SIMR lasts three, but no longer than four, years (including write up), full-time. These are the standard maximum periods of study, which may be extended or reduced (but not reduced to less than two years) depending on an individual student's previous qualifications and/or in response to the progress made by an individual candidate during their period of study.

Research degree students register for one year at a time, and renewal is subject to the annual review process as outlined in the SIMR and Open University Progress Review guidelines. For the first 12-18 months the student is considered in a probationary phase. See additional guidance on this process and options.

If the student has an institute appointment, the appointment by the institute will terminate upon (i) the expiration of the student’s appointment term, subject to annual review and approval, (ii) the death of the student, (iii) the termination of registration by the Open University, (iv) the resignation of the student, (v) the termination of the student’s permission or authorization to study in the United States at the institute, or (vi) for cause (as defined below). 

Following the end of the fourth year period of study, candidates who have not yet submitted their thesis for examination may enter the write-up period, which may last a further twelve months (full-time). During this time, at the discretion of the Research Degree Coordinator, the student’s supervisors, and subject to approval of the Scientific Director of the Stowers Institute, students may continue to access institute resources, including the library and computing facilities, with the support of the institute administration including the payment of tuition fees for that year.

If a student withdraws from her/his research degree program, the Research Degree Coordinator must inform the Open University using the Notification of Withdrawal form (ARC10).

Cause

“Cause” is established if (i) the student is convicted of a felony or a crime involving moral turpitude or has entered a plea of nolo contendere (or similar plea) to a charge of such offenses, (ii) the student uses alcohol or any narcotic drug or other controlled or illegal substance in violation of institute policy, (iii) performs duties in an unsatisfactory manner, (iv) commits any act of fraud, gross negligence, willful misconduct, misappropriation or personal dishonesty, (v) violates, or fails to carry out, any express direction of the Institute’s Board of Directors or any supervisor or manager of the student, or violates any rule, regulation, policy or plan that may be established by the Institute from time to time regarding the conduct of its students and/or its business, or (vi) misrepresents a material fact or omits information necessary to make the information supplied materially misleading in any application or other information provided by the student to the Institute or any representative of Institute or placement agency in connection with the student’s appointment by the Institute.  The existence of circumstances necessary for a finding of cause will be determined by the President and CEO or such person’s designee.

In cases of illness or personal problems, a student may suspend her/his studies for a total maximum period of twelve months for full-time students, subject to the approval of the Institute Graduate Program Coordinating Committee and the Open University.

To request a suspension of studies, students must complete and submit to the Research Degree Coordinator the “suspension of registration request” form (ARC11) along with a letter of support from the principal supervisor.  This will be forwarded by the Research Degree Coordinator to the Open University.

Students unable to resume study after the maximum permitted suspension length will be required to relinquish their registration.