Responsibilities of the scholar and ERDT-DOST

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RESPONSIBILITIES OF THE SCHOLAR

1. The scholar shall pursue a doctoral degree in the ERDT priority field of study and undertake a research in accordance with the National Science and Technology Plan (NSTP) and Medium Term Plan Development Program (MTPDP).
2. The scholar shall execute a Scholarship Contract with the University and other documents including a supplemental agreement with his/her Co-maker.
3. The scholar shall conduct himself/herself in a manner that will not bring disgrace or dishonor to ERDT, the University and to the country.
4. The scholar shall regularly update the University of his/her academic performance every end of the term/semester of the academic year, and a yearly progress report of his/her research duly certified by the adviser at the end of the academic year.
5. The scholar shall return immediately to the Philippines and report within 30 days to the UP College of Engineering upon completion of his doctoral degree;
6. Upon successful completion of the programs, the scholar shall:

6.1.1        Submit bound copy and soft copy of his/her Dissertation.

6.1.2        Submit the required travel and liquidation report on the financial assistance provided him/her.

6.2        Render service obligation to UP COE as follows:  two (2) years for every year or a fraction thereof but not less than 6 months and one year for every 6 months and a fraction thereof.  Any service rendered before completion of the degree shall not be counted as rendition of service obligation.

1. The scholar shall not enjoy simultaneously with this scholarship any other scholarship that interferes with his/her contractual obligation or any other provisions in the Scholarship Agreement.
2. Before the scholar leaves for the graduate study, the scholar shall accomplish and submit the clearance of all property, money and other accountabilities with the University.

RESEARCH/STUDY PLAN AND PROGRESS REPORTS:[1]

1. The scholar shall submit to the ERDT office a copy of the plan of study/research for the semester jointly prepared by the scholar and the program adviser within one month from the first day of classes.
2. The scholar shall accomplish the mid-semester and end of semester progress report forms at the midterm and the end of each semester. Summer or Midyear (in the case of semestral academic calendar). The forms will be different at various stages of your graduate studies (PhD 1^st semester, PhD 2^nd semester, etc.) and  are available at the ERDT website.

LEAVE OF ABSENCE(LOA)

A scholar may be allowed to file for an official leave of absence (LOA) as per guidelines set by the University he/she is enrolled in. If the University allows filing of official LOA, a scholar may be allowed to file for an official LOA for a period not exceeding one semester/term (excluding summer). During the period of leave of absence in the graduate program, the scholar is not entitled to any of the scholarship privileges. The leave must be highly justified supported by pertinent documents and properly endorsed by his/her thesis or dissertation adviser. In addition to the application form prescribed by the University, the scholar must accomplish a separate application form[2] for LOA to be filed at the ERDT office. Approval of the LOA shall be on a case to case basis subject to the approval of the ERDT Program. Official leave taken shall not be counted as part of the scholarship period.

Further, the scholar must seek readmission in writing to the faculty development program (foreign scholarship) thru FSSC to be approved by the ERDT program leader (or equivalent official). The approval will be confirmed by the monitoring agency of the ERDT Program (DOST-SEI). The scholarship privileges will be restored once the scholar returns to the graduate program from official leave.

EXTENSION OF PERIOD OD STUDY

In highly exceptional meritorious cases, the scholar may be granted extension for a maximum period of one (1) academic year. The approval of the extension of the scholarship period will subject to merit of the case.

The scholar shall request in writing to the Program Leader the request for extension of the scholarship. The letter requesting for extension of scholarship shall be endorsed by the adviser.

With the letter are the following documents:

1. Accomplished application form;
2. Separate justification document stating the reason(s), certified by the adviser. (see form);
3. Approved dissertation proposal, as certified by the adviser;
4. Detailed list of activities needed to finish the graduate degree including a separate GANTT chart, as certified by the adviser;
5. Certification or letter from the adviser as to the expected date of thesis/dissertation defense and date of graduation; and
6. Copy of Grades (when applicable).

During the extension period, the appropriate tuition (for residency or dissertation purposes), monthly stipend of the scholar should be the same or should not exceed or on his/her approved 3^rd year stipend. Approval of the release of remaining entitlements such as dissertation grant and the return economy airfare is subject to eligibility of the scholar and approval by the Program Leader, as recommended by FSSC. The program shall endorse the approval of the extension to DOST SEI for final approval by the DOST Secretary.

FOR MONITORING STATUS

Exceeding the time allotted to finish the program of study (not counting the official LOA taken but including the extension period) is a solid ground for the termination of scholarship.

In case where the scholar has not completed the degree within the scholarship period (including the extension period) but still in good standing in the graduate program and that additional extension of the scholarship is already denied by the ERDT Program, the scholar is already classified with “FOR MONITORING” status.

The scholar must inform in writing, endorsed by the faculty adviser, to the ERDT Program thru channels explaining the reasons of the extended delay in obtaining the Doctoral degree

The scholar must submit to the ERDT office a detailed plan on how to finish the Doctoral degree and the expected date of graduation.

The FSSC shall recommend the time for the scholar to finish the Doctoral degree under ‘for monitoring’ status. Otherwise, the FSSC shall recommend the termination of the scholarship.

TERMINATION OF SCHOLARSHIP

The ERDT Program reserves the right to terminate the scholarship privileges of the scholar based on any of the following reasons:

      1.  Non-completion of the degree within the duration of the scholarship (including extension of the scholarship period);

      2.   Gross misconduct;

      3.   Conviction of any crime by a court or proper administrative body; 

      4.   Other reasons as determined by the UPCOE and the ERDT Program.

 

Return Service in the Philippines

The scholar shall immediately upon completion of his/her Doctorate degree render return service to the department/institute of the University where the faculty belongs to on full-time basis, for a minimum period equivalent to twice the length of time that he/she enjoyed the scholarship, or as determined by the University (whichever is longer). Any service rendered before the completion of the graduate degree shall not be considered as part of the service obligation.

LIQUIDATION

The scholar shall return immediately to the Philippines and report within 30 days to the UP College of Engineering upon completion of his doctoral degree. All funds released for the ERDT-Faculty Development Program shall be properly liquidated by the grantee not later than 30 days upon his/her return to the university where he/she is enrolled in. Upon successful completion of the programs, the scholar shall:

1. Cover page with the name of grantee, host university and the title of dissertation
2. Actual photos in the host university
3. Submit bound copy and soft copy of his/her Dissertation.
4. Submit the required travel and liquidation report on the financial assistance provided him/her. Official Receipts: Attached the following and pasted on 4 size bond paper

A. Transportation

1. Boarding Passes
2. Plane E-Ticket
3. Airfare, Train, Taxi and Buses

B. Accommodation Receipts

C. Research Expenses (if applicable)

D. Health Insurance Receipts

E. Pre-Travel Expenses Receipts

F. Book Allowance Receipts

G. Dissertation Grant Receipts (*For IT equipment the grantee should returned it to ERDT office)

REPAYMENT OBLIGATIONS 

If the status of the scholarship is terminated or the scholar failed to render the return service obligation, the scholar shall pay back the monetary equivalent of all scholarship privileges he/she has received with an addition of twelve percent (12%) of the total amount received to cover administration costs. The Program Leader (or equivalent body) will inform the scholar in writing regarding repayment obligations of the scholar.

RESPONSIBILITIES OF THE ERDT PROGRAM

1. The ERDT Program shall release the entitlements in a timely manner and keep track of the financial releases to the scholar.
2. The ERDT Program shall monitor the academic performance of the scholar.
3. The ERDT Program thru the FSSC (or equivalent body) shall evaluate the request for changes in the Line Item Budget of the scholar and endorse the decision on the request for changes in the Line Item Budget to ERDT Program Leader for endorsement to DOST-SEI for approval.[3]
4. The ERDT Program thru the FSSC (or equivalent body) shall evaluate the request of the scholar in case of extension of the period of scholarship and endorse the decision to ERDT Program Leader for endorsement to DOST-SEI for approval.[4]
5. The ERDT Program shall submit to DOST SEI the audited financial report and a one-page scholars’ progress report noted by the adviser every end of the Academic Year until the scholar’s successful completion of the doctoral degree and return to the Philippines to render his/her service obligation.
6. The ERDT Program shall enforce repayment obligations in case the scholarship is terminated

RESPONSIBILITIES OF THE DOST-SCIENCE EDUCATION INSTITUTE

1. DOST-SEI shall release the entitlements to the University where the scholar belongs in a timely manner and keep track of the financial releases to the scholar.
2. DOST-SEI shall monitor the academic performance of the scholar
3. DOST-SEI thru the Program Advisory Council shall serve as the decision body for cases such as
   1. extension of the scholarship beyond the period of scholarship stipulated in the contract[5]
   2. changes in the contract such as but not limited to changes in the university (transfer to another university)