PHD Formats - Manual 2023

Salient Features of Ph.D.
University of Science & Technology Meghalaya

Techno City, Kling Road, Baridua, Ri-Bhoi, Meghalaya-793101
1. The first semester begins from the date of admission and the course work of one semester
duration starts just after admission following the Orientation Programme.
2. The duration of the Ph.D. programme shall be counted from the date of admission. The
minimum duration is of three years, including course work and maximum of six years.
3. School Research Committee (SRC) in consultation with the Head of Department of the
respective Departments shall decide on appropriate allocation of Supervisor to the Respective
Candidates.
4. In case, a Scholar pursuing the research programme on a topic which are of inter-disciplinary
in nature involving two or more disciplines he or she may be allowed to opt for a Co–
Supervisor (s) from the concerned discipline in addition to the Supervisor from parent
discipline.
5. A Concept note (within 500 words) is to be submitted by the scholar during the time of
Course Work.
6. The one semester of the Ph.D. Programme shall be dedicated to Course work equivalent to
minimum 16 credits as per UGC Guidelines. There will be four courses as mentioned in the
syllabus for the course work. There will be three sessional tests out of which marks best of
two test will be counted for award of internal assessment marks and one End term
examination will be conducted after 6 months. The Scholars must have requisite percentage
(75%) of class attendance on Research Methodology Courses to be eligible to appear in the
End term Examination.
7. On successful completion of Course work, a course completion certificate shall be issued
from the Controller of Examinations and Admissions.
8. A Ph.D. scholar will be eligible for submission of synopsis for registration only after
successful completion of Ph.D. Course Work. Synopsis has to be submitted for presentation.
9. The presentation of the synopsis by the candidate is made before the external expert and
members of the Departmental Research Committee (DRC)/Research Advisory Committee
USTM Ph D formats 2023 Page 1

(RAC) and School Research Committee (SRC). The scholar after DRC/RAC and SRC
approval recommended for the Registration certificate from the Office of the Academic
Registrar.
10. A scholar will have to present and submit six monthly progress of the research work before
the DRC/RAC and the external Expert for regular review.
11. The Scholar will be allowed to present the six monthly progress / Pre – Thesis and other only
after clearance of Semester fees.
12. After successful completion of submission of four progress reports, the Ph.D. scholar is
eligible for the presentation of Ph.D. work (pre - thesis submission). Before pre thesis
submission, it is mandatory for the scholar to attend at least three
seminars/conferences/workshops related to the topic of Ph.D. work. It is mandatory for all
Research scholars to Publish atleast One Research Paper every semester in UGC Care Listed
Journal (having good impact factor) only, during the Ph.D. programme before submission of
the Pre-thesis acknowledging the University with the name of the supervisor as one of the
author. He/she must produce the evidence of the same in the form of acceptance letter or the
reprint of the research paper.
13. Only those published Research papers shall be considered for fulfillment of requirement of
Ph.D. Programme which include the name of Research Scholar, name of Supervisor, the
department and the University clearly in the affiliation of the published Research papers.
14. The Scholar should contribute minimum two research papers or seminar/ workshop in the
USTM journal published by the respective school to which the scholar belongs before
submission of 3rd and 4th progress report.
15. The scholar will be eligible for submission of thesis after the recommendation of Pre – Thesis
submission of presentation by the concerned SRC and external expert.
16. The thesis submission will only be allowed after verification of the thesis by a three member
committee constituted by SRC and upon submission of other relevant clearance formats
(Referred under General Instruction page 3). The Scholar has to get the certificate from the
Librarian for Plagiarism check as per the UGC regulation using URKUT software.
17. The Scholar shall pay all the semesters fee as per the semester fee structure given in the Ph.D.
Information Brochure and get clearance from the Finance Officer of the University.
18. It is mandatory for the Ph.D. scholars to attend the Scholars’-Guides’ meet organized by the
University from time to time.

Kling Road, Baridua, Ri-Bhoi, Meghalaya-793101
GENERAL INSTRUCTIONS
1. The Ph.D. Operation Manual contains various formats to be submitted by the scholar as from
time to time according to Ph.D. guidelines of the University.
2. The booklet contains 41 pages.
3. PhD scholars have to abide by the rules and regulations as provided in the format and are
advised to strictly adhere to the format.
4. No contents provided in the format should be changed or manipulated by the Scholar.
5. The instructions provided in each page are to be carefully read and followed as instructed.
6. To avoid delay in processing your thesis the Scholar should complete the thesis submission
form at least two months ahead of the actual date of submission.
7. The Ph.D. Scholar should follow the Ph.D. activity calendar from time to time.
8. Your Supervisor (s) should sign the thesis in the appropriate place
9. The following items must be included along with the application for thesis submission
(Format – K) form
I. Duly filled in formats H, I, J completed in all respects

II. Thesis examination fee payment receipt
III. A spiral binding of thesis is to be submitted to the Research Division for checking.
After clearance of spiral binding thesis by Research Division, scholar may submit
the thesis in soft binding form (six copies)
10. If the progress report is not submitted in the stipulated time, then it shall be allowed only in
the next semester.
11. The Ph.D. Scholar is advised to read the prescribed Ph.D. rules and regulations as given by
University Grants Commission (UGC) f r o m t i m e t o t i m e .

Ph.D. ACTIVITY CALENDAR (Tentative)
Sl. Schedule Tentative Date for Odd Semester 2023 (B) Batch
No.
1 Commencement of PhD Course Fourth week of September-2023
Work
2 1st sessional examination 1st week of November-2023
3 2nd sessional examination 1st week of December-2023
4 3rd sessional examination 1st week of January-2024
5 Ph.D. Course Work final 1st week of February-2024
examination
6 Declaration of course work result Within Second week of February-2024
7 Synopsis presentation Within June-2024
8 Progress report presentation (1st) Within December-2024
9 Progress report presentation (2nd) Within June-2025
10 Progress report presentation (3rd) Within December-2025
11 Progress report presentation (4th) Within June-2026
12 PreThesis submission Within December-2026
13 Thesis submission Within February-2027
(Depending on the date of Pre Thesis submission)
N.B. Above Schedule is subject to revision on confirmation by the Department based on

the availability /convenience of the Invited Expert.

SCHEDULE OF PAYMENT OF FEES FOR PhD DEGREE PROGRAMME
Fee Structure for Batch: 2023 (B)
Sl. Name of Course Admission Course work Caution Deposit Tuition Fee Thesis Submission Fee
No Fee Fee (Refundable) Per Semester (at the time of
submission of thesis)
01 Ph.D. (Other than 60,000/- 8000/- 10,000/- 70,000/- 50,000/-
Science &
Engineering Subjects)
02 Ph.D. (Science & 60,000/- 8000/- 20,000/- 80,000/- 50,000/-
Engineering Subjects)
N.B. The Caution money is to be deposited at the time of Admission/ before commencement
of course work
Tentative Payment Schedule (Time to time notification may also given) :

Description Date of Payment 2023 (B) Batch
Admission Fee On the day of Admission
1st Semester Fee On or before 10th November, 2023

2nd semester Fee On or before 10th June, 2024
3rd semester Fee On or before 10th November, 2024
4th semester Fee On or before 10th June, 2025
5th semester Fee On or before 10th November, 2025
6th semester Fee On or before 9th June, 2026
Thesis Examination Fee at the time of 50,000/-
submission of thesis
Hostel Fee (Optional) To be paid on or before 15th of each month.
Bus Fee (Optional) To be paid quarterly
N.B. *Semester Fee is applicable up-to the day of submission of Thesis. If semester fee is not
paid before the last date of payment/as per notification, the registration will be cancelled for the
next semester. In such case, one has to get readmitted by paying admission fee to continue in the
next semester.

Sample Format Format-A

Application for Course work Examination
To, Dated:
The Controller of Examinations & Admissions

University of Science & Technology, Meghalaya
9th Mile, Kling Road, Ri-Bhoi,
Pin: 793101
Sub: Application for Course work Examination
Sir/Madam,
I ………………....……….…., bearing Enrollment No…..…………………, a Ph.D. scholar

in the Department of ……………..……..… would like to appear for the Course work
examination to be held on ……………….. & ………………………… . Therefore I request
you to allow me to appear for the same.
Thanking you
Yours Sincerely
Name:
Enrollment No.:
Department:
School:
Date:
Place:

Sample Format Format-B

Application for Synopsis Submission
To, Dated:
The Academic Registrar

Pin: 793101
Sub: Application for Synopsis Submission
Sir/Madam,
I……………………………………, bearing Enrollment No..…………………, a Ph.D.

scholar in the Department of ………………have completed my Course work requirements
and have received my Course completion certificate on……….…. Therefore, I would like to
request you to allow me to submit my synopsis and deliver the presentation on
….………………...
Thanking you
Yours Sincerely
Name of Scholar: Approved and Forwarded by
Enrolment No.: Supervisor:
Department: HoD:
School: Dean:
Date:
Place:

Sample Format Format-C
Cover Page
Ph.D. Synopsis
Title of the Synopsis
SUBMITTED TO
Name of the Scholar:

Enrollment No.:
Under the Supervision of:
Name of Supervisor (s): ………………………………………………………………………
Name of Co - Supervisor (If any):……………………………………………………………

Sample Format Format- C (i)

(Ph.D. Synopsis Format)
Name of the Scholar Mr. /Ms/:

Enrollment No:
Department:
School:
Name of Supervisor:
Name of the Co- Supervisor (if any):
Proposed content of Synopsis
a. Title:
b. Introduction:
c. Importance of present work:
d. Review of literature:
e. Objectives:
f. Research question/ hypothesis (if any):
g. Materials and Methods/ Methodologies/ Approach(es) applied:
h. Bibliography/ References:
Signature of Supervisor Signature of Scholar

Date: Date:
Signature of Co - Supervisor (if any) Signature of the Head of the Department

Date: Date:
Note: The Ph.D. scholars shall have to follow the above format while
preparing the Synopsis.

Sample Format Format-D

Application for Progress report submission
To, Dated:

Pin: 793101
Sub: Application for Progress Report Submission
Sir/Madam,
I…………………………....…., bearing Enrollment No…..………………., a Ph.D. scholar in

the Department of ………………………… would like to request you to allow me to submit
my First /Second /Third/Fourth Progress Report on …………….…………………
Thanking you
Yours Sincerely
Name of Scholar:
Enrollment No.:
Department:
School:
Forwarded by:
Supervisor:

Sample Format Format- D (i)

(Ph.D. Progress Format)
Name of the Scholar Mr. /Ms/:

Enrollment No:
Department:
School:
Name of Supervisor:
Name of the Co- Supervisor (if any):
Proposed content of Progress Report
a. Title:
b. Suggestion & modification of previous presentation:
c. Objectives:
d. Materials and Methods/ Methodologies:
e. Detail Report:
f. Bibliography/ References (if any):
g. Work Plan for Next Semester:
Signature of Supervisor Signature of Scholar

Date: Date:
Signature of Co - Supervisor (if any) Signature of the Head of the Department

Date: Date:
Note: The Ph.D. scholars shall have to follow the above format while
preparing the Progress Report.

Sample Format Format -E
FIRST PROGRESS REPORT
(From ________ to _________ )
Topic of the Thesis: __________________________________________
Submitted by : _____________________
Enrollment No. : _____________________
Department : _____________________
School : _____________________
Date of Admission : _____________________
Submitted on : _____________________
_________________ __________________
Signature of the Scholar 1) Signature of the Supervisor (s)

Name: _____________
2) Signature of the Co- Supervisor
(if any):
Name: _____________

Sample Format Format -E (i)
SECOND/THIRD/FOURTH PROGRESS REPORT
(From ________ to _________ )
Topic of the Thesis: __________________________________________
Submitted by : _____________________
Enrollment No. : _____________________
Department : _____________________
School : _____________________
Date of Admission : _____________________
Submitted on : _____________________
__________________
Name: _____________
2) Signature of the Co-Supervisor
(if any):
Name: _____________

Sample Format Format -E (ii)

(Format to be submitted by Ph.D. Scholar)
Correction/ Modification of
(Synopsis/Progress Report/Pre-Thesis/Thesis)
1. Name of the Scholar: ________________________________________________________

2. Enrollment No.: _________________________________________________________________
3. School _______________________________________Department ________________________
4. Title of research:_________________________________________________________________
_________________________________________________________________________________
Sl. Suggestions Given by Expert Modified Contents as suggested

No.
….
NB. Separate sheet may be used as annexure along with this format.
_________
Name: _____________
2) Signature of the Co- Supervisor
(if any):
Name: _____________
Forwarded by HOD/Chairperson, DRC/RAC:
Name: ______________________

Signature with Date____________
Sample Format Format -F

Application for Pre - Thesis submission Seminar
To, Dated:
Pin: 793101
Sub: Application for Pre Thesis Submission Seminar
Sir/Madam,
I……………….. . .…, bearing Enrollment No…..………………., a Ph.D. scholar in the

Department of ………………have submitted my First, Second, Third and Fourth Progress
Report and it has been approved by SRC and DRC/RAC. Therefore I would like to request
you to allow me for the Pre- Thesis Submission.
Thanking You
Yours Sincerely
Name of Scholar:
Enrollment No.:
Department:
School:
Forwarded by:
Supervisor:
HoD/Chairperson DRC/RAC:
Dean:

Sample Format Format -G
Pre-thesis Seminar
Topic of the Thesis:
“……………………………………………………………………”
Submitted by
Name: …………………………………………
Enrollment No: ………………………………..
Department of …………………………………
School of ………………………………………
Under Guidance of
Prof/ Dr. ……………………………………………
__________________ __________________
Signature of the Scholar Signature of the Supervisor (s)

Sample Format Format –H
(For official Use)

CHECKLIST BEFORE SUBMISSION OF THESIS
Name of Research Scholar : Department:

Enrollment No.:
The following requirements were checked & verified by a three member verification
committee along with the Thesis:
Sl. No. REQUIREMENT REMARKS
1. COURSE WORK CERTIFICATE
2. SYNOPSIS REPORT
3. PROGRESS REPORT-1
4. PROGRESS REPORT-II
5. PROGRESS REPORT-III
6. PROGRESS REPORT-IV
7. PAPER PUBLICATIONS
8. PAPER PRESENTED IN
CONFERENCE/WORKSHOP/SEMINARS
9. PRE THESIS SUBMISSION REPORT/ SEMINAR
10. DESIGN /STYLE OF TEXT/CONTENTS
11. CLEARENCE FROM LAB/LIBRARY/ACCOUNTS
Approval by the Ph.D. Committee:

Sl. No. Name Designation Signature
1. Chairman
2. Member
3. Member
4. Member
5. Member
6. Convener

Sample Format Format-I

Clearance Form
1. Name of the Scholar………………………. 2. Department:…………………… 3. School:…………………
4. Category (please tick): Full time /Project Fellow……………………………………………………………….
5. a) Name of Supervisor………………………….……b) Name of Co-Supervisor…………….……………….
Department: ……………………………………………
No. of Books issued from Book Bank………..................
No. of books issued from Reference Section…………
This is to certify that all the books issued from Reference Section of the Department have been returned to the
Departmental Library and all books issued from Book bank in the previous semester(s) have also been returned
to the library.
Signature of HoD
Date:………………………………
Library:
No. of Books issued from Book Bank….........................
No. of books issued from Reference Section………….
This is to certify that all the books issued from Reference Section have been returned to the Library and all books
issued from Book bank in the previous semester(s) have also been returned to the library.
Librarian, USTM
Date: ………………………………
Laboratory (if utilized by the Ph.D. Scholar)

This is to certify that there is no loss or damage/the following loss or damage caused to the laboratory
equipments, furniture and fixtures.
Name of the equipment/accessories

1.
2.
3.
4.
Signature of Lab In-charge

Date: ………………………………

Hostel:
This is to certify that there is no loss or damage/the following loss or damage caused to the
hostel/hostel furniture and fixtures.
Hostel supervisor /Warden

Date:…………………………
Accounts:
The following is the position of payment of fees:
Admission fee – paid/pending: ……………………………..………..
Course Work Fee- paid/pending
Caution money- paid//pending: ……………………………………....
Semester fee – paid//pending: ………………………………………..
Bus fee- paid//pending: ………………………………………..
Hostel fee- paid//pending: ………………………………..
Finance Officer/Accounts officer

Date:…………........………...

Sample Format Format –J

Application for submission of Thesis Fee
To, Dated:
The Finance Officer
9th Mile, Kling Road, Ri- Bhoi
Pin: 793101
Sub: Application for Thesis submission Fee.
Sir/Madam,
I………………………….., bearing Enrollment No…..………………., a Ph.D scholar in the

Department of ………………have fulfilled all the Ph.D requirements as per the rules and
regulations of the University. Therefore I request you to allow me to pay thesis submission
fee.
Thanking you
Yours faithfully
(Signature)
Name of the Scholar

Enrollment No.
Mobile No:
E-mail ID:
Forwarded by:
Supervisor: __________________________________
Academic Registrar: ____________________________

Sample Format Format –K

Application for submission of Thesis
To, Dated:
The Controller of Examinations & Admission
Pin: 793101
Sub: Application for Thesis submission
Sir/Madam,
I………………………. ., bearing Enrollment No…..………………., a Ph.D. scholar in the

Department of ………………have fulfilled all the Ph.D. requirements as per the rules and
regulations of the University. Therefore, I request you to allow me to submit 6 copies of soft
binding of my thesis titled “_________________________” for the further processing
required for completion of my Degree. The fee receipt of thesis submission fee attached
herewith for your kind perusal.
Thanking you
Yours faithfully
(Signature)
Name of the Scholar
Enrollment No.
Mobile No:
E-mail ID:
Forwarded by:
Supervisor:______________________________
HOD: __________________________________
Dean of School:__________________________
Dy. Director/ Joint Director (Research)________
Academic Registrar_______________________

Sample Format Format –K(i)

Application for submission of Hard Bind Thesis
To, Dated:
The Controller of Examinations & Admission
Pin: 793101
Sub: Application for Hard Bind Thesis submission
Sir/Madam,
I………………………..., bearing Enrollment No…..………………., a Ph.D. scholar in the

Department of ………………have appeared viva-voce examination on ……………………
fulfilling all the Ph.D. requirements as per the rules and regulations of the University.
Therefore I request you to allow me to submit 3 copies of hard bind of my thesis titled
“_________________________” for the further processing required for completion of my
Degree.
Thanking you
Yours faithfully
(Signature)
Name of the Scholar
Enrollment No.
Mobile No:
E-mail ID:
Forwarded by:
Supervisor:______________________________

Sample of the Cover page: Format-L
TITLE OF THE THESIS
THESIS SUBMITTED TO
UNIVERSITY OF SCIENCE & TECHNOLOGY MEGHALAYA
IN PARTIAL FULFILLMENT FOR THE AWARD OF THE DEGREE OF
DOCTOR OF PHILOSOPHY IN ……..
By
Name of the Ph.D. Scholar

Enrollment No:
DEPARTMENT OF …….……
SCHOOL OF………………….
UNIVERSITY OF SCIENCE & TECHNOLOGY MEGHALAYA
Techno City, Kling Road, 9th Mile, Baridua, Ri-Bhoi
Meghalaya-793101, India
Year:
Spine:
Ph.D. Title Author’s name (Surname first) in brief

Sample Format Format-L(i)

CONTENTS OF THE THESIS
A. PRELIMINARY PAGES
i. Title page (same as in the cover page)
ii. Dedication (if any)
iii. Self Declaration
iv. The certificates signed by the guides. In case of joint guidance, both the guides shall
sign in the same certificate including co guide, if any
v. Pass certificate of Course Work final Examination
vi. Certificate of Completion of Course Work and other activities of the Program as per
guidelines
vii. Certificate of Plagiarism from USTM librarian.
viii. Acknowledgement
ix. Table of Contents
x. List of Tables
xi. List of Figures
xii. Abbreviations
xiii. Appendix
xiv. Abstract
B. MAIN BODY OF THE THESIS (BROADLY):
The detailed organization of the text may vary with the thesis in different subjects, but a
consistent style may be followed. In general, the text may be dived into
I. Introduction
II. Review of Literature
III. Methodology
IV. Research work (actual research work of the scholar)
V. Results
VI. Discussion, analysis and interpretation
VII. Summary
VIII. Suggestions for future work and application if possible
IX. References
X. Reprints of published papers on the topics
XI. Appendices
XII. Details of patent if applied
The text of the thesis may also include certain materials such as illustration, tables,
photographs, chemical and mathematical formulae and footnotes, as needed to support and
justify the research work carried out. Point IV can be sub categorized as per the need of the
discipline of research work.

Guidelines for thesis preparation
1. All copies of the thesis will be printed or word processed on standard A-4 size paper. The
right margin should be 2.5 cm, the left margin 3.75 cm, the top margin 3.75 cm and the
bottom margin 3.75 cm. Material should be printed on both sides of the paper. All textual
material should be composed in Times New Roman font (12 point) and 1.5-spaced. All
subheadings should be uniform and shall be written in 14 point. Different font size and
spacing may be used for quotations, footnotes, tables and figures, appendix and index, (if
any). Same style and type should be used throughout the thesis for clarity and uniformity.
Throughout the manuscript an indentation of five spaces or as required in a standard
word processor should be used at the beginning of paragraph and quotations. Dividing of
words at the end of the line should be avoided as far as possible. Where it is necessary,
hyphenation may be used.
2. The Maps and drawings may have appropriate size as advised by the Guide. But the
thesis will have reduced version to A4 size. A set of copies as per the size suggested by
the Guider for clarity to be submitted to COEA both in hard and soft copy
3. The title page (including the cover) should include the following – Title of the thesis,
Name of the degree, Logo of USTM, Name of the Scholar of the thesis, Department
under which the Scholar has registered and the Year of submission. The titles should be
in capital letters beginning six spaces from the top of the page. If the title is too long to
be centered on one line, an inverted pyramid style should be followed, without splitting
words or phrases. Below the title, other items may be centered or balanced against the
left and right margins of the page. Other items should not be typed in capital letters, only
the initials of the principal words be capitalized. Name of the degree, title of the thesis
and short name of the author, the year of submission be embossed / printed also on the
spine of the cover of the final copy of the thesis in the hard bond form.
4. Formats for References in Thesis:
FORMAT A – PAPER PUBLISHED IN JOURNAL
Avoidh, E. M., Bertolotto, M., & Wilson, D. C. (2012). Towards dynamic behavior –
based profiling for reducing spatial information overload in map browsing activity.
GeoInformatica, 16(3), 409 -434. http://dx.doi.org./10.1007/s10707-011-0137-4
FORMAT B – ARTICLE/ PAPER/ CHAPTER PUBLISHED IN BOOK, SYMPOSIA,

PROCEEDINGS ETC

Haybron, D. M. (2008). Philosophy and the science of subjective well – being. In M.
Eid & R. J. Larsen (Eds.), The science of subjective well - being (pp. 17 – 43). New
York, NY: Guilford Press.
FORMAT C – BOOK ETC
BOOK
Shotton, M. A. (1989). Computer addiction: A study of computer dependency.

London: Taylor & Francis
5. The Color of the thesis cover shall be as given below:
SCHOOLS COLOR
Business Sciences, Social Sciences & Humanities, USLR Blue
Applied Sciences, Biological Sciences, Technology & Brown
Management, Allied Medical Science, Pharmaceutical
Science
6. The candidate shall submit six copies of the thesis in soft binding. However, a scholar shall
have to submit one copy of the thesis in a hard bound form within one month from the date of
viva-voce for preservation in the library, with all original size of Maps and Drawings, if any.

Sample Format Format-M
(For official Use)

Ph.D. Summary Performance Sheet at a Glance

Sample Format Format-N
(For official Use)

Ph.D. Summary Performance Sheet at a Glance

Sample Format Format-O
(For official Use)

ACCOUNTS DETAILS OF THE SCHOLAR
SL No HEAD AMOUNT DATE OF PAYMENT
1. ADMISSION FEES
2. FIRST SEMESTER FEES
3. SECOND SEMESTER
FEES
4. THIRD SEMESTER
FEES
5. FOURTH SEMESTER
FEES
6. FIFTH SEMESTER
FEES
7. SIXTH SEMESTER
FEES
………………..
THESIS SUBMISSION
FEES
Verified by Finance Officer Approved by Academic Registrar

Signature: Signature:
Date: Date:

Sample Format Format-P

Application for a Supervisor /change of Supervisor
1. Name:
2. School:
3. Department:
4. Enrollment No:
5. Category (Please tick): Full time/ Part time/ Sponsored/ Project fellow
6. a) Name of Present Supervisor: ______________________Department:______________
b) Name of Co- Supervisor (if any)_____________________Department_______________
7. Date of Enrollment ___________________
8. Ph.D. Registration completed: Yes/No. If yes Regn. No.___________ Date _____
9. Title proposed at the time of submission of Synopsis:
10. Stage of Research: (Tick the relevant one)
a. Literature survey b. Registration done c. Field work / data collection

d. Analysis e. Writing the thesis
11. Name of the new Supervisor proposed:
12. Reason for the change sought (Tick any one):
a. Leaving the University b.Long sickness c. Technical d. Superannuation

e. Long leave (for more than 1 year) f. Demise g. Others (specify)
13. In case of change, comments of existing Supervisor {in the case of 11 (f) not applicable}
14. Comment of the proposed new Supervisor (Signature with Date) :
15. Comment of HoD in case of the proposed change to other department (indicating his /her
consent or otherwise with specific reason):
Chairman, DRC/RAC Chairman, SRC Signature of the Scholar

Sample Format Format- P (i)

Application for a Co-Supervisor Allotment
1. Name:
2. School:
3. Department:
4. Enrollment No:
6. Name of Supervisor: _________________________Department:______________
7. a) Name of Co-Supervisor to be allotted: ________________________
b) Address:
8. Title of proposed research work:
9. Justification for requirement of Co-Supervisor:
10. In case of allotment, Comments of the Supervisor (Signature with Date)
11. Comment of HoD/Dean in case of allotment of Co-Supervisor (indicating his/her consent

or otherwise with specific reason):
Signature of the Scholar
Chairman, DRC/RAC Chairman, SRC

Sample Format Format-Q

Application for Change of Department
1. Name:
2. School:
3. Department:
4. Enrollment No:
6. a) Name of Supervisor: _____________________________

Department________________
b) Name of Co- Supervisor (if any) _____________________

Department________________
7. Date of Enrollment ___________________
8. Ph.D. registration completed: Yes/No. If yes Regn. No.___________ Date _____________
9. Reason for the change sought (Tick any one):
10. Comment of the proposed new Supervisor (Signature with Date):
11. Comment of HoD in case of the proposed change to other department (indicating his /her
consent or otherwise with specific reason) :
Signature of the Scholar
Chairman, DRC/RAC Chairman, SRC
Date:

Sample Format Format-R

Sponsorship Certificate in Official Letter Head
To, Dated:
Pin: 793101
Sub: Sponsorship of Mr./Ms._______________________

for Ph.D. programme at USTM.
Dear Sir/ Madam,
Mr./Ms.______________________________ who has been working in this organization as

________________is hereby sponsored for carrying out the Ph.D. work at USTM from the session
_______________ as a full time student.
The employee will be relieved from his/her duties in the organization to join the Ph.D.
programme.
Date: Signature:
Place: Name :
Designation:
Seal of sponsoring authority.

Sample Format Format-S

No-Objection Certificate from Employer in Official Letterhead
Ref No:
To,
Pin: 793101
Sub: No objection certificate
Dear Sir/ Madam

It is hereby certified that Mr./Ms._____________________ has been working in this organization
as _________________.
This organization has no objection to his/her being admitted to the Ph.D. programme at
USTM from the session starting on _____________ as a part-time student.
Date: Signature:
Name:
Place: Designation:
Seal of competent authority:

Sample Format Format-T

No-Objection Certificate from Principal Investigator

(In case of Project Fellows) in the official letter head of Principal Investigator
Ref No:
To,
Pin: 793101
Sub: No objection certificate

Dear Sir,
Certified that Mr./Ms.________________________, is working as a_____________ in the project

____________________________ in the department/ Centre _________________funded by
_______________ since___________. I have no objection in allowing him / her to join the Ph.D.
programme at USTM under the category of project fellow.
Further, he / she will be allowed to carry out his/her course work / research work of the Ph.D.
programme without hampering the project work.
Date: Signature:
Name:
Place: Designation
Seal of Principal Investigator

Sample Format Format-U

Application form for Recognition of outside Laboratory/Dept
(To be filled by the Head of the Laboratory/Department/Centre)
1. Name of the Laboratory/Department/Centre:
2. Address: (with Tel/Fax/e-mail/web-site)
3. Name of the University/Institute/Organization:
Technical and Scientific Information:
1. Major activities of the Organization (Write in a separate sheet)
2. Details of facilities available with list of major equipment/

Instruments/Setup/Software/Plant /Other mechanisms)
3. Details of Library facilities (books and Journals):
a) Total books in the related field
b) Journals in the related field (give names)
4. List of computational facilities available (both inside the laboratory and Common)
5. Is there internet facility? (both inside the laboratory and common)

Sample Format Format-U(i)


(To be filled by the Head of the Laboratory/Department/Centre)
Administrative Information:
1. Type of the Organization (Central Govt./State Govt./Public sector/Private

sector/Autonomous body):
2. Name, designation and Address of the Head of the Organization:
3. Name, designation and Address of the Head of the Lab/Dept/Centre:
4. Major areas of activities (e.g. Biotechnology, Computer hardware etc.)
5. Any other information:
Certified that the information given above on this Laboratory/Department/Centre is furnished

in connection with recognition of this Laboratory/ Department/ Centre by USTM for Ph.D.
programme.
Signature of the Head of the Laboratory/Department/Centre
Name:
Designation:
Office seal with date:

Sample Format Format-V

Application Form for extension of time for submission of Ph.D. thesis
1. Name:_____________________________________________________________________
2. School:_____________________________________ Department:______________________
3. Enrollment No: _____________________________________
4. Category (please tick): Full time/Part time/Sponsored/Project Fellow
5. a) Name of Supervisor__________________________________
b) Name of Co- Supervisor_____________ Affiliation___________
6. Date of admission:____________________________________
7. Date of submission of Synopsis:___________ Semester No._____ Year______
8. Title of the Thesis:
9. Duration of extension sought:
10. Reasons for the extension sought:
11. Justification for the utilization of the extended time
Signature of Scholar Forwarded by Supervisor
Name: _________________________________________ Name:

__________________________________________
Signature: ________________ Date ________ Signature: ______________Date ________

Sample Format Format-W

Format for Correction/ Modification in
(Synopsis/Progress Report/Pre-Thesis/Thesis/Thesis Evaluation)
(To be submitted by Chairperson of DRC/RAC and SRC)

1. Name of the Scholar: ________________________________________________________
2. Enrollment No.: _________________________________________________________________
3. School _______________________________________Department ________________________
4. Title of research: _________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
5. Report of Synopsis/Progress Report/Pre-
Thesis/Thesis______________________________________________________________________
(Separate sheet may be attached)
Recommendations:
Comments from DRC/RAC (Separate sheet may also be used if necessary):
Signature of Chairperson, DRC/RAC Forwarded by Chairperson, SRC
Name: _________________________________________ Name:

__________________________________________
Signature: ________________ Signature: ________________
Date ________ Date ________

Sample Format Format-X

(RAC Recommendation)
1. Name of the Scholar: _______________________________________________________
2. Enrollment No.:_____________________ Category of Presentation __________________
3. Department :________________________ School :_______________________________
4. Title of Research :__________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Sl. No. Name and Designation Signature
1. External Expert:
2. Convener (Supervisor):
RAC Member
Recommendations/ Remarks:
Signature of Convener Date:

Ph.D FLOW CHART


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Salient Features of Ph.D.

University of Science & Technology Meghalaya

USTM Ph D formats 2023 Page 1

USTM Ph D formats 2023 Page 2

I. Duly filled in formats H, I, J completed in all respects

USTM Ph D formats 2023 Page 3

Ph.D. ACTIVITY CALENDAR (Tentative)

N.B. Above Schedule is subject to revision on confirmation by the Department based on

USTM Ph D formats 2023 Page 4

SCHEDULE OF PAYMENT OF FEES FOR PhD DEGREE PROGRAMME

Fee Structure for Batch: 2023 (B)

Tentative Payment Schedule (Time to time notification may also given) :

1st Semester Fee On or before 10th November, 2023

USTM Ph D formats 2023 Page 5

University of Science & Technology Meghalaya

Application for Course work Examination

The Controller of Examinations & Admissions

Sub: Application for Course work Examination

I ………………....……….…., bearing Enrollment No…..…………………, a Ph.D. scholar

USTM Ph D formats 2023 Page 6

University of Science & Technology Meghalaya

Application for Synopsis Submission

The Academic Registrar

Sub: Application for Synopsis Submission

I……………………………………, bearing Enrollment No..…………………, a Ph.D.

Name of Scholar: Approved and Forwarded by

Enrolment No.: Supervisor:

USTM Ph D formats 2023 Page 7

University of Science & Technology, Meghalaya

Name of the Scholar:

Under the Supervision of:

Name of Supervisor (s): ………………………………………………………………………

Name of Co - Supervisor (If any):……………………………………………………………

USTM Ph D formats 2023 Page 8

University of Science & Technology Meghalaya

(Ph.D. Synopsis Format)

Name of the Scholar Mr. /Ms/:

Signature of Supervisor Signature of Scholar

Signature of Co - Supervisor (if any) Signature of the Head of the Department

USTM Ph D formats 2023 Page 9

University of Science & Technology Meghalaya

Application for Progress report submission

The Academic Registrar

Sub: Application for Progress Report Submission

I…………………………....…., bearing Enrollment No…..………………., a Ph.D. scholar in

USTM Ph D formats 2023 Page 10

University of Science & Technology Meghalaya

(Ph.D. Progress Format)

Name of the Scholar Mr. /Ms/:

Signature of Supervisor Signature of Scholar

Signature of Co - Supervisor (if any) Signature of the Head of the Department

USTM Ph D formats 2023 Page 11

FIRST PROGRESS REPORT

(From ________ to _________ )

Topic of the Thesis: __________________________________________

Signature of the Scholar 1) Signature of the Supervisor (s)

2) Signature of the Co- Supervisor

USTM Ph D formats 2023 Page 12

SECOND/THIRD/FOURTH PROGRESS REPORT

(From to _ )

(From to _ )