Introduction to
Graduate Study Program of AUN/SEED-Net

(The ASEAN University Network/ Southeast Asia Engineering Education Development Network)

A Student/Advisor Handbook

Message from AUN/SEED-Net Executive Director | Background & Evolution of AUN/SEED-Net | Missions & Expected Outputs | University Network of AUN/SEED-Net | Host Fields | Collaborative Research Program and Other Supporting Programs | Expectations from Students & Host Institutions | Students’ Commitments | Monitoring of Studies | Financial Matters | Regulations | Publications | Alumni Network | AUN/SEED-Net People

All forms can be found at www.seed-net.org/handbook.php.

Message from AUN/SEED-Net Executive Director

First of all, I would like to congratulate to all AUN/SEED-Net students and welcome to your Host Institutions and AUN/SEED- Net family. You should be proud of yourself since all AUN/SEED-Net students are, in general, top 10% from their universities, and you are going to pursue your study in the top class universities in this region under the strong academic backup from Japanese Supporting Universities.

As you may know that at present human resource development is one of the key and urgent needs in order to develop the ASEAN region. For students, your country needs you to join as faculty staff or research personnel in your respective institutions to build up research capacity and train more engineers after your graduation. Your contribution is then vital to the real achievement of the goal of AUN/SEED-Net and the sustainable development of your mother country as well as the ASEAN region.

The AUN/SEED-Net Project Phase 2 started from March 2008 and will continue till March 2013. It is hoped that the engineering education together with research done in each specific fields and/or multidisciplinary area to tackle ASEAN common issues will bring more development capacity and help solve ASEAN problems. Our Member Institutions in the Network have also high expectations for its success. This can only be achieved with devoted and concerted efforts of all students, faculty staff, Member Institutions, Japanese Supporting University Consortium (JSUC), and JICA. I would like to, on this occasion, extend my appreciation for the continued efforts of all involved.

With this background, I do hope that you can spend your time during your stay to acquire the best academic knowledge and experiences in an international academic environment. This will also be a good opportunity to have good social life by making friends and exchange cultural experiences with local students and other scholars from the region which will certainly create a strong human network of AUN/SEED-Net family for a better and prosperous future ASEAN.

In order to be able to graduate within the scholarship awarded period, it is crucial to have a good study plan among yourself, advisors and co-advisors, especially in the case of doctoral students. Since the graduation requires proceedings paper(s) or publication(s), it is important to start research work as soon as possible, probably in the second semester of the first year of your study. It should be reminded that AUN/SEED-Net has now employed a strict policy on extension of scholarships due to the limited budget and it should be noted that the approval of extension with partial monthly allowance may or may not be provided depending on circumstances, case by case basis and contribution of the Host Institutions.

We do expect all students to enjoy your stay and graduate within the durations of the scholarships, and of course with high quality and become key human capital for your countries and active AUN/SEED-Net alumni after returning home.

I wish you all success, happiness, and good health.

Assoc. Prof. Dr. Sucharit Koontanakulvong
Executive Director
AUN /SEED-Net Secretariat

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Background & Evolution of AUN/SEED-Net

The AUN/SEED-Net has been established as an autonomous sub-network under the auspices of the ASEAN University Network (AUN), and is composed of 19 leading engineering universities in ASEAN Member Countries, so-called Member Institutions. As one strength of the AUN/SEED-Net Project, the Japanese Supporting University Consortium (JSUC), a composition of 11 Japanese universities, has been set up to provide technical support and guidance for various academic activities to Member Institutions. The reinforcing network between Member Institutions and Japanese universities has substantially helped AUN/SEED-Net’s missions in upgrading and strengthening graduate programs and faculty capacities in several engineering fields.

AUN/SEED-Net is mainly supported by the Japanese Government through Japan International Cooperation Agency (JICA) and partially supported by the ASEAN Foundation, the ASEAN member countries, and the Member Institutions through the implementation of cost-sharing scheme with the aim to bring about the sustainability of the Network. AUN/SEED-Net activities are implemented by the AUN/SEED-Net Secretariat with the support of the JICA Project Office for AUN/SEED-Net, now based at Chulalongkorn University, Thailand.

Evolution of AUN/SEED-Net

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Missions & Expected Outputs

Missions

With a view to effectively utilising regionally available human resources for upgrading higher engineering education as a whole, AUN/SEED-Net seeks to

1. Activate internationally competitive personnel in leading engineering educational institutions in the region
   
   - for advancing academic cooperation on an equal footing
   - for providing educational and technical assistance to less advanced engineering institutions in the region
   
2. Promote collaboration and solidarity between academics and professionals in the region through cross-border and region-wise development of engineering education and research capabilities in line with the fundamental principle of AUN.

Expected Outputs of Phase II

AUN/SEED-Net’s expected outputs include

1. Capacity Enhancement of Member Institutions through faculty staff development and graduate program establishment/strengthening
2. Collaborative Research contributing to finding solutions on common issues for Industry and Community
3. Engineering Network Strengthening through establishment of regional academic societies, which include industry, community, existing academic networks and non-Member Institutions
4. Strengthening of Graduate School Consortium of Engineering through the established system and network of Phase I

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University Network of AUN/SEED-Net

The university network of the AUN/SEED-Net is a composition of 19 engineering universities in 10 ASEAN Member Countries (so-called Members Institutions) and 11 Japanese universities in the Japanese Supporting University Consortium (JSUC), listed alphabetically below.

Member Institutions

Burapha University, Thailand
Chulalongkorn University, Thailand
De La Salle University, the Philippines
Gadjah Mada University, Indonesia
Hanoi University of Technology, Vietnam
Ho Chi Minh City University of Technology, Vietnam
Institut Teknologi Brunei, Brunei Darussalam
Institute of Technology of Cambodia, Cambodia
Institut Teknologi Bandung, Indonesia
King Mongkut's Institute of Technology Ladkrabang, Thailand
Nanyang Technological University, Singapore
National University of Laos, Lao PDR
National University of Singapore, Singapore
Universiti Brunei Darussalam, Brunei Darussalam
Universiti Sains Malaysia, Malaysia
University of Malaya, Malaysia
University of the Philippines – Diliman, the Philippines
University of Yangon, Myanmar
Yangon Technological University, Myanmar

Japanese Supporting University Consortium

Hokkaido University
Keio University
Kyoto University
Kyushu University
National Graduate Institute for Policy Studies
Shibaura Institute of Technology
Tokai University
Tokyo Institute of Technology
Toyohashi University of Technology
The University of Tokyo
Waseda University

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Host Fields

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Collaborative Research Program and Other Supporting Programs

In order to enhance the graduate programs at the Host Institutions, AUN /SEED-Net aims to strengthen research and educational capability in the host field as to maintain international standard of the programs, leading to production of high quality Master's and Doctoral theses, and the completion of the graduate program within a reasonable period of time (two years for Master's and three years for Doctoral Degree Sandwich programs). The Collaborative Research Support Program (CR) is designed to support such research activities in collaboration with Japanese Supporting Universities (JSUs) and other Member Institutions.

Furthermore, CR program aims to contribute more to the development of ASEAN by extending its scope to involve the five interdisciplinary areas which are addressed as the common critical issues of the region while retaining the existing nine fundamental engineering fields. The CR activities in the interdisciplinary areas will be facilitated and coordinated by Main Facilitating Institution (Main FI). The list of the five interdisciplinary areas and the Main FIs are provided in the table below:

The Graduate Programs and CR Program will be facilitated and supplemented by other supporting programs, namely Regional Conference Program, Japanese Professors Dispatch Program, Short-term Study Program in Japan , Short-Term Training/Research Program in Japan , and Short-Term Training/Research Program in ASEAN, which will enhance communication and collaboration between Host Institutions , Member Institutions and Japanese Supporting Universities and Member Institutions. The significant academic inputs from Japanese Supporting Universities will contribute to enhancing thesis supervision at the Host Institutions. Besides, involvement of government, industry, community, non-Member Institutions, and other networks/regions will be promoted. Regional Conference Program is also provided to give an opportunity for all collaborators to develop and discuss the research collaboration as well as to publicize research results.

The concept of the Collaborative Program is depicted here.

(*) Singaporean universities are not included.

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Expectations from Students & Host Institutions

With each scholarship awarded for Master’s or Doctoral studies at a Member Institution, AUN/SEED-Net hold expectations from students as well as from Host Institutions, as follows:

Expectations from Students

1. To acquire firm engineering background knowledge
2. To acquire research capability
3. To produce high quality thesis research
4. To graduate within 2 years for Master’s Degree and 3 or 4 years for Doctoral Degree

Most importantly, after accepting the scholarship, students should not cancel it. If a cancellation incurs, students abide by any measures taken by AUN/SEED-Net and/or concerned Member Institutions.

Expectations from Host Institutions

1. To provide high standard of education
2. To provide good facilities
3. To use English as medium of instruction
4. To implement an effective ‘Quality Assurance’ scheme

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Students’ Commitments

At the time of application, students were asked to declare certain commitments, and once accepted AUN/SEED-Net scholarships, students are bound to these commitments as follows:

1. To carry out such instructions and abide by such conditions as may be stipulated by both the host institution and AUN/SEED-Net in respect of the course of study;
2. To follow the course regulations and the rules of the host institution;
3. To refrain from engaging in political activities, or any form of employment for profit;
4. To submit any progress reports or evaluation questionnaire which will be required at the end of each semester;
5. To return to their home country at the end of the course of study to contribute to the development of their countries and enhance AUN/SEED-Net alumni network.

Moreover, students who are not faculty staff are highly encouraged to become teaching staff or researcher at their sending institutions after graduation.

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Monitoring of Studies

Monitoring is a crucial element to the success of any project with the achievement of high quality outcome. For the Graduate Programs, the Secretariat is responsible for monitoring and evaluating progress of studies. The Secretariat thus requests for full cooperation from AUN/SEED-Net students to fulfill this task, as follows:

Ø End of every semester

• Student to submit a Progress Report with an academic transcript, and/or thesis abstract/summary (if applicable), to the Secretariat.
  

  Failure to submit Progress Reports consecutively for 1 year period, AUN/SEED-Net reserves the right to inform the host institution for taking appropriate actions such as withholding monthly allowance, etc. Students should also be aware that AUN/SEED-Net considers progress reports as one criterion for postponement or extension request.

Ø End of the last semester

• Graduating student to submit a Progress Report with a final thesis in a digital format, a degree certificate, and a full academic transcript to the Secretariat.

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Financial Matters

After AUN/SEED-Net awards scholarship to any student from a Member Institution to study at certain Host Institution, a contract between AUN/SEED-Net and the Host Institution will be arranged. (There are some exceptions for Singaporean Universities.)

General Scholarship Coverage

Ø Travel expenses:

• Air fare* (roundtrip between home country and host country)
• Airport tax and visa fee
• Fiscal tax (only for Indonesian students without official passport)
• Travel tax (only for Filipino students without official passport)

Ø Training Expenses:

• Allowance for students: accommodation, living allowance, book allowance, and outfit allowance (provided only once upon arrival)
• University expenses: tuition fee, orientation fee (if any), medical insurance, and other fees for student’s enrolment

Certain expenses listed above may be supported by concerned Member Institutions according to the cost-sharing scheme while AUN/SEED-Net covers all other expenses. Details about scholarship support can be referred to in award letters. Students a bide by any regulations of AUN/SEED-Net and concerned Member Institution(s) to reinstate the scholarship supports.

The amount of each item may vary from one university to another, but will concur with JICA regulations, and in consultation with the Cost Estimate provided by Host Institution.

Students cannot spend or claim the item other than those listed in the Cost Estimate (submitted by each Host Institution before making contract) attached to the contract.

Bond, deposit or caution fee, which will be refunded, will not be covered.

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Regulations

At the End of Scholarship Period

The scholarship period is strictly 2 years for master’s students and 3 for doctoral students (or 4 years for Doctoral Degree Program in Singapore). At the end of scholarship period, students must do the following:

Ø Submit the Final Progress Report along with complete thesis research in CD format to AUN/SEED-Net before returning to home country, and a copy of master’s/doctoral certificate together with a copy of full transcript when the documents are available.

Ø Return to home country within the scholarship period. Students who stay beyond the scholarship period without prior approval from AUN/SEED-Net will not be provided with return air tickets.

Postponement of Return Date

In case that students need to postpone their return dates for the purpose of study,

Ø Students must follow regulations/procedures required by their Host Institutions for the postponement.

Ø Students should submit the Request for Postponement of Return Date Form to AUN/SEED-Net with comments/endorsement from advisors at least ONE MONTH prior to the scholarship end date.

Ø The postponement of return dates may be allowed for the maximum period of two months for Master's students and three months for Doctoral students after the scholarship end date.

Ø AUN/SEED-Net will consider requests case by case.

Ø If requests are approved, AUN/SEED-Net will provide a flight ticket back to home country and insurance during the period of postponement while students have to be responsible for all other expenses and risks incurred. Failure to return to home country by the end of postponement will result in cancellation of all supports.

Extension of scholarship period

Please note that extension of scholarship period is applied to students under Doctoral Degree Sandwich Program only and it is NOT encouraged under any circumstance. In case that extension of scholarship period is inevitably required,

Ø Students should strictly follow regulations/procedures of the respective Host Universities.

Ø Students have to submit (1) the Request Form for Extension to AUN /SEED-Net with comments/endorsement from advisors, endorsement from Dean or designated person, together with (2) the draft thesis and (3) research plan during extension endorsed by advisor, at least TWO MONTHS prior to the scholarship end date.

Ø Only requests with completed forms and required documents will be taken into consideration.

Ø AUN/SEED-Net will consider requests case by case.

Ø If a request is approved, during the extension period student may receive support according to JICA’ s regulations (partial monthly allowance, insurance and flight ticket to home country), on condition that tuition/ research fee is waived by the concerned Host Institutions. Failure to return to home country by the end of extension period will result in cancellation of all supports.

Ø AUN/SEED-Net policy is not to grant any support to students who extend their stay without justified reasons.

Ø Without an approval from AUN/SEED-Net, students have to be responsible for all expenses and risks incurred after the scholarship end date.

Family Invitation and Stay

In case students wish to bring their family members to the Host Institutions during studies,

Ø Students have to follow the regulations of the Host Institutions.

Ø Students have to submit the Declaration Form to AUN/SEED-Net with endorsement from advisors, to declare that students will take all risks, responsibilities, expenses, regarding their family’s stay.

Ø AUN/SEED-Net will acknowledge to the Host Institutions.

Home Leave

Ø Total period of leave within 30 days per year

• Request should be in compliance with Host Institution’s regulations and subject to consent of advisor.
• Permission from AUN/SEED-Net is not required.
• Expenses must be responsible by students.

Ø Total period of leave exceeding 30 days per year

• Request should abide with regulations of Host Institution.
• Students have to submit the Request for Leave Form to AUN/SEED-Net with endorsement from advisor, at least 30 days prior to the leave.
• Request will be considered case by case. If approved, monthly allowance may be adjusted.

Leave for Study/Research Purpose

Ø Total period of leave not exceeding 6 months during scholarship period

• Request should abide with regulations of Host Institution and concerned Member Institution(s).
• Students have to submit the (1) Request Form for Leave to AUN/SEED-Net with endorsement from advisor, (2) consent letter from receiving Member Institution(s) which indicates involved lecturer(s), period of visit, and accommodation details and (3) detailed study/research plan, at least 30 days prior to the leave.
• Request will be considered case by case. If approved, monthly allowance may be adjusted according to AUN/SEED-Net regulations, namely.
  • 50% of monthly allowance will be provided for the study/research in home country.
  • Full monthly allowance will be paid in case the study/research takes place in other member countries.

Irregular Absence

In case students are absent from class, do not work in laboratory, and/or fail to meet with advisors for the period of 30 days or so, advisors are requested to report to the Secretariat. If no appropriate reason given, the immediate action will be temporary suspension of monthly allowance.

Please make a request and submit forms to Program Officer in charge of each field/institution or to grad@aun-seed.net.

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Publications

AUN/SEED-Net students will be asked to report their publication of research papers in proceedings of national/international conferences/seminars or in journals every May and November (twice a year).

Publication Report Form will be sent to students via e-mail and the completed form is to be returned to AUN /SEED-Net in digital format together with abstract at grad@aun-seed.net .

If students/graduates encounter any difficulties or have any inquiries, please send them to the above e-mail address.

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Alumni Network


After completed study, graduates must promptly return to their home country. A network of alumni, then, needs to be established to maintain friendship as well as strengthen human linkage among alumni and academics in the region.

The active alumni network will not only enhance continuous intra-region cooperation and human resource development, but it will also significantly contribute to project’s sustainability and growth, thereby maintaining the project’s good reputation and high performance as a hub for higher engineering education among ASEAN countries.

Means

Activities available for AUN/SEED-Net alumni include:

• Research Program for Alumni Members
• Short-term Training/Research in Japan
• Short-term Training/Research in ASEAN
• Regional Conference or Workshop

Besides, many more activities will be launched and participation from alumni is encouraged such as SEED-Net Day (a promotional-trip-like event), pre-departure orientation, etc.

AUN/SEED-Net alumni webpage has been created to enhance the network. The webpage includes:

• AUN/SEED-Net alumni online directory
• AUN/SEED-Net alumni coordinators at Sending Institutions
• Links to group e-mails (Yahoo!Groups) for AUN/SEED-Net alumni at Host Institutions
• Contact address for alumni via info@aun-seed.net

Students/alumni can share comments or suggestions with AUN/SEED-Net via info@aun-seed.net.

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AUN/SEED-Net People

Address:

AUN/SEED-Net Secretariat
Faculty of Engineering, Building 2, Room 109-110
Chulalongkorn University, Bangkok 10330
Thailand

Tel: (66) 2218 6419 – 21

Fax: (66) 2218 6418

E-mail: info@aun-seed.net

Web site: http://www.seed-net.org

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