Policy for Encouraging Academics at King Edward Memorial Hospital Research Centre (KEMHRC), Pune

  Introduction to KEMHRC:

In 1973 Banoobai set up the KEM Hospital Research Centre (KEMHRC), a “not for profit organization” that was formed to conduct problem oriented and problem-solving research in subjects which affect the life of common people, with an emphasis on women and children. This centre was registered as an independent society in 1985. Its areas of research include Reproductive and Child Health (RCH), adolescent health, HIV and AIDS, quality of health services, women’s development and various clinical topics. There is a multi-disciplinary approach which leads to providing quality services at the KEM Hospital and informs policy makers regarding evidence-based interventions. While involving in research of national relevance, KEMHRC ensures that the researchers continue their higher education.

  Academics at KEMHRC:

KEMHRC, being a multidisciplinary research institute has capacities to host students through its various departments to conduct studies or gain training as part of curriculum. It has been encouraging staff to continue their education while working; right from graduation to Ph.D. KEMHRC has supported its employees in pursuing further studies whether post graduate degree, diploma training, DNB or research projects as part of their respective university curriculum requirement. Similarly, we support students from outside KEMHRC in their academics for Masters and Ph.D. courses who may use our facilities or data for their respective dissertation/research projects. These outsiders could be either associated/employed with our collaborators or could be unrelated to any of KEMHRC associates. KEM Hospital Research Centre, has recently received recognition from Savitribai Phule University (SPPU) for Ph.D. research centre in Health Sciences.

  Student Responsibilities:

1. In order to be able to work at KEMHRC as a research student one has to apply using application form available on KEMHRC website www.kemhrcpune.org.
2. Duly filled in form is to be sent to the Academic Coordinator, KEMHRC (currently Dr. Dhiraj Agarwal This email address is being protected from spambots. You need JavaScript enabled to view it. ) with copy to Director, KEMHRC (currently Dr. (Mrs.) Laila Garda This email address is being protected from spambots. You need JavaScript enabled to view it. ).
3. On receipt of a response from KEMHRC, the student has to submit a request letter from relevant academic institution, study proposal and all relevant study documents to KEMHRC AdHoc committee which would decide if the student could be allowed to conduct his/her study under KEMHRC banner or not.
4. On approval and recommendation by AdHoc committee all documents need to be submitted to KEMHRC, Ethics Committee (EC) as per the SOP of KEMHRC-EC. (Both submissions could be done simultaneously, to save time).
The committee approvals require an approximate period of one to two months from the date of submission.
5. DNB studies which need to be carried out at KEM Hospital Pune will be reviewed and discussed in the Ethics Committee meeting of KEM Hospital Research Centre and the same EC processes will apply to these studies in terms of reporting.
6. After approvals, the student should:
a. Inform administration at KEMHRC about probable date of his/her arrival/joining and about required support.
b. Request support in getting accommodation (if needed).
c. Report to the administration at KEMHRC office or administration of concerned department on day-one of the training who would direct the student to appropriate people.
d. Pay the fees as per the KEMHRC and University (wherever applicable) norms.


1. Student should periodically report to the mentor and yearly to KEMHRC, EC. The KEMHRC EC may demand for quarterly report submission as is for non-academic studies.
2. Ph.D. Students: Copies of all reports submitted to respective universities should be submitted to mentor/supervisor and to KEMHRC EC. The final thesis should be submitted as a hard copy as well as soft copy.
3. Master’s degree and other students should submit an interim report and final report along with soft copy to mentor and to KEMHRC EC.
4. All reports/thesis should go through plagiarism check software and report of the same to be submitted along with work report/thesis.

  Scientific Publications:

We encourage students to publish their research work in peer-reviewed journals and if the student seeks support from researchers at KEMHRC, KEMHRC researcher should be a co-author. Due acknowledgements to KEMHRC research staff involved in data collection, training, supervision and monitoring should be given in respective reports and publications. Citation for data use is to be strictly in the following format:
1. For use of data in public domain- as per meta data and instructions on respective data source website.
2. For use of data not in public domain; made available to the student because data generated under partnership with student’s academic institution.
3. For use of data not in public domain; generated completely by KEMHRC and made available to the student.

  Academic Institution Responsibilities:

An official request letter from concerned authority of academic institution should be provided to Director, KEMHRC, preferably six months prior to start of student’s research work at KEMHRC. Following points must be included in the letter:
1. Number of students/names
2. Student’s basic qualification and academic records
3. Student’s curriculum vitae
4. Area/ topic of student’s research/dissertation/thesis
5. Duration of the study
6. Support to arrange for paid accommodation if required
7. Any additional support required
8. Name of mentor/supervisor at academic institution
9. Request for appointing a mentor at KEMHRC (KEMHRC mentor is a must for all students)
10. Need for a translator/field facilitator for students who are not able to communicate in Marathi or Hindi. The academic institution should on approval of the student should provide a No-Objection Certificate (NOC) which will include following items-
1. NOC for due authorships to the concerned supervisor/researchers involved in the student’s research work conducted at KEMHRC, Pune.
2. NOC for submission of all progress reports to KEMHRC EC as per the academic policy of the KEMHRC.

  KEMHRC Responsibilities:

1. Assign a fellow student mentor to facilitate the administrative and EC submission process.
2. Provide EC approval (For students residing outside - Allow soft copy submission and if possible, provide wavier for in person presence of the student).
3. Facilitate the students visit. For foreign students, assist in Ministry of External Affairs approval procedures and visa application if needed.
4. Provide facilities at KEMHRC and concerned department- for instance stationary (at cost), internet, computers, printing facilities, software etc. However, students have to follow proper requisition channels as per the administrative rules of KEMHRC.
5. Facilitate at cost accommodation for students.
6. Provide certificate to students if asked for in writing by the students, after completion of work.
7. Assign KEMHRC supervisor/s for scientific guidance.

  Mentoring and Supervision:

It is mandatory requirement to have a local mentor/supervisor from KEMHRC. Mentor’s responsibility includes the following:
1. Introducing the student to KEMHRC and concerned department’s research activities and administration team and help with logistics wherever possible.
2. Support in drafting and finalization of research topic.
3. Facilitate and liaison/coordination with Director KEMHRC and KEMHRC EC.
4. Scientific/technical support to student wherever needed.
5. Guidance for finalization of protocol and or plan.
6. Scientific/technical supervision for rational and ethical conduct of study and analysis and report writing.
7. Supporting student in achieving scientific goals/milestones e.g. timely completion of tasks, reporting etc.
8. Attend AdHoc, management committee and/or ethics committee meetings if required to represent the student and answer questions, if any.
9. Supporting the student in facilitating data archival and document archival at KEMHRC, if required for regulatory and/or scientific purposes.

  Data Ownership and Usage:

All data generated at KEMHRC remains the property of KEMHRC. However, as primary data generators, students could have access to data. Usage of data for purpose other than mentioned in application form needs to be approved by Director, KEMHRC. Students should submit all raw data, final clean data and programs written for during data analysis for archival at KEMHRC.

  KEMHRC Ethics Committee Fees:

KEMHRC EC is happy to review student proposals at no cost. However, in order to ensure appropriate (for regulatory purposes) and complete documentation, a refundable deposit of INR 25000 as EC fees should be paid and will be refunded after submission of all EC reports by the student.

  Administration and Facilitation Fees:

Ph.D. Students:
• Indian Students: Rs. 12000/year
• Foreign Students: USD 1000/year
Master Student:
• Indian Students: Rs. 8000 (one time)
• Foreign Students: USD 500 (one time)
Graduates and Undergraduates:
• Indian Students: Rs. 1000 (one time)
• Foreign Students: USD 50 (one time)

The fee amount is same for employee and non-employee. All fees to be paid if the students are having fellowships/funding from any organization/ university. However, if there is no funding for employee’s higher education, on requesting in writing by the student, the Director, KEMHRC may consider giving partial or full waiver to the student from paying fees. Fees to be paid to KEM Hospital Research Centre, on approval of student’s proposal by AdHoc committee or KEMHRC EC and before student arrives at KEMHRC. For more than one-year duration, fees could be paid annually at the beginning of academic year. Non-funded and deserving candidate (both employee and non-employee) may request the Director, KEMHRC for a waiver from paying fees. However, it is at the discretion of Director, KEMHRC to grant the waiver. Students from SPPU will pay the fees as per the norms of SPPU as KEMHRC is recognised research centre of SPPU for Ph.D. No waiver will be granted to SPPU students for SPPU recognized Ph.D. in health sciences at KEMHRC.

  Who manages academics at KEMHRC?

1. Academic Coordinator, KEM Hospital Research Centre, (currently Dr. Dhiraj Agarwal)
2. Director, KEM Hospital Research Centre, (currently Dr. Laila Garda)
3. Authorized person of concerned department of KEMHRC

  Who is responsible for decision making as regards academic opportunities at KEMHRC?

1. Director, KEM Hospital Research Centre, (currently Dr. Laila Garda)
2. Authorized person of concerned department of KEMHRC

  Who is the final authority taking decisions on all academic issues?

Director, KEM Hospital Research Centre, (currently Dr. Laila Garda)

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