Annex-I

DEED OF AGREEMENT
FOR UNDERTAKING A COURSE OF STUDIES
Under PhD fellowship for 5000 scholars Phase II
This agreement is made, on the ..day of 2013, between
(1) Mr. / Ms. ..
Son/Daughter of ......hereby called the Scholar,
And
(2) Higher Education Commission, Pakistan (HEC) through the authorized officer in the HEC,
hereinafter called the HEC. WHEREAS Mr. / Ms.
has been selected by the Higher Education Commission for the award of Fellowship for the Field
of Study
under the Scheme: PhD fellowship for 5000 scholars Phase II and the scholar has agreed to
accept the same on the terms and conditions governing this fellowship award.
Now this deed witnesses as under:
i)

ii)

iii)

iv)
v)

The scholarship award is initially valid for a period of 01 year and would be extendable
periodically to a maximum of 05 years in case of Masters leading to PhD, while in
case of PhD upto 04 years only, subject to the satisfactory performance of his/her
studies.
The payment of allowances admissible under the fellowship program shall be made
subject to the complete adherence to all rules and regulations governing the fellowship
program as well as satisfactory performance in the authorized studies.
The scholar shall not change the specified course of studies of scholarship program at any
stage nor register himself/herself for any other course or program/University/Institute at
any stage, without prior approval of the HEC.
The scholar shall not extend the specified period of studies without prior approval of the
HEC.
The scholar shall not undertake any employment whether paid or otherwise at any stage,
without approval of the HEC during his/her course of studies.

vi)

vii)
viii)

ix)

In case the scholar fails to maintain the required standard or qualify the course/degree for
which he/she was awarded fellowship, the HEC reserves the right to recover entire
expenditure from the Scholars/Guarantor.
The scholar shall serve in the country for 5 years after completion of study, preferably in
an Institution of Higher Education.
The scholar shall regularly submit the six monthly progress reports on his/her assigned
Program through his/her supervisor/focal person to the Higher Education Commission
and a final comprehensive report immediately on completion of the
study/training/research degree.
The scholar will be liable to disciplinary action as follows:
a)

b)

c)

d)

x)

If he/she fails to avail of the award without any cogent reason acceptable to
HEC/Government of Pakistan, he/she will be debarred from further
study/training/research under any Fellowship Program of HEC/Government. If
any financial loss is sustained as a result of his/her failing thus to avail the award,
he/she will be held responsible therefore and liable to make good the same, apart
from being liable to any penalty to be imposed by the Commission in this behalf.
If he/she fails to comply with the instructions/orders of HEC for without any
cogent reason acceptable to HEC, he/she will be liable to reimburse the
Commission, on demand, the amount spent by HEC, in connection with his/her
studies.
If he/she fails to obey or not act in accordance with HECs order directing
him/her, he/she will be liable for action under the acts/rules in force in the
country.
If he/she violates any condition laid down in the Bond for studies/training under
the Fellowships Program, he/she will be liable to pay the penalty as prescribed
therein.

The scholar is liable to disqualification from further fellowship/ training or such other
disciplinary action as HEC may consider appropriate, if:
i)
ii)

He/she violates any of the foregoing conditions, or

He/she is found to have made any misstatement therein before.

AND THE SCHOLAR FURTHER COVENANTS, that in case of breach of any of the above
terms and conditions as well as the rules / terms and conditions those governing fellowship
award and / or his / her failure as directed by the HEC for the specified period, the scholar shall
be bound to pay the HEC a penalty as prescribed by the HEC besides compensate the HEC by
making a refund of the total amount of expenditure incurred on him / her the breach of the above

agreement. The amount of penalty and the compensation as prescribed and assessed by the HEC
shall be final and conclusive.
IN WITNESS WHEREOF, the parties aforementioned have signed this deed in token of
acceptance thereof.
Dealing Officer of HEC
(Authorized Officer)

Scholar / Awardee

.
Signature:

Signature of Candidate

STAMP:
Full Name:
Designation: ..................
CNIC# ..
Contact No.: ...
Present Address:
..
Permanent Address: ..
..
Dated: /./2013

Witness No.2
Witness No.1

Signature

Signature

a) Name: .

a) Name:

b) Designation:
(If in job Official Seal)

b) Designation:
(If in job Official Seal)

c) Present Address: .

c) Present Address:

d) Permanent Address: .

..
d) Permanent Address:

.
e) Mobile & Res Tel No.: .

e)
Mobile
&
Res
Tel
No.:

..

INSTRUCTION FOR DOCUMENTS IN CHECK LIST:

Instruction regarding submitting the documents described in check
list are enumerated as below. It must be noted that snubbing the
below instructions will be considered for cancellation & rejection of
documents which will result in cancellation of provisional offer:
General Instructions:

All annexures (documents set) must be properly labelled and must

reach before the dead line.
Print/Copy/Photocopy of documents must be visible.
Use a good quality white paper for print.
The attestation must be by Gazetted Officer i.e. signed, stamped with
date of attestation.
The Official Stamp of the Gazetted Officer must demonstrate the
visible name of the Gazetted Officer, designation, department &
location of post.
A Valid CNIC copy of the Gazetted Officer must be attached with
annexures.
Copy of Application Form

I.

The application form which has been duly submitted by the applicant
before 17-08-2012, (available on http://scholarships.hec.gov.pk by
using the same login and password) duly printed and duly signed (as
on CNIC) at relevant place with date of signature.
Copy of Receipt of payment of application fee

II.

A copy of the receipt of payment of application fee, which has already

been submitted along with application for Indigenous Fellowship for
5000 Scholars Phase-II.
Copy of Provisional Offer Letter

III.

A copy of Provisional offer letter dated 04-10-2013 must be enclosed

which has already been posted to the applicant.

IV.

Admission/conversion letter to PhD, (for M.Phil./MS & PhD)

The Admission/Conversion letter to PhD, (for M.Phil./MS & PhD) must
be on Letter Head dully verified by the competent authority of the
Institute/ College/ Department/ University and must following the

below instructions:

It clearly describe the exact date, month & year of admission to

PhD, (for M.Phil./MS & PhD);
Duly signed from competent authority i.e. admission authority;
Duly stamped (official) from competent authority i.e. admission
authority.
A copy of enrolment card duly attested from competent
authority may also be provided.

(Note: Provisional admission letter of Institute/ College/ Department/

University will not be considered as admission letter.)
Letter of joining/commencement of classes
The Letter of joining/commencement of classes for both MPhil./MS &
PhD,
must
be
on
Letter
Head
of
the
Institute/College/Department/University and must following the below
instructions:
V.

It clearly describe the exact date, month & year of

joining/commencement of classes,

Duly signed from competent authority i.e. admission authority;

Duly stamped (official) from competent authority i.e. admission
authority.

Willingness/Consent of HEC Approved Supervisor only for PhD

students

VI.

The Letter of Willingness/Consent of HEC approved Supervisor must be

duly signed & stamped by the Supervisor with counter signed by the
Head of Department (on Letter Head) with contact details, i.e. email,
phone, fax, office address & university.
(Note: Supervisor must fulfill HEC prescribed limit for supervision of
scholars).

VII.

Department Profile ( for MS/MPhil/ PhD Students)

The departmental profile must be as per HEC required format available
at HEC website with following particulars duly printed, signed and
stamped by Head of Department (in Original):

Name of University/Institute;

Name of Department;

Faculty with total PhD Supervisors:

HEC approved PhD supervisors with name & impact factor;
Name of adjunct PhD approved Supervisors with name &
impact factor; and
Name of the Supervisors not HEC approved.

Total Scholars in MS/MPhil & PhD

(Note: The concerned department must fulfill the HEC quality

assurance criteria)
Supervisor Profile (Only for PhD students)
The supervisor profile as per HEC required format available at HEC
website with details of following particulars duly printed, signed and
stamped by Head of Department in Original:

VIII.

Name of Department;

Name of the supervisor in the Department;

Total Number of Scholars doing MS/MPhil, HEC Awardees with Pin

Number & other than HEC; and

Total number of scholars doing PhD HEC, Awardees with Pin

Number & other than HEC.

(Note: Supervisor must be from parent university)

IX.

Educational testimonial along with transcripts of:

Copies of educational testimonial along with transcripts must be
provided with following instructions:

Matric & Intermediate must be attested by the Gazetted Officer

(Copy of Both side).

Graduation and Onward (copy duly attested by HEC with

attestation ticket of HEC. )

X.

Photocopy of applicants domicile

It must be visible photo copy and duly attested by the gazetted officer
(both side).

XI.

2 Passport size Photographs

Two Passport size coloured Photographs (recent) must be provided
with visible, front pose, white or blue back ground duly attested by
gazetted officer on back of it. The Photographs must be stapled
(attached) with a white paper along with other annexures.
(Note: Photos except on photographic paper will not be accepted)

XII.

NTS GAT General Result card

It must be attested by the gazetted officer.
(Note: The applicant already enrolled in PhD is exempted.)

XIII.

Legal Documents:
a) Deed of Agreement i.e. Annex-I
b) Certificate of Guarantee i.e. Annex-II; and
C) Certificate of Surety i.e. Annex-III
To prepare/draft the Legal Documents i.e. Legal Bonds the
applicant/scholar must follow the below instructions:

All annexures must be printed on non-judicial paper fulfilling the

following total value mentioned for each annexure:
SINDH

Deed of
Agreemen
t
Certificat
e of
Guarante
e
Certificat
e of
Surety

KPK/FAT
A/FANA
Rs.100/-

PUNJAB

Rs.10
0/Rs.10
0/-

Rs.10
0/-

BALUCHIST
AN
Rs.100/-

AJK

Rs.100/-

FEDER
AL
Rs.5/-

Rs.100/-

Rs.100/-

Rs.5/-

Rs.100/-

Rs.100
/-

Rs.100/-

Rs.100/-

Rs.5/-

Rs.100/-

Rs.100
/-

Rs.100
/-

Judicial Paper must be visible, signed, stamped (visible name,

location & license Number) by stamp paper Vendor and must
contain the following particulars on each judicial paper on the

back of it:
For Deed of Agreement
Dated: ___/___/2013, No.________, Book No:________ ,
Worth Rs.____ , Name:____________________ , Father
Name:_______________________ ,
CNIC#_______________ Resident
of:______________________________ ,
Through:______________________ , For: Deed of
Agreement , With: HEC ,
Signature:__________________.
For Certificate of Guarantee
Dated: ___/___/2013, No.________, Book No:________ ,
Worth Rs.____ , Name:____________________ , Father
Name:_______________________ ,
CNIC#_______________ Resident of:
______________________________ ,
Through:_________________ , For: Certificate of
Guarantee , To: HEC , Signature:__________________.

For Certificate of Surety

Dated: ___/___/2013, No.________, Book No:________ ,
Worth Rs.____ , Name:____________________ , Father
Name:_______________________ ,
CNIC#_______________ Resident of:
_____________________________ ,
Through:_________________ , For: Certificate of Surety ,
To: HEC , Signature:__________________.

The legal documents on plain white paper will not be accepted.

Visible Print should be taken with care and caution on proper
area with proper measuring the margins. Over print or misprint
will not be accepted.
Print must be on one side of judicial paper.
Paragraph/word added, deleted or omitted from the given
specimen will not be accepted.
Documents with cuttings, over writing or corrections with fluid
will not be accepted.
The documents must be printed. No handwritten document will
be accepted.
All documents must be signed by applicant, guarantor, surety &
witnesses at relevant space.
Signatures of applicant, guarantor, surety & witnesses must be

XIV.

matched with the signatures on CNIC of the same.

Certificate of Guarantee should also be attested (signed &
visible stamped) by a Judicial Magistrate.
Official seals of witnesses, surety, guarantor and other should be
offered where possible.
Valid CNIC of all witnesses, surety, guarantor and the scholar
(duly attested by Gazetted officer) should be attached on
respective pages.
CNICs attested by Notary Public will not be accepted.
All the fields should be filled in properly with care & caution.
Documents unfilled or incompletely will not be accepted.
All the Legal annexures must be notarized (attested by valid
Notary Public) with visible stamped along with register number
of Notary Public.
A copy of valid license & CNIC of Notary Public must be attached.
Legal documents attested by the Oath Commissioner are not
acceptable.

Documents regarding Employment:

a)
b)
c)
d)
e)

Parent Organization Profile i.e. Annex-I

NOC i.e. Annex-II
Letter or Order of Study Leave i.e. Annex-III
Reliving order i.e. Annex-IV; and
Copy of agreement/bond signed with employer, if any; i.e.
Annex-V

a) Parent Organization/Employers Profile must be describing

the name of Organization, Department, Name of contact Person,
Email, contact Phone Numbers & Address, duly signed & stamped
by the relevant authority of the Parent Organization on the Letter
Head of the parent Organization.
b) NOC must be from the parent department, duly signed and
stamped by relevant authority of parent Organization on Letter
Head.
c) Letter/Order of Study Leave must be from the parent
department clearly indicating the date, month & year of start and
end of leave (updated), duly signed and stamped by relevant
authority of parent Organization on Letter Head. Proof/ evidence
regarding extensions in study leave (if applicable) should also be
provided.

d) Reliving Order must be from the parent department clearly

indicating the date, month & year of reliving, duly signed and
stamped by relevant authority of parent Organization on Letter
Head.
e) Copy of agreement/bond signed with employer, if any, duly
signed and stamped by relevant authority of parent Organization.
( duly attested by parent organization)