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 HEC’s 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.1
Witness No.2
……………………………
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:
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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.
Admission/conversion letter to PhD, (for M.Phil./MS & PhD)
IV.
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:
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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
V.
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:
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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
The Letter of Willingness/Consent of HEC approved Supervisor must be duly signed &
VI. 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).
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):
VII.
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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.
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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)
Educational testimonial along with transcripts of:
Copies of educational testimonial along with transcripts must be provided with
following instructions:
IX.

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. )
Photocopy of applicant’s domicile
X. It must be visible photo copy and duly attested by the gazetted officer (both side).
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
XI.
Photographs must be stapled (attached) with a white paper along with other
annexures.
(Note: Photos except on photographic paper will not be accepted)
NTS GAT General Result card
XII. 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:
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All annexures must be printed on non-judicial paper fulfilling the following total
value mentioned for each annexure:
SINDH
Deed of
Agreement
Certificate of
Guarantee
Certificate of
Surety

PUNJAB
FEDERAL
BALUCHISTAN
AJK
Rs.100/-
KPK/FATA/
FANA
Rs.100/-
Rs.100/-
Rs.5/-
Rs.100/-
Rs.100/-
Rs.100/-
Rs.100/-
Rs.100/-
Rs.5/-
Rs.100/-
Rs.100/-
Rs.100/-
Rs.100/-
Rs.100/-
Rs.5/-
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:__________________”.
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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 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:
XIV.
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/Employer’s 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)