Who Appoints the Co-Guide in a Joint Supervision Arrangement?

Introduction

PhD supervision in India often involves collaboration between multiple experts, especially in research areas that cross disciplinary or institutional boundaries. In such cases, joint supervision with a guide and a co-guide is introduced to ensure the doctoral student receives well-rounded academic support. A key question many scholars and faculty members ask is: Who appoints the co-guide in a joint supervision arrangement?

This blog unpacks the process by looking at UGC regulations, university norms, and practical academic practices in India, with examples from lab-based, interdisciplinary, and institutional collaborations.

 

Understanding the Role of a Co-Guide

A co-guide, also known as a co-supervisor, shares supervisory responsibilities with the primary guide. While the guide is the principal academic authority, the co-guide supports in specific areas such as:

• Subject expertise outside the main field.
• Access to laboratory facilities or data sources.
• Guidance in collaborative or applied research.
• Supplementary academic mentoring.

The co-guide is not just a secondary presence but often plays a critical role in strengthening the student’s research capacity.

 

UGC Regulations on Co-Guides

The UGC (Minimum Standards and Procedure for Award of PhD) Regulations 2016, and its 2022 amendments, outline the eligibility and supervision framework. While they clearly define the responsibilities of a guide, the provisions for co-guides leave some flexibility for universities.

Key regulatory points:

1. Universities may allow joint supervision if the research is interdisciplinary or involves institutional collaboration.
2. Both guide and co-guide must be recognized research supervisors as per university norms.
3. Final approval of the co-guide is subject to the Research Advisory Committee (RAC) or equivalent body.

Thus, UGC sets the baseline, but the appointment is administered by the university.

Who Appoints the Co-Guide?

The process typically involves three stakeholders:

1. The Research Scholar – Usually identifies the need for a co-guide, especially in interdisciplinary or collaborative work. For example, a scholar in biotechnology might need a computer science co-guide for bioinformatics analysis.
2. The Primary Guide – Plays a central role in nominating or recommending a co-guide. Since the primary guide is responsible for overall supervision, their approval is essential.
3. The University Research Committee / RAC – The final authority that appoints and approves the co-guide. The appointment is formalized through the university’s PhD regulations, ensuring compliance with UGC norms.

So, while a student or guide may propose, the university formally appoints the co-guide.

Appointment Process in Indian Universities

Though procedures vary across institutions, the common steps are:

1. Identification of Need – Student and guide recognize the requirement for expertise from another field or institution.
2. Nomination – Guide proposes a co-guide, often after consultation with the scholar.
3. Submission of Credentials – The proposed co-guide submits CV, publication record, and proof of research supervision eligibility.
4. Review by RAC/Doctoral Committee – The committee evaluates suitability, workload, and compliance with guide-student ratios.
5. Formal Appointment Letter – The university issues a formal notification, designating the co-guide for the specific scholar.

This structured process ensures academic accountability and avoids informal supervision.

Co-Guides in Interdisciplinary Research

In fields like nanotechnology, data science, or environmental studies, joint supervision is almost essential. For example:

• A PhD in climate change may have a geography guide and a statistics co-guide.
• A PhD in AI-driven healthcare may involve a computer science guide with a medical sciences co-guide.

Here, the co-guide’s appointment balances disciplinary depth with interdisciplinary integration.

Co-Guides in Lab-Based Research

In lab-intensive research, co-guides are often appointed when:

• Facilities are spread across institutions.
• A scholar requires technical expertise unavailable in the primary department.
• Collaborative projects are funded by industry or national research councils.

In such cases, the appointment is not just academic but also administrative, ensuring access to equipment, research funds, and collaborative data.

Cross-Institutional Co-Guidance

One important dimension is when a co-guide belongs to a different university or research institute. UGC regulations allow this, provided both institutions have signed a Memorandum of Understanding (MoU).

Examples include:

• IITs collaborating with central universities.
• Private universities partnering with CSIR laboratories.
• International collaborations under joint PhD programs.

Here, the appointment authority remains with the student’s parent university, which issues the official notification, though the partner institution endorses the arrangement.

Challenges in Co-Guide Appointment

Despite the clear framework, some challenges arise:

1. Administrative Delays – Approval through committees may take months.
2. Eligibility Conflicts – A proposed co-guide may lack minimum UGC-required publications or experience.
3. Institutional Restrictions – Some universities limit external co-guides.
4. Workload Balance – Ensuring the guide–student ratio does not exceed UGC-prescribed limits.

These challenges underline why the university’s role in appointment is crucial.

Case Examples

1. Central University Example – A scholar in sociology sought a co-guide from economics for a project on rural livelihoods. The primary guide proposed, the RAC approved, and the appointment was made within two months.
2. Private University Case – A biotechnology scholar needed access to a national laboratory. The faculty scientist was appointed as co-guide after MoU signing. The university handled the formal appointment process.

Both cases confirm that while proposals can come from guides or scholars, the university is the final authority.

Conclusion

The appointment of a co-guide in joint supervision arrangements is not arbitrary but follows a structured process rooted in UGC regulations and university-level oversight. While the scholar and primary guide may propose a co-guide, the university’s research committee formally appoints them to ensure academic standards, compliance with guide-student ratios, and institutional accountability.

In practice, this system creates a balance: scholars get access to expertise, guides share supervisory responsibility, and universities maintain regulatory compliance.

Answer in brief: The co-guide in a joint supervision arrangement is formally appointed by the university’s Research Advisory Committee or equivalent body, based on recommendations from the primary guide and student needs.