In case of absence of the mutual agreement between two parties regarding the English version of these regulations, Turkish version regulations are the valid source of reference.

 

EASTERN MEDITERRANEAN UNIVERSITY BY-LAW FOR THE APPOINTMENT OF THE RESEARCH ASSISTANTS AND POSTGRADUATE SCHOLARSHIPS

 

Eastern Mediterranean University Senate prepared the following By-law according to Article 16 of the By-law for the Foundation, Operation and Working Principles of the Institute for Graduate Studies and Research.

 

 

Brief Name

(BOT decision dated 13.09.2013; ref. no. 13-14/1(a)-1

1.

Eastern Mediterranean University By-law for the Appointment of the Research Assistants and Postgraduate Scholarships.

Definition

2.

In this by-law, the terms below are defined as follows:

“Research Assistant” refers to the post graduate student who carries out duties assigned by the authorized bodies and supports units operating under Eastern Mediterranean University in carrying out research, observations, experiments in return for scholarship.

 

“Unit” refers to the unit, either operating within Eastern Mediterranean University or connected to Eastern Mediterranean University in providing services such as education-training and/or research and/or publication / publishing and /or assistance.

 

“Scholarship” refers to the monthly payment and the educational fee exemption granted to research assistants in return for their work.

 

“Center” refers to the research and media centers operating under Eastern Mediterranean University.

 

“Rules and Regulationsrefer to the Statute establishing the Eastern Mediterranean University and all the by-laws, regulations, rules and principles prepared by the decisions of other decision making bodies under the Statute.

 

The definitions of “University”, “Board of Trustees”, “Senate”, “University Executive Board”, “Rector”, “Rectorate”, “Dean”, “Director”, “Faculty”, “School”, “Department”, “Institute” and “Statute” that exist in this by-law are taken from Article 2 of the Statute Establishing the North Cyprus Education Foundation and Eastern Mediterranean University and By-law for Foundation, Operation and Working Principles of  the Institute of Graduate Studies and Research.

Aim and Scope

3.

This by-law covers postgraduate students who will serve as research assistants at Eastern Mediterranean University. It also aims to regulate the principles and rules about the qualifications, categorizations, selection, job descriptions, appointments, scholarships, payments, working conditions and functions of the research assistants who will work at the Eastern Mediterranean University.

Category for Research Assistants

S11/335-5

4.

(1) Category A: This is the research assistant category, in which full time students who are registered to either a doctoral degree program in EMU or, together with the decision of the related councils, who have registered to a postgraduate program of another university can be appointed to work. Passing the Doctoral Degree Qualifying Examination is another requirement for such students.

 

(2) Category B: This is the research assistant category which a full-time doctoral degree student who hasn’t yet passed the Doctoral Degree Qualifying Examination and who is either studying at a doctorate program in EMU or who, by the related council decision, has registered to a postgraduate program of another university can be appointed to.

 

(3) Category C: This is the research assistant category to which students can be appointed if they are full time students who are registered to a postgraduate program in EMU.

 

(4) Category D: This is the research assistant category to which full time students who are registered to a postgraduate program in the EMU can be appointed as part time research assistants.

 

(5) Category E: This is the research assistant category to which postgraduate students with a 100% scholarship can be appointed. Students meeting the requirements of this category may be appointed to other suitable categories, if they wish. In this way, the status of a research assistant whose assistantship ends due to various reasons but whose 100% scholarship still continues is automatically shifted to Category E.    

Places of Duty for Research Assistants

5.

Research assistants may perform their duties at academic units and/or administrative units, if deemed necessary.

Principles to be Followed in Job Distribution

6.

Taking into consideration the research assistants’ course-related duties, the preparation time for the course and the number of courses s/he is involved in, the relevant unit determines the load and the duties of a research assistant in a way that the research assistant can carry out his/her student and research duties in a balanced and successful way. The workload of Category A, B and C research assistants is preferably arranged in a way that does not exceed 50% (20 hours a week) of their full time workload. However, research assistants must be present in the units they have been appointed to during working hours. The units the research assistants are connected to pay special attention to distribute duties in a fair way among the research assistants appointed to that specific unit. Designated workload for Category D research assistants is 10 hours per week and for Category E research assistants, the workload is 5 hours per week.

Duties of Research

Assistants                 

 

7.

(1)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(2)

 

Primary Duties:

 

(a) Delivering the courses assigned by the relevant department (for category A research assistants)                        

(b) Carrying out or helping others carry out tutorials, laboratory, studio and other similar educational activities.

(c) Helping with the course preparation and/or helping in the regular functioning of the laboratory / studios.

(d) Assessing homework, quiz, laboratory reports and other similar assignments for assigned courses

(e) Performing invigilation duties during exams

(f) Providing help in the organizations of various activities such as exams, accreditation work, congress, conference, seminar etc.

(g) Along with the academic duties, undertaking administrative duties assigned

 

Secondary Duties:

(a) Arranging and meeting students during contact hours.

(b) Working at academic support desks.

(c) Keeping a record of the homework and exam results.

(d) Performing duties in centers and institutes.

(e) Providing help regarding student registration.

(f) Providing help as an assistant editor in magazines, newsletters, bulletins etc.

(g) Providing help in the organization of the graduation ceremony and other similar events.

(h) Performing the duties assigned by the department chair and/or dean and / or the person in charge of the unit.

Determining the

Number of

Research Assistants

8.

At the beginning of each semester, the Rector’s Office takes as a basis the department’s/unit’s course/tutorial, laboratory/studio and/or other needs, the request of the department/unit chair and the recommendation/s of the related dean and determines the number, type and category of research assistants to be deployed with a consideration of the budgetary limitations.

Applications

9.

At the beginning of each semester, the candidates are required to apply to the relevant department together with the required information and documents during the dates specified and announced by the Institute of Graduate Studies and Research Directorate.

Required Qualifications

for Research Assistants

 

10.

The minimum qualifications listed below are sought in research assistant candidates:

(1)      The candidate must be registered to a postgraduate program in EMU or, based on the decision of the related unit, of another university as a full-time student or under the conditions specified under Article 19(10) of this by-law.

 

(2)      The candidate must possess proficient language (listening, reading, speaking and writing) and communication skills in the language required in the related program.

 

(3)      Research assistants who will deliver courses need to use the instructional language very well and must be proficient in teaching the course required knowledge and skills to students.

 

(4)      In order to be appointed as a full time research assistant, students who are newly registered to a graduate program need to have a minimum CGPA of 3.00 out of 4.00 or any other equivalent score at the end of the undergraduate or postgraduate program and, at the same time, must be successful from the oral and/or written exam. However, in cases where the sufficient number of candidates possessing the required undergraduate CGPA criteria is not found, postgraduate students with a CGPA between 2.50 and 3.00 can be appointed as the D-category research assistants provided that they are successful in the oral and/or written exam.

 

(5)      The students’ performance in the graduate program and the oral and/or written exam are taken into consideration in cases where students have studied in a graduate program for a minimum of one semester and are going to be appointed as a research assistant for the first time. Students whose graduate program CGPA is between 3.00 and 4.00 can be appointed as full time research assistants. However, in cases where the sufficient number of candidates having the required graduate CGPA criteria is not found, postgraduate students with a CGPA between 2.50 and 3.00 can be appointed as the D category research assistants provided that they are successful in the oral and/or written exam.

 

(6)      Students who are newly registered to a doctoral degree program need to have a minimum CGPA of 3.00/4.00 or any other equivalent score at the end of the postgraduate program

 

(7)      The students’ performance in their doctoral degree programs and the performance in the oral and/or written exam are taken into consideration in cases where students have studied for a semester in a doctoral degree program and are going to be appointed as a research assistant for the first time. The students who have a minimum CGPA of 3.00/4.00 and, at the same time, who become successful in the oral and / or written exam can be appointed as full time or part time research assistants.

 

(8)      Postgraduate students with the most recent graduation CGPA between 2.00 and 2.50 may be appointed as research assistants in all categories, excluding Category A, for a maximum period of one semester, subject to the approval of the department board, faculty/school board and University Executive Board. The maximum number of research assistants to be appointed to each unit under this category is one. Their appointment takes place under the following conditions:

 

(a) having a 5-year sectoral/field experience in the courses planned to be assigned to the research assistant.

(b) having no other research assistants available for the delivery of the courses to be assigned.

Selection of the Research

Assistants

 

11.

(1) In addition to the criteria specified in these regulations, the selection of research assistants is carried out by the “Graduate Studies Committee” of each department in accordance with the criteria specified by the faculty/school boards. Criteria to be taken into consideration during the selection is announced to the candidates at least a weak ahead.

 

(2) At the end of the selection, the list of the candidates found convenient by the department chair and the dean is submitted to the Institute for approval. Upon the approval of the Institute, the lists are submitted to the Rector’s Office for approval.

 

(3) The research assistant category is clearly stated while the researcher assistant candidate list is being prepared and sent to the Rector’s Office for approval.

The Appointment

of Research

Assistants

 

 

 

12.

(1)   The list of research assistants whose appointment has become certain is announced through the online entrance system. The research assistants are appointed with an ‘appointment letter’ written by the Vice Rector for Academic Affairs.

 

(2)   Duration of the appointment, duties expected from the research assistant, working hours, rules to be followed and performance expectations in the registered program are clearly stated in the letter of appointment.

 

(3)   A separate folder is kept for each research assistant that are appointed in the department/unit.

 

(4)   A copy of the appointment letter is sent to the relevant Dean, Director and the Institute Director.

 

 

Duration of Duty

and Leave of

Absence

 

13.

(1)               Research assistants in all categories are appointed on a semester basis. The duration of duty which is stated in the appointment letter of the research assistant is determined by the Rector’s Office in line with the academic calendar and the category of the research assistant. Research assistants whose period of duty is over can be reappointed according to article 18 of this by-law. However, the duration of the duty for research assistants in category A who have been appointed during the Spring Semester and research assistants sent to a graduate program at another university as part of the mutual agreement between universities is until the beginning of the next academic year.

 

(2)   If deemed necessary, research assistants in categories B, C and D may be appointed during the summer term upon the recommendation of the relevant unit and the approval of the Rector’s Office. The appointment of the research assistants during the summer term is carried out in line with the categories specified during the Spring Semester of the same year. 

(3)   The maximum period of appointment for the postgraduate students is 6 semesters and for doctoral degree students, the period is 12 semesters. 

 

(4)   Research assistants in Category A can take a leave of absence for 15 working days during academic semester breaks upon the relevant Dean’s/Director’s/Unit Head’s approval.

 

(5)   Upon the recommendation of the Rector’s Office and the approval of the University Executive Board, research assistants who use their own means or the scholarship provided by the university or who make use of the mutual agreements between the University and other institutions in order to attend a course or a training program that is related with their field of study may be granted a leave of absence equal to the duration of the course or the study period. If the amount of scholarship granted to such research assistants is lower than the amount they receive from the Eastern Mediterranean University, the difference in amount is covered by the University. The period of leave of absence taken for this reason is included in the duration of the research assistantship. Research assistants in this position are required to return back to duty at the end of their course or training. Otherwise, they are obliged to submit a payment to the University in return for all the expenses made for them.

Sickness and

Maternity

Leave

 

14.

(1)   With the Department Chair’s approval, a total of 21 days sick leave can be given to a research assistant during a year. The Institute Director is informed about this issue.

 

(2)   A seven-day formal illness report to be given to a research assistant is prepared by a doctor, and illness reports longer than seven days are prepared by Official Health Boards. However, in cases of surgery, a report not longer than 21 days given by the doctor who carried out the surgery is also valid. This period can be extended only for once for another 21 days by the University Executive Board.

(3)   Pregnant research assistants have a 42-day leave of absence before and after birth and their scholarship continues during this period.

Research Assistant

Scholarships

 

15.

(1)    Category A, B and C research assistants who have registered to a doctoral degree program are exempted from the educational fees for all taken courses and thesis registration for the semester. Category D research assistants are exempted from half of the educational fees, excluding the student fund, for a semester.

 

(2)    By taking the minimum wage rate in the TRNC as a basis, research assistants are paid monthly scholarships according to the criteria below:

 

a)      Category A research assistants are paid a monthly scholarship that is a multiply of 1.25 of the minimum wage amount in TRNC.

b)      The monthly scholarship of category B research assistants is the same as the minimum wage in TRNC.

c)      Category C research assistants’ monthly scholarship is equal to 0.75 of the minimum wage in TRNC.

d)     Category D research assistants receive a monthly scholarship that is equal to the half of that received by category C research assistants.

e)      Category E research assistants are not paid any separate scholarship.

f)       During summer school periods, if there are no category A research assistants available or if the number of Category A research assistants is not sufficient, research assistants form categories B, C or D can be appointed to work upon the Department Chair’s and Dean’s recommendation and the approval of the  Rector’s Office. The scholarships / payments of the research assistants are equal to the amount they receive during a normal semester.

Supervision and Guidance

 

16.

As one of the aims of postgraduate education is to prepare students to act professionally, members of the academic staff and administration are required to provide supervision and advisorship for research assistants in the class, laboratory, studio and the office. Department/Unit chairs have the responsibility of taking the necessary precautions that will aid the professional development of research assistants, listening to their problems, creating appropriate studying conditions, following their professional development and success by taking into consideration the observations of the academic staff and thesis supervisor, evaluating their performance, warning them whenever necessary and guiding them in a positive and constructive manner.

 

Obligation to Attend

Guidance Programs

and Courses

 

17.

In order for research assistants to get prepared for their duty in the best possible way, they are required to attend guidance programs prepared at the beginning of the Spring and Fall semesters by the related unit and, during a semester, various seminars and similar activities to be identified and announced by their department. Related unit monitors the attendance of the research assistants to such events. The related department/unit chair issues a warning if the research assistant has an invalid excuse for not attending any of these activities. A note is written in the folder of the person concerned in order to be taken into consideration during the re-appointment if the related person still persists to behave in the unwanted way.

 

Evaluating Research

Assistants

 

18.

(1)   The evaluation of research assistants is carried out at the end of each semester by the related department/unit head by looking at their success in the courses taken, their success in carrying out assigned duties and by taking into consideration the reports given by the academic staff and the thesis supervisor the research assistant is working with.

 

(2)   After the evaluation report is signed by the research assistant and the department/unit head, it is submitted to the Dean, Institute Director and the Rector’s Office.

 

(3)   The research assistant’s appointment letter, evaluation reports, awards taken (if any), publication(s), attended conference(s), presented paper(s) and other letters about leave of absence and discipline are all included in his/her folder which is kept in the relevant Department/Unit.

Principles for

Re-appointment

 

 

19.

1)      In accordance with the regulations of this by-law, research assistants who demonstrate successful performance can be re-appointed by the Rector’s Office at the end of their duty period upon the recommendations of the Department /Unit Head and the Dean and the approval of the Institute Director.

2)      Research assistants who will be re-appointed as full time research assistants need to have a minimum GPA and a CGPA of 3.00 at the end of the completed semester. The most recent CGPA is taken into consideration in the re-appointment of the research assistants who have no registration for credit courses at the end of the completed semester.

3)      An A category research assistant is reappointed to duty in the B category, a C category research assistant is reappointed in the D category and a D category research assistant is reappointed again in the same category if their education period is extended.

4)      Postgraduate students who freeze their registration or whose registration is on hold can not be appointed as research assistants.

5)      An A category research assistant is appointed in the B category and a B category research assistant is appointed to the C category if they are unsuccessful in their thesis studies. Those research assistants who are in the C category and who have become unsuccessful in their thesis studies, seminar courses or projects are appointed to the D category. Category D research assistants in a situation as such are reappointed to the same category.

6)       Research assistants in the B category who have become unsuccessful in their Doctoral Degree Qualifying Exam are appointed to be research assistants in the C category.

7)      B category research assistants can be appointed in the C category, and C category research assistants can be appointed to the D category if they have become unsuccessful in one course but their CGPA is 3.00 and above.

8)      C category research assistants who have become successful in all their courses but who possess a CGPA between 2.50 and 3.00 can be appointed to the D category.

9)      Category E research assistants whose 100% scholarship  continues are reappointed to the same category regardless of any other criteria.

10)  The appointment of a student who has left the registered program due to any reason and who has registered to the same or a different program within the first four semesters after leaving the program is carried out with a consideration of the period the student served as a research assistant and his/her success rate. 

11)  Students who have gained admission to a postgraduate program on a conditional basis may also be appointed as research assistants if the number of required research assistants is not sufficient. The reappointment of the students who have only registered for scientific preparation courses (deficiency courses) is subject to their success in all registered courses. 

Termination of

Duty

 

20.

Based on the reasons below, the Rector’s Office can terminate the duty of a research assistant before the end-date of his/her duty upon the recommendation of the Dean/Director/Unit Chair.

1)      The resignation of the research assistant of his/her own accord with a valid reason.

2)      Identifying / proving behavior that is not appropriate to the academic ethics and/or studentship.

3)      Receiving a disciplinary penalty by the Disciplinary Committee which is approved by the Rector’s Office.

4)      Being unsuccessful in carrying out the given duties, rejecting duties, showing extreme and unacceptable absenteeism

5)      A health committee decision showing that there is a behavioral or physical illness at a rate that prevents him / her to carry out the duty.

6)      The graduation of the research assistant from the registered postgraduate program.

 

Payment of the Educational

Fees Back to the University

 

21.

 

1)      A research assistant who leaves duty or the registered program before the end of a semester without the approval of the related unit has to pay the educational fee s/he was exempted from back to the University.

2)      Research assistants who leave their duty before the end of the semester by taking the approval of the related department have to pay the amount of educational fee that corresponds to the period starting from the date of leaving the duty until the end of that semester.

Temporary Provisions

 

22.

The application of E Category research assistantship commences at the beginning of the 2013-2014 Academic Year Spring Semester. Students who registered before this semester do not have the obligation to perform duties at the E-category.

Executive

Power

22.

This By-law is executed by the Rector’s Office.

 

Coming into

Force

 

23.

The By-law comes into force at the beginning of the first academic semester following the approval of the Board of Trustees.