REGULATION FOR SCIENTIFIC RESEARCH AND PUBLICATION ETHICS

(By-law 599/1986, 178/1989, 164/1990, 374/1990, 531/1990, 114/1991, 166/1992, 491/1992, 440/1993, 441/1993, 68/1998, 59/1999, 639/1999, 338/2000, 159/2001, 55/2002, 546/2003, 131/2005, 221/2006, 754/2007, 710/2008, 94/2009, 279/2010, 633/2011, 251/2018, 120/2019, 157/2019, 209/2019, 560/2021)

Regulation Under Article 40(4)

Eastern Mediterranean University Board of Trustees prepared the following regulation in accordance with Article 40(4) of the Eastern Mediterranean University “By-law for Staffing and Employment”.

Eastern Mediterranean University made the following Regulation based on the authority granted by North Cyprus Education Foundation and Article 15(2) of the statute establishing Eastern Mediterranean University.

CHAPTER I

AIM, SCOPE, DEFINITIONS AND GENERAL CONCEPTS

Brief Title 12.05.2022 R.G. 95 EK III A.E. 349	1.	“Eastern Mediterranean University Regulation for Scientific Research and Publication Ethics”
Aim	2.	The aim of this Regulation is to define the ethical principles to be implemented in academic activities such as scientific research, publication, research-based education, art-related work and all other similar activities carried out by the members of the EMU both within and outside Eastern Mediterranean University; and to specify the principles for the formation, duties, authority and responsibilities of the Scientific Research and Publication Ethics Board and regulate its working principles.
Definitions	3.	Unless otherwise stated in this regulation; Member of EMU: refers to academic staff, academic administrators and researchers employed full-time, part-time or under a private contract in EMU and students pursuing master’s or doctoral studies in EMU, Ethics Sub-committee: represents Ethics Sub-committees formed with a consideration of the areas defined by the Academic Evaluation Board, Ethical Violation:  refers to deliberate action violating the ethical principles and rules in the scientific research, scientific publication and research- based educational activities taking place within the scope of an academic and scientific institution’s duties, authorities and responsibilities. Board of Ethics: represents Eastern Mediterranean University Scientific Research and Publication Ethics Board, Ethical Negligence:  Ethical Negligence refers to unintentional acts based on negligence, recklessness, imprudence, ignorance or lack of experience inadvertently violating the ethical principles and rules in the scientific research, scientific publication and research-based educational activities taking place in scope of an academic and scientific institution’s duties, authority and responsibilities. Rector’s Office: refers to Eastern Mediterranean University Rectorate, University: refers to Eastern Mediterranean University (EMU), University Community: represents academic administrators, academic staff, researchers and master’s and PhD students, regardless of their status as full or part-time.
Scope	4.	These regulations cover:
		(1)	Research ethics subjects pertaining to all types of scientific activities carried out by the University community and taking place in the form of scientific research or work and the scientific research-development projects either funded by the University or carried out in units operating within the University
		(2)	Matters of publication ethics related with publications either published or submitted for publication in the University’s all types of press, visual and audio publishing organs and all other publishing organs outside the University;
		(3)	Ethical subjects pertaining to lecturers or research person/s and institutions currently benefitting or who have applied to benefit from the University’s support;
		(4)	Basic principles of research-based education ethics;
		(5)	Principles for institutional ethics;
		(6)	The formation, duties and operation methods of the Boards of Ethics.
		(7)	Subjects pertaining to procedures for applying to the Board of Ethics and ethical evaluation processes.
University’s Values	5.	(1)	The University acknowledges personal honor, personal identity and professional and academic dignity of the University community and believes that academic ethical principles are the most indispensable chain of values that encompasses the University. Principles of academic ethics take the following five basic values as their basis:
			(A)	Honesty,
			(B)	Trust,
			(C)	Justice,
			(D)	Respect,
			(E)	Responsibility.
		(2)	The University believes that these principles are valid in each and every phase of the scientific and artistic activities of any type (e.g. research, publication, artistic production and presentation), in every kind of context or environment where the University is represented and in fulfilling other services or activities that are open to public.
Ethical Principles in Science and Arts	6.	Honesty, self-criticism, objectivity and fairness, openness, scientific scepticism, critical view, openness to new concepts, protection of scientific research discipline, unique and creative thinking, respect for others’ efforts and products, and sensitivity towards he nature and the rights of the living form the basis for Eastern Mediterranean University’s ethics related with science and arts. The application of all types of scientific research, art-related work, and any other related activities encompasses the following principles in the University:
		(1)	Research Ethics Basic Principles
			(A)	The Principle of Scientificity: Data is collected through scientific methods. During the evaluation and interpretation phases of data and whilst obtaining theoretical outcomes, the researcher does not deviate from scientific methods or procedures or change the outcomes. The researcher cannot present any research findings that have not been obtained.
			(B)	The principle of “respect for life” and “not harming subjects or participants” in scientific research: The principle requires that no harm is inflicted upon the subjects, participants and respondents and natural or cultural assets that are the focus of the artistic activity or research. The participants or respondents should directly be informed of the possible risks and the researcher should ensure that the decision of participating in the experiment/research is taken independently, without coercion, as required by the informed consent. Regarding research involving human data, the participants should be informed on the use, preservation and sharing of the data and their consent should be obtained, accordingly.
			(C)	The Principle of Warning the Concerned Against Applications that May Yield Negative Outcomes: Researchers, artists and officials undertake the responsibility of informing and warning the public about the outcomes and related possible harmful applications of the scientific research and artistic work under discussion.
			(D)	The Principle of Freedom of Not Participating in Research: Researchers have the right to refrain from undertaking or continue undertaking any research or declarations that would, according to their understanding, yield harmful outcomes or involve applications not approved by them. No researcher can be forced to support, defend, verbalize or participate in collective statements of a particular opinion, thought or action.
			(E)	The Principle of Academic Freedom in Research: Unless a violation of the ethical principles occurs, any attempts of research or artistic work cannot be interfered or prevented. In return, keeping in mind the budgetary application principles of the University and topics which require regional or global sensitivity, researchers and artists act carefully and responsibly in determining their research topics and methods.
			(F)	The Principle of Responsibility towards Society and Humanity: On the condition that intellectual rights and copyright are reserved, scientific research and artistic research are public domains, owned by the public. Hence, the content of the research and artistic work that are beneficial for the society, humanity and the environment cannot be hidden, altered, distorted or forbidden.
			(G)	Joint and Individual Responsibility Principle: Researchers and artists are responsible for adhering to these principles both individually and collectively. The University community takes the protection of these principles as a basis for its existence.
		(2)	Publication Ethics Basic Principles
			(A)	Findings of any scientific research are published with the inclusion of the names of all researchers who have actually been involved in and carried out the research. Names of those persons who have not been actively involved in the design, planning, implementation and publication stages of the research are not or cannot be forced to be included in the authors section.
			(B)	In benefitting from research that has never been published or previously published, the source should be indicated in accordance with the scientific publication rules. Apart from universal scientific theories, math theorems and their proofs, neither the translation nor the original version of any scientific work can be published partially or as a whole without getting any approval or citating the main source.
			(C)	Names of the institutions or persons who have provided active support in the research are explicitly referred to in the publications. In this respect, the name of the institution where most of the research has been carried out has to be referred to even if the researcher has no active connections with it anymore.

CHAPTER II

FORMATION AND OPERATION PRINCIPLES OF THE BOARD OF ETHICS

Formation of the Scientific Research and Publication Ethics Board (SRPEB)	7.	(1)	Members to be appointed to the Scientific Research and Publication Ethics Board (SRPEB) are determined by the Senate, upon the recommendation of the Rector’s Office, in the form of one member representing each of the main Academic Evaluation Committee (ADEK) fields.
			(A)	Only full-time academic staff who have no existing proven records of ethical misconduct can apply for membership in the Board.
			(B)	Members determined by the Senate are appointed as members of the Scientific Research and Publication Ethics Board (SRPEB) with an official letter from the Rector’s Office.
		(2)	(A)	The period of service for the Board members is 3 years. In the event of a member leaving the Board, a new member who will serve for the remaining period of services of the former member is appointed through the same method.
			(B)	The Rector’s Office does not appoint those who have been found to be unqualified to be elected, and if such person’s appointment has already taken place, the said appointment is terminated upon the justified recommendation of SRPEB and the EMU Senate is informed about the matter, accordingly. In this case, the EMU Senate proposes a new member from the same field, instead of the member who has not been appointed or has been dismissed. The proposed member is appointed by the Rector’s Office through the same method.
		(3)	Members whose service period has expired can be re-appointed through the same method.
		(4)	Membership position of those members failing to attend two consecutive meetings annually without submitting any valid excuse is directly terminated.
		(5)	For a membership position which has become vacant for any reason, a new member is appointed through the same method latest within two months.
		(6)	During the first meeting of the Board of Ethics, members elect a chair, a vice chair and a secretary amongst the Board members.
Formation of the Ethics Sub-committees	8.	Formation of the Ethics Sub-committees:
		(1)	Ethics Sub-Committees are formed in line with the views of the deans of the relevant faculties and the directors of schools that are not affiliated with the faculties, taking into account the main areas of the Academic Evaluation Committee and are appointed by the Rector’s Office.
		(2)	Upon the consent of the relevant faculties or schools, two or more Ethics Sub-Committees can be merged with the decision of the Rector’s Office.
		(3)	Each Ethics Sub-Committee consists of minimum 3 (three) and maximum 7 (seven) members, depending on the consent of the relevant faculties or schools. If deemed necessary, the number of members can be increased up to 9 (nine) upon the agreement of faculties or schools.
		(4)	The period of service for each member is 3 years. Members whose period of service expires can be re-appointed through the same method. In the event of a member leaving his/her position without having completed the period of service, a new member who will serve for the remaining period of service of the former member is appointed.
		(5)	Each Ethics Sub-Committee has a chair appointed by its members.
		(6)	Only full-time academic staff who has no proven ethical violations in the past can be appointed as a member of an Ethics Sub-Committee. Candidates who have been found to be unqualified for membership are not appointed. If such person’s appointment has already taken place, the said appointment is terminated by the Rector’s Office, upon the justified recommendation of SRPEB.
Duties of the Scientific Research and Publication Ethics Board	9.	Duties of the Scientific Research and Publication Ethics Board are as follows:
		(1)	Ensuring the ethical appropriateness of the scientific research, either partially or fully supported by Eastern Mediterranean University (including those which have been proposed or finalised) or carried out by the university staff by defining and developing the principles of ethics, and, if necessary, proposing amendments on the aforesaid principles;
		(2)	(A)	As specified in this regulation, investigating and finalising the applications regarding the ethical violations detected in the scientific research or publication work of the faculty members and other academic staff.
			(B)	Investigating and finalising the appeals made against the decisions of the Ethics Sub-committees.
		(3)	Examining and finalising applications for unethical behavior detected during the monitoring of the research projects (including those proposed and finalised) partially or fully supported by the University;
		(4)	Regardless of their relevance with the University, investigating and taking decisions on past research projects, publications and other similar activities of those individuals who have applied to benefit or currently benefiting from any type of support provided by the University at the request of the relevant unit or institution and reaching conclusions in terms of the scientific ethics; if deemed necessary, directly corresponding with relevant people and inquiring information regarding the matter;
		(5)	(A)	SRPEB examines the applications regarding ethical violation directly, through the Ethics Sub-Committees or appointed experts and submits a final report to the Rector’s Office latest within two months following the date of application.
			(B)	SRPEB informs the Rector’s Office in writing about the applications that have been determined to be out of scope.
		(6)	Ensuring that the relevant bodies are informed by the Rector’s Office regarding finalised and confirmed acts violating research and publication ethics.
		(7)	Submitting proposals to the Rector’s Office regarding the organisation of educational activities in collaboration with the relevant units, institutions or organisations in eliminating unethical conduct, especially to do with academic, research and publication ethics.
Duties of Ethics Sub-committees	10.	Duties of Ethics Sub-committees are as follows:
		(1)	Examining and finalising the ethical approval applications of EMU faculty members and academic staff in order to start a scientific research involving the use EMU data;
		(2)	Examining and finalising the ethical approval applications of the members of EMU to start research within the scope of undergraduate graduation projects, master's and doctoral theses, involving the use of data belonging to EMU;
		(3)	In cases where the studies mentioned in items (1) and (2) above are to be carried out outside of EMU, making the first examination and submitting them to SRPEB for the final approval;
		(4)	Examining and finalising the allegations of unethical conduct related to master's and doctoral theses;
		(5)	Examining the files sent by the SRPEB and presenting the relevant views and reports.

CHAPTER III

APPLICATION METHOD TO BOARD OF ETHICS

Applications and Investigation Regarding Ethical Violation	11.	Applications and investigation regarding ethical violation:
		(1)	(A)	Applications regarding ethical violations of individuals, regardless of the fact that they are members of EMU or not, detected in their Master’s or Doctorate theses either produced in EMU or with academic staff members of EMU, are submitted to EMU Rector's Office.
			(B)	In applications containing allegations of ethical violation, concrete information and data should be presented.
			(C)	Applications are submitted by the Rector’s Office to the Scientific Research and Publication Ethics Board to be reviewed and finalized within five working days.
			(D)	All documentation pertaining to the application is reviewed by the SRPEB and finalised, taking into account the views of the relevant ethics sub-committee, if deemed necessary.
		(2)	In the event of allegations of ethical violations taking place via press, electronic means, or other similar communication tools, the Rector’s Office may ask the SRPEB to launch an investigation on the relevant violation.
		(3)	Evaluation of the applications regarding violations of ethics involves the following processes:
			(A)	Preliminary Evaluation: The preliminary evaluation is completed within 15 (fifteen) working days at the latest after the application has been submitted to SRPEB by the Rector’s Office, and the applicant is notified through the Rector’s Office, together with the relevant justification, whether the issue will be taking into account or not .
			(B)	SRPEB may seek the views of the relevant Ethics Sub-Committees and/or experts to complete the preliminary evaluation. Applications that have been found suitable for evaluation are notified to the applicant through the Rector’s Office, depending on the nature of the application.
			(C)	Final Decision: Matters pertaining to unethical conduct, for which preliminary examination has been completed, are finalised by the SRPEB within 60 (sixty) working days. If deemed necessary, views of the relevant ethics sub-committees are sought in the process of making the final decision.
			(D)	Other applications are finalised within the first 15 (fifteen) working days following the submission of the relevant sub-committee decisions to the SRPEB.
Applications for Ethics Approval for Research Purposes	12.	(1)	EMU members’ Ethical Approval Applications for Research Purposes are submitted to the relevant Ethics Sub-Committee. In the event of the research being carried out in EMU, the application is finalized by the relevant ethics sub-committee within 15 (fifteen) working days, at the latest.
			(A)	For an application finalised in this way, the Research Ethics Approval Certificate is issued and given by the sub-committee.
			(B)	Ethics approval documents to be issued by Ethics Sub-Committees become valid once they have been registered with the SRPEB and the registration number is written on the aforesaid document.
			(C)	If the research is to be conducted outside EMU, the decision of the ethics sub-committee is submitted to the SRPEB for approval.
		(2)	Applications for ethical approval for research carried out by researchers not employed in EMU are submitted to the Rector's Office. Such applications are forwarded to the SRPEB by the Rector’s Office. If such applications involve the use of EMU data, SRPEB first examines the application in terms of the use of data and finalises it within 30 (thirty) working days, at the latest.
		(3)	If a research, master’s or doctoral thesis does not involve the use of personal data or animal experiments, the researcher has no obligation to apply for ethical approval.
		(4)	Boards of Ethics cannot accept an application for ethical approval for research that has already been conducted.
Confidentiality Principle	13.	(1)	Applications to the Board of Ethics and any kind of related inspection and evaluation process conducted by the Board of Ethics, or decisions taken by the aforesaid Board are kept confidential. No other person apart from the applicant is informed about the subject.
		(2)	Members of the Ethics Board and sub-committee/s as well as the academic administrators are all bound by the confidentiality principle, even if the subject of the application has been disclosed to public through press and media
		(3)	Violation of the confidentiality principle is a disciplinary offense. The Rector’s Office reserves the right to initiate the relevant procedures for those engaging in such activity.
		(4)	In applications regarding ethical violations, the principle of confidentiality also covers the applicant and other persons.
Operation Method of the Boards of Ethics	14.	(1)	SRPEB and each of the Ethics Sub-Committees meet at least once a month at a pre-determined date and time. In addition, the Boards may convene when and if they deem necessary. In this case, the meeting date, time and agenda are notified to the members in writing by the chair of the relevant board at least one week before the meeting
		(2)	Documents pertaining to the meeting agenda items (if the concerned item is to do with research, samples of the research file) are sent to the members.
		(3)	Apart from regular meetings, the Board Chair may call for an emergency meeting due to the high number of applications or an urgent reason.
		(4)	Meeting and decision making quorum of the boards of ethics:
			(A)	The meeting quorum of SRPEB is the two-third of the total number of members.
			(B)	The quorum of SRPEB in making a final decision regarding the violation of ethics is the two-third of the total number of members.
			(C)	SRPEB's decision-making quorum is the absolute majority of the total number of members, excluding the matter specified in sub-paragraph (B) above.
			(D)	The meeting and decision-making quorum of the Ethics Sub-Committees is the two-third of the total number of members.
		(5)	The Scientific Research and Publication Ethics Board bases its evaluations on the relevant file/s.
			(A)	During the investigation and evaluation, the person against whom allegations of ethical violation has been made is given the right to defend himself/herself.
			(B)	Upon receiving the notification for the right to defend himself/herself, the subject of the investigation should respond within 15 (fifteen) working days. Otherwise, they are deemed to have waived their right to defense. In this case, the Ethics Board evaluates and forms its opinion based on available information and data.
			(C)	After the Rector's decision regarding the launch of an investigation regarding ethical violation has been communicated to the relevant parties, all types of correspondence and other processes involving EMU members are directly handled by the SRPEB. Correspondence with persons who are not members of EMU is carried out through the Rector’s Office.
		(6)	(A)	Decisions of the Scientific Research and Publication Ethics Board are signed by the members. The member who does not agree with a decision has to write the reason for the 'vote of rejection' in the decision script.
			(B)	The SRPEB handles and evaluates applications only from the ethical perspective. The evaluation criteria and recommendations are based on legal principles, international conventions and declarations, if any, and established ethical principles and rules.
			(C)	When the encountered ethical problem is not regulated in national or international texts, the Ethics Board may bind it to a principle or rule.
			(D)	The SRPEB presents its views and recommendations, including the results of the evaluation, to the Rector’s Office.
			(E)	Persons and organizations claiming the existence of ethical violations are informed by the Rector’s Office of the results of the investigations and evaluations carried out regarding their applications.
			(F)	Cases of ethical violation or ethical negligence detected by the Ethics Board are presented to the EMU Rector’s Office in the form of a report.
		(7)	Evaluations and investigations made or are being conducted by other boards or institutions do not prevent ethical violation investigations to be carried out within the scope of these principles.

CHAPTER III

ETHICAL VIOLATION AND ETHICAL NEGLIGENCE

Actions Involving Ethical Violation or Ethical Negligence	15.	Ethical principles for scientific research form the basis for the evaluation of the applications for actions involving “ethical violation” or “ethical negligence”. Additionally, the classification of the actions including “ethical violation” or “ethical negligence” in terms of publication ethics takes place in accordance with the following definitions:
		(1)	Plagiarism:
			(A)	Piracy: Obtaining someone else’s printed or electronic version of work or applications of art and presenting them under one’s own name without giving appropriate credit;
			(B)	Presenting others’ research findings or ideas and applications simply by using different words or expressions or by changing part of it without giving credit;
			(C)	Submitting or presenting part of someone else’s printed or electronic version of work as your own, without giving any reference as required by academic publication rules;
			(D)	Presenting someone else’s ideas, findings and artistic applications as one’s own, without making any appropriate attributions in a manner that would leave no room for suspicion and that is parallel with the original source or the artistic applications;
			(E)	Failing to present others’ ideas, findings and artistic applications in a manner that would clearly show that they are citations;
			(F)	Failing to provide information regarding the source of the citation or providing partial information regarding the source.
		(2)	Fabrication: Claiming either to have carried out research which has not been carried out and/or claiming to have obtained results based on research which has not been carried out.
		(3)	Falsification or Distortion
			(A)	Making deliberate or intentional alterations on the methods or findings of research and applications;
			(B)	Presenting research and applications in a different way that would violate the quality of the research and applications;
			(C)	Making a false claim of using a research material and/or tool that have not been involved in the research;
			(D)	Presenting the research process in a different way than the original, leading to changes in the research process and qualities of the process;
			(E)	Deliberately altering research data and records;
			(F)	Acting against the rules and regulations regarding intellectual and artistic works.
		(4)	Duplication: Publishing (or submitting for publication) the same article or its translated version in more than one journal without attributing to the previous submissions. However, in case of situations such as the publication content being related with multiple areas of expertise or the publication being beneficial if it is published in a different language, the duplication would be acceptable within the framework of certain rules and regulations. In situations as such, consent of both publishers should be obtained and bibliographic information about the first publication should be provided in the second publication.
		(5)	Salami Slicing: Publishing the findings of the research in least publishable units within two or more articles although it is possible to publish them in a single article without damaging the unity and the integrity of the research.
		(6)	Failure to Acknowledge the Contributors: Failure to clearly acknowledge the support of any persons, institutions or establishments in the research.
		(7)	Ghost Authorship, Fabricating or Falsifying the Author:
			(A)	Inclusion of the names of the person/s who do not have any active contributions to the research and/or publication into the list of authors due to their title or position.
			(B)	Inclusion of the names of person/s who have not contributed to the research significantly or actively into the list of authors; or the inclusion of a new author (authors) by giving credit for contributions that would not conform with authorship.
			(C)	Omission of the names of the co-researchers or authors who have significantly contributed to the research and/or article.
			(D)	Changing the order of the authors without any justification or in an inappropriate way.
			(E)	Translating books, articles etc. written in a foreign language and publishing them as one’s own work.
Types of Ethical Violation	16.	(1)	Ethical Violation: Ethical violation is an act taking place as a result of deliberate and intentional behaviour or serious negligence.
		(2)	Ethical Negligence: Ethical negligence is an act taking place due to non-intentional behaviour such as carelessness.

CHAPTER V

APPEALS AGAINST THE DECISIONS OF THE BOARD OF ETHICS

Appeals against the Decisions of the Board of Ethics	17.	(1)	Appeals of EMU members against decisions of the SRPEB regarding ethical violations and appeals of non-EMU members against any SRPEB decisions are made through the Rector’s Office.
		(2)	Appeals of the members of EMU against the decisions of ethics sub-committees are directly submitted to the SRPEB.
		(3)	Appeals can be submitted within 20 (twenty) working days following the notification of the decision to the concerned parties.
		(4)	In order for an appeal to be taken into consideration by the SRPEB, it has to be justified and supported by appropriate evidence. The SRPEB may request additional information for appeals that are not justified or do not contain sufficient evidence.
		(5)	The decision of the SRPEB regarding the appeal is final.

CHAPTER VI

FINAL PROVISIONS

Executive Power	18.	This regulation is executed by the Rector of the Eastern Mediterranean University.
Coming into Force	19.	This regulation takes effect following the date of its publication in the Official Gazette.