EASTERN MEDITERRANEAN UNIVERSITY

SCIENTIFIC RESEARCH SUPPORT PRINCIPLES

 

CHAPTER I

GENERAL PROVISIONS

Aim

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1.      

The aim of Eastern Mediterranean University “Scientific Research Support” principles is to define the application principles in determining the support to be granted to academic staff members and postgraduate students to facilitate the continuation of University’s scientific research studies at the international level and, at the same time, to contribute to the formation of an effective and productive structure of academic and administrative services in supporting scientific research at Eastern Mediterranean University. 

Scope

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2.      

“Scientific Research Support Principles” cover the regulations for the application principles for scientific research projects, attending scientific meetings, granting permission for research, publication awards, publication citation award, international joint publication support, outsourced project support, publication achievement award, research incentive award and, intellectual rights and copyright, and supporting any other scientific research that has been found suitable by the University organs. These principles also include regulations for the formation of the ‘Research Advisory Board’, the specification of its duties, responsibilities and working areas, organisation of the ‘Research Support Office’, its working areas, and the responsibilities and duties of the staff members working at the ‘Research Support Office’.     

Formation and Duties of the Research Advisory Board

 

 

 

 

 

 

 

 

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3.      

(1) The Research Advisory Board operates under the Rector’s Office.

(2) Formed by a representative from each faculty and school, the Research Advisory Board is chaired by the director of the Institute of Graduate Studies and Research.  Members representing faculties and schools are appointed for a period of 3 (three) years in line with the recommendations of the deans and directors. Board members who reach the end of their service period may be reappointed through the same method. Membership of a Board member not attending three consecutive meetings without submitting any valid excuse is terminated upon the recommendation of the Chair of the Research Advisory Board and the approval of the University Executive Board. A new representative who provides service until the end of the remaining service period of the previous member is appointed to the Board following the same method.  

 (3)  Duties of the Research Advisory Board are as follows:

(a) undertaking the responsibility of carrying out work and determining the priorities in establishing a structure assuring more effective and beneficial use of the research resources,

(b)  ensuring the regulation and effective implementation of the working and application principles for supporting scientific research projects, attending scientific meetings, permission for research, publication awards, publication citation award, international joint publication support, outsourced project support, publication achievement award, research incentive award and, intellectual rights and copyright, and any other scientific research that has been found suitable by the University organs,

 (c)  preparing the scientific research budget and presenting it to the

            Rector’s Office,  

(d)  ensuring that the scientific research budget is used for relevant purposes,

(e) providing consultation for relevant university organs in matters that fall within the area of scientific research.  

Research Advisory Board: Working Areas

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4.      

(1) Support for Scientific Research Projects

(a) At the beginning of each academic year, specifying the amount of support to be allocated for projects and presenting it to the Rector’s Office,

(b) Regarding scientific research projects to be supported partially or fully by the University, specifying the scientific project proposals to be presented for the evaluation of the referees by conducting a pre-evaluation, 

 (c) With the aim of ensuring effective evaluation of project proposals by (a) referee/s who meet/s the conditions specified in item 11 of these regulations, selecting (a) suitable referee/s,

(d) Taking the recommendations of the referee/s into account and considering the conditions determined by item 11 of these regulations, specifying project proposals that have been found suitable to receive support and, if necessary, ensuring that revisions are made in any part including the budget proposal of the project.

(e) With the aim of ensuring effective evaluation of the development and final reports of ongoing research projects, selecting (a) referee/s who meet/s the conditions specified in item 11 of these regulations,

(f)  Ensuring that the project budget is used in line with its aim,

(g)  Taking into consideration the referee’s evaluations on the development and final project reports, and determining the continuation, termination or finalization of the projects,

(h)  Having evaluated the applications of the project directors/coordinators regarding their projects, taking decisions on the duration, budget use, changes in the team, and any other similar subjects.  

(2) Support for Publication Awards

(a) At the beginning of each academic year, specifying the amount of support to be allocated for publication awards and presenting it to the Rector’s Office,

(b) Ensuring that the application of publication award support is taking place in line with the principles.

(3) Support for Publication Citation Awards  

(a) At the beginning of each academic year, specifying the amount of support to be allocated for publication citation awards and presenting it to the Rector’s Office,

(b) Ensuring that the application of publication citation award is taking place in line with the principles.

(4) Support for International Joint Publication

(a) At the beginning of each academic year, specifying the amount of support to be allocated for international joint publication support, and presenting it to the Rector’s Office,

(b) Ensuring that the application of international joint publication support is taking place in line with the principles.

(5) Support for Attending Scientific Meetings

(a) At the beginning of each academic year, specifying the amount of support to be allocated for attending scientific meetings and presenting it to the Rector’s Office,

(b)  Evaluating academic staff members’ and Ph.D. candidates’ applications for financial support to attend scientific meetings in terms of their suitability for the conditions specified in items 37-41 of these regulations,  

(c)  In circumstances where the budget is insufficient, in line with item 38 of these regulations, making a list of priority among those who meet the conditions,

(d) Ensuring that the application of support for attending scientific meetings is taking place in line with the principles.

(6) Support for Permission for Research

(a) Analyzing and evaluating the applications for permission for research,

(b) Ensuring that the support for permission for research is granted in line with the principles.

(7) Ensuring that the Outsourced Project Support is granted in line with the principles.

(8) Ensuring that the Publication Achievement Award is granted in line with the principles.

(9) Specifying the principles of Research Incentive Award and ensuring that it is granted in line with the principles.

(10) Other Scientific Activities: Fulfilling any other responsibilities assigned by the authorized organs of the University.

Formation, Operation Areas and Duties of the Research Support Office

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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5.      

(1) Formed by a chair, a vice chair, and responsible staff member/s for office services, the Research Support Office is an administrative unit operating under the Institute of Graduate Studies and Research.

(2) The Research Support Office provides administrative support to  the Board and University’s authorized organs in matters that fall within the scope of the Research Advisory Board and for the issues below:

(a) Scientific Research Projects

(i)  Organizing seminars and informative meetings giving information about writing project proposal and project management,

(ii) Providing necessary help and support for the preparation of projects related with research programs,

(iii) Following the announcements related with the national and international research programs and announcing them to the researchers within the University,

(iv) Following developments by establishing relationships with supporting institutions,

(v) Regulating, carrying out and following the procedures related with the evaluation of the scientific project applications to be carried out with the support of the University,

(vi) Carrying out and monitoring the procedures related with the evaluation of the development and final reports of the scientific research projects to be carried out with the support of the University,

(vii) Ensuring the effective operation of the budget related procedures of the scientific research projects to be carried out with the support of the University.

(b) Scientific Meetings

(i)  Regulating, carrying out and monitoring the procedures related with the evaluation of the applications for support for attending scientific meetings,

(ii) ensuring that the budgetary procedures of attendants who have been granted support are carried out appropriately, 

(iii) ensuring that the results of the participation in scientific meetings are monitored.

(c) Permission for Research,

Ensuring that applications for permission for research are analyzed, finalized and their results are monitored.

(d) Publication Awards

(i)  Regulating and monitoring the procedures applied in the ‘Publication Award’ support provided for the publications made on behalf of the University.

(ii) Regulating and monitoring the procedures applied in the ‘Publication Citation Award’ support provided for the citations regarding the publications made on behalf of the University.

(iii) Regulating and monitoring the procedures applied in the ‘International Joint Publication’ support provided for the collaborative publications with international researchers made on behalf of the University.

(e) Regulating and monitoring the procedures applied in the Publication Achievement Award.

(f) Regulating and monitoring the procedures applied in Research Incentive Award.

(g) Documentation of scientific work/research

(i)  Ensuring the formation and update of a database of all scientific work (e.g., publications, attending scientific meetings, scientific projects, scientific meetings organized) taking place throughout the University,

(ii) Preparing and writing a report on the University’s research activity indicators,  

(iii) Preparing and publishing a bulletin at certain intervals with the aim of announcing the work and activities related with scientific research taking place within the University.

(h) Other Scientific Activities

(i)  Fulfilling any other responsibilities assigned by the authorized organs of the University.

Duties of the Chair of the Research Advisory Board and Office Chair

6.      

(1) The chair of the Research Advisory Board also chairs the Research Support Office.

(2) The chair undertakes full responsibility of the effective functioning and operation of the office before the Rector’s Office.

(3) Duties of the chair are as follows:

(a) Chairing the Research Advisory Board,

(b) Representing the Research Support Office,

(c) Regulating and organizing the operation of the Research Support Office,

(d) Preparing an annual activity report and an annual activity program for the upcoming year for the Research Support Office and after receiving the recommendations of the Research Advisory Board, presenting it to the Rector’s Office for approval.

Vice Chair and Duties

7.      

(1) Vice Chair is the Assistant Director of the Institute of Graduate Studies and Research.  

(2) Duties of the Vice Chair are as follows:

(a) Attending the meetings of ‘Research Advisory Board’,

(b) Acting as a proxy when the Chair is away,

(c) Coordinating the implementation of all academic, administrative, financial and all clerical services of the scientific research projects.

(d) Providing academic and administrative coordination for all other services provided by the Research Support Office,

(e) Within the framework of the labour division made by the Chair, fulfilling other assigned duties.

Support Services Officer and Relevant Duties

8.      

The Support Services Officer who is either a member of academic or administrative staff is appointed upon the recommendation of the Chair and the approval of the Rector’s Office. Upon the recommendation of the Chair and the approval of the Rector’s Office, the number of officers may be increased in line with the intensity of the work schedule in the office. Support Services Officer undertakes the responsibility of carrying out all administrative procedures related with entire support activities that fall within relevant duties and responsibilities of the Research Support Office.  

Scientific Research  Budget

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9.      

The source to be allocated for Publication Awards, Attending Scientific Meetings and Scientific Research activities is settled as a separate item in the University budget. Budget for Publication Awards, Attending Scientific Meetings and Scientific Research is proposed to the Rector’s Office following its preparation by the Research Advisory Board. If deemed necessary, transfers among these categories may take place upon the approval of the Research Advisory Board.

 


 

CHAPTER II

SCIENTIFIC RESEARCH PROJECTS

Special Definitions for Research Projects

 

 

 

 

 

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10.   

(1) Scientific Research Project – Type A (SRP-A)

These are projects fully funded from the “Scientific Research Budget” of Eastern Mediterranean University. Funding for such projects aims at providing support to academic staff members for initiating research, finalizing ongoing research, contributing to work on graduate theses and dissertations, ensuring that the University’s research infrastructure is strengthened and that a culture of research is established at the University. The maximum amount of funding to be granted for each project shall be determined by the Research Advisory Board, taking the “Scientific Research Budget” into consideration.

 (2) Scientific Research Project –Type B (SRP-B)

These are projects funded directly or indirectly by external sources such as the public sector, the private sector, international institutions, and by the University. Scientific and Technological Research Council of Turkey (TÜBÝTAK) and European Union Projects (ex: Ufuk/Horizon2020) are within the scope. The contribution of the University for Type B projects shall come into effect when the external funding has been approved, and the amount shall be determined by the Board, depending on the nature of the project, taking into consideration the special conditions imposed by the external funding provider(s) and the “Scientific Research Budget”.

(3) Scientific Research  Project – Type C (SRP-C)

These are projects fully funded from the “Scientific Research Budget” of Eastern Mediterranean University. Such projects are research projects that are carried out by thesis supervisors with postgraduate students participating with respect to the aim of contributing the research culture within the faculties/institutions or schools operating under Eastern Mediterranean University. The minimum and maximum amount of funding, and the number of projects to be supported shall be determined by the Research Advisory Board, taking the “Scientific Research Budget” into consideration. Application Principles for Type C (SRP-C) Scientific Research Project are specified in addition to the Scientific Research Support Principles.

(4) Project Coordinator/Director

The term refers to the person who assumes responsibility for the scientific, administrative, financial and legal aspects of the project.

(5) Researcher

The term refers to any person working on the project, in addition to the project coordinator/director. If deemed necessary, the number of researchers in a project can be increased. The researcher shares responsibility with the project coordinator/director in the execution of the project. Researchers from other universities, research organizations or from the institutions providing funding may be appointed as members of the project team.

 (6) Referee

The term refers to an expert/scientist in the relevant field who is to be consulted by the Research Advisory Board in the evaluation of project proposals, progress and final reports.

Conditions for Becoming a Referee  

11.   

Following conditions are sought in becoming a referee:

(1)  Ph.D. (minimum) or any other equivalent academic degree,

(2)  Research experience in the field of expertise.

Responsibilities of the Referees

 

12.   

(1)   Conducting an objective evaluation of the projects within the framework of scientific rules and criteria, without taking personal/institutional relations and comments into consideration.

(2)  Demonstrating an awareness of and adhering to  the confidentiality principle by maintaining the confidentiality of any kind of information related with the project proposal and correspondence or meeting taking place between the referees and the Research Support Office,

(3)  Not disclosing information about the content of the project proposal to the third parties and preventing the possibility of others using the information in it.

(4)  Not using the content of the project proposal for personal purposes; when the evaluation is over, making sure that all the information in the electronic environment, written documents, notes, evaluations, drafts and written comments are disposed.  

(5)  Not disclosing any information regarding the evaluation of the project proposal to project coordinator/director or any other team members,

(6)  In the evaluation of the project proposals, providing justifications for positive and negative views and putting them into writing with the purpose of informing project directors/coordinators,

(7)   If there is a situation in the research proposal involving the violation of scientific ethical rules and principles, informing the Research Support Office in writing.

Referee Payments

13.   

The payment to be made in return for every referee report regarding each evaluated project is determined by the Research Advisory Board at the beginning of every academic year and is presented to the Rector’s Office for approval.  

Principles to be Applied in the Selection of Scientific Research Projects

14.   

(1)     Requests for support can be made in any field where the University has expert staff. The basic principle is that the proposed scientific research project aims to contribute to science, and/or to the technological, economic, social, and/or cultural development of the country.

(2)     Application-oriented and interdisciplinary projects, projects collaboratively proposed by researchers from different fields, and research projects relating to graduate theses and dissertations; projects proposed by researchers whose original research in the relevant field has previously been published in an international journal; and project directors who have published an article in an international journal and/or presented a paper in an international conference on previously completed research are given priority.

 

Suitability and Limitations for Scientific Research Project Support Applications

15.   

(1)   All full-time members of Eastern Mediterranean University academic staff may apply for support for Type A projects. For Type B, the application requirements of the external funding provider are valid. 

(2)   A project director/coordinator may not apply to manage another project in the same field before having completed the ongoing scientific research project.

(3)   Project directors/coordinators and researchers whose previously conducted project using the University’s “Scientific Research Budget” has been deemed flawed may not propose new projects or undertake duties as researchers for a period of 1 year.

(4)   Type A scientific research projects have a maximum duration of 18 months which can be extended for two periods of six months upon the approval of the Research Advisory Board.  The maximum duration for Type B scientific research projects is determined by the institution(s) working collaboratively for the execution of the project.

(5)   In the distribution of expenditure items in Type A scientific research projects, care is to be taken that traveling expenses and the purchase of services do not exceed 30% of the total budget for the project. The distribution of funding among expenditure items in Type B projects is to be made in accordance with the budget distribution principles of the external funding provider(s).

(6)   The term Scientific Research Project does not include book writing, book editorship, course material preparation and any other similar work.  

Procedure for Applying Scientific Research Projects

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16.   

(1)   Academic staff members wishing to benefit from support for a scientific research project complying with one of the definitions above have to fill in the relevant application form available at Research Advisory Board website and attach the required documents as appendices. Applications need to be submitted to the Research Support Office.

(2)   Applications for Type A scientific research projects are submitted in October every year.  

(3)   Applications for scientific research projects are submitted by completing      the application form, the required appendices, and if deemed necessary, with the “Scientific Research and Publication Ethics” report, and the external funding provider’s forms and appendices.

(4)   Application Form for Scientific Research and relevant attachments are evaluated by the Research Support Office in terms of their suitability and limitations specified in Item 15.   Those who have been found suitable are presented to the Research Advisory Board for evaluation. Applications made with incomplete documents or insufficient information or not complying with the specified format/method are returned back to the applicant for the completion of the missing documents/corrections. However, the application deadline is not extended for such applicants.

Evaluations of the Scientific Research Projects

17.   

 

 

 

 

(1)   The Research Advisory Board conducts a pre-evaluation of the research project proposals taking the principles and budget use/ distribution into consideration. The Research Support Office sends project proposals which have been found suitable for the evaluation of the external referees, appointed from outside the University, in the areas specified by the Research Advisory Board.  If deemed necessary, during the evaluation of the project proposal, views of the experts, either within or outside the University, may be obtained. During their evaluation, referees use an evaluation form related with the type of the project.                                                                                                                                                                                                                                                      The Research Advisory Board may also consult the Chair of the Department/Center or Faculty Dean/School Director.

(2)   The referees evaluate the proposed research project applications within the framework outlined below:

(a)   originality (scientific / intellectual / technological / professional competence),

(b)   feasibility (in terms of the team, equipment and method),

(c)   effect

(3)   Referees also provide comments and suggestions on the appropriateness of the project duration and budget and relevant justifications.

(4)   Referees conduct their evaluation on a form developed by TÜBÝTAK based on a system entitled “Phrase Anchored Rating Scale” and submit the form to the Research Advisory Board via the Research Support Office.    

(5)   The project budget may be readjusted upon the recommendation of the referees.

(6)   The Research Advisory Board evaluates project proposals taking into account the information and recommendations provided by the referees, and determines the order of priority and the amount of funding to be allocated for each project. 

(7)   Project proposals not receiving support due to inadequate resources may be resubmitted by the project director/s for re-evaluation during the subsequent years.

(8)   Projects that successfully pass the evaluation of the Research Advisory Board are presented to the Rector’s Office for approval within ten (10) working days following the favorable decision of the Research Advisory Board. The approval process is completed within one month, the latest, and a Project Contract between the project director and the Rector’s Office stipulating the details of the execution of the project is signed.  Should the project director not sign this contract, the related project is cancelled. The Research Advisory Board then decides to support any other project or projects instead, based on the order of priority, as stipulated in Article 17(6).

 

 

 

Method of Using Scientific Research Project Financial Support

 

 

 

 

 

 

 

 

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18.   

(1)   Once the project contract has been signed and approved, the amount of funding valid for the current fiscal year is deposited by the Eastern Mediterranean University Financial Affairs Unit in an account opened in the name of the project director/coordinator with the project numbers

(2)   The project allowance is to be used for traveling and for the purchase of services, consumer goods and supplies, registered moveable property, and office equipment, and for other expenditures necessitated by the project. All expenditures are made in line with the methods specified in the Support Use Guide.

(3)   The project director/coordinator fills in relevant forms, prepares all the required documentation, and applies to the Research Support Office to request permission to use the project allowance.

(4)   The originals of detailed invoices and receipts for all expenditures have to be submitted to the Financial Affairs Directorate during or at the end of the research period. All accounts have to be finalized at the end of the project period, by December 31st of the relevant fiscal year. If the accounts are not finalized by the deadline above, the amount of funds expended is recorded as the project director’s/coordinator’s debt to the University. 

(5)   During the project period, moveable property and books purchased within the scope of the project are registered to the University’s Purchasing Unit and University Library, respectively. 

(6)     In Type A research projects, the University does not pay its own academic staff members any additional remuneration as staff expenditure or project efficiency payment.

(7)   The continuation of financial support for portions of the project in excess of a year depends on the Board’s approval. The allowance is cut if the progress report of the project has not been submitted on time and/or the project evaluation result is negative. The project director/coordinator whose funding has been cut has to hand over all registered moveable property purchased using the project allowance to the department where s/he works, and all books to the University Library, within 10 (ten) working days.

(8)   The approved allowance has to be expended during the approved project duration. The amount of allowance not expended during this period is transferred to the University’s “Scientific Research Budget”.

The Execution and Monitoring of Scientific Research Projects

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19.   

(1)   The project director/coordinator of an approved Type A project submits a progress report corresponding with the specified format to the Research Advisory Board every six months, containing information regarding the execution of the project over the preceding period. Progress reports for Type A and Type B research projects are evaluated using the relevant forms by the referees and submitted to the Research Advisory Board. Project directors/coordinators are then informed about the referee reports. Progress and final reports submitted to and approved by the external funding provider(s) in Type B research projects and written information regarding the University’s net income gained through the project need to be presented to the Rector’s Office.  Information regarding ongoing Type B projects in the University is sent to the Research Advisory Board by the Rector’s Office with the purpose of entering relevant data into the research indicators database. 

(2)   The Research Advisory Board notifies the head of department/center and the dean/school director of the project director/coordinator, in writing, of the outcome of the evaluation.

(3)   In Type A research project, if the project director/coordinator leaves the University or is required to work outside the University for a long period of time, a new project director/coordinator may be appointed by the Research Advisory Board, based on the recommendation of the head of the department/center and dean/school director or the project duration can be frozen.

(4)   Leave to travel domestically and/or abroad within the scope of an approved project for the project director/coordinator or researcher(s) is subject to the recommendation of the relevant dean/director and the approval of the Rector’s Office.

Duration and Finalization of the Projects

 

 

 

 

 

 

 

 

 

 

 

 

 

20.   

 

(1)   The maximum duration of Type A projects is 18 months. However, if deemed necessary, it may be extended for two periods of six months.

(2)    In publications resulting from project support, the received support needs to be mentioned by giving the project number.  In publications, papers or theses resulting from research projects supported with funds from the “Scientific Research Budget”, it has to be acknowledged that financial support was granted from the “Eastern Mediterranean University Scientific Research Budget” and/or by the external funding provider(s) by mentioning the Scientific Research Project (SRP) code number. A copy of the related work needs to be submitted to the Office.

(3)   For cases where an invention emerges as a result of the execution of the project, the status of intellectual proprietary and other related rights concerning the research work is stipulated in the project contract in accordance with the principles governing the support to be provided by the University.

(4)   Following the date of the project completion, a final report containing the project research findings is prepared according to the specified format. The final report is submitted to the Research Advisory Board via the Research Support Office. Presentations, articles and other similar documents prepared within the framework of the project are either attached to the final report or a copy is sent to the Research Office Directorate following its publication.  

(5)   The project director/coordinator hands over all registered moveable property purchased using the project allowance to University’s Purchasing Unit and all books to the University Library, within 10 (ten) working days following the completion date of the project.

CHAPTER III

INTELLECTUAL AND ARTISTIC WORK

 

Suitability and Limitations of Support for Intellectual and Artistic Rights Work

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21.   

(1)   All academic staff members and students of EMU can apply for this support within the framework of the definitions made by Turkish Patent Institute of the Republic of Turkey.

(2)   Applications for products such as discovery, patent, beneficial model, industrial design, trademark and software that will make financial and/or indirect contributions to the University and that have been produced within the framework of Scientific Research Type A and/or by using University’s facilities will have to be made primarily to Eastern Mediterranean University. All rights and responsibilities concerning works of intellect and art such as printed publication, literature, sculpture, painting/picture, photograph, work of music, film, dance, show, graphic, and multi-mediated and numerical artistic design are left to the person or people that has/have produced the work. Private agreements made with Eastern Mediterranean University Printing Office, EMU TV, Radio Eastern Mediterranean or other units or organizations linked with Eastern Mediterranean University do not fall within the scope of this item. During the presentation of the products of work that emerged with the institutional support of Eastern Mediterranean University, the University’s contributions need to be mentioned.  

Application Procedures for Support for Intellectual and Artistic Work Rights

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22.   

To benefit from this award and for the protection of work which fulfills the conditions specified in these application principles, staff members should fill in the related application form and attachments  available on the web page of Research Advisory Board and submit it to the Research Support Office via relevant Department Head and Dean’s/Director’s office.

Evaluation of the Applications for  Support for Intellectual and Artistic Rights

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23.   

In the evaluation of the discovery, design or software, special consideration is put on its scientific-technical value and also the financial or other indirect contributions that it will make to University. The following two cases may emerge as a result of evaluation.

(1)   If it has been found out that the intellectual work is not going to bring any considerable income to the University, the application is rejected, handing over the owner the right to apply individually.

(2)   If it has been found out that the discovery, design or software is going to provide an important income to the University, concerned department applies for patent, beneficial model, protection for industrial design or copyright. If this application is accepted by the related institution and if there is an income as a result of sale or license agreement, a specific percentage (not less than 50%) from the net income is paid to the owner in accordance with an agreement to be settled between the owner and the University. If there is more than one owner, the agreed amount is divided into the number of owners equally.

 


CHAPTER IV

PERMISSION FOR RESEARCH

 

Permission for Research

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24.   

In addition to their annual leave of absence, academic staff members may also submit an application for a paid-leave of absence to continue their research in other institutions or foundations. Support for research leave is granted in accordance with provisions of the Regulation for Scholarships for Academic Staff and Attending Academic and Scientific Activities Abroad which is under article 25 of the By-law for Staffing and Employment of the Academic Personnel. Regarding the applications for leave of absence to conduct research outside the University, the Research Advisory Board fulfills the duties of the Scholarship Committee defined in Article 8 of the Regulation for Scholarships for Academic Staff and Attending Academic and Scientific Activities Abroad.

Conditions for Research Leave

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25.   

(1)   Maximum duration of the ‘Summer Research Leave of Absence’ is 5 weeks and for ‘Fall-Spring Semester Break Leave of Absence’, the duration is 2 weeks.

(2)   The research leave must be used between the last day of the Final Exams of the previous semester and the beginning date of the registration period of the following semester.

(3)   Requests to extend the Research Leave Application with annual leave of absence that exceeds the above mentioned durations and periods, should be made to the Rector’s Office.

(4)   Applications regarding the extension of the duration of the Research Leave by merging it with other long term applications can be approved by the Rector’s Office in line with the favorable views of relevant Department Head, Dean’s/Director’s Office and the Research Advisory Board.

(5)   Detailed information in relation to the proposed research (research topic; the name of collaborating person(s) or team(s), if available; work calendar; expected outcome of the study, etc.) must be provided in the ‘Research Leave Application Form’.

(6)   Information on the institution at which the research will be conducted (the institution’s web page information or any other similar information) must be indicated and an invitation letter from the administration of the institution where the research is to be conducted must be attached to the ‘Research Leave Application Form’.

Application Procedure for Research Leave of Absence

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26.   

Applications for ‘Summer Research Leave of Absence’ must be submitted by the first working day of May at the latest and applications for the Fall-Spring semester break leave of absence must be submitted by the first working day of December at the latest to the relevant Department Chair or Director by filling in the relevant “Research Leave Application Form”.

Approval of Leave of Absence

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27.   

The Department Chair and Dean/Director evaluate the applications from an academic and administrative point of view within 7 working days and submit it to the Research Support Office with its relevant attachments. Taking into consideration the recommendations of the department chair and dean/director, the Research Advisory Board evaluates the application within two weeks and submits it to the Rector’s Office for approval.

Liability

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28.   

Those staff members who have been granted research leave of absence must, within four weeks of their return, submit a report to the Research Support Office through the Department Chair and Dean (or Director) explaining their progress and accomplishments during their leave period. Additionally, those granted research leave of absence must organize a seminar within their department/faculty during the consecutive semester following the leave of absence.

 

Re-application for Leave of Absence for Research Purposes

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29.   

Academic staff members who have previously been granted research leave of absence and who, at the same time, have fulfilled all relevant conditions specified in these principles may re-apply for research leave of absence during the following semesters. Those academic staff members who have not fulfilled these conditions are not granted any further leave of absence for research purposes.

 

 

 

CHAPTER V

SUPPORT FOR ATTENDING SCIENTIFIC MEETINGS

 

Definition

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30.   

Support for attending Scientific Meetings is granted in accordance with the provisions of the Regulation for Scholarships for Academic Staff and Attending Academic and Scientific Activities Abroad which is under article 25 of the By-law for Staffing and Employment of the Academic Personnel. The Research Advisory Board undertakes the duty of the Scholarship Committee defined in Article 8 of the By-law for Scholarships for Academic Staff and Attending Academic and Scientific Activities Abroad in the evaluation of applications made with the purpose of attending a scientific meeting by presenting a paper. 

Specific Definitions for Support for Attending Scientific Meetings

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31.   

(1)   Region A: International scientific meetings in America, Australia, Far East etc.

(2)   Region B: International scientific meetings in countries in Europe and the Middle East.

(3)   Region C: Scientific meetings in Cyprus and Turkey.

Suitability of and Limitations for Applying for Support for Attending Scientific Meetings

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32.   

(1)   Full time academic staff members of EMU or research assistants and Ph.D. students can apply for financial support to attend scientific meetings.

 

(2)   Those academic staff members who wish to benefit from support for attending scientific meetings must present their research findings at international or national scientific meetings in the form of oral presentation, poster or performance or produce some tangible work at a workshop.

(3)   The scientific meeting that the applicant wishes to attend must be an event with national or international referees and, at the same time, be recognized by the Faculty/School as a significant event in the area.

(4)   For support applications of research assistants and Ph.D. students, views and opinions of thesis supervisors regarding the importance and suitability of the conference should be gathered.

(5)   The researcher is required to refer to EMU as an institutional contact address in paper presentations and their relevant publications in the form of an abstract or full article or in any presented performance.

(6)   Academic staff members and Ph.D. candidates may attend a scientific meeting or workshop with a joint presentation. However, for every presentation, financial support is granted to only one (1) academic staff member or Ph.D. candidate to attend the scientific meeting.

(7)   First time applications of academic staff members who have not published any papers in Web of Science (WOS) SCI, SCI-Expanded, AHCI and SSCI within the last 5 years with EMU as their institutional address, are accepted however their further applications for Support for Attending Scientific Meetings are accepted on the condition of publishing work in the aforementioned lists.

(8)   Academic staff members who have started to work in EMU within the current year and who have not yet published work in Web of Science (WOS) SCI, SCI-Expanded, AHCI and SSCI with EMU as their institutional address, however who have published work on the specified lists with a different institutional address within the last 5 years, may apply for Attending Scientific Meetings Support.

(9)   The scientific event or meeting to be applied for a support should comply with the criteria listed below:

a)     The scientific event/meeting shall be organized in a regular fashion and once in a year at most,

b)     The scientific event/meeting shall be organized by universities or, academic, public or private institutions,

c)     The Organising Committee and scientific or program committees of the conference shall be clearly indicated on the website of the scientific event/meeting, if any. In case of the scientific event/meeting not having a website, the relevant information shall be presented in addition to the application form,

d)     Information on the calendar of the conference, call for presentations, deadline for abstracts, referee evaluation and similar information, is expected to be available on the website of the scientific event/meeting or shall be formally announced in the event of having no website for the event,

e)     Providing an institutional postal address or an e-mail address for the notices and announcements of the scientific event/meeting.

Principles for Support for Attending Scientific Meetings

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33.   

60% of the budget allocated for this support is used for lecturers, 20% for senior instructors and instructors and 20% for doctoral degree candidates (Ph.D. students who have successfully passed the qualifying exam) and research assistants. If deemed necessary, the amount allocated for a specific group may be transferred for the use of another group if it has not been used during the specified period. Lecturers, senior instructors/instructors and research assistants and doctoral degree candidates are evaluated within their own category and ranked in line with the criteria specified for each group below:

 

Priority is given to lecturers who ......;

(1)   have obtained Ph.D. Degree within the last three years,

(2)   have publications in AHCI, SSCI, SCI, and SCI-Expanded within the last five years,

(3)   are involved in other research activities,

(4)   will attend a conference which has more significance than the other conferences in the field.

(5)   have not received support for attending scientific meetings within the last three years and/or have benefitted from this type of support less than the others,  

(6)   have published work in AHCI, SSCI, SCI, and SCI-Expanded during the year following the receival of support for attending conferences,

 

Priority is given to the senior instructors/instructors who.....;

(1)    have published academic work/research,

(2)    will attend a conference which is significant in relation to others (if available, lists and criteria specified by the Faculty/School are taken into consideration),

(3)    have not received support for attending scientific meetings within the last three years and/or who have benefitted from this type of support less than the others.

 

Priority is given to research assistants and Ph.D. students who ....;

(1)    have not benefitted from this type of support before,

(2)    have publications in AHCI, SSCI, SCI and SCI-Expanded,

(3)    have other research studies,

(4)    will attend a conference which has more significance than others, 

 

If the budget allows, Ph.D. students who have not yet passed the qualifying exam and postgraduate student research assistants who .......

(1)    have not benefitted from this type of support before,

(2)    have publications in AHCI, SSCI, SCI and SCI-Expanded,

(3)    have other research studies,

(4)   will attend a conference which has more significance in the area than others,

may be granted support for attending scientific meetings.

Application Procedures for Support for Attending Scientific Meetings

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34.   

Those wishing to benefit from this type of support should fill in the “Financial Support Request Form for Academic Scientific Meetings and relevant attachments that can be obtained from Research Advisory Board’s website and apply to the Research Support Office following the approval of the relevant Department Head and Dean/Director. Department Head or Dean/Director presents the application to the Research Advisory Board representative of the Faculty/School.

Application Documents for Support for Attending Scientific Meetings

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35.   

Documents that need to be submitted with the application form are as follows:

(1) Documents confirming date, location and details of the conference.

(2) Brief explanation of significance of attendance for the applicant’s professional development.

(3) Itemized budget, along with brief explanation.

(4) Abstract of the presentation.

(5) Acceptance letter (if available). Acceptance letter is not a must for application. However, it is a must for receiving payment.

(6) Necessary documents stated in Article 32(9) of present principles.

Application Dates for Support for Attending Scientific Meetings

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36.   

Five (5) dates of application and support methods have been set for each academic year. The applicant fills in the “Financial Support Request Form for Academic Scientific Meetings’ and applies to the relevant Department Head’s office. Applications must be made for scientific meetings that are to take place after the date of announcement of Board meeting decision of the current year. Support applications for scientific meetings organized to take place after January of the following year, are evaluated within the first application and support term of the following year.  The Department Head informs the Research Advisory Board representative of the Faculty/School and evaluates the application from an academic and administrative point of view, adds his/her own opinion about the scientific meeting under consideration and submits his evaluation to the relevant dean/director. The application is evaluated once again by the relevant dean/director academically and in terms of the faculty’s/school’s general working principles and administrative application principles. Following the evaluation, the application is forwarded to the Research Support Office and the evaluation process is carried out in accordance with the calendar below (If deemed necessary, the Research Advisory Board can meet up on a different date to discuss the conference evaluations):  

 

Deadline for the Submission of Applications to the Department

Deadline for the Submission of Applications to the Dean’s / Director’s Office

Deadline for the Submission of Applications to the Research Support Office

Board Meeting Date

Notification Made by the Board

Budget Allocated

First working day of January

5th working day of January

10th working day of January

Last Friday of January

First working day of February

20%

First working day of March

5th working day of March

10th working day of March

Last Friday of March

First working day of April

20%

First working day of May

5th working day of May

10th working day of May

Last Friday of May

First working day of June

20%

First working day of September

5th working day of September

10th working day of September

Last Friday of September

First working day of October

20%

First working day of November

5th working day of November

10th working day of November

Last Friday of November

First working day of December

20%

Evaluation of the Applications for Support for Attending Scientific Meetings

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37.   

(1)   After carrying out a pre-evaluation of the applications, the Research Support Office presents them to the Research Advisory Board who conducts the relevant evaluation. Applications which are found to be suitable for support are sent to the Rector’s Office for approval in line with the dates specified for the Notification of the Board (the latest).

 

(2)   In the event of failing to provide necessary information and documents indicating the importance of the scientific meeting that the applicants wish to attend, and as well as information and documents specified in Article 35 of the principles herein, extra time is granted to the applicant by the Research Advisory Board in order to complete and submit such documents. If the applicant fails to submit such documents or to present information or document(s) indicating the importance of the scientific meeting, the application shall be rejected by the Research Advisory Board with the reason of formal defect.

 

(3)   It is the applicant’s responsibility to complete all the application procedures with respect to the application calendar stated above. The Research Advisory Board rejects all applications that are not complying with the calendar with relevant justifications.

Amount of Support for Attending Scientific Meetings

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38.   

The maximum amount of financial support to be allocated for attending scientific meetings in A, B, and C regions are specified by the Research Advisory Board and proposed to the Rector’s Office at the beginning of each academic year. Support to be paid to an applicant for attending a scientific meeting within a fiscal year cannot exceed the financial support specified for attending scientific meetings in region A. 

Method of Using Financial Support Granted for Attending Scientific Meetings

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39.   

(1)   Financial support granted for attending scientific meetings cannot be used for any other travel purposes/expenses apart from the one approved.  

(2)   Financial support granted for attending scientific meetings may be used for conference registration fee, and travel and daily expenses.

(3)   The amount of daily allowance corresponds with the one applied by the University.   

(4)   Receiving financial support for attending scientific meetings is subject to the acceptance of a presentation/workshop.

(5)   No payments are issued for the expenses of those who have been granted financial support but have failed to attend the scientific meeting. In such situations, if the University provided financial support for specific expenses such as the registration fee before the scientific meeting takes place, the amount has to be paid back to the University.  If there is a compelling situation beyond power preventing the applicant from attending the meeting, the applicant may apply to the Research Support Office for an evaluation of his/her situation by the Research Advisory Board.   

Post Scientific Meeting Procedures to be Followed

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40.   

  A staff member who has been granted financial support for attending a scientific meeting undertakes the responsibility of submitting a certificate/document of attendance as well as a report summarizing the significance and benefits of attending the meeting in terms of professional and institutional relations to the Research Advisory Board via Department Chair or Dean/Director within one month upon his/her return. Additionally, the staff member is responsible for organizing a seminar on the same topic at his/her own department.  Further applications of staff members who do not fulfil this requirement are not taken into consideration.

 

 

CHAPTER VI

PUBLICATION AWARD

 

Suitability of and Limitations for Publication Award Applications

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41.   

(1)   Support for publication award is granted for full international articles published in journals covered by AHCI, SSCI, SCI and SCI-Expanded and listed by Scopus. Articles presented in scientific meetings and written documents such as letters to the editor, book or article reviews do not fall into this category.  The award is granted to full or part-time academic staff members, retired staff of Eastern Mediterranean University and the EMU students on the condition that they state their institutional relationship with EMU.

(2)   In order to be eligible to receive support for publication award, Eastern Mediterranean University’s name needs to be specified as the applying author’s institution in the published work.

(3)   In order to be eligible to apply for publication award, the concerned publication should already have been published and, for the payment to take place, should appear in ISI Web of Science list. It is not enough to submit a letter of acceptance showing that the publication is going to be published. Graduating students, who are still in student status, can apply for publication award with a document certifying their acceptance before they appear in ISI Web of Science list.

Application Procedure for Support for Publication Award

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42.   

In order to be eligible to apply for publication award, the concerned publication should already be published during the current or previous year. To benefit from this award, staff members whose publications meet the requirements specified in these application principles should fill in the related form and attachments available at Research Advisory Board’s website and submit it to the Research Support Office.

Evaluation of Applications for Support for Publication Award

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43.   

(1)   The Research Support Office evaluates the applications within seven (7) working days with respect to the four categories of Journal Citation Report (JCR) and Scopus reviews, and submits recommendations to the Rector’s Office.    

(2)   The highest category is taken into consideration for publications in journals with multiple categories.

(3)   Journals with unidentified Journal Citation Report categories are put into evaluation in the second category (Q2).

The Amount of Support for Publication Award

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44.   

The amount of support for publications in journals with Journal Citation Report categories and Scopus reviews, is specified at the beginning of each academic year and is submitted to the Rector’s Office for approval. If the publication has more than one author, the award is divided into the number of the authors.

The Use of Support for Publication Award

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45.   

(1)   The award is paid to the owner in cash.

(2)   The support is paid to graduates of EMU, who have formerly applied for the award while they are still in student status, following the appearance of the publication in Web of Science list.

(3)   Publication awards that cannot be financed because due to budgetary shortages are given priority in the following academic year.

 


CHAPTER VII

PUBLICATION CITATION AWARD

Suitability of and Limitations for Publication Citation Award Applications

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46.   

(1)   Publication Citation Award is granted to full-time and part-time academic staff members of Eastern Mediterranean University who have received ten (10) or more citations of their work in journals; AHCI, SSCI, SCI and SCI-Expanded with respect to Web of Science database with EMU being the institutional address, within the current academic year.

(2)   Authors’ own citations from their work and other citations excluding those from Web of Science shall not be evaluated.

(3)   For publications with more than one author, citations are divided equally between the authors.

(4)   The award is granted to full-time academic staff members working in Eastern Mediterranean University. Applicants must be working in Eastern Mediterranean University during the time of application for Publication Citation Award.

Application Procedure for Support for Publication Citation Award

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47.   

Applications are invited once a year in April for citations received within the previous year. Academic staff members wishing to benefit from the Publication Citation Award have to fill in the relevant application form and appendices for citations providing the conditions. Applications need to be submitted to the Research Support Office.

Evaluation of Applications for Support for Publication Citation Award

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48.   

The Research Advisory Board evaluates the applications within May and submits them to the Rector’s Office for approval.

The Amount of Support for Publication Citation Award

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49.   

At the beginning of each academic year, the amount of support to be allocated for Publication Citation Awards is specified by Research Advisory Board and presented to the Rector’s Office for approval. The support is only granted to Eastern Mediterranean University staff. Awards that cannot be financed due to budgetary shortages are given priority in the following academic year.

The Use of Support for Publication Citation Award

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50.   

The award is paid to owner in cash.

CHAPTER VIII

INTERNATIONAL JOINT PUBLICATION SUPPORT

 

Suitability of and Limitations for International Joint Publication Support Applications

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51.   

(1)   International Joint Publication Support is granted for all international articles appearing in AHCI, SSCI, SCI and SCI-Expanded lists. Written work such as articles presented in scientific meetings and, letter, book and article reviews to the editor are not included in this category. Support is granted to full-time academic staff members of Eastern Mediterranean University. Applicants must be working in Eastern Mediterranean University when they apply for International Joint Publication Support. Support is not granted for publications in which the author’s institutional connection has not been indicated.

(2)   In order to be eligible to receive support for International Joint Publication, Eastern Mediterranean University’s name needs to be specified as the applying author’s institution in the published work.

(3)   At least one of the authors of publications evaluated for International Joint Publication Support must have an institutional connection with an institution abroad and must not have an institutional relation with Eastern Mediterranean University.

(4)   Institutions in Turkey do not fall into “international” category.

(5)   In order to be eligible to apply for International Joint Publication Award, the concerned publication should already have been published and, for the payment to take place, should appear in ISI Web of Science list. It is not enough to submit a letter of acceptance showing that the publication is going to be published.

Application Procedure for Support for International Joint Publication

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52.   

In order to be eligible to apply for International Joint Publication Award, the concerned publication should already be published during the current or previous year. To benefit from this award, staff members whose publications meet the requirements specified in these application principles should fill in the related form and attachments available at the Research Advisory Board’s website and submit it to the Research Support Office.

Evaluation of Applications for Support for International Joint Publication Support

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53.   

The Research Support Office evaluates the applications within seven (7) working days and submits recommendations to the Rector’s Office.

The Amount of Support for International Joint Publication Support

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54.   

(1)   The amount of Publication Award for the applied publication, total number of authors and number of authors who have international addresses are taken into consideration while calculating the amount of International Joint Publication Support.

(2)   The amount of support is divided between the numbers of institutions if the owner presents another institution(s) name in addition to Eastern Mediterranean University.

The Use of Support for Publication Citation Award

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55.   

(1)   The award is deposited into the owner’s personal research budget. The support cannot be used for personal expenses. The support shall be used for purposes to support goods and services such as inviting international academicians to Eastern Mediterranean University, going abroad for research and visiting other researchers, purchasing equipment, attending scientific meetings. Ownership of goods purchased by the budget belongs to Eastern Mediterranean University. Owner does not have right to use the goods.

(2)   Support cannot be used for purchasing equipment for institutions other than Eastern Mediterranean University or inviting academicians to other universities.

(3)   The award is not paid to academic staff members in cash.

(4)   Awards that cannot be financed due to budgetary shortages are given priority in the following academic year.

 

CHAPTER IX

OUTSOURCED PROJECT SUPPORT

 

Suitability of and Limitations for Outsourced Project Support Applications

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56.   

(1)    The project support is awarded to the Project Coordinator who carries out the outsourced Scientific Research Project mentioned in Type B projects like TÜBÝTAK and HORIZON2020. For the awarding of the project support, the project coordinator is expected to be a full or part time academic staff at Eastern Mediterranean University. At the time of application for the support, the applicant is required to be employed at Eastern Mediterranean University.

(2)    In the project undergoing evaluation for the project support, the project coordinator’s institution should be indicated as Eastern Mediterranean University.

(3)    In order to apply for project support, the relevant project should successfully pass all evaluations and the project contract should be signed.

Application Procedure for Outsourced Project Support

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57.   

Applications are invited for projects for which contracts have been signed. Project coordinators wishing to benefit from project support for projects fulfilling the conditions specified in these principles are expected to complete the relevant form and the relevant attachments available at the Research Advisory Board webpage and submit them to the Research Support Office. 

Evaluation of Applications for Support for Outsourced Project Support

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58.   

The Research Advisory Board evaluates the applications within a month and informs the Rector’s Office, accordingly.

The Amount of Support for Outsourced Project Support

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59.   

(1)   The amount of support is specified in the type of currency used by the supporting institution and with a consideration of the Project Eastern Mediterranean University Share (PES) and Total Project Duration (TPD). The total project duration is calculated monthly.

(2)   The Project Award Support is calculated monthly and paid in cash to the owner every month within the project period. Payments are issued in Turkish Lira during the first week of each month. In projects which do not use Turkish Lira as currency, the Turkish Republic of Northern Central Bank’s currency rates are used.

(3)   In the event of exceeding of the project duration due to the extension of the project period specified first, no project support is paid.

(4)   The total Project Award Support is the 75% of the Eastern Mediterranean University’s share in the project. Monthly Project Award Support (mPAS) is calculated as stated below.

(5)   In situations where the Monthly Project Award Support exceeds the first rank of the instructor scale, mPAS is paid as gross amount corresponding with 2.1 scale which is the first rank of the instructor scale.

 

 

CHAPTER X

PUBLICATION ACHIEVEMENT AWARD

 

Suitability of Publication Achievement Award Applications

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60.   

(1)    The Publication Achievement Award is presented in every faculty and school which have no faculty to the researchers who have obtained the highest publication points within one year within the scope of Web of Science (SCI, SCI-Expanded, AHCI, SSCI).

(2)    Only publications of the researchers undergoing evaluation within the scope of the award who have indicated Eastern Mediterranean University as their institution are taken into consideration.

(3)    Publications which are not visible in ISI Web of Science during time of evaluation are not taken into consideration. The publication already being published or a letter of approval indicating that the publication will be published are not sufficient for the relevant publication to be included in the evaluation.

Evaluation of Applications for Publication Achievement Award

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61.   

(1)    Every year in May, the Research Support Office analyses each academic personnel’s publications in Web of Science (SCI, SCI-E, AHCI, SSCI)  lists belonging to the former year with a consideration of the number of authors and ranks the academic personnel in each faculty or school in a descending order from the highest to the lowest regarding their total publication points. In situations where more than one academic personnel with the same score exist, the Research Support Office takes into consideration the total number of publications.

(2)    The Research Support Office submits the name of one researcher with the highest publication score for each faculty or school which has no faculties to the Rector’s Office. For Faculty of Arts and Sciences, two researchers’ names, one of whom is for departments of science and the other of whom is for departments of humanities, are presented to the Rector’s Office, accordingly.

Presenting the Publication Achievement Award

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62.   

Awards are presented to the owners at a ceremony where the University Senate Members are also present.

 

CHAPTER XI

RESEARCH INCENTIVE AWARD

 

Suitability of Research Incentive Award Applications

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63.   

(1)   The Research Incentive Award is an annual award granted to academic staff members who have proven to have expertise to contribute science and art in a universal level in the future with their scientific research, work and activities. The Research Incentive Award is granted with respect to the Research Incentive Principles identified by the Research Advisory Board.

(2)   During the award evaluation, the researchers’ work with Eastern Mediterranean University stated as the institutional name is taken into consideration.

Application Procedure for Research Incentive Award

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64.   

Applicants can apply for the award at the end of April each year by submitting the relevant form and appendices to the Research Support Office. Research activities conducted within the previous year are taken into consideration.

Evaluation of Applications for Research Incentive Award

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65.   

(1)   The evaluation is carried out annually.

(2)   Applications are evaluated with respect to the Research Incentive Principles identified by the Research Advisory Board as well as the Activity and Score Table.

(3)   Evaluation regarding the applications is finalized in two months, the latest. Research Incentive Awards are submitted to the Rector’s Office in June.

Presenting the Research Incentive Award

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66.   

Awards are presented to the owners at a ceremony where the University Senate Members are also present.

 

CHAPTER XII

APPEALING AGAINST THE DECISIONS OF RESEARCH ADVISORY BOARD

 

Appealing Against the Decision of Research Advisory Board

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67.   

Individuals can appeal to the Rector’s Office regarding the decisions of the Research Advisory Board. The complaints in question can be filed within 10 working days as of the notification of parties regarding the decision or application. The Rector’s Office sends the complaints to the Research Advisory Board for a re-evaluation. The justified decision of the Research Advisory Board upon the re-evaluation is final.

 

 

CHAPTER XIII

EXECUTIVE POWER AND COMING INTO FORCE

 

Coming into Force

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68.   

These principles take effect following their date of approval by the University Executive Board.

Executive Power

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69.   

These principles are executed by the Rector’s Office.