EASTERN MEDITERRANEAN UNIVERSITY

Purpose	The purpose of the Eastern Mediterranean University “Scientific Research Budget Application Principles” is to specify the application principles concerning the determination of the financial support to be granted to academic staff members and graduate students with a view to maintain our University’s scientific research activities at an international level of excellence.
Scope	“Scientific Research Budget Application Principles” include the following:
	a.	Proposing, examining, monitoring, finalizing, and evaluating the outcomes of scientific research projects,
	b.	Examining, finalizing, and evaluating the outcomes of applications to do paper/poster presentations or to produce concrete work in a workshop, within the scope of a conference,
	c.	Providing support for organizing scientific gatherings/seminars/ workshops outside the scope of a conference,
	d.	Providing support for intellectual and artistic proprietary rights,
	e.	Providing support for leave to conduct research in the summer,
	f.	Giving publication grants,
	g.	Giving research grants,
	h.	Providing support for other scientific research approved by the Research Advisory Board.
General Definitions	The concepts included in the “Scientific Research Budget Application Principles” are defined below.
	a.	“Scientific Research Budget” Allowance: The sources for this allowance are 1% of students tuition fees to be set aside for this purpose starting in the 2006-2007 academic year, the net profit gained as a result of research projects, and state contributions and other donations made to the University for research. This allowance is to be allocated as follows: 50% for conducting scientific research, 30% for participating in conferences, 15% for research and publication grants, and 5% for supporting the organization of scientific gatherings, seminars, and workshops. When necessary, the transfer of resources between the budget items can be allowed with the approval of the Research Advisory Board.
	b.	Board: It refers to the Eastern Mediterranean University Research Advisory Board. This board consists of one representative from each relevant faculty and school, nominated by each dean and director. Board members approved by the Office of the Vice-Rector for Research are to serve a term of three years. A board member whose term has ended may be re-appointed, following the same procedure.

Specific Definitions	Specific Definitions for Scientific Research Projects
	a.	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. “Research Support Budget” projects being conducted are within this category. The maximum amount of funding to be granted to each project shall be determined annually by the Board, taking the “Scientific Research Budget” into consideration.
	b.	Scientific Research Project Type B (SRP-B): These are projects supported through collaboration with the TRNC Ministry of National Education and Culture (MNEC)” within the framework of “Support for Scientific Activities in Higher Education” and partially funded from the Eastern Mediterranean University “Scientific Research Budget”. MNEC projects being conducted are within this category. The contribution of the University for Type B projects has to correspond to the minimum percentage determined by the MNEC and comes into effect only when the support of the MNEC has been approved.
	c.	Scientific Research Project Type C (SRP-C): These are projects funded directly or indirectly by external sources such as the public sector, the private sector, and international institutions, and by the University. The contribution of the University for Type C 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”.
	d.	Project Director: The term refers to the person who assumes responsibility for the scientific, administrative, financial, and legal aspects of the project.
	e.	Researcher: The term refers to any person working on the project, in addition to the project director. Any number of researchers may be appointed as necessitated by the requirements of the project. The researcher shares responsibility with the project director in the execution of the project and be given credit when the outcomes of the project are published. Researchers from other universities or research institutions and from the institutions providing partial funding may be appointed as members of the project team.
	f.	Referee: The term refers to an expert in the relevant field who is to be consulted by the Board in the evaluation of project proposals, progress and final reports.
Projects	Principles for the Selection of Scientific Research Projects
	a.	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.
	b.	In addition to considering Article 5(a) above, 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.
	Requirements and Limitations in Applications for Support for Scientific Research Projects
	a.	All full-time members of Eastern Mediterranean University academic staff may apply for support for Type A projects. For Type B and Type C scientific research projects, the application requirements of the external funding provider are valid.
	b.	A project director may not apply to manage another project in the same field before having completed the ongoing scientific research project.
	c.	Project directors and researchers whose previously conducted project using the University’s “Scientific Research Budget” has been deemed flawed may not propose new projects for one year.
	d.	Type A scientific research projects have a maximum duration of 18 months. The maximum duration for Type B and Type C scientific research projects is determined by the institution(s) working collaboratively for the execution of the project.
	e.	The upper limit of the budget share to be allocated for each project is to be determined by the Board for each fiscal year, taking into consideration the availability of the research project support budget. The upper limit per project may be readjusted depending on the availability of the research project support budget and the number of projects.
	f.	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 and Type C projects is to be made in accordance with the budget distribution principles of the external funding provider(s).
	Application Procedures for Scientific Research Projects
	a.	The academic staff member wishing to benefit from support for a scientific research project complying with one of the definitions above has to fill in the relevant application form available at the website of the Research Advisory Board, http://research.emu.edu.tr, and to attach the required documents as appendices.
	b.	Application dates for Type A scientific research projects are October and April. Applications for Type B and Type C projects are to be made at the dates specified by the external funding provider(s).
	c.	Applications for scientific research projects are made by completing the application form and the required appendices and the external funding provider’s forms and appendices. A. Application form B. Appendices i. Curriculum Vitae(s) ii. cd (containing electronic copies of all documents required for the application) iii. Ethical Board permission document (if applicable)
	d.	Applications made with an incomplete Scientific Research Application Form and/or missing appendices are considered invalid.
	Evaluation of Scientific Research Project Proposals
	a.	The Research Advisory Board sends the project proposals to two referees for evaluation. Other experts may also be consulted during the evaluation process, if necessary. The referees use the evaluation form relevant to the type of project being evaluated. The Board also consults the head of the relevant department/center and dean/school director concerned.
	b.	The referees evaluate the proposed research project applications within the framework outlined below, and fill in and submit the relevant form to the Board.
		1. Depending on the nature of the project, its expected contribution to the economic, social, and/or cultural development of the country, and/or its relevance to basic sciences,
		2. Method of research to be employed, 3. If applicable, the proposed project director’s publication(s) and/or work in the relevant field, 4. Whether the project is complementary to previous work, 5. Whether the project director has published original work in the relevant field in international journals, 6. The appropriateness of the budget. The budget may be readjusted by securing an agreement with the project directors, through the Board, should the referees recommend doing so.
	c.	The Board evaluates project proposals taking into account the information and recommendations provided by the referees, and determines the order of priority of projects and the amount of funding to be allocated to each project. Type B research project proposals, after having been evaluated by the Board, are sent back to the TRNC MNEC for the final decision.
	d.	Project proposals which cannot be funded due to inadequate resources can be resubmitted by the project director for re-evaluation in subsequent years.
	e.	For projects approved for support by the Board, the project director and the Chair of the Research Advisory Board sign the Scientific Research Project Contract stipulating the details of the execution of the project, within 10 (ten) working days following the notification of the project director of the favorable decision. Should the project director not sign this contract, the related project is cancelled. The Board then decides to support any other project or projects instead, based on the order of priority, as stipulated in Article 8(c) above.
	Use of the Scientific Research Project Allowance
	a.	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.
	b.	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.
	c.	The project director fills in the relevant forms, prepares all the required documentation, and applies to the Research Advisory Board to request permission to use the project allowance.
	d.	The originals of detailed invoices and receipts for all expenditures have to be submitted to the Financial Affairs Unit during or at the end of the research period. All accounts have to be finalized at the end of the project period, by August 31^st 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 debt to the University.
	e.	Upon completion of the project, registered moveable property and books purchased within the scope of the project are handed over to the University’s Purchasing Unit and Library, respectively.
	f.	In Type A and Type B research projects, the University does not pay its own academic staff members any additional remuneration as staff expenditure.
	g.	In Type C projects, unless stipulated otherwise by the external funding provider, academic staff members and research assistants may be paid additional remuneration as staff expenditure. As such projects are executed externally with partial support from the University, the use of the project allowance is subject to the conditions below:
		1. Even when the University’s financial support has not been solicited, a certain percentage of the project is paid to the University. This share is calculated on the basis of the additional remuneration paid to the University’s academic staff member in terms of the time devoted by academic staff members to project work and the average daily cost of the project to the University. The University’s share may not exceed 30% of the said additional remuneration.
		2. In Type C research projects, a Budget Form is filled in, indicating the net profit gained by the University. The Budget Form is submitted along with the project final report in the case of projects lasting one year; once every fiscal year and along with the project final report upon completion of the project for projects lasting longer than a year.
	h.	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 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.
	i.	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”.
	Execution and Monitoring of Scientific Research Projects
	a.	The project director of an approved Type A or Type B project submits a progress report to the 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 and submitted to the Board. Progress reports submitted to and approved by the external funding provider(s) in Type C research projects are also evaluated using the same procedure. However, it is compulsory to fill in the Budget Form to indicate the University’s net income gained through the project, regardless of its nature.
	b.	The Board notifies the head of department/center and the dean/school director of the project director, in writing, of the outcome of the evaluation.
	c.	In Type A and Type B research projects, if the project director leaves the University or is required to work outside the University for a long period of time, a new project director may be appointed by the Board, based on the recommendation of the head of department/center and dean/school director.
	d.	Leave to travel domestically and/or abroad within the scope of an approved project for the project director or researcher(s) is subject to the approval of the relevant dean/school director.
	Duration and Completion of Projects
	a.	The maximum duration of Type A projects is 18 months. The duration of Type B and Type C projects is to be determined by the external funding provider(s).
	b.	In publications, papers, theses, and dissertation 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 the external funding provider(s) by mentioning the Scientific Research Project (SRP) code number.
	c.	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.
	d.	The project director hands 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 following the completion date of the project.

Support for Publication Award	Conditions and Limitations for Support for Publication Award
	a.	Support for publication award is awarded for the full time staff members (research assistants and senior instructors) of Eastern Mediterranean University that have articles published in journals covered by AHCI, SSCI, SCI and SCI-Expanded.
	b.	In order to be eligible for support for publication award, if the publisher allows mentioning the title of the place that a writer works for, the writer needs to mention EMU.
	Application Procedure for Support for Publication Award
		In order to be eligible to apply for publication award, the concerned publication should have already been published. It is not enough to submit a letter of acceptance showing that the publication is going to be published. To benefit from this award, staff members who meet the requirements should fill in the related form which is available on the http://reserach.emu.edu.tr and submit it to the Research Advisory Board.
	Evaluation of Applications for Support for Publication Award
		Research Advisory Board will evaluate the application within one month and then inform the applicant of the result in writing through the department concerned.
	The Amount of the Support for Publication Award
	The amount of the support that can be given for publication is as follows. If the publication has more than one author, the award is divided into the number of the authors. The payment is made only to staff members of EMU. Type of Index The Amount of Award (US Dollars) AHCI, SSCI, SCI 750 SCI-Expanded 500
	The Use of Support for Publication Award The award is paid to the owner in cash.

Intellectual and Artistic Work Proprietary Rights	Specific Definitions for Intellectual and Artistic Work Proprietary Rights
	a.	Holder of a Right: The person or the student who created a piece of intellectual or artistic work including the inheritors or those to whom the right is transferred.
	b.	Intellectual Work: It is a person’s intellectual product that has a financial value. This general definition includes variety of concepts such as discovery, knowledge of application, software, and design.
	c.	Work of Art: It is the person’s product that has an artistic value. This general definition includes variety of concepts such as literature, work of art, song lyrics, composition and painting.
	d.	Patent: It is a document that shows the title of the discovery, right to produce, use, sell or promote it for a certain period of time.
	e.	Beneficial Model: This term refers to granting the right to produce and promote the product for a certain period of time (10 years) to the owner of discoveries that are new and that can be applied to industry.
	Conditions and Limitations for Support for Intellectual and Artistic Work
	a.	All the staff members and students of EMU can apply for this support.
	b.	Any discovery, patent, copyright, publication, sculptor, software that has been created in any environment using the sources of the University and that will be beneficial to the University financially.
	Application Procedure for Support for Intellectual and Artistic Work
	To benefit from this award, staff members who meet the requirements should fill in the related application form which is available on web page http://reserach.emu.edu.tr and submit it to the relevant Head of Department’s and Dean’s/Director’s Office by May 2nd. Applications which have been approved are then forwarded to the Research Advisory Board.
	Evaluation of the Application for Intellectual and Artistic Work Proprietary Rights The discovery, work of art, design or software that is going to be evaluated is considered in terms of its scientific-technical or artistic value and also the financial or other indirect contribution that it will make to University. The following three general cases may emerge as a result of evaluation.
	1.		If it has been found out that the discovery, work of art, design or software is not suitable for copyright, the application is disregarded.
	2.		If it has been found out that the discovery, work of art, 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. This application is accepted by the related government office and if there is an income as a result of sale or license agreement, 50% of the net income is paid to the owner. If there is more than one owner, 50% is divided into the number of owners equally.
	3.		If it has been found out that the discovery, work of art, design or software is not going to provide an important income to the University, the application is disregarded, handing over the owner the right to apply individually.
			When the owner is informed of the decision made according to Article 20(1) and 20(3) above, s/he can apply for patent, copyright, beneficial model or proprietary rights individually. During this application all the expenses belong to the owner. If the application is accepted and if the University did not contribute, all the income belongs to the owner.

Conferences/Seminars/ Workshops

Financial Support for Organization

Eligibility

Preferably conference, seminar, workshop should be international.

Application Procedure

Interested parties should fill in the application form available at the Research Advisory Board's web page http://research.emu.edu.tr and submit it with attachments to their Department Chair and Dean/Director’s Office. Applications that have been approved are then forwarded to the Research Advisory Board.

Evaluation of the Applications

Applications will be evaluated by the Research Advisory Board and the budget for this purpose will be distributed for the successful projects equally.

Support from other sources will be considered in favor. Therefore, budget and support from other sources, CVs of the organizers, and other details that will support the application must be included in the application.

Aim	The aim of these principles is to organize procedures to be followed for the research leave of absence of Eastern Mediterranean University teaching staff members during academic semester breaks.
Application procedures for research leave of absence	In addition to their annual leave of absence, teaching staff members may also submit an application for a paid leave of absence to continue their research in other institutions or foundations. Applications for ‘Summer Research Leave of Absence’ must be submitted by May 2 at the latest and applications for the fall-spring semester break leave of absence during must be submitted by December 2 at the latest to the Department Chair or Director by filling in the relevant “Research Leave Application Form”.
	(a) The detailed information in relation to the proposed research (research topic; if available, the name of collaborating person(s) or team(s); work calendar; expected outcome of the study, etc.) must be provided in the ‘Research Leave Application Form’. (b) Information about the institution where the research will be conducted (the institution’s web page information may be included) 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 application form.
Period and duration of absence	(a) The maximum duration of the ‘Summer Research Leave of Absence’ is 4 weeks and the maximum duration of the ‘Fall-Spring Semester Break Leave of Absence’ is 2 weeks. (b) The ‘Summer Research Leave of Absence’ under consideration must be used during the July-August period and the ‘Fall-Spring Semester Break Leave of Absence’ must be used between the last day of the Final Exams until the Registration Period. (a) Further applications may be submitted for the leave of absence, in following years, on condition that they conform to regulations, and that the liability described in this document is fulfilled.
Approval of leave of absence	The Department Chair and Dean (or Director) evaluates the applications, and takes a justified decision noted in the ‘Research Leave of Absence’ form, by May 15 (or December 15) at the latest. Once the application(s) are approved by the Research Advisory Board, the approval procedure is completed.
Liability	Those individuals who receive a summer research leave of absence, must within four weeks of their return, submit a report to the Research Advisory Board through the Department Chair and Dean (or Director) explaining their progress and accomplishments during their leave period

Research Award	Conditions and Limitations for Research Award
	a.	At the beginning of every academic year, research awards are granted to staff members who successfully completed research during the previous year in order to support high quality research and those staff members who conduct such research.
	b.	The amount of the award is to be determined by the University Executive Board.
	Application Procedure for Research Awards Research Advisory Board announces that a research award is to be granted. Staff members are not required to apply individually. They may, however, apply to the Research Advisory Board for an award, with a CV attached. In addition, the Office of the Head of Department or of the Dean/Director may consult with the relevant board and submit candidates for awards.
	Evaluation of Applications for Research Awards 1. In addition to the information provided, the Board may seek additional information from institutions and/or persons of their choice.
	2. The most important criterion for granting a research award is the contribution to universal science and knowledge of the research in question. In determining this contribution, the Board considers international publications by the staff member in question and the response to the publication(s) over the year for which the award is to be granted. 3. The Board examines the publishers, numbers, continuity, and number of citations as stated in prominent citation indexes for each publication. 4. In this evaluation, only publications made on research carried out on behalf of the Eastern Mediterranean University are considered. 5. In case the Board is unable to select one staff member, a maximum of two members of staff may be granted a research award. In case there is no suitable candidate, a research award may not be granted at all.

Support for Attending Conferences	Definitions for Support for Attending Conferences
	Conferences in Region A		International scientific/academic conferences in America, Australia, the Far East etc.
	Conferences in Region B		International scientific/academic conferences in countries in Europe and the Middle East.
	Conferences in Region C		International scientific/academic conferences in Cyprus and Turkey.
	Eligibility criteria to apply for financial support to attend a conference
	a.	Applicants who are full time academic staff of EMU or Ph.D. Candidates who have passed Ph.D. qualifying examination can apply for financial support to attend conferences.
	b.	Applicants who would like to get financial support must be presenting a paper/poster on their research studies in an international or national scientific conference or produce some tangible work at a workshop.
	c.	The conference must be recognized by the Faculty/School as a significant conference in the area, with submissions undergoing a selection process, and organized by a recognized learned society or professional organization.
	d.	Publications of researcher after conference need to mention EMU as an institutional contact address.
	e.	Applicants who are full time academic staff of EMU or graduate students who have passed Ph.D. qualifying examination can do a joint presentation. However, financial support is given to only one presenter.
	Application procedure for financial support for conferences
	Applicants, who are interested in benefiting from the financial support, must fill in the electronic copy of the Financial Support Request Form for Academic Conferences, with its *attachments* fully, which can be downloaded from the Research Advisory Board's web site (http://research.emu.edu.tr) and submit it to their Department Chair and the Dean/Director’s Office to get an approval and then they apply to the Research Advisory Board. Attachments that are required with the application form are as follows: Documents confirming date, location and details of the conference. Brief explanation of significance of attendance for your professional development. Itemized budget, along with brief explanation. Abstract of the presentation. Acceptance letter (if available). Acceptance letter is not a must for application. However, it is a must for receiving a payment.
	Application dates to apply for financial support to attend a conference