Implementation Guideline (Draft) for Research Project Support Program

For the Japanese Fiscal Year 2016

AUN/SEED-Net Project

As of September 2015

1.Project Background

Due to the need for sustainable development after a severe economic turndown in the ASEAN region in 1997, AUN/SEED-Net was established officially in 2001 from leaders’ initiatives derived at the earlier ASEAN - Japan Summit and the ASEAN + 3 Summit. Full operation of the AUN/SEED-Net Project however started in 2003 with main support from the Japanese Government through Japan

International Cooperation Agency (JICA) and partially by ASEAN Foundation, member institutions and member countries. Activities of the Project shall be approved in principle by the AUN/SEED-Net Steering Committee and implemented by the member institutions and the AUN/SEED-Net Secretariat with support from the JICA Project for AUN/SEED-Net. The network of AUN/SEED-Net is composed of 26 member institutions from 10 ASEAN countries with academic support from 14 leading Japanese supporting universities.

Based on these remarkable achievements, the ASEAN Member Countries, MIs, Government of Japan and JICA have a strong intention to continue AUN/SEED-Net aiming to bring about larger impacts not only to other universities in the region and Japan, but also to industry and community by making more direct contribution to the socio-economic development in the region and Japan. After continuous discussion, all parties agreed to implement the Phase 3 Project of AUN/SEED-Net with these following objectives:

(1) Contribution to advancement and globalization of regional industry

(2) Contribution to solution of regional common issues in Asia

(3) Establishment of human resource development platform in science and technology in Asia

Program Concept

After two phases of mainly providing higher degree scholarships to academic staff in the ASEAN Member Institutions, in Phase III AUN/SEED-Net aims to deepen its support in this regard by launching Research Fellowship for Postdoctoral Study for recent PhD graduates who are faculty members. Fellows will have the opportunity to conduct research activities for a maximum of six months at the Accepting Institutions that they graduated from. The Fellowship’s main purpose is to further enhance research and education capacity of AUN/SEED-Net graduates working as faculty staff, who are invaluable resources to their Institutions, to enable them to contribute to higher academic standards. In addition, the program is aimed at promoting international collaboration and strengthening the AUN/SEED-Net Network.

3.Objectives

(1) To enhance research capacity of AUN/SEED-Net doctoral graduates.

(2) To improve education program and research capacity of Member Institutions.

(3) To encourage AUN/SEED-Net graduates working at Member Institutions to be continuously involved in collaborative research at their Accepting Institutions.

(4) To promote collaboration and strengthen the Network.

Remark: This program does not support applicants to fulfill graduation requirements of the degree.

4. Applicant Eligibility

(1) Alumni of AUN/SEED-Net doctoral degree programs (PhD Sandwich, PhD in Singapore and PhD in Japan) who have already graduated and currently are faculty members working at Member Institutions. The applicant is eligible only within the 3-year period after the date of graduation.

(2) Graduating students under AUN/SEED-Net doctoral degree programs (PhD Sandwich, PhD in Singapore and PhD in Japan) who are committed to become faculty members working at Member Institutions as evidenced by a supporting letter from their respective Institutions. The eligibility is no longer valid if the students cannot complete their study within the scholarship period, including extension period. The students must return to their home country after the study is completed and before the Fellowship begins, if awarded.

Applicants must apply for the Fellowship at the Host Institution (HI) where they completed or will complete their doctoral degree, unless otherwise agreed by AUN/SEED-Net. The Accepting Researcher should be applicants’ advisor/co-advisor.

In case of PhD Sandwich Program, applicants may choose between the HI in ASEAN or the JSU at which they conducted their doctoral research. The Accepting Researcher should be applicants’ advisor/co-advisor. The list of Accepting Host Institutions in ASEAN and the JSU is as follows:

AUN/SEED-Net Accepting Host Institutions / Japanese Supporting Universities (JSUs)
Institut Teknologi Bandung (ITB-INA) / Hokkaido University
Institut Teknologi Sepuluh Nopember (ITS) / Keio University
Universitas Gadjah Mada (UGM) / Kyoto University
Universiti Malaya(UM) / Kyushu University
Universiti Putra Malaysia (UPM) / Nagoya University
Universiti Sains Malaysia (USM) / National Graduate Institute for Policy Studies
Universiti Teknologi Malaysia (UTM) / Osaka University
De La Salle University (DLSU) / Shibaura Intitute of Technology
University of the Philippines – Diliman (UP) / Tohoku University
Chulalongkorn University (CU) / Tokai University
Kasetsart University (KU) / Tokyo Institute of Technology
King Mongkut’s Institute of Technology Ladkrabang (KMITL) / Toyohashi University of Technology
Thammasat University (TU) / University of Tokyo
National University of Singapore (NUS) / Waseda University
Nanyang Technological University (NTU)

5.Research Area

List of research areas are as follows:

(1) Chemical Engineering (ChE)

(2) Civil Engineering (CE)

(3) Computer and Information Engineering (CIE)

(4) Electrical and Electronics Engineering (EEE)

(5) Geological and Geo-Resource Engineering (GeoE)

(6) Materials Engineering (MatE)

(7) Mechanical and Manufacturing Engineering (ME/ManuE)

(8) Energy Engineering (EneE)

(9) Environmental Engineering (EnvE)

(10) Natural Disaster (ND)

6. Details of Support

(1) Duration and implementation

a) A single continuous stay for a period from the minimum of 3 months to the maximum of 6 months

b) The Fellowship program must be commenced and finished within 1 May 2016 – 15 March 2017.

c) The Fellowship begins on the day of a Fellow’s arrival in the Accepting Country, continues for the number of days specified in the Award Letter, and ends on the day of his/her departure from the Accepting Country.

d) An extension of the Fellowship tenure will not be authorized under any circumstances. A reduction in the duration of the Fellowship may be authorized when due to unavoidable circumstances.

e) A Fellow must reside in the Accepting Country continuously during the duration of the Fellowship. The duration of the Fellowship may not be divided into multiple stays. There may, however, be cases when a Fellow wishes to be temporarily absent from the Accepting Country during his/her tenure for authorized reasons. In such cases, the Fellow should inform AUN/SEED-Net and request for approval, which may be granted on a case-by-case basis.

(2) Target Number in JFY 2016

3 Fellowships in ASEAN and 3 Fellowships in Japan

(3) Financial Support

Fellowships in ASEAN / Fellowships in Japan
Air ticket arranged by AUN/SEED-Net / Air ticket arranged by JICA
Lump sum amount at a fixed rate of US$980 monthly. The fund is remitted to cover two months of support at a time. / Insurance, accommodation and living allowance arranged by JICA

Remark:

AUN/SEED-Net provides no support other than the lump sum amount mentioned above.
For Fellowships in ASEAN, it is within the Fellows’ responsibility to procure their travel insurance, visa, accommodation (in consultation with their respective Accepting Researchers).

Process of Implementation

Fellowships in ASEAN / Fellowships in Japan
AUN/SEED-Net screens applications. / AUN/SEED-Net screens applications.
Fellows are selected. / Fellows are selected.
Fellows finalize activity plans (duration, accommodation) with their respective Accepting Researchers. / Fellows finalize activity plans (duration) with their respective Accepting Researchers.
Fellows submit bank account information to AUN/SEED-Net. / AUN/SEED-Net instructs Fellows and their MIs to prepare and submit Knowledge Co-Creation Program (KCCP)* Form to the JICA local office and/or the Embassy of Japan in the Fellows’ respective home countries through a diplomatic channel after receiving endorsement from different government offices concerned in the country. The KCCP Form is an official request form for the Fellows’ visit to Japan. Fellows must keep close watch on the progress of KCCP to make sure that it is completed in time for VISA arrangement and departure.
AUN/SEED-Net remits the funding to the successful applicants’ personal bank account. / Applicants must submit the health check-up certificate taken at least two months before proposed departure date. Applicants who are pregnant or suffer from chronic diseases e.g. respiratory illness, cardiac disease, metabolic disease (diabetes, etc.) renal dysfunction and immune insufficiency (systemic steroid administration, etc.) shall not be approved of the visit to Japan, in principle.
AUN/SEED-Net arranges air tickets for Fellows. / JICA arranges air tickets for Fellows.
Applicants are required to submit interim technical report every 2 months and final technical report to AUN/SEED-Net at the end of the scholarship. / Applicants must follow the regulation under the Knowledge Co-Creation program (KCCP) of JICA

Remark:

*The KCCP process takes around 3-6 months to complete.

Obligations

(1) During the time of application, applicants may not apply for the following supports from AUN/SEED-Net:

a) Collaborative Research Program for Alumni Members (CRA)

b) Collaborative Research Program for Common Regional Issues (CRC)

c) Collaborative Research Program with Industry (CRI)

(2) After awarded, Fellows are expected to devote full time to their research during the term of the Fellowship and may not accept employment in the Accepting Country, with or without remuneration.

(3) Fellows should be very careful not to do anything that violates their visa status.

(4) Within 30 days after the end of the tenure, Fellows are required submit a technical report to AUN/SEED-Net who will conduct evaluation on the submitted report. Failure of submission will result in withholding the next disbursement or affecting the Fellows’ future applications for AUN/SEED-Net programs.

(5) Fellows agree to the condition that AUN/SEED-Net has the right to use photos of the person engaged in AUN/SEED-Net activities for advertising or promotional purposes of PR and reporting without consent for each individual case.

Application Requirements and Deadline

Application and Required Documents

Doctoral graduate / Graduating doctoral student
Application form, completed with the photo & signatures of the applicant and the Head of Department / Application form, completed with the photo &signatures of the applicant and the Head of Department
Cover letter signed by the Dean or the Representative of Member Institution to which the applicant belongs to / Cover letter signed by the Dean or the Representative of Member Institution to which the applicant belongs to
An acceptance letter from the Accepting Researcher* / Letter signed by the Dean or the Representative of Member Institution where you belong to stating that you will be obligated to become faculty members at SI
Certificate of expected graduation
An acceptance letter from the Accepting Researcher*

* Please refer to Attachment I for templates of the acceptance letter.

Application Deadline

Applications including all supporting documents, in soft copies, should be submitted to AUN/SEED-Net () by 15 November 2015.

Remarks: This Implementation Guidelines and other information of AUN/SEED-Net MIs and JSUs are available on the website .

APPLICATION FORM
Research Fellowship for Postdoctoral Study (RF)
2016
INSTRUCTION
To fill in the application form, it is advised to carefully study the Program Guidelines of Research Fellowship 2016
To fill in the application form, please print or type all entries. Handwritten application is prohibited.
The application form of "Research Fellowship for Postdoctoral Study 2016" or "RF 2016" is consisted of TWO parts.
Part 1, in Microsoft Word format, contains 4 sections

Once completed, you may convert Part 1 into either Microsoft Word or PDF

Part 2, in Microsoft Excel format, contains 6 sections

In each section, applicants must strictly follow the instructions
Once completed, DO NOT convert Part 2 into any other file type other than Microsoft Excel

In addition to the two parts, following "Supporting Documents" are required.

Cover letter signed by the Dean or the Representative of Member Institution to which applicant belongs to
Acceptance letter from the Accepting Researcher
Letter signed by the Dean or the Representative of Member Institution where you belong to stating that you will be obligated to become faculty members at SI
Certificate of expected graduation
Others (Please specify.)

All TWO parts, including "Supporting Documents" must be emailed to with subject line "Application: RF 2016"
APPLICATION FORM
Research Fellow for Postdoctoral Study (RF)
2016
PART ONE
1 / Applicant’s Personal Information
1.1 / Family Name
Given Name(s)
1.2 / Full Name
(as appear in passport)
1.3 / Current Position
1.4 / Academic Title
1.5 / Department/ Faculty
1.6 / University
2 / Research Title
2.1 Research purpose (including relevance and justification of the proposed Project)
Please elaborate it more than 1000 words as clearly as possible.
2.2 Expected output from the proposed research project
Please elaborate it more than 400 words as clearly as possible.
2.3 Research plan & methodology, including concrete time schedule and milestone of achievements
Please elaborate it more than 800 words as clearly as possible.
2.4 Please list up other kinds of collaboration / contribution from other sponsor if any (e.g. materials, human resources, facilities, etc.)
Please elaborate it more than 250 words as clearly as possible.
2.5 Prior on-going research activities /outputs related to the proposed research project
Please elaborate it as clearly as possible, if any.
2.6 Research budget granted for prior on-going research activities related to the proposed research project
Please elaborate it as clearly as possible, if any.
3 / Document Checklist : Compulsory
Please check (√) that your application is complete and that you have enclosed all documents listed below. These documents are compulsory and please note that AUN/SEED-Net will NOT consider any application with incomplete documents. You may also attach other supporting document that can reinforce your application.
*No. 3.5-3.6 are applicable only to applicants who are graduating doctoral students
3.1 / Application Part 1, in Microsoft Word format, with your picture and endorsement from Head of Department
3.2 / Application Part 2, in Microsoft Excel format
3.3 / Cover letter signed by the Dean or the Representative of Member Institution to which applicant belongs to
3.4 / An acceptance letter from the Accepting Researcher
3.5* / Letter signed by the Dean or the Representative of Member Institution where you belong to stating that you will be obligated to become faculty members at SI
3.6* / Certificate of expected graduation
3.7 / Others (Please specify.)
4 / Declaration
I declare that the information supplied by me on this form is complete, true and correct in every detail.
Applicant
Name:
Signature:
Date: / Endorsement by Head of Department
Name:
Signature:
Date:

END of Application Part ONE

ATTACHMENT I

Template of the Acceptance Letter for Fellowship in ASEAN

ACCEPTING INSTITUTION’S LETTERHEAD

ADDRESS OF ACCEPTING INSTITUTION

[Date]

Dear______[candidate’s name and surname]

This is to inform you that, as a candidate for AUN/SEED-Net’s Research Fellowship for Postdoctoral Study, you have been accepted for a Fellowship in ASEAN of the duration of ______[length of time, in months] in ______[one of the ten engineering fields] at this institution.

If subsequently selected for an AUN/SEED-Net Fellowship, you should begin your research on ______[date/month/year] and conclude by ______[date/month/year]. While researching at this institution, you will be under the supervision of ______[name and surname of accepting researcher] to be contacted at ______[email address]. You will be offered a temporary position as ______at this institution.

You will be responsible to take care of your accommodation, visa and other logistics matters, with assistance from ______[name and surname of accepting researcher].

Yours sincerely,

______

Signature and name of Accepting Researcher

Template of the Acceptance Letter for Fellowship in Japan