ASEAN University Network / Southeast Asia Engineering Education Development Network AUN/SEED-Net Implementation Guidelines and Application Form for Collaborative Research Program (CR) For the Japanese Fiscal Year 2014 1 st batch 2 nd batch AUN/SEED-Net Project As of February 2014
1. Project Background The concept of ASEAN University Network/ Southeast Asia Engineering Education Development Network (AUN/SEED-Net) was developed at the ASEAN-Japan Summit Meeting in December 1997 and followed by the central issue of how to upgrade higher engineering education by way of creating an engineering institutions network ASEAN-wide. As a result of a series of discussions and preparations between ASEAN Member Countries and Japan, AUN/SEED-Net was established in 2001 as a sub-network of ASEAN University Network (AUN). After two years of preparation, full-scale operation of AUN/SEED-Net started in March 2003 and lasted for five years as the Phase 1 cooperation, which was then followed by another five-year project as the Phase 2 cooperation, supported by Japanese Government through Japan International Cooperation Agency (JICA). In the last decade, AUN/SEED-Net supported young academic staff of Member Institutions (MIs) to acquire higher degrees (Master s and/or Doctoral degree) by providing them with opportunities to study at leading MIs as Host Institutions (HIs) in ASEAN or at Japanese Supporting Universities (JSUs). As a result, around 900 academic staff have obtained opportunities to study in higher degree programs and most of these staff have returned to teach students at universities in their respective countries. At the same time, the project has strengthened the research capacity of academic staff in ASEAN Member Countries by supporting collaborative research, academic staff exchange, academic conferences, ASEAN Engineering Journal and so on. As a result, around 700 collaborative research projects have been undertaken, and more than 1,000 academic papers have been published. Over 1,300 academic staff have also participated in exchange programs between institutions in the network. Through these activities AUN/SEED-Net has succeeded in strengthening the engineering faculties of each MI. 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 2. Program Concept Collaborative Research Program (CR) brings together Faculty staff from MIs and JSUs for a joint supervision of AUN/SEED-Net students researches in the scope of 10 engineering. The program aims to strengthen research and educational capabilities of the MIs and improve graduate degree programs to international standard. To encourage the gathering of persons involved for more collaboration and research discussion, the CR program is supplemented by other supporting programs, namely Japanese Professors Dispatch Program, Short-Term Research Program in Japan, and Short-Term Visit Program in ASEAN. The research outputs are also encouraged to publicize in AUN/SEED-Net Regional Conferences and ASEAN Engineering Journal. 3. Objectives 1) To ensure high quality thesis research and successful and timely degree completion of AUN/SEED- Net students. 2) To promote research collaboration among HIs, MIs, and JSUs, through a joint supervision of AUN/SEED-Net students thesis researches. 3) To closely link scholars, alumni members, as well as local graduate students among MIs. 4. Applicant Eligibility Faculty staff at HI who are advisor of AUN/SEED-Net students Collaborative Research Program 2014, page 1
5. Persons Involved Table 1 The research project shall be an integration of different parties as listed below. Requirement Persons involved Description No. of person Compulsory Optional Principal Investigator (Applicant) Co-investigator (Japan) Co-investigator (MI) AUN/SEED-Net student(s) Co-researcher Full-time faculty member of HI to be advisor of AUN/SEED-Net student Full-time faculty member of JSU to be co-advisor of AUN/SEED- Net student Full-time faculty member of other MI, preferably SI, to be co-advisor of AUN/SEED- Net student Other full-time faculty member of HI or other MI 1 1 Min. of 1 No ceiling No ceiling Research Assistant Local graduate student(s) at HI No ceiling Remarks: (1) A faculty member can be Advisor for maximum of 4 AUN/SEED-Net students at a time. (2) Co-researcher from governmental/ industrial sector, community and other non-mis/network are welcome to join the program but will not be eligible for any financial support from AUN/SEED-Net. 6. Ceiling Amount and Budget Allocation of Support for Collaborative Research CR support for AUN/SEED-Net students who enrolled at HIs before April 2013 is different from the support for the current AUN/SEED-Net students at HIs, please see table 2. Table 2: Ceiling Amount Type of students Student enrolled before April 2013 Master s PhD Student enrolled from April 2013 onwards Master s PhD Total amount (US$) (Annual amount x no. of year) 3,500 x 2 (yrs.) 5,000 x 3 (yrs.) 2,000 x 2 (yrs.) 3,000 x 3 (yrs.) Collaborative Research Program 2014, page 2
The for each student is allocated as shown below: Table 3: Budget Allocation CR Standard of Budget Allocation Master's students 1st year Student 2nd year student - HI Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar DLSU, KMITL, UP <50% out of 200%> <----------------*150% out of 200%--------------> 0% USM, UM, UTM, UPM, UGM, ITB, ITS, CU, KU, TU <50% out of 200%> <------------*100% out of 200%------------> <50% out of 200%> Doctoral students 1st year Student 2nd year student 3rd year Student - HI Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar DLSU, KMITL, UP <50% out of 300%> <--------*150% out of 300%----------> <--------*100% out of 300%------> 0% USM, UM, UTM, UPM, UGM, ITB, ITS, CU, KU, TU Remarks <50% out of 300%> <-------*100% out of 300%-------> Apr 1st batch of for AUN/SEED-Net students Oct 2nd batch of for the students who have commenced their studies at HIs, or existing students whose Principal Investigator has not applied for the earlier batch in the same fiscal year. Start and end of academic year (2 years for master student and 3 years for doctoral student) * Applicant could request to have different amount of support from the table by inform the request amount in the application list (Attachment I) For example; The applicant for 2nd year student at DLSU who apply 1st batch of CR in April will be applied 150% out of 300% of untill the end of fiscal year (March of the next year). The applicant could request for 200% if it is needed, and the budget of the 3rd year will be deducted regarding to the ceiling amount of the. The amount of budget for each fiscal year could not be postponed to the next fiscal year. It has to be used up or returned to AUN/SEED-Net with in the same fiscal year. Note: Fiscal year for 1st Batch of 2014 is during April 2014 - March 2015 <--------*100% out of 300%-------> <50% out of 200%> The for each remittance is allocated as shown below: Table 4: of Collaborative Research support Batch 1st CR 1st Batch 2 nd 1st CR 2nd Batch 2 nd allocation (100% of total amount for each batch ) Expected month for remittance 80% Jun 2014 20% Feb 2015 80% Oct 2014 20% Feb 2015 Collaborative Research Program 2014, page 3
Breakdown of Support Table 5 Item Sub-item Supported Item Detail Remark Honorarium Advisor s supervision fee Ceiling Not over 25% of total annual budget Trip expense International trip in ASEAN Air ticket Discounted economy For research purpose Both Investigator and AUN/SEED-Net student can use trip expense to ASEAN For AUN/SEED-Net student, accommodation allowance on research trip Daily allowance & accommodation Rate refer to Table 4 at the city of the Sending Institution (SI) cannot be provided; unless AUN/SEED- Net received the confirmation that student s home city is not the same city as the SI. Daily allowance is not available for ongoing AUN/SEED-Net student who already supported by Graduated Program Scholarship For conference Only AUN/SEED-Net students can use trip expense for a conference Acceptance letter from conference organizer and paper presentation are required for a conference outside host country. Only accommodation cost during conference period is provided, daily allowance is granted. Research expenses International trip in Japan Domestic trip Small equipment & spare parts Reference books Report printing Consumables Experiments Seminar Registration fee Air ticket Discounted economy Only AUN/SEED-Net student can use trip expense to Japan Maximum supporting period of 10 days for international trip to Japan Daily allowance & accommodation Rate refer to Table Transportation* daily allowance & accommodation Inclusive of office supplies Please refer the rate of daily allowance and accommodation to Table 4. Graduate student at HI, who is the project research assistant, is entitled to domestic trip support. Justification is required if over 70% of total budget spent for this category. 2 quotations are required for an item that costs more than US$1,000. Commissioned Work Written contract must be established. Contract details must include unit rate, workload and work content/description. 2 quotations are required for the commissioned work that costs more than US$1,000. *Remark: Items unable to be supported are such as fuel, meals, overhead fee, souvenirs, entertainment and language service fee. Collaborative Research Program 2014, page 4
Table 6: Maximum rate for the trip allowance under AUN/SEED-Net (Unit=US$) Japan and Singapore Other ASEAN countries Class Daily Daily Remark Accom Accom allowance allowance Professor 1 35 120 30 90 Associate Professor Assistant Professor Lecturer 2 20 100 20 70 Student 3 -- 100 -- 70 AUN/SEED-Net ongoing student 7. Expectation and Obligation (1) Direction, progress and results of the CR projects are expected to be discussed and presented regularly at the AUN/SEED-Net Regional Conferences. (2) Research results should be accepted for publication in proceedings and/or journals including ASEAN Engineering Journal supported by AUN/SEED-Net. (3) Principal Investigator, Advisors, co-advisors and student should share and discuss about research for timely completion of the degree. (4) The support on the sub-items (see table 5) shall be strictly follow without any exception. (5) Principal Investigator is required to submit the following reports (table 7) to AUN/SEED-Net by 15 March 2015. Failure of submission will result in withholding the next disbursement or affecting the Principle Investigator s future applications for AUN/SEED-Net programs. Table 7 Report Type Remark Submission Technical Report The format of technical report will be forwarded to each Principal Investigator after the signing of Project Contract. Financial Report Financial Report Guidelines will be forwarded to each Principal Investigator after the signing of Project Contract. Deadline for the submission is 15 March 2015 (6) The account book (year-end balance) of all expenses related to the CR Program must be submitted to AUN/SEED-Net before the 2 nd disbursement. Collaborative Research Program 2014, page 5
8. Financial Management 1) The Project Contract period approved in 1 st batch of JFY2014 is from 1 April 2014 or the contract signing date whichever comes later until 15 March 2015 and 2 nd batch of JFY2014 is from 1 October 2014 or the contract signing date whichever comes later until 15 March 2015. 2) The Project Contract will be signed every single Japanese Fiscal Year. 3) The Project Contract for the next JFY is signed under the condition that the previous budget and research activity are spent and conducted properly. 4) Only official bank account of the university to which the Principal Investigator belongs, or equivalent, is applicable. The budget should be managed by Principal Investigator. 5) Carryover of fund (surplus or deficit) from JFY 2013 to JFY 2014 is not permitted. 6) Expenditure incurred before and/or after the contract period is unacceptable. 7) Expenditure shall not be incurred inside of Japan. 8) Please follow the latest financial guideline as a reference to submit the financial report. 9. Application Requirements and Deadline (1) Application and required documents a) Cover letter signed by a designated representative of the Host Institution (HI). b) Applicant list (Attachment I) (2) Application deadline Application in soft copy (Excel format) and the signed cover letter (Word or PDF format) from respective institution should be submitted to AUN/SEED-Net by 14 th March 2014 for of 1 st batch. Late submission will not be accepted for the consideration. (3) Remarks a) AUN/SEED-Net will not accept any application submitted by an individual Principal Investigator. HI is responsible to gather all information from respective applicants to submit to AUN/SEED- Net. b) HI should ensure that all Principal Investigators are requested to study the guideline clearly and strictly follow the instruction. Remarks: This Implementation Guidelines and other information of AUN/SEED-Net, MIs and JSUs are available on the website www.seed-net.org. Collaborative Research Program 2014, page 6