Terms and conditions for Invitation Programs for Foreign-based Researchers provided by NICT

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1. Invitation programs for Foreign-based researchers provided by NICT


National Institute of Information and Communications Technology, hereinafter referred to as NICT, recruits host organizations of invitation programs for foreign-based researchers with the following terms and conditions.

2. The purpose of Foreign Based Researchers Invitation Programs as a part of the International Exchange Program


The invitation program for foreign-based researchers is provided by NICT, as a part of its International Exchange Program. NICT’s International Exchange Program aims to contribute internationally, to sharing of advanced technologies and information as well as to technological advancement and human resources development, by promoting international exchange of researchers of ICT. The foreign-based researchers’ invitation program supports Japanese research institutes which promote research and development in ICT with a participation of foreign-based researchers, by covering expenses required to invite the researchers from abroad. 

3. The purpose of Japan Trust International Research Cooperation Program


Japan Trust International Research Cooperation Program invites foreign-based researchers to participate in the research and development of basic technologies of telecommunications and broadcasting, to Japan, in support of the research and development of private institutes. Direct expenses necessary for invitation of the researchers are provided by the investment profit of Japan Trust, a charitable trust founded by the donations of individual and corporate benefactors. 

Note 1
Basic technologies mean, of those technologies related to telecommunication and broadcasting businesses (including cable television service) under the jurisdiction of the ministry of internal affairs, which contribute considerably to the development of national economy and foundation of social welfare

4. Outline of Foreign-based researchers invitation programs


NICT is recruiting a research institute as a ‘host institute’ that has a plan to conduct research and development of ICT, in collaboration with an invited researcher from abroad, as a ‘guest researcher’. A ‘host institute’ is requested to provide proposals which include theme of the research and development activities planned, and curriculum vitae of the ‘guest researcher’. NICT will adopt a proposal; in consideration of evaluation of the independent committee consist of external experts of telecommunications and broadband technologies. Adopted proposals will be supported by the program by covering necessary expenses to invite the researchers according to the terms and conditions provided in this document. Please note that the program does not aim to support expenses of the research and development itself.

5. Guidelines for proposal


(1) Qualification requirements for applicants

Applicants should be Japanese research institutes who wish to invite foreign-based researchers to conduct collaborative research and development,  in ICT. 'Research institutes' here means is the research and development department of private companies(including Colleges of Technology and Inter-University Research
Institute Corporation) and public interest corporation. Proposals made by the private institutes will be treated as applications for the both programs; however, proposals made by institutes other than the above will be treated as applications for 'International Exchange Program'.

(2) Qualification requirements for invited researchers
An invited researcher is required to meet both of the following conditions.

a. Those who can participate in research and development or academic and educational activities for a certain period of time within twelve months at the host institute.

b. Those who have an excellent research achievement of telecommunications and/or broadcasting technologies, and an academic degree equivalent to a Japanese doctorate, or research ability equivalent to it. Please note that a researcher who is currently in doctorate course in graduate school is also eligible for applying this program if the researcher has excellent research achievements.
 
(3) Application forms
- Application form
- Proposal of collaborative research activities
- Guest Researcher’s History and Achievements
- Overview of the host institute
 
(4) Period for acceptance of applications
Begins on Wednesday, September 17, 2014
 
(5) Closing date for application
5 pm on Friday, November 21, 2014
 
(6) Others
Proposals shall not be revised after submission by the applicants. NICT may ask applicant to provide additional documentation to support the proposal.
 
(7) Duration and commencement of the Programs
Duration of R&D activities supported by the programs should be within 12 months commencing between April 1, 2015 and March 31, 2016.

 
 

6. Terms and conditions of invitation, compliance requirements


(1) Terms and conditions of assistances
Assistances offered by the programs are set out respectively for International Exchange Program and Japan Trust Program, in accordance with the class of invitation of each program, as shown on the attached table to this document. Class of the invitation will be decided by the assessment of the committee. Class S and C researcher will be invited only by International Exchange Program.

Class S
Researchers who have made particularly outstanding achievement such as winning an internationally-renowned award and is currently leading the academic field (For example, internationally-renowned award winners, university presidents or researchers holding a comparable position)

Class A
Researchers who have made outstanding research achievement or persons with advanced expertise (For example, university professors or researchers holding a comparable position, and assistant professors who have made an outstanding achievement)

Class B
Researchers who do not fall in to the category of Class S or A, but have doctoral degree or have expertise.

Class C
Researchers who are currently in doctorate course in graduate school with excellent research achievements.


(2) Compliance requirements for the guest researcher
The guest researcher will be asked to comply with the matters listed in each of the following items.

a. The guest researcher should not perform activities other than the purpose of entry to Japan during the stay for the program.

b. The guest researcher should comply with the laws and regulations of Japan during the stay for the program.

c. If a change of the situation requiring a change in the research plan occurs, the guest researcher and the host institute should consult with each other with no delay to minimize the impact.

d. If the guest researcher goes out of Japan temporarily or chooses to shorten the term of the program, the amount of living expenses granted will be deducted for the number of the days he or she is not in Japan. This article is not applicable if the purpose of the absence from Japan is recognized as a part of the collaborative research activity jointly made by the host institute and the guest researcher, in such cases as an attendance of international conferences in other countries.

e. Treatment of research results obtained through the research collaboration of the program shall be discussed and decided by the host institute and the guest researcher.

f. A research report should be submitted to the host institute prior to the departure of the guest researcher from Japan, which will be reported to NICT by the host institute.

g. Disputes between the host institutes and invited researchers shall be resolved through consultation of good faith.

h. The guest researcher must clearly describe the results achieved under the NICT International Exchange Program and observe the rules regarding presentations that have been set by the host organization when making a presentation of the research results achieved under the program.


(3) The host institute will be asked to comply with the matters listed in each of the following items.

a. The host institute is requested to inform invited researcher of the adoption of the proposal and confirm that he or she will accept the invitation.

b. If a revision of the research proposal is inevitable because of the changes in the situation, the host institute should inform NICT and submit a revised proposal for the approval.

c. The host institute should communicate with the invited researcher prior to arrival in Japan, and if it is necessary, it should assist the guest researcher in making arrangements for airport transportation, housing and so on.

d. Treatment of research results obtained through the invitation program shall be discussed and decided by the host institute and the invited researcher.

e. Disputes between the host institutes and invited researchers shall be resolved through consultation of good faith.

f. A report of the program submitted by the guest researcher to the host institute shall be reported to NICT through the host institute as a part of the report of the host institute to NICT, prior to the departure of the invited researcher from Japan.
 

7. Expected number of enrollment


Expected number of enrollment in the programs and term of invitations for fiscal year 2015 are indicated as below.

(1) Expected number of enrollment
Enrollment of about 8 researchers is expected in total of Japan Trust International Research Cooperation and International Exchange Programs. The number is subject to the approval of the national budget for FY2015.

(2) The term of invitation and commencement date
The term of invitation will be within twelve months commencing between April 1, 2015 and March 31, 2016.

8. Adoption


(1) Evaluation and assessment of proposals
The proposals will be evaluated by the independent committee composed of external experts in telecommunication and broadcasting technologies set by the operation guidelines of the program at NICT. Evaluation will be made in light of the following criteria, and suggestion of adoption will be reported to the board of directors of NICT.

a. Eligibility of the invited researcher
 
- The invited researcher must have a good insight in research and development of ICT.

- The invited researcher must have an academic degree equivalent to a Japanese doctorate or the research ability equivalent to it.


b. Eligibility of the host institute

- The host institute should be a research institute conducting research and development of ICT.

- The host institute must have a plan to conduct academic activities or research and development in collaboration with a foreign-based researcher invited by the program.

- The host institute should be equipped with an ability to accept a foreign-based researcher for the purpose of the program.


c. Evaluation guideline for research objective and methodology

- The significance of the anticipated results and pervasive effect expected of the research or academic activities

- Orientation of the usage of the research results

- Concreteness of the research or academic activity plan


(2) Adoption of proposals
The board of directors of NICT will adopt proposals, by taking into consideration of the suggestion made by the council within the budget for FY2015.


(3) Notification of adoption
The result of the above evaluation will be informed in writing to all applicants for the program irrespective of the result by last February, 2015. If adoption is made conditions, they will be included in the notification of the results.

9. Evaluation of research results


Research result will be evaluated by the independent committee and informed to the president of the accepting organization.

Note: Official documentation of the terms and conditions for the programs is in Japanese, and this English translation is provided for the convenience of the readers.

Attachment: Supports extended to the guest researchers

Items Supports extended Method of Payment
1. Travel Expenses  Roundtrip airfare, between the international airport closest to Guest Researcher's institution and the international airport closest to Host Organization will be covered. Travel class provided varies according to the class of invitation as indicated below.
International Exchange Program
Class S: Business class. Round-trip business class airfare is provided to one accompanying family member
Class A, B or C: Discount economy class
 
Japan Trust Program
Class A: Normal economy class (Discount business class is also allowed if the fare of discount business class does not exceed the normal economy class fare.)
Class B: Discount economy class  
Travel expenses will be paid, either by reimbursement or by in kind.
Reimbursement requires receipt of the air ticket and boarding pass, and will be made in JPY in Japan.
2. Transportation from/to Airport  Round trip public transportation fare between the international airport and Host Organization will be covered. Transport fares will be reimbursed by submitting receipts.
3. Preparation Allowances(Only for Japan Trust Guest Researchers) Preparation allowances of 124,000 yen will be provided for both classes of invitation. Preparation Allowances will be provided in conjunction with the first payment of living expenses.
4. Living
Expenses
The following living expenses for each class of invitation will be provided.
International Exchange Program
Class S: 40,000 yen/day
Class A: 19,000 yen/day
Class B: 14,000 yen/day

 
Japan Trust Program
Class A : 22,000 yen/day
Class B : 17,000 yen/day
Living expenses will be provided by the 16th of each month by a bank transfer.

5. Insurance

Following insurance coverage will be provided.
Death due to injury: 30,000,000 yen
Physical impediment due to injury: 30,000,000 yen
Medical expenses due to injury: 2,000,000 yen
Death due to sickness: 2,000,000 yen
Medical expenses due to sickness: 2,000,000 yen
Rescuer's expenses: 7,000,000 yen
Personal liability:100,000,000 yen
NICT enters into a contract with an insurance company at the consent of Guest Researcher. Claims for the insurance and their settlements are to be made by Guest Researcher with the insurance company.

6. Domestic Travel Expenses

Domestic travel expenses, i.e. transportation and hotel accommodations for the research activities, will be covered by the program within the upper limit given below.
International Exchange Program (for shorter invitation period than 4 months)
Class S: 400,000 yen (280,000 yen)
Class A: 200,000 yen (140,000 yen)
Class B or C: 150,000 yen (105,000 yen)

 
Japan Trust Program
Class A : 200,000yen
Class B : 150,000yen
Reimbursement of the travel expenses requires prior approval of NICT. Receipts of payments will be necessary except for railway fares. Claims are to be made through Host Organization.