T.C.
ÜSKÜDAR UNIVERSITY
SCIENTIFIC RESEARCH PROJECTS (BAP) DIRECTIVE
Purpose and Scope
Article 1 (1) This directive sets out the rules and principles to be applied in the evaluation, acceptance, support, monitoring and finalization of the projects submitted to the Üsküdar University Scientific Research Projects (BAP) Commission and the duties, powers and responsibilities of the BAP Commission, which follows the entire process.
Basis
Article 2 (1) This directive has been prepared based on the "Regulation on Scientific Research Projects of Higher Education Institutions of the Council of Higher Education" published in the Official Gazette dated 26.11.2016 and numbered 29900 and the "Regulation Amending the Regulation on Scientific Research Projects of Higher Education Institutions" published in the Official Gazette dated 16.07.2020 and numbered 31187.
Article 3 (1) This directive covers scientific research projects prepared by Üsküdar University faculty members, executives who have completed their doctorate, medical specialty or proficiency in art education and submitted to the Scientific Research Projects Commission for support from Üsküdar University's BAP resources.
Definitions
Article 4- (1) The terms mentioned in this directive,
a) Coordinator: A person responsible for the coordination and execution of Scientific Research Projects Coordination and activities on behalf of Üsküdar University, appointed by the senior manager among the personnel who have the knowledge and qualifications to carry out the activities of scientific research projects in accordance with the procedure specified in this directive, regardless of their civil service or working title, and responsible to the senior manager,
b) Commission: Üsküdar University Scientific Research Projects Commission consisting of at least seven and at most eleven faculty members appointed by the Rector upon the recommendation of the unit manager and a representative from the Department of Financial Affairs, under the chairmanship of the Scientific Research Projects Commission Rector or a Vice Rector to be appointed by the Rector,
c) Chairman of the Commission: The President of the Scientific Research Projects Commission, the Rector or a Vice Rector to be appointed by the Rector,
d) Scientific Research Projects (BAP) Coordinatorship Administrative Unit: The unit responsible for carrying out the secretariat services of the Scientific Research Projects Commission, transferring budget appropriations to the special account, carrying out the work and transactions related to the special account, and carrying out and monitoring the processes determined by the relevant legislation of the projects supported by national and international organizations in which higher education institution researchers take part, and carrying out other duties assigned by the senior manager regarding scientific research projects in coordination with the relevant units,
e) Scientific Research Project: Projects whose results are expected to contribute to science on an international or national scale and contribute to the technological, economic, social and cultural development of the country when completed and supported by Üsküdar University resources,
f) Project team: The team consisting of the project coordinator, researcher(s), auxiliary staff(s) and consultants,
g) Project coordinator: Faculty members working at Üsküdar University who have the necessary expertise in the relevant field of science and/or technology and the skills and experience of project preparation and execution, who bear all kinds of scientific, technical, administrative, financial and legal responsibilities of the project, who sign the project contract with Üsküdar University, who can evaluate and publish the project results with scientific methods and / or turn them into practice,
h) Researcher: Researchers, other than the project coordinator, who are nominated by the project coordinator in the project team for the execution of the scientific research project, who have the necessary expertise in the relevant field of science and/or technology, who share the scientific and technical responsibility of the project, and whose names will be mentioned in the final report
i) Auxiliary personnel: Experts, technical staff, technicians, laborers, laborers and similar personnel who are employed under the supervision of the project coordinator or researchers, full or part-time in the execution of the project, limited to the duration of the project and with Üsküdar University as the employer, not mentioned in the final report,
j) Consultant: When necessary, a researcher or expert whose knowledge is utilized in one of the special or subsidiary subjects of the project requiring expertise,
k) Related Academic Unit Administrations: Rectorate, deanships, institute directorates, school directorates, research and application center directorates,
l) Referee: Faculty members who are recognized for their expertise in the field covered by the projects and whose opinions are consulted for the evaluation of the submitted projects and, when necessary, project development and final reports,
m) EBYS: It refers to the electronic document management system used in internal correspondence.
Scientific Research Projects (BAP) Commission
Article 5
(1) The Scientific Research Projects Commission is established under the chairmanship of the Rector or a Vice Rector to be appointed by the Rector, with a minimum of seven and a maximum of eleven faculty members appointed by the Rector upon the recommendation of the unit manager and a representative from the Department of Financial Affairs. The term of office of the commission members is four years. Although the number of members in the commission consists of an odd number, the member whose term expires can be reappointed in the same manner. In the event that the members of the commission are dismissed from the university for any reason, their duties in the commission are automatically terminated. The Commission convenes at least twice a year at the end of the call periods. The Commission convenes with the participation of at least half of the total number of members. Decisions are taken by open voting and majority of votes.
(2) The Commission has the authority and responsibilities regarding the evaluation, acceptance, support, monitoring, freezing, cancellation and finalization of scientific research project applications in line with the Purpose and Scope specified in Articles 2 and 3, and the preparation, modification and reorganization of the forms and documents annexed to this directive.
(3) All decisions taken by the Commission are submitted for the approval of the Chairmanship of the Board of Trustees and the Rector.
(4) The Presidency of the Board of Trustees decides which of the projects recommended by the Commission will be supported and at what rate.
(5) BAP Coordinator; In the implementation of this Directive,
a) Determines the dates of the Commission meeting and prepares the meeting agenda.
b) Organizes all project activities in line with the decisions of the committee and notifies the relevant units.
c) Ensures the coordination and execution of administrative and financial transactions related to the projects.
d) Organizes the submission of project applications to the referees before they are evaluated by the Commission.
e) Coordinates communication and correspondence between project coordinators, referees and applicant institutions.
f) Prepares working reports including activities such as project developments and budget utilization and submits them to the Rector or the Vice Rector assigned by the Rector.
(6) In directed projects, there is no call schedule, provided that our R&D focus is essential.
Scientific Research Project Categories
Article 6 (1)
a) Directed Project: Research or development projects whose subject, scope, needs, budget and, when necessary, the executor and research group are proposed by the Rectorate and/or the relevant academic unit administrations and finalized by the BAP Commission in accordance with the scientific policy and/or institutional needs of the country and/or Üsküdar University. The project duration is set as maximum 24 months.
b) Independent Research Project: These are personal or interdisciplinary projects prepared by the project coordinators or formed with the participation of national and international institutions and organizations outside Üsküdar University, whose main purpose is not to develop the infrastructure of an academic unit, but to produce direct scientific results. The project duration is set as maximum 24 months.
c) Graduate Thesis Project: These are research projects carried out by students pursuing their master's and doctorate degrees at the faculties, institutes and centers affiliated to Üsküdar University under the supervision of a faculty member and the supervisor is the thesis advisor. In the event that graduate education cannot be carried out or terminated for any reason, the executive, the change of the project group or the cancellation of the project
It applies to the Commission. The maximum project duration is set as 24 months. Graduate thesis student in projects in this category;
If the institution is the staff of the institution, 80% of the project budget is the institution and 20% is the thesis student,
If he/she is not a staff member of the institution, 50% of the project budget will be supported by the institution and 50% by the thesis student.
Project Applications
Article 7
(1) In order to benefit from BAP project support, it is essential to have first applied to TÜBİTAK or another project support institution. If the application is made directly to BAP project support without applying to another support institution due to force majeure, a detailed explanation should be made in the justification section of the Project Application Form (Annex-1).
Article 8
(1) Projects are prepared in accordance with the Project Application Form (Annex-1), which is a sample of the application form used by the TÜBİTAK 1001-Scientific and Technological Research Projects Support Program .
(2) The Project Application Form must be filled in by following the instructions on the form.
(3) Where necessary, the relevant Ethics Committee approval must be attached to the application form.
(4) While preparing the project budget in the application form, in addition to the documents requested for the TÜBİTAK 1001- Scientific and Technological Research Projects Support Program for justification, a proforma should be requested from the purchasing unit and added to the application file.
(5) The application file prepared in accordance with the Project Application Form (ANNEX-1) is sent to the secretariat of the Scientific Research Projects (BAP) Coordinatorship to be placed on the agenda.
(6) For projects that pass the preliminary evaluation of the BAP Commission, the relevant executive initiates the EBYS process. For applications that have completed the EBYS process, the referee evaluation process is initiated following the completion of Annex-2.
Budget
Article 9
(1) In order to increase and improve the R&D activities of our University, the total BAP budget and the maximum budget share for each project category are determined by the Board of Directors to be re-evaluated every year.
(2) The project coordinator will be able to apply according to the announced BAP support conditions, and the amount of support received will be deducted from the total BAP budget support defined at the beginning of the academic year.
(3) A project coordinator can benefit from a maximum of one BAP support in each academic year.
(4) Each academic Semester the maximum support amount for each project in each of the three categories is determined at the beginning.
All decisions taken under Article 9 are subject to the approval of the Board of Trustees.
Evaluation, Acceptance and Support of Projects
Article 10
Applications are received twice in total at the beginning of the Fall and Spring semesters of each academic year and the following process is followed.
(1) The project application file is submitted to the BAP Commission by the Scientific Research Projects (BAP) Coordinatorship. Subsequent correspondence is carried out through the BAP Commission.
(2) Projects are evaluated by the BAP Commission according to the number and date of incoming projects.
(3) Project proposals are subjected to preliminary evaluation by the commission.
(4) For the projects deemed insufficient in the preliminary evaluation, the project coordinator is informed via EBYS together with the justification. For the accepted projects, the referee process is subject to EBYS approval to be initiated.
(5) For projects that have completed the EBYS process, the referee evaluation process is initiated by the BAP Commission.
(6) In the evaluation and selection of projects, along with the issues specified in Article 7 of the "Regulation on Scientific Research Projects of Higher Education Institutions" published in the Official Gazette dated 26.11.2016 and numbered 29900, the project proposal is evaluated by taking into account criteria such as originality, feasibility, contribution to science and practice, financial portrait and its realism, detailed expense budget (expenses for tools, materials, scholarships, etc.) and size.
(7) Reviewers are asked to prepare their opinions according to the Reviewer Evaluation Form (Annex-2). The evaluation must be submitted to the BAP Commission within 15 (fifteen) business days at the latest.
(8) Following the referee evaluation reports, the BAP Commission sends a recommendation to the Board of Directors regarding the projects that are deemed appropriate for support, taking into account the BAP resources. In this process, the project coordinator may be called for an oral presentation if necessary.
(9) Members of the BAP Commission cannot attend the relevant meeting of the BAP Commission during the evaluation and decision-making phase of the projects in which their names are included.
(10) Within 15 (fifteen) days after the notification of the acceptance letter of the approved projects to the project coordinator, the Project Support Agreement (Annex-3) and the expense list approved by the BAP Commission are signed with the project coordinator. In the absence of the Project Coordinator (on duty abroad or on report, etc.), the contract is signed by one of the researchers authorized by him/her. A copy of the project contract is given to the project coordinator. The start date of the project is specified in the contract. Projects whose contracts are not signed within the deadline without a valid reason may be canceled by the decision of the BAP Commission.
(11) Within 30 days after the signing of the contract, the Project Executor makes a purchase request in accordance with the budget and expenditure items in accordance with the work plan. Afterwards, procurement procedures are initiated within the framework of budget and financial possibilities.
(12) The project coordinator is obliged to fully fulfill the duties and responsibilities specified in the "Üsküdar University Procurement and Tender Regulation" published in the Official Gazette dated September 24, 2014 and numbered 29126 for the purchase of consumables, machinery-equipment and services needed in the project. Project coordinators who fail to fulfill these obligations may be dismissed or the project may be canceled by the decision of the BAP Commission.
(13) In the event that the accepted project budget is insufficient due to circumstances that develop without the responsibility of the project coordinators, the project budget is submitted to the BAP Commission and the Board of Directors for approval upon the application of the project coordinator with a request to revise the project budget.
(14) All kinds of materials (fixtures, consumables, etc.) purchased within the scope of the projects are duly registered by the BAP Commission or the relevant units assigned by the BAP Commission and transferred to the relevant academic unit (dean's office / college / institute / center) where the project will be carried out, primarily for the use of the project coordinator and team. Except for the consumables provided within the scope of the project, the project coordinator is obliged to make the machinery and equipment available for the use of researchers working on a similar subject during the time left over from the use for the project needs. The project coordinator may inspect whether the device is used correctly in order to protect the machinery and equipment used, but may not interfere with the scientific content of the work of the researcher who will use these devices.
(15) It is essential that all kinds of machinery and equipment purchased with BAP project are used within our university.
Monitoring
Article 11
(1) The executives of the approved projects with a duration of more than one year are responsible for uploading the progress report in accordance with the Interim Report Format (Annex-4)to the system via EBYS at the end of every six months from the start date of the project, on the dates specified in the Project Support Agreement (Annex-3).
(2) The Interim Report should summarize the results obtained in the studies, expenditures and progress in the Work Packages in that period.
(3) Interim reports are evaluated by the BAP Commission in accordance with the Report Evaluation Form (Annex 6). And when necessary, the referee's opinion may also be consulted. In this evaluation, the BAP Commission concludes that the project is positive/satisfactory or negative/unsatisfactory. Continued support to the project depends on the Commission's positive/satisfactory opinion on the development of the project.
Article 12
(1) BAP Commission may request correction in case the progress in the projects is found negative/inadequate. If the negativity/inadequacy continues despite the correction, it may cancel the project or change the project coordinator/responsible persons and researchers. The same procedures are applied in cases where the project coordinator leaves the project, the progress report is not submitted on time despite the warning, the project activities and schedule are not carried out well, and the project budget is misused. In cases where the project manager changes, the Project Support Agreement signed with this manager is deemed to be terminated and the contract is signed again with the new project manager.
Article 13
(1) The project coordinator may make justified requests for additional appropriation for foreseen items or justified transfer of appropriation between current expenditure and machinery-equipment, consumables, service procurement and other items. If there is a necessity to request additional appropriation, the reason for its emergence and its relationship with the project should be explained in detail. The relevant request is submitted to the information of the BAP Commission and the approval of the Board of Directors together with the justified report. The additional appropriation request can be up to 50% of the project budget. Requests are decided by the BAP Commission and all related procurement applications can be made after this decision.
Project Freeze and Cancellation
Article 14
(1) The BAP Commission may partially or completely stop the project based on reports on the progress of the project or due to force majeure.
(2) Cancellation of the Project: As a result of the evaluations made by the BAP Commission based on the interim reports on its development, it may be decided to terminate all transactions of the projects that are deemed impossible to achieve their final objectives, or that are deemed useless/impossible to continue at the end of the freeze period.
Finalization
Article 15
(1) Scientific research projects must be completed within the project period. The project coordinator may request a justified extension from the BAP Commission at the latest one month before the end of the project period. The latest progress report must be submitted for the request for additional time. The application is decided by the BAP Commission.
Article 16
(1) Within 3 (three) months following the project end date specified in the contract, the project final report (ANNEX-5), together with its annexes, is submitted to the BAP secretariat and submitted to the BAP Commission in accordance with the final report format (ANNEX-5) and by adding the papers, articles, etc. prepared from the project, if any. The BAP Commission evaluates the submitted report and its annexes in accordance with the Report Evaluation Form (Annex-7). The final report may be accepted as it is, changes may be requested, or it may be re-evaluated later. The decision is notified to the project coordinator in writing. The Final Report, which is revised and finalized in line with the recommendations of the BAP Commission, must be uploaded to the EBYS within 1 (one) month at the latest from the date of acceptance.
(2) Articles containing the project results published in refereed journals scanned by Web of Science or Scopus or other international indexes until the date of submission of the project final report are also accepted in the final report in the context of material, method, analysis and scientific results. In case the project results are published later, a copy of these publications is sent to the BAP Commission. Graduate theses can be accepted as a final report.
(3) For the supported "Directed Project" and "Independent Research Project", it is required to accept at least one publication in journals included in Web of Science or Scopus, provided that it is produced from the project within 12 months at the latest following the completion of the project.
Sanctions
Article 17
(1) When a violation of scientific ethics is detected in the project studies while the project is being carried out, the project is canceled with the decision of the BAP Commission. In this way, the person or persons who caused the cancellation of the project cannot benefit from BAP project support for five years. The same applies in case of unethical use of project data after the end of the project.
Article 18
(1) Project executives who, without reasonable justification, fail to submit the project progress reports, final report and the publication condition in subparagraph 3 of Article 16 within the specified period of time, cannot propose a new project for 3 (three) years and cannot benefit from the incentive directive. Project executives whose project is canceled and/or who do not submit the final report or who do not renew the final report and do not upload it to the EBYS even though the project final report revision is requested, cannot propose a new project for five years. Payments made within the scope of canceled projects shall be partially or fully recovered from the project coordinator, and the devices and materials purchased shall be fully recovered from the project coordinator and transferred to another academic unit related to the project subject or that may need them in accordance with the applicable procedures and principles.
Article 19
(1) Publications and theses produced from the project must include the footnote "Supported by Üsküdar University Scientific Research Projects Commission (Project No: Year/No)" in the language of the publication.
(2) A copy of the publications is submitted to the BAP Commission.
Enforcement and Implementation
Article 20
(1) For the matters not included in this directive, the provisions of the "Regulation on Scientific Research Projects of Higher Education Institutions" published in the Official Gazette dated 26.11.2016 and numbered 29900 and dated 16.07.2020 and numbered 31187 and other relevant legislation shall apply.
Article 21
(1) This Directive entered into force with the Senate decision dated 21.11.2019 and numbered 2019-31.
Article 22
(1) The provisions of this Directive are executed by the Board of Trustees and the Rector of Üsküdar University.
BAP COMMITTEE MEMBERS
- Prof. Dr. Türker Tekin Ergüzel - Vice Rector - President
- Prof. Dr. Tayfun UZBAY- Faculty of Medicine
- Prof. Dr. Sevim IŞIK- Faculty of Engineering and Natural Sciences
- Prof. Dr. Barış METİN- Faculty of Humanities and Social Sciences
- Prof. Dr. Tunç ÇATAL- Faculty of Engineering and Natural Sciences
- Assoc. Prof. Dr. Emel SERDAROĞLU KAŞIKÇI- Faculty of Engineering and Natural Sciences
- Assoc. Prof. Dr. Pınar ASLAN- Faculty of Communication
- Prof. Dr. Lecturer. Prof. Dr. Salih TUNCAY- Vocational School of Health Services-Coordinator
- Prof. Dr. Assist. Prof. Dr. Fatma TURAN- Faculty of Humanities and Social Sciences
- Prof. Dr. Lecturer. Prof. Dr. Feride KULALI- Vocational School of Health Services
- Prof. Dr. Assist. Prof. Didem CEYLAN- Faculty of Health Sciences
- Emine DÖNMEZ- Head of Financial Affairs Department
>> Click here for the flow diagram of the application, monitoring and finalization processes <<
Forms
Annex 1: Project Application Form
Annex-2: Project Application Referee Evaluation Form
Annex-3: Project Support Agreement
Annex-6: Interim Report Referee Evaluation Form