Guidelines for AY2017 Program to Support the Submission of Academic Papers in English (For Graduate Students)

Transcription

1 Guidelines for AY2017 Program to Support the Submission of Academic Papers in English (For Graduate Students) 1. Purposes and features of Program to Support the Submission of Academic Papers in English (for Graduate Students) This program is to encourage and prompt Ritsumeikan University graduate students to internationally disseminate their research results through research article publication in English. This program will provide financial assistance for English article manuscript proofreading expenses (up to 30,000 yen per article) and English article manuscript submission expenses (up to 50,000 yen per article) required to submit a manuscript to English-language journals and for international conferences. Applications for this program are accepted at any time during the Application Period. * There is an upper limit in this program: 330 cases for English article manuscript proofreading and 60 cases for English article manuscript submission. Once the number of grant recipients reaches the upper limit, we will no longer accept applications. In such case, we will notify you, in advance, of the end of receipt of application on the website of the Office of Graduate Studies. Refer to: 2. Grant Information Grant Category This program is to encourage Ritsumeikan University graduate students to internationally disseminate their research results through research article publication in English. To this end, this program will provide financial assistance for English article manuscript proofreading expenses (up to 30,000 yen per article) and English article manuscript submission expenses (up to 50,000 yen per article). (Application will be limited to once per academic year. Applicants may apply for both programs with the same article.) * For co-authorship, refer to 3. Notes. Application will be accepted even if the applicant is not the first author. * Joint publication by faculty members and graduate students is subject to this grant. Only in the case of manuscript submission to English-language journals, applying for both Subsidy for International Dissemination of Research Results (Program to Support the Submission of Academic Papers in English) for faculty member, handled by Division of Research, and this program is acceptable. If you wish to apply for both programs, please note that the application process is different and that faculty members need to combine 2 application forms (for this grant; filled by a graduate student, and for Division of Research; filled by a faculty member) and submit them to Division of Research. Grant Period English article manuscript submitted during the period between April 1, 2017 and March 31,

2 Grant Coverage (1) English Article Manuscript Proofreading Expenses (up to 30,000 yen per article) The expenses include: those for foreign language translation and proofreading, selection of journal to which the manuscript will be submitted, peer review before submission, graphical adjustment for publication, and manuscript submission agent or similar services. (2) English Article Manuscript Submission Expenses (up to 50,000 yen per article) The expenses include: article publication expenses required to submit a manuscript to English-language journals and for international academic conferences (e.g. article manuscript submission fees, article publication fees, online publication fees, open access fees, academic conference participation fees, and separate printing fees as well as postal transfer fees and remittance fees.) Maximum Amount Only once per fiscal year and for the same publication, application for both (1) and (2) above is acceptable. The maximum grant-in-aid amount is 80,000 yen. You cannot apply for each program in different publications. Eligibility Applicants must meet all of the following requirements: * Be sure to refer to 3. Notes. (1) Be a graduate student who is enrolled in Ritsumeikan University Graduate School s regular course (Application by a student who is on a leave of absence from school is not accepted); and (2) Have not previously applied for this program in this academic year. Application Period From Monday, October 2, 2017 to Wednesday, February 28, 2018 * In the case where payments occur in March 2018, the applicant is required to submit the application form in advance to the Office of Graduate Studies and have it followed by statement of delivery and invoice upon receipt of such documents. Due to budget implementation, if you fail to submit the required materials by Friday, March 23, 2018, you will be ineligible for these subsidies. *There is an upper limit in this program: 330 cases for English article manuscript proofreading and 60 cases for English article manuscript submission. Once the number of grant recipients reaches the upper limit, we will stop accepting applications. In such case, we will notify you, in advance, of the end of receipt of application on the website of the Office of Graduate Studies. 2

3 3. Notes (1) For Program to Support the Submission of Academic Papers in English, application will be limited to one-time during the grant period for each program: English article manuscript proofreading (up to 30,000 yen per article) and English article manuscript submission (up to 50,000 yen per article). * Application will be limited to once per academic year. Applicants may apply for both programs with the same article. The maximum grant-in-aid amount will be 80,000 yen. You cannot apply for each program in different publications. (2) Joint publication by two or more graduate students (Sample case: Authors are graduate student A and graduate student B; Applicant is graduate student A) I. Even if there are two or more authors, the upper limit is the same. (The maximum grant-in-aid amount is 80,000 yen.) II. Application may be made only by either of the co-authors. Payment will be made to the bank account designated by the applicant. III. If graduate student A applies for this program under joint publication, graduate student B may apply for another research article publication. Accordingly, graduate students are recommended to fully discuss in advance among the authors to decide who will apply for this program. (3) Joint publication by graduate student(s) and faculty member(s) (Sample case: Authors are graduate student A and faculty member C; Applicant is graduate student A.) I. This case is subject to this grant and may receive a maximum amount of 80,000 yen in combination of English article manuscript proofreading and English article manuscript submission programs. II. In case of manuscript submission to English-language journals, applying for both Program to Support the Submission of Academic Papers in EnglishSubsidy for International Dissemination of Research Results (Program to Support the Submission of Academic Papers in English) for faculty member, handled by Division of Research, and this program is acceptable. However, in such case, the University won t pay directly to the agents and you need to pay on behalf of the University and be reimbursed by the University later. If you wish to apply for both programs, please note that faculty members need to combine 2 application forms (for this grant; filled by a graduate student, and for Division of Research; filled by a faculty member) and submit them to Division of Research., upon confirmation of requirements of both systems. After implementation of Program to Support the Submission of Academic Papers in EnglishSubsidy for International Dissemination of Research Results (Program to Support the Submission of Academic Papers in English), handled by Division of Research, the difference will be paid by this program. * Only research article manuscript submission to English-language journals is subject to the Program to Support the Submission of Academic Papers in EnglishSubsidy for International Dissemination of Research Results (Program to Support the Submission of Academic Papers in English) for faculty member and application is limited to one-time per fiscal year with a maximum amount of 80,000 yen. 3

4 III. Bank account details provided in application form Only when a faculty member who is a co-author of joint publication paid the expenses relating to proofreading and manuscript submission, such faculty member may designate his/her bank account for reimbursement. However, in this case, both faculty member and graduate student need to sign and seal the back of the receipt. Payment shall not be made separately to two bank accounts. (4) Submission to the internal University magazine Bulletin of the Ritsumeikan University XX Research Institute is subject to this program if the submitted article is written in English. (5) Even if your paper has been rejected by a journal after peer review after manuscript submission, such submission is subject to this grant. (6) Eligible applicants shall be graduate students who are enrolled in Ritsumeikan University Graduate School s regular course and shall not include students who are on a leave of absence from school. Students who are on a leave of absence from school may not apply for this grant program. Moreover, they may not apply for this grant program for manuscript submission expenses paid during their leave, after returning to school. Such expenses are not subject to this grant program. Examples: If you take a leave of absence in the first semester of AY2017 and return to school in the second semester of AY2017, you may not apply for this grant program for a manuscript submitted to a journal during the first semester of AY2017. If you are in school in the first semester of AY2017 and take a leave of absence in the second semester of AY2017, you may not apply for this grant program in the second semester of AY2017 for a manuscript submitted to a journal during the first semester of AY2017. You need to make an application while in school. (7) With regard to English article manuscript proofreading, you may be reimbursed only when you asked a business entity who provides such proofreading service as a business. Your friends or acquaintances are not subject to this grant. (8) Those who have been selected for the JSPS Research Fellowship for Young Scientists can apply only when conducting research that is considered to further develop their own research subjects. Please check the box I have been selected for the JSPS Research Fellowship for Young Scientists" of the application form. In this regard, please contact to the Office of Graduate Studies (Kinugasa Campus) for applicants must submit the JSPS Research Fellowship for Young Scientists notification of receipt of research expenses ( 特別研究員研究費受給届 )(Form 15) to Japan Society for the Promotion of Science within one month from the date of adoption of the subsidy. 4

5 4. Handling of Application Forms and Personal Information (1) Application forms and other deliverables will be used only for selection purpose and will not be returned. (2) Personal information obtained from application and other forms will not be used any purposes other than selection purpose. 5. Application Process Application shall be made in the designated form. Documents required for each expense are as follows: (1) English Article Manuscript Proofreading Expenses Application Form for AY2017 Program to Support the Submission of Academic Papers in English (for graduate students) A copy of Manuscript for Proofreading Estimate (original) Statement of delivery (original) Receipt (original) (If you paid with credit card) Credit card statements issued by the relevant credit card companies *Signature and seal is required on the back of estimate, state of delivery, receipt and credit card statement. (2) English Article Manuscript Submission Expenses Application Form for AY2017 Program to Support the Submission of Academic Papers in English (for graduate students) A proof of submission and acceptance of manuscript (If there is no documentation, a copy of message or website is acceptable.) If your article is published in a journal, one copy of such journal containing your article or separate print should be submitted. You may submit it later. If you submit a manuscript to an international conference, a copy of the website of such international conference should be submitted. Submit other materials that give an overview of such academic conference (e.g. brochures or flyer), if you have to hand. A copy of the research article Statement of delivery (original) Statement of delivery is not required for an international conference. Receipt (original) (If you paid with credit card) Credit card statements issued by the relevant credit card companies *Signature and seal is required on the back of estimate, state of delivery, receipt and credit card statement. 5

6 6. Places for Submission of Application Forms: Application shall be accepted only on the campus to which each graduate school belongs. Submission to other campuses are not accepted. The following offices are the only ones which can accept application forms. If you have any questions, please contact the Office of Graduate Studies (Kinugasa Campus). Campus Place for Submission Kinugasa Office of Graduate Studies (Kinugasa Campus), SHITOKUKAN 2nd floor Biwako-Kusatsu Office of Graduate Studies (BKC), AD-SEMINARIO 1st floor Suzaku Suzaku Campus Administrative Office, Inter-Faculty Graduate Schools Osaka Ibaraki OIC MANABI Station, Office room, Building A (AC: Central Wing) 1st floor 7. Inquiries to: Scholarship Contact, the Office of Graduate Studies (Kinugasa Campus) 56-1, Toji-in Kitamachi, Kita-ku, Kyoto , JAPAN Tel: (external number) / (extension) g-schol2@st.ritsumei.ac.jp [Application Flow] 6