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					ASEAN University Network / Southeast Asia Engineering Education Development Network

AUN/SEED-Net
Implementation Guidelines
for

Collaborative Research Program (CR)

For the Japanese Fiscal Year 2008 (1st batch)

AUN/SEED-Net Project

As of 28 February 2008

1. Background and Concept To further develop human resources as well as research and educational capabilities of the Member Institutions and to provide solutions to common issues of the ASEAN region, the Collaborative Research (CR) Program, which is designed primarily to support research supervision activities of advisors at Host Institutions (HIs) and co-advisors at Japanese Supporting Universities (JSUs) and Member Institutions (MIs), will extend its scope to involve the five interdisciplinary areas which are addressed as the common critical issues of ASEAN while retaining the existing nine fundamental engineering fields. Therefore, not only the CR Program will strengthen research and educational capabilities of the MIs and enable the HIs to provide graduate degree programs with the international standard and high quality thesis research, but also it will strive to contribute more to the development of the ASEAN region by encouraging the collaborative research activities that address the region‟s common issues and have economic and social impacts on regional industry and community. The CR Program will be facilitated and supplemented by other supporting programs, namely Japanese Professors Dispatch Program, Short-Term Training/Research Program in Japan, and Short-Term Training/Research Program in ASEAN, which will enhance communication and collaboration between advisors at HIs (principal investigators) and co-advisors (co-investigators) at JSUs and MIs. Besides, involvement of government, industry, community, non-MIs, and other networks/regions will be promoted. Regional Conference Program is also provided to give an opportunity for all collaborators to develop and discuss the research collaboration as well as to publicize research results. The relationship between the CR Program and other supporting programs is depicted in the concept structure below.

Collaborative Research

2. Objectives 1) To create joint research activities among HIs, MIs, and JSUs; 2) To implement joint research by assigning thesis research topics to AUN/SEED-Net students and conducting “joint thesis research supervision” by HIs, MIs, JSUs; -1Guidelines for Collaborative Research Program

3) To ensure high quality thesis research of master‟s and doctoral students; 4) To ensure completion of the graduate degree within reasonable duration (two years for master‟s degree and three years for doctoral degree) through the involvement of Japanese professors; 5) To promote research collaboration among HIs, MIs, and JSUs, with involvement of nonMIs, the industry, the community, and other networks; 6) To closely link scholars, alumni members, as well as local graduate students among MIs; 7) To contribute to the development of the ASEAN region by addressing common critical problems or needs.

3. Features of the Program 1) The collaborative research to be supported by the Collaborative Research (CR) Program must be conducted by AUN/SEED-Net master‟s or doctoral students under the joint supervision of advisors at HIs (principal investigators), Japanese co-advisors (coinvestigators), and co-advisors (co-investigators) from MIs, preferably Sending Institutions (SIs) of the students. 2) It is expected that each HI sets up a few well-defined and focused collaborative research themes (or research umbrellas), each of which is a sub-area of research defined by several key words leading to a collection of interrelated and progressively conducted possible thesis research topics. The title of each research theme should remain unchanged during the Project period, although annual proposals may update a few thesis topics during the year. The framework of research themes and possible thesis topics under each research theme should be “master planned” by the HI in consent with Japanese Field Coordinating University(s) by taking account of discussions with and suggestions by other MIs, particularly Sending Institutions (SIs) of students. 3) The thesis research topics must be under the current nine host fields of the Project; however, they can be related either to the fundamental (or basic engineering) fields or to the interdisciplinary areas addressing the common issues of the ASEAN region. a) Collaborative research in the fundamental fields The CR in the fundamental fields will be led by the respective HIs and joined by other MIs and JSUs. The list of the nine fundamental engineering fields and the responsible HIs is as following:
The 9 Fundamental Fields Chemical Engineering (ChE) Civil Engineering (CE) Electrical and Electronics Engineering (EEE) Environmental Engineering (EnvE) Geological Engineering (GeoE) Information and Communication Technology (ICT) Manufacturing Engineering (ManuE) Materials Engineering (MatE) Mechanical and Aeronautical Engineering (ME/AE) Host Institutions De La Salle University (DLSU) Chulalongkorn University (CU) Chulalongkorn University (CU) University of the Philippines-Diliman (UP) Gadjah Mada University (UGM) King Mongkut‟s Institute of Technology Ladkrabang (KMITL) University of Malaya (UM) Universiti Sains Malaysia (USM) Institut Teknologi Bandung (ITB)
Guidelines for Collaborative Research Program

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b) Collaborative research in the interdisciplinary areas Importantly, the CR in the interdisciplinary areas will be encouraged and emphasized in the second phase, with all MIs and JSUs joining and sharing knowledge as well as responsibility. With two or more of the current nine engineering fields working together, the CR activities in the interdisciplinary areas will be facilitated and coordinated by Main Facilitating Institution (Main FI). The list of the five interdisciplinary areas and the Main FIs are provided in the table below:
The 5 Interdisciplinary Areas Biotechnology Disaster Mitigation Global Environment Natural Resources/Materials New/Renewable Energy Main Facilitating Institutions De La Salle University (DLSU) Gadjah Mada University (UGM) University of the Philippines-Diliman (UP) Universiti Sains Malaysia (USM) Institut Teknologi Bandung (ITB)

It is important to note that the interdisciplinary research is not to be implemented as new fields, but to be implemented under the collaboration of the existing nine host fields. AUN/SEED-Net students who will conduct the CR in these interdisciplinary areas must be accepted by the HIs for the respective host fields where the interdisciplinary research areas are included in their research themes. 4) To promote more involvement with the regional industry and community, the CR should be implemented in any of the two orientations: industry-oriented research with hi-end technology and community-oriented research with lower-end technology/appropriate technology, whether the research is in fundamental fields or interdisciplinary areas. a) Industry-oriented research For ASEAN development, the CR should meet the needs of and involve core industries in the region, with focus on regional small and medium enterprises (SMEs). Any industries can get involved in the CR projects if they are interested. b) Community-oriented research To help solve common issues of the region and to create new inventions for upgrading living quality, the CR for community should be conducted with focus on appropriate technology suitable and applicable for different areas/countries.

4. Persons Involved in a Collaborative Research Project Persons involved (compulsory) Advisor of AUN/SEED-Net student at HI Faculty staff of JSU Faculty staff of other MI, preferably SI AUN/SEED-Net student(s) Role Principal investigator (submit the proposal) Co-investigator Co-investigator (conduct thesis research under CR project)

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Guidelines for Collaborative Research Program

Persons involved (not compulsory) Co-advisor at HI Alumni Local graduate student(s) at HI Governmental/industrial sector, community, non-MIs, other networks/regions, etc. Co-investigator Co-researcher Research assistant

Role

Co-researcher, co-sponsor (not financially supported by the Project)

Remarks: (1) A faculty staff can be principal investigator for maximum four (4) AUN/SEEDNet students in total. (2) The support amount of this 1st batch call is basically for AUN/SEED-Net students enrolled at HIs before April 2008.

5. Expectation 1) CR themes and topics should be discussed thoroughly and selected with consensus among MIs and JSUs. 2) CR projects are encouraged to have involvements of AUN/SEED-Net alumni, local graduate students, non-MIs, the government, the industry, the community, and other networks/regions if possible. 3) CR projects are expected to challenge regional comparative study or innovative solutions for the common problems of the ASEAN region. 4) Direction, progress and results of the CR projects are expected to be discussed and presented regularly at the AUN/SEED-Net Regional Conferences. 5) Collection of research results should be published as a comprehensive book of each identified CR theme under the AUN/SEED-Net Project. 6) Research results should be accepted for publication in proceedings and/or journals. 6. Ceiling Amount of Support for Collaborative Research / 1st batch This ceiling amount as well as the breakdown of support in Item 7 will be applied to all research funds given under the Collaborative Research Program, regardless of the funding sources. -- (Regular Annual Amount) -Type of students per one AUN/SEED-Net master‟s student per one AUN/SEED-Net doctoral student Regular annual amount US$ 3,800 US$ 5,700

The CR budget for each student for the 1st batch of the Japanese Fiscal Year 2008 (April 2008 – March 2009), is allocated as shown below:

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Guidelines for Collaborative Research Program

7. Breakdown of Support
Item Honorarium Research Expenses Sub-item, Definition Advisor‟s supervision fee & all other minor personnel costs International travel SN student (for research activity in his/her home city) SN student (for research activity in other cities in home country or other ASEAN countries) SN student (for research activity in Japan) Regular Ceiling US$ 950 US$ 1,425 Air ticket (discounted economy) Travel insurance (***) Air ticket (discounted economy) Accommodation (*) Travel insurance (***) Air ticket (discounted economy) Accommodation - US$ 100 / night Travel insurance (***) Air ticket (discounted economy) Accommodation - Japan : US$ 100 / night - ASEAN : (*) Travel insurance (***) Seminar registration fee Air ticket (discounted economy) Accommodation (*) Travel insurance (***) Daily Allowance (**) & Accommodation (**) Accommodation (**) Remarks per one AUN/SEED-Net master‟s student per one AUN/SEED-Net doctoral student Research trip plan is required (2 weeks prior to the trip). Research trip plan is required (2 weeks prior to the trip).

SN student (for presentation in AUN/SEED-Net Regional Conference or any International Conference in ASEAN or in Japan) (****) Principal or Coinvestigator (within ASEAN only) Domestic travel Principal or Co-investigator SN student including graduate student of HI

- accompanied by advisor (under Short-term Visit Program to Japan) - maximum supporting period : 10 days - Research trip plan is required (2 months prior to the trip). Acceptance letter from the conference organizer & paper accepted by the conference are required. - during conference only - No support for accommodation in case of home city

- Research trip plan is required (2 weeks prior to the trip).

Small equipment & spare parts Reference books Report printing Consumables Experiments Seminar registration fee Short course training

Research trip plan is required (2 weeks prior to the trip). Research trip plan is required (2 weeks prior to the trip). In case sub-total of this category is over 70% of grand total budget, please give reason to justify your proposal.

incl. office supplies

SN student

With approval / justification from advisor.

(*) Please refer to the maximum rate for trip allowance under the AUN/SEED-Net Project (in Application Form, Item 8). -5Guidelines for Collaborative Research Program

(**) (***)

Follow the rate of each HI. Insurance - Insurance during the trip is strictly required. Insurance policy must cover not only death and accident, but also medical treatment for illness. - Traveler must submit a trip plan and a copy of insurance policy before the trip starts. - For those who already have insurance for death, accident, and illness with world-wide coverage, they can submit only a photocopy of their own insurance before the start of the trip, without the need to purchase additional insurance. (****) CR Support for Participation in International Conference - Strictly only for AUN/SEED-Net students - In case of international trip to participate in AUN/SEED-Net Regional Conference or international conference, student‟s presentation at the conference is a must. - In case of conference (international/domestic) within the host country, student‟s participation can be supported with or without presentation.

8. Submission of Reports Principal Investigators are required to submit the following reports to the AUN/SEED-Net Project. Failure to submit the required reports will result in withholding future installments.
Report Type Technical Report Financial Report Submission Time At the end of the Japanese Fiscal Year (end of March) (The Financial Report Guidelines will be forwarded to each Principal Investigator whose proposal is approved after the signing of the Project Contract.)

9. Financial Management 1) Contract period of the CR projects approved in 2008/1st batch is 1 April 2008 – 31 March 2009. 2) The Project Contract will be signed every single Japanese Fiscal Year. 3) New Project Contract for an on-going research project will be signed upon the AUN/SEED-Net Project‟s confirmation on validity of the project and its adequate implementation under the previous contract. 4) Only official bank account of the university or equivalent to which the principal investigator belongs is applicable. 5) Carryover of funds (surplus or deficit) from one financial year (April – March) to the next is not permitted. Expenditure incurred before the Contract signing date and/or after the Contract termination date will not be accepted.

10. Application Endorsement
Item Individual proposal Entire set of proposals Required endorsement Head of Department Cover letter from Dean or Representative of HI

11. Deadline Proposals either in hard or soft copies (PDF or JPG format) should be submitted to the AUN/SEED-Net Project before 25 March 2008. Remarks: This Implementation Guidelines and other information of AUN/SEED-Net Member Institutions and Japanese Supporting Universities are available on the website www.seed-net.org. -6Guidelines for Collaborative Research Program

(ASEAN University Network / Southeast Asia Engineering Education Development Network)

APPLICATION FORM

Collaborative Research Program 2008 (1st batch)
Application form can be downloaded from http://www.seed-net.org/ and can be photocopied as needed. Please print or type all entries. Please submit either hard or soft copies (in PDF and JPG format) of the proposals to the below address by 25 March 2008. AUN/SEED-Net Project (Collaborative Research Program) Tel: (66 2) 2186419, 2186420, Faculty of Engineering Bld 2, Rm109 - 110 2186421 Chulalongkorn University Fax: (66 2) 2186418 Bangkok 10330, THAILAND E-mail: prog@aun-seed.net

Photo
(Taken within the past 6 months)

Program Guidelines
Applicants should study the Implementation Guidelines of the Collaborative Research Program 2008 (1st batch). It is advisable to provide detailed information and description for each item below, and attach supporting documents when necessary.

1

Applicant (Principal Investigator)

Please also attach a CV of the Principal Investigator – use CV format in the Attachment. In case there is Co-Advisor(s)/Co-Investigator(s) at the same HI, please fill the name(s) of the Co-Advisor(s)/ Co-Investigator(s) in Item 6.1. 1.1 Family Name Given Name(s) 1.2 Gender (Please mark √) Male Female 1.3 Current Status/Position 1.4 Department/Faculty 1.5 University 1.6 Contact Address (Mailing Address) Tel / Fax Mobile E-mail Address

2
2.1 2.2

Proposed Collaborative Research Project Title & Estimated Period of Research Project
(The CR Umbrella given in (2.2) must be one of current CR umbrellas proposed by your Institution.) Collaborative Research Project Title Under the Collaborative Research Theme (Umbrella) Total Period of Months Research Project From To

2.3

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Guidelines for Collaborative Research Program

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3.1 3.2 3.3 3.4 3.5 3.6

Partner from Japanese Supporting University (Co-Investigator) - Compulsory
Family Name Given Name(s) Gender (Please mark √) Current Status/Position Department/Faculty University Contact Address (Mailing Address) Tel / Fax Mobile E-mail Address

Male

Female

4
4.1 4.2 4.3 4.4 4.5 4.6

Partner from Member Institution, Preferably Sending Institutions of Students (Co-Investigator) - Compulsory
Family Name Given Name(s) Gender (Please mark √) Current Status/Position Department/Faculty University Contact Address (Mailing Address) Tel / Fax Mobile E-mail Address

Male

Female

5

AUN/SEED-Net Master’s and/or Doctoral Degree Students Involved in the Project - Compulsory

5.1 Number of AUN/SEED-Net Master‟s Students Involved 5.2 Number of AUN/SEED-Net Doctoral Students Involved * This form is for AUN/SEED-Net students enrolled at Host Institutions before April 2008. ** If there are more than two students involved in the project, please supply all names and details by duplicating the table below. (SI = Sending Institution where student belongs; HI = Host Institution where student is studying) a. b. c. Full Name Gender (please mark √) SI Dept./Faculty at SI Current status at SI Status at HI and Enrolment Year Contact Address (Mailing Address) at HI Tel / Fax Mobile E-mail Address Thesis Topic Supervisor‟s name Full Name

Male

Female

d.

Master‟s student

Year …….

Doctoral student

Year …….

e. f. a.

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Guidelines for Collaborative Research Program

b. c.

d.

e. f.

Gender (please mark √) SI Dept./Faculty at SI Current status at SI Status at HI and Enrolment Year Contact Address (Mailing Address) at HI Tel / Fax Mobile E-mail Address Thesis Topic Supervisor‟s name

Male

Female

Master‟s student

Year …….

Doctoral student

Year …….

6

Other Partners Involved in the Project (Co-Advisor at HI, Local Graduate Student, AUN/SEED-Net Alumni, Non-Member Institutions, Government, Industry, Community, Other Networks/Regions) - Optional
(Please give brief details of other partners if any. More rows can be added to the table below if needed.) Co-Advisor at HI Full Name AUN/SEED-Net Alumni Full Name Current Position Current Institution Local Graduate Student(s) Number of Master‟s Students Number of Doctoral Students Others e.g. Non-MI(s), Government, Industry, Community, Network(s), etc. Name of Affiliation(s) Funding (please mark √) With funding Without funding

6.1 6.2

6.3 6.4

7

Contents of the Research

Please elaborate the following topics as clearly as possible. 7.1 Justification of the Project

7.2

Outputs expected from the Project

7.3

Research methodology

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Guidelines for Collaborative Research Program

7.4

Prior on-going research activities

7.5

Describe the role of each AUN/SEED-Net student in case two or more students are involved

7.6

Plan for collaboration with Japanese Supporting Universities

7.7

Plan for collaboration with other Member Institutions

7.8 Plan for collaboration with non-Member Institutions, government, industry, community, and other networks/regions (if any)

8

Budget Details for Japanese Fiscal Year 2008

Please fill in the budget figure only for the period of April 2008 – March 2009 Please note that items such as „miscellaneous‟ or „contingency‟ are not supported by the AUN/SEED-Net Project. Breakdown of all items must be provided in the following breakdown sheets. Budget Item Contribution to be requested Contribution from from AUN/SEED-Net other sources for JFY 2008 (please specify the sources) 8.1 a b c 8.2 a International Travel Expenses Airfare Daily allowance Accommodation Domestic Travel Expenses Transportation Sub-total (US$) = Sub-total (US$) =

Sub-total (US$) =

Sub-total (US$) =

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Guidelines for Collaborative Research Program

b c 8.3 a b c d e f g h

Daily Allowance Accommodation Research Expenses Honorarium including administrative cost Small equipment & spare parts Reference books Report printing Consumables Experimental expenses Seminar registration fee Short course training fee outside HI (advisor‟s approval is required) Grand Total (US$) Sub-total (US$) = Sub-total (US$) =

Maximum rate for the trip allowance under the AUN/SEED-Net project (Unit=US$) Class Singapore Other ASEAN countries Daily allowance Accommodation Daily allowance Accommodation 1 2 3 45 35 --130 120 100 30 25 --90 80 70

From June 2003 Remark Professor Associate Professor Assistant Professor Lecturer Student

9
9.1 a.

Breakdown Sheet of Cost Estimates for JFY 2008 (1st batch)
INTERNATIONAL TRAVEL EXPENSES

Please fill in the budget figure for the period of April 2008 – March 2009 (US$) Fare # Persons Amount From – To

Airfare

Sub-total b. Daily Allowance Unit Day # Persons Amount

Sub-total c. Accommodation Unit Night # Persons Amount

Sub-total 9.2 a.
DOMESTIC TRAVEL EXPENSES

Transportation

(US$) Destination Transportation Mode

Fare

# Persons

Amount

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Guidelines for Collaborative Research Program

Sub-total b. Daily Allowance Unit Day # Persons Amount

Sub-total c. Accommodation Unit Night # Persons Amount

Sub-total 9.3 a. RESEARCH EXPENSES (US$) Honorarium Job Title including administrative Cost

Unit

Month

# Persons

Amount

Sub-total b. Small equipment & spare parts Item Unit Quantity Amount

Sub-total c. Reference books Title Amount

Sub-total d. Report printing Title Unit Pages Set Amount

Sub-total e. Consumables Title Unit Quant. Amount

Sub-total f. Experimental expenses Location Experiment Detail Amount

Sub-total

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Guidelines for Collaborative Research Program

g.

Seminar registration fee

Date / Venue

Seminar Title (Full)

Amount

Sub-total h. Short course training outside HI (advisor’s approval is required) Sub-total Course Title Training Period Amount

10

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. 10.1 10.2 10.3 10.4 10.5 This application, completed with photo & signature Cover letter signed by the Dean or the Representative of Host Institution Letter, e-mail, or any evidence showing the commitment of Co-Investigator in JSUs CV of the applicant (Principal Investigator) Others (please specify)

11

Declaration

I declare that all information supplied in this application as well as the attached documents are true and correct to the best of my knowledge. I have contacted with Co-Investigator in JSUs and he/she has already expressed his/her commitment to this collaborative research project. I also contacted the coordinator in Field Coordinating University (FCU) and he/she agreed to endorse this project. Applicant Name: Signature: Endorsement by Head of Department Name: Signature:

Date:

Date:

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Guidelines for Collaborative Research Program

ATTACHMENT Format of the Curriculum Vitae 1. Personal Data Name Nationality Department, faculty, university Title of position held Tel. Fax.

Date and Place of Birth Gender

Address E-mail:

2. Educational Qualifications 2-1. Academic Qualification (Repeat as necessary) Degree: Year: Field: Name of Institution: 2-2. Research Experience Number of years of experience in the field related to the project: Field of specialization: 2-3. Research Achievements List of Major Publications within 5 years:

Other relevant information:

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Guidelines for Collaborative Research Program