FAQ

Applicant eligibility

May scientists apply from overseas? Yes. However, eligibility is restricted to those who can communicate in Japanese or English.
Are those not affiliated with a university or research institute eligible to apply? Are students eligible? Yes, individuals unaffiliated with a university or research institute may apply. However, the applicant must organize and conduct active research throughout the time period stipulated by the grant as the primary researcher. In the case of a student applicant, the student must be the primary researcher, listing his or her supervisor as a collaborator.
Are those who have received other grants or subsidies eligible to apply? Yes. However, the research topic should differ from that supported by a grant from another source.
If we are awarded a grant, may we reapply the following year? Yes.
I am currently applying as a collaborator; am I eligible to apply during the same year as a primary researcher with a different research topic? Yes.

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Completing the application

How do I apply for research grants? You can apply using on Bee-RAC after registering.
Can I see past application information? You can see them on Bee-RAC. If there is any demand, the secretariat will add the past application information, however it may take time to do so. Please let us know if you would like see past application information immediately.
How many grants will be awarded this year? As the number varies slightly depending on application content, we do not disclose the figure. If there are many applications describing creative research topics, the number will be greater than usual.
May one individual apply with multiple research topics? Yes. However, a separate application form is required for each topic. Moreover, applicants should note the fact that they are submitting multiple applications in the Additional Information section of each application form.
May I reapply with the same topic as in a previous year? Yes. Any progress made in the research should be detailed in the new application.
I am a past grant recipient, and wonder in which category I should apply with my new topic this year. You should apply in the applicable category (which should something other than Continuing Research).
Please tell me which topics were selected in the past. Kindly refer to the Yamada Research Grant website, where we list "Awarded Topics" in the "Past Research Theme" section.
What should I do if I have a vast amount of information to include in my application? Make every effort to summarize. If the application form simply cannot contain everything, make a PDF attachment.
In the Publications section, should I only report papers for which I was the corresponding author, or should I include those which I co-authored? There are no particular restrictions. You may also include co-authored papers. Please report all authors of any papers you include in your application.
Do I need permission from the ethics committee to apply? Permission is not required for application, but grant money and samples are transferred to recipients after permission is obtained from the ethics committee. In addition, for human clinical trial samples, it takes a few months when manufacturing is necessary.
May I send my application and other documents by e-mail or post? Only entries using the Bee-RAC are accepted. Applications sent by e-mail or through the postal system are not eligible for consideration.
If the application form is accessed and opened from the website, will the application still be considered even if sent after the application period ends? Only applications completed by the deadline are considered. As there may be a last-minute rush immediately prior to the deadline, individuals should allow leeway in completing their applications.
Once submitted, can applications be revised? We accept revisions within the submission deadline.
May I apply with a 2-year research plan? For those in preventive medicine research please draft research plans for 1-2 years. However, please note that selection is every year. After the first year, we will evaluate your progress and consider you for continuing research. For bee research, please submit your application with a research plan for 1 year.
Do I need to provide a reference when applying? Not necessarily.
Which materials should I attach to the application? Please attach any publications, charts, and graphs relevant to your proposed topic, along with your papers or presentations.
When will grant recipients be announced? All applicants will be informed of the results by e-mail approximately 3 months after the application deadline. We will utilize the e-mail address on the application form, so please ensure that it is correct. Results (awarded topics, recipients' names, and affiliated institutions) will be disclosed on the grant website.
Are there established review criteria? Review criteria are listed under Application Guidelines (see the relevant link).
Are decisions based solely on submitted applications? Decisions are generally based on submitted applications. However, interviews may be conducted for grants reflecting large sums or protracted research periods.
Will details of how decisions were reached be disclosed? As screening is conducted with strictest impartiality according to set criteria, inquiries concerning specific grant decisions cannot be addressed.
Can you return my attached materials? Attachments cannot be returned.
What sorts of research materials can be provided? Our grant website lists Available Research Materials.
I would like to know the specifics of available research materials. Our grant website lists basic information, reference papers, and information pertaining to raw materials under Available Research Materials.
I am not certain of which raw materials to use. At the grant awards ceremony, researchers explain available raw materials, and award recipients may consult with them before reaching a decision. Requests may be made on the application form. Each raw material is listed under Available Research Materials. As a rule, (1) we provide research materials resembling actual products and (2) in animal and in vitro experiments, we provide research materials closely resembling raw materials.
May we use materials other than those from honeybees? Yes. Please see our corporate website for details.
Are all supplements acceptable for use as research materials? As a rule, research topics should employ research materials provided by the grant. However, in the case of unusually creative research, we may make an exception.
I would like to review past research data related to honeybee products. The Available Research Materials page of our grant website provides information on research materials. Please also refer to the website's Past Research Results page as well as the Honeybee Reference Database at the Institute for Bee Products and Health Science website.
Who is on this review ? The researchers with high expertise in academic research institutions and universities around the nation will review.

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Research funds

How should I calculate my required research costs? Please make a detailed estimate of required expenses for your proposed topic based on the categories below. Grant officials will use this to determine the final grant amount. 1) Research materials (utensils, disposable items, animals, etc.) 2) machinery 3) data analysis fees 4) personnel 5) indirect costs 6) miscellaneous expenses (communication, meetings, publication submission fees, conference registration fees, etc.)
*Indirect expenses and those related to academic presentations are included as research costs, and should be included if applicable. Expenses related to clinical trials and academic presentations will be paid once the necessary statements and receipts have been submitted.
What procedures should I follow to receive the grant money? Procedures concerning grants, endowments, and the like differ from one university or institution to another, so we will consult with recipients to determine the ideal procedure in each case.
When will the grant money be transferred? Grant money is generally transferred the last day of the month following completion of required paperwork. However, in the case of human trials, grant money will generally be transferred the last day of the month following completion of paperwork once the Yamada Research Grant officials have been contacted by the Ethics Committee of the applicable university or institute. Conference fees (including travel expenses) and publication fees will be paid following submission of receipts (or copies thereof) and copies of presentation summaries or PDF/Word versions of accepted papers to the Yamada Research Grant secretariat. Such reimbursement requests must be included in the grant application.
Is it possible to transfer part of the grant money to collaborators? As a rule, grant money is transferred to the primary researcher. However, you may consult with the grant secretariat about exceptions.
If a grant is awarded for multiple years, is it paid in its entirety the initial year? The grant may be paid annually based on your submitted plan following an informal decision. However, an interim report must be submitted, and continuation of your research will be re-evaluated.
Are there cases in which the grant money must be refunded? If reports are not submitted on time, if research strays remarkably from the content of one's application, if results preceding the grant award are reported, or if behavior is evidenced which is not in compliance with the spirit of the grant, the grant may be terminated and a request made for a refund in part or in full. (Please refer to Section 18 of the Guidelines for details.)
Must any unused portion of the grant be refunded? If there is no infringement of Section 18 of the Guidelines, there is no need to refund unused portions of the grant. Such monies may be used in subsequent research.
May we submit copies of receipts for purchased materials, or are original receipts required? Copies will suffice.
May indirect expenses be claimed? Indirect expenses should be clearly stated, and may be claimed in accordance with the rules of your institution. When claiming indirect expenses, please attach the rules from your institution.
May I claim expenses for contracted experiments? Yes. Please submit a copy of invoices, bank transfer notifications, and a report of the contracted experiment(s) with your final report.
May I claim publication submission and conference registration fees as expenses even if they are not directly related to my research topic? No. Moreover, publication submission fees are paid after notification of acceptance for publication, and must be stated on your application.
I am planning to attend a conference, and wonder which destinations qualify as "remote locations." "Remote location" indicates any location, including islands, exceeding a distance of 1,000km from the Hokkaido-Okinawa span.
If I join an academic organization, may I claim the annual membership fee as an expense? Conference registration fees may be claimed if the primary researcher is making a presentation. Please refer to the relevant Guidelines appendix for details of expense appropriations.
May I include equipment-related expenses in my application? Yes. It falls under point #2 (machinery) in the expense classification list. Please include such expenses in your final report. However, research expenses will be evaluated following receipt of your application. You should make your final plan in accordance with our budget determination.
May I purchase items not mentioned on my application? Items required in the course of your investigation may be purchased if they fall within your awarded budget. However, if the items not mentioned in the application exceed 100,000yen you need to submit a budget change request form.
May I include personnel-related expenses as research expenses? Personnel expenses for individuals other than the primary researcher may be included. These are limited to 5,000 yen x 1,500 hours/person. Please refer to the relevant Guidelines appendix for details.
Is it necessary to withhold taxes for personnel-related expenses? Yes. This should be done by the primary researcher or by his/her affiliated institution. The primary researcher is subject to tax withholding once grant funds have been transferred to his/her account or that of the affiliated institution.
Grants are scheduled to be awarded by the end of December 2016. What should I do if there are expenses prior to that time? Expenses falling within the research period (from October 2016 onward) may be calculated. Such expenses should be dealt with using other research funds.

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Following selection of grant recipients

What is the flow of events between award announcements and grant money transfer? 1) Following informal notification, if the recipient agrees with the terms of acceptance, he or she should revise the research plan in accordance with the conditions offered and return the final application and signed agreement to officials. 2) Once officials approve the above documents, the grant application will be sent to the recipient's affiliated institution. 3) Once the institution sends the relevant bank information and invoice, paperwork will be processed and the grant transfer will be made. The planned transfer date is by the end of November 2016. If human trials are involved, after step 2 grant officials must receive communication from the Ethics Committee of the relevant institution or research facility prior to processing the bank transfer.
Are formal progress reports required? A final report must be submitted. This can be done orally or with a poster presentation. Reports are generally made every year between December and March. Recipients in the continuing research category participate each year with a progress report.
What is the format for research reports? A final written report is submitted at the end of the research period. Those with continuing awards should submit a progress report each year. Recipients are also asked to present their results in seminars. Recipients may also be asked to submit reports on other occasions, and will be consulted about deadlines.
Where are the awards ceremony and seminars held? The awards ceremony is held at the headquarters of the Yamada Bee Farm Corporation (Kagamino-cho, Tomada-gun, Okayama Prefecture). Seminars are usually held in Okayama City, but this year's location has yet to be determined.
Should transportation costs to the awards ceremony and seminars be personal expenditures? We will cover the recipient's travel expenses to the awards ceremony, and the speaker's expenses to seminars.
Are there any academic presentations prior to the research seminar? The recipient may present research results at events other than the seminar, as long as the secretariat is informed in advance. Planned conference presentations should be reported 30 days in advance if possible, and the secretariat should be informed in advance of journal submissions. Academic presentations should always acknowledge receipt of a Yamada Research Grant. Please refer to Section 13 of the Guidelines: Additional Information (3) Presentation of Research Results.
Is attendance required at the awards ceremony and seminars? Yes, grant recipients must attend the awards ceremony which follows informal notification of grant decisions, as well as the seminar which follows submission of the final written report. If absence from these events is unavoidable, the individual should state the reason and a delegate should attend. Attendance at the awards ceremony is voluntary from the second year onward for recipients of Continuing Research awards, but seminars must be attended each year.
It may be difficult for overseas-based recipients to travel to Japan. Is it acceptable for such recipients to submit a final report and not attend the seminar? We generally ask for a delegate to attend and make the seminar presentation. The secretariat should be consulted concerning this matter.
Is approval from the Ethics Committee of a collaborator's affiliated institution acceptable, or does such approval need to come from the primary researcher's institution? Yes, as long as the affiliated institution's ethics committee approves.
If my research is unavoidably delayed, may I ask for an extension? If there is a warranted reason for the delay, a written request for an extension may be submitted and a decision will be reached by grant officials. (For details, please refer to section 14 of the Guidelines.)
If my research must unavoidably be suspended or abandoned for childbirth, childcare, or a related issue, what will happen? In such a case, must I refund the grant money? If the research must be abandoned during the research period, formal written notice must be submitted. For details, please consult the Guidelines. It may be possible to change the primary researcher or a collaborator, or to change the content of the research plan. For details, please consult the grant secretariat. If Section 18 of the Guidelines is applicable, part or all of the grant may need to be refunded.

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