Principals and research coordinators must keep in mind that subsidies are covered by taxes, etc., and business must be done in good faith. Please read carefully the following PDF which describes the rules for using subsidies, then make approariate use of subsidies.
It explains how to charge the fee, when the principal investigator moves to a research institution such as another university, or when the research cannot be continued, depending on the situation.
Unused subsidies can be used even after the transfer according to the prescribed procedure.
By following the prescribed procedure, you can use the unused Grants-in-Aid for Scientific Research even if the research institution is transferred. Please note that you are required to submit a "subsidy abolition approval application" when you transfer to an institution that does not qualify for the subsidy.
Transfer of Principal Investigator: When transferring to another institution (after application for grant)
If the principal investigator moves to another research institution such as a university, the principal investigator can continue to use the unused subsidy at the research institution after the transfer. We will send the documents (copy) related to the used subsidy to the research institution to which you are transferring, and send the unused subsidy.
Checklist Please confirm that the institution you are moving to is a research institution defined in the open recruitment guidelines (research institutes defined in the open recruitment guidelines such as universities and inter-university research institutes and colleges of technology).
Procedures required when moving out Please submit the "Notice of Change of Research Institution to which the Principal Investigator belongs" from the research institution to which you are transferred (transferred) to the Ministry of Education, Culture, Sports, Science and Technology or the Japan Society for the Promotion of Science. If you find that there is a possibility of a transfer, please contact the department in charge of Grants-in-Aid for Scientific Research at each campus of the University as soon as possible.
Documents to be submitted ? "Notification of change of research institution to which the principal investigator belongs" (submitted from the institution to which you are moving out) e-Rad (Researcher List) Registration / Change Form (Submitted to the secretariat in charge of scientific research at each campus of the university)
When transferring to an institution that does not have application qualifications If the principal investigator is transferred to an institution that is not eligible to apply for the Grant-in-Aid for Scientific Research, please submit the "Application for Approval for Abolition of Subsidy Projects". In addition, after approval, a performance report (results report of the research period until abolition) will be submitted to the Minister of Education, Culture, Sports, Science and Technology or the Chairman the Japan Society for the Promotion of Science through the research institution (University) to which it belongs, and unused subsidies will be returned.
Please contact the secretariat in charge of scientific research at each campus as soon as possible.
If the principal investigator is unable to continue conducting research due to unavoidable circumstances, please contact the Scientific Research Fund Office of your campus as soon as possible. Submit the required documents to the Ministry of Education, Culture, Sports, Science and Technology or the Japan Society for the Promotion of Science through this university.
Decline of Principal Investigator: Abolition of subsidy projects due to retirement, job change, etc. (after application for grant)
If the principal investigator is unable to carry out the research, please submit the "Application for Approval of Abolition of Subsidized Projects" from the research institution (University) to which the principal investigator belongs. After receiving the approval notice, we will submit a "results report (results report of the research period until the abolition)" and return the unused subsidy. * From 2011, replacement with a research coordinator will not be permitted. If the researcher cannot carry out the research, the subsidy project will be abolished.
If applicable, please contact the Grants-in-Aid for Scientific Research Secretariat of your campus as soon as possible. When submitting the "Application for Approval for Abolition of Subsidized Projects", it was found that if you decide that you will not be able to carry out research due to illness, etc. Please make a prior notification as soon as possible.
Procedures related to abolition Submit the following submissions to the Ministry of Education, Culture, Sports, Science and Technology or the Japan Society for the Promotion of Science through the research institution (University) to which you belong. 1. "Application for approval to abolish subsidized business" 2. "Results report (results report of research period until abolition)" * If you abolish the subsidy project, you will not be required to submit a result report.
Documents to be submitted ■ "Application for approval of abolition of subsidized projects" (submitted to the secretariat in charge of scientific research funds at each campus of the university) ■ "Achievement Report (Achievement Report of Research Period Until Abolition)" (After approval of abolition, submit to the secretariat in charge of scientific research at each campus of the university) e-Rad (Researcher List) Registration / Change Form (Submitted to the secretariat in charge of scientific research at each campus of the university)
You can download each form related to Kakenhi from the following.
There is a way to carry over the subsidy to the next year
Even if the research plan changes, you can carry over the subsidy and continue your research by applying in advance.
What is a carry-over application?
During the course of your research, you can apply for a carry-over if there are unavoidable circumstances such as changing the original plan and extending the research period. Once you apply, the subsidies and funds (final year) can be carried over to the next year only. After applying for carry-over, the applicant will be notified as soon as the notification from the Ministry of Education, Culture, Sports, Science and Technology arrives at the secretariat in charge of scientific research expenses at the campus to which he belongs. (Around February every year)
Please check the method of billing, if the research coordinator moves to a research institution such as another university, or if you cannot continue conducting research, etc., depending on the situation.
It is necessary to submit a "sharing consent form" to the secretariat in charge of scientific research expenses.
The procedure for transferring a research coordinator is different from that for the principal investigator. It is not necessary to notify the Ministry of Education, Culture, Sports, Science and Technology and the Japan Society for the Promotion of Science, but it is necessary to submit the "Shared Consent Form" to the secretariat in charge of scientific research expenses at each campus.
Transfer of research coordinator: When transferring to another institution (after application for grant)
No notification is required to the Ministry of Education, Culture, Sports, Science and Technology and the Japan Society for the Promotion of Science. However, since the principal investigator needs to know the institution to which the research coordinator belongs, the research coordinator re-creates the "sharing consent form" and submits it to the secretariat in charge of scientific research expenses at each campus through the principal investigator. please give me. Please confirm that the institution you are moving to is a research institution defined in the open recruitment guidelines (research institutes defined in the open recruitment guidelines such as universities and inter-university research institutes and colleges of technology).
Submissions ■ Sharing consent form (sent from the post-transfer institution to the principal investigator) e-Rad (Researcher List) Registration / Change Form (Submitted to the secretariat in charge of scientific research at each campus of the university)
When transferring to an institution that does not have application qualifications If you are transferred to an institution that does not qualify for the Grant-in-Aid for Scientific Research, submit a "Research Organization Change Approval Application" through the research institution to which the principal investigator belongs as a procedure to remove the research coordinator from the Minister of Education, Culture, Sports, Science and Technology or Japan Society for the Promotion of Science. Please submit it to the Chairman of the society.
Prior submission of "Research Organization Change Approval Application" is required
When changing the research coordinator, it is obligatory to submit the "Research Organization Change Approval Application" to the Ministry of Education, Culture, Sports, Science and Technology or the Japan Society for the Promotion of Science in advance. Please be careful not to submit it after the fact. The same applies when changing from a research coordinator to a collaborative researcher.
Change / deletion of research coordinator
The research coordinator should submit the "Research Organization Change Approval Application" to the Ministry of Education, Culture, Sports, Science and Technology or the Japan Society for the Promotion of Science in advance through the research institution to which the principal investigator belongs. In addition, when adding a research coordinator, please make sure that the research coordinator is qualified to apply for scientific research funds and that it does not violate the restrictions on duplicate applications. * Please note that if the "Application for Approval of Change in Research Organization" is submitted after the fact, you may be required to submit a statement of reasons for delay, such as the chief engineer of the principal investigator.
■ "Application for Approval of Change of Research Organization" (submitted by the research institution to which the principal investigator belongs) e-Rad (Researcher List) Registration / Change Form (Submit only if you are no longer affiliated with the University or if you are newly affiliated with the University)
When changing from a research coordinator to a collaborative researcher Please submit the "Application for Approval of Change in Research Organization" to the Minister of Education, Culture, Sports, Science and Technology or the Chairman the Japan Society for the Promotion of Science in advance through the institution to which the principal investigator belongs.
