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Guidelines for the Yamada Research Grant Application(General Rule)
Article 1. The guidelines for Yamada Research Grant Application (hereinafter referredto as “grant”) are provided as follows.
(Purpose of the Grant)
Article 2. The purposes of providing this grant are 1) to assist in covering the expenses,
in part, of original research that makes use of honeybee or natural products, 2) promoteand support honeybee research activities, 3) scientifically prove the traditionally claimed
utility of honeybee products, and 4) contribute to the development of research inpreventive medicine and environmental protection through the use of honeybee andnatural products.
(Grant Application Eligibility)
Article 3. Within this guideline, an “applicant” refers to the person who applied for the“Yamada Research Grant,” has received an informal notice for the research grant(hereinafter “Informal Notice”), submitted the grant application and written pledge
pertaining to “Yamada Research Grant” (hereinafter “Grant Application and Written
Pledge), as well as the research plan pertaining to the “Yamada Research Grant” (Form 1,Appendix. Hereinafter “Research Plan”).
3-2. The recipient of the grant is required to conduct the appropriate research andundertakes the following responsibilities:(1) Execution of the research(2) Appropriate use of the grant fund(3) Modification or cancellation of the research plan as necessary(4) Submission of all required reports(5) Submission of the record of accounts and copies of certifying documents(Eligible Research)
Article 4. Within this guideline, “research grant” refers to the research content written
in by the applicant in the Grant Application Form and Written Pledge (Form 1) andResearch Plan (Form 1 Appendix).
(Research Period)
Article 5. The research period refers to the period specified in the informal notice.

2Extension to the research period require the approval of Yamada Bee Farm Corporation(hereinafter “Yamada Bee Farm”) as stated on Article 13 (Reporting Delays the ResearchGrant).
5.2. Receipt of the grant from the 2nd year of the research grant period requires theapproval of Yamada Bee Farm by interim evaluation, as stated on Article 15, Clause 2(Reporting Research Results).
(Grant-eligible Expenses)
Article 6. The grant is awarded to cover expenses for original research using honeybee
and natural products. The expenses to be subsidized are those specified under theexpenses classification at the appendix form (to be filled out), subject for approval by
Yamada Bee Farm.
(Grant Application)
Article 7. In order to apply for and receive the grant, the applicant must submit to
Yamada Bee Farm a soft or hard copy of each of the following by the date specified:
Grant Application Form and Written Pledge (Form 1), Research Plan (Form 1, Appendix),
subsidy application form related to the “Yamada Research Grant” (Form 2, hereinafter“Subsidy Application Form”), bank transfer request relating to the subsidy for “Yamada
Bee Farm Honeybee Research Grant” (Form 3, hereinafter “Bank Transfer Request”, orform specified by affiliated institution). However, submission of the subsidy application
form (Form 2) is only necessary when deemed so by the applicant’s affiliated institution.
It will be submitted to the applicant’s affiliated institution after Yamada Bee Farm has
affixed its seal on the subsidy application form (Form 2). In addition, the applicant may
use the designated forms from his/her affiliated institution if he/she is unable toconduct the necessary procedures using the forms specified here.
7.2. Receiving the grant from the 2nd year of the research grant period requires
submission of the following soft or hard copies by the date specified: to the approvalof Yamada Bee Farm by interim evaluation, as stated on Article 15, Clause 2 (ReportingResearch Results), notification of bank account details relating to the subsidy for“Yamada Bee Research Grant” (Form 3), Grant Application Form and Written Pledge(Form 1), Research Plan (Form 1, Appendix), and Subsidy Application Form (Form 2, orform designated by affiliated institution). However, submission of the subsidy
application form (Form 2) is only necessary when deemed so by the applicant’s affiliatedinstitution.

3(Withdrawal/Change of the Grant Application)
Article 8. In the case that the applicant disagrees with the content of the informal noticeor its conditions, desires to withdraw his/her grant application, or requires a change inthe specified conditions, the applicant must submit a request in writing (free format) toYamada Bee Farm within 14 days after receipt of the informal notice.
(Determining Grant Approval)
Article 9. Applications submitted according to Article 7 (Grant Application) including
grant application form and written pledge (Form 1), and research plan (Form 1,Appendix) will be evaluated by Yamada Bee Farm to determine approval of the grant.
The applicant will be notified of the result through the Grant Notification Form.
(Granting of Subsidy)
Article 10. Yamada Bee Farm will begin processing the subsidy immediately after all
required documents have been submitted: the Grant Application and Written Pledge(Form 1, Appendix), Subsidy Application Form (Form 2 or form designated by affiliatedinstitution. *Only necessary when deemed so by the applicant’s affiliated institution.),and a Bank Transfer Request (Form 3). As a general rule, the subsidy amountdetermined under Article 9 (Determining Grant Approval) will be deposited to theapplicant’s account as specified in the Bank Transfer Request (Form 3, or form specified
by affiliated institution) by the next month after the date that all procedures arecompleted.
10.2. Applicants requiring a clinical study must submit a copy of a confirmation
certificate from the ethical committee for the research grant being applied for.
10.3. Subsidy for travel and transportation expenses and paper submission fees
(hereinafter “Scientific Presentation Expenses”) will be processed after thepresentation ends, as stated on Article 10 (Granting of Subsidy).
10.4. The Grant Application Certificate will be awarded during the Grant Awarding
Ceremony organized by Yamada Bee Farm. If the grant research period is 2 years or
more, the certificate will only be issued on the first year.
10.5. The awardees eligible to receive the Grant Application Certificate are required toattend the Grant Awarding Ceremony mentioned above. If they are unavailable, theymust send a representative in their place.
10.6. Travel expenses and other expenses incurred related to attending the Grant
Awarding Ceremony will be paid in accordance to Appendix 2. In addition, payment will
be made after the applicant submits proof of said expenses (receipts, travel routes, etc.)

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as well as a bank account information sheet.
10.7. As a general rule, the grant awarded must be only be used for the purposes listed
in the Research Plan (Form 1, Appendix).
*In principle, indirect cost percentages are up to 10% of total amount of grant funds.
10.8. When receiving the grant, the applicant must submit the following in either soft orhard copy to Yamada Bee Farm: Certificate of completion of scientific presentation(Scientific conference abstract or paper presentation), scientific presentation report
related to the “Yamada Research Grant” (Form 10, hereinafter “Scientific Presentation
Report”), and statement of account pertaining to the “Yamada Research Grant.” After
receiving the documents from the applicant, Yamada Bee Farm will issue the agreedgrant amount (Attachment 6, “Scientific Presentation Expenses”) by the next monthafter the date that all subsidy procedures are completed.
(Provision of Research Materials)
Article 11. In order to be provided with research materials, the applicant must write
down the sample name, required volume including basis (estimate) on the Grant
Application Form and Written Pledge (Form 1) and Research Plan (Form 1, Appendix).
Yamada Bee Farm will provide research materials to those it deems necessary andappropriate.
11.2. For a research period exceeding 1 year, the required sample name and volumeincluding basis (estimate) per fiscal year must be included in the Grant Application
Form and Written Pledge (Form 1) and Research Plan (Form 1, Appendix), andsubmitted in writing.
11.3. The applicant must not use the research materials provided by Yamada Bee Farmfor purposes other than the grant-funded research.
(Changes to the Research Grant Content and Contact Details of the Applicant, orCancellation of Research)
Article 12. In the event that the applicant wishes to change the research grant contentor cancel the research, he/she must submit the following, in either soft or hard copy, toYamada Bee Farm for advance approval.
12.2. Yamada Bee Farm reserves the right to modify or set conditions as necessary whenapproving changes to the research grant.
12.3. Each time the applicant’s affiliated organization, its address or contact detailschange, the applicant is required to inform the representative of the “Yamada Research5Grant” as soon as possible by submitting a Notification of Change (of affiliatedinstitution, address, contact detail, position) (Form 4, Appendix, hereinafter“Notification of Change of Representative”) in either soft or hard copy.
12.4. If the applicant gains approval to cancel the research grant based on the above
regulations, he/she is required to submit a copy of each of the following either within
15 days after receiving approval, or October 14 which is the end of the research period,
whichever date comes first: final research report related to the “Yamada ResearchGrant” (Form 6, hereinafter “Final Report”), Final research paper related to the“Yamada Research Grant” (Form 6, Appendix hereinafter “Final Research Paper”), as
well as the Accounting Statement (Form 7). In addition, Yamada Bee Farm may require
the submission of a summary report related to the “Yamada Bee Farm Research Grant”(Form 6, Appendix 2, hereinafter “Summary Report”) in both Japanese and English andin either soft or hard copies.
(Report of Research Grant Extension)
Article 13. If the applicant expects the research to not be completed within the planned
period, or encounters difficulty in the execution of the research grant, he/she must
immediately submit to Yamada Bee Farm, in either soft or hard copy, the research
grant extension application form (Form 5, hereinafter “Application for Extension”)
pertaining to the “Yamada Research Grant” and wait for further instruction.
(Progress Report)
Article 14. Yamada Bee Farm may require the applicant to submit an interim reportpertaining to the “Yamada Research Grant” as well as the Accounting Statement (Form7) in either soft or hard copy.
(Reporting Research Results)
Article 15. The applicant must create a status report as of September 30 which is theend of the research grant period for the year, which includes: 1 copy of Final Report(Form 6), 1 copy of Final Research Paper (Form 6, Appendix 1), and 2 copies of theSummary Report (Form 6, Appendix 2) in both Japanese and English, and submit them
together with the Accounting Statement (Form 7) in either hard or soft copy to Yamada
Bee Farm by October 20.
15.2. If the research period exceeds 1 year, the applicant must submit for midterm
evaluation, in either soft or hard copy, the research status report as of May of the next
year after receiving the grant (at the start of next year’s Call for Grant Proposal) and6planned update by September, and create a midterm report (Form 8) describing thenecessity of continuing the research and research plan for the next year (October
1-September 30), and submit it together with the Accounting Statement (Form 7)
before the deadline of submission of that year’s Call for Grant Proposals. Yamada Bee
Farm will send notice of the midterm evaluation result through the next year’s Grant
Application Informal Notice.
15.3. The applicant is required to attend the Result Briefing to be held after the end of
the research period. If the applicant is unable to attend, a representative must attend
in his/her place. If an extension application (Form 5) or midterm report (Form 8) has
been submitted, the applicant may be required to present during the next year’s ResultBriefing. In addition, for a research grant period that exceeds 1 year, the general rule isto present at the Result Briefing after the end of the research period, but dependingon the contents of the Midterm Report (Form 8), the applicant may be required topresent multiple times for both the midterm and final report. The applicant must
submit the Summary Report (Form 6, Appendix 2) in both Japanese and English andsubmit it either as a soft or hard copy to Yamada Bee Farm by October 20 of that year.
In addition, applicants may attend the Result Briefing of other years, but will need toshoulder their own expenses.
15.4. Travel expenses and other expenses incurred related to attending the Research
Results Briefing will be paid in accordance to Appendix 2. In addition, payment will bemade after the applicant submits proof of said expenses (receipts, travel routes, etc.)
as well as a bank account information sheet.
(Reporting and Promotion of Results)
Article 16. Yamada Bee Farm will avail of the applicant’s permission when reporting andpromoting the results from the research grant. The applicant must cooperate withYamada Bee Farm in this. In addition, if the applicant or his/her affiliated institution
wishes, an agreement may be drafted regarding the official announcement of results
pertaining to the grant-funded research (Form 9, hereinafter “Agreement on theOfficial Announcement of Research Results).
16.2. The applicant must inform Yamada Bee Farm in advance of the content, timeperiod, and method of presentation when reporting the research grant results inconferences, research papers, other publications, or other mass media. In addition,Yamada Bee Farm must be given notice 30 days before submission of the abstract forconferences, and before submission of the research paper. Inform Yamada Bee Farm
immediately if the advance notice exceeds the stipulated time. In addition, it must be7

acknowledged in reports or presentations that the research received funding throughthe Yamada Research Grant, and indicate acknowledgement in research papers orother publications as follows:“This research was supported (in part) by Yamada Research Grant.”(Research Grant Accounting)
Article 17. The applicant must clarify all expenses related to the research grantaccounting (Appendix), and submit the Accounting Statement (Form 7) within one
month after the end of the research grant period or upon the request of Yamada Bee
Farm.
17.2. The documents pertaining to the research grant, except for the documents
stipulated above, must be kept by the applicant for 2 years after the end of theresearch.
(Refunding the Research Grant)
Article 18. Yamada Bee Farm can demand a full or partial refund of the research grant
funds in the following cases:(1) Establishment of fraud or dishonesty in the research(2) Usage of grant funds for purposes other than those stated in the research plan.
(3) Changes in the research plan, as stipulated in Article 12.1 (Changes to the Research
Grant Content and Contact Details of the Applicant, or Cancellation of Research)where in the actual grant funds used are much lower than the awarded research grant.
(4) When the applicant has not used the subsidy as stated in the research plan (Form 1,Appendix).
(5) Non-compliance of other regulations as stated in this guideline.

(Non-Disclosure Agreement)
Article 19. The applicant and Yamada Bee Farm must not report, appropriate or reveal tothird parties each other’s knowhow, confidential business information, or technology
obtained through the process of conducting the grant-funded research during and after
completion of the research grant period.
(Handling of Private Information)
Article 20. All private information acquired by Yamada Bee Farm related to the research
grant will only be used for purposes relating to the research grant application process,8screening, result notification, and granting of research funds. However, Yamada Bee
Farm can publicly announce the applicant’s name, affiliated institution, and research
theme after the research grant application has been accepted.
20.2. Yamada Bee Farm can disclose, edit, or stop using private information uponrequest of the applicant, and will comply with the applicant’s wishes as soon as possible,after verifying the identity of the applicant.
Supplementary ProvisionThis outline is effective from June 8, 2016, and will apply to the research grants for thefiscal year 2016.

9APPENDIX 1
Expense Category

Details

1. Research Materials

Expenses needed for purchasing equipment and experimental
animals.

Disposables related to the grant-funded research such asreagents and columns.

Rental or purchase of tools and devices for creating machineryand equipment.

Prototype creation, improvement, installation repair of tools orequipment contracted to a third-party supplier

2. Machinery and

Equipment

Purchase of machines or parts needed by the applicant to createa machine or analytical instruments.
Note: Analytical instruments refer to equipment used formeasurement, analysis, and evaluation.

Expenses incurred in creating prototypes, improvements,installation, and repair of machinery by a third-party contractor.

Rental of machinery or analytical instruments
Note: For equipment that costs over 100,000 JPY, include a copyof the delivery statement and a photo as proof that the machine
has undergone procedures to be managed by the applicant’s
affiliated institution (such as control number sticker) whensubmitting the Accounting Statement with the final report.

3. Contracted Analysis

Fee
4. Labor Cost

Expense incurred in contracting inspection or analysis work to athird party.

Expenses and technical fees paid by the applicant to persons
supporting the grant-funded research.
Note: Limit of 5,000 JPY per hour/1,500 indirect man-hours perperson.

5. Indirect Expenses

Facilities maintenance, office maintenance, expenses paid to theaffiliated institution (specify the percentage of indirect expenses
used in the research grant).

6. Scientific Presentation
Fee

Scientific Presentation Fees, Travel and Transportation Fees: traveland transportation expenses incurred when the applicant andresearch collaborators participate in a scientific presentation
related to the grant-funded research. A set amount will beawarded after submission of proof after the conference (copy of10receipt, route, presentation outline, etc). The set amount is 5,000
JPY/person for local presentations (limit of 100,000 JPY /personfor distant locations), and 200,000 JPY/person for international
conferences.
Note: Distant location is defined as 1,000 km beyond the affiliateinstitution.
Paper Submission Fee: Expenses for submitting and publishing apaper. A set amount will be awarded after submission of
documentary proof after the acceptance of the paper. The set
amount is 150,000 JPY/paper for English papers, and 50,000
JPY/paper for papers in Japanese.

7. MiscellaneousExpenses

Information and Communication Equipment Expenses: rental orpurchase of information and communication equipment, as well
as expenses incurred in their installation and maintenance.
Note: “Information and Communication Equipment” refers tonecessary equipment such as servers, hubs, routers necessary tocreate a network. (Same applies below)

Software purchase fee: expenses for purchase of specialized
software and licenses.

Compensation: fees paid to a knowledgeable specialist for
inspection or analysis. Fees paid to a consumer monitor.

Communication expense: Delivery and postage for documents orsamples related to the grant-funded research.

Meeting fee: expenses incurred for meetings between theapplicant and research collaborators.
Note: Maximum of 3,000 JPY/person and limited to the numberof persons specified in the grant application.

Processing fee: processing fees incurred for payments stated inthis document.

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APPENDIX 2
Expense Category
1. Travel andtransportation
expenses (for the Grant
Awarding Ceremonyand Research Results
Briefing)

Details Necessary expenses related to the Grant Awarding
Ceremony and Research Results Briefing.
*Accommodation expenses: We will cover up to¥10,000/person for stays in Tokyo and ¥8,000/person forstays outside of Tokyo. Any accommodation expenses over
the above amount will be the responsibility of theapplicant.
*Public transportation: Includes rail, plane, bus, taxi, and gasexpenses. However, the difference in cost for using thegreen car of the Shinkansen or business class flights will be
the held by the applicant.
*Please submit receipts (online receipts acceptable) for
reimbursement.