1

Guidelines for the Yamada Research Grant Application(General Rule)
Article 1. The guidelines for Yamada Research Grant Application (hereafter referred to 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, bee products or natural products, 2) promoteand support honeybee research activities, 3) scientifically prove the traditionally claimed
utility of bee products, and 4) contribute to the development of the beekeeping industry andresearch in preventive medicine and environmental protection including the habitat ofhoneybees through the use of honeybee, bee products, and natural products.
(Grant Application Eligibility)
Article 3. Within this guideline, an “applicant” refers to the person who applied for the“Yamada Research Grant,” passed an inspection primarily comprised of experts from academic
research institutions and industry including those examiners from outside, received an
informal notice for the research grant (hereafter referred to as“Informal Notice”), submitted

the grant application and written pledge pertaining to “Yamada Research Grant” (hereafterreferred to as “Grant Application and Written Pledge), as well as the research plan pertaining
to the “Yamada Research Grant” (Form 1, Appendix. Hereafter referred to as “Research Plan”).
3-2. The recipient of the grant must be 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(4) Submission of all required reports and reporting at the Results Briefing(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) and Research Plan
(Form 1 Appendix).
(Research Period)

2

Article 5.

The research period refers to the period specified in the informal notice. Extension

to the research period require the approval of Yamada Bee Company, Inc. (hereafter referred toas “Yamada Bee Company”) as stated on Article 13 (Reporting Delays the Research Grant).
5.2. Receipt of the grant from the 2nd year of the research grant period requires the approval of
Yamada Bee Farm by interim evaluation, as stated on Article 15, Clause 2 (Reporting Research
Results).
(Grant-eligible Expenses)
Article 6. The grant must be awarded to cover expenses for original research using honeybee,
bee products, and natural products. The expenses to be subsidized are those specified underthe expenses classification at the appendix form (to be filled out), subject for approval by
Yamada Bee Company.
(Grant Application)
Article 7. In order to apply for and receive the grant, the applicant shall submit to Yamada Bee
Company in digital form each of the following by the date specified: Grant Application Formand Written Pledge (Form 1), Research Plan (Form 1, Appendix), subsidy application form
related to the “Yamada Research Grant” (Form 2, hereafter referred to as “Subsidy ApplicationForm”), bank transfer request relating to the subsidy for “Yamada Research Grant” (Form 3,
hereafter referred to as “Bank Transfer Request”, or form specified by affiliated institution).
However, submission of the subsidy application form (Form 2) is only necessary when deemedso by the applicant’s affiliated institution. It shall be submitted to the applicant’s affiliatedinstitution after Yamada Bee Company has affixed its seal on the subsidy application form
(Form 2). In addition, the applicant may use the designated forms from his/her affiliatedinstitution if he/she is unable to conduct the necessary procedures using the forms specified
here. However, as a rule, research expenses are to be issued as “grant money”.
7.2. Receiving the grant from the 2nd year of the research grant period requires submission of
the following electronic data by the date specified: tothe approval of Yamada Bee Company

by interim evaluation, as stated on Article 15, Clause 2 (Reporting Research 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, or form designated by affiliatedinstitution). However, submission of the subsidy application form (Form 2) is only necessary
when deemed so by the applicant’s affiliated institution.
(Withdrawal/Change of the Grant Application)

3

Article 8. In the case that the applicant disagrees with the content of the informal notice or its
conditions, desires to withdraw his/her grant application, or requires a change in the specified
conditions, the applicant shall submit a request in writing (free format) to Yamada Bee
Company within 14 days after receipt of the informal notice.
(Determining Grant Approval)
Article 9. Applications submitted according to Article 7 (Grant Application) including grantapplication form and written pledge (Form 1), and research plan (Form 1, Appendix) shall be
evaluated by Yamada Bee Farm to determine approval of the grant. The applicant shall be
notified with an Acceptance Certificate.
(Granting of Subsidy)
Article 10. As a rule, Yamada Bee Company shall begin processing the subsidy by the end of themonth that the following documents are 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). The grant shall be deposited to the applicant’s account as
specified in the Bank Transfer Request (Form 3, or form specified by affiliated institution) at
the end of the next month.
10.2. For applicants requiring a clinical study, shall submit a copy of a confirmation certificate
from the ethical committee for the research grant along with a research plan approved by the
ethical committee. This is in addition to the documents in article 10 item 1. The funds shall besent to the bank account designated by the applicant in the bank transfer request (Form 3 orform used by affiliated institution) by the end of the month following the month that the
documents were received.
10.3. Subsidy for travel and transportation expenses and paper submission fees (hereafterreferred to as “Scientific Presentation Expenses”) shall be processed after the presentation
ends, as stated on Article 10 (Granting of Subsidy). The funds shall be sent to the bankaccount designated by the applicant in the bank transfer request (Form 3 or form used byaffiliated institution) by the end of the month following the month that the documents werereceived.
10.4. The Grant Application Certificate shall be awarded during the Grant Awarding Ceremony
organized by Yamada Bee Company. If the grant research period is 2 years or more, thecertificate shall only be issued on the first year.
10.5. Those receiving research grants are required to attend the Grant Awarding Ceremony
mentioned above. If they are unavailable, they shall send a representative in their place.

4

10.6. Travel expenses and other expenses incurred related to attending the Grant Awarding
Ceremony shall be paid in accordance to Appendix 2. In addition, payment produces shall bedone after the applicant submits proof of said expenses (receipts, travel routes, etc.) as well asa bank account information sheet. The funds shall be sent to the bank account designated by
the applicant in the bank transfer request (Form 3 or form used by affiliated institution) by theend of the month following the month that the documents were received.
10.7. As a general rule, the grant awarded shall 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 giving academic presentations during the research period or within three years
after the research period ends, the applicant may apply for scientific conference costs. When
receiving the grant, the applicant shall submit the following in digital form to the Yamada
Bee Company: Certificate of completion of scientific presentation (Scientific conference
abstract or paper presentation), scientific presentation report related to the “Yamada
Research Grant” (Form 10, hereafter referred to as “Scientific Presentation Report”), andstatement of account pertaining to the “Yamada Research Grant.” After receiving the
documents from the applicant, Yamada Bee Company shall issue the agreed grant amount(Attachment 6, “Scientific Presentation Expenses”) by the next month after the date thedocuments are received.
(Provision of Research Materials)
Article 11. In order to be provided with research materials, the applicant shall write down thesample name, required volume including basis (estimate) on the Grant Application Form andWritten Pledge (Form 1) and Research Plan (Form 1, Appendix) and apply for it using the
Yamada Research Grant application and communication system (hereafter referred to as“Bee-RAC). Yamada Bee Company shall provide research materials to those it deems
necessary and appropriate.
11.2. For a research period exceeding 1 year, the required sample name and volume including
basis (estimate) per fiscal year shall be included in the Grant Application Form and Written
Pledge (Form 1) and Research Plan (Form 1, Appendix), and submitted via Bee-RAC.
11.3. The applicant shall not use the research materials provided by Yamada Bee Company for
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 content or cancel

5

the research, he/she shall submit the following in digital form to Yamada Bee Company foradvance approval.
12.2. Yamada Bee Company 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 details change, theapplicant is required to inform the representative of the “Yamada Research Grant” as soon as
possible by submitting in digital form a Notification of Change (of affiliated institution,
address, contact detail, position) (Form 4, Appendix, hereafter referred to as “Notification of
Change of Representative”).
12.4. If the applicant gains approval to cancel the research grant based on the above
regulations, he/she is required to submit in digital form of the following within 21 days after
receiving approval: final research report related to the “Yamada Research Grant” (Form 6,
hereafter referred to as “Final Report”), final research paper related to the “Yamada Research
Grant” (Form 6, Appendix, hereafter referred to as “Final Research Paper”), as well as the
Accounting Statement (Form 7). In addition, Yamada Bee Company may require thesubmission of a summary report related to the “Yamada Bee Company Research Grant”(Form 6, Appendix 2, hereafter referred to as “Summary Report”) in both Japanese andEnglish in digital form.
(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 shall immediately
submit to Yamada Bee Company in digital form the research grant extension application form
(Form 5, hereafter referred to as “Application for Extension”) pertaining to the “Yamada
Research Grant” and wait for further instruction.
(Progress Report)
Article 14. Yamada Bee Company may require the applicant to submit in digital form aninterim report pertaining to the “Yamada Research Grant” as well as the Accounting
Statement (Form 7).
(Reporting Research Results)
Article 15. The applicant shall create a status report as of September 30 which is the end of theresearch grant period for the year, which includes: 1 copy of Final Report (Form 6), 1 copy ofFinal Research Paper (Form 6, Appendix 1), and 2 copies of the Summary Report (Form 6,
Appendix 2) in both Japanese and English, and submit them together with the Accounting

6Statement (Form 7) in digital form to Yamada Bee Company by October 20. In addition, theFinal Report (Form 6), Final Research Paper (Form 6, Appendix 1), Accounting Statement(Form 7), along with a pledge related to participation in the Yamada Research Grant Results
Briefing (Form 11, hereafter referred to as “Results Briefing Pledge”) shall be submitted by adate determined by the Yamada Research Grant (in the middle of November).
15.2. If the research period exceeds 1 year, the applicant shall submit for midterm evaluation, ineither soft or hard copy, a research results and 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 planned update by
September, and create a midterm report (Form 8) describing the necessity 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 Callfor Grant Proposals. Yamada Bee Company shall 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 theresearch period. If the applicant is unable to attend, a representative must attend in his/herplace. 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 Result Briefing. In addition,
for a research grant period that exceeds 1 year, the general rule is to present at the Result
Briefing after the end of the research period, but depending on the contents of the Midterm
Report (Form 8), the applicant may be required to present multiple times for both themidterm and final report.

The applicant shall submit the Summary Report (Form 6,

Appendix 2) in both Japanese and English and submit the data to Yamada Bee Company by
October 20 of that year. In addition, applicants may attend the Result Briefing of other years
after submission of a Results Briefing Pledge, but as a rule shall need to shoulder their own
expenses.
15.4. Travel expenses and other expenses incurred related reporting grant research results at
the Research Results Briefing shall be paid in accordance to Appendix 2. Procedure for thepayment shall be done after the applicant submits proof of said expenses (receipts, travel
routes, etc.) as well as a bank account information sheet. The expenses shall be paid by theend of the following month after the date the procedures were completed to the bankaccount specified by the applicant.
(Reporting and Promotion of Results)
Article 16. Yamada Bee Company shall avail of the applicant’s permission when reporting andpromoting the results from the research grant. The applicant shall cooperate with Yamada
Bee Company in this. In addition, if the applicant or his/her affiliated institution wishes, an7agreement shall be drafted regarding the official announcement of results pertaining to the
grant-funded research (Form 9, hereafter referred to as “Agreement on the Official
Announcement of Research Results).
16.2. The applicant shall inform Yamada Bee Company in advance of the content, time period,and method of presentation when reporting the research grant results in conferences,
research papers, other publications, or other mass media during the research period orwithin 3 years after the research period. In addition, Yamada Bee Company shall be given
notice 30 days before submission of the abstract for conferences, and before submission of
the research paper. Inform Yamada Bee Company immediately if the advance notice exceeds
the stipulated time. In addition, it shall be acknowledged in reports or presentations that the
research

received

funding

throughtheYamadaResearch

Grant,

andindicateacknowledgement in research papers or other publications as follows:“This research was supported (in part) by the Yamada Research Grant.”
In addition, for paper presentations, please note the test sample specifications under thematerials and methods section.
(Attribution of Results)
Article 17. The industry property rights of the results of this grant research shall be theinventor, the researcher. However, researchers shall grant the Yamada Bee Company anon-exclusive license free of charge.
(Research Grant Accounting)
Article 18. The applicant shall clarify all expenses related to the research grant accounting(Appendix), and submit the Accounting Statement (Form 7) within one month after the endof the research grant period or upon the request of Yamada Bee Company.
17.2. The documents pertaining to the research grant, except for the documents stipulated
above, shall be kept by the applicant for 2 years after the end of the research.
(Refunding the Research Grant)
Article 19. Yamada Bee Company is entitled to demand a full or partial refund of the research
grant funds in the following cases:(1) Establishment of fraud or dishonesty listed in article 20in 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8Research 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) When the applicant has participated in transactions with anti-social forces.
(6) Non-compliance of other regulations as stated in this guideline.
(Prohibition of Misconduct in Research Activities)
Article 20. The applicant shall not engage in any misconduct in research activities. If theapplicant is found to have misconduct, the Yamada Bee Company can have the applicant
return the grant money in full or in partial.
20.2 Misconduct as referred to in the previous paragraph will be defined as the following
items.
(1) Falsification of data or results received and plagiarism of others’ research.
(2) Double posting of essentially the same academic paper in another journal thathas already been published or presented.
(3) Inappropriate authorship where the paper author is not rightly publicized.
(4) Any other acts that contradict research ethics, distort the essence or original
intent of research activities and research results presentations, or impede scientificcommunication in the scientific community.
(Non-Disclosure Agreement)
Article 21. The applicant, affiliated institution, and Yamada Bee Company shall not report,
appropriate or reveal to third parties without permission 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 22. All private information acquired by Yamada Bee Company related to the research
grant shall only be used for purposes relating to the research grant application process,screening, result notification, and granting of research funds. However, Yamada Bee Company
is publicly entitled to announce the applicant’s name, affiliated institution, research theme,
and research results with the permission of the applicant after the research grant application
has been accepted.
22.2. Yamada Bee Company is entitled to disclose, edit, or stop using private information upon9

request of the applicant, and shall comply with the applicant’s wishes as soon as possible, after
verifying the identity of the applicant.
Agenda Items
Article 23. If the applicant cannot abide by the items in these guidelines due to unavoidable
circumstances, the applicant shall immediately contact the Yamada Bee Company and follow
the instructions received.
23.2 For items not listed in these guidelines, the applicant shall follow instructions received
from the Yamada Bee Company.
Supplementary ProvisionThis outline shall be effective from May 15, 2017, and will apply to the research grants for the
fiscal year 2017.

10

APPENDIX 1
Expense Category

Details1.

Research Materials

Expensesneededforpurchasing

equipment

andexperimental animals.


Disposables related to the grant-funded research such as
reagents and columns.

Rental or purchase of tools and devices for creatingmachinery and equipment.

Prototype creation, improvement, installation repair of tools
or equipment contracted to a third-party supplier

2. Machinery andEquipment

Purchase of machines or parts needed by the applicant tocreate a 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
copy of the delivery statement and a photo as proof that themachine has undergone procedures to be managed by theapplicant’s affiliated institution (such as control number
sticker) when submitting the Accounting Statement with thefinal report.

3.

Contracted Analysis

Fee
4. Labor Cost

Expense incurred in contracting inspection or analysis work
to a third 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
per person.

5.

Indirect Expenses

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

6. Scientific
Presentation Costs

Research expenses shall be awarded separately from scientificpresentation costs. In addition, selected applicants may claim up
to 500,000 JPY for scientific presentation costs and paper

11presentation costs combined.


Scientific Presentation Fees, Travel and Transportation Fees:
travel and transportation expenses incurred when theapplicant and research collaborators participate in a scientificpresentation related to the grant-funded research. A set
amount shall be awarded after submission of proof after the
conference (copy of receipt, route, presentation outline, etc).
As a set amount, actual costs of conference participation(excluding society enrollment and membership fees) andtravelexpenses

shall

be

the

transportationandaccommodation expenses (the secretariat will determine if it
is needed based on the presentation time) in line with theregulations.

Furthermore, the limit for conferences abroad

is 200,000 JPY per conference.
Paper Submission Fee: Expenses for submitting andpublishing a paper. A set amount shall be awarded after
submission of documentary proof after the acceptance of thepaper. For English papers, the set amount for paper
submission fees is up to 250,000 JPY; the set amount for
proofreading costs is up to 50,000 JPY. For Japanese papers,
the set amount for paper submission fees is up to 100,000 JPY.

7. MiscellaneousExpenses

Information and Communication Equipment Expenses:
rental or purchase of information and communicationequipment, as well as expenses incurred in their installationand maintenance.
Note: “Information and Communication Equipment” refers
to necessary equipment such as servers, hubs, routers
necessary to create 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:Deliveryandpostagefordocuments or samples related to the grant-funded research.


Meeting fee: expenses incurred for meetings between theapplicant and research collaborators.

12

Note: Maximum of 3,000 JPY/person and limited to thenumber of persons specified in the grant application.
Processing fee: processing fees incurred for payments statedin this document.

13

APPENDIX 2
Expense Category
1. Travel andtransportation expenses

Details•

Necessary expenses related to the Grant Awarding
Ceremony and Research Results Briefing, academic
conferences (only when presenting), and transportation
to joint research institutions necessary for completing
grant research.
*Accommodation expenses: We will cover up to ¥10,000/person
for stays in Tokyo and ¥8,000/person for stays outside ofTokyo. Any accommodation expenses over the above amountwill be the responsibility of the applicant.
*Public transportation: Includes rail, plane, bus, and gas expenses
as a rule. However, the difference in cost for using the green
car of the Shinkansen or business class flights will be the heldby the applicant. In addition, use of taxis is limited to when it
is difficult to use public transportation, for example, when theoperation status is poor us when public transportation is far
away (more than 1km).
*The payment amount shall be calculated based on the receipts(online receipts acceptable) received. Moreover, for gasoline
costs please declare the distance travelled, not the receipt.