Radiation Effects Research Foundation
Plans for Prevention of Misuse of Research Funds
Chairman, Radiation Effects Research Foundation
Prepared August 29, 2012
Revised March 26, 2020
Causes of misuse

Plans for prevention of misuse

Responsible section/person

 Staff members will be instructed to strictly observethe "Guidelines for purchase of goods," which
include ban on making orders and verifying
delivery of goods by staff other than those in thesection in charge of purchase of goods.
 As for an external research fund, rules for suchresearch fund should be made known andthoroughly followed.
 Not fully understanding theorganization’s rules
 Violation of organization’s rules

 Vendors will be provided explanations on RERF'scontract procedures, payment terms, and methods
for delivery of goods.
 Obtain a written pledge from vendors with certain
track records of transactions assuring that they will
not be involved in misconduct.

 General Affairs Section
 Supply and Property
Section Accounting Section,
Nagasaki Actions shall be taken including suspension oftransaction in compliance with “Standards forHandling of Suspension of Transaction and Other
Actions Relating to Contracts for Purchase ofGoods and Services” to any vendors who areinvolved in misconduct.
Goods Check the research funds execution status in atimely fashion.
 In the middle of the fiscal year, each department
will be requested to submit the estimated executionof research funds and encouraged to systematically
execute research funds.
 As for an external research fund, rules for suchresearch fund should be made known andthoroughly followed.
Orders for purchase of goods are
made mostly at the end of the fiscalyear.

 Research scientists and staff in charge ofaccounting work will be informed of monthly sumsof executed external research funds to enhancewell-planned implementation.
 Concerning Grants-in-Aid for Scientific Research(KAKENHI) and MHLW Scientific Research Grant(kouroukaken) among the external funds, researchscientists will be required to submit an annualexecution plan before use of the grants.

 General Affairs Section Administrative Units Accounting Section
 Supply and Property
Section Accounting Section,
Nagasaki Compliance Promotion
Managers (researchdepartment chiefs andChief of Secretariat)

 Based on the aforementioned approaches, staff
members concerned will grasp the status ofexecuted research funds including the necessity of
the goods purchases, and investigate as required inorder to prevent misuse and unintended use.

HiringRegarding hiring of researchcollaborators and the like based on
external research funds,
fund-related rules are not fullyunderstood.

 The staff members concerned will be thoroughly
informed that hiring based on external researchfunds must be made on the basis of the Personnel
Section's confirmation procedures to prevent
irregularities such as fictitious or duplicate hiring.
 Organizational rules must be followed in terms ofprocedures for payment of honoraria using external
research funds.

 General Affairs Section
 Personnel Section

Payment

To confirm relevant documents has
lost substance.



Organization overall has notshared information on thehandling of research funds or
prevention of misuse
Awareness that research funds
are public resources (the U.S.
and Japanese subsidies,
research funds from relevant
ministries, etc.) is weak.

 All staff members involved in the execution of theresearch funds until the stage of payment of the funds
will be instructed to thoroughly confirm whether there
are fabrications or falsifications involving relevant
documents in order to prevent false billing based on
fabricated business travel, hiring, business
transactions, or the like.
 Regarding external research funds, in addition to
the administrative staff in charge of the external
research funds, other members involved in theexecution of the funds will attend explanatory
meetings held by the funding organizations for the
purpose of sharing information. Also, share
information with other employees concerned
through explanatory meetings organized byadministrative staff.
 The Guidelines for Compliance with Ethics andLaws and Regulations will be observed strictly.
 Compliance training will be provided repeatedly toimprove awareness of fund misuse prevention
among RERF employees.

 Administrative Units Accounting Section
 Supply and Property
Section Personnel Section
 General Affairs Section,
Nagasaki Accounting Section,
Nagasaki General Affairs Section
 Compliance Promotion
Managers (researchdepartment chiefs andChief of Secretariat)

Management Systems

 The chapter “Handling of public research spending”
in APRIN e-learning program (eAPRIN) will betreated as part of compliance education, in whichthose concerned are required to participate.

Monitoring and internal audit
systems from the viewpoint of theorganization overall are notestablished In addition to the current monitoring of the amountsof executed research funds, the organization will
improve its execution-monitoring systems for theresearch funds from the viewpoint of theorganization overall.
 Results from internal audits including those on
external research funds will be provided to those in
the sections involved in the audits for improvement
and prevention of repeated cases.

 General Affairs Section
 Accounting Section
 Chief of Secretariat

 The Accounting Section staff and others concerned
will be encouraged to participate in training
programs on improving the quality of internalaudits, when such programs are available.
 The sections concerned will review the operationalrules and revise content that can induce misuse asneeded.
The organization’s rules havebecome outdated and detached fromsocial norms.

 Chief of Secretariat
 General Affairs Section
 Personnel Section
 Accounting Section
 Supply and PropertySection
 General Affairs Section,
Nagasaki Accounting Section,
Nagasaki