[Text version]

For the Sound Development of Science-The Attitude of a Conscientious Scientist-

Japan Society for the Promotion of Science
Editing Committee “For the Sound Development of Science”

Introduction
Scientific research is an activity in which we, motivated by intellectual curiosity and a desire for
exploration, seek to understand truths about various phenomena surrounding us, how they
happen, what causes them to happen. Scientific research is advancing through an accumulationof effort made by many who came before us. Today, scientific results are indispensable topeople’s lives, with science making extremely significant impacts on society, particularly overrecent years. While proud of this fact, scientists also realize that it places upon them weighty
responsibilities and expectations.
Meanwhile, scientific research has unfortunately seen cases in which the “pursuit of truth,”science’s most inherent value, is to one degree or another neglected. Should these cases continue
to occur, trust in science may be lost, threatening its sound advancement.
Responsible scientists must, themselves, respond to these cases in appropriate ways: All
scientists need to be perceptive of the true nature of scientific research and of the propercomportment of a principled investigator. They must also take proper care in guiding younger
generations.
This book compiles essential points on how people engaging in research in all fields from thehumanities and social sciences to natural sciences (hereafter referred to as “scientists”) should
conduct their research and communicate their results within the science community and to thelarger society. To that end, the book begins with a section on “What Is a Responsible Research
Activity?” Consisting of eight sections, it concludes with a section on “For the Progress ofSociety.” The book contains what one should know while engaged in research, including ethicalconsiderations, code of conduct, methods of presenting research results, appropriate uses ofresearch funds, and other points to bear in mind as a scientist.
To advance science, it is essential that scientists treasure their intellectual curiosity, conducting
research creatively in a free environment. While this book stipulates various restrictions andrules related to research, it is important to emphasize that, while scientists should learn fromethics programs and guidelines, they should not be overly constrain by them.
This book has been edited by the Japan Society for the Promotion of Science (JSPS), an agency
that provides “kakenhi” Grants-in-Aid for Scientific Research, which established an editing
committee in multi-faceted collaboration with the Science Council of Japan and experts affiliatedwith the Japan Science and Technology Agency and various universities. The committee receives
advice from the Ministry of Education, Culture, Sports, Science and Technology (MEXT).
Scientific research is advancing day by day. While the most fundamental parts of this book will
not change significantly in the future, it is possible that transitions over the passage of time willlead to minor adjustments in its content. When such cases happen, it may be necessary to revise
the book’s content as appropriate.
It is our hope that this book will be used at research sites all around Japan, and that it willcontribute to the sound advancement of science.

February 2015

Editing Committee “For the Sound Development of Science”
Japan Society for the Promotion of Science (an independent administrative institution)
Committee members:
Makoto Asashima (Chairman; JSPS Executive Director), Iekuni Ichikawa (Fellow Professor,
Shinshu University), Nobuhide Kasagi (Principal Fellow, Japan Science and Technology
Agency), Yoshiaki Kobayashi (Former Vice President, Science Council of Japan; Professor, Keio
University), Manabu Sato (Professor, Gakushuin University), Masaki Nakamura (Associate
Professor, Osaka University), Takashi Hata (Professor, Tohoku University), Yoshio Higuchi(Professor, Keio University), Jun Fudano (Professor, Kanazawa Institute of Technology), Saku
Machino (Professor Emeritus, Sophia University), Tsuyoshi Matsumoto (Fellow Associate
Professor, Nagoya University) Shigeaki Yamazaki (Professor, Aichi Shukutoku University),
Jumpei Watanabe (JSPS Executive Director), and observers (MEXT officials)
Collaborators:
Subcommittee for Research Ethics Educational Program, Committee for Scientific ResearchIntegrity, Science Council of Japan
Yuji Kohara (Project Professor, National Institute of Genetics), Tetsuo Kidokoro (Associate
Professor, The University of Tokyo), Hiromi Yokoyama (Associate Professor, The University ofTokyo), Hiroaki Aihara (Professor, The University of Tokyo), Tadashi Karube (Professor, The
University of Tokyo), and Hideaki Kawabata (Associate Professor, Keio University)

Table of Contents
Section I: What Is a Responsible Research Activity? ................................................. 7
1. Responsible Research Activity: Why Now? ............................................................ 8
2. Responsibility for Proper Research Conduct within Society ................................ 8
2.1. Science and Society........................................................................................... 8
2.2. Responsibility to Science and Society .............................................................. 92.3. Research Integrity ............................................................................................ 92.4. Compliance with Laws and Regulations ....................................................... 10
2.5. Role of Scientists in Society ........................................................................... 10
3. What Is Demanded of Scientists Today ............................................................... 11
Column ...................................................................................................................... 12
Section II: Planning Research.................................................................................. 13
1. Introduction .......................................................................................................... 14
2. Value and Responsibility of Research .................................................................. 14
2.1. Purpose of the Research: What Research Is For ........................................... 15
2.2. Appropriateness of Research.......................................................................... 15
2.3. Shared Objectives in Joint Research ............................................................. 16
3. Freedom in Research and What Is to Be Protected—Safety, Health, and Welfareof Humankind and the Sustainability of the Environment ................................ 16
3.1. What Is to Be Protected ................................................................................. 16
3.2. What Is to Be Protected in Research with Human Subjects ........................ 173.3. Safety Consideration in the Research Environment..................................... 18
4. Measures to Avoid Conflicts of Interest ............................................................... 19
5. Security Consideration ......................................................................................... 21
5.1. Security Export Control of Subtleties and Other Technologies .................... 225.2. Dual-Use Issues .............................................................................................. 23
6. Compliance with Laws and Regulations.............................................................. 24
Section III: Conducting Research ............................................................................ 28
1. Introduction .......................................................................................................... 29
2. Informed Consent ................................................................................................. 29
2.1. Concept and Necessity of Informed Consent ................................................. 30
2.2. Components and Procedures of Informed Consent ....................................... 31
2.2.1. Information .................................................................................................. 31

2.2.2. Comprehension ............................................................................................ 32
2.2.3. Voluntariness ............................................................................................. 313
2.2.4. Items to be considered in obtaining informed consent............................... 33
3. Protecting Personal Information .......................................................................... 34
3.1. Definition of “Personal Information” ............................................................. 35
3.2. Linkable Anonymizing and Non-Linkable Anonymizing .............................. 35
3.3. Scientists’ Responsibility for Personal Information in Conducting Research................................................................................................................................ 36
3.4. Handling Personal Information in the Humanities and Social Sciences ..... 36
4. Collecting, Managing, and Processing Data ........................................................ 37
4.1. Data and Their Importance............................................................................ 37
4.2. Purposes of Lab Notes .................................................................................... 38
4.3. What Makes the Best Lab Notes ................................................................... 38
4.4. Lab Notes: Items to Record, Methods of Recording ...................................... 39
4.5. Managing Lab Notes (Data) ........................................................................... 41
5. What Is Research Misconduct? ............................................................................ 42
5.1. Definition of Research Misconduct ................................................................ 42
5.2. Examples of Fabrication and Falsification .................................................... 44
5.3. Examples of Plagiarism.................................................................................. 45
5.4. Citing Sources ................................................................................................. 46
6. Avoiding Questionable Research Practices .......................................................... 46
7. Duty of Confidentiality ......................................................................................... 48
8. Responsibilities of the Principal Investigator ..................................................... 49
Column ...................................................................................................................... 54
Section IV: Presentation of Research Results .......................................................... 56
1. Presentation of Research Results ........................................................................ 57
1.1. Importance of Presenting Research Results.................................................. 57
1.2. Announcement Using Mass Media ................................................................ 57
2. Authorship ............................................................................................................ 58
2.1. Responsible Presentation ............................................................................... 58
2.2. Credit for Research Results ........................................................................... 58
2.3. Authorship and Responsibilities .................................................................... 59

2.4. Who Should Be Listed as Authors ................................................................. 59
2.5. List of Authors ................................................................................................ 60
3. Improper Authorship ............................................................................................ 60
3.1. Gift Authorship ............................................................................................... 60
3.2. Ghost Authorship ............................................................................................ 61
4. Improper Presentation Methods .......................................................................... 61
4.1. Duplicate Posting, Duplicate Publication ...................................................... 61
4.2. “Salami Slicing” in Publishing ....................................................................... 62
4.3. Improper Referencing of Prior Research ....................................................... 62
4.4. Acknowledgements ......................................................................................... 63
5. Copyright............................................................................................................... 63
5.1. What Is a Copyright? ...................................................................................... 63
5.2. When Using Someone Else’s Copyrighted Material ...................................... 64
5.3. Secondary Use When No Permission of the Copyright Owner Is Necessary................................................................................................................................ 64
5.3.1. Quotations .................................................................................................... 64
5.3.2. Secondary Use of a Work for Educational or Examination Purposes ....... 65
Section V: How to Conduct Joint Research .............................................................. 68
1. Rise in Joint Research and Background .............................................................. 69
2. Challenges in International Joint Research ........................................................ 69
3. Points to Remember in Joint Research ................................................................ 69
4. Positions regarding Graduate Students and Joint Research.............................. 72
Column ...................................................................................................................... 74
Section VI: Appropriate Use of Research Funds ...................................................... 75
1. Introduction .......................................................................................................... 76
2. Responsibilities of the Scientist ........................................................................... 76
2.1. Understanding Rules Concerning the Use of Public Research Funds ......... 76
2.2. Cooperation to Ensure Proper Use of Research Funds by ResearchInstitutions ............................................................................................................ 77
2.3. How to Process Private Subsidies .................................................................. 78
3. Examples of Improper Use of Public Research Funds ........................................ 79
4. Measures Taken against Improper Use of Public Research Funds .................... 81
4.1. Return of Public Research Funds Connected to Improper Use .................... 81

4.2. Limitations on Eligibility to Apply for Competitive Funding ....................... 82
4.3. Disciplinary Actions within Research Institutions ....................................... 82
4.4. Miscellaneous.................................................................................................. 83
5. Conclusion ............................................................................................................. 83
Section VII: Contributing to Quality Improvement in Scientific Research ............. 86
1. Peer Review ........................................................................................................... 87
1.1. Role of Peer Review ........................................................................................ 87
1.2. Peer Review of Research Papers and Research Grant Applications ............ 87
1.2.1. Peer Review of Research Papers ................................................................. 87
1.2.2. Peer Review of Research Grant Applications ............................................. 88
1.3. Role and Responsibilities of the Reviewer ..................................................... 88
1.4. Challenges in Peer Review ............................................................................. 90
2. Guiding Younger Generations .............................................................................. 90
2.1. Teaching Responsibilities as Mentors............................................................ 90
2.2. Guiding Doctoral Students and Reviewing Their Dissertations Responsibly................................................................................................................................ 92
3. Ways to Prevent Research Misconduct ............................................................. 92
3.1. Roles of Policies, Guidelines, etc. ................................................................... 92
3.2. Roles of Academic and Professional Associations.......................................... 93
3.3. Roles of Research Institutions ....................................................................... 94
4. Importance of Ethics Education in Research ...................................................... 94
4.1. Profession and Occupational Ethics .............................................................. 94
4.2. Ethics Education in Research on the Rise ..................................................... 95
5. Prevention of Research Misconduct and Whistleblowing ................................... 95
5.1. Importance of Reporting Misconduct ............................................................. 96
5.2. Protection of Whistleblowers.......................................................................... 96
Column ...................................................................................................................... 99
Section VIII: For the Progress of Society ............................................................... 100
1. Role of the Scientist ............................................................................................ 101
2. Dialogue between Scientists and Society........................................................... 102
3. Scientists and Professionalism........................................................................... 104
References .............................................................................................................. 108

Section I: What Is a Responsible Research Activity?

71. Responsible Research Activity: Why Now?

Science is built upon a foundation of trust. Scientists believe that they and their colleagues “havegathered data carefully, used appropriate analytic and statistical techniques, and reported theirresults accurately.”1 The general public also believes that “scientific research results are anhonest and accurate reflection of a researcher’s work.”1 If such trust were to be shaken or lost,science itself would lose its foundation.
Unfortunately, there have been incidents of research misconduct such as data fabrication andfalsification as well as improper use of research funds. Some of them have been reported in the
media. Trust in science could have been shaken if no action were taken. The Science Council ofJapan, the primary organization of scientists2 in Japan, issued its “Statement: Code of Conduct
for Scientists—Revised Version” in January 2013, followed by a declaration on “Measures toPrevent and Deal with Research Misconduct: Toward the Healthy Progress of Science” inDecember of the same year. In addition, MEXT has revised its “Guidelines for Responding to
Misconduct in Research,” and it plans to implement these new guidelines in 2015.
With this background, this book summarizes the standards that each scientist needs to understandand abide by to ensure the sound advancement of science. There are scientists who already know
many of these principles, but it is beneficial for every scientist to gain a proper understanding ofthem, including some recent trends. To advance science, nothing is more important than freedom
in carrying out research. While various rules and restrictions on research activities exist, research
activities must not be impeded by these rules or by a misunderstanding of them. When scientists
maintain these standards autonomously, it becomes possible for them to conduct their research
freely and independently without incurring excessive external interference.
Such is the purpose of this book. Scientists should themselves take positive steps to learn anew
the nature of principled research and to build upon that concept in fostering the next generationof scientists so as to soundly advance science and establish public trust in it.

2. Responsibility for Proper Research Conduct within Society

2.1. Science and Society
Let’s consider again the relationship between science and society. A new discovery made throughscientific research does not bring joy to the scientist alone. Scientific research is uniquely human,
as only humans can carry out intellectual activities. A new discovery in science captures theinterest of the general public and can bring great joy to society, not just to the scientists involved.
What has allowed human society to overcome past hardships and difficulties and to obtaintoday’s level of abundance is undoubtedly the system of knowledge science has strenuously built
over the years. Challenges that must be tackled in building an even richer society are entrusted tothe hands of current and future scientists. In addition, the impact that science has on society is
growing larger, making the relationship between science and society even stronger.
8

It is the inherent responsibility of scientists to conduct their research activities in pursuit of truth
in an ethical manner. As science and society are so closely tied, the sound advancement ofscience requires the society’s trust and mandate. Accordingly, it is necessary for scientists toestablish self-regulating ethical guidelines for research in order to maintain societal
understanding.
Given the many details of each method, no ethics rule exists that can be universally applicable toall research areas. Specific methods for implementing research ethics may differ between
research fields. However, there is a common set of values that all scientists need to possess in
conducting ethical research. The following points of ethics undergird the autonomy of individual
scientists: Responsibility to science and society, research integrity, and compliance with laws andregulations.
Responsibility to Science and Society
What are the responsibilities of scientists to society? Scientists are expected to use theirknowledge and intelligence to make new discoveries and to solve various problems encounteredby society. To respond to such expectations is one of scientists’ responsibilities. In this process,scientists often use public research funds, so they must be aware of society’s expectations
reflected in such funding. Furthermore, scientists are expected to proactively explain thesignificance of their research and the role it plays in society in a way that is easy for the generalpublic to understand. Scientists are also expected to objectively explain to the public possible
impacts and changes that their research may expert on humanity, society, and the environment.
This should be done from a neutral stance, while carrying out a constructive dialogue withsociety on the subject issues.
Science contributes to society in many different ways. Scientists are responsible for maintaining
the level and quality of the specialized knowledge and technology that they produce, and for
applying their knowledge, technology and experience to making contributions to the health andwelfare of humankind, safety and peace within society, and the sustainability of the global
environment. Accordingly, it is necessary for scientists to always apply honesty and integrity intheir decision-making and behavior, to make effort to maintain and improve their expert
knowledge, abilities, and techniques, and to do whatever they can to scientifically verify thevalidity and accuracy of the knowledge obtained through their research. It is also incumbent onthem to understand the relationship between science/technology and the social/naturalenvironment from wide perspectives and to behave in appropriate ways. Unfortunately, serious
problems can arise when research results are maliciously used in spite of the ethical intent of thescientists. Each scientist must bear in mind this dual edge of research’s sword.

2.3. Research Integrity
Scientific research is built upon the assumption that scientists can trust one another’s research.
Scientists must, therefore, exercise integrity in proposing ideas, making plans, submitting
applications, conducting research, and reporting results. Scientists generally get recognition for
their work based on the role they play in publishing or presenting their research results.
Concurrently, scientists are also held accountable for the content of their papers.
Misconduct is not to be allowed in scientific research. Scientists must recognize that one of their
responsibilities is to contribute to the establishment and preservation of an environment in which9ethical research is conduct and misconduct prevented. They are expected to be actively involved
in improving the quality of the research environment in their scientific communities, affiliatedinstitutions and own research laboratories by ensuring principled research activities within themand providing related training and education.
Additionally, scientists need to evaluate correctly and respect the research results and work ofother scientists. It is required of scientists to assess and/or critique the results of their fellow
scientist while, at the same time, accepting humbly criticism of their own research, and tomaintain an honest and constructive exchange of ideas. In this process, it is obviously important
not to harbor biases based on nationality, gender, age, position, background, and other suchfactors, but to treat everybody fairly based on the scientific method. Occasionally, research cancreate a conflict of interest between an individual and institution, between two institutions, oramong multiple missions of one individual—in such cases the scientist is required to make fairand equitable judgments.
Scientists also need to actively participate in mutual evaluations among peers within thescientific community, particularly in their areas of expertise. Only scientists in that particularfield are equipped to do so.

2.4. Compliance with Laws and Regulations
In research activities where human subjects3 are involved as participants, it is necessary torespect their individuality and human rights, to give them sufficient explanations, to respect all
agreements, and to ensure that any disadvantages will not exceed the advantages. Similarly,
when animals are involved, proper and thorough care must be taken so that their pain is kept to aminimum and that their contribution will not be wasted.
Not only in areas of research that involve human or animal subjects, but also in areas where theenvironment could be negatively impacted or where the research involves dangerous substances,laws, regulations and guidelines are stipulated for a variety of research activities. Scientists
engaged in such research need to first acquire a thorough understanding of the regulations related
to their research, get properly trained in the proper procedures, and take utmost care to comply
with the regulations.

2.5. Role of Scientists in Society
Just as it is important for scientists to understand what society expects of science, it is also
important that science be understood by society. To this end, scientists need to participate
actively in dialogues and exchanges with the public. Toward solving various issues facing
society and contributing to its well-being, another mission of scientists is to provide scientificadvice that is helpful in formulating policies. While scientists must work to give advice based on
scientific consensus, they must also be able to explain differences of opinion when multiple
viewpoints exist.
We learned this lesson the hard way from the Great East Japan Earthquake of March 2011 andthe subsequent nuclear accident at the Fukushima Daiichi Plant of Tokyo Electric Power Co., Inc.
That disaster devastated the trust that people had in science. Using it as an opportunity, however,10

scientists learned the need for humility and for communicating with society as one of their duties.
In 2013, the Science Council of Japan issued a “statement,” which included a renewed proposal
for a “Code of Conduct” and added a section entitled “Science in Society.” This statement
declares that it is not enough for scientists to just properly do their everyday research; rather,
they need to bear in mind a concept of “science in society,” taking responsibility for making
scientific contributions to society. Scientists are to be engaged in scientific activities advanced
for the purpose of contributing to the welfare of the public and to provide appropriate advice
based on objective and scientific evidence. Words spoken by scientists may have significant
impact on the forming of opinions and policies; therefore, their authority should not be misusedor misrepresented. The quality of advice given by scientists needs to be of the highest levelpossible, while uncertainties related to scientific knowledge or diversity of opinions must be
explained clearly.
When advice based on scientific knowledge is presented to policy- and decision-makers, it
should be respected; however, it must be understood that such advice is generally not the only
grounds for policymaking. When a policy or decision is made contrary to the advice of thescientific community, it is the duty of scientists to request that the policy- and decision-makers
provide an explanation to society, when deemed necessary. No one but scientists can play thisrole.

3. What Is Demanded of Scientists Today

In order for science conducted in Japan to maintain its trust both domestically and internationallyand to make global contributions, maintaining research integrity is above all most important.
Accordingly, each research institution is required to train and educate its members in research
ethics, helping them to acquire a deeper understanding of integrity in scientific research. As
stated above, it is only by scientists themselves working autonomously to establish and maintainresearch ethics that they can win public trust in science and achieve sound advancement, attained
without debilitating their scientific efforts. It is our sincere hope that this book will be useful toscientists in achieving that goal.

Notes and References: ----------------1. National Academy of Sciences. On Being a Scientist: A Guide to Responsible Conduct in
Research: Third Edition. Translated by Satoru Ikeuchi, Kagakudojin, 2010.
2. The Science Council of Japan uses the term “researcher” to refer only to a person who does
research as his/her job. In this book, however, we use the word “scientist” to refer moregenerally to all those who are involved in research, including “researchers” and graduate
students.
3. “Human subject” (hikensha) is a term generally used in the medical field to refer to a person
involved in an experiment or study, while the term “research participant” (kenkyu taishosha) ismore generally used in the fields of psychology and human genetics, though these two terms
refer to the same persons. In this book, we use the word “human subject” except when11

sentences are focused on psychology and human genetics, in which case we use the term“research participant.”
ColumnTrends in Research Misconduct
The number of academic papers retracted from scientific journals due to fabrication (orsuspected fabrication) has been on the rise in recent years in every country. This is not justbecause the total number of papers is increasing overall. In particular, some scientific journals,
referred to as being first-class internationally and having powerful influence, have seen morethan 40% of all their papers because of falsification. Even in comparison with other reasons forretraction, such as plagiarism and duplicate publication, retraction by reason of falsification isclearly on the rise.
Under these circumstances, various international efforts are being made with a focus on
nurturing a responsible research culture. Responsible Conduct in the Global ResearchEnterprise: A Policy Report (2012, InterAcademy Council/IAP—the Global Network of Science
Academies) introduces some of these efforts. For other examples, the World Conference on
Research Integrity (WCRI) has held three conferences (2007, 2010, and 2013). At the second
conference, the “Singapore Statement on Research Integrity” was issued, defining what
responsible conduct in research is. At their third conference, the “Montreal Statement” wasissued. The European Science Foundation (ESF) and All European Academies (ALLEA) are also
involved in defining exemplary practice, preparing research conduct standards (The European
Code of Conduct for Research Integrity, ESF, 2010; ESF-ALLEA, 2011). In addition, the Global
Research Council (GRC), a global funding organization that distributes research funds, is also
reviewing challenges concerning research misconduct.
In the United States, the “Office of Research Integrity (ORI)” was set up within the Department
of Health and Human Services (HHS), working to provide education on research integrity andconducting reviews of improper cases. As seen in these examples, a wide range of organizations
and agencies all over the world are now involved in efforts to thwart research misconduct,
bespeaking the need for “training programs to prevent research misconduct.”12

Section II: Planning Research131. Introduction

Research begins when a scientist makes a research plan.
First, there is a thought process, including what the scientist is interested in, what his/her goals
and purposes are, and what lines of thinking and methods are to be used. Then, there is anotherprocess by which these ideas gradually grow and form a coherent research plan. There are cases
when the interest of a scientist immediately leads to research activities, more generally, however,the scientist will encounters several variables influenced by his/her surrounding environment andpurposes.
Let’s consider what research constitutes and how it should be carried out looking at a case study
in which a scientist finds “brain and neuroscience” interesting and engages in research inadvanced technology fusion, which involves medicine, physical science, engineering, and otherfields. The example below includes brain-machine interface (BMI), a technology that enables
direct input and output between the brain and external information. This is an area of brain
science research that is currently being carried out in various countries.

Taro, whose major field of study is brain science, began working in the laboratory ofProfessor A in the Department of Brain and Neuroscience at a certain university as an
associate professor, a position that has for a three-year term. Taro initially felt lost in a
research environment that was totally different from the university where he received his
doctorate. Attracted by the attitude towards research displayed by Prof. A, who energeticallypromoted interdisciplinary and international joint research, and by the invigorating
atmosphere of his laboratory however, Taro was gradually able to steadily proceed with his
own research. Then, Prof. A decided to apply for scientific research funding in the next fiscal
year for a medicine-engineering research collaboration project that he had been conducting
on a pilot basis over several years along with the laboratories of other universities and withsupport from corporations. He asked Taro to participate in the project as a co-investigator.
This project involved controlling robotic arms using an electroencephalograph and thebrain-wave patterns of a subject.
Taro’s own research was closely linked to this new project, so he gladly accepted theinvitation. The professor then asked him to be actively involved from the initial stage ofwriting the grant application as this would be a good experience for him. Up to this point,
although Taro had worked as a co-collaborator in a research project using a kakenhi grant, he
had no experience in being involved in the initial preparation stage of writing or submitting a
grant application. Taro immediately went to the kakenhi website and downloaded the
documents necessary for the application. He noticed that one box to be filled on the purposeof the research had the following item in it: “Scientific characteristics, originality andexpected achievements and significance of the proposed research in this area.”

2. Value and Responsibility of Research

142.1. Purpose of the Research: What Research Is For
As one begins to prepare a research plan, his/her first and foremost question should be: “What is
this research for?” Of course, all research activities are rooted in the scientist’s intellectual
curiosity. Particularly in today’s world, however, knowledge and technology produced byresearch in virtually all field have the ability to impact society and the environment. The code of
conduct issued by the Science Council of Japan states the following on this point.

(Basic Responsibilities of Scientists)
1. Scientists shall recognize that they are responsible for assuring the quality of thespecialized knowledge and skills that they themselves create, and for using their expert
knowledge, skills and experience to contribute to the health and welfare of humankind,the safety and security of society, and the sustainability of the global environment.

As a research plan is being prepared, the scientist needs to keep in mind that science andscientific research exist together with and for society and seriously consider how his/her research
can contribute to the health and welfare of humankind, safety and security within society, and thesustainability of the global environment.

2.2. Appropriateness of Research
Every research project needs to be scientifically appropriate, be it for obtaining an academic
degree such as a master’s or doctoral degree or for a large-scale international project. To validate
the scientific appropriateness and originality of a research plan, a careful review and analysis
must be made of what research has already been done in that area. It is also necessary to consider
how the objectives of the planned research comply with the ethical standards and the code of
conduct established by related academic societies and institutions.

Taro’s research project theme was brain-machine interface (BMI). During an initial review
process, Taro learned that proponents of research in this field agreed on the following four
ethics principles:(1) BMI shall not be used for war or crime.
(2) BMI technology shall not be used to read someone’s mind against his or her will.
(3) BMI technology shall not be used to control someone’s mind against his or her will.
(4) BMI technology shall be used only when its benefits outweigh its risk and cost and when
the user can verify this fact.
Taro incorporated these principles in his research plan.

15

2.3. Shared Objectives in Joint Research
Prof. A also explained that, since this research project required discussions on the ethical,
legal, and social implications of BMI, he wanted to invite the participation of departments
related to ethics and philosophy in his university and from overseas university researchgroups who are doing research in areas in which Japanese scientists were not yet engaged. In
addition, it was decided that students in the doctoral program and international students in
Prof. A’s research laboratory should also be included.

As will be explained further in “Section V: How to Conduct Joint Research,” when a number ofscientists work together as a group or team to do research, it is important that the members havea common understanding of the research’s purpose and objective, acquired by discussing fully
what each wants to pursue via the project. In recent years, joint research transcending researchlaboratories, research institutions, and national borders has been on the rise, as have scientificjoint research projects crossing various fields in ways that were unimaginable in the past. Whenone makes a research plan, it is essential to establish a common understanding among all parties
involved.
When planning joint research, it is helpful to consult such references as the “Montreal Statement
on Research Integrity in Cross-Boundary Research Collaborations.”1 This statement points out
the need for all participating partners of a joint research activity to come to an agreement aftersufficiently discussing the objectives of the project from the beginning of the research, with themutual understanding that there are differences in their fields of expertise, the nature andcharacteristics of their institutions, and the participants’ own cultural and social backgrounds. In
addition, it states that these objectives are to be aimed at increasing knowledge that is “beneficial
to humankind.” Whenever the objectives of a project need to be changed due to progress in heresearch, it is important that all parties involved meet and confirm a common understanding.
It is also important that all scientists involved agree at the initial stages of planning on theownership of data and other intellectual properties, the decision-making method for presenting
the results, and how to decide on issues related to acknowledgements, credits, and authorships,
including the main authors and collaborating authors.

3. Freedom in Research and What Is to Be Protected—Safety, Health, and Welfare of
Humankind and the Sustainability of the Environment

3.1. What Is to Be Protected
The contributions to human society that scientific research has made through its results are
immeasurable, and today’s scientists have the responsibility to promote and continue thisresearch activity. In doing so, the protection of research freedom is a fundamental requirement.

16However, this is not to say that anything should be allowed in the name of scientific research.
One should never forget that freedom in research is to be guaranteed only so far as the researchfulfills its responsibility of protecting those things that are to be protected. What then are those
things?
Here again is the short answer. Science is expected to make contributions to the health andwelfare of humankind, safety and security within society, and the sustainability of the global
environment. Therefore, when conducting research these values are expected to be protected. In
other words, planning to do research that may threaten the safety of society is not permitted.

The ultimate goals of the research project planned by Taro, et al. included enabling people
who lost their ability to communicate normally (due to muscular atrophy, for example) tocommunicate through their brain waves and/or to use machines and other devices tocommunicate. However, to accomplish these objectives, the cooperation of many humansubjects would be required. What is to be protected as this research is carried out?

For instance, the kakenhi application form has a section entitled “Protection of Human Rights
and Compliance with Laws and Regulations” with instructions to “Describe the measures andactions that you will take if your research requires compliance with related laws and regulations(e.g. research requiring the consent or cooperation of other parties, research requiringconsideration in handling personal information, and research requiring work involving bioethics
and safety measures).” Objects to be protected by these measures include the following:•

Protection of human rights•

Informed consent•

Confidentiality of personal information•

Compliance with laws and regulations related to human life ethics•

Compliance with laws and regulations related to safety•

Approval of an ethics review committee

3.2. What Is to Be Protected in Research with Human Subjects
As can be seen from the example of the above kakenhi application form, whenever research
involves human subjects, there are more “things to be protected” and stricter standards apply
compared to research without human subjects. For example, the “Declaration of Helsinki” of theWMA (World Medical Association) has a section titled “Scientific Requirements and ResearchProtocols,” which includes the following statement.2“Medical research involving human subjects must conform to generally acceptedscientific principles, be based on a thorough knowledge of the scientific literature, otherrelevant sources of information, and adequate laboratory and, as appropriate, animal
17

experimentation. The welfare of animals used for research must be respected. The
design and performance of each research study involving human subjects must be
clearly described and justified in a research protocol.”Today, academic journals in medicine and related fields contain a requirement that all
submissions be based on research in compliance with the ethical codes of the “Declaration of
Helsinki.” Therefore, when writing a research plan in these fields, one must first and fully
understand the principles laid out in the “Declaration of Helsinki” as things that must be
considered.
Additionally, there is another document with more specific guidelines based on both the“Belmont Report” and the “Declaration of Helsinki”; it is the “International Ethical Guidelines
for Biomedical Research Involving Human Subjects” (2002) issued by the Council forInternational Organizations of Medical Sciences (CIOMS).

3.3. Safety Consideration in the Research Environment
Another thing to be protected in research is the “safety of the research environment.” In the
kakenhi application form, there is a box in which the applicant states what measures s/he willtake in advance to ensure “Compliance with Laws and Regulations Related to Safety.”

Because Taro had been mainly focused on research in brain and neuroscience, he had someknowledge and background on protecting the rights of human subjects and on safeguarding
personal information; however, he had very little knowledge related to “safety.” In particular,
he did not know much about safety issues in engineering research, so he decided to contact
the Safety Committee of his university.

When writing a research plan, one must pay attention to the safety of not only oneself but also of
the co-investigators and research collaborators including students. The subjects and contents toconsider in terms of safety vary from field to field.

One thing Taro learned from the Safety Committee was that, in this particular research
project, he needed to consider the risk of injury (both to the subjects and researchers) causedby, for instance, malfunctions of a robotic arm, and the burden imposed on subjects eventhough brain-wave measurement is non-intrusive. In addition to these safety risks, what
other risks must Taro consider?

There are many safety risks involved in conducting research. Scientists may handle materials or
machines with which they are not fully familiar, particularly in carrying out an interdisciplinary
joint research project. It is therefore necessary at the research planning stage to discuss all
18

potential safety risks with members experienced in handling the materials/machines, including
technical staffs, and to take appropriate measures to mitigate risks and accidents.
Many experimental research projects involve drugs and other chemical substances. Some studies
have shown that more chemically related accidents occur in non-chemistry laboratories than inchemistry labs. To use chemical substances safely, one needs to fully understand the dangers
associated with them and have knowledge of related laws.
Among chemical substances, of particular importance is the handling of radioactive materials,
which requires special knowledge and caution. Not only does one need to have a fundamental
knowledge of radiation, but also an understanding of its effects on the human body, critical
exposure amounts, and other relevant facts. If not, one needs to acquire them before s/he canhandle radiation and radioactive isotopes safely.
As life science research undergoes rapid advancement, more and more laboratories are handlingorganisms that are toxic to the human body and/or the environment. Concerning issues involving
bio-hazards and bio-safety, members of research laboratories who actually handle organisms
need to have sufficient knowledge, but so also do all those who work in nearby laboratories andrelated staff members of the university.
In addition, there are other points that need to be considered even though there may not be alegal requirement to do so, such as transportation and storage of heavy objects. Therefore, it isimportant to review the various related rules of the university or research institution.

4. Measures to Avoid Conflicts of Interest

In Prof. A’s background, he had worked as a consultant to a game manufacturer that utilizes
the BMI technology; the university approved this side job. Now, that company expressed aninterest in this project and was willing to donate 10 million yen annually as research funding
if some of its employees were allowed to participate in the joint research. Would Prof. A be
able to accept this proposal? If so, where on the kakenhi application should Taro state thisfact?

In today’s society where scientific research and industry are closely linked, scientists are
expected to play multiple roles. For instance, a university professor may work as a consultant toa firm, while scientists may start up their own company and serve as its manager. When these
multiple roles create financial consequences such as profits or losses, “objectivity,” which isstringently valued in science, can be affected or can have the appearance of being affected. Thisis referred to as a “conflict of interest.”
There are many schools of thought regarding conflicts of interest, among them the guidelines ofthe Ministry of Health, Labour and Welfare state the following.3

A conflict of interest specifically refers to a situation wherein, due to a financially
profitable relation with an outside entity, for example, fair and appropriate judgment,
19

which is necessary for public research, is compromised or appears to be possibly
compromised to a third person.
When fair and appropriate judgment is blocked, data can be falsified, certain
corporations could get special treatment, research could go on despite reasons tosuspend it, and/or other results could follow.

There are two types of conflicts of interest: “Conflict of interest” in a narrow sense and “conflictof responsibilities.” While conflict of interest in a narrow sense involves economic profits orlosses, conflict of responsibilities refers to situations “where a person is involved in various
activities with responsibilities to carry out multiple duties, resulting in the loss of judgment inexecuting his/her main duty or the main duty not being attended to properly, including cases
where such situations appear to be happening from the viewpoint of a third person.” Oneexample would be a university professor who takes on multiple jobs outside the university, getsso busy that s/he slacks off in his/her main duty of teaching students and supervising theirresearch. The guidelines of the Ministry of Health, Labour and Welfare state that “conflict ofinterest in a narrow sense of the term” includes “conflict of interest as an individual” and“conflict of interest as an institution.” The latter case includes university management and canoccur, for instance, when a university invests in a corporation or when a university licenses apatent it owns.

Regarding “conflict of interest as an individual,” the Ministry of Health, Labour and Welfare
defines a “financially profitable relation” within the context of a “conflict of interest as anindividual” as follows.

“Financially profitable relation” refers to a relation in which a researcher receives
compensations or other benefits from an institution other than the one he or she isaffiliated with for research. Here, the term “compensation or other benefits” includes
not just salaries but also service fees (consulting fees, honoraria, etc.), positions inindustry-academic collaborative activities (contract research, technical training, visiting
researcher positions, postdoctoral fellowships, research funding, contract experiments
or analyses, machines or equipment), stocks (stock shares, stock option, etc.), andintellectual property rights (patents, copyrights, and royalties originating from theserights). This is not an exhaustive list; anything that has any monetary value is included
here. However, honoraria, etc. paid by public organizations are not included.
20

If Prof. A plans a research project related to the performance of a game console manufactured by
the company to which he is a consultant, there will be a conflict of interest since that company
makes a financial contribution to his university research project. No matter how the professor
attempts to make his research results objective, a conflict of interest will still exist. When theobjectivity of a research paper is questioned, it imposes a negative impact on society and otherscientists. Therefore, when planning a research project, one must ensure that there are no
conflicts of interest. Should a conflict of interest exist, appropriate actions must be taken such as
to disclose that information in accordance with the rules and guidelines of one’s affiliatedinstitution. This is to give sufficient information to those who will be reading a research paper
the opportunity to decide for themselves its value. The types of conflicts of interest varysignificantly from field to field. The humanities and social sciences do not generate as many
economic conflicts of interest as science and technology, but conflicts of interest involving
scientists in these fields occur more often than generally thought, including cases involving bookendorsements and company evaluations.
Furthermore, according to the abovementioned guidelines of the Ministry of Health, Labour andWelfare, conflicts of interest can exist when there is a financially profitable relation not just forthe scientist him/herself but also for his/her spouse, child, and/or parent(s). This also requires
careful attention so as to not incur a violation.
Conflicts of interest involving research activities do not only include company-related financial
profits and losses; they may also occur in peer reviews. Imagine, for instance, that you are asked
to review a paper in your area of research. In such a situation, you, as a scientist, are expected toevaluate the paper fairly and appropriately. If the paper assigned to you for review is very close
to your own research or in a competitive relation with yours, it is proper to refrain from
reviewing it. Even if you assess it fairly, you must think about how others may view the situation.
If you did not withdraw from review, suspicions could arise, such as claims that you intentionallyreviewed the paper slowly to give your own unpublished research paper an advantage or that you
incorporated knowledge or techniques acquired from a reviewed paper before it was published inyour own research. If you are asked to review or evaluate a research application in a project thatyou, yourself, participate as a collaborator or a co-investigator, you should decline due to theclear conflict of interest involved.
Conflicts of interest like these are inherently bad, though some of them are impossible to preventas science advances. For example, a particular research field may have very few scientists thatare qualified to conduct peer reviews. In such a case, if a qualified scientist declines, the chance
to conduct a peer review, which process is critical for scientific advancement, may be lost. In
situations like these, it necessary to disclose the conflict-of-interest related problems to the
publication editors or research-funding agency so that they can decide how to handle it.
Today, increasingly more universities are setting up a dedicated department to manage conflictsof interest.4

5. Security Consideration

21

When writing the research plan for the kakenhi application, Taro thought it might be a goodidea to invite a student studying under an American research collaborator as an international
visitor to the lab for a period of time. He took the idea to his professor, who replied, “I thinkthat student is originally from a country of particular concern. You need to contact the Officeof Conflict of Interest and Export Management about whether we can invite him or not.”Taro had never heard that there were countries of “particular concern” or that “export
management” was required. He contacted that office.

5.1. Security Export Control of Subtleties and Other Technologies
International joint research will continue to expand in the future, not only for the promotion ofscientific research and international exchange, but also for the education of graduate students andthe training of young scientists. Exchange of research information and scientists is indispensable
to successful joint research and should be encouraged in general. However, some informationand technologies owned by a research institution or a university can possibly be applied toweapons of mass destruction (nuclear, biological, or chemical weapons, missiles, etc.) or toconventional weapons. If these somehow reach certain nations or get into the hands of terrorists,
the consequence could be of tragic proportion in some part of the world.
Nothing saddens scientists more than to see their research results, originated with pure motives,
used in terrorism. Some scientists may think, “My research is in areas of basic science, so it is
not related to weaponry development.” As, however, it is possible for basic science to be used fordeveloping weaponry in an unexpected manner, it may be subject to regulatory restrictions under
the law.5
From the standpoint of international security, export of goods that can possibly be applied toweapons of mass destruction is subject to regulations in most countries around the world,
including Japan, based on international agreements. Management of technology provision is also
carried out under these agreements. This is referred to as “security export control,” and Japan has
established and implemented a management system based on the “Foreign Exchange andForeign Trade Act” (hereafter referred to as “FEFTA”). Originally, the system was aimed atmanaging exports of the commercial goods of manufacturers, but along with an increase ininternational industry-academic collaborations, much more security export control has beenrequired of universities and research institutions since 2005.
There are still many who believe that “FEFTA is just for companies to comply with; that it does
not apply to scientists at universities and other research institutions where “research’ freedom” isguaranteed. This is simply incorrect. This law applies to all goods or technologies subject to therestrictions of a country, even for research/education purposes. It even applies to providing a
restricted technology within a country. Scientists and their affiliated institutions that violate theselaws are subject to penalties. The Ministry of Economy, Trade and Industry (METI) has
published a pamphlet entitled “That Export, That Technology, Wait a Minute!” It contains a clear
warnings that technologies considered to be for consumer use, such as manufacturing equipment,
valves, pumps, filtering devices, chemical materials, measuring devices, and advanced materials,
incur a risk of being applied to weapons of mass destruction.6
Some specific examples of violations that could occur are as follows: Research training given toan overseas student or an international scientist, joint research done with a foreign university orcompany, taking research documents out of a lab, a foreign national coming to Japan for a plant22

tour or visit, a foreign scientist giving lectures that are not open to the public. Particularly indoing international joint research, there is a strong possibility that experimental equipment isloaned out, that data and technical information is sent/received via the Internet, and thatscientists are invited and trained.
Some may also think that FEFTA does not apply to them because the collaborator in a joint
research activity or the places that s/he will visit are not listed in the “End User List” (list of
countries and companies feared to be involved in the development of weapons of mass
destruction) published annually by METI, or because they think that their own research cannot
possibly be connected to weaponry development and that all meetings will be held domestically.
However, there are cases where laws are violated without the scientists’ knowledge. If there isany doubt at all, the judgment should not be made by the scientists alone; they should consult
with appropriate offices of their affiliated institution.

5.2. Dual-Use Issues
Taro was having lunch with a friend in the university cafeteria. The friend was a scientist in
the field of synthetic biology, a lecturer at the same university. Taro shared with him some ofthe struggles he was experiencing in writing the kakenhi application. The friend then said toTaro, “It’s the same in my field! These days there is a lot of talk about the dual-use problemof scientific technology, triggered by research papers on bird influenza. Isn’t it possible thatthe results of your project could be used in the future for military purposes or by terrorist
organizations? The particular technology may not be subject to FEFTA right now, but I think
you should really consider the problem of dual-use and indicate on your application thatcountermeasures are being carefully considered in your research planning stage.” For Taro,this was the first time he had ever heard the term “dual use.”

Originally, the term “dual use” in science and technology referred to the possibility that a
particular technology could be used for both consumer (commercial) and military purposes.
Dynamite is indispensable in civil construction, but it can also be used as a powerful weapon.
Nuclear technology can be used peacefully for power plants and radiation treatment, but it canalso be applied to atomic bombs, hydrogen bombs, and other weapons of mass destruction.
Conversely, the Internet and GPS are good examples of technologies that were originallydeveloped for military purposes but are now used for commercial purposes.
In recent years, the term “dual use” has a broader meaning; it pertains to usage ambiguity inscience and technology, particularly in the fields of life science. What made this into a widely
recognized issue in Japan was a 2011 discussion associated with the presentation of research
project results on bird influenza in the United States, a project that included some Japanesescientists. It discovered that the H5N1 influenza virus—which was, while toxic, hardly infectious
to humans—could become airborne-infectious to ferrets, a mammal, through genetic mutation.
This result, which confirmed the ability to control the infectiousness of this disease, was animportant in that it could lead to improved public health. At the same time, however, it could also
be used in biological weapons or in bio-terrorism, as it suggested the possibility that the H5N1
influenza virus could be artificially modified in a way to make it highly infectious to humans.
Determined, therefore, to be a case containing societal and ethical problems, the presentation of
the paper was restricted by a regulatory committee on bio-security in the United States. After23

discussions held at the World Health Organization (WHO), various organizations and scientificcommunities, the paper was finally released in 2012 in its entirety for benefit of the public.
The Science Council of Japan has been discussing the “dual use” of science and technology sincethe 1960s when it was dealing with issues related to the peaceful use of nuclear power. Taking
the bird-flu case as an opportunity, the Council set up a committee to discuss the dual-use issue
widely (not only in life science), and it prepared a report.7 The report proposes “standards
concerning ambiguities in science and technology use,” stating that it is the responsibility ofscientists to ensure that their own scientific results are not used for purposes contrary to thewelfare and safety of humankind.

It further requires that a wide and transparent discussion be advanced in both the expert
community and society on the possibility of science and technology being misused or abused andon appropriate measures to take in preventing such usage. In the “Statement: Code of Conduct
for Scientists—Revised Version,” the main points of this report are reflected in the following
added paragraph.8(Dual Use of Scientific Research Outcomes)
6. Scientists shall recognize that there exist possibilities that their research
results, contrary to their own intentions, may be used for destructive actions,and shall select appropriate means and methods as allowed by society inconducting research and publicizing the results.

In life science, the Center for Research and Development Strategy of the Japan Science andTechnology Agency have issued a specific proposal9 on various measures to be taken bystakeholders involved in this issue, not just those participating in research but also ministries andagencies of the government, funding agencies, academic societies, and research institutions.
Scientists who are in charge of their own laboratories are held to particularly higher standards,
not only for having a proper understanding of dual use themselves, but also for strictly managing
bio-safety and bio-security in their daily activities while teaching their laboratory staffs andstudents about such proper management. The document also states9 the following: “(Scientists)
are responsible for providing explanations as experts in documents used to apply for competitive
research funding, in submitting papers and in presenting research results in accepted papers,
under the guidance and support of their funding agencies and research institutions.” Particularly
when presenting a research result expected to have a significant societal impact, one should, after
discussing the matter with related parties (members of the research group, funding agency, andthe organization that conducted the research), use an agreed upon, proper presentation
procedures and deal with the media carefully.9
6. Compliance with Laws and Regulations

In conducting research, scientists must remember to comply with research-related rules including
the law. Since the Act on Regulation of Human Cloning Techniques and the Guidelines for24

Handling of a Specified Embryo, for examples, regulate research leading to the production ofclones, chimeras and hybrids, scientists must be aware that there are many laws, ordinances andrules regarding such research. There are also a variety of laws, regulations and guidelines on
handling obtained data, such as the Act on the Protection of Personal Information; they too need
be complied with. Concerning research involving animals, there is the “Act on Welfare andManagement of Animals,” and specific implementation points of this law in terms of laboratory
animal use, proper breeding, care, and keeping of animals are stated in the “Standards Relating
to the Care and Management, etc. of Experimental Animals” (Ministry of the Environment),“Fundamental Guidelines for Proper Conduct of Animal Experiments and Related Activities in
Academic Research Institutions” (MEXT), and “Basic Guidelines on Conducting Animal
Research at Research-conducting Facilities” (Ministry of Health, Labour and Welfare) for
matters within their respective jurisdictions.
Furthermore, scientists are required, in accordance with accepted social norms of modern
countries, to refrain from exercising bias based on race, gender, position, ideology, belief, or
religion in their research, education and organizational activities. They must rather treat everyone
fairly based on scientific methods while respecting their individual freedom and human dignity.
Scientists must also pay close attention to avoid and properly deal with conflicts of interest
between an individual and an institution, between two institutions, or among multiple missionsof one individual where s/he does research, reviews, evaluations, selections, or gives scientificadvice. As an example of such a conflict of interest, it was reported that a clinical experiment
was conducted as part of a pharmaceutical company’s sales promotion, with unclear sources ofresearch funding and service contracting, to produce an outcome beneficial only to the company.
To prevent such an incident, the Science Council of Japan proposed10 the following regarding
clinical experiments: Establish independent data management and statistical analysis, assure theappropriateness of research funding and funders, prevent conflicts of interest involving
researchers, provide a management system that covers a project from beginning to end, andstrengthen the review function by establishing linkage between an ethics review committee andconflict-of-interest committee.

Notes and References: ----------------1. Montreal Statement on Research Integrity in Cross-Boundary Research Collaborations.
http://www.wcri.org/Montreal_Statement_e.html
2. RecNet Fukuoka. Declaration of Helsinki. Translated by Toshiyuki Sasaguri
http://www.med.kyushu-u.ac.jp/recnet_fukuoka/houki-rinri/helsinki.html
3. Ministry of Health, Labour and Welfare. Guidelines on the Management of COI in Health andLabour Sciences Research
4. Office of Conflict of Interest and Security Export Control, University of Tsukuba
http://coi-sec.tsukuba.ac.jp/25

5. Security Export Control Policy Division, Trade Control Department, METI.
http://www.meti.go.jp/policy/anpo
For research institution, see: METI. Guidance for the Control of Sensitive Technologies for
Academic Institutions, Revised ed. 2010
6. METI, “That Export, That Technology, Wait a Minute!”
http://www.meti.go.jp/policy/anpo/seminer/shiryo/100604chotomatta.pdf
7. Science Council of Japan. Report on the Examination of the Dual Use Issues Concerning
Science and Technologies (2012)
8. Science Council of Japan. Statement: Code of Conduct for Scientists Revised Version-.
(January 25, 2013)
9. Center for Research and Development Strategy, Japan Science and Technology Agency
STRATEGIC PROPOSAL: Preparedness Framework and Its Governance of Dual Use Researchof Concern for Promising Progress of Life Sciences (2013)
10. Clinical Trial Subcommittee, Committee for Scientific Research Integrity, Science Council ofJapan, Recommendation: Issues in Clinical Trials Led by Japanese Researchers and Measures for
the Future (2014)

26

27

Section III: Conducting Research28

1. Introduction

The following April, Taro received a notice of informal decision that his kakenhi proposal
had been accepted. The research would start soon. He had already obtained the approval of
the campus ethics review committee, but its report pointed out that a review and approval
would still be required at the other universities and institutions taking part in the joint
research and that the group must obtain informed consent from each of the participants(subjects). Even with this BMI research that uses only non-intrusive interface devices, thisrequest of the ethics review committee was appropriate as the research embarks upon new
territory.
Then, a professor at another university taking part in the joint research sent a comment
saying, “The ethics review committee at my university told us that the methods for obtaining
informed consent from the subjects and for protecting personal information need to be moreclearly defined. Our research has thus far involved only artificial objects, so I am not thatfamiliar with such concepts as informed consent and personal information. Why do we needto get informed consent in the first place?” How should Taro respond to this question?

In carrying out responsible research activities, the principal investigator and other participating
researchers are expected to conduct research with integrity; this is a scientist’s responsibility. By
fulfilling this responsibility, scientists can help maintain the relation of trust between thescientific community and society, which provides opportunities and funding for research,guaranteeing research freedom.
When a research project requires human subjects, scientists must possess a full understanding of
their “responsibilities” as scientists. Research that involves human subjects spans a large
spectrum of fields, including the humanities and social sciences, such as history and sociology,
and engineering, such as information engineering and automotive technology. For example, theSociety of Automotive Engineers of Japan, a public-interest incorporated association, issued“Ethical Guidelines for Research Involving Human Subjects” in 2012.1
Clinical research in medicine is the field having the most rigorous standards. It is helpful forscientists in other fields to consider these standards, instead of just saying, “Medicine andclinical research are not relevant to my research.” Historically, medicine was the first profession(group of intellectuals) to be created; doctors and other groups of specialists in medicine-related
fields established a research code of conduct, which can be applied to research in other fields. In
particular, standards related to research involving human subjects can be used as reference inother fields, including the humanities and social sciences.

2. Informed Consent

292.1. Concept and Necessity of Informed Consent
The “Ethical Guidelines for Clinical Studies” established by the Ministry of Health, Labour andWelfare states that informed consent “means the consent that a person who is a candidate forinclusion as a subject of a clinical study, after having been fully informed of the design of thestudy by researchers or equivalent persons and having fully understood its significance,
objective(s), method(s), etc. of the study, gives at his/her own discretion consent to participate in
the study and approval of the procedures for handling the human specimens and equivalentmaterials.”
The concept of informed consent and the process of establishing it were born out of deep regret
and reflection over past experiments that ignored human dignity and human rights. In clinicalsites, informed consent is also rooted in legal definition of patient rights in the United States andGermany. Instead of a one-way relationship from doctor to patient, which had been common, thisis a relatively new, two-way concept and process through which the doctor, out of respect for thepatient’s dignity and autonomy, gives him/her the right to make choices. Today, this concept iswidely accepted and practiced.
In the context of research ethics, informed consent applies three ethical principles (respect for
persons, beneficence, and justice) in the Belmont Report2 to research conduct. This is a concept
and procedure to guarantee the dignity and rights of human subjects; it is not intended to give
legal protection to the subjects.
The cornerstone of the discussion on life ethics leading up to the Belmont Report was the“Ethical Principles for Medical Research Involving Human Subjects” (1964, most recently
revised in 2013) issued by the World Medical Association (WMA), the so-called “Declaration of
Helsinki.” It has undergone several revisions, but Article 1 of the most recent (2013) edition
states that “The World Medical Association (WMA) has developed the Declaration of Helsinki asa statement of ethical principles for medical research involving human subjects, including
research on identifiable, human material and data.” What is crucial here is that “identifiable,
human subject and data” are all included as being subject to these principles and that they
include data obtained by interviews and surveys without directly contacting a real person
physically.3
The Declaration of Helsinki makes the point that “No matter how important the objectives ofresearch may be to society, the research shall never violate the dignity and human rights ofindividual research subjects,” and this is a fundamental principle shared with research in otherfields. Informed consent is one of the specific processes necessary to protect this most importantconcept of “respect for persons.” Based on various ethical principles including in the Declarationof Helsinki, international organizations and the governments of many nations have establishedlegal restrictions, ethical policies, and guidelines. In Japan, the following are among the major
documents in their respective fields.4•

Ethical Guidelines for Clinical Studies (entirely revised on July 31, 2008)•

Ethical Guidelines for Epidemiological Research (partially revised on December 1,
2008)

•

Guidelines on Genetic Tests and Diagnoses in Medical Practice (February 2010)30

•

Guidelines for the Use of Human Embryonic Stem Cells (revised on May 20, 2010)•

Ethical Guidelines for Human Genome/Gene Analysis Research (entirely revised on
February 8, 2013)•

Guidelines on Research for Creating Reproductive Cells from Human iPS Cells or
Human Tissue Stem Cells (partially revised on April 1, 2013)

The importance of informed consent is clearly spelled out in all of these documents. For this
discussion, we primarily look at the most comprehensive set of guidelines, Ethical Guidelines forClinical Studies, issued by the Ministry of Health, Labour and Welfare.5
First, the objective of the Ethical Guidelines is to “set forth principles to be followed by all
individuals involved in clinical studies from the standpoint of the dignity of the individual,
human rights, and other ethical and scientific aspects, with an ultimate goal of promoting
appropriate clinical research having the understanding and cooperation of the public.”5 Obtaining
the “understanding and cooperation of the public” is equally necessary in other research fields.

2.2. Components and Procedures of Informed Consent
When Taro explained the necessity of informed consent to the inquiring professor, hereplied, “Oh, I see. You are saying that informed consent is necessary in order to exercise
respect for the dignity of human subjects; in other words, the concept of “respect for
persons” stated in the Belmont Report, and in order to maintain and strengthen good
relations with the public, right? Indeed, if I or my dear family members ever become humansubjects, we wouldn’t want to participate in the research unless our dignity was carefully
considered. So I understand that it its necessity. But specifically what is required of us? For
instance, if I recruit students at my university to be human subjects, what should I be careful
to do?”As clearly stated in the “Ethical Guidelines for Clinical Studies,” informed consent has threeessential components: being “fully informed,” participation at one’s “own discretion,” and giving“consent.” These correspond with the three components of informed consent described in the
Belmont Report2: information, comprehension, and voluntariness.

2.2.1. Information
Information necessary to being fully informed must be disclosed to the participant so that s/hecan make an informed decision. Such information includes but is not only a “paragraphcontaining the order and methods used in the research, its objectives, expected risks and benefits,
possibilities for other methods (if treatment accompanies the research), and the fact that the
subject may, at any time, ask questions or terminate his/her participation.” It also is to include
information on the method used in selecting the subjects and information on the principal
investigator of the research project.
31

The “Ethical Guidelines for Clinical Studies” state that the following information must be
disclosed as well.5(1) Participation in the study is optional.
(2) Declining consent to participate in the study will not cause any disadvantage to thecandidate.
(3) A subject or his/her proxy consenter or equivalent person may rescind informed consent at
any time after giving it without sustaining any disadvantage.
(4) The reason why the individual was selected as subject candidate for the study(5) The significance, objective(s), method(s), and duration of the study(6) Name(s) and position(s) of researcher(s) and equivalent person(s)(7) Outcome of the study, possible benefits and risks arising from participation in the study,
unavoidable discomfort associated with participation in the study, and measures taken after
completion of the study(8) The possibility that the results of the study will be published after making the subjects
unidentifiable(9) Financial resources related to the study, possible conflicts of interest, and the relationshipbetween the researchers or equivalent persons and the organizations related to the study(10) Whether compensation will be provided for participation in the study (and details of thecompensation, if any)(11) Information on whom to contact if the subject has complaints, incurred inquiries, etc.

As the information that must be disclosed to obtain informed consent cannot have omissions,various organizations have prepared checklists. Nevertheless, it is important not to think of theitems listed in the Ethical Guidelines as merely points to be “checked off.” Scientists mustthemselves consider what information should be disclosed in order to guarantee the subjects’
dignity and welfare in the best way possible.

2.2.2. Comprehension
Even if sufficient information is given, a subject candidate would not be able to comprehend theinformation or rationally exercise his/her free will if the way in which it is presented iscomplicated or confusing or if the items are listed in rapid succession. One should think of a way
to explain the information in an easy-to-understand manner, considering the candidate’sknowledge level and age. If the candidate is a foreign national, his/her cultural background andlanguage should be taken into account. It is also important to be aware that the language
scientists’ use in their daily research is often very specialized and therefore difficult for the
average person to understand. Even when these considerations are taken, quite often thecandidate may not fully comprehend the explanation. Thus, one must pay close attention to32

verifying whether the candidate has understood all of the explanation: Testing his/her
comprehension may be appropriate.
In situations where the candidate is a minor or cannot make a decision based on his/her free will,
it is necessary to obtain the understanding of a “proxy consenter” such as a parent or guardian or
another family member.

2.2.3. VoluntarinessInformed consent is established only when the subject voluntarily agrees to participate inresearch. Traditionally, Japan has had a cultural and social environment in which subjects areeasily influenced by the status or authority of doctors and scientists; therefore, special care must
be exercised in the case of Japanese subjects. In particular, scientists affiliated with a university
or other educational institution should avoid using their own students, on whom they have strong
influence, but rather try to find subjects who are other than their students. Should this not be
possible, the scientist may approach his/her own students but only after a reliable method is used
to confirm that they would participate at their own free will. Offering a big honorarium orpresenting other benefits as compensation for the subject’s participation would undermine theprinciple of “voluntariness.” Obviously, hinting at giving a higher grade or promotion would
clearly be an unethical practice.

2.2.4. Items to be considered in obtaining informed consent
As already mentioned, the necessity of obtaining informed consent is not limited to clinicalresearch. One must be aware that this requirement applies to all research involving humansubjects. So, scientists should consider anew whether it is necessary to obtain informed consent
in their own research.

The professor working with Taro as a researcher heard Taro’s explanations and replied, “OK,I understand. It appears to be a process that takes time and effort, but is essential if we want
our research to have any value. I was not familiar with this concept in my engineering
department. I wonder if it is better understood in other fields.” So, Taro decided to contact
professors in the humanities and social sciences at his university to find out what type ofprocedures in their departments are carried out to obtain informed consent in areas ofresearch involving human subjects such as in psychology.

In the field of psychology, the following points are germane to informed consent.6
In research involving human subjects, it is necessary to ask for the cooperation of those who willserve as human subjects. Regardless of the way that they are recruited, it is necessary to firstclarify the type of research they are being asked to participate in and then recruit them. In thecase of psychology research, disclosing certain information in advance to the participants may
bias the research. In some cases, therefore, careful and detailed discussion of ethics is required,33

particularly when asking for participant’s cooperation in research that necessitate not giving the
subject certain information or even practicing deception (giving him/her false information).
Becoming a research participant and voluntarily participating in research may mean giving up
one’s private time. In some studies, the subjects volunteer without any compensation; in others,
an honorarium or something else is given as a token of appreciation. This varies largely
depending on the risk and duration involved.
Furthermore, in conducting research, it is necessary to carefully prepare safety measures, often
including accident insurance in case some sort of health-related damage should occur.
Honoraria and accident insurance may also be necessary in fields other than psychology.
Additional considerations and appropriate procedures may be required in certain cases, such as
when the research participant’s comprehension and decision-making ability is not sufficient togive voluntary consent (informed consent from a “proxy consenter”) or when informed consent
is not required, e.g. in observational studies. Even after informed consent is obtained once, theprocess of obtaining it may have to be repeated with detailed and proper explanations each time
the situations changes; for instance, when the research participant’s health changes or the
research objectives change.

3. Protecting Personal Information

One of the points that should be explained when obtaining informed consent is how the subject’s
personal information is to be protected. Not only must this be considered sufficiently out of
respect for the subject’s dignity, in modern society leakage of personal information and privacy
infringement can lead to dire consequences. Once information is leaked, it is impossible tocontain it or to undo the leak. In some cases, the subject’s character could be slandered or the
subject could lose social credibility. Disadvantages could come in many forms. Genetic dataobtained by research, such as in human genome projects, contains not only information related tothe health and welfare of the subject, but as it is related to his/her family, leakage of suchinformation could have enormous consequences far beyond anyone’s imagination. Disclosure of
personal information related to epidemiological studies can inflict harm on a large group ofpeople.
Privacy and personal information protection have been actively discussed all over the world
since the late 20th century (e.g. OECD’s Eight Principles). In Japan, the Act on the Protection of
Personal Information went into full effect in 2005. In clinically-relevant fields, the Ministry of
Health, Labour and Welfare established the “Guidelines for Appropriate Handling of Personal
Information by Medical, Nursing, and Related Businesses” (issued in December 2004, revised in2010). This document urges that these guidelines be adopted by universities and othereducational and research institutions that are exempt from the “Act on the Protection of Personal
Information” so as to preserve their “academic freedom.”
The guidelines contain the following ten points regarding personal information, related toprovisions in the “Act on the Protection of Personal Information.”7(1) Identifying the purpose of its use
34

(2) Notification of the purpose of its use(3) Obtaining personal information appropriately, ensuring its accuracy(4) Measures for safety management: supervising employees, monitoring contractors(5) Restrictions on providing personal data to a third party(6) Public disclosure of items related to retained personal data
(7) Disclosure of retained personal data requested by the subject(8) Amending information and suspending its use(9) Procedures and fees for disclosure requests(10) Explanation of reasons; responding to complaints
These laws and guidelines constitute fundamental rules to be understood by scientists. In
particular, principal investigators must not only know these rules and guidelines themselves but
must also ensure that every member (including students) participating in the research understandthem, while promoting strict compliance.

3.1. Definition of “Personal Information”
In the “Act on the Protection of Personal Information,” the term “personal information” isdefined as “information on a living individual, which can identify the specific individual by
name, date of birth or other description contained in such information (including information thatcan be compared with other information and thereby identify the specific individual.)”8
Specifically, this includes not just information such as name, gender, date of birth, and otherdescriptions that can identify the specific individual but also “any information expressing facts,
judgment, or evaluation concerning the individual’s physical body, assets, occupation, position,or other attributes.” This includes information already made public in addition to information
known to a limited group of people, including information contained in images and sound. Evenif such information is encrypted, it is still considered personal information.9

3.2. Linkable Anonymizing and Non-Linkable Anonymizing
In general, research involving human subjects includes a process of “anonymizing,” in which
information that can identify individuals is partially or entirely removed from their personal
information and replaced with numbers or codes. If identification is possible by referencing theinformation with some other information (e.g. directories), then the information necessary forsuch referencing is also replaced with numbers or codes. This anonymizing process has two
major types: linkable anonymizing and non-linkable anonymizing. The former is an anonymizing
method in which the correspondence chart for codifying by numbers or codes is stored but not
managed by the researchers. Its merit is that the subjects can be identified if necessary. The latter
is an anonymizing method in which the correspondence chart is not stored but discarded. Any
information processed by non-linkable anonymizing is no longer considered personal
information.
35

3.3. Scientists’ Responsibility for Personal Information in Conducting Research
What responsibility, then, does a scientist have in handling personal information while
conducting research? The “Ethical Guidelines for Clinical Studies” list the following
responsibilities related to the protection of personal information.10(1) When presenting research results, the subjects shall not be identifiable.
(2) Personal information shall not be used beyond the scope necessary to accomplish the purposeof its use specifically explained to the subject when obtaining informed consent.
(3) Personal information shall not be obtained using an improper method.
(4) Effort shall be made to maintain personal information accurately and current within thescope necessary to accomplish the purpose of its use.

(5) Safety management shall be implemented to ensure that personal information is not leaked,
lost, or damaged.

3.4. Handling Personal Information in the Humanities and Social Sciences
This discussion has been focused on clinical research thus far; however, research involving
human subjects goes beyond clinical research. Some fields of the humanities and social sciences,such as history and sociology, can also involve personal information.
For instance, when one presents results while quoting unpublished documents or interview
records, the following points need to be considered:•

In the original interview, to obtain consent from the interviewee concerning theobjectives of the research, scope and format of disclosure, and whether or not his/her
approval will be obtained before presentation.

•

When quoting an interview record, to mention the interviewee’s name, position andoccupation, date, time, and location of the interview within the scope agreed upon by
the interviewee.

•

When quoting a historical source or document publicly displayed in an archive or ahistorical library, to cite the name of the archive or library, title of the source/document,
document number, and other details. When using a deposited document and thedeposition agreement requires that the depositor be shown a rough draft of yourpresentation in advance, to be sure to comply with that requirement.

•

If you have received special permission from an individual or a corporation to browse
historical sources or documents, to obtain prior agreement and clarify the disclosure
conditions, including to what extent you may disclose the actual resources/documents,
their existence, and items containing personal information.

•

When quoting historical resources or documents, to pay especially close attention to
information such as an individual’s birth, lineage, economic status, death (including36history of illnesses), and criminal history, because, while the individual may have lived
in the past, such information may violate the privacy of his/her heirs or successors.

4. Collecting, Managing, and Processing Data

Taro’s research team has, with the cooperation of related offices of the university, completed
the process of obtaining informed consent from all the human subjects, and is making
preparations to begin their research. Just as they were about to begin their experiments,
another professor said to him, “As we go about conducting our research, shouldn’t we decidein advance how we will share the data obtained among the collaborating researchers? The
research plan does stipulate that the data will be shared in an appropriate manner, but
provides no specific indication on how that is to be done. Besides, differences exist between
the humanities and science researchers in the way they keep their research notes.” Tarodecided to first discuss the experimental data and how they are recorded with the
postdoctoral fellows and graduate students in his laboratory. He asked them, “As our group
participates in this research, the way each of us keeps lab notes and maintains raw data may
differ from one another. What rules has our laboratory followed thus far? When carrying out
joint research with outside organizations, does anyone know how to handle lab notes anddata?”

4.1. Data and Their Importance
Data comprise “all types of information based on facts, used for rational deduction.”11 The
importance of data in research is obvious; without data, there could be no research. Whatconstitutes data varies from field to field. In history, for example, data include not just printed
materials and books but also hand-written letters, artifacts, and a wide variety of other things. In
sociology and anthropology, survey results and interview records also make up crucial data. In
the empirical world of science, data include measurement data and image data obtained via
experiments.
To assure the reliability of data in scientific research, one must make sure(1) that the data are obtained based on appropriate methods,(2) that the data collection does not involve intentional wrong-doing or mistakes due tonegligence, and(3) that the data obtained are properly stored and their originality is maintained.
With the exception of few special circumstances, the quality of all scientific research isdetermined upon the assumption that the “data” were obtained using the utmost care and rigor
available at the time. Accordingly, scientists must handle “data” with integrity in every phase of
their research activities.
Collection of data differs depending on the research field, theme, objective, and other factors, so
the procedures established for handling them in one’s own field of specialization should be37

followed. However, at least in research involving experiments, there are some common factors
on “record-keeping and the strict handling of research and investigation data.” Let’s take a lookat them.

4.2. Purposes of Lab Notes
In experimental fields, data are generally recorded in the so-called “lab notes” (sometimes
referred to as research notes or experiment notes). Well-maintained lab notes that contain dataand ideas recorded in an appropriate manner serve at least three crucial roles. First, they provethat the research has been conducted fairly and properly. Second, when the research produces a
result, the lab notes can prove its originality. Third, they make the data and ideas transparent in
the laboratory and in the research group, serving as a tool for sharing and effectively applying
the data, i.e., a tool for “knowledge management.”12
The National Institutes of Health (NIH), a central agency for life-science research in the UnitedStates, states the following concerning the purposes of recording daily activities in lab notes:13
First, if the experiment produces a result, information retained in lab notes can help a third party
replicate the experiment. Further, in the context of research ethics, lab notes can validate thelegitimacy of the research and prevent improper practices. There are situations where lab notes
are legally required to fulfill contractual conditions, and for patents, lab notes can protect
intellectual property rights. Furthermore, lab notes can establish effective research customs andpractices within the research team, helpful in educating its members (including students). In
addition, lab notes can provide evidence for recognizing accomplishments, i.e., how much eachmember has contributed to the research. With excellent lab notes, preparation for official reports,
papers, and presentation can be made easy.
In private corporations, strict procedure may be applied to writing lab notes as they can be
involved in intellectual property rights such as patents. Many firms have well-established lab
notes management rules that stipulate their contents, recording methods, how to obtain witnesses’
signatures to validate them as documents for evidence, and how to manage the notes. In the
United States, where the industry-academic collaboration has been on the rise since theestablishment of the Bayh-Dole Act of 1980, various issues associated with intellectual property
have rapidly increased. Consequently, many universities have established and adopted policies
on lab notes.14
In conducting responsible research activities, one needs to understand that lab notes are an
indispensable tool and to establish and implement related rules after discussing them among theentire research group, including joint researchers (check the policies of affiliated institutions if
they already have such policies).

4.3. What Makes the Best Lab Notes
So then, what do good and useful lab notes look like? According to F. L. Macrina, et. al., usefullab notes are those in which the scientist has clearly recorded(1) what was done, why, how, and when it was done,(2) where the experiment materials and samples are kept,
38

(3) what phenomena occurred (or did not occur),(4) how the scientists interpreted the facts, and(5) what the scientists will do next.

The best lab notes are stated to be(1) easy to read,(2) well organized,(3) recorded accurately without omission,(4) contain information sufficient for replication,(5) satisfy the requirements set by funding agencies and affiliated institutions, and(6) properly stored so that only authorized personnel can see them, and duplicates are made incase something should happen to the original notes.

Macrina et. al. conclude that lab notes are the “record that will ultimately validate the scientificcontributions you have made.”15

4.4. Lab Notes: Items to Record, Methods of Recording
Okazaki, et al. summarize important points for writing lab notes as follows: 16(1) Entries should be in chronological order.
(2) Notes should have no blanks. Cross out any blank spaces and completely avoid inserting
sentences.
(3) Prior entries should never be corrected later. Any correction should be written on the page forthe day when the correction is made.
(4) Entries should be managed according to “date” and “title” (convenient if they are linked tothe table of contents).
(5) Abbreviations and special terms should be recorded with explanations for a third-party reader(good to add a “list of abbreviations” and “glossary” at the beginning).
(6) Objectives, logical reasons, and plans should be briefly stated for new plans and when theexperiment is about to begin.
(7) Entries should be written in enough detail for a third party to replicate the experiment.
(8) Entries should be written so that (if they are separated) the reader can easily see the order inwhich the sections follow each other.
(9) Results and observation items should be recorded immediately.
39

(10) If a result (or something else) is attached, the person recording it, as well as the date and thesignature of a witness, should be written on the attachment and the notebook page.
(11) If attaching a document is difficult, the location and the name of the attachment should berecorded in the notes and the attachment stored separately, with cross reference to each other.
(12) Facts such as data should be clearly distinguished in writing from ideas and conjectures
such as observations.
(13) In joint research, entries should be written with an awareness of to whom ideas andproposals belong.
(14) Discussions in meetings should also be recorded.
(15) Each page should contain the name of the person writing the entry and a witness’s signatureand date.

These are just examples; however, the quality of research will improve when these points arethoroughly discussed among the research team and checked on a regular basis throughout the
research.
There are notebooks sold for lab notes. One example is the “Research Lab Notebook” developed
jointly by Prof. Yoichiro Sata of Yamaguchi University and Kokuyo S & T Co. Ltd., a Japanesestationery manufacturer. Here is an example of an entry in it.

40Entry Example of “RESEARCH LAB NOTEBOOK”
4.5. Managing Lab Notes (Data)
Even when lab notes are taken appropriately, clearly recording data and ideas obtained in the
research, the reliability of the lab notes and their value as evidence could be lost if the notebook
is poorly managed. For instance, if the notes are kept in such a way that one lab notebook can be41

completely replaced by another, the laboratory would be in a disadvantageous position whencompeting for a patent.17
Fundamentally, lab notes do not belong to an individual; they are considered to belong to theinstitution (e.g. research institution) that provides the research environment and funding.
Therefore, they should be managed appropriately in accordance with the rules of that institution.
Where the institution does not have a dedicated department or office that stipulates management
rules, it is necessary for the principal investigator to initiate an effort to create such an office andto establish management rules by discussing them with the members of the research group. In
institutions where the research members come and go frequently, such as universities, it will benecessary to create a management system that also includes training of new members.
Particularly close attention should be given if the research involves data containing personal
information. Access to the lab notes should be limited, and the notebooks should be kept in alocked cabinet. On the other hand, if the research is done by a team, the progress of the research
could be hindered if the members’ access to the data is severely limited. Therefore, discussion
with the team members is necessary to obtain an appropriate balance.
As discussed above, lab notes are extremely important to scientists as a record of theexperiments and research they have conducted. These notes are more than just an intellectual
compilation of their own research processes and ideas. As lab notes can provide validation andevidence after a paper is presented, each research institution must establish policies on themethod and duration of their storage.
Organizations that fund research are requesting that data be kept for a certain period of time after
the subject research is completed. For research data related to patents, an exceptionally long
period of 30 to 50 years of storage is considered desirable.18 For such a long period of storage,
the responsibility should not fall on the individual scientists or laboratories, but rather on thelarger institution.
In joint research in which multiple institutions conduct research together, the ownership of lab
notes and distribution of credit should be thoroughly discussed in advance. Even while theresearch is being carried out, discussions should take place often to ensure agreement.
Recently, it has become possible to store lab notes and data on electronic media. However, evenin this case, it is still necessary for documents and data to be kept properly in such a way that
correction, addition, and revision cannot be done after the date that an experiment was originallyrecorded. Research institutions must issue a clear statement on such a method as well.

5. What Is Research Misconduct?

5.1. Definition of Research Misconduct
Three types of conduct are defined as research misconduct all over the world, not just in Japan:
They are fabrication, falsification, and plagiarism, sometimes abbreviated “FFP.” Federal law in
the United States adopts these three as the definition of research misconduct.19
However, internationally speaking, research misconduct is not limited to FFP; rather, the trend istoward questioning increasingly more deviant behaviors. The “European Code of Conduct for
42

Research Integrity” lists many of them, including not explaining profit, violating confidentiality
agreements, missing informed consent; deviating from clear, ethical, and legal requirements suchas in abusing research subjects or misusing materials, attempting to hide misconduct, and taking
retaliatory against whistleblowers. Another item stipulated as misconduct by many academic
societies in Japan and overseas is duplicate posting, which is prohibited and penalized. For
example, the “Code of Conduct of The Physical Society of Japan” (issued on July 10, 2007)
defines duplicate posting as misconduct.
MEXT formulated the new “Guidelines for Responding to Misconduct in Research” issued inAugust 2014, which defines FFP as especially grave research misconduct. However, it does notcondone other forms of misconduct. On this point, please refer to section “6. Avoiding
Questionable Research Practices.” These new guidelines stipulate that the following measures
are to be taken against specific acts of misconduct in research activities.
3. Responding to Specific Research Misconduct
1. Applicable Types of Research Misconduct, etc.
The research activities, researchers, and research misconduct to which thissection applies are as follows.
(1) Applicable research activities
The research activities to which this section applies are all those receiving
competitive funding, administrative grants to national universities,
corporations or independent administrative agencies under MEXT
jurisdiction, private school subsidies or other funding for basic operating
expenses, or other funding budgeted or specially allocated by MEXT.
(2) Applicable researchers
The researchers to whom this section applies are researchers who conduct
the research activities defined in (1) above.
(3) Applicable misconduct (specific research misconduct)
The misconduct to which this section applies is the fabrication, falsification,or plagiarism of data or research findings, etc., contained in a submitted
research paper or other published research results (hereinafter “specificresearch misconduct”), either willfully or due to gross neglect in the basic
duty of care expected to be exercised by researchers.
(a) Fabrication
Making up data or research results, etc.
(b) Falsification
Manipulating research materials, equipment, or processes to change data or
results obtained from research activities.
(c) Plagiarism
43

Appropriating the ideas, analyses, analytical methods, data, research results,
research paper(s), or words of other researchers without obtaining thepermission of the researchers or giving appropriate credit.
Note that in drawing up rules for responding to research misconduct in a
research institution, there is no need to limit the applicability as in (1) to (3)above. For example, research performed on commission by anothergovernment agency or company should be included among applicable research
activities regardless of the type of funding.

These guidelines also stipulate measures such as for cancelling the awarding of a grant or
requiring a refund of the grant, depending on the circumstances involved, with respect tocompetitive funds used in research that involved fabrication, falsification, or plagiarism.
When research misconduct is confirmed, the scientist’s eligibility to apply for further
competitive funds will be restricted. 20

5.2. Examples of Fabrication and Falsification
In 2002, a serious fabrication incident involving Nature and Science was uncovered. It originatedat Bell Laboratories in the United States, a prestigious research institution that has so far
produced 12 Nobel Prize winners. Using an innovative method, Hendrik Schön, a young German
researcher, broke many records one after another in high-temperature super conductivity,
attracting the attention of scientists all over the world. During a brief period of just three years(2000 through 2002), he published a total of 16 papers in Nature and Science combined,
breaking his own record. At one point, he was said to be the scientist closest to winning theNobel Prize.
However, questions arose when Schön continued to break his own records while the rest ofworld could not succeed in replicating his experiments. It became apparent that falsified
experiment data was recycled in many of his papers. While each paper was supposed to be on a
separate experiment individually performed, many of them used the same set of recycled
experiment data. Bell Laboratories launched a review committee and concluded that 16 of his
papers involved research misconduct. It was determined that many of the “experiments” were
not actually done and that he had been falsifying and recycling experimental data from anotherexperiment, thus “fabricating” the data as if breakthroughs and innovative results had been
produced.21
Physics was a field in which research misconduct had been considered unlikely. Thus, when
fabrication of such an enormous magnitude occurred, it became evident that research misconduct
could occur anywhere, regardless of the field.
Another example of misconduct involving fabrication and falsification, in Japan this time, is the“Diovan” incident (2012). Multiple university hospitals participated in clinical research on“Diovan,” a drug for treating high-blood pressure. It was alleged that, when each hospitalconducted its own research, numerical data such as the subjects’ blood pressure and statistics
were manipulated in such a way that the conclusion would be advantageous to the a certain
pharmaceutical company. After the misconduct was exposed and made public, their research paper
44was retracted; however, the former hospital employee involved in the data fabrication andfalsification and employee of the pharmaceutical company, which used that invalid paper toadvertise the medicine, were prosecuted for exaggerated advertisement prohibited by the
Pharmaceutical Affairs Law.22 In this case, another point that attracted public attention as aserious problem was the fact that, while the employee of the pharmaceutical company was
engaged in the research group’s statistical analysis, the publication of the research results listed
him as an adjunct lecturer at the university. In this type of research, it makes a huge difference inthe reliability of a paper whether the research was carried out by a university researcher who
conducted the experiments from an objective, neutral standpoint, or whether it was carried out by
an employee of the involved corporation. In this type of conflict of interest, full disclosure isrequired at the time of the paper’s publication. In this case, however, the act of using his position
as a university adjunct lecturer was done in a way to hide this conflict of interest and was thus
deemed problematic.
Fabrication and falsification are fundamentally serious acts of betrayal against the very objectiveof scientific research: to pursue truth. One must recognize that such acts cause society to lose its
trust in the scientific community, potentially even affecting the health and safety of the people.
This type of misconduct wastes the time, efforts, and research funds of other scientists who try to
replicate an experiment under the assumption that the data published by the scientist istrustworthy. When one scientist announces a new idea, other scientists try to verify and validatethat result as well as to advance the idea together, even further. Fabrication and falsification are,therefore, acts that undermine the foundation of the community of scientists who, even while
competing with one another, strive to work together to amass research advances toward theprogress of science.

5.3. Examples of Plagiarism
Research presented by an author is his or her original work, and it is assumed that all its contents,
i.e. information, ideas, and sentences, are those of the author. “Plagiarism” is an act that betrays
this trust. Plagiarism is one type of false authorship; it suggests a lack of the ethical character“honesty” of the infringing scientist and is a serious violation of occupational ethics. Plagiarism
can lead to a penalty as a violation of the Copyright Act (cf. “5.2. When Using Someone Else’s
Copyrighted Material of Section IV”).

So then, what constitutes plagiarism? An obvious example is the act of using large parts ofsomeone else’s paper, without properly citing it, as if writing them as one’s own work. But there
are other forms such as a university professor looking at an unpublished paper of his graduate
student and publishing an idea found in the preprint as his own idea; this constitutes plagiarismof an idea. In recent years, the widespread use of the Internet makes it possible for one to simply
copy parts of a published paper or a website and paste them onto his/her own draft (referred to as“copy-and-paste”), possibly contributing to the rise in plagiarism. In the humanities and social
sciences, while research misconduct involving fabrication and falsification has not been so
common, it is becoming a significant problem.23 In experimental research, a different type ofproblem exists: not citing sources of published papers when documenting materials and methods
used in one’s own experiments. Furthermore, original sources should be cited not only when45

using someone else’s original description but also when adding changes and modifications tooriginal descriptions.
5.4. Citing Sources
When using someone else’s research results, one must cite that source so that the reader canreference it. Using someone else’s results without citing the source constitutes plagiarism.
When citing sources, a scientist must clearly specify which parts belong to him/her, the author,
and which parts belong to other scientists.
At times only citing a source is not sufficient. For example, suppose scientist A uses, without
modification, a paragraph written by another author, scientist B, citing him only as reference. In
this case, B is properly credited for the content, but the reader does not know whether the entire
paragraph belongs to scientist A or B. When using just a part of some other scientist’s paragraphwithout modification, the author must use quotation marks or different margins and clarify thesource so that it will be obvious whether or not the entire paragraph belongs to another scientist.
Plagiarism is not limited to writing. When one uses an idea or technology obtained throughreviewing a paper or a grant application, as in insider trading, such an act constitutes plagiarism.
Even if one attends a public lecture and later uses an idea presented by the speaker without
proper permission of the speaker, it may constitute plagiarism. In such a case, it is wise to clearly
credit the speaker as the source of the idea or to obtain the speaker’s permission in advance.
When using a theory or an idea originated in discussions at a research workshop or a conference,a similar step should be taken from the standpoint of science ethics.

6. Avoiding Questionable Research Practices

In promoting integrity and responsibility in research activities, there are certain “values” sharedby all fields of research. The “Singapore Statement on Research Integrity” (2010) lists thefollowing four principles as these “values.”•

Honesty in all aspects of research•

Accountability in the conduct of research•

Professional courtesy and impartiality in working with others•

Good stewardship of research on behalf of others

Misconduct such as fabrication, falsification, or plagiarism are on the opposite side of theseprinciples.
Fabrication, falsification and plagiarism are not the only intentional misconduct in research, butthey hamper the advancement of science and development of society. Situated between research
integrity and research misconduct are so-called “questionable research practices” (QRPs), which
are also feared to threaten the credibility of research.24
46

The National Academy of Sciences of the United States says following concerning “QRPs”:“A questionable research practice is a practice that violates the traditional values of research
activities, potentially resulting in harmful impacts on research process. These practices could
damage trust in the honesty of the research process, threaten a variety of traditional customs ofscience, affect research results, waste time and resources, and weaken the education of young
scientists.”25 Specific examples of questionable research practices include the following:•

Not keeping critical research data for a certain period of time•

Inappropriate management of research records•

Problems in the writing of the author of an academic paper•

Refusal to provide research materials and/or data•

Insufficient research training, exploitation of students•

Dishonest presentation of research results (especially to the media)

According to a report on an empirical study on research activities, there are many scientists who
have been involved in QRPs and/or have witnessed QRPs.26 Just as fabrication, falsification, andplagiarism (FFP), QRPs must be recognized as misconduct that can waste research resources anddamage the relationship of trust between society and the scientific community as well as within
the scientific community itself.
Additionally, QRPs are not limited to practices during the implementation of research; they canoccur at the planning stage of research. Examples include the following:27(1) Inappropriately exaggeration of anticipated research results and their impact(2) Proposing excessively biased research themes or research methods(3) Not mentioning a conflict of interest that exists with the applicant or a related party
It is therefore necessary to consider whether QRPs may occur or not, both as an individual
scientist and through an open discussion among the research collaborators, even while preparing
an application for competitive funding or preparing to present a paper.
QRPs also include practices that are, while technically not misconduct, to be avoided because
they are “not desirable.” Such practices as duplicate posting and inappropriate authorship areincluded within the definition of “research misconduct” in some nations and research institutions,
so one must be careful regarding QRPs.
47

7. Duty of Confidentiality

Taro was contacted by a staff member of the company involved in the joint research, who
said, “In the joint research project we have been doing, we too are entering a new phase. I
believe we need to sign a confidentiality agreement now. What do you think?” Taro replied,“Let me talk about it with Professor A. Please give me some time, and I will get back toyou.” When Taro contacted the professor, he replied, “He’s right, it is probably necessary
now. Let’s contact the Intellectual Properties Office of the university and ask them how to
respond.”

When conducting research involving human subjects, there is a confidentiality requirement toprotect personal information obtained in research; for doctors and other healthcare providers thisis a legal requirement. The “Ethical Guidelines for Clinical Studies” of the Ministry of Health,Labour and Welfare state that similar requirements apply to parties involved in other fields andthat principal investigators are responsible for ensuring that everyone on a research teamunderstands the duty of confidentiality and for promoting compliance.
The area of intellectual property has another important duty of confidentiality. Since theenactment of the Japanese version of the Bayh-Dole Act (cf. Column “Japanese Version of
Bayh-Dole”), results obtained in government-contracted research now belong to the institution(such as a university) with which the contracted scientist is affiliated. With this change, thenumber of patent applications originating from research conducted at universities is increasing.
Prior to that, university faculty showed little interest in applying for patents; now, however, that
their own results can be recognized in the form of patents, which in turn can generate licensing
fees and royalties through the university, things are changing. Many universities have set up
intellectual property offices and are attempting to commercialize inventions born out of researchon their campuses.
There are at least three ways to generate profits from intellectual results produced in a university
laboratory:28(1) Technology transfer of an original result to industry (including patents)(2) Joint research with a company, with the results used in a joint patent(3) Launching a university-initiated venture company based on research results
In these processes, discussions are carried out by many people, including scientists, members ofcompanies, and experts on intellectual property, in an attempt to find the best ways to generate
profits. Of course, the disclosure of results obtained from the research is necessary in such cases.
On the other hand, during these discussions, in which ideas and information that can beconsidered intellectual property are communicated to other parties, problems can occur, either
intentionally or by accident, such as another party claiming the originality for an idea orinformation being leaked to the outside. To prevent such trouble, parties engaged in these
discussions sign a “confidentiality agreement.”48

As industry-academic collaborations is becoming more prevalent of late, it is necessary for
researchers to pay closer attention to issues associated with intellectual property rights. Before
starting a joint research project with a company, researchers should first consult with theintellectual property office in their institution and come to an agreement on property rights withthe counterpart company.
Concerning the role of students in joint research between a university and a company, special
attention must be paid even more than in normal joint research. Scientists hired by universities
and research institutions are bound by many requirements including occupational confidentiality,in accordance with their employment agreements. However, students, who pay their own tuition
and receive education and research supervision in return, do not have the same requirements
placed on them. In the case of a student employed as a researcher using external funding, s/heshares the same obligations as the faculty members; however, consideration needs to be given
whether it would be appropriate for him/her to sign a confidentiality agreement or to leave
his/her status ambiguous. This is because the student may in the future seek employment in arival company and a confidentiality obligation could potentially limit his/her freedom to choose
an employer.29 On the other hand, if a student signs a confidentiality agreement with theuniversity, participates in the joint research, and then leaks some information subject to theconfidentiality agreement to another company, the student could be held liable for damage
compensation. Thus, there is a responsibility to educate students; and as the students’ gains may
not match perfectly with their participation in joint industry-academic collaboration, it necessary
for principal investigators to take both angles into account when determining the position of
students in such projects.

8. Responsibilities of the Principal Investigator

Taro was worried when Professor A asked him to participate in the research management. He
was easily able to complete the required procedures such as obtaining informed consent
from the subjects and establishing a system to manage the lab notes; however, involvement
in managing the research team would be a huge responsibility. Of course, since the professor
was the principal investigator, Taro planned to continue his research and seek results
according to the plan while checking the professor’s instructions, but he felt that not all themembers of the research team would sufficiently understand and share his ideas. In
particular, postdoctoral fellow B appeared to be frustrated in his effort to produce asignificant result before his tenure at this university was up. Recently, he had often been seen
analyzing data by himself, and he seemed to be carrying out experiments on a tight schedule,
at a rather unrealistic pace.

The principal investigator is responsible for conducting research activities appropriately and,
therefore, also responsible for ensuring that all procedures are carefully followed according tovarious ethical policies and guidelines as well as for managing personal information, data, andintellectual properties.
Additionally, the principal investigator is responsible for achieving the project’s goals (obtaining
the desired results) while carrying out the research according to its plan as much as possible. For49

these reasons, s/he is expected to put forth maximum effort within the amount of time and effort
assigned to him/herself when preparing the research application. However, it needs to be pointed
out that some research may not go according to plan. In most research projects, at some stage aproblem or an unforeseen situation will occur, and whenever this happens, the hypothesis or
research method may be modified. Meanwhile, graduate students and young scientists may be
doing research under tremendous pressure because they are required to produce a certain level ofwork, such as giving a presentation at a conference or publishing a journal article, within a fixed
period of time in order to receive a degree or get a job. If joint research with a company iscarried out, the company may try to find results that can be immediately applied to a patent. The
principal investigator is required to conduct the research with a comprehensive understanding of
all these demands and financial implications.
When research is conducted as a team, often the members will include young researchers andgraduate students. The principal investigator needs to be aware that his/her conduct on the teamcan have a powerful influence on them, including influence in an educational sense. While it isimportant to maximize the research results of the team, the principal investigator should
recognize that publishing a paper is not the only result/goal to be sought, but that fostering
principled scientists and building a sound environment for scientific research are also honorable
outcomes. Hence, the principal investigator should refrain from excessively rushing or pushing
the team members. The Code of Conduct of the Science Council of Japan also states thefollowing:(Establishing Sound Research Environments and Thorough Educational Enlightenment)
8. Scientists shall recognize that establishing and maintaining fair research environments
where responsible research can be conducted is one of their important duties, and shallwork continuously to improve the quality of research environments in the scientificcommunity and their own institutions, and toward educational enlightenment
preventing misconduct. They shall also seek the understanding and cooperation of the
public in achieving these goals.

These points are also related to the occurrence and prevention of research misconduct. An
analysis of past research misconduct suggests that there are often excessive levels of emphasis
centered on accomplishments/results throughout a laboratory or that some research members
work under tremendous pressure. Given these reasons, the principal investigator is expected topromote an attitude that allows the entire research team to constantly perceive the real objectiveof scientific research. Establishing such an attitude is also an important factor in theimplementation of a “research ethics program” at individual research sites.

Worried about the huge responsibility of being a principal investigator, Taro shared histhoughts with Professor A, who explained, “Sure, it may be really difficult at first, but as theeditor of Nature says, a principal investigator is, as the researcher in charge, responsible for‘teaching ethics and the code of conduct to younger generations by setting an example in
his/her daily research activities.” This is not just for one’s own satisfaction but it is for
implementing a research ethics program that involves the entire research group in carrying
50

out responsible research activities.” Hearing this, Taro thought that it would be important tocreate, not a system to catch and prevent research misconduct and other inappropriate
practices, but an environment in which individual researchers would constantly perceive thesignificance and objective of research while engaging in their research and in which talented
young scientists can freely conduct meaningful research. In the end, Taro, though young
himself, decided to take on this role actively within the team.

Notes and References: ----------------1. Society of Automotive Engineers of Japan,” Ethical Guidelines for Research Involving Human
Subjects”
http://www.jsae.or.jp/01info/rules/kenkyu-rinri.pdf
2. HH, The Belmont Report
http://www.hhs.gov/ohrp/humansubjects/guidance/belmont.html
3. Declaration of Helsinki Translated by Japan Medical Association
http://www.med.or.jp/wma/helsinki08_j.html
4. Tokyo Medical and Dental University, Ethical Guidelines for Research Involving Human
Subjects in the Faculties of Medicine and Dentistry, Tokyo Medical and Dental University
OHRP. Human Subject Regulations Decision Charts
http://www/hhs.gov/ohrp/policy/checklists/decisioncharts.html
5. Ministry of Health, Labour and Welfare, Ethical Guidelines for Clinical Studies
http://www. ncgm.go.jp/rinri/main/03english.htm
6. Jun-ichiro Kawahara and Takayuki Sakagami, “Ethics for Psychological Experiments: Current
Situation of Experiments Involving Human Subjects, and Future Expectations,” Keiso Shobo(2010)The Japanese Psychological Association, Code of Ethics and Conduct
http://www.psych.or.jp/publication/inst/rinri_kitei.pdf
7. Ministry of Health, Labour and Welfare, “Guidelines for the Proper Handling of Personal
Information for Medical and Nursing Service Providers”
http://www.mhlw.go.jp/topics/bukyoku/seisaku/kojin/
8. Article 2 of the Act on the Protection of Personal Information
http://www.caa.go.jp/planning/kojin/houritsu/index.html
9. Consumer Affairs Agency, FAQ Concerning the Act on the Protection of Personal Information
http://www.caa.go.jp/planning/kojin/gimon-kaitou.html#q2-1
51

10. Ministry of Health, Labour and Welfare, Aforementioned Ethical Guidelines: p. 10
11. Francis L. Macrina ed., Scientific Integrity Third Edition, ASM Press, p. 271 (2005).
12. Yasushi Okazaki and Koichi Sumikura, “How to write your laboratory notebook” (Revised
version), Yodosha, p. 11 (2011)
13. ORI, RCR Lab Management.
http://ori.hhs.gov/education/products/wsu/data_lab.html
14. Stanford University, “Suggestions for Keeping Laboratory Notebooks”
http://otl.stanford.edu/inventors/resources/inventors_labnotebooks.html
15. Francis L. Macrina de, “Scientific integrity Fourth Edition,” ASM Press, 270 (2014)
16. Yasushi Okazaki and Koichi Sumikura, “How to Write Your Laboratory Notebook” (Revised
version), Yodosha 79 (2011)17. Yasushi Okazaki and Koichi Sumikura, “How to Write your Laboratory Notebook” (Revised
version), Yodosha, 87 (2011).
18. Yasushi Okazaki and Koichi Sumikura, “How to Write Your Laboratory Notebook” (Revised
version), Yodosha, 104 (2011)
19. U.S. Government Printing Office, Code of Federal Regulations, Part 689–Research
Misconduct
20. Guidelines for Proper Execution of Competitive Funds (September 9, 2005)
21. Shu Muramatsu, “Fabrication of Academic Articles),” Chuokoron Shinsha (2006)
22. Article 66, paragraph (1), Article 85, item (iv), and Article 90m item (ii) of thePharmaceutical Affairs Act
23. Shigeaki Kikuchi, “Study on the Trends and Characteristics of Major Misconduct in
Research in Japan”, IL SAGGIATORE, Vol. 40, p.63-86 (2013)
http://www.jsa.gr.jp/commitee/kenri1309kikuchi.pdf
24. Gorazd Mesko and Aleksander Koporec Oberckal, “Questionable Research Practices: An
Introductory Refection on Causes, Patterns and Possible Reponses,” Varstvoslovje. 12 (4):440-457 (December 2010)
25. National Academy of Science, Responsible Science: Ensuring the Integrity of the Research
Process, Vol. 1. Washington, D.C. National Academy Press p.28 (1992)
26. Martinson, B. C., Anderson, M.S., and de Vries, R., Scientists Behaving Badly, Nature 435
p.737-738 (2005)
http://www.mbsj.jp/admins/ethics_and_edu/doc/enq2013/all.pdf
27. N. Steneck, What Do We Know?: Two Decades of Research on Research Integrity, Material
from the World Conference on Research Integrity held from September 16-19, 200752

28. Yasushi Okazaki and Koichi Sumikura, “How to Write Your Laboratory Notebook” (Revised
version), Yodosha, 13 (2011).
29. Office of Cooperative Research and Development, Tohoku University. “Research on the
Ownership of Intellectual Property and Confidentiality Measures for Students, etc.(Report on the
results of Model Program for the Development of Cooperative Research and Development
Methods in the 21st Century (2007) under the Academic Intellectual Property Hub Development
Program by MEXT) (March 2008)53

Column“Japanese Version of the Bayh-Dole Act” (Industrial Revitalization Law, Article 30)
1. History(1) Bayh-Dole Act of the United StatesoAs the international competitiveness of the Unites States economy dropped in the late 1970s,
a bipartisan group of legislators led by Senator Birch Bayh (Democrat) and Senator Bob
Dole (Republican) sponsored the “Bayh-Dole Act” (Patent and Trademark Law
Amendments Act) in 1980 to promote commercialization of inventions resulting fromresearch and development funded by the government. The central point of the act is to give
patent and trademark rights resulting from government-funded research and development to
private companies and universities.

oThis act is credited for recovering the competitiveness of U.S. industry through patents
obtained by universities, their technology transfers, and the creation of new venturebusinesses led by the accelerated technological development of companies.

(2) Legislation in Japano

Meanwhile, in Japan, all patents resulting from research and development funded by thegovernment belonged to the government.

o

In 1999, as strengthening of the country’s industrial competitiveness was being discussed,
the private sector introduced several proposals for improving the system in an Industrial
Competitiveness Council meeting hosted by the prime minister. As a result, in June of thesame year, a set of strategies for strengthening industrial competitiveness was adopted. It
included a measure to establish a law similar to the U.S. Bayh-Dole Act.

oBased on this, the Industrial Revitalization Law, which includes a Japanese version of theBayh-Dole Act, was adopted by the Cabinet on July 21 and then debated in and passed by
the Diet. The Law was promulgated on August 13, with the Japanese version of theBayh-Dole Act going into effect on October 1 of the same year.

2. System Objectives and Overview(1) Objectiveso

The Japanese version of the Bayh-Dole Act has two objectives.

(i) to revitalize research activities in technology(ii) to efficiently apply the results of such activities in business(2) System Overview
54

The Japanese version of the Bayh-Dole Act gives contracted companies 100% possession of
intellectual property rights on all contract research and development (including contracts
through special corporations) funded by the government when the following three conditions
are satisfied:o(i) Research results are reported to the government.
(ii) The intellectual property rights are licensed, free of charge, to the government if thegovernment requires for the benefit of the general public.
(iii) The intellectual property rights are licensed, free of charge, to a third party, as requested by
the government if they are not used for a certain period of time.

(Note) Prior to this act, the government had 100% possession of all the intellectual property
rights obtained through research it contracted.

(3) Applicable Intellectual Property Rights
Laws stipulate the following intellectual property rights:o•Patent rights, the right to receive a patent (Patent Act)

Utility model rights, the right to receive a utility model registration (Utility Model Act)
Design rights, the right to receive a design registration (Design Act)
Copyrights of computer program work, copyright for a database (Copyright Act)
Layout-design utilization rights, the right to register the establishment of a layout-design
utilization right (Act on the Circuit Layout of a Semiconductor Integrated Circuits)
Breeder’s rights (Plant Variety Protection and Seed Act)

Source: METI homepage (http://www.meti.go.jp/policy/innovation_policy/bayh-dole.pdf)

55Section IV: Presenting Research Results

56

1. Presentation of Research Results

1.1. Importance of Presenting Research Results
The academic and research freedom given to scientists (Article 23 of the Constitution of Japan)
is entrusted to them by society premised upon public trust.1 The presentation of scientists’research results does not just lay the foundations for the next research topic. Academic papers
and reports, which represent deepened knowledge of humankind in print form, become assetsthat can be preserved beyond the current generation. In addition, the modern scientist is expected
to transmit, in response to public demands, a variety of knowledge and opinions for advancing
discussions and promoting the sound development of society.
In transmitting research results to society, beyond the framework of the scientific community, weneed to discuss not only how research is advanced and what types of results are obtained, butalso what the nature of research should be and various ethical considerations.
It is also a responsibility of scientists to present research results in ways that are appropriate andwill protect people and society. In the past, Japanese scientists studying Hansen’s disease(leprosy) did not correctly report to the Japanese public the fact that overseas research had
developed effective drugs and methods to treat the disease, which was believed to be incurable.
So as prevent the spread of infection, Japan was still quarantining patients, inflicting a cruel lifeon them and their families for a long period of time.2 In addition, the history of pollution anddrug-related harm in Japan bespeaks a lack social responsibility on the part of scientists. It isessential for today’s scientists to be cognizant of such history.

1.2. Announcement Using Mass MediaThe results of scientists’ research are in general presented as papers published in academic
journals, but in some fields it is fairly common to present research results in book form at an
academic conference or research workshop.
On the other hand, presenting research results by way of an interview with a journalist or at apress conference brings with it special considerations that are different from publishing them inan academic journal or presenting them at a conference. Whether via print media such as anewspaper or a magazine, or an electronic media such as television, radio, or the Internet, themass media have an enormous impact on modern society. Journalists doing science-related
interviews or attending such press conferences are professionals expected to have some degree ofscientific literacy. However, the scientist must consider the powerful influence that the media canexert and be very careful when presenting research results to them. More specifically, scientists
must consider the character of the subject medium—its attitude regarding previous reports, thetype of people who read, listen to, or watch it, and the personality of the interviewer—before
attempting to establish communication with the mass medium and by extension communicatingwith society, which is the recipient of their report coverage. Above all, scientists must provide
easy-to-understand explanations based on documents in order for the media to cover and report
the research results accurately. Conversely, scientists must not go beyond that role and try tocontrol the content or the tone of the coverage.
57

After the presentation, scientists should carefully check that the report does not contain any
incorrect or inappropriate content and, if there is a problem, contact the media organization andask them to take appropriate measures to fix it. Scientists must maintain firm governance of thisseries of steps while staying in contact with the PR office of their affiliated institution.

2. Authorship2.1. Responsible Presentation
Research results presented in academic papers and books are normally shared not only within thescientific community but also with the public. If the results are not presented effectively, theachievements of the research cannot be shared.
To be responsible, research must be honest, accurate, efficient, and objective, all of which mustalso be maintained in the presentation of its results. The effectiveness of research presentations isevaluated based on what the scientist has clearly stated with respect to the following three points:•

What the scientist did (methods)•

What the scientist discovered (results)•

Where the results will lead the scientist (discussion)

As standards to be satisfied in the responsible publication of research results, the Office of
Research Integrity (ORI) in the United States lists the following three as “minimum” standards
in its “ORI Introduction to the Responsible Conduct of Research,”3 although it states that it is“not as easy as one might anticipate to meet these expectations.”•

A full and fair description of the work undertaken•

An accurate report of the results•

An honest and open assessment of the findings

2.2. Credit for Research Results
Recognition of a scientist’s contribution to research is called “credit.” This includes authorship,
indicating who has written a given paper. Other ways of giving credit are “citations” of researchby other authors and listing the scientists who contribute to a research study in the“acknowledgements.” All of these are to recognize the contribution of named scientists. Suchcredit is also important for evaluating the contributing scientists and enabling other scientists toevaluate the subject research.
The authors of an original paper (the first published with the results) in an academic journal
receive credit as the original inventors or discoverers. Receiving such credit implies that the58

scientists have made contribution to the advancement of research. The scientific community willthen continue to advance that research based on the results presented by the scientist. This
becomes a criterion for evaluating individual scientists, and can make a significant difference intheir careers (e.g. getting jobs or promotions) and in securing research funding.

2.3. Authorship and Responsibilities
Being listed as a writer of a paper is what is referred to as authorship. Authorship is accompanied
by duties and responsibilities. Authorship also implies that the writer guarantees that the researchis free of errors and falsehoods and is of good quality. In other words, it is a guarantee that thepresentation of responsible research results has met all the relevant standards as described inparagraph 2.1. In other words, authorship implies responsibility to meet requirements that are“not as easy as one might anticipate.” Disclosing any conflict of interest on the part of the author
is also necessary to achieve that purpose.

2.4. Who Should Be Listed as Authors
Given the responsibilities of authorship, whose names should be listed as the authors of a paper
is an extremely important question. Obviously, anyone who has made an important contribution
to the research reported in the paper is entitled to be listed as an author, while those who did not
are not so entitled.
The International Committee of Medical Journal Editors (ICMJE) has drawn up uniform
requirements for manuscript submission,4 which stipulate the following four criteria for one to belisted as a paper author.
(1) Substantial contributions to the conception or design of the work; or the acquisition,
analysis, or interpretation of data for the work;(2) Drafting the work or revising it critically for important intellectual content;(3) Final approval of the version to be published;(4) Agreement to be accountable for all aspects of the work in ensuring that questions
related to the accuracy or integrity of any part of the work are appropriately
investigated and resolved.

These are the conditions that must be satisfied to be eligible for authorship; conversely, people
who satisfy all of these conditions must be listed as authors.
People who does not satisfy these conditions are to be, for instance, included in the“acknowledgements.” A person who was only involved in acquiring research funding,supervising a research group, or doing overall coordination does not satisfy the requirements ofauthorship. It is appropriate for such persons to be included in the acknowledgements. For moredetails, see the below paragraph “4.4. Acknowledgements.”59

2.5. List of Authors
Many papers list multiple names as their authors. In such cases, if a particular author only
contributed to or is accountable for a specific part of the research, this fact must be disclosed.
Unless such disclosure is made, it will be perceived that each author is fully responsible for thecontents of the entire paper and can be held responsible for any research misconduct related tothe paper, even if the misconduct is in a part of the research in which that author did not actuallyparticipate.
The “Guidelines for Responding to Misconduct in Research” issued by MEXT state thefollowing: “An author who, while not identified as a person involved in specific misconduct, isliable for the contents of a paper on research in which that misconduct was found to occur.” S/he
could be subject to penalties such as restrictions in the applying for and receiving competitive
funding. Here, deciding on the author(s) who will be identified “liable” is determined on a casebasis; however, preparing a proper list of authors is crucial to avoiding unnecessary
misunderstandings.
There are various traditions regarding the order in which authors are listed. In some disciplines,
authors are listed in order of their importance, while in others, the author having the mostimportant role may be listed first or last—the order varying significantly from field to field withno clear rules. The order to be used in the author list should be discussed among the authors
themselves, taking into account the tradition in that particular field of research. On this point, see
Section V, paragraph “3(8) Rules on presenting results and authorship.”
Recently, prior to the publication of a paper, many academic journals are requesting confirmationfrom each persons listed as authors as to whether they indeed did author the paper.

3. Improper Authorship3.1. Gift Authorship
Gift authorship is a term referring to a practice in which a true author, out of kindness, gives
authorship to someone not deserving it.
Someone who does not know or agree with the content of a paper cannot be accountable for thepaper. Because the authors are persons held accountable for the research, it is not permissible tolist someone as an author who did not actually contribute to the research. Such persons can be
acknowledged for their cooperation, but should not be listed as authors.
There appear to be cases where persons in a more powerful position than a true author add theirnames as authors of a paper, taking advantage of their superior position. Conversely, there arecases where a true author adds to the list of authors someone close to him/herself or someone
who can give the true author an advantage if listed as an author. Some people may want to add
an authoritative figure in their field to the author list so that the paper will be more readily
accepted. Not only is gift authorship improper, but both the persons who add and accept a giftauthorship need to realize that such a practice violates research ethics.
60

3.2. Ghost Authorship
Opposite to gift authorship is the practice of ghost authorship, in which a truly deserving author
is not given credit as an author.
There appears to be many problems of authorship when a professor and graduate student work
together in carrying out joint research. Even when the graduate student’s experiments, datacollection, and analyses were carried out under the guidance of the professor, the graduate
student should be named as an author when s/he has made a substantial contribution to theresearch.
Some cases of ghost authorship are malicious, having the objective of hiding a conflict ofinterest. Take the case an employee of a pharmaceutical company carrying out clinical research
and analysis of data but only university-affiliated researchers are listed as authors of the paper. If
the employee were listed as an author, an appropriate measure to manage the conflict of interest
would have to be taken and disclosed, which could greatly affect the reliability of the research
results. Ghost authorship is thus sometimes used to avert a demerit to a company.
Ghost authorship also includes an act in which an author’s name is correctly listed but his/her
affiliation is not, hiding, for example, the fact that the author is an employee of a company
having a close financial relationship with the research. In Japan, it is well-known that an
employee of a pharmaceutical company was involved in the entire clinical research study on the
Diovan drug to treat high-blood pressure while being listed not as the company’s employee but
as an adjunct lecturer at the university. This was the so-called “Diovan Incident” (2012).5

4. Improper Presentation Methods

4.1. Duplicate Posting, Duplicate Publication
Duplicate posting and duplicate publication are not acts of an author disclosing information
already made available to the public. They are rather a practice of submitting (posting) andpublishing identical information. When submitting a research paper, if an important part of thepaper has already been presented elsewhere, that fact needs to be made clear. The editor of an
academic journal decides whether or not to publish research results based on honest disclosure
by the author.
Duplicate posting and publishing is problematic because the author is trying to make his/heraccomplishment (the number of accepted papers) appear more impressive than it actually is. This
also wastes other scientists’ time and resources in undertaking unnecessary reviews andreplication. Furthermore, these practices can danger people’s health and safety. If, for example,
multiple epidemiological or clinical research studies show similar conclusions, scientists will
focus their attention on them and conduct research along those lines. If these are duplicate
publications of one research study, the conclusions reached by the misled scientists may guide
public-health policies in the wrong direction.
61

As duplicate posting and publishing are not clear misconduct violations such as fabrication,
falsification, and plagiarism, ethical standards regarding them have not been well-establishedamong scientists. A Tohoku University report on a 2012 study of duplicate posting on its campus
found that ethical standards regarding the problem were not sufficiently well-developed or
widely accepted.6
Under such circumstances, in 2014, MEXT published “Guidelines for Responding to Misconduct
in Research,”7 which states that duplicate posting is a violation of research ethics and, as such, itis prohibited by many academic organizations and journals. It also requires the scientificcommunity to come up with a policy to counter this practice when it occurs.
It should be pointed out that the publication of a doctoral dissertation is also subject to thesepresentation rules. In particular, Japan’s regulations on academic degrees were revised in 2013,
replacing dissertations printed on paper with dissertations presented over the Internet.8 With this,it will be normal for a doctoral dissertation to appear on the Web within three months following
the awarding of a degree. When one submits a paper based on a doctoral dissertation, this factmust be reported to the academic journal. In such cases, the author should not forget to mention,in the acknowledgement or quotation sections, anyone who has cooperated or provided guidancein the research or who is quoted in the paper.

4.2. “Salami Slicing” in Publishing
The act of publishing one research as multiple smaller studies (slices cut out from the main
study) is referred to as “salami publishing” or “bologna publishing,” after two types of sausages
that are traditionally cut into thin slices before eating. Just as with duplicate posting andpublishing, this practice not only artificially exaggerates one’s accomplishment, but it is also
problematic because it makes it difficult to grasp the overall significance of the research andunnecessarily wastes other scientists’ time. The significance of the research would be much moreeasily understood by other scientists if the entire body of related information were published as
one paper.

Implicitly, salami publishing may be encouraged by a tendency to evaluate a scientist’s ability by
the number of his/her research publications (or papers in which the scientist is the primaryauthor) when applying for a grant, a job, or a promotion. However, one excellent research paper
has a much greater impact than many sliced-up papers, and will contribute more to theadvancement of science. To promote sound scientific advancement, it is necessary for people on
the evaluating side to properly recognize that evaluating someone’s ability merely by the numberof papers s/he publishes, while it may be easy, is inappropriate and needs to be stopped.

4.3. Improper Referencing of Prior Research
Scientific research is built upon the accumulation of research results previously obtained byother scientists. When one conducts research, it is, therefore, important to carefully take into
account prior research. The same applies when writing a paper. By studying and grasping prior62

research, a scientist can prepare a research plan that contains originality and clarifies thesignificance of his/her new work.
To give proper credit to research conducted in the past, it is essential to carefully investigate
prior research and appropriately reference it when writing a paper. There are cases when aresearch group intentionally omits reference to prior research done by a competing researchgroup. This sort of improper way of treating prior research should be recognized as a practicethat can damage the objectivity and credibility of one’s own scientific research.

4.4. Acknowledgements
When presenting a research paper, it is necessary to acknowledge those who cooperated with theauthor(s) and to recognize the research funding provided.
The uniform requirements for manuscript submission established by the International Committeeof Medical Journal Editors (ICMJE), referred to above, state that it is appropriate for a related
party who does not satisfy the requirements for being an author to be mentioned in the“acknowledgements.” More specifically, this include persons who secured funding for the
research, laboratory supervisors, principal investigators, persons who provided advice and whohelped the author in composing a draft or writing a paper in English (persons who are noteligible to be included as authors). In the acknowledgements, it is desirable to list each person’s
names along with the specific contributions s/he made to the research.
If the research was funded by a research grant, that fact also needs to be stated. This is not just to
be accountable to the research-funding organization, but when funding is provided by a private
corporation, a statement on the funding source is essential from a conflict-of-interest standpoint.
With kakenhi grants awarded to many researchers, it is required that the grant be acknowledgedusing MEXT or JSPS kakenhi Grant Number *****.”9

5. Copyright5.1. What Is a Copyright?
Copyright is a right granted automatically, without any required procedures such as application
or registration, to a person who creates a work. A work is defined as a “production in whichthoughts or sentiments are expressed in a creative way and which falls within literary, scientific,
artistic or musical domains,”10 but also includes, as examples, novels, music, art works, films,
and computer programs.11 Furthermore, it spans much more, including paragraphs, figures,charts, diagrams, photographs, illustrations, lectures, speeches, newspaper articles, and magazine
articles, and articles in books and academic journals that scientists use on a regular basis.

63

5.2. When Using Someone Else’s Copyrighted Material
When preparing and using a secondary work that copies or modifies someone else’s work,
generally one must first obtain a permission from the owner of the copyright of that work.12 The
copyright of a work published in a journal or other publications normally belongs to the
publisher, so an author may need to obtain a permission from the publisher to use that article
even if it was written by the author him/herself. When a scientist’s research results are reported
in a newspaper or other media, s/he may want to share the report or coverage by including it on a
website. However, before the actual article or report is transferred to the website, the scientist
must first obtain a permission from the newspaper or media company. When a research paper ispublished in a journal, the author may want to include/transfer its summary or table of contents
on/to his/her website; however, in this case as well it may be necessary to first obtain permission.
Whenever someone makes secondary use of a work, it is necessary to look up the rules andguidelines stipulated by the owner of the copyright and use the work appropriately. A copyright
infringement may result in a civil claim such as compensation for damages, injunction, andcourt-ordered ban, as well as a criminal penalty.13

5.3. Secondary Use When No Permission of the Copyright Owner Is Necessary
There are, however, situations where no permission is needed from the copyright owner forsecondary use of a work.14 In the following cases for example, no permission is needed unlesstransfer is expressly prohibited: Use of a work excluded from the protection of the Copyright Act
by a national law or a local ordinance, duplication for a personal use, and use of a work whose
copyright-protection period has expired. Also, as explained below, when “quoting” someone
else’s work or using part of someone’s work for educational or examination purposes, nopermission is necessary as long as proper procedures are observed.

5.3.1. Quotations
A practice whereby an author refers in his/her own work to a portion of someone else’s work is
referred to as “quotation.” According to the Copyright Act, it is permissible to quote from a work
“already made public” provided that it is “compatible with fair practice” and “to the extent
justified by the purpose of the quotation such as news reporting or research critiquing.”15 The
term “quotation” may be a bit difficult to grasp, but if the following requirements are satisfied,permission from the copyright owner is not necessary.
(1) the work being quoted has already been made public (including disclosure on the Web)(2) the quotation is necessary (including, for example, using someone else’s work to corroborate
one’s own theory)(3) the portion being quoted is expressly indicated (the quoted portion is indicated by means suchas quotation marks or a different font so as to be clearly distinguished from the author’s own
work)(4) the work being quoted is not modified without permission(5) the author’s work is primary while the quoted portion is secondary64

(6) the source is clearly cited.
One must pay close attention as any use of another’s work without meeting these requirements
constitutes a violation of the Copyright Act and could be considered plagiarism as research
misconduct (cf. “4. Improper Presentation Methods” in Section IV).

5.3.2. Secondary Use of a Work for Educational or Examination Purposes
In schools and other educational institutions (excluding for-profit organizations such as private
tutorial centers), use of duplicated work to the extent deemed appropriate for the purpose of
lessons does not constitute a violation as long as the source is cited.16 However, any act that
unreasonably prejudices the interests of the copyright owner, such as making reproduced
documents available on the Internet for downloading or distributing a reproduced volume of test
questions, is a violation of the Copyright Act.
Use of a work already made public is permitted without permission for examinations, including
entrance examinations, regular examinations, various certificate examinations, and employment
examinations. This is to protect the confidentiality of examination questions.17 However, whenpublishing a collection of past questions containing other work, it is necessary to obtain
permission from the copyright owner(s) in advance.

Notes and References: ----------------1. Science Council of Japan. Statement: Code of Conduct for Scientists -Revised
Version-(January 25, 2013)
http://www.scj.go.jp/en/report/Code%20of%20Conduct%20for%20Scientists-Revised%20versio
n.pdf
2. Verification Committee Concerning Hansen's Disease Problem, Japan Law Foundation.
Verification Committee Concerning Hansen's Disease Problem: Final Report (2005)
http://www.jlf.or.jp/work/hansen_report.shtml#saishu
3. Nicholas H. Steneck, ORI Introduction to the Responsible Conduct of Research (web version)(Translated by Shigeaki Yamazaki), Maruzen Publishing (2005)
http://ori.hhs.gov/ori-introduction-responsible-conduct-research
4. International Committee of Medical Journal Editors (ICMJE), Recommendations for Conduct,
Reporting, Editing, and Publication of Scholarly Work in Medical Journals (Updated December
2013)
http://www.icmje.org/icmje-recommendations.pdf
65International Committee of Medical Journal Editors Uniform Requirements for Manuscripts,
Submitted to Biomedical Journals: Writing and Editing for Biomedical Publication (Updated
April 2010)
http://www.honyakucenter.jp/usefulinfo/pdf/uniform_requirements2010.pdf
5. Examination Committee on Clinical Research for Hypertension Medication (Report: Responseto the Clinical Research for Hypertension Medication and Recurrence Prevention Measures)(April 11, 2014)
6. Investigation and Examination Committee for Ensuring the Integrity of Research Activities,
Report by the Investigation and Examination Committee for Ensuring the Integrity of Research
Activities (2012)https://www.tohoku.ac.jp/japanese/newimg/pressimg/press20120124_01_1.pdf
7. Panel of Experts on the Revision and the Improvement of Implementation of the Guidelines
for Responding to Misconduct in Research. Summary of Deliberation: Revision and the
Improvement of Implementation of the Guidelines for Responding to Misconduct in Research
for Promoting the Integrity of Research Activities) (2014)
http://www.mext.go.jp/component/b_menu/shingi/toushin/__icsFiles/afieldfile/2014/03/05/1343
915_03.pdf
8. Ordinance to Amend a Part of the Degree Regulations .MEXT Ordinance No.5 (2013)
9. MEXT and JSPS. Handbook on the Grants-in-Aid for Scientific Research (KAKENHI)
Program: How to Make More Effective Use of the Program (For Researchers) (Updated everyyear)
10. Article 2 of the Copyright Act (Act No. 48 of May 6, 1970)
11. Article 10 of the above Act
12. Articles 26, 27 and 28 of the above Act
13. Articles 119 through 124 of the above Act
14. Article 30 through 50 of the above Act
15. Article 32 of the above Act
16. Article 35 of the above Act, Guidelines for Article 35 of the Copyright Act in Relation to the
Reproduction of Works at Schools and Other Educational Institutions
17. Article 36 of the Copyright Act (Act No. 48 of May 6, 1970)

66

67

Section V: How to Conduct Joint Research

681. Rise in Joint Research and BackgroundToday, many research activities take the form of joint research with many scientists participatingin them. There are several reasons for this expansion of joint research. Learning itself has
become increasingly more complex process, requiring a division of roles in carrying it out.
Another factor is the widespread use and development of computers, which have enabled
analyses of large amounts of data, resulting in more systematic research studies even in thehumanities and social sciences. As segmentation of scientific research continues, more research
activities involve collaboration among scientists in a variety of academic disciplines. In what is
now referred to as “interdisciplinary research,” studies are carried out by integrating information,
data, methods, equipment, viewpoints, and theories from multiple research fields and systems ofexpert knowledge, allowing researchers to solve problems that would not be possible within asingle field. Other factors include the rise of joint research between corporations and universities,
reduced costs of research and development, and joint R&D projects that mutually complement
the technologies of companies in different fields.

2. Challenges in International Joint Research

Transcending national borders has always been a characteristic of research activities, but with
globalization, international joint research has been on the rise.1 As joint research can involve
many scientists from a wide variety of disciplines and backgrounds, it requires special
considerations. In particular, international joint research brings together the traditions andbehavioral customs of the various countries from which the scientists hail, so one must bear inmind that their ideas regarding research ethics may also differ.
In 2001, a Japanese researcher at the Institute of Physical and Chemical Research (“RIKEN”)
took out a gene sample from a private laboratory in the United States where he had previously
worked. As this act was considered to be an attempt to advantage a foreign government byillegally taking away a corporate secret, he was prosecuted for violating the U.S. Economic
Espionage Act of 1996. The researcher was under the false impression that the sample belonged
to him because he had himself been awarded the research grant. This incident underscored thefact that Japan was lagging behind the times in its awareness of intellectual property practices.
When participating in international joint research, one needs to know the research ethics andrules of the various countries and share that information within his/her research group.

3. Points to Remember in Joint Research

As scientific research works to maintain and develop humankind’s intellectual assets and exerts agreat impact on society, scientists have weighty responsibilities. With joint research, however,scientists bear not only individual but also collective responsibilities. The following points areimportant in conducting joint research.
69

(1) Deciding upon the principal investigator of the research group
One might think that it’s not possible to have a research group without a principal
investigator (a person in charge), but when the head of an institution is in name only madethe principal investigator, it may be unclear who is actually in charge of the joint project,causing it to be a mere collection of individual researchers. In a research group made up of avariety of scientists, it is easy for the participants to act at cross purposes, so a principal
investigator is needed to integrate the work of the entire team.

(2) Good communication and a culture of openness within the group
The larger a research body is, the more difficult it becomes to communicate ideas andopinions, potentially causing the sharing information and issues to be neglected. When
graduate students participate in joint research carried out between a corporation and auniversity, it is possible that the merits for them may not match the demerits, such asslippage in the timing for presenting their research results. As some of the scientists maythemselves be in competition with one another, a conscious effort must be made to promote
both internal and external communication among the members, particularly by the leading
scientists including the principal investigator.

(3) Clarifying the division of roles and responsibilities and promoting mutual understanding
among the members
The “ORI Introduction to the Responsible Conduct of Research” lists the following points as
specific items upon which members of joint research must agree upon.
•

the goals of the project and anticipated outcomes•the role that each person in the collaboration will play•

how data will be collected, stored, and shared•

how changes in the research design will be made•who will be responsible for drafting publications•

the criteria that will be used to identify and rank contributing authors•

who will be responsible for submitting reports and meeting other requirements•

who will be responsible for or have the authority to speak publicly for the collaboration•

how intellectual property rights and ownership issues will be resolved•

how the collaboration can be changed and when it will come to an end.

(4) Clarifying research goals
70

In joint research, the participating researchers are to communicate with one another rightfrom the beginning stage of discussing the project’s goals. The same is true when changing
the research goals after the joint research has begun.

(5) Understanding laws and guidelines
With scientists from different disciplines participating, it is not always the case that the
research guidelines are well understood. This is particularly important to consider when it
comes to conducting international joint research.

(6) Methods of keeping research records and of keeping and using data
How research data is handled is a particularly important aspect of joint research carried
among various members. The ownership of research data depends on the research grant, theinstitution’s rules, and the country. In the United States, for example, when research isfunded by the National Science Foundation or National Institutes of Health, the data do notbelong the scientists but to the institution. Other institutions have their own rules. In Japan,
for instance, the Guidelines for Laboratory Researchers at The University of Tokyo (revised
April 2014) state that even the experiment notes belong to the research laboratory and not to
the individual.

(7) Handling intellectual property rights
If joint research involves a company, it is customary that a document be signed to state theownership of intellectual properties that could lead to patents or commercialization. It is also
possible for researchers engaged in joint research to apply for patents themselves, but caremust be exercised as different institutions may have differing rules concerning the handlingof intellectual properties such as patents based on research results.
Trouble could occur if rules are not laid out in advance of a presentation using research data
after the completion of a joint research project. It is therefore necessary to come to anagreement at the beginning of the research project based on an understanding of the research
institution and research-funding agency’s rules.

(8) Rules on presenting results and authorship
Since authorship indicates a contribution to said research and is included among thescientist’s accomplishments, it is very important to set up rules for authorship in joint
research. Concepts of authorship may vary from field to field, so when scientists fromdifferent fields participate together in joint research, discussions must begin by sharing theseconcepts. The Montreal Statement stipulates that “collaborating partners should come toagreement, at the outset and later as needed, on how publication and other dissemination
decisions will be made.”71

(9) Misconduct in research
It is important to make preparations which ensure that no deviant research practices or
research misconduct will be committed or suspected (although they should not occur in thefirst place). Members of the joint research team should come to an agreement on items 6through 8 above in advance as well as discussing rules for addressing issues if raised. Above
all, it is important to create an environment in which the members can openly check on one
another to prevent problems from occurring.

In joint research involving a company, it has become common to prepare an agreement clearly
establishing the ownership of data and research results. However, such agreements may notnecessarily include every item listed above. It is important to document these points in writing.
Such a practice may not be a Japanese custom, but documentation is an effective way to maintain
good mutual understanding by clarifying and formulating research ethics, which may haveotherwise been considered implicit knowledge.
What is important in implementing this is to create a relationship of trust among the members of
the joint research team. At the foundation of jointly conducting sound research activities are an
open human relationship and trust among the members, so that, while their responsibilities androles may vary, doubts and questions that arise can be resolved through mutual discussion.

4. Positions regarding Graduate Students and Joint Research

One of the difficult things in joint research is how to position participating scientists who areunder the supervision of a faculty member, such as graduate students. A supervisor and student
are often considered to be in a vertical teacher-learner relationship. Unfortunately, a teachingsupervisor may push his/her own views unilaterally upon the student, leading to claims ofacademic harassment, or the supervisor may carelessly use in his/her own research some original
research results obtained by the graduate student.
Depending on the discipline and laboratory, the position of graduate students varies. However, as
described above, it is important for the supervisor and graduate student to talk with each otherand create a relationship of trust with regard to the research objectives, contents, duties, and roledivision, and for the entire team (including the teaching supervisor) to share a common point ofview with regard to fostering graduate students in their joint research project.

Notes and References: ----------------1. National Institute of Science and Technology Policy, MEXT. Research Material 218:
Benchmarking Scientific Research 2012—Bibliometric Analysis on Dynamic Alteration of
Research Activity in the world and Japan (March 2012), Shibaura Institute of Technology.
Investigation Research on the Development of Case Studies for Flexible and Rational
Negotiations on Collaborative Research Agreement, Report on the Outcomes of the72Industry-Government-Academia Strategic Coordination Program (2009) commissioned by
MEXT (March 2010)73

Column
Joint Research and the Anti-Monopoly Act
Another thing that must be kept in mind in conducting joint research is its relation to theAnti-Monopoly Act. It is possible for joint research to limit or restrict market competition,consequently resulting in monopolized sales of goods that use technology obtained by the
research, thus interfering with fair competition. This may surprise many people, but because thevery concept of patents implies a monopoly of intellectual results, the United States government,
which has traditionally been for free-market and anti-trust policies, had taken a passive stanceregarding patents and strengthening industry-academic collaboration. Hence, the establishmentof the Bayh-Dole Act of 1980 marked a dramatic shift away from what was the long-term
stagnation of the American economy.
Later, industry-academic collaboration and obtaining patents became a global trend, but the fact
remains that joint research and development has the effect of limiting competition. For thisreason, the Japan Fair Trade Commission established “Guidelines Concerning Joint Researchand Development under the Anti-monopoly Act” (revised Jan. 1, 2010). There was for example acase in which the Japan Fair Trade Commission discussed whether any potential violations of theAnti-monopoly Act would occurred when three construction material manufacturers decided to
conduct a joint R&D project on construction material parts. The guidelines allowed suchresearch if the market share of the participating businesses is 20% or less. If over 20%, they
stipulated that the decision should be made holistically taking into account the nature of theresearch. In this case, the Commission concluded that the situation did not violate the law but
added the following comment: “However, the total market share of the three companies in theapplicable field is high at 30%, so it is necessary to ensure that their joint research anddevelopment does not result in any act that circumvents competition in the manufacture and saleof the product.”74Section VI: Appropriate Use of Research Funds

75

1. Introduction

In conducting scientific research, “research funding” is indispensable, and scientists are expected
to use it in appropriate ways. Certainly, such funding should be used in ways that enable theresearch to be carried out most effectively; however, this is not to say that the scientists can use it
in any way they freely choose, and obviously it cannot be used for purposes other than research.
There are rules pertaining to the use of research funds; they apply not only to public research
grants but also to subsidies from private foundations, donations and research contracts fromprivate companies—virtually all funds used for research purposes. It is incorrect to think that one
is allowed to freely use funds obtained by him/herself. Even donated funds are not the personal
income of individual scientists; the rules of their institution must be followed in the use of thesefunds too.
Regarding research funds provided through a public system such as the kakenhi program, eachsystem has its own usage rules based on its mission. This chapter deals with the appropriate useof research funds.

2. Responsibilities of the Scientist

2.1. Understanding Rules Concerning the Use of Public Research Funds
When research uses public funds, there are usage rules, required paperwork, management
methods, and other aspects set in place to ensure that the funds are appropriately used toaccomplish the objectives of the research.
First, organizations that provide public research funds (hereafter “funding organizations”)
establish their own rules to ensure that their public research funds are appropriately used at thereceiving research institutions. In Japan, these include MEXT, JSPS, Japan Society andTechnology Agency (JST), Ministry of Health, Labour and Welfare, and New Energy andIndustrial Technology Development Organization (NEDO).
In addition, there are rules established by research institutions themselves based on their natureand scale. Both of these rule sets must be followed when conducting research using publicresearch funds.
Rules governing the use of public research funds vary due, in part, to differences in the fundingorganizations and the ways in which the funds are disbursed (e.g., grants, commissions). Even
within one government ministry or agency, it is possible that a particular way of using funds may
be allowed under one system but not another. For such reasons, it may be difficult for a scientist,
who is not an administrative official, to grasp all the details of every rule. However, not knowing
certain rules may prevent the scientist from carrying out his/her research smoothly.
Funding organizations and research institutions work to share information on their rules for using
public research funds by holding briefing sessions and preparing pamphlets, especially regarding
information that is absolutely necessary for scientists to know when conducting their research. It
76

is important for scientists to attend these sessions and read the pamphlets so that they will at least
understand the rules that must be followed when using public research funds. Some of theserules are revised every year, so what was allowed in the past may no longer be. The efficiency of
research could be affected if it were implemented without an awareness of such information.
Therefore, scientists need to attend these briefing sessions on a regular basis and to read the mostrecently issued pamphlets even if they had learned the rules a few years prior.
When there is something regarding the interpretation or implementation of a rule that a scientist
does not understand, s/he should avoid making a judgment based on his/her own judgment or thecustoms of his/her research laboratory. That could lead to conducting research in ways that incur
the improper use of funds. To avoid such situations, if there is anything that one does notunderstand concerning the use of research funds, s/he should contact an administrative official of
his/her research institution.
Some may feel that it is too much trouble to contact administrative officials, but consultation cango easily if one maintains good communication with them. Consulting them prior to a problem
arising allows the officials to handle the matter without affecting the research, though this is not
the case if consultation is made after funds have been used improperly. That could incur aconsiderable burden: Referral to a misconduct review committee set up by the research
institution, having to deal with the funding organization, and possible consequence for the
research institution. Furthermore, such an improper use could jeopardize the research’s
continuation and threaten the career of the scientist(s). To avoid such consequences, scientists
should freely consult with the administrative officers about anything they do not understand.
It is also important to ensure that rules on research funding allow scientists easy use of the funds.
For instance, with the kakenhi system, which serves more scientists than any other funding
system in Japan, enhancements are considered and made virtually every year in response toopinions and suggestions given by scientists. If a researcher feels that something is wrong withthe rules on scientific funding, it is important for him/her to submit a request to the fundingorganization either in writing or via the administrative office of his/her research institution. It is
not a proper attitude for a scientist, whose position obligates him/her to build a good relationshipwith the public, to simply not try to improve the system, thinking “whatever I say will notchange anything,” or to just go ahead and exercise his/her own interpretation of the rules.

2.2. Cooperation to Ensure Proper Use of Research Funds by Research Institutions
Each research institution is involved in maintaining a system for managing and auditing its
research funds so as to ensure that they are properly used. Accordingly, each institution holds
information briefings on the proper use of research funds for scientists affiliated with it, and it
prepares pamphlets to explain various rules. It is important for scientists to be actively involvedin these events at their research institutions.
To be more effective in implementing their systems for managing and auditing public researchfunds, some research institutions require their scientists to submit a signed statement pledging
that they will strictly comply with the institution’s rules and regulations and refrain from any
misconduct.
In the rare event that a problem occurs in the use of research funds, scientists must cooperate
positively in a review carried out by their research institution. Anyone who is not cooperative in77

such a review process may be deemed guilty of misconduct and penalized by the fundingorganization or research institution.
Additionally, MEXT has established its own guidelines, mandating each research institution to
implement a variety of measures for managing and monitoring its public research funds.
Cooperation by scientists is essential for their research institutions to effectively implement thesemeasures.

The main measures to be taken by research institutions according to the “Guidelines forManaging and Auditing Public Research Funds at Research Institutions (Implementation
Criteria)”1 (approved by the Minister on February 15, 2007 and revised on February 18,2014) are as follows.
•

To clearly state the rules on public research funds and notify all scientists•

To offer compliance training on public research funds to all scientists (including
notifying them of the institution’s policies and rules on how misconduct is handled)and check their attendance and understanding•

To help scientists understand that it is their responsibility to comply with thecontents of their compliance training and to have them submit a signed pledge toenhance the spread of such awareness•To set up a contact desk for whistleblowers from within and outside the institution(reporting questionable or illegal use of funds, self-reporting, etc.)•

To make an open disclosure when improper use of public research funds has beenverified, including the details of the improper use such as the names of thescientists involved, their affiliation, and the nature of the improper use.

•

To ask each vendor doing business with the research institution to submit a pledge
which states that the vendor will strictly comply with the institution’s rules andregulations, not get involved in misconduct, and report any improper request fromscientists so as to preclude adhesion between them and commercial vendors•

To implement a risk-approach auditing process, including random inspections, so
as to minimizing the possibility that public research funds will be improperly used.

2.3. How to Process Private Subsidies
Rules established by universities and other research institutions need to be complied with, notjust for the use of public research funds but also for the use of donations and commissioned
research money from private companies. As long as a scientist is affiliated with a research
institution such as a university, that institution is responsible for his/her scientific research,
including how the research funding is spent. Even if money comes as a donation, it is not thepersonal income of an individual scientist, and must be managed appropriately under the
responsibility of the research institution.
78

On the other hand, there are private funding groups that transfer or send grant money only into ascientist’s account, the money being given directly to the individual scientist. In such cases, it isa general practice for the scientist to re-transfer the money to his/her affiliated institution for it to
manage. Even so, in some cases, this transfer is not made and the individual scientist privately
manages the money. Some may be of the opinion that such private management is acceptable aslong as it is carried out properly; however, the point here is not that problems may occur. Rather,as mentioned above, as long as a scientist is affiliated with a research institution while engaged
in research activities, s/he must understand that the institution has the responsibility to manage
the funds and that its rules must be complied with. Research activities are, of course, activities
carried out by individual scientists; however, it must be understood that most scientists do so as
members of an organization or society.

3. Examples of Improper Use of Public Research Funds
Let’s take a look at some examples of improper use of research funds.2

In this example, the researchers pretend to purchase goods, which were not actually ordered, andsend a deposit to the vendor to retain for use later to purchase something else. This type ofviolation occurs for various reasons. For example, the researchers may want to purchase goods
not allowed to be bought with research funds; the process of purchasing goods is complicatedand time-consuming; using research funds over multiple years involves a complex procedure. In
79the latter case, it would have been possible for the researcher to apply for multi-year funding
under the “carry-over system,” so the misconduct resulted from the researcher either
misunderstanding or not knowing about the proper system. In fact, the kakenhi system has been
improved by placing within it a Multi-year Fund that makes it possible to use grant funds fromone fiscal year to the next, so that there is no need whatsoever to make deposits with vendors orcommit other such acts of misconduct.

In this example, fictitious honoraria are paid to university graduate students in a researchlaboratory, with the intent by the laboratory to pool the money to use for travel or other student
expenses. Some may claim that this usage is not improper because the money will, after all, bespent for the benefit of the students. However, accumulating honoraria is an illegitimate meansof pooling money; using the funds like this in the presence of the students is also undesirablefrom the standpoint of training them to be principled scientists. In fact, kakenhi money can beused to pay for the travel expenses of graduate students when deemed necessary for research
purposes.

80

Regarding travel-related expenses, each institution has a system in place to prevent misconduct,such as requiring researchers to turn in the stub of the tickets they used. If, despite such effort,
misconduct still occurs by exploiting system loopholes, it would be considered an extremely
malicious type of misconduct. Whenever this type of misconduct occurs, rules governing travel
expenses get stricter, potentially causing an unnecessary level of restrictions and greater
workload on scientists conducting research activities. One must realize that misconduct by asmall number of scientists can have larger negative consequences on scientific research ingeneral.

4. Measures Taken against Improper Use of Public Research Funds

4.1. Return of Public Research Funds Connected to Improper Use
When research funding is improperly used by a scientist at a research institution, the fundingorganization may request that the amount of money used improperly be returned. Such a request
is made based on a final project report submitted by the research institution and on laws
governing the proper execution of budgets related to grants and other funding and/or contract
documents. If the misconduct occurred in the past, an interest charge, calculated according torates established by law, is added. Even in cases when the entire amount of the improperly usedmoney was not spent by the researcher—for instance, by a student in the laboratory—ultimately
the principal investigator in charge of the publicly funded project is held responsible for
returning the money. One must bear in mind that a refund may be ordered when a violation of the81research-fund accounting rules occurs, even if no problem is found with the purpose for which
the money was actually used.

4.2. Limitations on Eligibility to Apply for Competitive Funding
When funds from a competitive funding system are improperly used, the funding organization
may ban the researchers involved from applying for other funds/grants from competitive funding
systems for a certain period of time (from one to ten years), depending on the level of the
misconduct. This measure is based on the “Guidelines for Proper Execution of Competitive
Funds” (September 9, 2005), agreed upon by the government ministries and agencies
administering competitive funding systems.
When the funds improperly used are MEXT’s kakenhi grants, this measure can ban the culpable
scientists from applying for any funds/grants in all competitive funding systems, including thoseof other ministries and agencies.
Furthermore, the scientists involved in the improper use of funds are not the only ones subject tothis limitation in application eligibility. Any scientist to whom research funds are disbursed is
responsible for properly managing them (duty of diligence). If an assistant, for example, working
in a support role under such a scientist is found to have used funding improperly, while thescientist him/herself is not guilty of any improper use, that scientist is still subject to thismeasure—that is, s/he could become ineligible to apply for a grant from a competitive funding
system. In such a case, the funding organization bans the scientist from applying for a period of
one to two years for neglecting his/her duty of diligence.

4.3. Disciplinary Actions within Research Institutions
When a scientist uses research funds improperly, not only can the funding organization limit
his/her eligibility for application, but the research institution with which s/he is affiliated can also
take disciplinary actions in accordance with its rules and standards. When the misconduct isparticularly malicious, the research institution can even press criminal charges against theoffending scientist, resulting in the court imposing criminal penalties. In the case, for example, ofa scientist who pretends to purchase goods while actually using the money for another purpose,
if the misconduct is considered to be a very malicious, equivalent to his/her deceiving the
research institution, it could constitute fraud.
Some research institutions disclose the names and other information on scientists involved in
misconduct, applying their respective rules.
It should be borne in mind that any improper use of research funds can result in not only
penalties, such as an order to return the funds and application eligibility limitations, but also in
disciplinary actions taken by the research institution.

82

4.4. Miscellaneous
Guidelines for Managing and Auditing Public Research Funds at Research Institutions have beenrevised by MEXT, the Ministry of Health, Labour and Welfare, and Ministry of Internal Affairs
and Communications, going into effect in April 2014. They mandate that when a research
institution is found to have an inadequate system for managing and auditing public researchfunds, a certain percentage of their overhead funding will be reduced.
As systems to manage and audit public research funds do not govern scientists per se, animperative exists for them to cooperate in the proper implementation of their institution’s
guidelines so that its overhead funding will not be cut due to rule inadequacies or failures.

[Note] Overhead funding
The term “overhead funding” here refers to funding necessary to manage a research
institution for the purpose of carrying out research funded by a competitive funding
system. It is provided to the institution as a fixed percentage of direct funding (30% of
kakenhi funding). Overhead funding is a critical resource for improving the research anddevelopment environment of scientists who obtain competitive grants and for enhancing
the overall performance of the research institution.

5. Conclusion

As public research funds come from the precious financial resources of citizens, their improper
use can be extensively covered in media reports. Just as with research misconduct, improper useof research funds can damage the credibility and dreams of scientific research, potentiallyleading to reductions in scientific research budgets. It may be due to an act by a handful ofscientists or just carelessness, but misconduct of any kind can have a tremendously negative
impact on the entire Japanese scientific research community. Therefore, it is imperative to
exercise constant care in the proper use of research funds.
Rules are not there to constrain research. There are reasons and backgrounds for them. Rules
related to research funding should not be just memorized blindly; whenever one does notunderstand the meaning of a rule, s/he should ask an administrative officer or the fundingorganization for clarification. When rules are well understood, research will go smoothly. As
described above, to carry out research activities more efficient and effectively, it is important toengage in dialogue with the institution’s administrative staff and, when felt the enhancements areneeded, to request reviews of the rules by funding organizations. This too is the responsibility ofa scientist.

Notes and References: ----------------1. MEXT. Amendment of “Guidelines for Managing and Auditing Public Research Funds at
Research Institutions (Implementation Criteria)”
83http://www.mext.go.jp/a_menu/kansa/houkoku/1343831.htm
2. MEXT’s Guidelines for Managing and Auditing Public Research Funds at ResearchInstitutions (for Researchers)
http://www.mext.go.jp/component/a_menu/science/detail/__icsFiles/afieldfile/2014/08/05/13502
02_2.pdf84

85

Section VII: Contributing to Quality Improvement in
Scientific Research861. Peer Review

1.1. Role of Peer Review“Peer review” plays a crucial role in guaranteeing and improving the quality of scientificresearch. Peer review refers to a process of “reviews” carried out by “peers,” a process that is at
the heart of all types of evaluation in scientific research, including the acceptance of research
papers by academic journals, selection of research grants and subsidies, hiring and promotion ofscientists, and the assessment of research institutions.1 The system is based on a recognition that
only scientists themselves can make informed judgments in these situations and that all types ofdecisions on scientific research should be made by the scientific community itself. Peer review is
the cornerstone that undergirds the autonomy of the scientific community. Political interferencein scientific research, such as support for a certain scientific theory based on a political agenda,
can distort and misguide scientific research. Autonomy of the scientific community is
indispensable to the sound advancement of scientific research. Peer review is indispensable forthis reason.

1.2. Peer Review of Research Papers and Research Grant Applications
Peer review is called “sadoku” (review reading) in Japanese, and a peer reviewer is called“sadokusha” (review reader). Peer review is based on the assumption that it is the scientists in a
special field of expertise who can most effectively evaluate the quality of scientific research inthat field. From the standpoint of a paper submission, peer review may appear to the authors as
the only part of the paper publication process; however, it actually plays the role of a gate keeper,
checking for any problems contained in papers and introducing excellent papers to the world.

1.2.1. Peer Review of Research Papers
Normally, the following sequence of processes takes place before a research paper is publishedin an academic journal.2(1) The author of a paper submits it to an academic journal.
(2) The editor and/or the editorial board of the academic journal (hereafter referred to as
the “editor”) examines the submitted paper and decides if it should be peer-reviewed.
(3) The editor asks scientists (normally at least two) in the specific field, qualified as peer
reviewers, to peer-review the submitted paper.
(4) Each peer reviewer examines the submitted paper, prepares a peer-review report, andsubmits it to the editor.
(5) Having received the peer-review reports from the reviewers, the editor determines
whether to accept or reject the paper. In many cases, the conclusion comes withconditions, asking for corrections.
87

(6) The editor reports the result of peer review to the author.

When the submitted paper is not in a field covered by the academic journal or does not comply
with its editorial policies, or when it is determined that the quality of a submitted paper is clearly
not worthy of publication, the editor often makes the decision, prior to the paper being sent forpeer review, to reject its publication.
Each peer reviewer evaluates the paper and determines if it satisfies certain standards worthy of
publication from an expert’s standpoint, considering carefully such points as the paper’s
originality, significance, validity of the research methods used, the paper’s organization, and theaccuracy of its data interpretations. In the peer-review report, each peer reviewer states his/her
review results, such as (1) recommending publication without change, (2) recommending
publication with minor changes, (3) recommending publication with major changes, or (4)rejecting the paper. Each reviewer often adds comments pointing out problems and/or giving
advice for improving the paper. The author, then, makes changes as necessary and the editor
makes the final decision on whether the paper is to be published or not, based on the resultsreceived from the peer reviewers.

1.2.2. Peer Review of Research Grant Applications
Public research grants and subsidies such as kakenhi are also handled by peer review in order toguarantee the quality of the research projects to be funded and to maintain the integrity andobjectivity of the selection process.
For kakenhi grants, the procedure includes (1) selection of the review committee members; (2)first-stage review (document review); (3) second-stage review (panel review); and (4) selection
decision. At each of these stages, scientists in the specific field make decisions based on peer
review. The review committee members are selected from among scientists registered in JSPS’s
database of reviewer candidates. They must meet certain standards3 such as being well-informedof advances in their fields and possessing integrity and competence as evaluators.
Review standards for selecting topics for funding are determined based on discussions in anexpert committee comprising scientists. Hence, the principle of peer undergirds this entire
selection system.4
Many research grants by private foundations are issued following similar selection processes.
Therefore, scientists fundamentally play a central role in reviewing topics to be funded forscientific research.

1.3. Role and Responsibilities of the Reviewer
Peer reviewers have extremely important responsibilities. The Council of Science Editors,
representing more than 800 scientific journals, lists the following points as guidelines for peer
review.588•Confidentiality: Contents of a paper to be peer-reviewed shall not be disclosed to athird party. The reviewer shall not keep the submitted paper after the peer review iscompleted, nor use the information obtained in the peer-review process for purposes
other than peer review.

•Constructive critique: The reviewer shall laud the good points of a paper subject topeer review while pointing out problems from a constructive standpoint and suggest
ways to improve the paper. The peer reviewer is expected to make constructive
comments.

•

Competence: The reviewer shall accept a peer review assignment only if s/he has
sufficient expertise in the field to appropriately evaluate the paper. S/he needs to avoid
inappropriately influencing a publication decision due to not being qualified to evaluatea paper, because, for example, his/her field of expertise is different.

•

Impartiality and integrity: The reviewer shall exclude any bias or preconceived
notions and review the paper from an objective and impartial standpoint. The reviewer
shall evaluate the paper solely on such grounds as its scientific significance, originality,
organization, and the fields covered by the academic journal.

•

Disclosure of conflict of interest: If any conflict of interest exists that could impact theobjectivity of the review, the reviewer shall disclose that fact to the editor when thereview is requested and, if necessary, decline to review the paper.

•

Timeliness and responsiveness: The reviewer shall promptly respond to thepeer-review request and submit the peer-review report by the deadline. If the reviewer
cannot adhere to the deadline, s/he shall decline to review the paper or contact the editor
in advance.

It is critical for a peer review to maintain impartiality and objectivity. For instance, bias exists
when a supervisor reviews a paper or application of someone whom s/he has taught. Bias may
also exist if a reviewer receives a paper submitted by a scientist with whom s/he is incompetition or whose paper topic is closely related to the reviewer’s research, or if the
publication of a paper could impact the reviewer’s own research activities. Whenever such a
conflict of interest exists, the reviewer needs to deal carefully with the situation, including
declining to review the paper.
Some academic journals use a system of anonymity to avoid bias. In the single-blind system, thenames of the peer reviewers are kept anonymous while the reviewer is able to identify who theauthors are; in the double-blind system, both the peer reviewers and the authors are kept
anonymous. Both of these systems are used by academic journals. Meanwhile, to prevent theirpeer reviewers from being involved in misconduct while hidden under anonymity, BMJ (British
Medical Journal) adopts an “open peer review” system, in which neither peer reviewers nor
authors are anonymous.6
It is generally difficult to discover research misconduct when raw data are missing; however, it isimportant to check submitted papers for erroneous data usage, insufficient hypotheses orconjecture, conclusions based on invalid logic, and a lack of respect for other people’s work.
Finding and commenting on such things is also important for improving the quality of papers. If
there is any concern about possible misconduct, such as submitting a paper that has already been89

published in another academic journal (duplicate submission, duplicate publication) or
submitting a paper containing someone else’s work without citing the source (plagiarism), it isimportant for the reviewer to verify the facts and endeavor to resolve the problem by working
together with the editor.

1.4. Challenges in Peer Review
While peer review is a system to guarantee and improve the quality of scientific research, someproblems with it have been raised. For instance, it has been pointed out that fresh, innovative
research not falling within the current research framework has a hard time getting a goodevaluation under the peer review system.
Furthermore, while peer reviewers are asked to maintain impartiality and objectivity, it’s opined
that, in reality, bias cannot be completely removed when one reviews a paper or research plan.
Even the blind systems, designed to eliminate bias, do not work very well as the author of apaper can easily be guessed even when his/her name kept anonymous, especially if the subject
research community is small. Some feel that the anonymity systems have yet other disadvantages,
and question their effectiveness.
In 2002, all the papers by Hendrik Schön published in Nature and Science were discovered tocontain fabrications. He was conducting innovative work on superconductivity at Bell
Laboratories in the United States, an institution that had produced many Nobel laureates. During
the peer-review process, some reviewers raised questions about and opposed publication of his
papers; nevertheless, they were ultimately published.7
These events hint at limitations in the peer review process. Currently, various attempts are being
made to see whether some other review system would be better in guaranteeing and improving
the quality of scientific research.8 It can be concluded, however, that at present it isn’t possible toconduct scientific research without peer review. Given its critical role, scientists must not beremiss in elevating the quality and ethical standards of the peer review process.

2. Guiding Younger Generations

2.1. Teaching Responsibilities as Mentors
Scientific research presupposes a succession of knowledge strenuously accumulated throughout
history. To continue propelling that progress into the future, fostering younger generations ofscientists is indispensable. Doing so is a critical responsibility of today’s scientists. To that end,
the relationship that students and young researchers (mentees) have with those who teach them(mentors) is crucial aspect of universities.
For the scientific community to earn the trust of society and exercise it prerogatives, members ofthat community need to share common values (e.g., ethical standards and a code of conduct) andmake ethical decisions while display behavior consistent with those values. Hence, it is not
sufficient for mentors, who are supervisors and advisors, to simply hand down knowledge andskills in their fields of expertise. Mentors must continuously challenge their mentees with90

questions concerning the fundamental roles of scientists and their social responsibilities, such as“What is a scientist?” “What is the purpose of scientific research?” “How can scientific researchcontribute to the welfare of humankind?” Mentors also need to make an effort to share common
values through dialogue with their mentees (e.g. graduate students), who will be the scientists ofthe future, and to teach them what it means to be a scientist. Their goal should not be simply“science” education but rather “scientist” education.
Since the 1990s, the method of disbursing research funds in Japan has largely shifted to systemsof “competitive funding.” To obtain research grants through these systems, scientists must spend
a lot of time and energy amassing a record of accomplishments so as to writing more persuasive
grant applications. Moreover, due to a national policy that places emphasis on graduate
education, the number of graduate students that need to be trained has increased rapidly. Under
these circumstances, it is an unfortunate fact that the amount of time scientists have to spend on
guiding and teaching graduate students how to “become a scientist” has declined.
Experienced scientists, particularly those affiliated with educational or research institutions, mustpossess a strong recognition that their role is not just to achieve good research results but is also
(perhaps even more so) to fulfill their crucial role in teaching and supporting younger
generations. While their “research methods” may vary by research site, the most important of amentor’s various roles is helping their mentees understand and comply with the code of conduct
in their occupations.
In small laboratories, while mentors can provide individual instruction in a casual and freeenvironment, they should maintain a tight grasp on their role as a mentor. In a large laboratory,
not only should mentors train their mentees but their organization should also be systematicallyengaged in promoting its members’ ethical behavior. In other words, the organization will needto continuously implement a research ethics program.
A research ethics program constitutes a “comprehensive effort” by a research institution to“share values” that reflect the purpose of its founding and organizational structure along with a“systematic line of activities” to set values and priorities for research carried out in it, and toestablish principles and ethics guidelines in the form of rules and regulations, while delegating
authority to assist its members in making appropriate decisions.”9 Concerning the components ofsuch a program, the Science Council of Japan listed the following in its 2006 document “Code of
Conduct for Scientists.”10(1) A code of ethics and code of conduct should be formulated and circulated(2) Establish and implement an ethics program, get top-level commitment and leadership, set
up a permanent dedicated division and system(3) Need for education on research ethics(4) Important points for research groups (e.g., create a relationship that maintains freedom,
impartiality, transparency, and openness, and that promotes opinion exchanges on research
ethics)(5) Ensure that everyone observes the “Code of Conduct for Scientists”(6) Establish and implement a system of consultation regarding suspected misconduct alongwith review procedures91

(7) Establish rules governing compliance and conflicts of interest(8) Establish a self-monitoring system
Not simply delegating the training of younger generations in the concepts and practices of thisCode of Conduct to individual mentors, each research or educational institution must establish
and operate a “research ethics program.” Among its functions should be the transfer values to beshared by researchers and the building and maintenance of a scientific community comprising abody of professionals that earn society’s trust.

2.2. Guiding Doctoral Students and Reviewing Their Dissertations Responsibly
It can be said that doctoral students are at the most critical stage of their career as they enter theworld of scientific research. Even for their future, original research, the antecedents often comefrom the ideas and research guidance they gained in their doctoral program. Therefore, it isnecessary for advising supervisors to establish good communication with their doctoral students
and to guide them effectively in ways that will help them mature as principled scientists.
Each doctoral student writes a doctoral dissertation as an overall summary of his/her research
results. A doctoral dissertation is a type of research paper, but having it approved and receiving adoctoral degree is proof that the student has completed a program that produces competentscientists. This makes the doctoral degree something like the student’s passport to his/her future
life as a researcher. Since doctoral degrees are recognized all over the world, it is necessary to bevery careful to “guarantee their quality.” If not sufficiently guaranteed, trust could beundermined not only in the individual scientist but also in scientific research overall. Hence, it isimportant for the advising supervisor to be involved in the detailed instruction of the student
from the stage when s/he deciding on a dissertation topic, through the process of research, all theway to the completion of the dissertation. Furthermore, the faculty in charge of carrying out thedissertation review process must be fully cognizant of their responsibility to guarantee thegraduate’s quality as a principled scientist. How to “guarantee that quality” may differ from field
to field, but transparency and impartiality are common elements in all.

3. Ways to Prevent Research Misconduct
To prevent misconduct and promote responsible research, it is not enough to just have a goodmental attitude; one must also understand the systems that the government, academic societies
and universities have established to maintain research ethics, and act accordingly.

3.1. Roles of Policies, Guidelines, etc.
Japan does not have a law that directly defines research ethics, as does federal law in the UnitedStates. Instead, guidelines and similar documents issued by ministries and agencies play a majorrole in setting the stage for research ethics. On February 28, 2006, the Council for Science andTechnology Policy published the document “Appropriate Measures against Research
Misconduct,” requesting various organizations within the scientific community (including theScience Council of Japan), and related ministries and agencies, universities, and research
92

institutions to establish their own ethical policies and rules regarding research misconduct. In
response, MEXT, the Ministry of the Environment, the Ministry of Agriculture, Forestry and
Fisheries, the Ministry of Internal Affairs and Communications, the Ministry of Health, Labourand Welfare, the Ministry of Land, Infrastructure and Transport and Tourism, and METI
established definitions of misconduct and policies to deal with infractions in the administrationof their respective research-funding programs.11 These policies do not only deal with research
misconduct; many guidelines have now been put in place for authorizing the initiation ofresearch, taking into account basic human rights and life ethics. Moreover, since joint researchwith a company could obstruct fair competition through a market monopoly exploiting
technology developed through the research, Japan Fair Trade Commission has established“Guidelines Concerning Joint Research and Development under the Antimonopoly Act” (January
1, 2010).
These guidelines take the form of notifications and, as such, have no binding power to impose
criminal penalties when violated. However, they do define grounds for suspending grants forresearch affiliated with the ministries and agencies as well as for requesting the return ofresearch funds. They also establish a basis for taking disciplinary actions by research institutions.
Therefore, attention must be paid to these guidelines from a standpoint of maintaining research
ethics.
Research institutions have also prepared their own codes of conduct and regulations for adheringto their guidelines. Most of the guidelines pertain only to research supported with research funds
disbursed from ministries or agencies, but the basic principles of responsible research are thesame regardless of the nature of the research funding. Scientists must, therefore, have a goodunderstanding of the guidelines that the members of their research institution must respect andcomply with.

3.2. Roles of Academic and Professional Associations
One stage for presenting research activities is academic conferences, and most scientists belong
to academic associations while engaged in research. Some academic associations, both domestic
and international, have established ethics guidelines and rules for paper submissions. As groupsof experts, they work to maintain research ethics. According to a survey conducted in 2005 by
the Science Council of Japan, only 12.1% of the responding academic associations had alreadyprepared or were in the process of preparing ethics guidelines.10 In another survey12 conducted in2013, approximately 43% of the responding academic associations said they were discussing
whether or not to establish a code of conduct on research misconduct related to fabrication,
falsification, and plagiarism, while about 33% were discussing whether to prohibit duplicate
submission in their code of conduct. While not yet sufficient, various associations are beginningto work toward a shared undertaking of each having a code of conduct in the form of a written
and explicit document.
The United States has many such statements, such as the “ASA (American Sociological
Association) Code of Ethics” of the American Sociological Association (established in 1970 andrevised in 2008), which details many guidelines, consisting of a total of 20 chapters and 30 pages,
including basic principles.13 There are also separate ethic rules for teaching sociology. One of theworld’s largest academic associations, the American College of Physicians, with 137,000
members including 1,000 from Japan, has the “ACP: Ethics Manual” (6th edition, 2012), a solid93

document of 32 pages, including detailed references. The National Society of Professional
Engineers of the United States, which has 35,000 members, has set up an ethics review
committee, which reviews and discloses incidents of ethics-related problems and promulgatesprinciples of research ethics.14

3.3. Roles of Research Institutions
Institutions such as universities and laboratories are organizations whose responsibility is toconduct research, so they are also responsible for having rules and regulations to ensure that theiraffiliated scientists comply with research ethics and refrain from improper practices. They alsoestablish whistleblower and review procedures and inform scientists of these procedures. In a2013 study conducted by MEXT entitled “Current Status of Efforts by Research Institutions
Such as Universities concerning Misconduct in Research,”15 it was found that efforts were being
made in 84% of all organizations surveyed to establish regulations and keep their members
informed of them. However, a study done by another research group in the same year showed
that, while 64% of universities had rules prohibiting fabrication, falsification, and plagiarism,
only 29% of them explicitly prohibited duplicate submission.12 All scientists are urged to learn
and understand not only the code of conduct of their affiliated institution but also those of theacademic associations to which they belong.
The “Guidelines for Responding to Misconduct in Research” issued by MEXT and revised inAugust 2014, stipulate that clarifying their management responsibilities is one of an institution’s
operational pillars, and recommend that they do the following.
•

Establish rules and regulations,•Appoint a person in charge of research ethics education in each department and division,•

Set up a contact desk for whistleblowers and give members the contact information, and•Ensure the promptness, transparency, and confidentiality of the review process.

The promulgation of research ethics is increasingly becoming an important role of research
institutions.

4. Importance of Ethics Education in Research

4.1. Professional and Occupational Ethics
To maintain and improve the quality of scientific research, above all it is essential to prevent
research misconduct and to promote responsible research practices. What plays an important rolein accomplishing this is creating a research environment that promotes responsible research andthat gives individual researchers the knowledge and skills needed to conduct such research.
Many have pointed out that research misconduct may be indirectly caused by today’s excessively
competitive research environment. Two important points in establishing a research environmentare whether the organization takes an initiative in bringing about responsible research and94whether there is a robust system in place for managing and storing research data. In preventing
misconduct and promoting responsible research, efforts made by research institutions play a
crucial role.
This, however, is not to say that scientists should solely depend on their organizations such asuniversities and research institutions. The most influential environment surrounding a scientist is
the research site and organization where s/he works daily, such as a laboratory or research center.
What is important in these research sites, so closely as they are connected to the researcher, is anenvironment conducive to the scientists freely discussing research, while sifting through raw data,with colleagues in and outside their laboratory. When researchers can actively and candidly
exchange ideas on their interpretation of research data, the validity of the research methods, theeffectiveness of the research design (etc.), and when they are given opportunities to scientificallyvalidate their own research results from a variety of angles, more dependable and trustworthy
research results will follow. The ability to casually and informally engage other researchers indiscussions regarding ideas, even a simple questions raised during research, can contribute to thecreation of an environment that promotes responsible research. It is the responsibility of each andevery scientist to make contributions that accrue to creating such an environment.

4.2. Ethics Education in Research on the Rise
For each individual scientist, it is fundamental to acquire the knowledge and skills needed to
conduct responsible research. Conventionally, it was thought that such knowledge and skills are
acquired through instruction while a student at a research laboratory. In today’s society, however,
the atmosphere embedding responsible research is drastically changing.
It is now a general trend for researchers to change their affiliations, moving from one researchlab to another, as they progress from being a student to a member of a university faculty. Many
now go overseas as graduate students or postdoctoral researchers. An environment in which a
student, who stays in one research laboratory, can obtain knowledge and skills through anapprenticeship is quickly disappearing. In addition, it has become more common to dointerdisciplinary research with scientists from other fields, such as using a research method
employed in another field. Compared to the past, there is more need to consider using researchmethods that transcend one’s field and nationality. Concepts of authorship and of processing
research data are also changing with the passage of time. Some practices that were notproblematic in the past could now be considered so. Today, the eye of the public is much more
stringent when it comes to research misconduct, requiring scientists to make a more serious
effort than before in promoting responsible research from a viewpoint of science within society.
It is for these reasons that the importance of ethics education in research is attracting so muchattention. An ethics course is not something that one should take once to just “get it over with.”
While scientists should try to acquire knowledge and skills needed for doing responsible research,
they also need to routinely update that knowledge.

5. Prevention of Research Misconduct and Whistleblowing

955.1. Importance of Reporting Misconduct
When there is misconduct suspicion or behavior, only scientists can recognize it, so as scientists
they need to deal with and correct the situation. As a place of contact for such scientists, research
institutions need to establish a contact desk where research misconduct can be reported.
Organizations that provide research funds, such as MEXT and JSPS, also have contact desks.
When at a research site one encounters a situation where misconduct is suspected, ideally one
should first bring it to the attention of a member of that research team or discuss it with otherresearchers. However, there are cases where such an action may be difficult to take, and may notwork to resolve the issue. If such a case, one should not just leave the problem unresolved but
should at least consult with the person at the contact desk.
Consultation and reporting with regard to an incident does not necessary equate to research
misconduct. The Office of Research Integrity (ORI) of the United States conducted a 5-year
study from 1993, reviewing 150 cases. It found that 76 of those cases revealed misconduct while
the remaining 74 cases did not. Whether or not misconduct has taken place is not a simple matterto determine. Out of 1,000 cases reported to the ORI, 4 out of 5 cases lacked sufficient
information to call for a review, so not even preliminary reviews were carried out.16 Misconduct
needs to be reported along with scientific evidence. Scientists should not file irresponsible
reports.

5.2. Protection of Whistleblowers
The most important point in reporting misconduct is the need to protect the reporter.
There have been cases where a report or an accusation was made, but the anonymity of theperson who filed it was compromised, resulting in retaliation being taken against the person. In
the 6th executive director-sponsored forum at the Annual Meeting of The Molecular Biology
Society of Japan, entitled “What Shall We Do to Maintain Research Integrity?” (December 2013),
examples from Japan and the U.S. were presented where whistleblowers became a victim andnothing was done to address the problem. In one case, a physician reported a colleague who had
conducted a clinical study without the subject’s consent. When subject later died, the colleague
falsified the patient’s records. The physician was able to prove the misconduct but later was
reported to have become a victim of obstruction in his business practice.17
Whistleblowers are important, and so is their protection. The principle that needs to be applied
here is exactly what’s stated in the Whistleblower Protection Act: Whistleblowers are to beprotected when they report criminal behavior involving the safeguarding of a citizen’s life, body,property, or other attributes. If misconduct is properly reported using scientific evidence but theperson who reported it is not well-protected, allowing the misconduct to end up concealed or
retaliation taken against the person who reported it, such an incident can arguably be called theworst kind of betrayal against science.
According to the “Guidelines for Responding to Misconduct in Research” issued by MEXT,(1) Proper methods should be discussed to protect the content of the report and the identity of theperson who filled it when misconduct is reported(2) The duty of confidentiality among the staff should be strictly enforced96

(3) The person who filed the report should not be subject to any disadvantageous treatment suchas termination and demotion (unless the report is based on malice). Procedures at each
university should be along the same line as MEXT’s statements, having almost exactly thesame content.
Researchers create knowledge and participate in research activities that make contributions to thesociety and the human race. They must also know the procedures for reporting misconduct. Thisis rather unfortunate, but it is only scientists who have the training and expertise to be able toexamine research being conducted, check its validity, and preserve it. Intentionally distorted
research not only contorts knowledge but also exerts negative impacts on society. Not only thecreation of knowledge but also its preservation is the responsibility of scientists and the scientificcommunity.

Notes and References: ----------------1. OECD, Issue Brief Peer Review, p. 1 (2011)
http://www.oecd.org/innovation/policyplatform/48136766.pdf
2. House of Commons Science and Technology Committee, Peer Review in Scientific
Publications: Eighth Report of Session 2010–2012, Volume 1. London: The Stationary Office
Limited. 2011, p. 10
3. JSPS, About Screening and Evaluation.
http://www.jsps.go.jp/j-grantsinaid/01_seido/03_shinsa/index.html
4. JSPS, Basic Policy of the Screening for the Grants-in-Aid for Scientific Research (Decided by
the Council for Science and Technology on November 14, 2003)
5. CSE, White Paper on Promoting Integrity in Scientific Journal Publications, 2012 Update,(2012)
6. Shigeaki Yamazaki, “Ethics for Publication by Researchers,” Maruzen Publishing, 2013, p. 71
7. Shu Muramatsu, Fabrication of Academic Articles, Chuokoron Shinsha (2006)
8. Yamazaki, Aforementioned book. Chapter 8
9. Committee for Scientific Ethics, Science Council of Japan (For Those Who Wish to Be a
Scientist), Kagakudojin p. 93(2007)
10. Science Council of Japan, Statement: Code of Conduct for Scientists (October 3, 2006)
http://www.scj.go.jp/ja/info/kohyo/pdf/kohyo-20-s3.pdf
11. Cabinet Office, About Competitive Fund System
http://www8.cao.go.jp/cstp/compefund/index.html
Takeo Nakayama and Kiichiro Tsutani, (International Rules for Clinical and EpidemiologicalResearch), Life Science Publishing 200897

12. Shinji Tateishi, Trends in Academic Integrity Seen from a National Survey; Takashi Hata,
Report on the International Comparative Study on Ensuring Academic Integrity in the
Knowledge-based Society, June 2014
13. Japanese Association for Mathematical Sociology, Forum: Ethics and Rules for Research,
Theory and Method, Vol. 12. No. 1. (1997)
14. National Society of Professional Engineers, Opinion of the Board of Ethical Review, 1964–
1998. Translated by the Institution of Professional Engineers, Japan, Maruzen Publishing (2000);
National Society of Professional Engineers, Opinion of the Board of Ethical Review, 1997–2002
Translated by the Institution of Professional Engineers, Japan. Maruzen Publishing (2004)
15. Conducted in January 2013, Survey sheets were sent to 1,236 institutions, including
universities, colleges and vocational schools. Of which, 1,100 institutions responded (89%).
16. Shigeaki Yamazaki, “Research Misconduct: Fabrication, Falsification, and Plagiarism,”
Maruzen Publishing, pp. 45–50, (2002)
Takaaki Matsuzawa,（3）(Systems for the Integrity of National Research in Other Countries (3))(Information Management) Vol. 56. No. 12, 852–870 (2014)
17. David Edwards, Whistleblower in Stephen Lock; Frank Wells and Michael Farthing. eds.,
Fraud and Misconduct in Biomedical Research. 3rd ed. (2001), Blackwell Publishing Ltd.
Translation supervised by Chikayuki Naito, Yakuji Nippo (2007)98

Column
Ethics Education in Research: Efforts Made in the United States
In the United States, the “America Creating Opportunities to Meaningfully Promote Excellencein Technology, Education, and Science Act of 2007” (“America COMPETES Act” for short) has
made it mandatory for research institutions receiving funds or subsidies from foundations related
to S&T education to require, in their application planning stage, all undergraduate and graduate
students and postdoctoral fellows to take a training course on responsible research activities andethics. In response, in January 2010, the National Science Foundation (NSF) requested that
universities prepare a training course on responsible research activities when applying for
research grants. The goal of the “America COMPETES Act” is to propel funding sources topromote innovation and train human resources toward higher industrial competitiveness. It also
requires an organized effort toward ensuring responsible research activities. In addition, NSF,
supported by the National Postdoctoral Association (NPA), has since 2007 been aiding
postdoctoral fellows in their efforts to carry out responsible research activities at their respective
universities. Then, NPA launched its “Project for Scholarly Integrity” in 2008. NSF isfurthermore involved in supporting the development of an online center integrating ethics-related
information in STEM (science, technology, engineering, and mathematics) fields and insupporting research and initiatives aimed at improving ethics education in all research fields.
Hence, ethics education in research is being promoted nationwide in the United States.

99Section VIII: For the Progress of Society1001. Role of Scientists

For human society faced as it is with a wide range of imminent problems in such areas as theenvironment, resources and population, science is an indispensable activity in helping to solve
such challenges. It is also a two-edged sword as its abuse and misuse can cause difficult
problems. Just before the dawn of the new millennium, in 1999 UNESCO and the International
Council for Science jointly held a conference in Budapest to discuss what science should be in
the 21st century. They adopted the “Declaration on Science and the Use of Scientific Knowledge,”
which lists the following four “meanings for science.”1(1) Science for knowledge, knowledge for progress(2) Science for peace(3) Science for development(4) Science in society and science for society

This declaration, while reconfirming the importance of “science for knowledge, knowledge forprogress,” clearly states that scientific research, its results and dialogues based on objectivity andimpartiality, should contribute to “peace” and “development.” Furthermore, the part that scienceis to play in society is summarized as “science in society and science for society,” identifying theroles and responsibilities of science as follows: “The practice of scientific research and the use ofknowledge from that research should always aim at the welfare of humankind, including the
reduction of poverty, be respectful of the dignity and rights of human beings, and of the global
environment, and take fully into account our responsibility towards present and future
generations.” This declaration makes it clear that the role of science in the 21st century is not
only played out in “experiment chambers,” “laboratories,” or a close-knit scientific community,
but that the scientific community should widely execute roles and responsibilities within society.
Strongly recognizing the importance of science’s external responsibilities, the Science Council ofJapan states the following in the preamble to its Code of Conduct for Scientists2 concerning therelationship between science and society.

Science is a system of knowledge based on principles of reason and empirical proof thatare assiduously built up over time, and constitutes an irreplaceable common asset of all
humanity. Scientific research is an act that creates new knowledge by boldly pursuing
the challenges of unknown fields. Science and scientific research exist both with and forsociety. Therefore, research activities based on scientific freedom and the subjective
judgments of scientists only gain social recognition once they are premised upon publictrust and the mandate of the people. (Some sentences omitted). . .
While scientists engaged in such intellectual activities enjoy the prerogative to pursue
truth under academic freedom based on their own expert judgments, independent of theinterests of specific authorities or organizations, as experts they also bear a grave
responsibility to respond to the mandate given them by society at large. Especially in themodern world, where scientific activities and their results exert a vast and profound101

influence on all humanity, society demands that scientists always make ethicaljudgments and engage in ethical actions. There are also societal demands for science toplay a role in the process of forming policy and public opinion.

More specifically, the societal roles of scientists are two-fold: First, creating knowledge throughscientific research and passing it forward to future generations and, second, providing scientificadvice to society. The results of scientific research are returned to society in the form of new
knowledge related to materials, life, and other things and in the form of technology andinformation that helps society solve problems and address challenges. A majority of such
scientific research receives public funding, while giving scientists the privilege of conducting
their research autonomously. Scientists, therefore, have a weighty social responsibility. It can besaid that scientists have entered into an agreement, a silent contract, with society that obligatesthem to conduct research with integrity and honesty.3 Scientists are also responsible for teaching
and instructing others in a process of handing down scientific knowledge to future generations.
In recent years, scientists also play an important role in offering neutral, scientific advice inprocesses related to forming consensus and establishing policies for addressing major issues
confronting society.

Regarding such challenges as energy, environment, food, medicine, education, pollution, drug
abuse, and nuclear power safety, it is impossible for the public or the legislative and executive
branches of government to make accurate decisions without scientific knowledge. In addition,
the views of leading scientists are essential in choosing topics for science and technology
research to be promoted through government investment. Their role is also critical in establishingmethods to advance such research projects. Accordingly, scientific advice is regarded as playing
an increasingly important role in forming social consensus and informing policymaking both inperiods of peace time and during emergencies. On the other hand, it is not so easy to ensure thatscientific advice is neutral, fair, and independent of specific ideas, beliefs, and values. In Japan
there are organizations that formulate and propose scientific recommendations to the governmentand society, including the Science Council of Japan, many academic associations, and public
think tanks. Some countries have a system whereby the government appoints scientific advisors
who make recommendations directly to policymakers.4
Such changes in awareness over the external responsibilities and societal roles of science need tobe accepted seriously by individual scientists. To enable scientists to make decisions and conduct
themselves based on this awareness, various things need to be done in terms of education,systemization, and practical preparedness, all reflecting the “Code of Conduct for Scientists.” In
the future, scientists themselves must take the initiative in carrying out concrete action.

2. Dialogue between Scientists and Society

Disseminating information to society by scientists and advancing dialogue (communication)
between scientists and the public are essential to realizing the principle of “science in society,science for society.” In the Code of Conduct for Scientists,2 revised by the Science Council of102

Japan after the Great East Japan Earthquake, a new chapter “III. Science in Society” has been
added. It states the following.

(Dialogue with Society)11

Scientists shall participate actively in dialogue and exchange with citizens to create
better mutual understanding between society and the scientific community.
Furthermore, in order to resolve various issues and enhance welfare in society, theyshall also work to provide scientific advice effective for policy making to persons
involved in the planning and formulation of policies. On such occasions, scientists
shall aim to give advice based on consensus among scientists, and, when differencesof opinion exist, shall offer explanations that are easy to understand.

In other words, scientists need to communicate, not just within the scientific community, but alsowith the people in society at large. In the past, these roles and responsibilities of scientists were
not that emphasized, so insufficient consideration was given in nurturing scientists in thesematters. In the present age, however, where science exerts significant impact on society in avariety of ways, scientists are required to make the necessary adjustments. Meanwhile, as
scientific technology becomes larger in scale and complexity, it is less easy to give explanations
that are readily understood on the uncertainties embodied in scientific knowledge or the benefits
and risks inherent in science and technology.
In fact, communication should not be understood as unilateral explanations and lectures given byscientists in the first place. Scientists should not have the mistaken idea that communication,
including explanation and persuasion, is a one-way street, rather they need to adopt a stance of
mutual learning between the scientific community and society. After all, scientists are themselves
members of society.
The brilliant progress being made in science and technology does not come without risks tosociety. Any scientific technology humankind has obtained can have both light and dark sides as
seen nuclear power, genetically modified food, and regenerative medicine. Physicist Alvin M.
Weinberg refers to this dilemma as “trans-science.”5 This is the intersection of two domains: thedomain that produces knowledge that can be rationally explained by science and the politicaldomain in which decisions are made based on values and authority. It is defined as a “domain
consisting of a group of questions that can be asked by science but cannot be answered byscience.” Although science can mathematically calculate that the probability is low of an
accident occurring at a nuclear power plant, it cannot alone answer the question of whether
people will accept a power plant as such a decision is made from a wide spectrum ofperspectives including those related society, economy, daily living, history, and culture.
In the future, the role played by science in forming national and global consensus will continue
to grow. Along with the progress and globalization of science and technology, policy issues are
becoming more complex, requiring ever-higher levels of expertise. An attempt to establish
policies related global warming (for example) requires the participation of scientists from a wide103

range of fields including science and engineering (e.g., meteorology, ecosystems, energy usage,
and greenhouse gasses) and the social sciences (e.g., societal systems and international
cooperation).
How then should a scientist be involved in these problems of trans-science? Scientists of the
future need to begin by widening their viewpoints and by continuously pondering the societal
significance of their own research activities. Furthermore, they need to participate actively incommunicating with citizens while being fully aware that science has limits. Scientists need torecognize that their role in society is to provide information while advancing dialogue toward
helping to solve various problems that society is facing. Every organization employing scientists
should actively support their involvement in such efforts.

3. Scientists and Professionalism“The Code of Conduct for Scientists,”2 established by the Science Council of Japan, defines“scientists” as researchers or professionals who engage in activities for producing new
knowledge or for using scientific knowledge in all academic fields irrespective of theiraffiliations. Now, let’s consider the posture of scientists as “professionals.”
Scientific research, as an activity aimed at satisfying the intellectual curiosity of individuals andorganizations, has rapidly been systemized since the 19th century, giving birth to “scientists” asan occupation that plays an important role in society. At least in Europe and the United States,
there is a tendency to think of scientists as professionals. For example, the U.K. has aprofessional qualification called “chartered scientist (CSci)”6 while a textbook7 on research
ethics in the United States stresses “professionalism in science.” In a study conducted by the
Office of Research Integrity of the United States on the learning objectives of the educational
program “Responsible Conduct in Research (RCR),” every person on its expert panel responded
that it is important that values as professionals be shared.8
The unique concept of “profession” strongly influences this Western way of thinking. This word
also has the religious connotation of people “professing” their beliefs. Specializations such as
theology, medicine and law have been established as learned professions within universities andinstitutes of higher learning that guarantee their quality. These occupations support the life ofpeople in society. The clergy supports matters of the hearts through faith, physicians matters of
the body through medical knowledge, and attorneys matters of social standing through law. All
these occupations provide services indispensable to people’s welfare. They differ from otheroccupations in the long period of specialized education and training they require. Indeed, until
the systematization of science and technology and popularization of higher education in the 19th
century, the only subjects that could be studied in European universities were theology, medicine,and law. It is also widely recognized in society that these three professions are the antecedents ofspecialized education in universities.
Meanwhile, people in other occupations have begun making effort to raise their own occupations
to a “professional” level, emulating the example set these three traditional professions. Examples
of such successful efforts include accountants, architects, and pharmacists.

104

As occupations become increasingly diversified, it became more difficult to assign the status of“profession” to them; from a sociologically perspective, however, following six attributes of a“profession” can be pointed out.
(1) An occupation based on theoretical or systematic knowledge(2) Expert abilities gained through a long period of training and education(3) Proof of abilities by examination(4) Existence of systematized organizations/associations(5) Maintenance of moral consistency through ethical standards(6) Altruistic service to society.
Hence, a “profession” requires “ethical standards” (or a code of conduct), so that moral
consistency (integrity) is maintained. Medicine, perhaps the oldest profession, has had a code of
conduct called the “Hippocratic Oath” since the days of ancient Greece (B.C.). Even now, thepreamble to the Principles of Medical Ethics of the American Medical Association states thefollowing, reflecting the concept of this profession and its relationship to the code of conduct:“The medical profession has long subscribed to a body of ethical statements developed primarily
for the benefit of the patient. As a member of this profession, a physician must recognize
responsibility to patients first and foremost, as well as to society, to other health professionals,
and to self.”
Therefore, to attain a profession, one must receive extremely rigorous education and obtain aneven higher level of ethical awareness. One idea that supports this system is the “social contract”
model growing mainstream in the English-speaking world in particular. According to this model,
professions require a high level of expert knowledge and education to obtain that knowledge.
Through this, professionals are qualified to own (monopolize) their occupation and are givenhigh compensation and privileges (especially autonomy) that cannot be obtained in otheroccupations. This relationship can be thought of as a type of contract between a group of
professionals and society at large. For their code of conduct, professionals devise their own
ethical codes specific to their respective professions while they share the “Code of Conduct for
Scientists” established by the Science Council of Japan.

The relationship between science and professionalism can be easily understood when one takes
into account the history in which universities and the scholarly tradition they begot have
prepared the environment that gave birth to modern science. In a textbook previously mentioned,
the following five elements are listed as constituting professionalism.9(1) Intellectual honesty(2) Excellence in thinking and doing(3) Collegiality and openness(4) Autonomy and responsibility(5) Self-regulation
105

In Japan’s scientific domain, there is a rather low perception of Western-type professionalism,
except for in a few fields. The Science Council of Japan, through its Code of Conduct for
Scientists, and many academic associations are stressing the importance of professional values.
For Japan’s scientific community to make more impactful contributions to societal welfare andfor scientists to be better trusted as true “professionals,” it will be essential for them to personify
professional values in their daily research activities.

Notes and References: ----------------1. The World Conference on Science, Declaration on Science and the Use of Scientific
Knowledge, Budapest (1999)
http://www.unesco.org/science/wcs/eng/declaration_e. Accessed on April 5, 2014
2. Science Council of Japan, Statement: Code of Conduct for Scientists—Revised Version(January 25, 2013)
3. Jane Lubchenco, Entering the Century of the Environment: A New Social Contract for Science.
Science, pp. 279, 491-497 (1998)
4. Robert Doubleday and James Wilsdon, Beyond the Great and Good, Nature 485, pp. 301-302(May 17, 2012)
Peter Gluckman, The Art of Science Advice to Government, Nature 507, pp.163–165 (March 13,
2014)
5. Alvin M. Weinberg, “Science and Trans–Science,” Minerva, Vol. 10, 209–222 (1972); id,
Nuclear Reactions: Science and Trans-Science, New York: American Institute of Physics (1992)
6. For Chartered Scientist, see: http://www.charteredscientist.org
7. Stanley G. Korenman, Teaching the Responsible Conduct of Research in Humans
http://ori.hhs.gov/education/products/ucla/default.htm
8. U.S. Department of Health & Human Services, Office of Research Integrity, RCR Objectives
http://ori.hhs.gov/rcr-objectives-introduction-0
9. G. Millerson, The Qualifying Associations: A Study in Professionalization. London: Routledge
and Kegan Paul (1964).

106

107

References

Singapore Statement on Research Integrity
Code of Conduct for Scientists
Statement of Principles for Research Integrity
An Overview of the New “Guidelines for Responding to Misconduct in Research”

108

www.singaporestatement.org

Singapore Statement on Research Integrity

Preamble
The value and benefits of research are vitally dependent on the integrity of research. While there
can be and are national and disciplinary differences in the way research is organized andconducted, there are also principles and professional responsibilities that are fundamental to theintegrity of research wherever it is undertaken.
Principles
Honesty in all aspects of research
Accountability in the conduct of research
Professional courtesy and fairness in working with others
Good stewardship of research on behalf of others
Responsibilities
1. Integrity:

Researchers should take responsibility for the trustworthiness of their research.

2. Adherence to Regulations: Researchers should be aware of and adhere to regulations andpolicies related to research.
3. Research Methods: Researchers should employ appropriate research methods, baseconclusions on critical analysis of the evidence and report findings and interpretations fully andobjectively.
4. Research Records: Researchers should keep clear, accurate records of all research in waysthat will allow verification and replication of their work by others.
5. Research Findings: Researchers should share data and findings openly and promptly, as soon
as they have had an opportunity to establish priority and ownership claims.

109

6. Authorship: Researchers should take responsibility for their contributions to all publications,funding applications, reports and other representations of their research. Lists of authors should
include all those and only those who meet applicable authorship criteria.
7. Publication Acknowledgement: Researchers should acknowledge in publications the names
and roles of those who made significant contributions to the research, including writers, funders,sponsors, and others, but do not meet authorship criteria.
8. Peer Review: Researchers should provide fair, prompt and rigorous evaluations and respectconfidentiality when reviewing others' work.
9. Conflict of Interest: Researchers should disclose financial and other conflicts of interest that
could compromise the trustworthiness of their work in research proposals, publications andpublic communications as well as in all review activities.
10. Public Communication: Researchers should limit professional comments to their recognizedexpertise when engaged in public discussions about the application and importance of researchfindings and clearly distinguish professional comments from opinions based on personal views.
11. Reporting Irresponsible Research Practices: Researchers should report to the appropriate
authorities any suspected research misconduct, including fabrication, falsification or plagiarism,
and other irresponsible research practices that undermine the trustworthiness of research, such as
carelessness, improperly listing authors, failing to report conflicting data, or the use of
misleading analytical methods.
12. Responding to Irresponsible Research Practices: Research institutions, as well as journals,
professional organizations and agencies that have commitments to research, should haveprocedures for responding to allegations of misconduct and other irresponsible research practices
and for protecting those who report such behavior in good faith. When misconduct or otherirresponsible research practice is confirmed, appropriate actions should be taken promptly,
including correcting the research record.
13. Research Environments: Research institutions should create and sustain environments thatencourage integrity through education, clear policies, and reasonable standards for advancement,
while fostering work environments that support research integrity.

11014. Societal Considerations: Researchers and research institutions should recognize that they
have an ethical obligation to weigh societal benefits against risks inherent in their work
The Singapore Statement on Research Integrity was developed as part of the 2nd World
Conference on Research Integrity, 21-24 July 2010, in Singapore, as a global guide to the
responsible conduct of research. It is not a regulatory document and does not represent theofficial policies of the countries and organizations that funded and/or participated in the
Conference. For official policies, guidance, and regulations relating to research integrity,
appropriate national bodies and organizations should be consulted.

111

Established October 3, 2006
Revised January 25, 2013

Code of Conduct for Scientists
Science Council of Japan
Science is a system of knowledge based on the principles of reason and empirical proof that is
assiduously built up over time, and constitutes an irreplaceable common asset of all humanity.
Scientific research is an act that creates new knowledge by boldly pursuing the challenges of
unknown fields.
Science and scientific research exist both with and for society. Therefore, research activities
based on scientific freedom and the subjective judgments of scientists only gain social
recognition once they are premised upon public trust and the mandate of the people. Here, theword “scientists” refers to researchers and specialists engaged in activities that create newknowledge, or in the use and application of scientific knowledge, in all academic fields ranging
from humanities and social sciences to natural sciences, regardless of which institution they
belong to.
While scientists engaged in such intellectual activities enjoy the prerogative to pursue truth underacademic freedom based on their own expert judgments, independent of the interests of specificauthorities or organizations, as experts they also bear a grave responsibility to respond to the
mandate given to them by society at large. Especially in the modern world, where scientificactivities and their results exert a vast and profound influence on all humanity, society demands
that scientists always make ethical judgments and engage in ethical actions. There are alsosocietal demands for the role that should be played by science in the development process forpolicy and public opinion.
The Great East Japan Earthquake and the accident at Tokyo Electric Power Company’s
Fukushima Dai-ichi Nuclear Power Plant that took place on March 11, 2011 brought about theneed for scientists to reexamine whether they had truly responded to the trust and mandate given
to them by society and also, the issues requiring scientists to make all-out efforts toward thereconstruction of devastated regions and the revitalization of Japan. Furthermore, in order for
science to contribute to realizing a more affluent human society through its own sound growthand development, scientists must establish ethical norms to strictly control their own conduct,
while fulfilling their obligation of accountability to society and consciously taking part in112

building and maintaining sound relationships between science and society, as well as with policy
and decision makers. Ethics for scientists also constitute a basic framework whereby society candemonstrate its understanding of science and seek dialogue with science.
Based on the fundamental recognition described above, the Science Council of Japan herewith
indicates a Code of Conduct consisting of ethical principles that should originate in theautonomy of scientists and are minimum requirements common to all academic fields.
Adherence to such ethical principles is essential, both to ensure the quality of scientificknowledge and for individual scientists and the scientific community to gain the trust and respectof society at large.

I Responsibilities of Scientists(Basic Responsibilities of Scientists)
1. Scientists shall recognize that they are responsible for assuring the quality of the specialized
knowledge and skills that they themselves create, and for using their expert knowledge, skills
and experience to contribute to the health and welfare of humankind, the safety and security ofsociety and the sustainability of the global environment.
(Attitude of Scientists)
2. Scientists shall always make judgments and act with honesty and integrity, endeavoring tomaintain and improve their own expertise, abilities and skills, and shall make the utmost effort toscientifically and objectively demonstrate the accuracy and validity of the knowledge they create
through scientific research.
(Scientists in Society)3. Scientists shall recognize that scientific autonomy is upheld by public trust and the mandate of
the people, understand the relationships between science, technology, society, and the naturalenvironment from a wide-ranging perspective, and act in an appropriate manner.
(Research that Answers to Social Wishes)
4. Scientists shall recognize that they are responsible for answering to the wishes of society toinvestigate into truths and to achieve various issues. When using research funds that are to beprovided for establishing the research environment and for conducting research, scientists shallalways recognize that such broad social expectations exist.
113

(Accountability and Disclosure)
5. Scientists shall strive to disclose and actively explain the roles and significance of their own
research, evaluate the possible effects of their research on people, society and the environment aswell as the changes that their research might engender, neutrally and objectively disclose theresults of this evaluation, and build a constructive dialogue with society.
(Dual Use of Scientific Research Outcomes)
6. Scientists shall recognize that there exist possibilities that their research results, contrary totheir own intentions, may be used for destructive actions, and shall select appropriate means andmethods as allowed by society in conducting research and publicizing the results.
II Research Integrity(Research Activities)
7. Scientists shall act with integrity according to the spirit of this Code of Conduct in drafting,planning, applying for, implementing, and reporting their own research. By reporting theirresearch results through such means as papers, scientists shall take responsibility as well as
obtaining recognition for their achievements in accordance with the role that they played.
Scientists shall ensure that research and survey data are recorded, stored and rigorously handled,and not only refrain themselves from any misconduct such as fabrication, falsification orplagiarism, but also refrain from aiding or abetting such misconduct.
(Establishing Sound Research Environments and Thorough Educational Enlightenment)
8. Scientists shall recognize that establishing and maintaining fair research environments where
responsible research can be conducted is one of their importantduties, and shall work

continuously to improve the quality of research environments in the scientific community andtheir own institutions, and toward educational enlightenment preventing misconduct. Moreover,they shall also seek the understanding and cooperation of the public in achieving these goals.
(Consideration for Research Subjects)
9. Scientists shall respect the dignity and rights of individuals who cooperate in their research,and shall safeguard and give proper consideration to their welfare. They shall also treat animals
and other research subjects with all due care and respect.

114

(Relations with Others)
10. Scientists shall constructively criticize the results of other scientists’ research, humbly listen
to the criticism of others, and exchange opinions with an attitude of sincerity. Moreover, theyshall properly give credit to other scientists’ intellectual findings and achievements, as well as
respecting the honor and intellectual property rights of others. They shall also participate actively
in mutual assessment among scientists in the scientific community, particularly of their field ofexpertise.
III Science in Society(Dialogue with Society)11. Scientists shall participate actively in dialogue and exchange with citizens, for better mutual
understanding between society and the scientific community. As well, in order to resolve various
issues and realize welfare in society, they shall also work to provide scientific advice effective
for policy making to persons involved in the planning and determination of policies. On suchoccasions, scientists shall aim to give advice based on consensus among scientists, and, whendifferences of opinion exist, shall offer explanations that are easy to understand.
(Scientific Advice)
12. Scientists shall conduct research activities with the objective of contributing to publicwelfare, and offer fair advice based on objective and scientific evidence. At that time, they shallbe aware of the gravity of the impact and of their responsibility that their statements may makeon public opinion building and policy making, and shall not abuse their authority. As well,scientists shall make maximum efforts to ensure quality in their scientific advice, and at the sametime clearly explain the uncertainty associated with scientific knowledge as well as the diversityof opinions.
(Scientific Advice to Policy Planners and Decision Makers)
13. When scientists offer scientific advice to persons who plan or decide on policy, they shallrecognize that while scientific knowledge is something to be duly respected in the process ofcreating policy, it is not the only basis on which policy decisions are made. In the event that apolicy decision is made that diverges from the advice of the scientific community, scientists shallrequest, as necessary, accountability to society from the policy planner and/or decision maker.
IV Legal Compliance115

(Compliance with Laws and Regulations)
14. Scientists shall observe all laws, regulations, and relevant rules in their activities, including
the implementation of research and the use of research funds.
(Rejection of Discrimination)
15. In their research, education, and academic activities, scientists shall respond to others fairly
on a scientific basis, respect individual freedom and character, and not discriminate against
individuals based on race, gender, status, ideology and beliefs, or religion.
(Avoiding Conflicts of Interest)
16. In their research, reviews, evaluations, judgments, scientific advice and other scientificactivities, scientists shall pay sufficient heed to the presence of conflicts of interest between
individuals and organizations, or between different organizations, and shall properly address
problems paying all due attention to the public interest.
(End)

116

Statement of Principles for Research Integrity
Preamble
The Responsible Conduct of Research is at the very essence of the scientific enterprise and is
intrinsic to society’s trust in science. Within the framework of the Responsible Conduct ofResearch, the basic principles of Research Integrity - namely honesty, responsibility, fairness andaccountability – are enshrined in foundational documents 1 that also describe the responsibilities
of researchers and the scientific community.
While researchers and institutions themselves remain ultimately responsible for undertaking
research with integrity, research funding agencies have an obligation to ensure that the research
they support is conducted in accordance with the highest standards possible. To that end,
participants in the 2nd Annual Meeting of the Global Research Council recognize the following
Principles to articulate the responsibilities of research funding agencies in creating aninternational environment in which research integrity is at the core of all activities.

Principles
LeadershipResearch funding agencies must lead by example in the responsible management of research
programs.
Promotion
Research funding agencies should encourage institutions to develop and implement policies andsystems to promote integrity in all aspects of the research enterprise.
Education
Research funding agencies should promote continual training in research integrity, and develop
initiatives to educate all researchers and students on the importance of research integrity.
Transparent Processes
Research funding agencies should, within the scope of their mandate, publish policies andprocedures to promote research integrity and to address allegations of research misconduct.
1

For example: the Singapore Statement, the InterAcademy Council IAP Policy Report, and the European
Code of Conduct for Research Integrity.
117Response to Allegations of Misconduct
During any investigation of misconduct 2, research funding agencies should support a processthat values accountability, timeliness and fairness.
Conditions for Research Support
Research funding agencies should incorporate integrity in research as a condition for obtaining
and maintaining funding by researchers and institutions.
International Cooperation
Research funding agencies will work cooperatively with partners to support and facilitate
research integrity worldwide.

2

Breaches of research integrity can include, but are not limited to, plagiarism, fabrication andfalsification.
118

An Overview of the New “Guidelines for Responding to Misconduct in
Research”
Background•

MEXT has been taking necessary measures regarding research institutions (including
universities; the same applies hereafter) in accordance with the “Guidelines for
Responding to Misconduct in Research” (August 2006, Special Committee on
Misconduct in Research Activities, Council for Science and Technology).

•

However, as cases of misconduct in research activities continue to happen, theguidelines were reviewed based on a summary of the “Task Force on Misconduct in
Research and Misuse of Research Funds” (September 2013) and a summary of
discussions of “Panel of Experts on the Revision and the Improvement of
Implementation of the Guidelines for Responding to Misconduct in
Research”(February 2014).

Basic Direction of the Review•

New guidelines are to be established, with the approval of the Minister of Education,
Culture, Sports, Science and Technology.

•

Whereas individual researchers have traditionally been held accountable for taking
measures against misconduct in research activities, research institutions are now
responsible for taking part in preventing misconduct, making measures more robust.

(Red: stipulated in the new guidelines)(Black: according to the stipulations in the previous guidelines)
New Guidelines
Section 1: Basic Policy Stance on Misconduct in Research Activities[Basic attitude on misconduct]•

Misconduct in research activities directly violates/contradicts the essence of research
activities and the presentation of their results and is an act that betrays credibility inscience itself. In addition to individual scientists, research institutions are required tohave a strict attitude against misconduct.

[Autonomy, self-discipline of researchers and the scientific community]•

Measures against misconduct must be self-cleansing work based on the self-disciplineof researchers themselves as well as the autonomy of the scientific community andresearch institutions.
119[Managing responsibility given to research institutions]
•

o
o
o

In addition to the above, research institutions bear the responsibility to take part inpreventing misconduct and must strengthen their system to create an environment inwhich misconduct can hardly occur. In particular, each institution is to clearly identify
its managing responsibilities by developing a system of responsibilities as anorganization and to promote conduct to prevent misconduct in advance.
The roles and responsibilities of individual researchers are to be clearly identified injoint research.
The principal investigator, in a position of overseeing the entire research activities
being carried out by multiple researchers, is to check research results appropriately.
Appropriate support and advice should be provided for young researchers to conduct
their own independent research activities (providing mentors, etc.).

Section 2: Efforts to Prevent Misconduct in Advance[Creating an environment that prevents misconduct]
1. Improving the ethical standards of researchers by implementing ethics education in research* Research institutions: to build a necessary system such as appointing a “person in charge for
ethics education in research” and to implement

ethics education in research on a regular basis

to those involved in research activities* Universities: to promote the implementation of ethics education in research to students in orderto thoroughly instill in them an awareness of the ethical codes as researchers* Funding agencies: to require all researchers participating in any research activities supported
by competitive funds to be involved in ethics education in research, and carefully check that eachresearcher is receiving ethics education in research.
2. Storing and disclosing research data for a certain period of time at research institutions[Disclosing misconduct charts]•

For cases where misconduct was confirmed, MEXT will disclose a chart so that thecases can be seen at a glance.

Section 3: Response to Specific Misconduct in Research Activities (Clarifying the Managing
Responsibility of the Organization)[Misconduct subject to this (specific misconduct)]120

•Fabrication, falsification, and plagiarism (note: usual definition)[Establishing and disclosing regulations and systems at research institutions andfundingagencies]•

Each institution is to establish and disclose regulations and rules on procedures andmethods of reviewing suspected acts of specific misconduct in research activities.

oEach institution is to clearly identify the person in charge of responding to
misconduct, specifying his or her role and scope of responsibility.
Each institution is to maintain the confidentiality of the whistle-blower and to identify
specific procedures to be applied when misconduct is reported.
It will be made mandatory to report the implementation of review of specificmisconduct to MEXT, etc.

oo[Receiving a report of specific misconduct; review of the case]
•

o

o
o
o

o

Procedures and methods from receiving a report of specific misconduct to reviewing
the case (preliminary review, main review, finding, appeal, disclosure of the review
result)Each institution is to set up a contact desk/window where one can file a report orreceive consultation and to let everyone know where and how to file a report (athird-party vendor can be contracted for receiving reports and consulting).
The standard duration of review is to be determined by each research institution.
The majority of the review committee is to consist of outside experts (stipulations
should be made to avoid any conflict of interest).
When deemed necessary by the review committee, an opportunity for a replication
experiment should be secured under the supervision and direction of the review
committee.
When the expertise of the review is appealed, review committee members should be
replaced and/or added for a new review.

Section 4: Measures towards Specific Misconduct and Managing Responsibility[Measures towards researchers and research institutions for specific misconduct]••

Refund of competitive funds involved in the specific misconduct *Disqualification from applying for and participating in competitive funds *(* including misconduct in research activities supported by basic expenses such as
operating-expense subsidies, not just by competitive funds)

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[Measures towards research institutions concerning their managing responsibility asorganizations]
1. Establishing a system of responsibilities as an organization•

If the structure or the system that responds to misconduct in research activities isfound to be unsatisfactory, MEXT shall prepare “managing conditions.”•

If it is determined that these managing conditions are not adopted, the “indirect cost” tothe organization shall be cut.

2. Promptness of the reveiw• If the review on specific misconduct is delayed without a valid reason, the “indirect cost”
shall be cut.
Section 5: Review and Support by MEXT
[Ongoing responses against misconduct in research activities]•

MEXT will provide a place for discussions with experts, and follow-up sessions will beheld on an ongoing basis.

[Review of how the guidelines are being implemented]•

MEXT will review the status of how these guidelines are being implemented at
research institutions, and the results will be made public.

[Development and promotion of a program on ethics education in research]•

MEXT will promote the creation of standard programs and materials on ethics
education in research jointly with the Science Council of Japan and fundingagencies.

[Support of an review system at research institutions]•

If research institutions do not have a system whereby a sufficient research can be
conducted, MEXT, together with the Science Council of Japan and funding agencies,
will provide support such as selection and dispatch of experts.

Plans for the Future:•

Making the new guidelines widely known. Preparation to implement the new
guidelines (rules, regulations, and system creation): “Intensive Reform Period”•

The new guidelines are to go into effect on April 1, 2015.

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