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This is an unofficial translation of the Guidelines for Handling of the Personnel Matters of Researchand Academic Staﬀ in the Advisory Committee for Research and Management of the National
Astronomical Observatory of Japan, dated July 11, 2014. Only the original Japanese text of theseregulations has legal effect, and this translation is to be used solely as reference material to aid inunderstanding the original Japanese version.

Guidelines for Handling of the Personnel Matters of Research and Academic Staﬀ in theAdvisory Committee for Research and Management of the National Astronomical Observatoryof JapanJuly 11, 2014
Decision of the Advisory Committee for Research and Management
Partially revised: September 1, 2014
Partially revised: May 12, 2015
Partially revised: May 30, 2016
Partially revised: January 1, 2017
Partially revised: March 14, 2017
Partially revised: January 12, 2018
Partially revised: August 6, 2018
Partially revised: April 1, 2019
Partially revised: January 17, 2020
Partially revised: April 1, 2020
Partially revised: March 22, 2021
Article 1.

Purpose

These Guidelines specify necessary matters concerning the handling of the personnel mattersof Research and Academic Staﬀ that are deliberated in the Advisory Committee for Researchand Management of the National Astronomical Observatory of Japan.
Article 2.

Proposal for Carrying out Public Invitation

When a vacancy for any of the Research and Academic Staﬀ occurs or is expected to occur, theDirector General shall make a proposal to the Advisory Committee for Research andManagement to fill the position or adjust the workplace to which such Staff member is assigned,on the basis of the deliberation in the Planning Committee. Further, the Director General may
propose to the Advisory Committee for Research and Management to make an open call forrecruitment accompanying such vacancy.

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Article 3.
1.

Personnel Candidate Screening Committee

When the Advisory Committee for Research and Management deliberates based on theDirector General’s proposal as provided in the preceding article and decides to carry out an
open call for recruitment

for a Professor, Associate Professor, Associate Professor (SeniorLecturer), or Assistant Professor out of the Research and Academic Staﬀ, the Advisory
Committee shall establish a Personnel Candidate Screening Committee for each case anddesignate around five members (however, in the case of an Assistant Professor to be assignedto a Project Office or Center, around three members shall be designated, in which case theDirector of that Project Office or Center may not be a member). The head of the Personnel
Candidate Screening Committee shall be elected from among the members by mutual vote.
2.

The Personnel Candidate Screening Committee shall select one or more candidates fromamong the applicants per open call for recruitment, summarize the reasons for selection andthe selection process in a report, and submit the report to the Director General together witha list of applicants and a set of application documents at least three weeks before a meetingof the Advisory Committee for Research and Management, and when necessary, upondeliberation and approval by the Planning Committee, submit the same as approved to theAdvisory Committee for Research and Management. Note that each candidate’s brief
biographical outline and research achievements as well as the report by the Personnel
Candidate Screening Committee shall be made available for inspection by all the membersof the Advisory Committee for Research and Management, in principle, prior to the selection
reporting performed at the meeting of the Advisory Committee for Research andManagement.

3.

If there is a person determined in the Personnel Candidate Screening Committee to bematching in qualification with the finalist candidate, such person’s application documents
shall be presented to the Advisory Committee for Research and Management.

4.

Notwithstanding the provisions of paragraph 2, if the Personnel Candidate Screening
Committee determines that there is no suitable person in the applicants, it is possible topropose to the Advisory Committee for Research and Management to carry out a second
round of open call for recruitment.

5.

If a member or an observer of the Personnel Candidate Screening Committee is theimmediate supervisor of an applicant (including the case of being a person equivalent thereto,and excluding the Director of the department expecting assignment through the open call forrecruitment), such member or observer shall leave the place of deliberation at the candidate
final selection stage in the Personnel Candidate Screening Committee.

6.

If a member or an observer of the Personnel Candidate Screening Committee in relation tothe open call for recruitment

for an Assistant Professor has experience as the graduate2

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school mentor of a candidate, such member or observer shall leave the place of deliberationof that candidate.
Article 4.
1.

Personnel Candidate Screening Committee for Research Engineer GroupA Personnel Candidate Screening Committee for Executive Engineer, Senior ResearchEngineer, Associate Senior Research Engineer, and Research Engineer (hereinafter,“Personnel Candidate Screening Committee for Research Engineer Group”) shall beestablished under the Advisory Committee for Research and Management.

2.

The Personnel Candidate Screening Committee for Research Engineer Group shall selectone or more candidates from among the applicants per open call for recruitment, summarize
the reasons for selection and the selection process in a report, and submit the report to theDirector General together with a list of applicants and a set of application documents at least
three weeks before a meeting of the Advisory Committee for Research and Management,
and when necessary, upon deliberation and approval by the Planning Committee, submit thesame as approved to the Advisory Committee for Research and Management. Note that eachcandidate’s brief biographical outline and research achievements as well as the report by thePersonnel Candidate Screening Committee for Research Engineer Group shall be madeavailable for inspection by all the members of the Advisory Committee for Research andManagement, in principle, prior to the selection reporting performed at the meeting of theAdvisory Committee for Research and Management.

3.

If there is a person determined in the Personnel Candidate Screening Committee for ResearchEngineer Group to be matching in qualification with the finalist candidate, such person’s
application documents shall be presented to the Advisory Committee for Research andManagement.

4.

Notwithstanding the provisions of paragraph 2, if the Personnel Candidate Screening
Committee for Research Engineer Group determines that there is no suitable person in theapplicants, it is possible to propose to the Advisory Committee for Research andManagement to carry out a second round of open call for recruitment.

5.

If a member or an observer of the Personnel Candidate Screening Committee for ResearchEngineer Group is the immediate supervisor of an applicant (including the case of being aperson equivalent thereto, and excluding the Director of the department expecting
assignment through the open call for recruitment), such member or observer shall leave theplace of deliberation at the candidate final selection stage in the Personnel Candidate
Screening Committee for Research Engineer Group.

Article 5.

Interview with Professor Candidates33-2 03/22/2021

When carrying out personnel matters on Professor, the Advisory Committee for Research andManagement may conduct an interview with each candidate, as necessary, after receipt ofselection reporting by the Personnel Candidate Screening Committee.
Article 6.
1.

VotingPersonnel matters through open calls for recruitment shall be decided by vote in a meetingof the Advisory Committee for Research and Management after the selection reporting bythe Personnel Candidate Screening Committee or the interviews provided in the precedingarticle.

2.

Notwithstanding the provisions of Article 10, paragraph 2 of the Rules of the Advisory
Committee for Research and Management of the National Institutes of Natural Sciences(NINS), an Inter-University Research Institute Corporation (NINS Rules No. 17 of 2004),
personnel matters shall be adopted by affirmative votes of a majority of the attending
members and two thirds or more of the number of valid votes. However, when the Advisory
Committee for Research and Management determines necessary, it is possible to handle thepersonnel matter-related voting in accordance with the provisions of the above paragraph ofthe NINS Rules.

Article 7.

Suspension of Deliberation

Even after the Personnel Candidate Screening Committee has selected candidate(s), membersof the Advisory Committee for Research and Management may propose to the Advisory
Committee for Research and Management to postpone or suspend personnel selection, carryout a second round of open call for recruitment, or reconstitute the Personnel Candidate
Screening Committee.
Article 8.
1.

Personnel Matters not through Open Call for Recruitment

The Director General may propose to the Advisory Committee for Research andManagement to have Research and Academic Staﬀ to be promoted without making an open
call for recruitment.

2.

When approving the proposal in the preceding paragraph, the Advisory Committee for
Research and Management shall establish a Personnel Candidate Screening Committee anddesignate around five members thereof. The head of the Personnel Candidate Screening
Committee shall be elected from among the members by mutual vote.

3.

The Personnel Candidate Screening Committee shall summarize the selection process in areport and submit it to the Advisory Committee for Research and Management. Note thateach candidate’s brief biographical outline and research achievements as well as the report43-2 03/22/2021

by the Personnel Candidate Screening Committee shall be made available for inspection by
all the members of the Advisory Committee for Research and Management, in principle,
prior to the selection reporting performed at the meeting of the Advisory Committee for
Research and Management.
4.

Personnel matters not through open calls for recruitment shall be adopted by vote after
reporting by the Personnel Candidate Screening Committee. Voting method, etc. shallcomply with the provisions of Article 6, paragraphs 2.

Article 9.
1.

Notice of Employment Offer, etc.

When selection of a candidate is determined based on the deliberation of the Advisory
Committee for Research and Management, Director General shall send a notice of
employment offer to the candidate.

2.

At the stage of completion of the selection of candidate(s) by the Personnel Candidate
Screening Committee, the Director of a Project, a Center, an Office, or the Division ofScience may contact the selected candidate(s), as necessary, and with consent of Director
General, to inform of an early unofficial employment offer (that he/she is a to-be-employedcandidate during a period prior to the stage of the preceding paragraph).

3. Lifting of the ban on announcement of the name of the finalist candidate shall be, in principle,
on or after the date of employment. However, the Director of a Project, a Center, an Office, or
the Division of Science may, as necessary, lift the ban on the announcement of the name of theselected candidate before the date of employment, provided that the consent of that candidate
and the informal agreement of the head of the institution to which he/she is currently affiliated(if any) have been given.
Article 10. Miscellaneous Provisions
Matters that may be necessary in regard to the implementation of personnel selection for
Research and Academic Staﬀ in addition to those set forth in these Guidelines shall beseparately determined.

Supplementary Provisions
1. These Guidelines shall come into effect as of July 11, 2014, and shall apply to thepersonnel matters by vote of the Advisory Committee for Research and Managementand the personnel matters not through open call for recruitment, both on or after the saiddate.
2. Abolished are the Agreed Matters concerning Personnel Matters (decided by theAdvisory Committee for Research and Management on May 26, 2004), (Agreement)
regarding Approval of Assistant Professor Candidates in the Advisory Committee for53-2 03/22/2021

Research and Management (decided by the Advisory Committee for Research andManagement on May 26, 2004), (Agreement) regarding Selection of Senior ResearchEngineer and Research Engineer Candidates (decided by the Advisory Committee for
Research and Management on May 26, 2004), (Agreement) regarding Procedures for
Promotion to Professor, Executive Engineer, and Associate Professor not throughPublic Invitation (decided by the Advisory Committee for Research and Management
on May 26, 2004), (Agreement) regarding Personnel Selection of Senior ResearchEngineer and Research Engineer in the Advisory Committee for Research andManagement (decided by the Advisory Committee for Research and Management onJanuary 17, 2007), and (Agreement) regarding Selection of Professor Candidates(decided by the Advisory Committee for Research and Management on January 20,2012).
Supplementary Provision
These Guidelines shall come into effect as of September 1, 2014, and shall apply to thepersonnel matters voted by the Advisory Committee for Research and Management andthe personnel matters not through open call for recruitment, both on or after the said date.
Supplementary Provision
These Guidelines shall come into effect as of July 1, 2015 and apply to the personnel
matters about which selection reporting is performed at the meeting of the Advisory
Committee for Research and Management on or after the said date.
Supplementary Provision
These Guidelines shall come into effect as of May 30, 2016.
Supplementary Provision
These Guidelines shall come into effect as of January 1, 2017.
Supplementary Provision
These Guidelines shall come into effect as of March 14, 2017.
Supplementary Provision
These Guidelines shall come into effect as of January 12, 2018.
Supplementary Provision
These Guidelines shall come into effect as of August 6, 2018.
Supplementary Provision
These Guidelines shall come into effect as of April 1, 2019.
Supplementary Provision
These Guidelines shall come into effect as of January 17, 2020.
Supplementary Provision6

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These Guidelines shall come into effect as of April 1, 2020.
Supplementary Provision
These Guidelines shall come into effect as of March 22, 2021.

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