DIRECTIVE ON THE PROJECT DEVELOPMENT AND COORDINATION OFFICE

CHAPTER ONE

Purpose, Scope, Legal Basis, and Definitions

Purpose
Article 1 – (1) The purpose of this Directive is to regulate the fields of activity, management bodies, operating procedures, duties, authorities, and responsibilities of the Bursa Uludağ University Project Development and Coordination Office.

Scope
Article 2 – (1) This Directive covers the duties, authorities, and responsibilities of the Bursa Uludağ University Project Development and Coordination Office, along with its working procedures, principles, and guidelines.

Legal Basis
Article 3 – (1) This Directive has been prepared in accordance with Article 14 of the Higher Education Law No. 2547 and the Law on the Organization of Higher Education Institutions No. 2809.

Definitions Article 4 – (1) For the purposes of this Directive, the following terms shall have the meanings ascribed to them below:

a) Academic Advisory Board: The board consisting of academic staff assigned to the Project Development and Coordination Office,

b) R&D Coordinatorship: Bursa Uludağ University R&D Coordinatorship,

c) BAP: Bursa Uludağ University Scientific Research Projects Coordinatorship,

d) Unit: Faculties, Institutes, Schools, Vocational Schools, and Research and Application Centers affiliated with Bursa Uludağ University,

e) Dean: Deans of the Faculties of Bursa Uludağ University,

f) Coordinator: The Coordinator of the Project Development and Coordination Office,

g) Assistant Coordinator: The Assistant Coordinator of the Project Development and Coordination Office,

h) Mentor: Experts and academic staff who provide scientific and technical support to projects,

i) Director: Directors of Institutes, Schools, Vocational Schools, and Research and Application Centers of Bursa Uludağ University,

j) Project: Scientific research involving internal and/or external national and/or international institutions or organizations, expected to contribute to science on a universal and national scale, and to the economic, social, and cultural development of the country,

k) Administrative Personnel: Administrative staff of the Project Development and Coordination Office,

l) Project Coordinator (PI): The academic staff proposing the project and responsible for its preparation and execution, or researchers who have completed a doctorate, medical specialization, or proficiency in arts,

m) Project Specialists: Specialists working at the Project Development and Coordination Office,

n) Rector: The Rector of Bursa Uludağ University,

o) Senate: The Senate of Bursa Uludağ University,

p) National Projects: Nationally funded projects supported by institutions such as Ministries, TÜBİTAK, TÜSEB, KOSGEB, TTGV, BEBKA, municipalities, and industrial organizations,

r) International Projects: All projects supported by EU Funds, as well as external international projects such as EUREKA, COST, ICGEB, NSF, OECD, FAO, NIH, EUROSTAR, UNDP, World Bank (excluding grant funds), and projects supported by international funds but executed by national institutions,

s) University: Bursa Uludağ University,

t) University Administrative Board: The Administrative Board of Bursa Uludağ University,

u) TTO: Bursa Uludağ University Technology Transfer Office,

v) Intellectual Property Directive: Bursa Uludağ University Directive on Intellectual and Industrial Property Rights Procedures and Principles.

 

CHAPTER TWO

Duties and Fields of Activity of the Project Development and Coordination Office

Article 5 – (1) The duties and activity fields of the Project Development and Coordination Office are:

a) To foster a project culture within the University and encourage academic staff and researchers to prepare projects to increase the number of R&D-oriented projects in line with strategic priorities.

b) To provide training on national and international project development and proposal writing.

c) To provide project pre-evaluation panel services by signing confidentiality agreements to enhance the content of projects planned for submission to national or international funding sources by academic staff and researchers and to improve the quality of core sections such as original value, methodology, project management, and broader impact.

d) To provide guidance on the preparation of documentation required by the project coordinator during and after the project application process.

e) To announce projects that can be prepared for support by national or international institutions by the University’s academic staff, research centers, or researchers; to record prepared projects; to announce and manage the process for projects subject to quotas; and to provide technical support where necessary for submission to the Rectorate for signature.

f) To promote the planning or execution of interdisciplinary projects within the University and among other universities, leading such collaborations to be formed in relevant units.

g) To monitor all types of calls for joint projects, including national and international university-industry cooperation; to announce these calls and conduct partner-search activities.

h) To encourage academic staff, researchers, and relevant units of the University to prepare projects and provide mentoring services through revolving funds by bringing them together with demands and suggestions from industrial organizations and the business world.

i) To establish university-industry cooperation for projects that can be prepared by researching third-party funding sources.

j) To work in coordination with Bursa Uludağ University R&D Coordination Office, Scientific Research Projects (BAP) Coordination Office, and the Technology Transfer Office (TTO), and to receive support from these units within the scope of project preparation, development, and management services.

k) To publish annual activity reports regarding the project activities carried out by the University units.

Working Principles Article 6 – (1) The working principles are as follows:

a) It does not interfere with the BAP Coordinatorship's authority over project funding, budgeting, and contracting but provides consultancy during the preparation stage.

b) It collaborates with the R&D Coordinatorship on developing research infrastructure and policies.

c) It ensures coordination with the TTO regarding intellectual and industrial property rights, licensing, and commercialization.

d) It adheres to confidentiality and property rights within the framework of the Intellectual Property Directive.

e) It cooperates with the Quality Coordinatorship regarding quality assurance processes.

f) It provides guidance on pre-evaluation and writing support without contradicting existing legislation or senate decisions.
 

CHAPTER THREE

Management Bodies, Duties, Authorities, and Responsibilities

Management Bodies
Article 7 – (1) The bodies of the Office are:

a) Rector.

b) Coordinator.

c) Assistant Coordinator.

d) Academic Advisory Board.

e) Project Specialists.

f) Administrative Personnel.

The Rector
Article 8- (1) The Rector approves strategic decisions regarding the operations of the Project Development and Coordination Office and ensures institutional alignment, while taking into account the distribution of authority specified in the directives of other relevant units (Scientific Research Projects [BAP], R&D, Technology Transfer Office [TTO], etc.).

The Coordinator
Article 9- (1) The Coordinator is appointed by the Rector for a term of 3 (three) years from among faculty members possessing extensive research, application, training, and administrative experience in project management. The Coordinator conducts their activities under the direct authority of the Rector. A Coordinator whose term has expired may be reappointed; if deemed necessary, they may be dismissed from office prior to the end of their term following the same procedure. For periods when the Coordinator is unable to be present in office, they shall designate one of their assistants as acting coordinator. In the event that the Coordinator leaves their position for any reason for more than 6 (six) months, a new coordinator shall be appointed using the same procedure to complete the remaining term. Should the Coordinator vacate the position for any reason, a new coordinator shall be appointed to serve out the remainder of the term. The Coordinator is responsible to the Rector for the systematic execution, development, and overall performance of the Project Development and Coordination Office’s activities.

Duties of the Coordinator
Article 10- (1) The duties of the Coordinator are as follows:

a) To represent the Project Development and Coordination Office and to chair the relevant boards.

b) To organize the activities of the Project Development and Coordination Office and to ensure the systematic and efficient operation of the boards and administrative personnel.

c) To prepare the agenda for the boards of the Project Development and Coordination Office and to convene the boards for meetings.

d) To prepare an annual activity report evaluating the performance of the Project Development and Coordination Office, along with the annual work program for the following year, and to submit these for the Rector's approval at least once a year.

The Assistant Coordinator
Article 11- (1) Upon the recommendation of the Coordinator, up to two individuals from among the University's academic staff shall be appointed by the Rector as assistant coordinators for a term of 3 (three) years to assist the Coordinator in the operations of the Project Development and Coordination Office. In the absence of the Coordinator, one of the assistant coordinators shall serve as acting coordinator. In the event that the Coordinator’s term of office expires or they vacate the position for any reason, the terms of the assistant coordinators shall likewise terminate.

Duties of the Assistant Coordinator
Article 12- (1) The duties of the Assistant Coordinator are as follows:

a) To carry out the duties assigned in accordance with the division of labor established by the Coordinator.

b) To serve as the Acting Coordinator during periods when the Coordinator is not in office.

Metnin akademik kriterlere uygun, nitelikli İngilizce çevirisi aşağıdadır:

Duties of the Project Specialist
Article 13- (1) The Project Specialist shall be appointed by the Rector upon the recommendation of the Coordinator. At least three (3) specialists shall be appointed. The duties of the Project Specialist are as follows:

a) To conduct preliminary evaluations of project proposals in collaboration with the Academic Advisory Board in terms of compliance with project forms, technical review, and budgeting.

b) To ensure coordination between the Academic Advisory Board and project coordinators.

c) To schedule the pre-evaluation panel and training processes to be provided by the Academic Advisory Board.

d) To carry out the duties assigned by the Coordinator within the scope of the Project Development and Coordination Office's field of activity.

e) To update the information on the website of the Project Development and Coordination Office by making the necessary announcements regarding projects.

f) To take part in the preparation of the annual activity report.

Metnin akademik kriterlere uygun, nitelikli İngilizce çevirisi aşağıdadır:

Duties of the Administrative Personnel of the Project Development and Coordination Office
Article 14- (1) The administrative personnel consists of University staff appointed by the General Secretariat, upon the recommendation of the Coordinator, to carry out the secretarial duties of the Project Development and Coordination Office. The duties of the administrative personnel of the Project Development and Coordination Office are as follows:

a) To conduct the correspondence within the scope of the Project Development and Coordination Office's activities.

b) To perform the archiving processes of documents generated as a result of the Project Development and Coordination Office's activities.

c) To fulfill the duties assigned by the Coordinator within the scope of the Project Development and Coordination Office's field of activity.

Academic Advisory Board

Article 15- (1) The Academic Advisory Board consists of at least 4 (four) members appointed by the Rector for a term of 3 (three) years from among University academic staff who, primarily within the last five years, have published in journals indexed in SCI-Expanded, SSCI, or AHCI, have served as coordinators or researchers in national or international projects, or have been recommended by the Coordinator. The Coordinator is an ex-officio member of this board. A member whose term expires may be reappointed. In the event that a member vacates their position before the end of their term, a new member shall be appointed. The Academic Advisory Board convenes upon the invitation of the Coordinator. The duties of the Academic Advisory Board are as follows:

a) To plan project development and writing trainings.

b) To conduct pre-panel evaluations of projects submitted to the Project Development and Coordination Office.

c) To provide mentoring support for projects submitted to the Project Development and Coordination Office.

d) To contribute to all activities within the framework of the vision and mission of the Project Development and Coordination Office.

 

CHAPTER FOUR

Miscellaneous and Final Provisions

Confidentiality
Article 16 – (1) Management bodies may not disclose project ideas or content to third parties without the applicant's permission. Information obtained under a "confidentiality agreement" for pre-evaluation purposes cannot be used outside its intended purpose or disclosed directly or indirectly.
(2) The Office acts according to the principle of impartiality.
(3) The Office exercises necessary diligence in protecting intellectual and industrial property rights in accordance with TTO and Intellectual Property Directive provisions.

Cases for Which There Is No Provision

Article 17- (1) Regarding matters not addressed in this Directive, the provisions of the relevant legislation and the decisions of the Senate and the University Administrative Board shall apply.

(2) In the event of a conflict between the provisions of this Directive and the Directives of the Scientific Research Projects (BAP) Coordination Office, the R&D Coordination Office, the Technology Transfer Office (TTO), or Intellectual Property Rights, compliance with the relevant legislation and the decisions of the Senate and the University Administrative Board shall be essential.

Enforcement
Article 18 – (1) This Directive enters into force on the date of its publication after approval by the Bursa Uludağ University Senate.

Execution
Article 19 – (1) The provisions of this Directive are executed by the Rector of Bursa Uludağ University.