Call for International Molecule-type Workshops
October 2021 version
Yukawa Institute for Theoretical Physics (YITP),
Kyoto University, calls for proposals to organize international molecule-type
workshops under the Yukawa International Program for Quark-Hadron Sciences
(YIPQS).
The international
molecule-type workshop program is intended for intensive discussions and
collaborations among participants for an extended period of time, from two
weeks to a few months. Provided that a proposal satisfies the requirements
given below, we are happy to accept any new type of proposal. For example, the
style of a workshop, including whether it is closed or open to the public, is totally
up to the organizers of the workshop. It may be a brain-storming type of
workshop on some new topic, or it may be to carry out and complete a
collaboration, or else. YITP hopes that through these workshops the
participants will feel at home, have valuable discussions, and may be able to
contribute to further progress in theoretical physics.
In 2020-2022, the coronavirus
spread (COVID-19 pandemic) makes it difficult to hold face-to-face (onsite)
workshops with international participants. Then we accept the proposals of
online and hybrid (combination of face-to-face and online) workshops. There are
also several additional changes of regulations. Please check “8. Special rules
under coronavirus spread”, if you propose in this period.
1. Requirements
·
The length of a workshop must be two weeks or
more, where a week means five working days (which may include public
holidays that do not fall on the weekends). A workshop should be within
one fiscal year and should not be divided into two or more separate weeks.
·
The workshop participants must
include two or more core participants. Core participants are discussion leaders
and workshop organizers. A faculty member
(Academic Staff)* of YITP
should be included among the organizers as a core participant or a contact person.
* A member listed in “Academic Staff” at YITP homepage
https://www.yukawa.kyoto-u.ac.jp/en-GB/contents/people/people
·
At least one of the core
participants has to have a principal affiliation outside of Japan and stay at YITP for two weeks or
more. (This
condition is not imposed in 2020-2022. See below on item 8.)
2.
Budget
·
Upper limit of the budget for each workshop is 1,000,000 yen.
3. Deadline
YITP calls for the Molecule-type workshops at any time as long as the budget
remains. Application must be submitted 3 months before the starting date of the workshop at latest.
4. Application
Submit the following items via E-mail to
<yitp_apply_AT_yukawa.kyoto-u.ac.jp>
(Replace _AT_ with @).
·
International
molecule-type workshop proposal application form.
·
In case the length of a workshop exceeds a month, an explanation for
a longer workshop must be given in the application form. A research plan (with a rough schedule, with the length of 80
words or more) for each participant who stays
more than a month should be included.
·
PDF copy of a related paper (if
any).
The application form can be downloaded from the YIPQS homepage
http://www2.yukawa.kyoto-u.ac.jp/~yipqs.project/call_e.html
As soon as your application has been received, an acknowledgement is sent to you from the secretary
office.
A
proposal that does not satisfy the requirements will not be considered,
unless negotiation with the committee members is conducted in advance
through the corresponding contact person.
5. Screening and approval
Applications are screened by the YIPQS executive committee and the YITP program advisory committee. The
result will be informed via E-mail. The organizers are required to give a brief
explanation of the workshop plan at the Joint Use Management Committee (共同利用運営委員会).
6. Workshop preparation
If approved, the organizers should submit a list of participants.
·
a list of participants from abroad who are to be supported, with their arrival and departure dates and other relevant schedules during their stay 6 weeks at latest prior to
the workshop.
·
a list of domestic participants who are to be supported, 3 weeks at latest prior
to the workshop.
7.
Workshop report
The organizers must submit a report
within a month after the
end of the workshop. A workshop
report should
include a list of participants, activity during the workshop, and
the achievements (approximately 2 pages in A4 paper). The organizers are also required to give a brief report at the Joint
Use Management Committee (共同利用運営委員会)
on July of the next fiscal year.
8. Special rules under COVID-19 spread
In 2020-2022, proposals of online and hybrid workshops can be accepted.
We list here the changes of regulations during this period.
·
The third requirement is weakened: The core
participants need to include at least one researcher having a principal
affiliation outside of Japan, who is assumed to participate in the workshop for
two weeks but does not need to stay in YITP for two weeks or more. In this
case, a plan to promote communications among international participants needs
to be given in the proposal.
·
Budget: For the
online and hybrid workshops, we provide YITP Online Licenses.
https://www.yukawa.kyoto-u.ac.jp/covid19
We may also support
the cost for other online tools. It should be noted that YITP cannot support
the seminar fee.
·
Change of plan: For the standard
(on-site, face-to-face) and hybrid workshop proposals, there is a risk that the
participants have to cancel to come to YITP. Then the backup plan for the
change of schedule, participants and budget need to be given in the proposal.
·
Report of change: In the case where
the plan is changed after approval, the organizers need to report the change of
plan to YITP six weeks before the workshop starts or earlier. When the budget
size becomes smaller, the rest needs to be returned to YITP.
·
Deadline of proposal: Proposal of a workshop without
overseas travel expense procedures needs to be submitted two months before the
workshop starts. (Onsite and hybrid workshop proposals with overseas travel
expense procedures need to be submitted three months before.)
Date: YYYY/MM/DD
International Molecule-type Workshop: Application Form
1) Research Subject
2) Period: From YYYY/MM/DD through YYYY/MM/DD
Number of participants:
3) Budget
a) International
molecule-type workshop budget (in yen):
Breakdown:
E.g. Albert
Einstein Airfare 200,000 yen, Local expenses 10,000
yen x 14 days
Hideki Yukawa Fare
26,000 yen, Local 10,000 yen x 10 days.
b) Rough Estimate of
external budget (in yen):
Number of participants under the
external budget:
4) Organizers
a)
Core participants (please add if necessary)
1.
Research
Conductor
Name:
Affiliation:
Position:
Short CV (after graduation):
E-mail:
Phone/Fax:
2.
Name:
Affiliation:
Position:
Short CV (after graduation):
E-mail:
Phone/Fax:
3.
…..
b) Contact person at YITP
5) Research Plan (80 words or more)
6) Reason for a long period (if the workshop
period is more than one month,
please describe the reason with 80 words or more.)
7) Related paper to
the workshop (if any)
8) Countermeasures to COVID-19
a) Plan to promote
communications among international participants
b) Alternative plan in case of
severer situation
Date: YYYY/MM/DD
Workshop
number: YITP-T-XX-XX
International Molecule-type Workshop: Report
Research Subject:
Period: From YYYY/MM/DD
through YYYY/MM/DD
List of Participants
(Affiliation, Period of stay):
(Example)
Reporter:
Name:
Affiliation:
Position:
E-mail:
Abstract:
Aim, scope and achievements in the
workshop
(In English or Japanese, You can add sheets if
necessary.):