Last publication: Official Gazette of the Republic of Slovenia, no. 5/2007, of 19.01.2007, in force until 04.05.2007.

Changes included in the consolidated version: Rules amending the Rules on the Training and Financing of Young Researchers in Research Organisations (Official Gazette of the Republic of Slovenia no. 39/07), published on 4.5.2007 and in force since 5.5.2007.

INOFFICIAL CONSOLIDATED TEXT:

Pursuant to Article 43 of the Research and Development Act (Official Gazette of the Republic of Slovenia nos. 22/06 UPB1, 61/06 Zdru-1 in 112/07) and Articles 16 and 35 of the Decision on establishing the Public Research Agency of the Republic of Slovenia (Official Gazette of the Republic of Slovenia no. 132/03), based on the prior approval of the Minister of Higher Education, Science and Technology no. 0071-2/2006/6 dated 27 January 2006, the Management Board of the Public Research Agency of the Republic of Slovenia adopted, at its 21st session, held on 2 February 2006, the following

Rules on the Training and Financing of Young Researchers in Research Organisations

I. GENERAL PROVISIONS

Article 1

These Rules define the form of research and development training and type of postgraduate study and the method of placing young researchers with legal persons that are entered in the RO databases at the Slovenian Research Agency and have institutional status (hereinafter: Research Organisation), conditions for placement on training, the procedure for the selection of mentors, financing and the method of monitoring training (hereinafter: training).

The terms used in the masculine form in the Slovenian original of these Rules shall refer neutrally to both men and women.

Article 2

The Slovenian Research Agency (hereinafter: the Agency) shall finance the training of young researchers in research organisations with the purpose of:

providing new research and research-teaching staff in research organisations;

increasing the research capacity of groups carried out programmes, basic, applied and research development projects;

increasing the human potential for other users from the public and private sector.

Article 3

The Agency shall provide financing for the training of young researchers.

Article 4

The Director of the Agency shall approve the methodology on the procedure of assessing the mentor candidate applications on the basis of the applicable National Research and Development Programme, budget funds, and the guidelines of the ministry responsible for science determining the number of young researchers by science disciplines.

II. CALL

Article 5

The Agency shall publicly invite Research Organisations to propose within a certain time period mentors who shall train young researchers in their organisation.

Responses to the public call for mentors may also be submitted by applicants acting as individuals who hold a position in a research organisation where training of young researcher shall take place.

Only one application form can be filed in per individual candidate, regardless of the fact whether mentor candidate is being applied by a research organisation or by himself.

Article 6

The public call for Research Organisations and mentor candidates, who can also apply as individuals (hereinafter: the Applicant), shall include:

1. Name and address of the user of budgetary funds;
2. Legal basis for the implementation of the call;
3. Subject of the call;
4. Provision on the conditions to be met by the mentor candidates;
5. Criteria for evaluation;
6. Call documents indicating the type of evidence that the conditions are met;
7. Method, form and deadline for submitting the applications;
8. Deadline in which the Applicants will be informed of the selection of mentors;
9. Place, time and name of the person where those interested can obtain the call documents;
10. Person in charge of providing information while the call is open;

Article 7

The Applicant shall apply to the call in accordance with the call documents.

Data shall be submitted on the forms of call documents defined by the Agency.

Documents enclosed to the application form shall not be taken into consideration.

During the call, the Agency must enable the Applicants to access the forms of call documents and issue them such forms of call documents on request.

The call documents must state all the data that enables the Applicant to complete the application in a correct manner.

The forms and the methodology of evaluating mentor candidates must be made publicly available on the Agency's website.

Article 8

The Director of the Agency shall charge an Official of the Agency responsible for young researchers (hereinafter: the Official) to enter the serial number and date of receipt of application on each application form and to co-ordinate and organise the evaluation procedure, the selection procedure and the monitoring of financing young researcher training.

Article 9

The Director of the Agency shall appoint a committee consisting of at least three members to open and examine the applications in order to establish that they have been marked correctly and that they have arrived on time (hereinafter: the formal examination of applications).

Article 10

The committee in charge of opening the applications shall work in sessions convened by the president of the committee in charge of opening the applications.

Article 11

The committee in charge of opening the applications shall open and formally review the received applications within five days after the date defined in the call as the last day for submitting the applications to the call, at the date, place and time stated in the published call and call documents.

Verification minutes on the opening and formal review of applications are recorded and signed by the president and the members of the committee, and shall contain above all the following:

Address, place and time of opening the applications;

Subject of the application;

Names of the participating members of the committee for the opening of applications;

Names of the Applicants submitting the applications following order of opening the applications;

Findings on the accuracy of marking and timeliness of received applications, stating also those that were not marked correctly or delivered on time.

Article 12

Data in and documents enclosed to the applications shall be handled as internal documents during the period of mentor candidate selection.

III. CONDITIONS AND CRITERIA FOR THE SELECTION OF MENTORS

Article 13

A mentor candidate must meet the following conditions:

Meet the conditions for a basic and applied research project head;

Actively cooperate in a research programme or at least one research and development project;

Work for a research organisation;

The final defence of mentor candidate's doctoral thesis took place at least four years ago;

Train less than three young researchers at any one time;

No young researcher had been assigned to the mentor candidate for training in the previous year, whereas this

condition does not apply for mentor candidate who was placed on the candidate list in the previous year and is

according to the number of points ranked among the upper 10 % of selected mentors in a particular discipline and is

among the best in the research field.

Article 14

A mentor shall not be permitted to train more than three young researchers at any one time, including young researchers whose status is temporarily on hold, or those whose young researcher financing and training contract has expired without them successfully completing the programme - these shall be taken into account for two years following the contractually required end of the programme, unless the funds have been returned due to non-implemented programme. This condition must be met by the mentor candidate on the day stipulated in every public call.

Article 15

The following are the criteria for evaluating mentor candidates:

Scientific quality of mentor candidate;

Linking research work of mentor candidate with domestic and foreign users;

Relevance of the proposed training programme for a young researcher and its connection with the planned postgraduate studies;

Previous mentor success of the mentor candidate;

Engagement in the international sphere.

The methodology of evaluating mentor candidates with quantitative criteria shall be part of the call documents. In order to calculate quantitative evaluation of a mentor candidate, the agency takes into account data available in COBISS, SICRIS bases and in the Agency's records, as of the final day of public call.

IV. SELECTION OF MENTORS

Article 16

The evaluation procedures shall be coordinated and organised by the Official and implemented by the Agency's Scientific Council with the expert bodies in accordance with the Rules on the organisation and competence of expert bodies in the field of research and development appointed pursuant to Article 29 of the Decision on establishing the Public Research Agency of the Republic of Slovenia (Official Gazette of the Republic of Slovenia no. 132/03). Such Official shall submit the application form and the evaluation document for each mentor candidate to the appointed appraiser.

The appraiser shall complete and sign the evaluation document for each mentor candidate.

Article 17

The Official shall then gather the evaluation documents and prepare a summary list of all candidates by research field for deliberation by the expert body. The expert body shall draft a priority list for all evaluated mentors in accordance with the evaluation procedure methodology.

The Director of the Agency shall forward the proposed priority list for all evaluated mentors to the Scientific Council which shall then verify the compliance of the proposed priority list of mentors with the Rules, guidelines of the ministry responsible for science with the prescribed evaluation methodology.

The Scientific Council shall prepare a proposal of the list of mentors. The mentor list shall include at least 25% of mentors younger than 45 years for every single discipline.

Article 18

The Director of the Agency shall submit the proposed list of mentors to the Management Board of the Agency (hereinafter: the Management Board) for approval. The decision on the selection of mentors shall be adopted by the Management Board which must duly ground its decision.

Article 19

The Applicants shall be informed of the results of the selection in writing by the Agency.

Article 20

The applicant shall have the right to appeal against the decision within eight days of receipt of the written notification. The appeal must give a detailed definition of the reasons for the appeal. The conditions and criteria for evaluating applications or the evaluation of the appraiser referred to in the third paragraph of Article 16 hereof cannot be the subject of appeal. The appeal may only concern an obvious error or violation of the selection procedure.

The Applicant has the right to be informed of the appraiser's evaluation. Nevertheless, the Applicant may not request to be issued any data on the appraiser.

Article 21

The Director of the Agency shall appoint an appeal commission to prepare a draft decision on the appeal. The Director of the Agency shall submit the draft decision to the Management Board for adoption. The Management Board shall issue a decision on the appeal within 15 days of receiving the draft decision from the preceding paragraph.

The Management Board must provide grounds for its decision. Following the adoption of the decision on the appeal, the Director of the Agency shall publish the list of mentors on the Agency's website.

Article 22

Research Organisations shall issue public calls for candidates for young researchers to work with the selected mentors, by fields of science and research in the daily press and/or the Official Gazette of the Republic of Slovenia.

Article 23

Research Organisations must conclude the selection of the young researcher candidates by the end of August of the year in question and inform the Agency of the selected young researchers by 1 September. They shall send the Agency a statement confirming that candidates have been selected by public call, and provide proof that individual young researchers meet the call criteria.

Article 24

If a Research Organisation fails to submit the list of young researcher candidates to the Agency by 1 September, it shall no longer be eligible to receive financing for the training of young researchers during that year.

V. YOUNG RESEARCHERS - CONDITIONS AND CRITERIA

Article 25

Young researchers must:

have at least university-level education in the appropriate field and the average grade

for all examinations and coursework at undergraduate level (excluding the degree

examination) must be at least 8,00 and fulfils the conditions for enrolment in

postgraduate studies for the award of academic title;

have concluded at least level 2 of Bologna study programme in appropriate field and the average grade for all examinations and coursework (excluding the degree examination) must be at least 8.00;

or has completed a science master's degree;

be aged up to 28 years inclusive (with respect to the year of birth); if a young researcher has already enrolled in a postgraduate study programme without financial support from the Agency or ministry responsible for science, the age of the candidates may rise above 28 years, namely, one year shall be added for each study year.

If a young researcher has already enrolled in a postgraduate study programme for the award of academic title or has already completed a science master's degree, the average grade at the undergraduate level is not important.

If a young researcher takes maternity or parental leave - of one year for each child - the age limit shall be increased beyond 28 years by the amount of leave taken. The same shall apply in the case of extended (documented) sick leave of the candidate or absence due to military service.

Young researchers who have already been financed by a young researcher programme but who withdrew from the contract before its expiry or who failed to complete the training programme within the contracted time limit, cannot apply for the call.

Article 26

The following are the criteria for evaluating candidates:

The average grade for all examinations and coursework at undergraduate level

(excluding the degree examination), at least 80% of all examinations and coursework at undergraduate level must be completed;

Already completed science master's degree;

Enrolment in a postgraduate study programme for the award of academic title;

An award or prize;

Published articles;

Collaboration in research work.

The Research Organisation shall define the evaluation of criteria.

Article 27

The selection of candidates applying to a Research Organisation for public calls shall be carried out by the Research Organisation in agreement with the selected mentors. The mentors shall check that candidates meet the conditions and shall evaluate them in writing based on the criteria from the preceding article.

VI. IMPLEMENTING FINANCING

Article 28

The Agency shall finance the training of young researchers for

a maximum period of four and a half years if they are enrolled in the four-year Doctor's degree programme (the old

programme)

a maximum period of three years and six months if they are enrolled in level 3 of the Bologna study programme (the

new programme)

A young researcher undergoing training to acquire a doctorate in the framework of the four-year Doctor's degree programme may conclude the training on award of a science master's degree. The Agency shall in that case finance the training for no more than two and a half years, after which the young researcher shall not have the right to further financing.

The Agency may extended the time for research training for young researchers in the medical field that are in preparatory training, working as hospital young doctors or taking their specialisation alongside the doctoral training, so that their programme including the final defence of the doctoral thesis is concluded within nine years of commencing the young researcher programme (the old programme) or within eight years (the new programme). In such cases the Agency shall provide full financing for the young researcher training programme for no more than four and a half years (the old programme) or for three years and six months (the new programme) which the financing organised in coordination with the implementation of the programme and the public finances already allocated for preparatory training, working as a hospital young doctor or taking a specialisation.

The Agency shall reduce the financing period defined in the first indent of the first paragraph of this Article by a year if the young researcher is already in the second year of studies on signing the contract, or by two years if the young researcher has passed all the exams in the Master's degree programme and has been approved direct access to the Doctor's degree programme, is already in the third year of studies or has completed a Master's degree, or by three years if the young researcher is already in the fourth year of postgraduate studies.

The Agency shall reduce the financing period defined in the second indent of the first paragraph of this Article by a year if the young researcher is already in the second year of level 3 of the Bologna study programme on signing the contract, or by two years if the young researcher is already in the third year of lever 3 of the Bologna study programme.

Article 29

The Research Organisation in question (hereinafter; Implementing Organisation) must submit the following documentation to the Agency before signing the contract on financing and training a young researcher (hereinafter: the Contract) and before 20 September at the latest:

Outline of the research training programme;

A list of research projects or programmes in which the mentor is participating and in which the young researcher will be included;

The certificate of citizenship of the young researcher;

A degree certificate with supplement or science master's degree certificate.

Article 30

The research training programme outline for the young researcher candidate shall comprise a research and study programme.

The research programme shall include:

Guidelines for the young researcher's tasks and inclusion in the research group project or programme;

Working hypothesis and work methods;

Research objectives and anticipated results with an emphasis on original scientific contributions.

The studies programme shall include:

Postgraduate studies programme for the award of academic title; the programme must have a time schedule;

Title of the university and faculty organizing the postgraduate studies for the award of academic title.

The framework training programme in the research group shall be signed by: the research mentor, the head of the research group, the Implementing Organisation's management body and the young researcher.

Article 31

The Agency shall conclude a contract with the Implementing Organisation and the young researcher defining the reciprocal rights and obligations of the Contracting Parties. The Contract may state that the Implementing Organisation shall cover specific costs from training young researchers.

The Implementing Organisation must return the signed contract within 15 days of receipt thereof. The Implementing Organisation must submit the young researcher's employment contract and postgraduate enrolment certificate with the Contract. This does not apply to young researchers that have already completed a master's degree.

Article 32

If the Agency Official finds that the contractual documentation must be supplemented, the Official shall inform the Implementing Organisation thereof and request the additional information be provided.

If the Implementing Organisation does not provide the additionally requested contractual documentation within 15 days of that notification, the Agency shall withdraw from the contract and inform the Implementing Organisation thereof within 8 days.

VII. SHORTER FORMS OF YOUNG RESEARCHER TRAINING ABROAD

Article 33

Young researchers whose training is already being financed by the Agency may participate in short training programmes abroad for a maximum of one and a half years in the form of study projects at foreign universities or foreign research institutes or for the experimental part of doctorate in order to ensure higher quality training and postgraduate study at home.

During a short young researcher training period abroad, the Implementing Organisation shall be entitled to full payment of the funds allocated by the Agency for young researcher training, even if the young researcher has been awarded a foreign grant for the period abroad.

The Implementing Organisation shall include a description of any young researcher training that takes place abroad in its annual report.

The contractual period for programme implementation shall not be extended due to a short period of training abroad. The defence of the doctoral thesis must be made in the Republic of Slovenia. Exceptionally, the defence of the doctoral thesis can be made abroad, in the case of a foreign co-mentor, provided that the decision on defending the doctoral thesis abroad has been adopted in agreement with all those involved.

VIII. MONITORING YOUNG RESEARCHER TRAINING

Article 34

The Implementing Organisation must report on the young researcher training within the time limit set in the Contract by sending an annual or final report in accordance with the instructions for preparing annual and final reports on young researcher training published by the Agency on its website. The Implementing Organisation must publish the young researcher's doctoral thesis in electronic form in the Slovenian Current Research Information System (SICRIS).

Before the end of the training, the senior researcher must participate in the seminar on entrepreneurship organised by a university organisation. The seminar may not be shorter than 5 school hours (45 minutes each). The certificate of participation in such a seminar must be attached to the final report referred to in the previous paragraph.

The final financial report at the end of the training must be sent to the Agency within one month of the final instalment being paid.

If the report and final financial report are not submitted within the time limit set in the Contract, the Agency may withhold payment of contractual funds for the duration of the delay.

Article 35

The Implementing Organisation shall be obliged to inform the Agency by the tenth of the following month of any changes during a young researcher's training that relate to a change or termination of employment, or a justified absence of over 30 working days such as maternity leave or extended sick leave for which the Implementing Organisation receives public financing. The Agency may suspend young researcher's student status if the foundation for suspension of status arises from another law. For the duration of a justified absence the Agency shall temporarily suspend financing and extend the training programme by the time for which the contractual obligations are suspended.

In the case of the termination or change in employment, the payment of funds shall be cancelled. The payment of funds shall be resumed provided a positive opinion is issued by a competent Agency body.

Article 36

The Implementing Organisation may propose a change of mentor if the mentor's employment situation changes, the mentor retires or dies or is evidently absent for more than a year.

The new mentor must meet the conditions set out in Article 13 of these Rules, save for indent six of this Article.

The change of mentor based on other grounds submitted in writing shall be considered by the Management Board of the Agency on the proposition by Agency's Scientific Council and after approval by the Science Research Council.

Article 37

Agency funds may only be used for the purposes and in the situations set out in these Rules, and in the Contract and instructions on the use of funds for young researcher training.

The Implementing Organisation must permit the Agency to review the use of funds it receives on the basis of the Contract.

The Contract shall state the name of the person responsible for the fulfilment of contractual provisions.

Article 38

If the contractual obligations are not fulfilled the Implementing Organisation must inform the Agency thereof immediately. The Agency may suspend or cancel the financing and withdraw from the Contract.

The cancellation of the training at the request of the Implementing Organisation or the young researcher during the first six months of financing shall not have financial consequences for the signatory of the Contract, unless the Agency discover that the funds have not been used for the purpose for which they were intended.

The Implementing Organisation's and the young researcher's responsibility if the training is cancelled after the first six months shall be defined in the Contract.

If the Agency withdraws from the Contract due to the misuse of funds, the Implementing Organisation shall be obliged to return all paid funds in their real value within a time limit set by the Agency.

If the purpose and objective of the training programme (defence of the doctoral thesis) are not achieved within the contractual time limit, or within an extended time limit of six months without Agency financing, the Implementing Organisation and the young researcher shall both be required to return five per cent of the funds paid. In exceptional, explicitly accounted for circumstances, the time limit for terminating the contractual obligations can be extended by the Management Board of the Agency up to a maximum of six months.

Article 39

Young researchers who successfully conclude the training (with the defence of the doctoral thesis) before the end of the contractual time limit, shall be eligible for a bonus payment of 30 per cent of the funds the Agency had allocated for the young researcher's gross salary, for each month remaining before the end of the contractual time limit up to a maximum of twelve months.

IX. TRANSITIONAL AND FINAL PROVISIONS

Article 40

Financing for young researchers accepted into training programmes before these Rules enter into force shall be financed in accordance with the regulations in force at the time the contract was signed, but the provisions of Article 33, Article 34, Article 35, Article 36 and the fourth and fifth paragraph of Article 38 of these Rules shall nevertheless apply. The provision of the second paragraph of Article 34 shall apply to young researchers accepted into training programmes in accordance with the provisions of these Rules.

Young researchers who complete a master's degree training programme including the defence of a master's thesis within the contractual time limit (two years and six months), shall be entitled to immediate consideration should they apply for continued training to the doctorate level. However, the continued training to the doctorate level shall only be financed for two years.

If young researchers on an approved master's degree training programme obtain a senate decision for direct transfer to doctoral studies before the end of the contractual period, the total duration of financing for their training shall be a maximum of four and a half years.

Article 41

The Rules on the Training and Financing of Young Researchers in Research Organisations (Official Gazette of the Republic of Slovenia, 12/05 and 49/05) shall cease to have effect on the day these Rules enter into force.

Article 42

These Rules shall enter into force the day after their publication in the Official Gazette of the Republic of Slovenia.