Ethics Committee and Code of Conduct Directive
This is an annex to Senate Decision No. 2016/20 dated 22.11.2016.
Revision-Amendment: This is an annex to decision no. 01 of the University Senate meeting no. 2017/04 dated 02/02/2017
ISTANBUL SABAHATTIN ZAIM UNIVERSITY
ETHICS COMMITTEE AND CODE OF ETHICAL CONDUCT DIRECTIVE
PART ONE
Purpose, Scope, Basis and Definitions
Purpose
ARTICLE 1-(1) The purpose of this directive is to determine the ethical principles of conduct with which the academic and administrative staff of Istanbul Sabahattin Zaim University must comply while carrying out their duties and services, to establish a culture of ethics, and to regulate the working procedures and principles of the University Ethics Committee, which is to be formed in order to provide opinions on ensuring compliance with ethical principles in the performance of duties.
Scope
ARTICLE 2- (1) This directive covers the ethical principles and rules of conduct with which the academic and administrative staff of the university must comply in the course of their duties and services; the ethical problems that may arise in relations between the University’s various units and staff, or in the University’s relations with its stakeholders, as a result of non-compliance with these principles; and the provisions concerning the structure, working procedures and principles of the Ethics Committee to be formed.
(2) This directive covers the academic and administrative staff working at the university, its students, and those who provide and receive services.
(3) Experiments to be conducted on humans and animals by the university’s academic staff fall outside the scope of this directive; in such matters, the ethical principles determined for the respective fields apply.
Basis
ARTICLE 3-(1) This directive is based on Article 14 of Higher Education Law No. 2547, which regulates the duties of the senate, and Article 42 thereof, which regulates scientific supervision at universities; the Council of Higher Education Directive on Scientific Research and Publication Ethics, which entered into force by decision no. 2012.18.946 of the Higher Education General Assembly; and the Communiqué on Public Internal Control Standards published in the Official Gazette no. 26738 dated 26 December 2007.
Definitions
ARTICLE 4- (1) In this directive;
Chair :the Chair of the Ethics Committee of Istanbul Sabahattin Zaim University
Unit :all academic and administrative units affiliated with
Istanbul Sabahattin Zaim University
Committee :the Ethics Committee of Istanbul Sabahattin Zaim University
Staff :the full-time or contracted academic and administrative personnel and workers of Istanbul Sabahattin Zaim University.
Rector :the Rector of Istanbul Sabahattin Zaim University,
University :Istanbul Sabahattin Zaim University,
Member :a member of the Ethics Committee.
PART TWO
Ethical Principles of Conduct
Ethical Principles
ARTICLE 5- (1) The University’s ethical principles of conduct are set out below; conduct other than that regulated in this directive is assessed and decided upon by the Ethics Committee.
(2) The University’s fundamental ethical principles and values are as follows:
a) Respect for the human being and respect for human rights and freedoms are accepted as fundamental principles.
b) In carrying out their duties and responsibilities, academic and administrative staff do not discriminate between individuals on grounds of language, race, colour, gender, political opinion, philosophical belief, religion, sect or any other difference.
c) Honesty, integrity and transparency are essential in academic and administrative services.
d) Every member of the academic and administrative staff at the University carries out their duties with an awareness of their rights and responsibilities.
e) Duties and responsibilities are fulfilled with affection, respect, courtesy and solidarity.
f) Efforts are made to perform the work to a high standard in line with the specific purposes of the duty concerned, and to protect the University’s reputation in all activities, attitudes and behaviour.
g) Sensitivity is shown towards the environment and society, and the benefit of humanity is taken into consideration in the decisions taken and the work carried out.
h) The University’s resources are not used for personal gain.
i) Importance is attached to maintaining broad spheres of academic freedom at the University.
(3) The principles of management ethics are as follows:
a) A participatory approach to management is essential; sharing is fundamental in carrying out duties and responsibilities, and importance is attached to ensuring the participation of staff in decision-making processes.
b) The provisions set out in laws and regulations are applied to everyone without discrimination.
c) Academic staff are supported in expressing their views openly on matters relating to management without any fear, and differing views are respected.
d) No pressure, such as the use of influence and power or the obstruction of personal rights, is acceptable. The necessary legal process is initiated against those who exert such pressure.
e) Importance is attached to the decisions taken on ethical principles at all board and commission meetings of the University, and these decisions are implemented.
f) Scientific activities are supported and encouraged, and academic merit, experience and effort are respected.
g) The principle of merit is carefully observed in the recruitment, promotion and appointment of staff at the University, and legal limits are not exceeded.
h) The principles of justice and equity are observed in the assignment of academic and other staff within or outside the institution and in the distribution of courses.
i) Academic staff, employees and students are not directed in pursuit of any vested interest, nor are they compelled to perform duties not assigned to them by law.
(3) The principles of academic ethics are as follows:
a) Academic staff observe scientific methods and principles with the utmost care in their research.
b) A scientific approach is essential in the evaluation of research results and the data obtained, and these may not be distorted.
c) Ethical principles are observed in the use of sources, and in this context the views, methods and works of others are not used without citation.
d) In a joint project, the names of the researchers are included on the resulting product taking into account the nature of the contributions they have made to the work.
e) In education and teaching activities, academic staff adhere to the delivery and content of the course to which they have been assigned.
f) In providing advisory services, academic staff may not discriminate between students; they contribute to the resolution of students’ problems.
g) Students are valued, and their differing views, thoughts and suggestions are received with respect.
h) In their academic activities, academic staff conduct their relations with colleagues and students within a framework of respect; they may not engage in insulting or demeaning acts or verbal expressions.
i) No discrimination whatsoever is made between students in the assessment of student grades.
j) Students are not compelled to purchase textbooks and supplementary materials.
(4) Conduct contrary to scientific ethics is as follows:
The following conduct is deemed by the committee to be contrary to ethics at the stages of preparing, submitting, conducting, concluding and publishing the results of a research project:
A. Plagiarism
a) Presenting the whole or part of a work or artistic application belonging to another person (a product in written, printed or electronic form) as one’s own without complying with the principles of scientific citation.
b) Presenting the ideas, findings and artistic applications of others without double quotation marks clearly indicating that they are quotations, without in-text marking, and without any citation at the end of the text
e) Failing to provide information, or providing incomplete information, about the source quoted,
f) Presenting the research results, ideas and applications of others as one’s own by making major or minor changes to them.
B. Fabrication
Designing a fictitious study or presenting false findings based on a fictitious study.
C. Distortion or Falsification
Deliberately distorting and altering the scientific methods and results of a study or application, presenting it in a different form to an extent that undermines the nature of the research or application, representing a research material and/or device that was not used as having been used, and deliberately altering research records and data.
Ç. Duplicate Publication
Sending the same article to other publication outlets, or publishing it there, without informing the publication outlets concerned. In cases where publication in a different language is deemed beneficial and the like, duplicate publication may be acceptable provided that certain rules are observed. In such cases, approval must be obtained from both publication outlets and the bibliographic details of the first place of publication must be included in the second publication.
D. Salami Slicing
Producing publications in a piecemeal manner by dividing the results of a study into parts in an inappropriate way that undermines the integrity of the research, with the aim of producing a larger number of works.
E. Failure to Acknowledge Supporters
In a jointly conducted research project, failing to list the names of the researchers according to their level of contribution at the publication stage, or failing to state the names of supporting individuals and organisations, is regarded as scientific misconduct.
F. Fictitious Authorship
a) Including individuals in the list of authors by virtue of their position even though they have made no contribution to the research process or the publication stage, thereby adding authors and changing the order of authorship,
b) Removing the names of those who have made an evident contribution to the research and the publication, and changing the order of authorship without stating any grounds. For example, failing to list those who participated in the research in the author list according to their active contribution to the research, and placing someone whose contribution to the research is clearly less than that of others higher in the author list.
c) Translating a book, article or the like from a foreign language and publishing it as one’s own work,
d) Failing to include the name of the student or the supervisor in publications arising from master’s and doctoral studies.
PART THREE
Ethics Committee
Composition of the Ethics Committee
ARTICLE 6 –(1) The Ethics Committee consists of a total of seven members, comprising 6 faculty members and one member of administrative staff appointed by the Rector. The Committee elects from among its members a chair, a deputy chair and a rapporteur.
(2) It is essential that the members to be elected to the ethics committee have not previously received a disciplinary penalty and have not committed an ethical violation.
(3) The term of office of the members of the Ethics Committee is three years. A member whose term has expired may be re-elected.
(4) Membership of the committee terminates in the following cases:
a) Failure to attend three consecutive meetings within a calendar year without permission or a valid excuse,
b) Having a finalised penalty as a result of a judicial or administrative investigation,
c) Resignation from the committee.
(5) In the event that a membership terminates in any manner, a new member is appointed in their place.
Duties, Powers and Responsibilities of the Ethics Committee
ARTICLE 7- (1) The Ethics Committee;
a) Carries out assessments based on sufficient and convincing evidence and provides opinions on problems relating to the ethical rules set out in the Directive within the academic and administrative units of the University.
b) Organises training and similar activities to disseminate and develop a culture of ethical life at the University and to raise ethical awareness
c) Works in confidence on all ethical matters that it assesses, decides upon and issues opinions on, and keeps confidential all information and documents obtained.
e) The Ethics Committee is directly responsible to the Rector for the activities it carries out.
Working Procedure of the Ethics Committee
ARTICLE 8- (1) The working procedure of the Ethics Committee is as explained below:
a) Matters to be examined and files to be assessed by the Ethics Committee are referred to the Committee by the Rector.
b) The Committee convenes at least twice a year upon the call of the chair, with the participation of at least two-thirds of its members. Where necessary, an extraordinary meeting may be held upon the call of the chair. In cases where the chair is unable to attend, the Deputy Chair presides over the Committee. Files to be assessed by the Committee are concluded and decided upon within two months at the latest. Additional time may be used where necessary.
c) The Committee carries out its assessments on the basis of the file; where necessary, it obtains written or oral information from the persons concerned. Persons against whom an application for an ethical violation has been made are granted the right to present their defence before the Ethics Committee. Persons who fail to respond within the period determined by the Committee, which may not be less than seven days from the date on which the right of defence is notified to them, are deemed to have waived their right of defence. In this case, the Ethics Committee carries out its assessment and issues its opinion on the basis of the available information and documents. The Committee takes into account national and international academic ethics regulations, conventions, declarations and similar texts relating to the matter under examination. Where the Committee encounters a problem not addressed in national and international texts, it may establish a principle in respect of it. Decisions are taken by an absolute majority of the total number of members.
d) During its examinations and assessments, the Committee conducts any correspondence required with other institutions and organisations through the Rectorate, in accordance with the principle of confidentiality.
e) The Committee addresses and assesses applications solely in terms of their ethical aspects. It has no power to impose direct penal sanctions. The decisions it takes are advisory in nature. Members of the Committee bear no criminal, administrative or legal responsibility for the decisions they have taken.
f) For each file submitted for the Committee’s examination and assessment, the chair appoints a rapporteur from among the members in line with the members’ opinions. Where necessary, the Committee may invite experts from within or outside the university to its meetings in order to obtain their opinions on the matter, or may have an examination carried out by a commission composed of experts. These experts or commissions complete their work on the file referred to them by the Ethics Committee within the specified period and submit the report they have prepared to the Committee. Following the deliberations, the reasoned decision taken by an absolute majority of the total number of members is submitted to the Rector. Decisions of the Ethics Committee are notified to the persons concerned by the Rectorate.
g) The correspondence procedures of the Ethics Committee are carried out by a sworn secretary appointed by the Rectorate. Documents relating to all examinations, assessments and related correspondence of the Committee must be kept for at least 15 years in a specially secured archive allocated to the Ethics Committee and under the supervision of the Rectorate. Accessing the Committee’s documents by any means without the permission of the Rector or the Chair of the Committee is prohibited.
PART FOUR
Miscellaneous Provisions
Compliance with the Ethical Principles of Conduct
ARTICLE 9 - (1) University staff are obliged to comply with the Ethical Principles of Conduct set out in this directive in the performance of their duties and services. These principles form part of the legislative provisions governing the employment of staff.
(2) Action is taken in accordance with the provisions of the relevant legislation against those who act contrary to these principles.
(3) Every member of staff appointed to an academic or administrative post at the University is obliged to sign the “Istanbul Sabahattin Zaim University Ethical Undertaking”, which is deemed an integral annex to this Directive, upon taking up their post. The signed document is kept in the staff member’s personnel file.
Informing Staff
ARTICLE 10 - (1) The managers of our University are obliged to inform their staff about the ethical principles of conduct, to develop a culture of ethics and to ensure compliance with these principles.
(2) The Ethical Principles of Conduct are published through appropriate media and channels.
Cases Not Covered by These Principles
Article 11- (1) In cases not covered by this directive, the provisions of the Regulation on the Ethical Principles of Conduct for Public Officials and the Procedures and Principles of Application, published in the Official Gazette no. 25785 dated 13.04.2005, apply.
FIFTH SECTION
Entry into Force and Execution
Entry into force
ARTICLE 12 - (1) This directive enters into force on 22/11/2016, the date on which it was adopted by the Senate of Istanbul Sabahattin Zaim University.
Execution
ARTICLE 13- (1) The provisions of this directive are executed by the Rector.
PROVISIONAL ARTICLE 1 – The “Istanbul Sabahattin Zaim University Ethical Undertaking” shall be signed by all University staff currently in post within six (6) months of the date on which the Directive enters into force, and this document shall be placed in the staff member’s personnel file.