2019 JASSO Follow-up Research Fellowship Procedures Guide

Transcription

1 To the Coordinator at Host Institute To the Research Advisor To the Foreign Researcher 2019 JASSO Follow-up Research Fellowship Procedures Guide International Scholarship Division, Student Exchange Department Japan Student Services Organization (JASSO) This guide explains the procedures taken by the Japanese host institute including Research Advisor and the Foreign Researcher. Please refer to procedures for both sides during participation in the program. Japan Student Services Organization is referred as JASSO. Please contact the coordinator at your host institute if you have any questions. <Travel Agency Consigned in 2019> Nippon Express Travel Co., Ltd. Group Sales Dept. No. 3 Group Sales Div. Address: 1F Otemachi Building, Otemachi, Chiyoda-ku, Tokyo Phone: Fax: na-yamane@nittsu.co.jp jyu-machida@nittsu.co.jp a-shima@nittsu.co.jp Names of Contact: Mr. Yamane, Mr. Machida, Ms. Shima You can download the corresponding forms from the following website. <Inquiries> Follow-up Services Unit, International Scholarship Division, Student Exchange Department Japan Student Services Organization (JASSO) Aomi, Koto-ku, Tokyo Phone: Fax: ef3@jasso.go.jp Note: JASSO will use personal information only for follow-up programs implemented by JASSO, and not for other purposes.

2 [Contents] 1. Documents to Send P.3 2. Obtaining a Visa 3. Round-trip Airfare to and from Japan P.4 A. Details of Provision B. Application Procedures (1) Deciding the Period of Stay (2) Submitting the Foreign Researcher Registration Sheet--P.5 (3) Changing the Period of Stay (Schedule) (4) Confirming the Flight Schedule (5) Determining the Flight Schedule P.6 (6) Provision of the Airline Ticket 4. Medical Expenses and Travel Insurance, etc P.7 5. Submitting the Airline Ticket Receipt and Boarding Pass (Stub) 6. Daily Allowance P.8 A. Details of Provision B. Application Procedures C. Receipt P.9 D. Changing the Period of Stay after Arrival 7. Project Survey 8. Research Report/Report for JASSO Website P Hosting Incentive 10. Boarding Pass or Boarding Pass Stub when Leaving Japan-----P

3 [Forms] (1) Form 1 Foreign Researcher Registration Sheet (Submit to Travel Agency) (2) Form 2-1 Receipt Acknowledgement of International Airplane Ticket (Submit to Travel Agency) (3) Form 2-2 Sheet for Affixing Boarding Pass (Submit to Travel Agency) (4) Form 3 Application for Daily Allowance/Letter of Attorney (Submit to JASSO) (5) Form 4 Receipt (Submit to JASSO) (6) Form 5-1 Research Report (Foreign Researcher) (Submit to JASSO) (7) Form 5-2 Research Report (Research Advisor) (Submit to JASSO) (8) Form 5-3 Report for JASSO Website (Submit to JASSO) (9) Form 6 Deposit Request Form (Submit to JASSO) All documents must be submitted through the host institute

4 1. Documents to Send <Documents to send> The host institute will send the following documents to the foreign researcher. (1) Letter of Acceptance by the host institute (any format) (2) Notification of Fellowship for Foreign Researcher (from JASSO) 2. Obtaining a Visa The foreign researcher will be responsible for completing the procedures to obtain a VISA. JASSO will not be involved with the procedure at all. For information on the necessary documents and the time required, please contact the Japanese embassy or consulate general in the foreign researcher s home country. <General case> (1) Letter of Acceptance (2) Notification of Fellowship for Foreign Researcher In some cases, other documents listed below may be required in addition to the above documents when applying for a visa. Letter of guarantee Statement of Purpose Schedule during stay in Japan Outline of research plan *The host institute and research advisor need to prepare any other documents when the foreign researcher requests. *JASSO will only issue (2) Notification of Fellowship for Foreign Researcher *JASSO does not have specific requirements regarding the Status of Residence. *It could take several months for the visa to be issued so please allow ample time for the application procedures

5 3. Round-trip Airfare to and from Japan A. Details of Provision (1) Airline ticket <Section of provision> From the airport nearest to the home institute of the foreign researcher as recorded at the time of application to the airport nearest to the host institute. <Class of service> Economy <Cases where the foreign researcher will not receive the provision> 1 In case the foreign researcher receives provision from an institution other than JASSO. 2 When the recipient goes home to their country/region during the follow-up research fellowship program. 3 When the recipient does not return to their home country immediately after the end of the fellowship. 4 When acceptance to this program has been revoked. (2) Accommodation necessary for connecting flights The travel agency designated by JASSO will arrange the accommodation. (3) Preparation of a limousine bus for the connecting flights (only for the routes listed below) To be prepared by the travel agency designated by JASSO. -Narita International Airport (Narita Airport) Tokyo International Airport (Haneda Airport) -Kansai International Airport (Kansai Airport) Osaka International Airport (Itami Airport) *The provision will not be made for limousine buses on routes other than the above. [Receiving a limousine bus ticket] The travel agent will hand you a round limousine bus ticket at the arrival gate at the airport. Additional provisions will not be made if the return ticket is lost, so take extra care handling it. B. Application Procedures (1) Deciding the Period of Stay The foreign researcher will consult with the host researcher and determine the entry and departure dates in Japan. (Note) The foreign researcher cannot stay in Japan beyond the period designated by JASSO in the Notification of Fellowship for Foreign Researcher

6 (2) Submitting the Foreign Researcher Registration Sheet *30 days before arrival Host institute Foreign Researcher Registration Sheet (Form 1) 1. Confirm the content 2. Enter information in the pink areas 3. Submit data *When sending the data, please attach the password provided when selected. <Submit to> Nippon Express Travel Foreign researcher/research advisor Foreign Researcher Registration Sheet (Form 1) 1. Download the form from the prescribed website (see the front cover of this document) 2. Enter the information in the blue areas. *Enter the same name that is on your passport * Please inform if your name description is different (such as the order of family name and given name). 3. Submit the data to the host institute Nippon Express Travel Co., Ltd. Group Sales Dept. No. 3 Group Sales Div. na-yamane@nittsu.co.jp jyu-machida@nittsu.co.jp ya-shima@nittsu.co.jp Names of Contact: Mr. Yamane, Mr. Machida, Ms. Shima *Please be aware that a separate application must be made to change dates after the registration sheet has been submitted. *Please be aware that by declining the offer just prior to the date of departure may be required to pay all airline ticket cancellation fees incurred. (3) Changing the Period of Stay (Schedule) If it becomes necessary to change the foreign researcher s period of stay in Japan, the host institute must inform JASSO via (ef3@jasso.go.jp) or phone ( ). *Changing the schedule after submitting the Foreign Researcher Registration Sheet (Form 1) requires a document from the host institute with an official seal. (4) Confirming the Flight Schedule *1 or 2 weeks after submitting the Foreign Researcher Registration Sheet <Confirming the flight schedule> JASSO-designated travel agency will contact the foreign researcher regarding the flight schedule. Confirm the departure and return dates, as well as the flight route. *The foreign researcher is not allowed to change the route and airline company designated by JASSO. *If there are multiple routes, please select the route of choice. *Departure date and period of stay could change a few days depending on the flight schedule

7 (5) Determining the Flight Schedule *1 week after informing the travel agency of the final request <Contact when final flight schedule is determined> -The travel agency will contact the foreign researcher regarding the flight schedule. Please confirm the departure and return dates, as well as your flight route, and reply to the travel agency. -The travel agency will contact the host institute regarding the final flight schedule. Please confirm the departure and return dates, as well as the flight route. (6) Provision of the Airline Ticket *Approximately 7 days before the departure date <Receipt of airline ticket> The travel agency will send the e-ticket directly to the foreign researcher. *If the local travel agency has not contacted the foreign researcher one week before the departure date, the foreign researcher should contact the travel agency concerned. *If the foreign researcher wishes to change the flight schedule for unavoidable reasons, he/she must contact the host institute immediately. However, please be aware that the foreign researcher may have to bear the total cost, including commission fees etc., if changes are made after the airline ticket is issued. *If the host institute is contacted by the foreign researcher, please inform the travel agency after contacting JASSO and receiving approval. <Inquiry to> JASSO/Nippon Express Travel Adjustment to schedule and issuance of airline ticket 4. Medical Expenses and Travel Insurance, etc. JASSO does not cover any insurance and medical expenses of the foreign researcher. The foreign researcher is encouraged to join an insurance plan before arriving in Japan to prepare for any unforeseen circumstances. Without insurance, medical expenses can be expensive in Japan. JASSO will not meet the foreign researcher at the airport. The foreign researcher must discuss with the host institute and make the necessary arrangement beforehand if necessary. JASSO will not arrange accommodation for the foreign researcher. The foreign researcher should discuss about accommodation with the host institute. *The host institute must arrange accommodation for the foreign researcher

8 5. Submitting the Airline Ticket Receipt and Boarding Pass (Stub) *Within 2 weeks of arriving in Japan Host institute/research advisor Receipt Acknowledgement of International Airplane Ticket (Form 2-1), and attach the original boarding pass used or boarding pass stub used for departure to Sheet for Affixing Boarding Pass (Form 2-2) and submit. Foreign researcher Receipt Acknowledgement of International Airplane Ticket (Form 2-1), and attach the original boarding pass used or boarding pass stub used for departure to Sheet for Affixing Boarding Pass (Form 2-2) and submit. <Submit to> Host institute The foreign researcher must submit the boarding pass or boarding pass stub for the entire trip. <Submit to> Nippon Express Travel Mr. Yamane, Mr. Machida Ms. Shima Nippon Express Travel Co., Ltd. Group Sales Dept. No. 3 Group Sales Div. Otemachi Bldg. 1F, Otemachi, Chiyoda-ku, Tokyo *If the boarding pass or boarding pass stub has been lost, contact the airline company to receive proof of boarding. (Note) The same process is required on your return home. (Please refer the section 10) 6. Daily Allowance A. Details of Provision <Provision amount> 11,000 yen per day *Delivery expenses for parcels, etc. are <Provision period> From the date of entry to Japan until the date of departure. included in the daily allowance. <Cases where the foreign researcher will not receive the provision> (1) In case he/she receives provision from an institution other than JASSO. (2) In case he/she changes the period of stay due to medical or other personal reasons. (3) Acceptance to this program has been revoked

9 B. Application Procedures *Submit within 10 days, after arriving in Japan The host institute should create the documents below and send them to JASSO after obtaining a signature from the foreign researcher. Application for Daily Allowance/Letter of Attorney (Form 3) <Receiving on behalf of foreign researcher> Please assign an entity to receive expenses on behalf of the foreign researcher. *Requests for payment to a foreign researcher s bank account cannot be made. *Make daily allowance payment requests payable to the research advisor or a representative of the host institute. *Foreigners residing outside Japan cannot maintain a bank account in Japan. In addition, a bank account cannot be created for those staying for the short term. *Deposit will take approximately 2 weeks after the host institute submits the documents to JASSO (approx. 3 weeks for year-end and new-year). The foreign researcher should bring 2 to 3 weeks worth of living expenses before arriving in Japan. C. Receipt *Without delay, after confirming that the foreign researcher has received the living allowance The host institute should prepare the following document and submit it to JASSO. Please include the signature of foreign researcher, and name and the stamp of the trustee. <Document to submit> Receipt (Form 4) D. Changing the Period of Stay after Arrival In case the period of stay needs to be shortened due to unavoidable reasons, the unnecessary daily allowance for the eliminated days should be returned to JASSO before leaving Japan. The host institute should contact JASSO by or phone ( , ef3@jasso.go.jp) as soon as possible. An application for shortening the period of stay should be processed with a document from the host institute with an official seal. The period of stay cannot be extended. Please note that, after investigating the shortened study period, JASSO might reject your acceptance to the program and request that you return the return trip fee and daily allowance

10 7. Project Survey *Before the foreign researcher departs Japan The research advisor and foreign researcher should complete the Project Survey from the URL below. Project Survey (Research Advisor) (Foreign Researcher) Enter from the URL below *Please make sure to complete the Project Survey. The information will be reffered to improve future programs. 8. Research Report/Report for JASSO Website Before the foreign researcher departs Japan The research advisor and foreign researcher should submit the following documents to the host institute, and the host institute should submit them to JASSO. Research Report (Foreign Researcher) (Form 5-1) Research Report (Research Advisor) (Form 5-2) Report for JASSO Website (Form 5-3) Forms 5-1, 5-2 and 5-3 make up one file. Submit them without dividing into separate files. Also, directly enter into the template, without using separate sheets, etc. Form 5-1: Submit in writing and electronically Form 5-2: Submit in writing and electronically Form 5-3: Submit electronically (Attach photos showing activities in the specified location) *Other than the photograph portion, Form 5-3 will be automatically prepared based on information entered into Forms 5-1 and 5-2. For the report, please include content that is publishable on the website. *The host institute should check that no information is missing before submitting to JASSO. *JASSO does not issue a certificate of completion at the end of the fellowship - 9 -

11 9. Hosting Incentive *Submit when sending the report The host institute should send this as digital data together with the Research Report and Report for JASSO Website. Deposit Request Form (Form 6) *Specify the personal account of the research advisor. *The amount will be sent to the specified account after withholding income tax. 10. Boarding Pass or Boarding Pass Stub when Leaving Japan *Submit within 7 days after leaving Japan Host institute/research advisor Foreign researcher Boarding pass or boarding pass stub when leaving Japan <Submit to> Nippon Express Travel Mr. Yamane, Mr. Machida Ms. Shima Nippon Express Travel Co., Ltd. Group Sales Dept. No. 3 Group Sales Div. Otemachi Bldg. 1F, Otemachi, Chiyoda-ku, Tokyo Boarding pass or boarding pass stub when leaving Japan <Submit to> Host institute Make sure to submit the boarding pass or boarding pass stub as a PDF file or image file. *If the boarding pass or boarding pass stub has been lost, contact the airline company to receive proof of boarding. We appreciate your cooperation