Prospective Students

Necessary Preparations for Those Coming to Japan as MEXT Scholarship International Graduate Program (University Recommendation)

If you have been selected as a Japanese Government (MEXT) Scholarship Student based on your anticipated enrollment at Tokyo Institute of Technology (Tokyo Tech) from September 22, 2017, please make the necessary preparations for coming to Japan.

*The procedures for those students who have applied to MEXT scholarship (University recommendation –SGU-) October 2017 and (University recommendation –SATREPS-) will be announced separately. Those students are not requested to follow the guidelines .

1.Visa

Only MEXT Scholarship Students living in their home countries may obtain the Student (ryugakusei) visa under the expedited process described below. This procedure can be handled only through the Japanese Embassy you indicated on your application.

1) Documents enclosed in the package:

a) Certificate verifying that you are a MEXT Scholarship Student.

b) Document for Visa explaining that you are a MEXT Scholarship Student who is not required to submit a Certificate of Eligibility for Status of Residence when applying for an entry visa. The Document for Visa requests that the Japanese Embassy or Consulate of the country of your nationality (hereafter, the Japanese Embassy) issue an entry visa and provides the name of an official contact person at Tokyo Tech.

2) How to obtain your visa:

a) Please go to the Japanese Embassy after August 14 to process your visa application.

b) Before visiting the Japanese Embassy, it is recommended that you call their visa section and inquire about the correct procedure for obtaining a Student visa as a MEXT Scholarship Student (University recommendation).

c) If the Japanese Embassy requests that you submit a Certificate of Eligibility for Status of Residence even after you have submitted the Document for Visa (explained in 1b above), please ask the Embassy to contact Tokyo Tech directly.

d) Since you are a MEXT Scholarship Student, it should only take a few days to process your visa application.


Please note that both a valid entry visa and the Certificate (explained in 1a) are necessary to enter Japan. Do not fail to bring both of these important items with you when you leave your country.

-For Chinese citizens-

Please consult with a designated proxy application authority in China before applying.

<List of proxy application authorities>

http://www.cn.emb-japan.go.jp/consular/visa_daili.htmouter

2. Air Ticket

*Further details will be announced later.

MEXT will provide you with a one-way economy class air ticket to Narita or Haneda Airport in Japan from the international airport closest to your residence in the country of your nationality. Please note that your ticket will be issued only for a route departing from the airport you indicated in your application.

Tokyo Tech will contact you in August about the arrangements for your ticket, so please do not reserve flights by yourself. Upon receipt of your air ticket application form, Tokyo Tech will request a ticket on your behalf using a travel agency designated by MEXT. Once you decide the details of your itinerary, such as departure/arrival dates, you will not be able change them without the approval of MEXT and Tokyo Tech. Therefore, before you confirm your flight itinerary, you should consult with your academic supervisor at Tokyo Tech regarding when would be the best time to arrive.

Tokyo Tech recommends you arrive in Japan between September 19 and October 5. Please try to travel on a weekday. If you will be staying in a Tokyo Tech dormitory, you will probably not be able to check in on a Saturday, Sunday or national holiday. Also, depending on the time of your arrival in Tokyo (ie, late afternoon or evening), you may not be able to check in to the dormitory on the same day and will need to arrange alternative accommodation for yourself for the nights until you can check in.

As each dormitory sets its own check-in desk schedule, please check the information for your specific dormitory when the assignments are announced in July. For your reference, September 18 and 23, 2017 will be national holidays in Japan.

As proof for MEXT of your arrival in Japan, you will be requested to submit the boarding pass stubs from your flights to Tokyo Tech's Student Support Division. Please keep your boarding pass stubs for submission. You will be held responsible for the airfare if you do not submit them.

Please further note that your travel grant does not cover applicable taxes and fees en route (such as airport tax, local sales tax, etc.), and they will be your responsibility.


-IMPORTANT NOTICE-

Tokyo Tech's administrative offices, including the International Student Exchange Division, will be closed from August 11 to 15. If you have any questions regarding your air ticket, make sure to contact us before August 9.

3. Housing

Tokyo Tech offers off-campus dormitories to newly arrived international students. Although rooms cannot be guaranteed for all students, you are automatically in line as a candidate for dormitory accommodation. Should you be selected to live in university housing, you will be notified by Tokyo Tech’s Student Support Division in August via email. The maximum period of residence is one year.

If you are bringing your family to Japan, you need to arrange accommodation by yourself. It is recommended that you first come alone and secure suitable accommodations before inviting family members to join you, as it may take some time to secure accommodations for a family.

If you have any urgent questions about housing, please contact the Student Support Division at dormitory@jim.titech.ac.jp . In the email, please include your name and the name of your intended program at Tokyo Tech, and state you are a MEXT Scholarship Student.

4. Stipend

Your first stipend from MEXT will be transferred to your Japanese postal savings account in the middle of November at the earliest. Therefore, it is suggested that you bring at least 150,000 JPY to cover various expenses during your first 6 to 8 weeks in Japan.

The instruction of opening a bank account will be announced from the Student Support Division.

5. Pledge

MEXT requires recipients of its scholarships to sign a pledge. Download the form herePDF. When printing the form, make a double -sided printout. After reading the pledge carefully, please fill it out and sign it, then send the original copy with your signature by airmail to the International Student Exchange Division at Tokyo Tech. Photocopies of the pledge will not be accepted.

The pledge must be received by Tokyo Tech no later than August 21. You will not be officially certified as a MEXT Scholarship Student until you have completed this procedure. If you cannot submit it on time, please contact the International Student Exchange Division by email.

You do not have to fill in the "No." (number) column in the upper righthand corner of the form.

6. Application for Tokyo Tech Student ID Card

Incoming students to Tokyo Tech must apply for student ID cards. Download the form hereExcel, fill it out, and send it with your photo attached in JPEG format to the International Student Exchange Division by email no later than August 16.

If your name does not fit in the space, you can write your first and/or middle name as an initial.

Please understand that we will NOT reply to emails requesting confirmation of the receipt of the "Pledge" and the "Application for Issuing Student ID Card". We will notify you only if your documents have not reached our office by the stated deadline or if the documents contain errors or omissions.

7. Items to Bring to Japan

Please make sure to bring the following certificates (in English, original or certified copies) with you when you come to Japan:

- most recent Certificate of Graduation from your home university
- complete Academic Transcript from your home university

You will need to submit these documents to Tokyo Tech if you apply for a graduate degree program.

Additionally , if you did not submit your official Certificate of Graduation/Completion (original or certified copy) from university when you applied for the MEXT scholarship, please submit it to the International Student Exchange Division as soon as you enter Tokyo Tech in September. Tokyo Tech will use the document to confirm your graduation.

8. Tokyo Tech Academic Calendar

For the dates of the start of the third quarter and the entrance ceremony for degree-seeking students, please refer to the Tokyo Tech Academic Calendar online at http://www.titech.ac.jp/english/enrolled/life/schedules/2017.html .

9. FAQs

Q1. I received the package containing visa documents. Inside, there are blank "Pledge" and "Application for Issuing Student ID Card" forms. I already downloaded these papers from the website and sent them via airmail to Tokyo Tech. Do I need to fill these documents out again?

A1. If you have already sent them to us, you do not have to resubmit them. These blank forms are to ensure that all students have a set of the forms in case they are unable to download them from our website.

Q2. The Japanese Embassy staff said that my name is not on the list of MEXT Scholarship Students. What should I do?

A2. Please provide your MEXT scholarship number (17xxxx) to the embassy staff. If this does not solve the problem and you are still told that your name cannot be confirmed, please ask them to contact Tokyo Tech directly. To avoid such inconvenience, it is strongly recommended that you contact the Japanese Embassy prior to visiting the embassy.

Q3. Where can I find information about the dormitories?

A3. General information about Tokyo Tech dormitories can be found on the website: Dormitories

You will be assigned to one of the following dormitories:

- Shofu Dormitory

- Umegaoka Dormitory

- Komaba International Students House

- Senzoku-ike International House

- Tokyo Tech Nagatsuta House

Q4. When can I move in to the dormitory?

A4. You can move in on or after September 19 . In general, you cannot check in on weekends or national holidays, and each dormitory sets its own check-in desk schedule, often with limited hours. If you move in between September 16 and 30, you will be asked to pay approximately a half-month's dormitory fee for September, regardless of the day you move in (any day on or between September 19 and 30). For your reference, monthly dormitory fees vary from approximately 20,000 yen to 65,000 yen, and in most cases, the dormitories do not calculate fees on a per-day basis.

Q5. I am going to live with my sister who is already in Tokyo, so I do not need a dormitory room. What should I do?

A5. If you do not need dormitory accommodations, please notify the Student Support Division dormitory@jim.titech.ac.jp immediately.


Q6. I am going to stay in my friend's place at first while I look for my own apartment. I want to arrive in Japan earlier, since I need time to find an apartment. Is that possible?

A6. The recommended September 19 - October 5 arrival period is based on dormitory availability. If you are not going to live in a Tokyo Tech dormitory, you can arrive in Japan outside this time frame; however, please keep in mind that you must arrive in Japan between the dates of September 8 and October 5 for your airfare to be covered by MEXT.

Q7. I already obtained my visa from the Japanese Embassy. Can I arrive in Japan in August?

A7. MEXT will not provide you with an air ticket if you arrive in Japan before September 8. If you are willing to pay for your own airfare, you can choose the arrival date that works best for you.

Q8. Why does Tokyo Tech suggest that I consult with my academic supervisor about my intended arrival date? When I asked my supervisor about this issue, I was told to decide the date by myself.

A8. In many instances, supervisors make arrangements for meeting you at the airport or the nearest train station upon arrival to Japan to assist you in getting to the dormitory or campus. If your supervisor has not confirmed your arrival information, you may wish to mention that the International Student Exchange Division suggested that your academic supervisor could send someone to help you on the day you arrive.

If, for some reason, there is no one available to assist you, please find your way to the dormitory or campus on your own. In August, the Student Support Division will send you the dormitory information together with detailed information on how to get to the dormitory from the airport.

Q9. MEXT or Tokyo Tech will provide my flight ticket. I already sent my air ticket application form. When will I hear about my flight?

A9. Upon receipt of your application, Tokyo Tech will request a ticket on your behalf using a travel agency designated by MEXT. The travel agency will make a tentative reservation based on your requested travel date and notify Tokyo Tech of the arrangements. Once Tokyo Tech hears from the travel agency, we will contact you with the basic flight details and ask for your confirmation so that the travel agency can finalize your reservation. When the tentative reservation is sent to you, you will be asked to give us your answer within a few days as that is the maximum amount of time that the travel agency can hold the tentative reservation. The travel agency will then issue and send your e-ticket to you.

Q10. What do you do at the Entrance Ceremony?

A10. The Entrance Ceremony consists of a welcome address by Tokyo Tech's president and an orientation session. The orientation will provide information on insurance, Japanese language classes, counseling and advising services, and other advice to help you navigate the Tokyo Tech systems.

Q11. Where can I find course syllabi?

A11. You can refer to last year's syllabi on the Tokyo Tech’s website: The 2017 course syllabi will be available online in September.

10. Other

Please refer to the following websites for information about Japanese customs and culture that may assist you in adjusting to life in Japan.

http://www.jasso.go.jp/study_j/sgtj_e.htmlouter
(Japan Student Services Organization: Student Guide to Japan)

http://www.studyjapan.go.jp/en/index.htmlouter
(Study in Japan Comprehensive Guide)

http://www.mext.go.jp/english/outer
(Monbukagakusho or Ministry of Education, Culture, Sports, Science and Technology: MEXT)

http://www.mofa.go.jp/link/visit.htmlouter
(Ministry of Foreign Affairs of Japan: Visiting Japan Links)

Current Students
(Tokyo Tech: Current Students)

INQUIRIES:

Regarding to the MEXT Scholarship, please contact

International Student Exchange Division
Tokyo Institute of Technology
2-12-1-S6-7 Ookayama, Meguro-ku,
Tokyo 152-8550, Japan
TEL: +81-3-5734-7667
FAX: +81-3-5734-3667
tokyotech.mext@jim.titech.ac.jp