Prospective Students

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

If you have been selected as a Japanese Government (Monbukagakusho or MEXT) Scholarship Student based on your anticipated enrollment at Tokyo Institute of Technology (Tokyo Tech) from September 23, 2016, please make the necessary preparations for coming to Japan.

The schedules for those students who have been recommended to MEXT and have waited for the official results will be announced in August.

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 is only available at the Embassy indicated in your application form.

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 Recipient 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 in your home country (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 17 to process your visa application.

*For students who have applied to MEXT scholarship (University recommendation -SGU-), the schedule will be announced in due course.

b) Before visiting the Japanese Embassy, we recommend that you call their visa section and inquire about the correct procedure for obtaining a Student visa as a MEXT Scholarship Student. Even if you are currently not living in your home country, you need to contact and apply for a visa at the Japanese Embassy in your home country.

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 them 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.

You are permitted to arrive in Japan between September 20 and October 6. Please travel on a weekday.

If you will be staying in a Tokyo Tech dormitory, avoid arriving on Saturday, Sunday or national holidays. We will try to book you a flight that arrives in the morning so that you have enough time to get to the dormitory from the airport and check in. If you arrive in late afternoon, you will have to arrange a place to stay for the night of your arrival by yourself.

Once you decide the details of your itinerary, such as departure/arrival dates and flight route, you cannot change them without the approval of MEXT and Tokyo Tech. Therefore, before you fill in the form, you should consult with your academic supervisor at Tokyo Tech about when would be the best time to arrive.

You will be requested to submit your boarding pass stubs for your flights to Tokyo Tech's Student Support Division as evidence of your arrival in Japan, so please retain them. If you do not submit them, you will be held responsible for paying your international airfare.

You will be provided 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 not be issued for a route departing from a country other than the country of your nationality.

As your travel grant does not cover applicable taxes and fees en route (such as airport tax, local sales, tax, etc.), these expenses are your responsibility.

-IMPORTANT NOTICE-

Tokyo Tech's 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 as soon as possible, before August 9 at the latest.

※ In the case MEXT/Tokyo Tech does NOT cover your travel expenses  (University recommendation -SGU-)

*You are required to arrange a flight ticket by yourself.

3. Housing

Tokyo Tech has limited housing for international students. Although we cannot guarantee rooms for all students, you are automatically in line as a candidate for a dormitory room. Should you be selected to live in university housing, you will be notified by Tokyo Tech's Student Support Division by the end of 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. We recommend that you first come alone and secure suitable accommodations before inviting them to join you. It may take some time to secure proper accommodations for a family.

If you have any urgent questions about housing, please contact the Student Support Division: gak.sei@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, we suggest that you bring ¥150,000 - ¥200,000 to cover your various expenses during your first 6 - 8 weeks in Japan.

5. Pledge

Please find a form herePDF, read through it carefully, fill it out, sign it and send it back via airmail to the International Student Exchange Division of Tokyo Tech. It must be received no later than August 10. 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 us by e-mail. Contact information is below.

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

 

*The deadline for those students who have applied to MEXT scholarship (University recommendation -SGU-) October 2016 will be announced in due course.

6. Application for Tokyo Tech Student ID Card

Download the form hereExcel, fill it out, attach your photo and send it back by both email and airmail to the International Student Exchange Division of Tokyo Tech. It must be received no later than August 10 along with the Pledge. Please note that you will not receive your student ID card in October if you fail to submit the application form by the stated deadline.

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.

**The procedures for those students who have applied to MEXT scholarship (University recommendation -SGU-) October 2016 and (University recommendation -SATREPS-) will be announced separately. Those students need not follow the guidelines above.

7. Items to Bring

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

Even though you have submitted these documents to Tokyo Tech's Admission Division upon application, you are required to submit another set of these official certificates to Tokyo Tech's Student Division at the New Student Registration session as part of the required admission procedures.

8. Schedules for Regular Students

On-site Admission Procedures: mid-September 2016 (Date to be announced).

As already mentioned in the Important Notice sent in December, you are required to participate in admission procedures on-campus in mid-September 2016 at Tokyo Institute of Technology. Admission documents will be sent to your academic supervisor in September 2016. If you are unable to attend due to a late arrival in Japan or other valid reason, a proxy can complete the admission procedures on your behalf. Please contact your academic supervisor for more information.

The third quarter (3Q): from Friday, September 23

The Entrance Ceremony: Tuesday, September 27

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 (16xxxx) 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. How and when can I apply for dormitory housing?

A3. Tokyo Tech has limited housing for international students. Although we cannot guarantee rooms for all students, you are automatically in line as a candidate for living in a dormitory. Should you be selected to live in university housing, you will be notified by Tokyo Tech's Student Support Division by the end of February via email. The maximum period of residence is one year.

Q4. Where can I find information about the dormitories?

A4. General information about Tokyo Tech dormitories can be found on our website:

Dormitories

You may be assigned to one of the following dormitories:
- Shofu Dormitory
- Umegaoka Dormitory
- Komaba International Students House
- Tokyo Tech Nagatsuda House

Q5. When can I move in to the dormitory?

A5. You can move in on or after September 20. In general, you cannot check in on weekends. If you move in between September 20 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 20 and 30). Monthly dormitory fees vary from approximately 20,000 yen to 45,000 yen. Tokyo Tech dormitories do not accept payment by the day in most cases.

Q6. 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?

A6. If you do not need dormitory accommodations, please notify the Student Support Division (gak.sei@jim.titech.ac.jp) immediately.

Q7. 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?

A7. The arrival dates between September 20 and October 6 are based on dormitory availability. Therefore, if you are not going to live in a Tokyo Tech dormitory, you can arrive in Japan outside this set time frame. However, please keep in mind that you can only arrive in Japan between September 10 and October 6 for your airfare to be covered by MEXT.

Q8. I already obtained my visa from the Japanese Embassy. Can I arrive in Japan in August?

A8. MEXT will not provide you with a plane ticket if you arrive in Japan before September 10. If you are willing to pay for your own airfare, then you can choose your preferred date of arrival.

Q9. Why does Tokyo Tech request 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.

A9. 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 can send someone to help you on your arrival day.

If for some reason, there is no one available to serve as an escort for you on your arrival date, please find your way to the dormitory or campus on your own. The Student Support Division will send you detailed information on how to get to the dormitory from the airport, together with the dormitory information.

Q10. MEXT or Tokyo Tech will provide my flight ticket. I already sent my plane ticket application form. When will I hear about my flight?

A10. Upon receipt of your application, Tokyo Tech will request a ticket on your behalf through 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 we notify you of the tentative reservation, 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. You will hear from us in mid-September at the latest.

Q11. What do you do at the Entrance Ceremony?

A11. 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.

Q12. Where can I find course syllabi?

A12. You can refer to last year's syllabi on the Tokyo Tech's website: The 2016 course syllabi will be available online in September.

10. Other

We recommend that you read up on Japanese customs and culture to assist you in adjusting to life in Japan. The following websites provide useful information:

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: +81-3-5734-3027
FAX: +81-3-5734-3667
tokyotech.mext@jim.titech.ac.jp