Prospective Students

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

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 30, 2020, please make the necessary preparations for coming to Japan.

*The procedures for those students who have applied for MEXT Scholarship (University Recommendation -SGU-) October 2020 will be announced separately. Those students are not requested to follow the guidelines.


-IMPORTANT NOTICE-

As of July 1, all persons entering Japan are required to self-quarantine upon arrival for a period of 14 days at “a location designated by the quarantine station chief” (meaning, typically, self-arranged accommodation) and to refrain from using public transportation during this period. Should this requirement not be revoked before your arrival in Japan, you will not be allowed to stay at a Tokyo Tech dormitory during the 14-day quarantine period, and you will have to arrange initial accommodation and transportation in advance of your arrival in Japan. Since there are many uncertainties, please closely follow updates and announcements from Tokyo Tech.

For your information, in the 3rd and 4th quarters — beginning in October and December, respectively — Tokyo Tech will mainly provide livestream online lectures for courses that do not involve experiments and exercises.

1.Visa

Only MEXT Scholarship Students living in their home countries may obtain the Student visa under the expedited process. However, due to COVID-19, visas will be issued only after the current immigration restrictions and visa restrictions have been lifted. Tokyo Tech will announce further instructions and schedule upon receiving information from MEXT. For the time being, please refrain from contacting the Japanese Embassy/Consulate about visa issuance.

*If you are living in the third country, you will need to apply for a Certificate of Eligibility (CoE) which is required for the application for the Student visa. Please contact the International Student Exchange Division.

*The third country means the country besides your home country and Japan.

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.

You must arrive in Japan between the dates of September 16 and October 14 for your airfare to be covered by MEXT. The dormitories will not be available before September 23. 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.

As each dormitory sets its own check-in desk schedule, please check the information for your specific dormitory when the assignments are announced in August. For your reference, September 21 and 22, 2020 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 13 to 16. If you have any questions regarding your air ticket, make sure to contact us before August 12.

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 International Student Exchange Division in August via email. The maximum period of residence depends on each dormitory. If you will not live in assigned dormitory, you will need to find accommodation by yourself.

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 that you are a MEXT Scholarship Student.

If you will live in a Tokyo Tech dormitory, you can move in on or after September 23. 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. 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.

For further information about university dormitories and private apartments, please refer to the following pages.

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.

Guidance on opening a bank account will be provided from the Student Support Division.

5. Pledge Statement

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 (do not use an erasable pen), then send the scanned copy with your signature by email (tokyotech.mext@jim.titech.ac.jp) to the International Student Exchange Division at Tokyo Tech. You do not have to fill in the "No." (number) column in the upper right corner of the form.

In addition, please keep the original copy and submit it to International Student Exchange Division once you arrived in Japan.

The scanned copy of your pledge must be received by Tokyo Tech no later than July 31. 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.

6. Application for Tokyo Tech Student ID Card

Incoming students to Tokyo Tech must apply for student ID cards. Download the formExcel, fill it out, and send it with your photo attached in JPEG format to the International Student Exchange Division by email no later than July 31.

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

Please understand that Tokyo Tech will NOT reply to emails requesting confirmation of the receipt of the pledge and the application for a student ID card. Tokyo Tech will notify you only if your documents have not reached the International Student Exchange Division by the stated deadline or if the documents contain errors or omissions.

7. Items to Bring to Japan

You are required to submit the following certificates (in English, original or certified copies) as part of the admission procedures if you did not submit them when you applied for the International Graduate Program. It is highly recommended that you prepare these documents in advance.

- most recent Certificate of Graduation from your home university

- complete Academic Transcript from your home university

8. Required Online Admission Procedures

You are required to complete online admission procedures by September 23. Further information will be given by Student Division in due course.

9. 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.

10. Extension of the Scholarship

[Information for MEXT Scholarship Students who will advance from master’s to doctoral programs at Tokyo Tech]

Please bear in mind that the initial period of the MEXT Scholarship will be two years of a master’s degree program. Only those who are accepted to integrated doctoral education programs may apply for an extension of the scholarship when proceeding to a doctoral program, provided that they had a grade point average of 2.50 or above out of 3.00 in the master’s program and satisfy certain criteria.

You are also required to attain a grade point average of 2.30 or above in each year, or your eligibility for the MEXT Scholarship will be terminated.

The scholarship will be cancelled if you proceed to a more advanced level of education without receiving approval for the extension of the period of the scholarship.

11. FAQs

Q1. I will arrive in Japan during the designated period, but where do I self-quarantine for 14 days after arrival in Japan?

A1. You must arrange accommodation for the self-quarantine period by yourself.

Q2. I can arrive in Japan in November. Can I receive the scholarship for October as well?

A2. No. Your scholarship period only starts once you have arrived in Japan. So, if you arrive in November, your scholarship period starts from November.

Q3. Where can I find information about the dormitories?

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

Q4. 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?

A4. If you do not need dormitory accommodations, please notify the Student Support Division dormitory@jim.titech.ac.jp immediately.

Q5. I am going to stay at 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?

A5. If you are not going to live in a Tokyo Tech dormitory, you can arrive in Japan before September 16; however, please keep in mind that you must arrive in Japan between the dates of September 16 and October 14 for your airfare to be covered by MEXT.

Q6. 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.

A6. 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.

Q7. MEXT or Tokyo Tech will provide my flight ticket. I already sent my air ticket application form. When will I hear about my flight?

A7. 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, the International Student Exchange Division 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 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.

Q8. Where can I find course syllabi?

A8. You can find syllabi on the Tokyo Tech's website.

INQUIRIES:

Regarding the MEXT Scholarship, please contact

International Student Exchange Division
South Bldg. 6, Floor 3, Rm 308
Tokyo Institute of Technology
2-12-1 Ookayama, Meguro-ku
Tokyo 152-8550, Japan
TEL: +81-3-5734-7667
FAX: +81-3-5734-3667
tokyotech.mext@jim.titech.ac.jp