Procedures for Study Abroad and Other Overseas Travel

Procedures for Study Abroad

When Tokyo Tech students travel abroad, there are internal procedures that must be followed before, during, and after their trip. Students traveling abroad must submit an "Overseas Travel Notice ." This applies not only to study-abroad and short-term training programs, but also to attendance at overseas academic conferences and temporary returns to one’s home country. In addition, students who will be traveling for more than 31 days for research or educational activities must submit a "Request to Study Abroad ." Procedures can be completed either through the Tokyo Tech Application Submission System (T2APPs) or by submitting documents to the Student Division.

Procedures

Type of Travel and Documents Required to Submit

Please refer to "Travel Type Finder" to confirm which type your travel is. Then, confirm which document you are required to submit by checking the table below.

Travel Type

Rough schedule for starting overseas travel procedures

Overseas Travel Notice

Request to Study Abroad

Departure Notice

Study Abroad Report

Request for a Leave of Absence

Type A

At least two to four weeks prior to travel

Type B

At least two to three months prior to travel

Type C

At least one to two months prior to travel

Type D

At least two to three months prior to travel

Type E

At least one month prior to travel

A leave of absence is not be able to submit through T2APPs. Please submit the form in person at counter of the student division.

Before Overseas Travel

before ooverseas travel

  • Time of Submission
  • How to Submit
  • Contact

Submission of Overseas Travel Notice(All Typs)

Submission of Request to Study Abroad (Type B/D)

In principle, submission is required for activities of 31 days or more in a foreign country related to education or research.

Submission of Request of Leave of Absence (if taking a leave of absence to travel abroad)

  • 1 month before overseas travel
  • Submission at Counter
  • Student Division

For undergraduate students

For graduate students

Submission of Application for Courses Taken while Studying Abroad (if desired)

Those who wish to take classes at Tokyo Tech while studying abroad are required to submit this form.

  • Two months before overseas travel
  • Submission at Counter
  • Student Division

For undergraduate students

For graduate students

Submission of Departure Notice (only if the program administrator requests)

Participants in Tokyo Tech study-abroad programs are required to submit. Written pledge is also created together with the notice through T2APPs

Purchase of Overseas Travel Insurance and enrollment in Risk Management Service (except for travel for private purposes and business trips)

Tokyo Tech requests all degree program students to purchase insurance whose policy covers at least JPY 30 million for medical treatment and rescue expenses and JPY 100 million for personal liability, as well as enroll in Risk Management Service. The email automatically sent after submitting one’s Overseas Travel Notice includes the URL for purchasing overseas travel insurance. However, if the trip is treated as a business trip, the student should not purchase the insurance, as it will be purchased through the business trip procedures.

  • 2 weeks before overseas travel
  • WEB Application
  • Insurance Company

Procedures for JASSO Scholarship recipients

Students receiving scholarships are required to complete certain procedures before their overseas travel. This includes procedures to suspend or withdraw one’s scholarship in response to policy.

  • Anytime before overseas travel
  • Submission at Counter
  • Student Support Division

Submission of Request for Issuance of Certificates (for study-abroad programs and/or scholarships applied through Tokyo Tech)

  • Anytime before overseas travel
  • Submission at Counter
  • Program Administrator

During Overseas Stay

during overseas stay

  • Time of Submission
  • How to Submit
  • Contact

Submission of Monthly Report (only if the program administrator requests)

Participants in Tokyo Tech's international exchange programs under tuition waiver agreements are required to submit a monthly report.

  • by the 10th of each month
  • by email
  • Program Administrator

After Overseas Travel

after overseas travel

  • Time of Submission
  • How to Submit
  • Contact

Submission of Study Abroad Report (required of students who submitted Request to Study Abroad )

Students who submitted Request to Study Abroad before their overseas travel are required to submit this report.

Submission of Report on International Experience (required of participants in Tokyo Tech study-abroad programs)

Request form for Credit Recognition (for credit earned while studying abroad)

Submission of Repot on Troubles during Study Abroad(only if the program administrator requests)

  • Shortly after returning home
  • By email
  • Program Administrator

For Those Who Submitted a "Request to Study Abroad" in Person

If you submitted a "Request to Study Abroad" in person at the Student Division counter before going to study abroad, you are also required to submit the following documents at the same place after returning home.

For undergraduates

For Graduates

Study Abroad and Overseas Travel Procedures System (T2APPs) Manual

Procedures for studying abroad and other overseas travel are completed through the Tokyo Tech electronic Application Submission System (T2APPs). Please make use of the Study Abroad and Overseas Travel Procedures Manual.

Contact

Inquiries for T2APPs

International Student Exchange Divison

Email hakenryugaku@jim.titech.ac.jp

Inquiries for Documents

Student Division

[Undergraduates]

Undergraduate Services Group

Email kyo.gak@jim.titech.ac.jp

[Graduates]

Graduate Services Group

Email kyo.dai@jim.titech.ac.jp

Student Support Division

Financial Aid Group

Email gak.kei@jim.titech.ac.jp