Procedures for Study Abroad and Other Overseas Travel
When Science Tokyo 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 Science Tokyo Application Submission System (Rakrak WFⅡ) or by submitting documents to the Student Division.
【Resume of Procedures for Study Abroad and Other Overseas Travel on the new system】
‘Procedures for Study Abroad and Other Overseas Travel’ , which has been suspended, was resumed on Monday, October 7 using the new system (Rakrak WF II).
For those who submit any request or notice using the old system (T2APPs) and those who submit any request or notice using paper forms during the old system suspension period, please refer to the announcement for current students.
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 Rakrak WFⅡ. Please submit the form in person at counter of the student division.
Before Overseas Travel
- Time of Submission
- How to Submit
- Contact
Submission of Overseas Travel Notice(All Typs)
- All students who will travel abroad must submit this document. B1, B4, and M2 students who plan to study abroad in the next academic year should confirm the data registered in the Web System for Students and Faculty (S&F) before proceeding with the overseas travel procedures. Entering a new academic year or a new program will cause changes in the approval flow of Rakrak WFⅡ and student ID numbers; please do not submit documents with the old grade and program.
- Once overseas travel plan is finalized
- Submission through Rakrak WFⅡ
- Global Education Division
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.
- 2-3 months before overseas travel
- Submission through Rakrak WFⅡ
- Student Division
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
- Request of Leave of Absence Form
- Study Abroad Proposal Form
- Intended Field of Study
- Consent Form from Host Institution
For graduate students
- Request of Leave of Absence Form
- Study Abroad Proposal Form
- Intended Field of Study
- Consent Form from Host Institution
Submission of Application for Courses Taken while Studying Abroad (if desired)
Those who wish to take classes at Science Tokyo 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 Science Tokyo study-abroad programs are required to submit. Written pledge is also created together with the notice through Rakrak WFⅡ
- 1 month before overseas travel
- Submission through Rakrak WFⅡ
- Program Administrator
Purchase of Overseas Travel Insurance and enrollment in Risk Management Service (except for travel for private purposes and business trips)
Science Tokyo 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 Science Tokyo)
- Anytime before overseas travel
- Submission at Counter
- Program Administrator
During Overseas Stay
- Time of Submission
- How to Submit
- Contact
Submission of Monthly Report (only if the program administrator requests)
Participants in Science Tokyo'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 Returning Home
- 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.
- Once all required documents are ready after returning home
- Submission through Rakrak WFⅡ
- Student Division
Submission of Report on International Experience (required of participants in Science Tokyo study-abroad programs)
- Within 1 month after returning home
- by email
- Program Administrator
Request form for Credit Recognition (for credit earned while studying abroad)
- Once all required documents are ready after returning home
- Submission at Counter
- Student Division
Submission of Repot on Troubles during Study Abroad(only if the program administrator requests)
- Within 1 month 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, please submit a "Study Abroad Report" through Rakrak WFⅡ. You are required to enter all basic information and other details anew. If you need to confirm the contents of the 'Request to Study Abroad’you have submitted, please contact the student division.
Study Abroad and Overseas Travel Procedures System (Rakrak WFⅡ) Manual
Procedures for studying abroad and other overseas travel are completed through the Science Tokyo electronic Application Submission System (Rakrak WFⅡ). Please make use of the Study Abroad and Overseas Travel Procedures Manual.
Contact
Inquiries for Rakrak WFⅡ
Global Edcation Division
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
●Suzukakedai Campus
Suzukakedai Student Group
Email suz.kyo@jim.titech.ac.jp
Student Support Division
Financial Aid Group
Email gak.kei@jim.titech.ac.jp