Japanese

FAQ

FAQs for RONPAKU Fellows

1. Pre-visit procedures
2. When should I submit my visit plan?
3. I am concerned because the documents for my visa application have not arrived yet.
4. Procedures after arrival
5. Post-visit Procedures
6. This is my second visit in this fiscal year. Should I submit Progress Report again?
7. I have already submitted “Abstract of Dissertation.” Should I also submit a Progress Report?
8. Will JSPS cover the cost of my dissertation fee?
9. What dissertation expenses are supported.
10. I had my thesis printed and bound in my country. Will JSPS cover the cost as a dissertation expense?
11. May I have the payment for my doctoral degree dissertation remitted to my bank account in my own country?
12. Is it possible to return home temporarily or to visit a third country for an academic meeting during my visit period?
13. I bought materials necessary for my research in my country and brought it to Japan.  Can I ask for the cost as Research Expenses?
14. I am forced to cancel my planned visit.  What should I do?
15. Is it possible to divide approved visit period into more than one visit?
16. Is it possible to substitute my visit to Japan for my Japanese advisor’s visit to my country?
17. It seems difficult to obtain a degree within the allotted period of the RONPAKU Program. Is it possible to get an extension?
18. Procedures after PhD is conferre

1. Pre-visit procedures

1. Please decide your itinerary in consultation with your Japanese advisor and submit your “RONPAKU Fellow’s VISIT PLAN to Japan” to JSPS’s counterpart agency in your country. JSPS does not accept visit plans sent to it directly or via Japanese advisors.
2. After receiving your visit plan from the counterpart agency, JSPS asks your Japanese advisor to submit a research plan for your stay.
3. Upon receipt of the research plan, JSPS books your flight, sends a letter of acceptance to the counterpart agency, and arranges payment of your allowances.
4. Our travel agency will let you know your flight schedule.  If you should find the flight schedule to be inconvenient, please ask the travel agency to adjust it. You may not change the dates of your arrival in and departure from Japan.

*To the fellows from Mongolia, Vietnam, India, Bangladesh and China, we will send you the necessary documents for your visa application.  Usually, we send these documents to the fellow’s office address.  If you want to have them sent to your home address, please let us know in advance.  For the fellows from other countries, necessary documents for visa application will be issued from counterpart organization in their country. In case you should need documents from JSPS, please let us know in advance.

2. When should I submit my visit plan?

Please submit your visit plan as soon as your itinerary is decided. In some cases it takes considerable time for the counterpart agency to process your visit plan. Those who need documents for visa application should submit their visit plan well in advance, at least 3 months before their visit.

3. I am concerned because the documents for my visa application have not arrived yet.

Please feel free to ask JSPS about their status.  Documents for visa application are sent to you via trackable mail.  We will let you know the control number so that you can check with the delivery company.

4. Procedures after arrival

After receiving your allowances upon arrival in Japan, please send a receipt to JSPS. ( A receipt with the amount of the allowances printed on it is sent to your Japanese advisor. Please sign the receipt and send it back to JSPS.)  Those who receive allowances in their own bank account do not need to send a receipt to JSPS. Please send JSPS a  “Notice of Arrival in Japan” so that we can confirm your arrival.  The form is sent to your Japanese advisor.

Please obtain the insurance documents from your Japanese advisor. Fill in the declaration form and send it to the insurance company.

5. Post-visit Procedures

Please submit a “Progress Report” soon after your visit to Japan so that we will receive it within one month of your departure date. You may send it by e-mail. The format can be downloaded from JSPS’s home page. Please prepare your Progress Report according to the instructions provided on the form and send copies to your home advisor, Japanese advisor, counterpart agency in your country and JSPS.  Please send your Progress Report for JSPS directly to our office in Japan.

6. This is my second visit in this fiscal year. Should I submit Progress Report again?

Yes, we want you to submit a Progress Report for each visit.

7. I have already submitted “Abstract of Dissertation.” Should I also submit a Progress Report?

Yes, please submit it as well.

8. Will JSPS cover the cost of my dissertation fee?

Yes, we pay the actual cost up to 500,000yen.  Please ask your Japanese advisor to send us an application for payment along with the necessary documentation.  Please pay the fee and use the receipt to request reimbursement.

9. What dissertation expenses are supported.

Besides the dissertation fee, we pay the actual cost of printing, binding and publishing your dissertation.  Please ask your Japanese advisor to send us an application for payment along with the necessary documentation. Regarding printing and binding costs, we pay for only the minimum number of copies required by the university’s regulations on dissertations.

10. I had my thesis printed and bound in my country. Will JSPS cover the cost as a dissertation expense?

If the request is made along with the necessary evidential documents including a receipt, we will pay the cost.  It will be paid in Japanese yen converted at the exchange rate on the date of the receipt.

11. May I have the payment for my doctoral degree dissertation remitted to my bank account in my own country?

No. Please use yours or your advisor’s bank account in Japan to receive payments of fees related to the RONPAKU Program.

12. Is it possible to return home temporarily or to visit a third country for an academic meeting during my visit period?

No. In case of an emergency need to return home, please consult with JSPS.

13. I bought materials necessary for my research in my country and brought it to Japan.  Can I ask for the cost as Research Expenses?

We only support the cost of consumables bought during your visit. The cost of the materials purchased before your visit is not covered.  

14 I am forced to cancel my planned visit.  What should I do?

Please notify JSPS and your Japanese advisor immediately of the cancellation.  JSPS is not responsible for expenses resulted from your cancellation, such as cancellation charge for your air ticket or deposit for your accommodations.  If allowances for your visit have been already remitted into your account or your Japanese advisor’s account, they must be returned to JSPS along with the bank transfer fee.

15. Is it possible to divide approved visit period into more than one visit?

No. Except for your last year in the program, only one visit per year is supported.  You cannot divide your visit period even if you are willing to pay your own air fare.

16. Is it possible to substitute my visit to Japan for my Japanese advisor’s visit to my country?

No. We cannot permit this either.

17. It seems difficult to obtain a degree within the allotted period of the RONPAKU Program. Is it possible to get an extension?

Please consult with JSPS through your Japanese advisor.  It might be possible to extend your tenure within a limit of 5 years.

18. Procedures after PhD is conferred

Please submit a copy of your diploma or a certificate of your PhD to JSPS.
Also please send an abstract of your dissertation, which we will publish in a booklet and on JSPS’s HP.  Please prepare the abstract in MS Word format according to the instructions given on the prescribed form, and email it along with a photo taken during your stay in Japan.  The form can be downloaded form JSPS’s home page.
Please submit a copy of your diploma and your abstract even if you are awarded your PhD after your RONPAKU tenure has expired.