GUIDEBOOK FOR INTERNATIONAL STUDENTS

Transcription

1 GUIDEBOOK FOR INTERNATIONAL STUDENTS Academic Year 2014 CONTENTS 1 International Students and Nagaoka University of Technology Supporting System for International Students (1) CIEE and Kokusai-ka (2) Academic Advisor (3) Tutor (4) Courses of Japanese Language and Culture 1) Japanese Classes with Credits 2) Japanese Classes for Beginners 3) Opportunity to Study Off Campus (5) Supplemental Basic Study Courses (6) Counseling (7) Annual Events (8) Cultural Exchange (9) Announcement for Int l Students (1) Regular Students (2) Non-Regular Students 2 Arrival at Nagaoka Preparing a VISA to Enter Japan Check List: BEFORE Coming to Japan 2. Immediate Living Expenses Tips to your Financial Planning 3. Your Journey to NUT 4. Entrance Procedures 5. Moving Into Living Accommodations Check List: After Arriving in Nagaoka8 3 University Fees & Scholarship Tuition & other School Fees 2. Two All-Students Insurances 3. Admission Fee Exemption 4. Admission Fee Postponement 5. Tuition Exemption 6. Tuition and Payment Deadline 7. Scholarship for Self-Supporting Students 8. Monbukagakusho (MEXT) Scholarship Students 4 Legal Procedures for You & Family Residence Card 2. At City Hall (1) Residence Registration (2) National Health Insurance (3) National Pension 3. Related to Immigration Office (1) Extension of Visa Period (2) Work Permit for Part-time Jobs (3) Re-Entry Permit (4) Change of Visa Status (for Employment) (5) Accompanying Family Members (6) Birth of a Child (7) Education for Children 5 Housing University Dormitories 2. Public Housing 3. Private Housing (1) Variety (2) Room & Lodging Union of Shin-sai (3) Tips for Moving-In 4. NUT Guarantor Program 5. Utility Charges 6. Garbage Disposal and Recycling 7. Manners as a Community Member 8. Change of Address Check List: When Change Housing 6 Campus Life Student ID Card 2. University Library 3. Information Processing Center 4. Meals and Daily Shopping on Campus 5. Gymnasium and Health Care Center 6. International Friendship Lounge 7. Extracurricular Activities/Recreations 8. Admission to Higher Schools 9. Job Hunting in Japan 7 Daily Life Climate 2. Transportation 3. Bicycle 4. Driving License & Car/Motorcycle (1) Changing to a Japanese Driver s License (2) Parking Permit on Campus (3) Owning a Car 5. Bank 6. Hospitals and Clinics in Nagaoka City 7. Post Office 8. Parcel Delivery Services 9. Fax 8 Procedures for Leaving NUT In the University 2. Outside the University Check List: BEFORE Leaving NUT 3. Follow-up Services for Former Int l Students 4. Returning as a MEXT Scholarship Student 9 Emergency Disaster 2. Traffic Accident 3. Loss or Theft of Money/Valuables APPENDIX Offices to Respond to 50 most-faqs LINKS: List of Contact Info

2 1 INTERNATIONAL STUDENTS and NAGAOKA UNIVERSITY OF TECHNOLOGY 1. Supporting System for International Students (1) Center for International Exchange and Education (CIEE) and Division of International Affairs (Kokusai-ka) NUT CIEE offers courses of the language, culture, and general affairs of Japan to int l students. It also offers int l students guidance and counseling for their student life. Services provided by Kokusai-ka include all affairs involving int l students. Kokusai-ka (ext. 9285/9286, ryugaku@jcom.nagaokaut.ac.jp, URL: (2) Academic Advisor ( Shido-Kyoin / Advisor-Kyoin ) You will pursue your study and research under the guidance of your academic advisor. Regular Students are recommended to consult with the advisory professor about courses to take and credits to earn for completing your Course, or about any other academic matters at any time. Kenkyuseis need to hold meetings regularly with the advisor to ensure the progress of your research. (3) Tutor If you are a newly arrived int l student, a student appointed by your academic advisor/class teacher (usually a Japanese graduate student) will assist you on your academic and daily life for your first 6 months in Japan. You are encouraged to invite your tutor to participate to any of the events organized for int l students. If you find your assigned tutor unsuitable for some reasons, you should feel free to discuss the matter with your academic advisor or any of Kokusai-ka staffs. (4) Courses of Japanese Language and Culture While studying in Japan, improving your understanding of the Japanese language and culture is as important as your research in your chosen field of study. Guidance and placement tests are held every April and September; ones who wish to take the class must attend it. Its schedule will be announced at the guidance for Int l Students and by . 1) Japanese Classes with Credits Japanese Language courses (Intermediate/Advanced) and General Affairs of Japan are offered as regular University courses, for graduate and undergraduate students, throughout the year. Before taking these courses, take placement test and register for the course as other subjects. 2) Japanese Classes for Beginners (Non-Credit) Intensive Japanese and Basic Japanese are prepared for those who have never studied the language. You will be practicing and learning useful expressions to communicate with others in your daily life. Intensive Japanese ( KENSHU -Course) Starts in April and in October. 5 days a week (90min 10 per week) for weeks. (When class has some room, family member may be permitted to attend; but with a charge.) Contact: Prof. NAGANO, Kenjiro (knaga@vos.nagaokaut.ac.jp, ext. 9808) Basic Japanese ( KISO -Course) Starts in April and in September. 4 days a week (90min 4 per week) for 1 academic term. Contact: Prof. LEE-Iizuka, Naoko (naocoii@vos.nagaokaut.ac.jp, ext. 9853) 1

3 KANJI Class (Basic / Intermediate) Starts in April and in October. Twice a week (90min 2 per week) for 1 academic term. Possible to take along the above Japanese class. Contact: Prof. NAGANO, Kenjiro (knaga@vos.nagaokaut.ac.jp, ext. 9808) 3) Opportunity to Study Japanese Off Campus Nagaoka City provides Japanese classes to the foreigners in the city, according to their levels and needs. You can take those classes at the Civic Center near Nagaoka station. For its latest information, please contact Nagaoka City International Affairs Center Chikyu-Hiroba (TEL ) (5) Supplemental Basic Study Courses Undergraduate freshmen may have some difficult time in natural science courses, especially mathematics, physics and chemistry, because of the difference in teaching method or of their insufficiency in Japanese. These supplemental classes for int l students are offered by Graduate Students and specialized teaching staffs of basic study course. All of the 1st and 2nd year Undergraduate Students are encouraged to attend these classes, but others are also allowed to. If you want to take the class, please apply at Kokusai-ka (ext: 9285/9286). (6) Counseling Counselors (licensed clinical psychotherapists) offer counseling as needed at Health Care Center (ext. 9824/ 9821, hcc@melabo.nagaokaut.ac.jp). Counseling is to improve the students life on campus as well as off- ; you are free to talk to counselors about any worries you may have. Your privacy and secrecy is assured. (Details on page 54) MUTSUMI-kai Besides physical and health counseling, Mutsumi-kai holds weekly counseling at International Friendship Lounge. Mutsumi-kai is a voluntary group organized to support NUT int l students. Other than conducting general counseling every Wednesday, from 13:30 to 16:30, they also sponsors several events and activities for int l students such as speech contest, zazen, bazaar, and hiking and onsen-trip on an annual basis. Those who are interested in joining these events, please freely ask to any Mutsumi-kai staff. (7) Annual Events The following activities are organized by Kokusai-ka; all of you are encouraged to attend. Event Date Place (Others) Study Trip for Int l Students Early October 2014 Undecided (in 2013: NAGANO area) Party for Int l Students Mid December 2014 Secom Hall on campus Homestay Undecided Ski/Snowboard Training Trip One night during Dec. 31, 2014 Jan. 12, 2015 Early March 2015 In a Japanese family within/near Nagaoka Undecided (in 2013:Minakami Kogen Ski Resort) 2

4 (8) Cultural Exchange Throughout the year, invitations for various int l exchange activities arrive, involving different parties, including elementary schools and communities around NUT. They are great opportunities for you to get acquainted with many local Japanese from diverse age group. Kokusai-ka informs the upcoming events to int l students by and on the bulletins. Some of these cross-cultural events are introduced by Nagaoka City International Affairs Center, Chikyu-Hiroba. They also provide useful information about daily living for residents from overseas. Chikyu-Hiroba URL: (9) Announcement for Int l Students Announcements for int l students from Kokusai-ka are placed on the bulletin board located in Lecture Bldg. and in front of Dai-ichi Cafeteria (1st floor), and also sent by . Please inform your active e- mail address to Kokusai-ka for your benefit. Emergency announcement for each one is also made by phone. Please notify us of your phone number, too. Information on lectures, welfare programs (procedures for tuition exemption, application for campus dormitories, scholarships etc), extracurricular activities and other notices for all students are also posted on bulletins. In Lecture Bldg. & at front of Office in each Dept. In front of Kokusai-ka & Dai-Ichi Cafeteria Bulletin Board for Academic Affairs Course Registration, Internship, various exams & tests Latest info on Class Cancellation & Class Hour/Room Change Bulletin Board for Student Affairs Application for Tuition Exemption, Dormitory matters, Job Fairs, etc. Bulletin Board of Kokusai-ka Any info related to Coming & Going Overseas Kokusai-ka Info page Information for our Int l Students (Events, Scholarship Updates, Daily life information, etc.) Homepages LiveCampus Cancellation, Change of class hour/classroom of your registered course Information page for Students Most important notices from Lecture Bldg. Bulletin Boards Application Forms for Tuition Exemption & others Telephone, stn s When your phone number/ address (other than stn ) changes Inform Kokusai-ka Go to your LiveCampus page and Update your contact info Most urgent & important notices may be sent to all students simultaneously, to all stn addresses. Make sure to set up your stn account to forward all messages to your most active account. 3

5 2. Status of International Students Types of the International Students in Nagaoka University of Technology are as follows. (1) Regular Students Undergraduate Students ( GAKUBU ) If a student has attended an undergraduate course for required academic years and has obtained the required number of credits in both general education and major, the student will be awarded a Bachelor of Engineering. Standard Period*: For those who enrolled to our 1st undergraduate year 4 years For those who enrolled to our 3rd undergraduate year 2 years Graduate Students Graduate school of Engineering consists of Master s course ( SHU-SHI ) and Doctoral course ( HAKASE ). A student who has completed a Master s course is awarded a Master of Engineering; and who has completed a Doctoral course is awarded a Doctor of Engineering. Standard Period*: For Master s course 4 years For Doctoral course 2 years Students who do not complete the course within the Standard Period is considered OverStaying (RYU-NEN). (2) Non-Regular Students Research Students ( Kenkyu-sei ) One who has completed undergraduate study may be admitted as a research student upon approval of NUT, to study a specific topic of research. No credits can be earned; no degree will be awarded after completion of the study period. Exchange Students ( Tokubetsu-Choko-Gakusei ) A student of other university/institution that has an academic agreement with NUT may take classes at NUT as an exchange student. You cannot receive the evaluation and credits to bring back to your home university without getting a formal approval to register for the class. When you wish to make any revision of course selection, please consult Kokusai-ka. Research Exchange Students ( Tokubetsu-Kenkyu-Gakusei ) A graduate student of other university/institution that has an academic agreement with NUT may conduct a research and receive supervision in a laboratory at NUT as a research exchange student. 4

6 2 ARRIVAL to NAGAOKA 1. Preparing a VISA to Enter Japan Before entering Japan, you should obtain a College Student Visa in order to stay in Japan as an international student. In case you entered Japan on any other Visa, you must change your status a.s.a.p. (1) Certificate of Eligibility (COE) Having this document will reduce the time to obtain a Visa at Japan Embassy in your country, and at immigration at the port of entrance. NUT may act as a legal representative for the students and future students, to apply for the Certificate to our regional Immigration Office in Niigata. You are asked to start preparing all necessary documents and information for the application. It takes about a month to be issued; and it will be sent to you in a registered mail. [ NOTES ] The Certificate will expire in 3 months from the date of issue. You have to enter within that period. You must present it to immigration officer upon your arrival to Japan. Make sure to have it with you. Students with Japanese Government (Monbukagakusho) Scholarship do not need this Certificate. (2) College Student VISA You must obtain a Student Visa yourself at Japanese Embassy/Consulate in your country before coming to Japan. Required documents for the application and necessary days for the approval differ for each country; please confirm it yourself. The COE Certificate is for sure one of them. Check List: Before Coming to Japan Please complete all of the following when you prepare for coming to Japan. Passport Student VISA (sealed within your passport) COE (Certificate of Eligibility) Airline Ticket Cash Inform your arrival date & flight information to your Academic Advisor and/or Kokusai-ka Have your Tutor s name & contact info (IF have a plan to use Credit Card) Make a Card in your home country (IF have a plan to Drive in Japan) Check if your driving license is Valid A. Have spent 3more than 90days in home country after your license is issued Possible to change it to a Japanese license. Need to pass exams. Valid roughly for 3yrs. & extendable. B. Have NOT yet spent 90 days in home country after your license is issued. Check if possible to have an International License (Valid for 1yr at the maximum). 2. Immediate Living Expenses We suggest you to bring approximately 200,000 yen with you for immediate living expenses, supposing to rent an apartment, especially. If you are a Self-Supporting Student, please bring an additional amount for tuition and admission fee to be paid upfront. [ To Own a Credit Card ] Applying for a credit card in Japan is not encouraged as it takes time for the examination. And most likely students applications tend to be denied. If you want to use a credit card in Japan, it would be the best that you bring the credit card that had already been issued in your home country. 5

7 Tips to your Financial Planning You will need to handle your financial planning well so that you don t end up unable to pay the tuition fee and therefore being expelled from the university. 1. Average Cost of Living for One Month (approximate, prices in yen) For students living in Private Rented Accommodations Rent 25,000-45,000 food 15,000-30,000 telephone 5,000-10,000 (mobile telephone) utilities 5,000-10,000 (electricity, gas, water, etc.) transportation 10,000 (bus fare, gasoline for car, etc.) other 10,000 (buying household goods, etc.) total 70, ,000 yen For students living in a Dormitory (International House, etc.) dormitory fee 10,000 food 15,000-30,000 telephone 5,000-10,000 (mobile telephone) utilities 5,000 (electricity, gas, water, etc.) transportation 2,000-10,000 (bus fare, gasoline for car, etc.) other 10,000 (buying household goods, etc.) total 47,000-75,000 yen The cost for eating 2 meals a day in the university cafeteria is about 24,000 yen per month (400yen 30 days 2 times per day). If you cook for yourself, the cost will be somewhere around this figure, depending on the food you buy. If you own a car, please be aware that you will need another 10,000 yen or so per month for costs such as insurance, in addition to the purchase price. 2. Necessary Costs (when living in rented room) year of Enrollment 1 st year undergraduate (A) 3 rd year undergraduate (B) Master s program (C) Doctoral program (D) Entrance fee 300, , ,000 Waived for NUT graduates Tuition fees (270,000yen/sem.) 2,160,000 (270,000 2sem 4yr) 1,080,000 (270,000 2sem 2yr) 1,080,000 (270,000 2sem 2yr) 1,620,000 (270,000 2sem 3yr) Cost of living (65,000yen /month) 3,120,000~ (65,000 12mths 4yrs) 1,560,000~ (65,000 12mths 2yrs) 1,560,000~ (65,000 12mths 2yrs) 2,340,000~ (65,000 12mths 3yrs) Total approx. 5,600,000 yen+ approx. 3,000,000 yen+ approx. 3,000,000 yen+ approx. 4,000,000 yen+ 3. IMPORTANT NOTES Have a saving money set aside, prepared to cover your all expenses for the first year (at least 2,000,000yen) at the time of your enrollment to NUT. It is best not to count on receiving any financial support from the university or on future-income by doing part-time job activities; do plan your saving and spending with this in mind. Self-supporting international students should apply for exemption from admission, tuition fees and scholarship opportunities offered. However, it is not certain that you will receive any extra support of this type. You should have access to enough money of your own to support your studies without receiving any scholarships or fee exemptions. 6

8 If you work part-time to save money toward your school fees & living costs, make sure that it does not interfere with your studies. If you plan to go on to the Master s program, be especially careful to plan your finance well. Your timetable is very full from the 3rd year, too difficult to find the time for a part-time job. Most probably, Monbukagakusho scholarship students will not be able to extend the scholarship period when proceeding to higher course. Students who are considering going on to the doctoral program should save enough before enrollment to cover living costs for 3 years. If you were a Monbukagakusho scholarship student in your undergraduate program, you will most likely stop receiving this scholarship when you go on to graduate school. The chances of your getting exemption from the admission fee or from tuition fees are very low, even if you have applied for it (please see Tuition Fee Exemption Policy for details). Most students who get scholarships begin receiving them in the 4 th year. A generous scholarship is around 100,000 yen per month. They tend to be limited to certain nationalities and require grades above a certain level, and even if you apply there is no guarantee that you will win the scholarship. (A) Enrollment from 1 st year of the undergraduate course Need to make a serious planning to prepare for the 4 years to come, and its after. (B) Enrollment from 3 rd year of the undergraduate course There have been examples of students, especially those who used to be on Monbukagakusho scholarships, who had become used to spending money freely at Kosen. When they continued on with the same spending patterns, they used up all of their money before summer and were unable to pay tuition fees for the second semester. We recommend you consider options for setting aside the money for tuition fees and other important expenses, such as opening a separate bank account for them. Only a very few students are granted tuition fee exemptions in the 4 th year. (C) Master s program If, starting as a 3 rd year undergraduate, you put away 100,000 yen per month as savings for graduate school, that will come to 2,400,000 yen. This is still not enough to cover costs, so you should start saving earlier, or should earn money by working during vacations, for instance. (D) Doctoral program It is relatively easy for doctoral students to receive an exemption for tuition fees. Tuition Fee Exemption Policy NUT has a program to exempt selected students paying from tuition fees. Decision for the exemption is made each semester, and there is full exemption (of about 270,000 yen) and half-amount exemption (of about 130,000 yen). The decision is based primarily on your previous year s income. As long as your grades are above a certain level, your academic performance doesn t affect the decision much. Please be fully aware that most students are not to be granted the exemption. It is necessary to apply, but please do not count on receiving the exemption. It is important to make your financial plans without depending on getting an exemption. Almost all students who were Monbukagakusho or other government scholarship students the previous year will not be granted the exemption. Let us please warn you that if you repeat a year or if you take time off from NUT, the exemption will be withdrawn and you will have to pay full tuition fee. Taking time off in order to work in Japan and earn money for school fees is a violation of the terms of your visa, and you will be punished under the Immigration Law. 7

9 3. Your Journey to NUT The most convenient airports to the University are Narita, Haneda or Niigata Airport. Before leaving your country, assure to notify your academic advisor and Kokusai-ka of the date and expected time of your arrival at airport or Nagaoka station. Having yourself or your luggage insured by a traveler s insurance is recommended, for in case of accidents on your trip to Japan. When you bring heavy or plenty of luggages, you may take advantage of Luggage Delivery (Takuhaibin) Service at the airport. It will free your hands all the way to NUT; baggage will arrive in 1 or 2 days, at a reasonable price. Transportation to NUT ( charges are as of March 1, 2014) 4. Entrance Procedures All the newly enrolling students must follow the entrance process, differed by each student status. Those who are going to enroll as a Non-Regular student (research students or exchange student), the procedures and forms required are explained after the arrival. Those enrolling in April as a Regular Student, please follow Enrollment Guide (Nyugaku-Tetsuzuki no Tebiki). Reception is held before the entrance ceremony; please submit what is required in the Guide and receive necessary materials then. For the others who enroll at other time, the procedures and forms required are explained after the arrival. All who newly enroll as Regular Students must complete entrance procedures by the designated date which varies from each status. If not, the University will revoke your enrollment. 5. Moving into Living Accommodation Newly enrolled int l students are required to move into their living accommodation at once, and notify the address to Kokusai-ka. Student Affairs (ext. 9256) gives instructions to those who are to reside in one of our University dormitories (on- or off-campus). Procedures for renting an apartment are explained on p.42. 8

10 Check List: After Arriving in Nagaoka At City Hall Complete Resident Registration (Those who did not receive Resident Card at airport will receive one in post, after completing this procedure.) Join National Health Insurance Join National Pension (Regular Students may apply for full-year of grace by Special System for Students. Need to submit a certificate of enrollment. Need to update yearly. Non-regular Students under age 30 may apply for Payment Exemption.) At the University Complete the Enrollment procedure Attend all Guidance and Orientation Meet your Academic Advisor, Tutor and senior students Bring Passport & Residence Card to Kokusai-ka, allow them to keep copy of each Register for Courses Regular Students; on Live Campus WEB registration. Non-Regular Students; consult Kokusai-ka. (Self-Financed Students) Register for Scholarship in April & September (IF wish to attend) Register for Japanese Course(s) Placement tests held semi-annually (Apr/Sep). Non-Credit courses may permit Family Member(s) to join, with a certain charge. Check where Bulletin Boards, Class information, etc. are located on campus Others Settle down in your new Housing (Apply at Kokusai-ka if you need a Guarantor for your housing contract.) Open a Bank Account (IF wish all school fees to be withdrawn automatically, take the form from NUT.) Buy Cellphone/ Connect to Internet Line (Contact all related offices, including Bank, and inform your correct phone no.) Study basic rules for living in Nagaoka (Garbage disposal rules, etc.) Set up your Transportation to NUT (Motorcycle/Car needs Parking Permit from Gakusei-Shien-ka.) To Prepare for a Disaster, check the nearest refuge area & method to contact or place to meet with friends/family 9

11 3 University FEES and SCHOLARSHIPS 1. Tuition & other School Fees All the fees vary with the year of entrance and status. If you are applying for Admission Fee/ Tuition Exemption, please wait to make a payment until the decision on your case is made. [ unit: JPyen ] Status Screening Fee (*1) Admission Fee (*2) Tuition (*3) Other Fees (*4) Undergraduate Course Graduate Course Non-Regular Students Enrolled to 1st year 17,000 Enrolled to 3rd year Master s Program Doctoral Program 30, , ,800/year Research Student 9,800 84,600 29,700/month Exchange Student Research Exchange None None Student New tuition is to be applied to you when any revision of tuition is occurred. approx. 50,000 approx. 40,000 approx. 1,500 approx. 1,500 *1 Screening Fee: must be paid when you submit an application *2 Admission Fee: must be paid in the period of admission procedure. It is NOT necessary for those who are continuing to the Doctoral Course after completing the Master s at NUT. *3 Tuition: 1) for Regular Students: can be paid in one lump sum up front or in 2 halves. It will be withdrawn from the designated bank account you authorize; the first half (Apr. Sep.) on May 1st, the latter half (Oct. Mar.) on November 1st. 2) for Kenkyu-sei: be withdrawn from your designated bank account in advance, either by 3 or 6 months, depending on your study period. 3)Monbukagakusho Scholarship Students and short-term Exchange Students under an academic exchange agreement are NOT required to pay. *4 Other fees: Student Educational Research Activities Insurance 1,340 yen/yr, 2,430 yen/ 2 yrs, 3,620yen/3 yrs, 4,660yen/4 yrs NUT Alumni Association Fee (voluntary) 12,000yen NUT Society of Educational Program 20,000yen Cost of Orientation Camp for New Students 3,000yen/1st-yr Undergraduate, 10,000yen/3rd-yr Undergraduate 2. Two All-Students Insurances (Gakken-SAI and Gakken-BAI) All Regular Students are automatically obliged to buy these insurances, as a part of the entrance procedure. All Non-Regular Students are also required to have both insurances as well. Gakken-Sai is to aid the medical expenses for accidents happened during: classes, educational research activities under the supervision of faculty staff, transporting yourself to NUT, university events, on- and offcampus activities of registered student groups, and whatever occurred inside NUT (except dormitories). Gakken-Bai is to cover compensation for injuries or property damages caused to others. If any accident occurs, immediately contact Student Affairs (ext.9256). Optional insurance which covers accidents during private activities is available for those who join Gakken-Sai. If you want to buy, please contact Student Affairs. 10

12 Those who take Internship Jitsumu-Kunren in their undergraduate 4th year are also asked to buy an additional insurance; because this one provides 24 hours support, including weekends and holidays. Exchange Students who attend Internship are required to carry this insurance as well. 3. Admission Fee Exemption Regular students may apply for Admission Fee Exemption (half or full amount). Please take the necessary procedures at Student Affairs (Gakusei-Shien-ka: GS-ka) during your enrollment formalities. However, you must meet the following condition: For Undergraduate: One who has been damaged by natural disaster so that making admission fee payment is difficult. For Graduate: a) One who has an outstanding academic record, and fairly has a financial difficulty to pay the admission fee. b) One who has been damaged by natural disaster so that making admission fee payment is difficult. 4. Admission Fee Postponement Regular students may apply for Admission Fee Postponement at Student Affairs (GS-ka) during your enrollment formalities. If you are selected, your payment will be postponed. However, you must meet the following condition: a) One who has an outstanding academic record, and fairly has a financial difficulty to pay the admission fee on time. b) One who has been damaged by natural disaster so that making admission fee payment is difficult. 5. Tuition Exemption Regular students who fall under any of the following items both a) & b), may apply for Tuition Exemption (half or full amount) at Student Affairs (GS-ka) during the specific period of time. Please note that you must apply by each semester (first and second). Application period will be announced by NUT website and posted on the bulletin board of Gakusei-Shien-ka; do not miss these announcements. a) One who has an outstanding academic record, and fairly has a financial difficulty to pay the tuition. b) One who has been damaged by natural disaster within 6 months (within 1 year for new students) so that making tuition fee is difficult. [ CAUTION for Applicants ] Students who are to apply for these opportunities: you must NOT make a payment of admission fee and/or tuition fee until the result of your application is made. 6. Tuition and Fee Payment Deadline IF you fail to complete the payment of Admission Fee and Tuition by the designated date, you will be expelled from the university. In that case, 1) you are asked to return to your homeland because your residential status as college student is not qualified you to stay in Japan. 2) you are not allowed to re-enroll to the current course in the future. 11

13 7. Scholarships for Self-Supporting Students To those privately financed students, available scholarships must be divided into 2 types: those that request university s first screening; and others that invites individual students to send in applications freely. For the first ones, please refer to Handbook of Applications for Scholarships Shogakukin- Boshu-Yoko, issued by Kokusai-ka every April and September. Candidates are selected from among registrants through the University Committee s initial screening. The selected applicants are then submitted by Kokusai-ka to the foundation of the scholarship program. 8. Monbukagakusho (MEXT) Scholarship Students (1) Types of Enrollment Students enrolling as Japanese Government (Monbukagakusho: Ministry of Education, Culture, Sports, Science and Technology) Scholarship Students to NUT is as below: Qualification Enroll NUT as Condition Extension Those who have completed Undergraduate Study Undergraduate Students Kenkyu-sei (research student) recommended by a Japanese Embassy (*1) Kenkyu-sei or Regular 1st Year Graduate Students recommended by the University (*2) Regular 1st Year Undergraduate Students recommended by a Japanese Embassy (*1) Regular 3rd Year Undergraduate Student after graduating from a Japanese Technical College Student who is newly arriving Japan for study or research MEXT Scholarship Student who has been studying at a Technical College in Japan and been permitted to extend the period of the Scholarship Application for extension of the Scholarship is permitted only when going on to higher school (Master s or Doctoral) to obtain a degree and meeting the academic standards set by MEXT. If fail a year of study, the Scholarship will be discontinued. *1 Through Japanese Embassy Japanese Embassy/Consulate abroad recruit students every year. Applications must be made personally and enrollment will be in April or October as research students or as regular students, of the following year. For details, please contact Japanese Embassy in your country. *2 By Recommendation of NUT NUT, like any other Japanese universities, accepts applications around the middle of November. One should first seek a prospective academic advisor and obtain an informal consent beforehand. The date of your arrival is in early October as a Kenkyu-sei, in early September as a master s or doctoral student. (2) Domestic Selection Program (Examination of Self-supporting Students) Self-supporting Students who are already studying at NUT may apply for the Scholarship. Please refer to Handbook of Applications for Scholarships (Shogakukin-Boshu-Yoko), handed out by Kokusai-ka every September for applying. NUT will select candidates among applicants and recommend them to Monbukagakusho, after examination by its International Student Committee; the decision upon scholarship recipients will be made by the Monbukagakusho. (1 Graduate student was selected within entire NUT in the academic year 2013.) Requirements for application (as of April 1st of following year): [ For Regular Graduate Student ] *A student who is to start at graduate school as a Regular Student or who already is studying at graduate school. *Under 35 years old with an excellent academic record. 12

14 *One who had been a Monbukagakusho Scholarship Student in the past may apply only if 3 years have passed after completion of the period. (3) Assistances for Monbukagakusho Scholarship Students of April 1, 2014 for students studying at NUT Graduate Student Monthly Stipend ; Research student:143,000 yen * Master s student:144,000 yen * Doctoral student:145,000 yen * Admission Fee Exemption (except Domestic Selection Students) Tuition Exemption Travel Expenses to Japan (except Domestic Selection Students) Travel Expenses back to home country Undergraduate Student Monthly Stipend:117,000 yen * Admission Fee Exemption (except Domestic Selection Students) Tuition Exemption Travel Expenses to Japan (except Domestic Selection Students) Travel Expenses back to home country * Additional monthly stipend 3,000 yen is provided from November to March. (4) Procedures for Receiving monthly Scholarship Monbukagakusho Scholarship is to be transferred to your Post Office Yucho Bank account around 25th of every month. Kokusai-ka needs your designated account information at the beginning of your Scholarship period. In the first days of every month, you are required to appear your attendance to the University by coming to sign on registration list which is placed at the counter of Kokusai-ka. When you sign late, the payment will be delayed. When you cannot sign by the fixed date for some reasons, you must notify Kokusai-ka in advance. And when you fail to sign between the first day and the last day of a month, the Scholarship payment will be canceled for that month. 13

15 4 LEGAL PROCEDURES for YOU & FAMILIY 1. Residence Card (1) Obtaining a Residence Card To all foreign nationals arriving legally in Japan with a permission to stay for more than 3 months period, Residence Card is issued by Immigration Office. As of March 1, 2014, NARITA, HANEDA, CHUBU and KANSAI Airport are the only 4 ports of entry for foreigners to receive the Card upon arrival. If you enter Japan through other airport, you will receive a stamp in your passport beside the Landing Permission Sticker, stating 在 留 カード 後 日 交 付 (meaning; Resident Card to be Issued Afterward). After you are set with a place to stay in Japan, you must immediately (within 14days) go to your City Hall and register yourself in the address. By submitting this notification to City Hall, your Residence card will be created and be sent to you in registered mail from immigration Office. (2) Carrying the Card at All Time You must carry your Residence Card with you at all time and to present it to immigration inspector, police officer or other officials upon their requests. You may face being charged of a fine up to 200,000yen if you are found unable to present it; and being punished a maximum of 1 year imprisonment or a fine up to 200,000yen if you comply with the demand. On the other hand, it releases you from the trouble of carrying your Passport every day. If you happen to lose the Card, you must at once apply for a new Card. Please make sure to report first to police of the loss, then receive the recipient number of the report. (3) Alien Registration Card Alien Registration Card will continue to serve effective for those who entered Japan before July 9, 2012, when the new residency management system was put into operation. It remains valid and gradually and automatically changed to Resident card when you make next extension for period of stay. You may choose to shift your existing Alien Registration Card to a Residence Card freely by making a request by submitting a set of application forms to immigration Office. 2. At City Hall (1) Residence Registration Any foreigner who intends to stay in Japan for over 90 days must register at City Hall within 14 days after you decide your address. Every time you change your place to stay, you must notify your new residence to City Hall within 14 days, and have them officially state the correct address at the back of your Residence Card. 1) Registration Procedures You register personally at the City Hall where you live. For the first registration, bring your Passport and Residence Card (if you own one already). If any changes take place in such items as: address in Japan, immigration status, authorized period of stay, you must notify the City Hall within 14 days. 2) Certificate of Residence (Ju-min-hyo) When you apply for scholarships or for your child(ren) to enter a school, Certificate of Residence (Ju-min-hyo) is requested. Your Residence Card and a fee of 250 yen (for Nagaoka City) are required. 14

16 (2) National Health Insurance If you finished Resident Registration, you and your dependents are imposed to join Japanese National Health Insurance Program. This Program functions to reduce the individual's medical cost through mutual payments and assistance. Registered foreign nationals, including International Students and their family members, who have authorized period of stay in Japan for 3 months or more and have complicated Residence Registration are required to have this Insurance. Others who stay for fewer periods may also apply for an approval to join. Formalities to join is carried out at City Hall at the same time of your Residence Registration. Before leaving Japan, you need to withdraw from this Insurance; please go to City Hall with your Insurance Card and return it. 1) Insurance Premium The amount of premium is determined every year based on the number of family member, household income, etc. However, for non-japanese residents in their first year in Japan, the minimum level of insurance fee is requested; because they have no income record in Japan. City Hall will decide the official amount for each household every year in July then inform it in a letter; so you will not receive bills between April and June. You will be paying the fee for the year (April to next March) in 9 bills from July to March. 2) Insurance Card (Proof of Policyholder) Once the entry procedure is completed, you will receive your Insurance Card. You must show it at the reception of medical institution every time you receive clinical services. Your National Health Insurance policy will cover 70% of all medical bills and you will be required to pay the remaining 30% directly after receiving treatments at the hospital, clinic or other medical institutions. For children before enrolling to primary school, 80% is covered by the Insurance. 3) Notable Benefits Excessive Medical Charge: When you have paid for medical treatments in one month more than the limit set by City Hall, the amount that exceeded will be returned to you. Overseas Medical Treatment: When you are treated outside Japan (your home country or other) and paid all expenses, you may apply for a reimbursement after returning to Japan. There are a number of documents to submit; we recommend you to receive the forms at City Hall and start preparing before you fly overseas. Subsidy for Childbirth: The amount is fixed by Nagaoka City and it is 420,000yen per child (as of March 1, 2014). Make the application for it at the hospital/clinic after your child is born. Nagaoka City will send this subsidy to the medical institution. When the bill for your childbirth is more than 420,000yen, the shortage must be borne by you; and when it is less than the subsidy, you will receive what remains of the support. (3) National Pension All registered residents in Japan between 20 and 59 of age, Japanese or non-japanese, must join either the National Pension or the Employee s Pension. 1) Special Payment System for Students Those who are not employed will be registered for National Pension at City Hall when you residence registration. Regular Students may apply for exemption of payment for students. Please take a certificate of enrollment to submit. Non-Regular Students may apply for postponement of payment. Please keep in mind that these systems require an annual renewal. Document to see any condition change will be sent to each every February. Make sure to return a reply by the end of March, confirming your student status for the next academic year (April to March). This allows you to benefit from the insurance part of this national pension program. 15

17 2) Disability Pension If you become disabled while having a membership of National Pension, you may receive this basic pension. Even if you are exempted of making a payment and have never paid a single yen for this pension plan, you are eligible for an application when being disabled. 3) Withdrawal Payment after Leaving Japan Those who have paid the Japanese public pension for at least 6 months, you may request one-time payment as you withdraw from the pension program. 3. Related to Immigration Office Procedures for VISA applications to Enter Japan is explained on page 10. Any question is to be cleared by calling the Immigration Offices (page 81). For some of application at the Immigration Bureau, Kokusai-ka can be your representative. For details, please consult us with enough time. (1) Extension of Visa Period An application for extension should be submitted to an immigration office during the period of 3 months prior to the expiry date. Staying in Japan beyond your authorized period may cause you punishment and/or deportation under the Immigration Control Act. [ Necessary Documents ] 1) Application Form for Extension (available from the website of the Immigration office/at Kokusai-ka) Form for Organization should be issued by University. Please consult Kokusai-ka before application. 2) Certificate of Enrollment Regular Students may issue it yourself by the certificate issuing machine. Kokusai-ka issues the one for Kenkyu-sei. A copy of Notice of Admittance is required to those who are to enter graduate school. 3) Academic Record (for Regular Students) or Certification of Research and Study (for Kenkyu-sei) 4) Passport & Residence Card 5) Revenue Stamp ( Shunyu-Inshi ) 4,000yen worth. Service charge for the procedure (when the extension is permitted), can be paid at immigration office. 6) Bankbook: for in case when you are asked to present it to immigration officer. 7) Scholarship Certificate if you are receiving/promised. Please consult to your scholarship foundation or to Kokusai-ka (for Monbukagakusho or JASSO scholars), with enough time. 8) Students who are not completing the Course within the regular period must have a letter by your supervisor and of your own, stating roughly how long you would additionally need. (2) Work Permit for Part-time Jobs Int l students with College Student Visa are prohibited to engage in any income-making activities; though temporary or secondary activities to supplement living expenses and school fees are permitted. Those who work without this permit will be subject to punishment and/or deportation from Japan. Please present the following documents 1) to 3)to Kokusai-ka before your application and note that an approval from your supervisor (or Class-Tannin, Advisor-kyouin ) is included; 16

18 [ Necessary Documents ] 1) Application Form for Permission to Engage in Activities other than these permitted This form is available from the website of the Immigration Bureau/at Kokusai-ka. 2) Passport & Residence Card 3) Form for Approval from Supervisor (to be submitted to Kokusai-ka) Maximum Hours you are allowed to engage in jobs is 28 hours a week. It is up to 8 hours a day during spring, summer and winter breaks. If you are found working exceeding hours, you may be subject to severe punishment and deportation. Engaging in any business related to prostitution is also prohibited. Student Affairs introduces part-time jobs for students.(ext. 9251/9252) This permit is also required for students who are planning to do the university s internship program at a company as well. Please consult with Kokusai-ka to prepare for your internship program. Family Members may work part-time with this permit as well. The maximum hours allowed is 28 hours a week, even during the long holiday period of the university. (3) Re-Entry Permit When you wish to leave Japan for over one year, you must have a Re-Entry permit before you leave Japan. For the application, please ask Kokusai-ka for details. Special Re-Entry Permit (To visit your family in homeland or Trip to overseas) When you have a valid Passport and Residence Card (*), and if you plan to return to Japan within a year, you will not need to obtain a Re-Entry permit beforehand. Instead, you simply present your Residence Card to the immigration inspector when you leave. (*) Those foreign nationals who have Alien Registration Card or a stamp on their Passport Resident Card to be Issued Afterward are included. [ Caution ] You will lose your resident status if you fail to re-enter Japan within 1 year from departure. (4) Change of Visa Status (for Employment) If you are to engage in any different activity and to cease the activity under the present residence status, you must obtain the new status, especially if you are to be employed in Japan. It should be emphasized, however, that all the applications have no guarantee of its approval. Even if the approved period with your College Student Visa is still remained after your completion of study, continuing your stay in Japan or starting your full-time job without changing the Visa status become subject to punishment and/or deportation under the Immigration Control Act. [ Necessary Documents (for Employment) ] 1) Application for Permission to Change Status of Residence Forms are available from the website of the Immigration Bureau/at Kokusai-ka. 2) Passport and Residence Card 3) Revenue Stamp ( Shunyu-inshi ) 4,000yen worth This should be paid when the change is permitted. The followings are also required according to the types of job and of the recipient company; 4) Copy of Employment Contracts (or Letters of Appointment or Notification of Employment) You must submit a copy of the contract exchanged with the employer, or another document specifying the new activity as employee, its duration, position and the remuneration. 5) Curriculum vitae (resume) 6) Graduation Certificate (or Statement that Confirms the Expected date of Graduation) 17

19 7) Materials showing the Outline of the Company or Copies of the Company Registration Obtain from the recipient company. A copy of the company registration must have been issued within 3 months prior to the application. 8) Statement of Accounts issued for the nearest fiscal year. 9) In case your new Status is Engineer, documents certifying the category applicable Extra materials might be asked by the Immigration Bureau. Upon application, please refer to the website of Immigration Bureau and ask the Employer for information and some documents. [ When you Wish to Seek an Employment in Japan ] You may apply and stay in Japan with a Designated Activities Visa (usually 6 months), for a maximum of 1 year (extension of Stay permitted only once), if you wish to continue job hunting in Japan after your completing a course. While seeking an employment, you are allowed 28 hours per week with part-time job. On application for this permit, a recommendation letter from the university is required. Please consult with Kokusai-ka with enough time in advance. (5) Accompanying Family Members Family members of int l students who reside in Japan with College Student Visa are allowed to accompany under the residence status of Dependent (the one with a Student Visa). For having your family members in Japan, the application can be done by you at immigration office once you are here in Japan. However, this Visa application procedure takes a long time. (*Kokusai-ka has forms for this application and for extension of their period of stay also.) [ Necessary Documents ] 1) Application form for Certificate of Status of Resident (available at Kokusai-ka) 2) 1 Photograph of 4 3cm per one family member 3) Marriage Certificate/ Birth Certificate to identify the personal relationship with you, in English 4) Copy of your Passport and Residence Card 5) Your Certificate of Enrollment at NUT 6) A document to certify your financial ability: Please consult to Kokusai-ka, with enough time. 7) an Envelope with stamp of 380yen, addressed to you (to return the Certificate) 8) Bankbook: for in case when you are asked to present it to immigration officer (6) Birth of a Child The followings need to be done when your child is born in Japan. Please inquire to the offices concerned for the latest details. 1) Report the Birth (within 14 days after birth, to City Hall) Birth Certificate issued by doctor, Boshi-Techo (Meternity Record Book), etc. are required. 2) Apply for Certificate of Status of Residence (within 30 days, to immigration office) With City s filing receipt of birth certificate, Boshi-Techo, Residence Card&Passport of parent(s). 3) Residence Registration (City Hall) 4) Medical Expense Support for Children (City Hall) For preschoolers: 530yen/clinical visit, free charge for prescribed medicines, etc. 5) Child Allowance (City Hall) For all children before finishing junior high school. Monthly child allowance benefit of 10-15,000 yen per child. Must be renewed annually. Sent to your bank account every 4 months (Feb, Jun, Oct). 6) National Health Insurance (City Hall) If you wish to include your child to the Insurance. Subsidy for Childbirth (420,000yen) can be requested. 7) Passport for the Child (Embassy of your home country in Japan) 18

20 (7) Education for Children Your children who live with you in Japan may enter Japanese educational institutions. Daycare Center ( Hoiku-En ) When your child is unable to be watched over in daytime, you may apply for day nursery school. Please talk to the City s welfare office (Hoiku-ka: Tel ) for details. You may need to present proof(s) of why the parents are occupied in the day. Monthly childcare fee is determined by the City, according to your income; and each nursery may have additional set of fees. Kindergarten ( Yo-chi-En ) Children under age to enter elementary school may enroll to a kindergarten. School fees are fixed and set by each school, regardless of the family s income. For the necessary procedures, please directly contact the kindergartens. Elementary School ( Sho-Gakko ) and Junior High School ( Chu-Gakko ) Sending children to elementary school (6yrs) and junior high school (3yrs) is obligation to all parents living in Japan. Which school to attend is appointed, depending on where you live. Public schools are free of charge in tuition and texts; but cost for school lunch and educational materials are needed. Please apply to the City s Board of Education (Gakumu-ka: Tel ). 19