SOKENDAI Student Dispatch Program

About "SOKENDAI Student Dispatch Program"

This program encourages SOKENDAI students to seek a short-term research opportunity abroad and/or a long-term collaborative research project in and outside Japan that may lead to their career in the future. The program follows the educational goals of SOKENDAI, "advanced specialties and expertise," "broad perspective," and "international competitiveness," and intends to financially support such research opportunities of SOKENDAI students.
For details, please see the following application guidelines.

[Note] Be sure to use the latest version of the Application Guide and Form 2-1.

 

Application Documents

Please download the all data from here. ( Application Guide and Application Documents )

Each category requires different documents. Check what documents to submit for your category.

  Application Documents Category1 Category2 Category3
(1) Form 1-1:Application ◯ ◯ ◯
(2) Form 1-2: Letter of Recommendation (to be submitted by your supervisor) ◯ ◯ ◯
(3) Form 2-1: Itinerary Updated July 2, 2024 ◯ ◯ ◯
(4) Form 2-2-1: Financial Plan *Input data for thefollowing Forms 2-2-2 to 2-2-4 will be automatically reflected on this form. ◯ ◯ ◯
Form 2-2-2: Calculation of Transportation Expenses
Form 2-2-3: Calculation of Accommodation Expenses
Form 2-2-4: Calculation of Other Expenses
(5-1) *Letter of acceptance from the host institute (faculty member of the host institute, etc.) (*format of your choice) *If submission of a letter of acceptance is difficult, you may attach the following documents: - Copy of a document that can confirm the negotiation process between the academic advisor and the receiving organization and informal consent of acceptance - Copy of a document that can confirm the negotiation process with the research area and subject - Copy of a document that can confirm the basic information and conditions of use of the host facility (5-1) or (5-2) ◯ ◯
(5-2) Copy of a program of an academic or research meeting, etc. with the name of the applicant listed (including pages, etc. indicating the venue, schedule, and the applicant's name), or a copy of material that can confirm a presentation to be given by the applicant △
If the applicant intends to participate in an academic meeting, etc. during the period of stay at a host institute		 －
*When preparing the Form 2-2-1: Financial Plan , you must submit the following documents in support of your calculation of the application amount. Please number the documents according to the respective expense items eligible for support in the financial plan.
(6) Estimate of airfares ◯ ◯ △
Only when air tickets are necessary.
(7) Accommodation expenses estimate, or documentation in support of your calculation of accommodation expenses ◯ ◯ ◯
(8)

(If there are special circumstances that cause the unit price per night to exceed the upper limit.)

1) A statement of reason for using the hotel with a unit price that exceeds the upper limit (free format) *SAMPLE

2) Accommodation quotes (online reservation screenshots are acceptable but the breakdown must be clear.)

3) Other supplimental materils

a) If local price factor forces the use of hotel with unit prices that exceed the upper limit, the following materials should be submitted. *REFERENCE

・Comparative data on the cost of multiple hotels (at least 3 hotels) in the area.

・Map showing destination and the hotel

・Documents showing the room class, facilities, etc. of the hotel

・Other supplementary materials indicating the purpose and necessity of travel to the destination

b) If you are attending an international conference or workshop, etc. and a specific hotel has been designated by the host organization and there are no other lodging options available other than that hotel, the following materials should be submitted.

・Documents showing the details of the conference or workshop and the designation of the hotel by the host organization
Documents specifying details of expenses eligible for support and a breakdown of the amounts, etc., or documents in support of your calculation of the amounts

 △ Applicable person only △ Applicable person only ー
(9) Documents specifying details of expenses eligible for support and a breakdown of the amounts, etc., or documents in support of your calculation of the amounts △
Only if you are applying for assistance.		 △
Only if you are applying for assistance.		 △
Only if you are applying for assistance.
  • Prepare a travel/stay plan, taking into careful consideration the number of days required to obtain a visa for your travel destination and the number of days required for the preparation of certificates and other documents that must be submitted to the overseas diplomatic office.
  • If you are unable to submit the application document in (5-2) above by the deadline for submission, attach a copy of a document such as the research meeting program or overview (including the venue, date and time), and a copy of a document that can confirm the period, etc. during which your presentation is to be confirmed.
  • If you cannot submit application documents (6) to (9) by the deadline for submission, please contact the Student Dispatch Program Office (contact for inquiries) beforehand.

Application Deadline

  Deadline for submission Deadline for submission from your program office to the Hayama office Possible departure date
1st call for applications Date determined by each program * (Please check with your program office in advance.) January 26 , 2024 April 1 - July 31 , 2024
2nd call for applications May 24 , 2024 August 1 - October 31 , 2024
3nd call for applications August 23 , 2024 From November 1 , 2024. However, ending no later than March 5, 2025 (upon your return to Japan)

*For students enrolled before 2022, "program" should be read as "department."

[Note] If you are a student enrolling in a doctoral program in April 2024 (3rd year transferee) and are unable to apply on the 1st call and cannot proceed with the program plan on the possible departure date specified in the second call or thereafter, under special circumstances only, your possible departure date for the second call will be on or after July 1 , 2024. If the above applies to you, you must attach a " Statement of Reason for Desiring a Change in Possible Departure Date " (format of your choice) when you submit your application. In addition, if you have a genuinely unavoidable reason for requiring adjustment of the possible departure date specified in the respective recruitment periods of the application schedule, you must consult with the Student Dispatch Program Office beforehand.

Related Documents and webpages

 

Past programs

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