JUNTENDO UNIVERSITY FACULTY OF MEDICINE CLINICAL OBSERVERSHIP APPLICATION GUIDE

CONTENTS:

GENERAL INFORMATION

• BriefSummary...........................................................................................................................................

• NumberofApplicants.............................................................................................................................

• Openings.....................................................................................................................................................

• LocationandRegistration.....................................................................................................................

• Tuition...........................................................................................................................................................

• Cautions.......................................................................................................................................................

APPLICATION INFORMATION

• ApplicationProcessFlowChart...........................................................................................................

• ApplicationPeriod....................................................................................................................................

• ApplicationRequirements.....................................................................................................................

• ApplicationSubmission.........................................................................................................................

• ApplicationReviewProcess..................................................................................................................

• RequiredItems...........................................................................................................................................

• TimePeriod,Schedules,andPublicHolidays..................................................................................

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GENERALINFORMATION

APPLICATIONINFORMATION

THINGSTOKNOWPRIORTOAPPLYING

THINGS TO KNOW PRIOR TO APPLYING

• LetterofAcceptance&CertificateofCompletion.......................................................................

• ShortTermVisas........................................................................................................................................

• Housing........................................................................................................................................................

• Transportation&PersonalExpenses.................................................................................................

• Orientation..................................................................................................................................................

• JapaneseLanguageandCultureClasses.........................................................................................

• HealthCareSeminar................................................................................................................................

• JuntendoEnglishForum(JEF)..............................................................................................................

• Events............................................................................................................................................................

QUESTIONS ..............................................................................................................................................................

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GENERAL INFORMATION

Brief Summary

• TheClinicalObservershipProgramofferstheopportunitytoobserveoutpatientclinics,ward

rounds,surgeries,laboratories,andconferences.

• JuntendoUniversityHospitalislocatedinthecenterofTokyo.

• JuntendoUniversityHospitalisthelargestuniversityhospitalnetworkinJapanandmany

patientswithraremedicalconditionscometoJuntendoUniversityHospital.

• Manyofthedoctorsspecializeinspecifictypesofmedicalcases.Applicantsshouldreview

thelinkslistedintheDepartmentSupplementaryInformationGuidebeforeapplyingtoen-

surethefocusofthedepartmenttheywishtoapplytomatchestheirinterests.

• Departmentsmaynotbeabletoprovideanexplanationofeverymedicalprocedureand

everysurgicalstep.Applicantswithoutapriorknowledgeofthedepartmenttheyhopeto

attendmaybelimitedinwhattheymaybeabletolearnduringtheprogram.

• JuntendoUniversityisaJapanesehospitalandwhilemanyofthedoctorsspeakEnglish,

translationsofeverythingwillnotbeavailable.Applicantsshouldbeselfmotivatedand

readytoovercomepotentiallanguagebarrierstheymayface.

• Lastyearover250clinicalobserversattendedourClinicalObservershipProgram.People

whodoattendtheprogramwillmostlikelyhavethechancetomeetotherinternationalstu-

dentsanddoctorsfromaroundtheworldwhileinJuntendoUniversity.

• PreviousclinicalobservershaveprovidedbriefdescriptionsoftheirexperienceinJuntendo

UniversityClinicalObservershipProgramonthefollowinglink.

Openings

• JuntendoUniversitydoesnotlistclinicalobservershipopeningsontheClinicalObservership

applicationpage.

• ApplicantsmayemailtheInternationalCenteraboutopenings.Applicantsshouldlistthe

exacttimeperiodanddepartment(s)theywanttoattendtocheckforopenings.

Location & Registration

• JuntendoUniversityMainHospital(3-1-3Hongo,Bunkyo-ku,Tokyo,113-8431,JAPAN)isthe

locationoftheClinicalObservershipProgram.

• ClinicalObserverswillberegisteredintheFacultyofMedicine(2-1-1,Hongo,Bunkyo-ku,

Tokyo113-8421,JAPAN)asClinicalObservers.

• ClinicalobserverswillnotbecomeregisteredinJuntendoUniversityasstudentsorfaculty

members.

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GENERALINFORMATION

Tuition

• TheJuntendoUniversityClinicalObservershipProgramdoesnothaveanytuitionfees.

• Therearenoscholarshipsorfinancialaidassociatedwiththeprogram.

Cautions

• ClinicalobserverswillbesubjectedtothepoliciesofJuntendoUniversityFacultyofMedicine.

• JapaneselawpreventanyonewithoutaJapanesemedicallicensefromdoinganythingthat

mayaffectthehealthofapatient.Clinicalobserverswillnotbeabletoconductanymedical

proceduresthatmayaffectthehealthofapatient.Theprogramisanobservationalexperi-

ence.

• Applicantswhoapplytodepartmentswheretheymayobserveoutpatientclinicsshouldbe

awarethatmanyofthepatientinteractionsthatoccurinJuntendoUniversitytakeplacein

Japanese.ClinicalobserverswillbeabletotalkwiththedoctorstheyareobservinginEn-

glish.

GENERALINFORMATION

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Check the Department Supplementary Information Guide.

Check the Department Supplementary Information Guide for specific

information about your desired department(s).

Information in the guide may include:

• Department links, time periods, durations, prerequisites,

additional requirements, notices, content, and assignments.

Submit the required items to JUIC ( juic@juntendo.ac.jp).

JUIC will

• submit your application to your desired department(s).

• inform you of the results.

• help accepted applicants prepare for arrival.

Who may apply?

When may I apply?

Application Period: between 90 - 365 days before desired start date.

Where may I apply to?

What do I do next?

What do I do next?

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APPLICATION INFORMATION

Application Process Flow Chart

APPLICATIONINFORMATION

Applicants who meet the application requirements. See page 6.

Application Period

• AllapplicantsapplyingforaprogramstartingonorafterNovember5,2018musthave

requiredapplicationitems1-12confirmed120daysbeforethedateoftheirdesiredstart

toapply.

• AllapplicantsapplyingforaprogramthatwillstartbeforeNovember5,2018musthave

requiredapplicationitems1-12confirmed90daysbeforethedateoftheirdesiredstart

toapply.

• Applicantsshouldsubmittherequiredapplicationitemspriortothedeadline。

• Applicationssubmittedmorethan365dayspriortothedesiredstartdatewillnotbe

accepted.

Application Requirements

1. Studentsregisteredinamedicalschoolandresidentordoctorsemployedbyahealthcare

facility.

2. NumberofApplicants

• BetweenApril1,2018-March31,2019JuntendoUniversitywillnotbeabletoaccept

morethan:

• 5studentsfromoneuniversity

• 10studentsfromJuntendoUniversitypartneruniversities.

• Nomorethan5applicantsfromapartneruniversitymayapplyforthesametimeperiod.

• Applicationswillbeacceptedintheorderapplicationsaresubmitted.

• JuntendoUniversitywillnotdeclinetoreviewapplicationssentdirectlyfromapplicants

unlesstheuniversityoftheapplicantplanstonominatestudents.

• Applicantsmayinquiryaboutopeningbeforeapplying.

• BetweenApril1,2019-March31,2020JuntendoUniversitywillnotbeabletoaccept

morethan:

• 3studentsfromoneuniversity

• 5studentsfromJuntendoUniversitypartneruniversities.

3. LanguageRequirement

• Applicantsenrolled,training,orworkinginaninstitutioninanEnglishspeakingcountry

areexemptfromthisrequirement.

• ApplicantsenrolledinamedicalschoolwhereEnglishisthemediumofcommunication

areexemptfromthisrequirement.AcertificateindicatingEnglishisthemediumofcom-

municationmustbesubmitted.

• ApplicantswhomustmeetthisrequirementshouldsubmiteitheraTestofEnglishasa

ForeignLanguage(TOEFL),InternationalEnglishLanguageTestingSystem(IELTS),Cam-

bridgeEnglish,orJapaneseLanguageProficiencyTest(JLPT)testscore.

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APPLICATIONINFORMATION

• ThereisnominimumTOEFL,IELTS,CambridgeEnglish,orJLPTscorerequirements.

• Departmentswillreviewthetestscorestodeterminewhethertheywillbeabletosuper-

visetheapplicant.

4. Formedicalstudents:Academicyearrequirement

• Studentsina5or6yearmedicalprogrammustbeatleastintheir4thyeartoapply.

• Studentsina4yearmedicalprogrammustbeatleastintheir3rdyeartoapply.

5. Formedicalstudents:Prooftheapplicanthascompletedthebed-sidelearningportionof

theirmedicalcurriculum.

6. Formedicalstudents:Prooftheapplicanthasstudiedmaterialrelatingtothedepartmenthe

orshewishestoapplyto.

7. Formedicalstudents:Prooftheapplicanthascompletedanobservership,clerkship,orelec-

tiveinahealthcarefacility.

Application Submission

• ApplicantsshouldsendallrequireditemstoJuntendoUniversityInternationalCenter:

juic@juntendo.ac.jp

• Applicantsshouldsendapplicationitemsasemailattachments.

• ApplicantsshouldnotsendapplicationitemsaspartofGoogleDriveoranyothercloud

storageservice.

Application Review Process

• Thetimeeachdepartmenttakestoreviewanapplicationvaries.Somedepartmentsmay

reviewapplicationswithinoneweek.Therearecaseswhereapplicationsmaytakeover

onemonthtoprocess.TheInternationalCenterwillkeeptheapplicantupdatedabout

wheretheirapplicationstands.

• JuntendoUniversitywillnotberesponsibleformeetinganydeadlinesimposedbyan

applicant.

• Applicantswhoseuniversityorhospitalrequiresthemtoreceivealetterofacceptance

beforeadesignatedtimeshouldsubmittheirapplicationwellbeforetheirdeadline.

• Applicantswhowillbeapplyingwiththeirclassmatesorcolleaguesforanobservership

thatwilltakeplaceoverthesametimeperiodshouldsubmittheirapplicationsonthe

sameday.Applicantsshouldlistwhotheyareapplyingwithwhentheysubmittheir

application.Thiswillhelpthedepartmentreviewtheapplicationsatonetimeandspeed

uptheapplicationprocess.

Required Items (Including answers to commonly asked questions)

1. Application

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APPLICATIONINFORMATION

• Clickonthefollowinglinktodownloadthemedicalstudentexcelapplication.

• Clickonthefollowinglinktodownloadtheresidentanddoctorexcelapplication.

• Submittheapplicationasanexcelfile.

• Withintheapplicationapplicantsmustsubmitastatementindicatingwhytheyare

applyingtothedepartment(s).Thestatementshouldbearound100wordsand

should:

• Indicatehowtheapplicantispreparedtoattendthedepartment.

• Listspecifictypesofmedicalcasestheapplicanthopestoexperienceinthede-

partment.PleaseseetheDepartmentSupplementaryInformationGuidetosee

whattypeofmedicalcasesmaybeavailable.

• Thestatementhastwomainpurposes:

• Bywritingthestatementyouaretellingthedepartmentyouhaveanunderstand-

ingofwhatgoesoninthedepartmentandpreparedtolearnabouttheirfieldof

expertise.

• Byunderstandingwhatthedepartmentfocusesonyoushouldbebetterprepared

fortheactualobservershipinthecaseyouareacceptedbecauseyouwillhave

betterimageofwhatyoumayexperience.

2. PassportCopy

• Acopyofthepage(s)intheirpassportthatincludestheirname,theirphoto,their

passportnumber,theirpassportexpirationdate,andtheplacethepassportwasis-

sued.

3. PersonalPhoto

• AphotothatmaybepotentiallyusedasyourIDphoto,inthecaseyouareaccepted.

• IfpossiblepleasesubmitthephotoasaJPEGfile.

4.Forapplicantsfromnon-Englishspeakingcountries:Englishand/orJapaneseProficiency

TestScore(s),InternationalEnglishLanguageTestingSystem(IELTS),CambridgeEnglish,

orJapaneseLanguageProficiencyTest(JLPT)testscore.

5. Formedicalstudents:enrollmentcertificate

Forresidents:residentcertificate

Formedicaldoctors:employmentcertificate

6. Formedicalstudents:Prooftheapplicanthasstudiedmaterialrelatingtothedepartment

heorshewishestoapplyto.

• Thisrequirementonlyappliestomedicalstudents.

• Informationaboutthisrequirementmaybeincludedintheletterofrecommendation.

• Belowaretwoexamplesofwaysapplicantsmaysubmitproof.Proofisnotlimitedto

thesetwoexamples:

• Prooftheapplicanthascompletedtheportionoftheirmedicalcurriculumthat

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APPLICATIONINFORMATION

correspondswiththedepartmentheorsheisapplyingto,suchasatranscript

andacoursedescription.

or

• Prooftheapplicanthascompletedtrainingthatcorrespondswiththedepartment

heorsheisapplyingto,suchasacertificateverifyingcompletionofanelective.

• Applicantswhosubmittheirtranscriptasproofshouldhighlightthesectionoftheir

transcriptthatcorrespondswiththedepartmentproof.

• Studentswhohavenotcompletedthisrequirementatthetimeoftheapplication,but

willcompletetherequirementbeforetheirdesiredstartdatemayapplytotheClinical

ObservershipProgramaslongastheyprovideprooftheywillcompletetherequire-

mentbeforethedesiredstartoftheClinicalObservershipProgram.

7. Formedicalstudents:Prooftheapplicanthascompletedthebed-sidelearningportionof

theirmedicalcurriculum.

• Informationaboutthisrequirementmaybeincludedintheletterofrecommendation.

• Applicantsmaysubmittheirtranscriptasproof.

• Applicantswhosubmittheirtranscriptasproofshouldhighlightthesectionoftheir

transcriptthatcorrespondswiththedepartmentproof.

• Studentswhohavenotcompletedthisrequirementatthetimeoftheapplication,but

willcompletetherequirementbeforetheirdesiredstartdatemayapplytotheClinical

ObservershipProgramaslongastheyprovideprooftheywillcompletetherequire-

mentbeforethedesiredstartoftheClinicalObservershipProgram.

8. Formedicalstudents:Prooftheapplicanthascompletedanobservership,clerkship,or

electiveinahealthcarefacility.

• Thisrequirementonlyappliestomedicalstudents.

• Informationaboutthisrequirementmaybeincludedintheletterofrecommendation.

• Studentswhohavenotcompletedthisrequirementatthetimeoftheapplication,but

willcompletetherequirementbeforetheirdesiredstartdatemayapplytotheClinical

ObservershipProgramaslongastheyprovideprooftheywillcompletetherequire-

mentbeforethedesiredstartoftheClinicalObservershipProgram.

9. LetterofRecommendation

• Clickonthefollowinglinktodownloadatemplateoftheletterofrecommendation.

• Lettersofrecommendationsmaybeviewedbymultiplepeople.

• Lettersofrecommendationsmaybeaddressedto“ToWhomitMayConcern”.

• Formedicalstudents:

• AletterofrecommendationtemplateisavailableontheClinicalObservership

applicationpage.ApplicantswhousetheJuntendoUniversitytemplateshould

printtheletterofrecommendationonpaperthatincludestheletterheadoftheir

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APPLICATIONINFORMATION

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universityorhealthcarefacility.

• Aletterofrecommendationmayincludeinformationrelatingtorequireditems5,6,

7,and8.

• Aletterofrecommendationmustbefromauniversityofficial,butdoesnotneed

tobesignedbyeitheradeanofschoolofmedicineorthepresidentofauniversi-

ty.

• Additionalinformationmaybeaddedtotheletterofrecommendationtemplate.

• Anadditionalletterofrecommendationfromasupervisorwithmoreknowledge

oftheapplicantmaybesubmitted.

• Formedicaldoctorsorresidents:

• Aletterofrecommendationmustbefromaseniordoctoratthehealthcareorga-

nizationwherethedoctororresidentisemployed.

• IfpossiblepleasesubmittheproofasaPDFfile.

10.Pledge

• Clickonthefollowinglinktodownloadthepledge.

11.HealthExaminationCertificate

• Clickonthefollowinglinktodownloadatemplateofthehealthexaminationcertifi-

cate.

• Astatementfromtheapplicant’shealthcareproviderstatingtheapplicantisingood

healthandfittotravel.

12. Immunization Requirements

• Clickonthefollowinglinktodownloadtheimmunizationrequirements.

• Applicants whose observership will require them to enter the hospital must

meet all of the immunization requirements to complete an observership at Jun-

tendo University. There are no exceptions.

• Immunization requirements must be approved by a health care provider.

• Applicants should not consider applying to the Juntendo University Clinical

Observership Program if they believe they will have difficulty completing the

immunization requirements.

• The time each applicant will need to complete the immunization requirements

may vary. Applicants should review all of the possibilities associated with im-

munization requirements before applying.

• Applicants who do not initially meet the immunization requirements must take

the necessary steps to complete the immunization requirements.

• Clinical observers should submit the immunization requirements as early as

possible to ensure confirmation of the immunization requirements.

• Applicants who will not be able to complete the immunization requirements

APPLICATIONINFORMATION

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before the application deadline may apply as long as they submit the immuni-

zation requirement pledge. The pledge must indicate how the applicant will be

able to complete the immunization requirements prior to arrival.

• Applicants who have their applications processed before meeting all of the im-

munization requirements may be accepted and may receive a letter of accep-

tance however, clinical observers will not be able to participate in the Clinical

Observership Program unless they complete all of the immunization require-

ments. Letter of acceptances will be voided in the case the immunization re-

quirements are not met before the start of the Clinical Observership Program.

• In the event a clinical observer does not meet the immunization requirements

prior to the start of the program and is not able to attend the Clinical Observer-

ship Program, Juntendo University will not be responsible for any expenses or

burdens the applicant may experience as a result of not being able to attend the

Clinical Observership Program.

13.PersonalHealthInsurance

• Applicantsmayacquireinsuranceafterbeingaccepted.

• AcceptedapplicantsshouldacquirepersonalhealthinsurancefortheirtimeinJapan.

• ClinicalobserverswhoarriveinJapanwithouthealthinsurancewillberesponsiblefor

alloftheirmedicalcosts.

• JuntendoUniversitywillnotberesponsibleforanyexpensesclinicalobserversmay

incur.

★ LabelingtheRequiredItems

• Thereareanumberofrequireditems.

• Applicantsshouldlabeltheirrequireditemsusingthefollowingformatwhenthey

submittheirapplicationstoensurenopartsoftheirapplicationareoverlooked:

• Name(asdisplayedonyourpassport)–nameofthedocument

• FirstnameLastname–Application

• FirstnameLastname–Passport

• FirstnameLastname–Photo

• FirstnameLastname–EnglishRequirementTestName

• FirstnameLastname–EnrollmentCertificateorEmploymentCertificate

• FirstnameLastname–DepartmentRequirement

• FirstnameLastname–ClinicalExperience

• FirstnameLastname–LetterofRecommendation

• FirstnameLastname–Pledge

• FirstnameLastname–HealthExaminationCertificate

• FirstnameLastname–ImmunizationRequirements

APPLICATIONINFORMATION

• FirstnameLastname–Insurance

Time Period, Schedules, and Public Holidays

• ChecktheDepartmentSupplementaryInformationGuideforthelengthoftheprogram

thateachdepartmentoffers.Inthecaseadepartmentdoesnotlistatimeperiod,appli-

cantsmayapplytodepartmentsforaperiodbetween1-8weeks.

• ScheduleswillbebasedonMondaytoFridayschedules.

• Applicantsshouldreviewtheacademiccalendartoseeifnationalholidayswilloccur

duringtheirprogram.Observershipswillnottakeplaceonpublicholidays.

• Thefollowingextendedpublicholidaysmaypotentiallyaffecttheavailabilityofpro-

grams:

• NewYear’s:thelastweekofDecember&thefirstweekofJanuary

• GoldenWeek:April30andMay3-5

• ManyfacultymemberstakesummervacationsinAugust.Departmentsmayexperience

ashortageofstaffthismonth.

THINGS TO KNOW PRIOR TO ARRIVAL

Letter of Acceptance & Certificate of Completion

• Acceptedapplicantswillreceivealetterofacceptance.

• Clinicalobserverswhocompletetheprogramwillreceiveacertificateofcompletion.

Short Term Visas

• ClinicalobserverswillneedtoapplyforashorttermvisatoenterJapan.

• Shorttermvisaexemptionsexistfornationalswhosecountrymeetsthequalifications

listedontheMinistryofForeignAffairs(MOFA)website.

• ApplicantswhodonothavevisaexemptionwillneedtogototheJapaneseEmbassyor

Consulateintheircountrytoapplyforavisa.

• ClinicalObserverswhosecountrydoesnothaveavisaexemptionagreementwithJapan

maycontactJUICaboutreceivingthenecessaryshorttermvisaforms.

Housing

• Acceptedapplicantswillreceiveanupdateabouthousingopeningstwomonthsbefore

thestartoftheirprogram.

• DuetoanincreaseinthenumberofapplicantsJuntendoUniversitymaynotbeableto

providehousingtoallapplicants.Applicantsshouldconsiderthepossibilityofhavingto

findhousingoutsideoftheuniversitybeforeapplying.

THINGSTOKNOWPRIORTOAPPLYING

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Transportation & Personal Expenses

• Clinicalobserversareresponsiblefortheirowntransportationandpersonalexpenses.

Orientation

• TheInternationalCenterconductsanorientationforClinicalObserversontheirfirstday

inJuntendoUniversityHospital.

Japanese Class

• ObserverswhoattendtheprogramwillhavetheopportunitytoattendaJapaneseclass.

TheclasswillhelpclinicalobserverslearnbasicgreetingsandaspectsofJapanesecul-

ture.

Health Care Seminar

• MedicalstudentswhoattendtheprogramwillhavetheopportunitytoattendaHealth

CareSeminar,wheretheywillbeabletolearnandtalkabouttheJapanesemedicalsys-

temincomparisontotheircountry’smedicalsystem.TheclassmayincludeJapanese

medicalstudentsandotherclinicalobservers.

Events

• JUICholdseventsforinternationalstudents,staff,andfaculty.Clinicalobserversareen-

couragedtojointheseevents.

• Toviewalistofpreviousinternationalstudentandresearchereventspleaserefertothe

followinglink.Manyclinicalobserversarepicturedinthephotos.

QUESTIONS

• ForquestionsabouttheClinicalObservershipProgramcontactJuntendoUniversityInterna-

tionalCenter(JUIC,juic@juntendo.ac.jp).

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THINGSTOKNOWPRIORTOAPPLYING