PROGRAM GUIDELINES FY2016

Invitation Fellowship for Research in Japan

(Long-term, Short-term, Short-term S)

JSPS BRIDGE Fellowship

Please read these Guidelines and follow the required procedures right away.

Japan Society for the Promotion of Science

Contact Information

Corresponding with JSPS, please specify your ID number. ※the first letter of ID numbers will be as follows: Long-term ：L Short-term ：S Short-term S ：E BRIGE Fellowship ：BR

<Address> Japan Society for the Promotion of Science Overseas Fellowship Division

5-3-1 Kojimachi, Chiyoda-ku, Tokyo 102-0083 FAX: 03-3263-1854

Programs TEL e-mail

Long-term (L)

03-3263-2480 invitation@jsps.go.jp Short-term (S)

Short-term S (E)

Website: (JP) https://www.jsps.go.jp/j-inv/index.html (EN) http://www.jsps.go.jp/english/e-inv/index.html

Programs TEL e-mail

BRIDGE (BR) 03-3263-1869 bridge@jsps.go.jp

Website: (JP) http://www.jsps.go.jp/j-plaza/bridge/index.html (EN) http://www.jsps.go.jp/english/e-plaza/bridge/index.html

CONTENTS（ENGLISH／英語） Page Ｉ．BASIC STIPULATIONS 1．Provisions・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E1 2．Aim of the Fellowship・・・・・・・・・・・・・・・・・・・・・・・・ E1 3．Financial Support and Host’s Role・・・・・・・・・・・・・・・・・・・・ E2 4．Keeping the Original Award Letter・・・・・・・・・・・・・・・・・・・ E2 5．ID Number・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E2 6．Term of Fellowships・・・・・・・・・・・・・・・・・・・・・・・・・ E3 7．Obligations・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E3 8．Withdrawal of the Fellowship and Stoppage of Allowances・・・・・・・・ E5 9．Preparation(Fellow, Host, Host Institution)・・・・・・・・・・・・・・・ E5 10．Release of Information about Fellows・・・・・・・・・・・・・・・・・・ E5 11．Acknowledgement of Research Results・・・・・・・・・・・・・・・・・ E5 Ⅱ．PROCEDURAL PROVISIONS 1．Pre- arrival Procedures・・・・・・・・・・・・・・・・・・・・・・・・ E6 2．Post- arrival Procedures・・・・・・・・・・・・・・・・・・・・・・・ E8 3．Post- departure Procedures・・・・・・・・・・・・・・・・・・・・・ E10 Ⅲ．FINANCIAL PROVISIONS 1．Maintenance Allowance・・・・・・・・・・・・・・・・・・・・・・・ E12 2．Air Tickets・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ E13 3．Overseas Travel Insurance・・・・・・・・・・・・・・・・・・・・・・ E14 4．Research Support Allowance・・・・・・・・・・・・・・・・・・・・・ E14 5．Reimbursement・・・・・・・・・・・・・・・・・・・・・・・・・・・ E16 Ⅳ．CHANGE OF FELLOWSHIP TENURE 1．Shortening the Fellowship・・・・・・・・・・・・・・・・・・・・・・ E17 2．Temporary Absence from Japan・・・・・・・・・・・・・・・・・・・・・ E17 3．Continuous Stay in Japan after Expiration Fellowship・・・・・・・・・・・・ E18 4．Reduction of Maintenance Allowance・・・・・・・・・・・・・・・・・ E18 LIST OF ATTACHED FORMS：FORMS・・・・・・・・・・・・・・・・ Form 1- 4 APPENDIX A Certificate of Eligibility and Visa Obtaining Procedure APPENDIX B Points on What to Say When Inquiring about the Visa Application Procedure

at a Japanese Embassy/Consulate APPENDIX C Special Re-entry System APPENDIX D Sample of Document Certifying the Research Activity, Fellowship Period, and

Monthly Maintenance Allowance of the Fellow

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I. BASIC STIPULATIONS 1. PROVISIONS This booklet, “Program Guidelines,” provides the details of the terms, conditions, and procedures of the JSPS Invitation Fellowship for Research in Japan; namely, the Long-term, Short-term, Short-term S, and BRIDGE Fellowship programs, pursuant to the Award Letter issued by the President of Japan Society for the Promotion of Science (JSPS).You, the “Fellows” and “Host” researchers and the administrative office of the host institutions in Japan are requested to read carefully each item in this booklet.

The terms and conditions set forth herein are non-negotiable. Fellows and Hosts are expected to observe the regulations, procedures and deadlines stipulated in these Guidelines. The administrative office of the host institution is to receive inquiries from and provide consultation with Fellows and Hosts so as to ensure that they submit the required forms and execute the program procedures without omission. If you should find anything unclear in these Guidelines, please contact JSPS for instructions. Please note that allowances may be stopped or services suspended if you and/or your Host should fail to observe the terms and conditions in these Guidelines or to follow JSPS’s instructions.

This booklet consists of two parts, one written in Japanese and the other in English. If any differences in wording or interpretation should occur between the two parts, the Japanese part will take precedence.

They can be downloaded from the following JSPS webpages: http://www.jsps.go.jp/english/e-inv/index.html

2. AIM OF THE FELLOWSHIP (1) JSPS Fellowship Programs for Overseas Researchers

①JSPS Invitation Fellowship for Research in Japan (Long-term) This fellowship program is to invite overseas researchers to collaborate with Japanese colleagues in carrying out research through long-term visits.

②JSPS Invitation Fellowship for Research in Japan (Short-term)

This fellowship program is to invite overseas researchers with excellent records of research achievements for short-term visits to Japan and provide them opportunities for discussions, opinion exchanges, lectures and other activities.

③JSPS Invitation Fellowship for Research in Japan (Short-term S)

This fellowship program is to invite overseas researchers with distinguished records of research achievements to Japan for purposes corresponding to those records, and to provide them opportunities to offer advice and cooperate in research activities throughout the host institution and also to give lectures or conduct other activities at other research institutions in Japan.

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(2) JSPS BRIDGE Fellowship Program This fellowship program is offered to promote international scientific cooperation and exchange. It allows overseas researchers who have already been to Japan under JSPS programs to revisit Japan for the purpose of forming, maintaining and/or strengthening collaborative ties with Japanese researchers.

Hereinafter, the program titles are abbreviated as follows; JSPS Invitation Fellowship for Research in Japan (Long-term) = “Long-term” JSPS Invitation Fellowship for Research in Japan (Short-term) = “Short-term” JSPS Invitation Fellowship for Research in Japan (Short-term S) = “Short-term S” JSPS BRIDGE Fellowship Program = “BRIDGE” 3. FINANCIAL SUPPORT AND HOST’s ROLE (1) Financial Support for Fellows

JSPS provides financial assistance necessary to support JSPS Fellows’ stays in Japan. JSPS does NOT employ Fellows. Therefore, the allowances you receive under the fellowship are not a wage or salary.

(2) Host’s Role

Hosts and host institutions are to actively support both the Fellows’ research and living aspects of their stay in Japan. Fellows are to be given a title appropriate for conducting their research activities at the research institution. They must also be given an official status as a member of the research institution.

4. KEEPING THE ORIGINAL AWARD LETTER JSPS does NOT reissue the Award Letter or the CERTIFICATE OF FINANCIAL SUPPORT. JSPS issues only one original document of the "Award Letter" addressed to the Fellow, and two original documents of the CERTIFICATE OF FINANCIAL SUPPORT, one sent to the Fellow and the other to the Host. If you need to use them as a document to submit to your home institution to apply for leave or to the Embassy or Consulate of Japan to obtain an entry visa (please refer to Chapter II-1-(3) “Resident status”), you should use copies of the letter. You must not submit the original of the letter. 5. ID NUMBER JSPS assigns each Fellow an ID number, which is shown in your Award Letter. As JSPS uses this number to expedite fellowship processing, please include it in your correspondence with it. All the documents sent to JSPS by you or your Host should include your ID number. Based on their fellowship program, the first letter of Fellows’ ID numbers will be as follows:

Long-term : L Short-term : S Short-term S : E BRIDGE : BR

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6. TERM OF FELLOWSHIPS Fellows must start their fellowship during the following period as specified in their Award Letter. If not, the fellowship will be withdrawn.

Programs Fellowship Terms Selection Fellowship-starting periods

Long-term 2-10 months Recruitment/ nomination

April 2016 thru March 2017

Short-term 14-60 days 1st recruitment/ nomination

April 2016 thru March 2017

2nd recruitment October 2016 thru March 2017

Short-term S 7-30 days 1st recruitment April 2016 thru March 2017 2nd recruitment October 2016 thru March 2017

Bridge 14-45 days July 2016 thru March 2017 Your fellowship will begin on the day of your arrival in Japan and, with that day as the starting date, continue for the number of months specified in your Award Letter. (For those Fellows who were already residing in Japan prior to the start of the fellowship, the starting date must be agreed upon in advance between the Fellow, the Host and JSPS.) If you should leave Japan before the expiration of your specified tenure, your fellowship will terminate on the date of your departure. Fellows are obligated to reside in Japan continuously during the period of their fellowships. The duration of the fellowship cannot be divided into multiple stays. An extension of the fellowship tenure cannot be authorized under any circumstances. A shortening of the period of fellowship tenure may be authorized when needed due to unavoidable circumstances. See Section IV.1. SHORTENING OF FELLOWSHIP TENURE for details. There may, however, be cases when Fellows wish to be temporarily absent from Japan during their fellowship tenure for authorized reasons. See Section IV.2. TEMPORARY ABSENCE for the procedure for requesting a leave of absence. The ending date of the fellowship will not be extended as a result of the temporary absence. 7. OBLIGATIONS Fellows, Hosts and host institution staff should, based on an understanding of the purpose of the fellowship, observe the rules and instructions stipulated in these Guidelines over the duration of the fellowship. (1) Obligations of the Fellow

① During their tenures, Fellows shall not, either in or outside the host institution, infringe in any way on the human rights of others, including racial or gender discrimination or harassment or other forms of abuse. All cases of potential human rights violations, whether related to the victimized or victimizer, shall be reported, and action shall be taken by the host institution, JSPS and other related organizations to solve the problem.

② Fellows are not permitted to receive other fellowships during the tenure of their fellowships.

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③ During their tenures, Fellows must devote full time to their research during the period of their fellowship, and not engage in any other work or research.

④ Fellows must, as a rule, reside in Japan during the term of their fellowships, and depart Japan on the expiration date of their tenures. If Fellows wish to take a temporary leave of absence from Japan during their tenures, they must do so following the rules provided in Chapter IV of these Guidelines.

⑤ When giving a lecture or presentation during Fellows’ tenures, please be sure to indicate that Fellows are JSPS fellows.

⑥ Fellows are obligated to manage appropriately the research support allowance, taking strict care to avoid improper use or expenditure.

⑦ Fellows agree to observe all of the provisions in these Guidelines. (2) Obligations of the Host

① During Fellows’ tenures, neither Hosts nor Fellows shall, either in or outside the host institution, infringe in any way on the human rights of others, including racial or gender discrimination or harassment or other forms of abuse. All cases of potential human rights violations, whether related to the victimized or victimizer, shall be reported, and action shall be taken by the host institution, JSPS and other related organizations to solve the problem.

② Hosts will, in cooperation with the administrative office of the host institution, provide the lab space, facilities and equipment that Fellows will need to begin their research activities without delay. This includes taking necessary procedures to give Fellows a title or identification card.

③ Hosts will, in cooperation with the administrative office of the host institution, provide Fellows with pre-departure assistance, including visa application and other necessary procedures, arrange domicile, or offer consultation on daily life in Japan.

④ In liaison with the host institution staff and with Fellows, Hosts are to submit all of the required forms and documents in due time.

⑤ Hosts are obligated to manage appropriately the funds provided Hosts under the fellowship and research support allowance, taking strict care to avoid improper use or expenditure.

⑥ Hosts agree to observe all of the provisions in these Guidelines, and to ensure that Fellows also observe them.

(3) Obligations of the Host Institution

① Bearing in mind Fellows’ period of stay in Japan such as proper entering and departing, host institution staff should ensure all necessary procedures.

② The host institution should support Fellows’ living aspects of their stay in Japan, and also give Fellows a title appropriate for conducting their research activities at the research institution.

③ The host institution should ascertain how to contact Fellows; in the case of emergency such as disaster.

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8. WITHDRAWAL OF THE FELLOWSHIP AND STOPPAGE OF ALLOWANCES JSPS may withdraw the fellowship, stop allowances (including for air tickets), or request the reimbursement of money already paid the Fellow if it judges any of the following circumstances to pertain:

(1) The fellowship has been awarded on the basis of false statements in the application form. (2) Completion of the Fellow’s research activities as outlined in his/her application form is

deemed to be impossible or clearly difficult to achieve within the duration of the fellowship. (3) The Fellow violates or is prosecuted for violating a Japanese laws or regulations. (4) If the Host or host institution judges it difficult for the Fellow to continue his/her research. (5) If the Fellow requests a leave of absence after the fact or submits a false report. (6) The Fellow does not in good faith observe the terms and conditions stipulated in these

Guidelines, does not follow JSPS’s instructions, or acts in a manner unbecoming the high stature of a JSPS fellow.

9. PREPARATION (Fellow, Host, Host Institution) Fellows are advised to maintain close contact with their Hosts and the administration office of the host institution. It is the Host who submitted the fellowship application to JSPS on the Fellow’s behalf and who will be responsible for the administrative details of the Fellow’s visit. Please note that the documents must be submitted to JSPS by their due dates as per a “List of attached Forms” in these guidelines. 10. RELEASE OF INFORMATION ABOUT FELLOWS Fellows’ and Hosts’ names, research themes, abstracts of their research, and their research reports may be posted on JSPS’s website. 11. ACKNOWLEDGEMENT OF RESEARCH RESULTS Please inform JSPS if research activities conducted under this program or their related outcomes receive high appraisal. (This includes publications of coauthored papers in academic journals, coverage of research activities/results in newspapers, and awards for research achievements).

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II. PROCEDURAL PROVISIONS 1. PRE- ARRIVAL PROCEDURES (1) Award Letter and Related Documents

The following documents accompany the Award Letter. Please check to confirm that you have received all of them.

a. Award Letter* b. Certificate of Financial Support c. Program Guidelines (this booklet) d. Air Ticket Application Information (from travel agent) e. Guide to Insurance Policy for JSPS Fellows (from insurance company) f. Extract from JSPS Law (from JSPS) **

* A copy of the Award Letter is sent to Host. ** Extract from JSPS Law is to be used when applying for a visa or a certificate of eligibility.

(2) Acceptance of the Fellowship

If you decide to accept the fellowship, please send the NOTICE OF ACCEPTANCE AND AGREEMENT (Form 1) to your Host, who will forward it to JSPS via the host institution. The form should be submitted to JSPS after the Fellow, Host and host institution have read and agreed to the terms and conditions stipulated in these Guidelines and have decided upon a date for the Fellow to come to Japan to start the fellowship. Form 1 must be received by JSPS from the host institution at the latest within 60 days of the date the Award Letter was issued. If the start date is within 60 days of the date the Award Letter was issued, the form must be submitted 1 month prior to the start date. If the Form 1 is not received by JSPS within 60 days from its issue date, the fellowship will be cancelled.

If you should decide to decline the invitation, please submit the NOTICE OF WITHDRAWAL FROM FELLOWSHIP (Form 10) to JSPS via your Host.

NNootteess ooff CCaauuttiioonn

1) The following points should be considered when deciding the commencement date of the Fellowship: ・The commencement date of the fellowship is not the day of the Fellow’s departure from

overseas but the day of the Fellow’s arrival in Japan ・The commencement date of the fellowship may be changed from that indicated in the

application to JSPS so long as the start of the fellowship meets the conditions stipulated in Sections I-6. TERM OF THE FELLOWSHIP.

・If the Fellow should not be able to start the Fellowship on the date specified in the NOTICE OF ACCEPTANCE (Form 1), the Host and Fellow must immediately submit the NOTICE OF SCHEDULE CHANGE (Form5) via the host institution’s administrative office. JSPS cannot pay allowances without completed Form 5.

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2) Consultations and arrangements to be made by the Host when setting the Fellow's commencement date and period of stay in Japan:

1) Overall research plan and activities 2) Documents that the Fellow will need when applying for a visa. 3) Fellow's transportation from port of entry to destination in Japan 4) Fellow's travel within Japan 5) Fellow's visits to other research institutes 6) Fellow's accommodations during his/her stay 7) Bank account to receive Fellow’s allowances 8) The use of the research support allowance

(3) Resident Status All Fellows must possess a valid passport issued by their country of nationality and a proper visa. The visa shows that the Fellow has permission to enter and stay in Japan. Fellows must go to a Japanese Embassy or Consulate to obtain a visa before departing for Japan. You will receive “landing permission” at the immigration window at the port of entry when you show a proper visa.

If you submit a Certificate of Eligibility when applying for your visa, the Embassy or Consulate will be able to process your visa faster than when applying without one.

Please note that JSPS is not in a position to answer inquiries or make an arrangement regarding visa applications for Fellows and family members. Before coming to Japan, Fellows must obtain a visa that coincides with the purpose and length of their stays in Japan. The Host and host institution are asked to issue the Fellow a Certificate of Eligibility (see Appendix A) and to help the Fellow obtain a proper visa.

Fellows with tenures of more than 3 months are recommended to obtain a “Professor” or “Researcher” visa status.

(4) Application for Air Tickets

Please follow the instruction, “Air Ticket Application Information,” from JSPS’s designated travel agency, and apply for your air ticket to their office no later than 40 days prior to your intended date of arrival in Japan. Upon receipt of your request, the travel agency will contact you when your ticket is ready. Please note that JSPS regulations prevent us from reimbursing you for an air ticket that you purchase yourself. Please see Chapter III-2 “Air tickets” before applying for your air ticket.

(5) How to Receive Allowances Fellows and Hosts are to confirm in advance the way in which Fellows will receive their allowances, and submit a NOTICE OF BANK ACCOUNT (Form 2) through their Hosts to JSPS no later than 1 month prior to your fellowship starting date. JSPS will deposit Fellows’ allowance in either a bank account opened by Fellows in Japan or the Hosts’ bank account.

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① When having your allowance payment deposited into your Host’s account JSPS will deposit your allowance into your Host’s account and you will receive the allowance from your Host along with a RECEIPT form. ※For Fellows on short-term visits, it is generally difficult to open a new bank account in Japan; therefore, it is recommended that you use your Host’s bank account to receive the transfer of your allowances. ② When having your allowance payment deposited into your own account (only into an

account opened at a bank in Japan). When the Fellow wants to specify his/her own bank account, it should be the account opened at a bank in Japan. Please indicate on Form 2 that you want to have your allowance payment deposited into your own bank account, and submit the form accompanied by a copy of the back of the cover of your passbook that shows your name as the account holder. If the passbook has not yet been issued, a copy of an official document that clearly provides the account information should be submitted along with the form. In this case, please note that a transfer procedure takes more than 2 weeks from the Fellow’s arrival date.

③ Change of bank account A Long-term Fellow is allowed to receive the initial allowances through your Host’s bank account, and switch to your own account (should be opened at a bank in Japan) to receive your allowance. In this case, your Host should submit Form 2 again. Please note that the allowance that takes place immediately after Form 2 is submitted may not be deposited into your account as it takes some time to process a bank account change.

(6) Providing Passport Copies Fellows are to without delay provide a copy of the pages of their passport that contain their name, visas, and Japan entry and departure stamps when JSPS requests them.

(7) Applying for Research Support Allowance The Host is eligible to apply for a Research Support Allowance. For the program outline and details, see Chapter III-4 “Research Support Allowance.”

2. POST-ARRIVAL PROCEDURES (1) Notice of Fellowship Commencement

The Host must submit via the host institution’s office the NOTICE OF FELLOWSHIP COMMENCEMENT (Form 4) to JSPS via email soon after the fellowship commences. The Host and the host institution should fill out the form before sending it to JSPS. JSPS uses this form to confirm the start of the Fellow’s insurance coverage. If it is not submitted by the last day of the month that the fellowship commences, the insurance coverage may not go into effect.

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(2) Handing Over Allowances to the Fellow JSPS will send a RECEIPT form to the Host by email if the Fellow requested JSPS to remit the Fellow's allowances into his/her Host’s bank account. The RECEIPT should be signed by the Fellow when the Host hands over the allowances to him/her. The Host must submit the signed RECEIPT to JSPS. In case of long-term fellowship, JSPS will send a RECEIPT form by email along with the remittance of the Fellow’s allowances into his/her Host’s bank account. The signed RECEIPT must be submitted to JSPS for each payment.

(3) Municipal Office Procedures (for Fellows who will stay in Japan for 3 months or longer)

Fellows should follow following three administration procedures at the office of your city (shi), ward (ku), town (machi), or village (mura). You are advised to ask your Host, a Japanese colleague, or an administrative staff at your host institution to accompany you when you go to the municipal office, as its staffs may not speak English.

① Issuance of Resident Card In July 2012, the Ministry of Justice put in place a new “residency management system.” As it applies to all foreign nationals residing legally in Japan for a mid- to long-term stay, JSPS Fellows with visa statuses of longer than three months come under the new system. At your port of entry, a “resident card” will be issued to you at the immigration inspection window. You must take the card to the ward, city or town office where you will reside and notify your address of residence within 14 days. While in Japan, you are required to carry the resident card with you at all times, in place of your passport. When opening up your bank account, you may be asked to show this card as identification. When leaving Japan, you must return the resident card to the immigration officer at the port of departure. For more information on the system, please check the website of the Immigration Bureau.

URL：http://www.immi-moj.go.jp/english/index.html http://www.immi-moj.go.jp/english/info/index.html ② National Health Insurance By law, the National Health Insurance Program obligates people who come from other countries and will remain in Japan longer than three months to join this program. You will also be covered under the Overseas Travel Insurance provided by JSPS. Under the national system, you are required to bear 30% of the cost of treatment. Depending on the illness, that 30% may be covered under the JSPS policy. After registering the resident card with your municipal office, please apply for the National Health Insurance at the system’s counter of the same municipal office. As the allowances paid under the JSPS fellowship programs are not considered to be salary, you can apply for a reduction in your insurance premiums.

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For more information on National Health Insurance, please inquire at the insurance section of your city, ward, town or village office.

③ Registering into the National Pension System Those who have an address in Japan and are between the ages of 20-59 are required to enroll in the National Pension System. Enrollees are eligible to receive, as appropriate, disability, and survivor pensions. After registering the resident card with your municipal office, please apply for the National Pension at the system’s counter of the same municipal office. As the allowances you receive under the JSPS fellowship are not considered to be salary, you may apply for a reduction in your premium payment. If you opt to pay the premiums, there is a lump-sum reimbursement that you may apply for when leaving Japan. If your home country has a social security agreement with Japan, you may be exempted from enrollment in the National Pension System to avoid compulsory dual payment. As of August 2015, 15 countries have concluded such an agreement with Japan. For more information on this system, please check the website of the Japan Pension Service. URL：http://www.nenkin.go.jp/international/english/index.html

3. POST-DEPARTURE PROCEDURES (1) Submission of NOTICE OF FELLOWSHIP EXPIRATION (Form 6)

The Host is requested to submit a Form 6 to JSPS via email through the host institution’s administrative office soon after the Fellow left Japan upon the expiration of the fellowship. If the Fellow wants to temporarily extend his/her stay in Japan for job hunting or other reasons after the fellowship ends, please outline the circumstances in the blank column in Form 6. In this case, JSPS will not provide a return ticket to the Fellow. If, however, the Fellow needs to extend his/her stay in Japan to continue or conclude his/her research, the Host should submit a NOTICE OF SCHEDULE CHANGE (Form 5) to JSPS via the host institution’s administrative office. Please refer to Chapter IV-3 for more details. “CONTINUOUS STAY IN JAPAN AFTER EXPIRATION OF FELLOWSHIP”

(2) Submission of RESEARCH REPORT (Form 7)

The Host is requested to make a Form 7 in cooperation with the Fellow and submit the form to JSPS through the host institution within three months after the end of the fellowship. The form can be written either in English or in Japanese. The research title may not be changed. Please outline the Fellow’s main activities including their specific contents, comments and future prospects in “5.Research implementation and results”. Select one picture (more than 800 kilobytes) which was taken when the Fellow conducted his/her research or provided a lecture to attach to Form 7. JSPS may later upload the excellent reports with the pictures of him/her on our website. If the Fellow does not want to have him/her pictures posted on our website, the Host is requested not to attach pictures to Form 7. When significant results, such as the publication of coauthored papers in academic journals, coverage of the research activities/results in newspapers, or awards for research activities/achievements, are obtained under this fellowship program, please note them in Form 7.

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If such results should appear after the report’s submission, please inform JSPS. Please provide a copy of each published paper/article if available.

(3) Submission of RESEARCH SUPPORT ALLOWANCE EXPENDITURE REPORT (Form 8) Within 3 months after the Fellow’s tenure ends, the Host must submit a report on the allowance expenditures using a Form 8. If allowance money remains unspent when the Fellow’s tenure ends, they must be reimbursed. JSPS will notify the Fellow, his/her Host and the host institution of the procedure for reimbursement after receiving the Form 8.

(4) Feedback on Fellowship Program

Fellows nearing the end of their tenure and their Hosts are asked to fill out the questionnaire, which will be used to gauge the performance of services provided and to improve the fellowship program.

The questionnaire is divided into two parts, one for the Fellow and the other for the Host to fill out. Please choose the appropriate webpage and answer the questions.

Long-term, Short-term, Short-term S: http://www.jsps.go.jp/english/e-inv/guideline.html *Please click “FORMS”. BRIDGE: http://www.jsps.go.jp/english/e-plaza/bridge/list.html

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III. FINANCIAL PROVISIONS JSPS’s financial provisions described below are not subject to negotiation. JSPS does not provide any support for dependents. If the Fellow or the Host should fail to observe these provisions, JSPS may stop related payments. As the JSPS fellowship programs are administered based on the annual budget for each Japanese fiscal year (from April 1 to March 31), JSPS cannot carry over the remittance of any allowances or other payments to the following fiscal year.

Allowances (etc.)

Recipients Program

Invitation Fellowship Program BRIDGE

Long-term Short-term Short-term S

Maintenance allowance

Fellows

(monthly) ¥387,600

(daily) ¥18,000

(daily) ¥42,000

(daily) ¥15,000

Airfare (tickets)

Economy class

Economy class Business

class Economy

class

Overseas Travel Insurance

See III-3 “Overseas Travel Insurance”

Research Support Allowance

Fellows and Hosts

(maximum) ¥150,000

1. MAINTENANCE ALLOWANCE JSPS provides the maintenance allowance to cover living expenses and domicile costs related to your stay in Japan for the purpose of carrying out research activities in collaboration with your Host. Please note that double funding is prohibited. (1) Details The amount of the maintenance allowance is shown in the above table.

(2) Allowance Payment and Date of Remittance ① For Long-term Fellows

As a rule, monthly maintenance allowances are remitted at the end of the previous month. It is not necessarily the case, however, in the first month (April) of each fiscal year.

② For Short-term and Short-term S Fellows

As a rule, the total amount of maintenance allowance (a daily amount × number of days of your tenure) will be provided at one time. The allowance is transferred to the Host’s account on the last remittance day before the Fellow’s arrival in Japan. Otherwise, it is transferred to the Fellow’s account (at a bank in Japan) after his/her arrival in Japan has been confirmed. It is not necessarily the case, however, in the first month (April) of each fiscal year.

③ For BRIDGE Fellows

As a rule, the total amount of maintenance allowance (a daily amount × number of days of

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your tenure) will be provided at one time on the last remittance day before the Fellow’s arrival in Japan. Note: Remittance day is set by JSPS and remittance is to be made on around 10th, 20th and 30th of each month. Due to changes in JSPS’s budgetary or accounting system, the above-stipulated dates and amounts to be remitted may be changed without prior notice.

2. AIR TICKETS To cover their travel to and from Japan, Fellows are provided air tickets. (1) Provision Conditions JSPS provides Fellows, on a one-time-only basis, with a roundtrip air ticket via the most economical route between the international airport nearest the institution to which the Fellow is currently affiliated and the airport nearest his/her host institution in Japan. Fellows are not given a choice of the airlines they will use. Fellows who are already residing in Japan when their fellowship starts will only be eligible to receive a return ticket. ※If the Fellow does not use the most economical flight (including ports of taking off/landing, route, stopovers) or makes changes in his/her flight schedule (including the ticket after it has been issued), s/he will be required to pay any additional cost incurred.

※JSPS does not provide Fellows with excess baggage charge. (2) Method of Ticket Provision

Fellows are provided tickets using a prepaid ticket advice (PTA) method, in which JSPS’s travel agent prepays a ticket which the Fellow picks up later. Fellows wishing to receive airfare should follow the instructions contained in the “Air Ticket Application Information” guide and contact JSPS’s designated travel agency no less than 40 days before the scheduled start of his/her tenure in Japan. If the Fellow should wish to change his/her travel itinerary after receiving the air ticket, s/he should contact JSPS’s designed travel agency directly.

(3) Points to Keep in Mind

JSPS does not provide air tickets if it judges any of the following conditions to exist, with the exception of circumstances, such as a natural calamity, that cannot be avoided.

A. If the Fellow does not use his/her air ticket (In case the ticket is cancelled by the Fellow, s/he will be asked to pay the cancellation fee.)

B. If the Fellow does not submit an air ticket application to JSPS’s designated travel agency by the deadline specified in Paragraph (2) above.

C. If the Fellow purchases his/her own air ticket. D. If another organization provides the Fellow’s air ticket or pays his/her airfare. E. If for study, employment or other reason, the Fellow is judged by JSPS to have been

residing in Japan after the date that his/her Award Letter was issued. F. If the Fellow arrives in Japan before his/her tenure. G. If after his/her fellowship ends, the Fellow continues to stay in Japan without observing

the provisions in Chapter IV-3 “Continuous Stay in Japan after Expiration.” H. Other cases when JSPS judges the provision of the air ticket to be inappropriate.

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3. OVERSEAS TRAVEL INSURANCE JSPS provides you with pre-paid overseas travel insurance, which covers medical costs for injury or sickness during your tenure in Japan. Upon receipt of your Notice of Fellowship Commencement (Form 4), JSPS will process your insurance application. For details concerning the policy and the procedures, please refer to the enclosed insurance description “A Guide to the Insurance Policy for JSPS Fellows” provided by the insurance company. This insurance will be invalid during the period of your temporary leave of absence or extended stay in Japan after the end of your tenure. For more detailed information on the insurance, please contact the designated insurance agency directly. 4. RESEARCH SUPPORT ALLOWANCE This allowance is to be used by the Host and Fellow to carry out their research activities during the period of the Fellow’s tenure. Application for the allowance is made by the Host. Adequate consultation should be carried out between the Host and Fellow as to the use of the allowance for conducting research or surveys. (1) Applying for the Allowance An Application for Research Support Allowance (Form 3) needs to be submitted by the Host to

JSPS to apply for this allowance. Form 3 must be submitted at least one month prior to the start of the Fellow’s tenure.

This allowance may be applied for in an amount of up to ¥150,000.

As a bank transfer notice is not issued, the Host should verify whether the money has been deposited into the bank account specified on Form 3.

(2) Managing the Allowance The Host is to entrust the management of this research support allowance to the host institution, which manages it as a “deposit” using appropriate accounting rules and entries.

Please check the Research Support Allowance Rules and host institution’s regulations; then, manage and execute this allowance accordingly.

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The Research Support Allowance Rules Ⅰ General rules

Responsibilities of Fellow and Host Ⅰ-1 The Fellow and Host should bear in mind that this allowance is funded with taxpayer money, and

use it appropriately for pursuing the stated objectives of the JSPS Postdoctoral Fellowship. Ⅰ-2 Interest accrued in the bank account shall be applied to carrying out the research or transferred to

the host institution. Ⅱ Allowance Usage Parameters Ⅱ-1 The Fellow and Host shall take care to spend these funds in an appropriate and efficient manner,

and shall not use them for any other purpose or violate any of the allowance usage rules. Ⅱ-2 The following items may be purchased with this allowance.

Consumables: Consumable supplies Wages, etc.: Remunerations, wages or salaries of persons assisting in the research or fees to agents

supplying such manpower (The types of functions they perform include data processing, experiment assistance, translation and editing, specialized knowledge provision, distributing and collecting questionnaires, gathering research materials, etc.)

Domestic travel expenses; (1) Transportation and accommodations for a Fellow engaged in domestic travel related to his/her

research (In this case, per diem is not paid to the Fellow.) (2) Transportation for a Fellow between the airport in Japan and his/her host institution when

arriving in or departing from Japan Others: Other items needed to carry out the subject joint research (e.g., participating in conferences)

Alcoholic beverages not covered

Restriction on Use of Funds Ⅱ-3 The following items may not be purchased with the allowance:

(1) Facilities and equipment (2) International travel (3) Disposal or repair of equipment damaged by an accident or disaster during the implementation of

the program. Combined Use of Funds Ⅱ-4 When the research support allowance is used together with other funding for making a research

trip or purchasing a unit of consumable supplies, a clear delineation must be made between the use of the allowance vis-à-vis the other funding.

Deadline for Deliveries and Payments Ⅱ-5 Project-related delivery of goods and provision of services must be concluded by the end of the

Fellow’s tenure. The related payment must be made by the due date of the Research Support Allowance Expenditure Report (Form16).

Ⅲ Reporting Expenditures Ⅲ-1 Within one month after the Fellow’s tenure ends, the Host shall submit an expenditure report to

JSPS using a Research Support Allowance Expenditure Report (Form 16). Ⅳ Others

Return of Unspent Funds Ⅳ-1 If grant funds remain unspent when the Fellow’s tenure ends, they must be returned.

Keeping Related Documents Ⅳ-2 A ledger of allowance expenditures shall be kept along with receipts and other supporting

documents. The ledger and documents are to be kept by the Host for five years after the Fellow’s tenure ends.

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5. REIMBURSEMENT If JSPS judges that it has overpaid Fellow’s allowances due to a shortening of his/her tenure or other reason, the Fellow will be required to refund the overpaid amount. When making the remittance, please do so as soon as possible before leaving Japan. Hosts and host institutions are responsible to see that Fellows make their reimbursements.

<JSPS’s Reimbursement Account> Bank Name: Mitsui Sumitomo Bank（三井住友銀行） Swift Code: SMBCJPJT Branch Name: Tokyo Koumubu（東京公務部） Account Type: Ordinary Account（普通預金） Account Number: 3006629 Account Name: Nihon Gakujutsu Shinkokai（日本学術振興会）

When making a reimbursement, the Fellow must pay all of the transfer fees (both domestic and international handling charges). If you wait to make the reimbursement until you return home, these fees will be larger (more than ¥2,500).

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IV. CHANGE OF FELLOWSHIP TENURE If the Fellow wishes to shorten his/her Fellowship tenure, or take a temporary leave of absence from Japan during his/her tenure, the Host must fill out the NOTICE OF SCHEDULE CHANGE (Form 5) and submit it to JSPS via his/her host institution by email. If the Fellow wishes to stay in Japan for research activities after the expiration of his/her fellowship, the Host must fill out the NOTICE OF SCHEDULE CHANGE (Form 5) and submit it to JSPS via his/her host institution by email. If the Fellow wishes to change Fellowship tenure for the other reasons, any forms do not need to be submitted. Irrespective of the reason, the period of fellowship tenure stipulated in the Award Letter cannot be extended. The total period of stay may not be reduced to less than the minimum stipulated by each fellowship program. 1. SHORTENING THE FELLOWSHIP

・Shortening the fellowship tenure should not radically change the Fellow’s conduct of research from its plan written on the application form and submitted to JSPS.

・Once the fellowship tenure is shortened, it cannot be extended nor returned to the initial period.

・When the fellowship tenure is shortened, the Fellow’s maintenance allowance will be reduced by the number of days shortened.

・Regarding the return air ticket provided by JSPS when the fellowship is shortened, any cost that may be incurred in rearranging the return ticket must be paid by the Fellow. When a Fellow needs to reimburse JSPS, JSPS will contact him/her with regard to the procedure.

2. TEMPORARY ABSENCE FROM JAPAN

・A temporary absence will be permitted only if JSPS recognizes its purpose or reason as being necessary.

・JSPS does not permit a temporary absence for vacation. ・The temporary absence from Japan should not radically change the Fellow’s conduct of

research from its plan written on the application form and submitted to JSPS. ・The period of the temporary absence will begin on the day of departure and end on the

day of re-entry. ・The ending date of the fellowship will not be extended as a result of the temporary absence. ・JSPS will not cover any travel expenses incurred during the Fellow's temporary absence. ・The maintenance allowance will be reduced by the number of days of temporary absence. ・The insurance provided under the fellowship will not cover the period of temporary absence. ・There are cases when the Fellow may be required to obtain a re-entry permit before departing

to get back to Japan. Fellows should, therefore, check with their Regional Immigration Office regarding the need for a re-entry permit and its application procedure.

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3. CONTINUOUS STAY IN JAPAN AFTER EXPIRATION OF FELLOWSHIP If the Fellow wishes to extend his/her stay in Japan to continue or conclude his/her research after the expiration of his/her fellowship, the Host must submit a NOTICE OF SCHEDULE CHANGE (Form 5) to JSPS via the host institution’s administrative office to obtain approval. A return ticket will be provided upon the approval from JSPS. *Any cost that may be incurred in rearranging a return ticket must be paid by the Fellow.

As a rule, JSPS will approve the extension of stay up until:

- Half the number of days of the tenure (max. two months) for Long-term Fellows;

- Half the number of days of the tenure for Short-term and Short-term S Fellows.

If the Fellow wishes to extend his/her stay in Japan after the expiration of his/her fellowship, the Host and the Fellow must take full responsibility during the period of extended stay. JSPS will not cover any expenses incurred during the extended stay, including insurance, and is not responsible for the extended stay. Please pay careful attention

to visa and the period of insurance and others.

If the Fellow wishes to stay in Japan except for the reason regarding his/her research after the expiration of his/her fellowship, it is not required to submit Form 5. In this case, the return ticket becomes invalid even if it has been issued.

4. REDUCTION OF MAINTENANCE ALLOWANCE (1) Reduction due to Shortened Fellowship Tenure or Temporary Absence

The amount of maintenance allowance reduction is calculated in the two ways described below. ① For Long-term Fellows

When a Fellow’s accumulative time away from Japan due to shortening his/her fellowship tenure and/or taking temporary leave(s) of absence exceeds 15 days, the maintenance allowance will be reduced by half month units starting from the following month. Thereafter, another half month of allowances will be reduced for each ensuing 15 days away from Japan. If a Fellow is away from Japan throughout a month, due to taking a leave of absence or having completed a shortened tenure, the allowance of that month will not be paid.

Accumulative leave Amount reduced 16 – 30 days 0.5 months 31 – 45 days 1 month 46 – 60 days 1.5 months

Example： In the case of a 6-month fellowship from 1 June to 30 November, when both a leave of absence is taken and the fellowship tenure is shortened, with the leave of absence being 10 days from 1 July

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（departing date）to 10 July（returning date）and with the tenure shortened by 6 days to 24 November, 0.5 months will be subtracted from the maintenance allowance as the number of days away from Japan adds up to 16. ② For Short-term, Short-term S and BRIDGE Fellows

The amount reduced will be calculated by multiplying the daily amount of maintenance allowance stipulated by each program and the accumulative number of days away from Japan due to shortening fellowship tenure and/or temporary absence.

If JSPS judges that it has overpaid Fellow’s allowances due to shortening of his/her tenure, taking temporary leave(s) of absence or other reason, the Fellow will be requested to reimburse the overpaid amount. Please refer to the Chapter III-5 “REIMBURSEMENT”.

Japan Society for the Promotion of Science

5-3-1 Kojimachi, Chiyoda-ku, Tokyo 102-0083

Note: Research Continuation If you are considering continuing this research under another JSPS program, please check the

following URL for a listing of corresponding programs.

http://www.jsps.go.jp/english/programs/index.html