Hosting a Visiting Scholar

Visiting Scholar

Tohoku University welcomes foreign researchers to contribute to the advancement of academics at Tohoku University through practical exchanges with foreign academic researchers. When there is a need for collaboration, especially with academic researchers or experts, both nationally and internationally, we have the option of inviting researchers as visiting scholars. The acceptance period is from 14 days to up to one year. The qualifications of the applicants are as follows.

✓University professors, associate professors, lecturers, or those who are considered to be equivalent.
✓A university assistant professor or an individual recognized as equivalent, whose research achievements or academic experience are expected to effectively promote and develop specific research activities at Tohoku University.

※Foreign researchers who will stay at the Graduate School for less than 90 days, do not need to go through the procedures for deliberation of their acceptance status within the School of Engineering. (Security Export Control Procedures are required.) Please contact the HR Department of the General Affairs Division for procedures regarding employment, cross appointment, outsourcing contracts, etc.

Procedure for Hosting Visiting Scholar

STEP 1 – Acceptance of Offer

The following steps should be taken when deciding to host international researchers. Depending on your department, a preliminary review may be required, so please notify your department’s General Affairs office as soon as you plan to host Visiting Scholar.

STEP 2 – Security Export Control procedure

Check「Flow Chart」to see if a Security Export Control Application is required. If you are required to submit an export control form, please refer to “13. Security Export Control Form” in the TOP section of the Faculty/Staff Groupware to complete the form. To learn more, see 「the Manual for Applicants」 on the Security Export Control website. Security export control must be approved by the International Office Operations Meeting (see STEP 3).

When applying for Security Export Control, please note the following three points
✓Is a resume attached?
✓Are there any blank spaces in the resume?（※１）
✓No military history on resume?（※２）

(※１) Please check the resume for any gaps of more than 6 months between high school graduation and the present. If there is a gap, please verify the “where” and “what” the individual was doing during that time.(e.g., “Prepare for higher education at home in which country”)
(※２) If military service is listed on a resume, it is important to verify the activities and duration of military service.

  • Process for Preparing and Submitting Export Control Sheets
    ①Apply through the system→②Notify the Department of General Affairs Section, the Division, and the Office of Security Export Control at the Headquarters.→③Reviewed by the department office and application sent to the General Affairs Section.→④Verified by the General Affairs Section and submitted to the Security Export Control Chairman.→⑤After approval by the head office, the General Affairs Section will notify the laboratory by e-mail.

STEP 3 – Internal review and submit application (~3 months before arriving in Japan)　

Hosting Visiting Scholar will require review and approval by the International Office Operations Committee and the Department Chairs Meeting.To apply, the following documents must be emailed to the International Office（ieed-eng@grp.tohoku.ac.jp） at least 3 months in advance of the planned starting date.

  • Request form from the Department Director to the Dean of the Faculty
    Please consult with a staff member in your department’s General Affairs Section.（Template of the request form）
  • Visiting Scholar Application Form（Sample）
  • Certificate of Employment
  • CV
    List all education and employment history from high school graduation to current enrollment in college or university. Due to the Security Export Control application process, please ensure that there are no gaps in your educational and employment history.
  • Checked Flowchart
  • Pledge（Japanese Ver./English Ver.）
    If it is not possible to submit the original signed by the Visiting Scholar by the deadline, please submit a copy and submit the original after the Visiting Scholar arrives.
  • Pledge on the Applicability of The Specific Categories（Japanese Ver./English Ver.）
    Specific Category 1: Persons who have employment contracts with foreign
    governments, universities, or companies.
    Specific Category 2: Persons receiving funds from a foreign government.
    *Details of the “Confirmation of the Applicability of The Specific Categories“
  • Copy of overseas travel insurance certificate
    *A copy of foreign travel insurance certificate is required only for doctoral students enrolled at foreign universities.

STEP 4 – Visa and Resident Status（~4 months before arriving in Japan）　

Use the Visa and Resident Status chart to determine the visa / residency status required for the Visiting Scholar. Then proceed to each required procedure.

Researchers who will not receive any remuneration/salary from Tohoku University are required to obtain a Short-Term Stay visa if the period of stay in Japan is 90 days or less. Those who fall under the Short-Term Stay category are not required to obtain a Certificate of Eligibility（COE）. Depending on nationality and place of residence, there may be an exemption from obtaining a Short-Term Stay visa. Please check the Ministry of Foreign Affairs website for visa exemption eligibility.

If the period of stay is short and not eligible for a visa exemption, prepare the necessary documents to apply for a Short-Term Visa. Documentation from Tohoku University is also required. The website of the Ministry of Foreign Affairs of Japan provides the list of required documents and procedures based on nationality and area of residence. Please check the website for further information and prepare the documents for the Visiting Scholar if necessary. If you have any concerns, please contact the International Office.

STEP 5 – Finding housing・Applying for assistance from the International Support Center　

The Tohoku University International Support Center offers pre-arrival and start-up support to researchers who will be staying at Tohoku University as follow. The International Support Center can also help visiting researchers to apply for International House or University House Katahira.

✓Flight tickets to Japan, domestic transportation, and accommodation arrangements.
✓Support on arrival
✓Procedures at a Ward Office
✓Assistance with enrolling dependents in school or childcare.
✓Finding Housing

STEP 6 – Acceptance Approval

Once approved as a visiting scholar, the International Office will send a letter of acceptance to the department office. A letter of acceptance will take approximately two months from receipt of the completed application form.

STEP 7 – Arrival in Japan

It is highly recommended for visiting scholars or host labs to register with the Tohoku University International Support Center before arriving in Japan. The center offers assistance with practical matters, such as procedures at City Hall.

Extension of Stay/Cancellation

Extension of Stay

To extend the period of stay of a researcher, please submit the following 2 documents to International Office (ieed-eng@grp.tohoku.ac.jp) via e-mail.
①Statement of Change of Acceptance and Reason of Foreign researchers (Form)（Example)
②Certificate of Employment

If you have already submitted the Export Control application, you will need to change of period on the Export Control System. If you have completed the change of period on the export control system, please notify us the date of the change in the e-mail when you send the required documents above.

Cancellation of Stay

If you need to cancel the acceptance of a Visiting Scholar after receiving official approval, please notify us at International Office (ieed-eng@grp.tohoku.ac.jp) in writing (any form) through the General Affairs Section of your department. In addition, the information regarding the cancellation must be added to the Tohoku University COE Web Application System.

Support for Reserchers

Emergency/Trouble assistance

When reserchers have an accident or run into troubles while liviing in Japan in everyday life, you can contact us at “Japan IR&C Support Center”, where we provide you with consultation and advice by telephone or email.

Dedicated line: 0120 119 075 (Freecall)

◆3 Supported Languages : English , Chinese, and Japanese
◆Contact Us: Dedicated Toll Free Line or E Mail
◆Telephone Support hours 24Hours Everytime Available
※Please use the 24 hour E mail service if you are not in an urgent situation.
◆You can contact us if you are in troubles in daily life such as: Lost properties, Health and medical problems (sickness or injuries ), Japanese interpreter by telephone at the hospital.

Please press the number for the chosen language following the English instructions.
1:English&Japanese 2: Chinese
Support is Available 24Hours
E-mail CS-inb@i-rac.co.jp
※If you are in an urgent situation, please contact us by Freecall.

INBOUND GUIDE 【English & Japanese】24h

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International Support Center

The Tohoku University International Support Center offers pre-arrival and start-up support to researchers who will be staying at Tohoku University as follow. The International Support Center can also help visiting researchers to apply for International House or University House Katahira.

✓Flight tickets to Japan, domestic transportation, and accommodation arrangements
✓Support on arrival
✓Procedures at a Ward Office
✓Assistance with enrolling dependents in school or childcare
✓Finding Housing

Aoba Ward Office – English Interpretation Services

The Aoba Ward Office provides free English interpretation services by appointment for ward residents who have difficulty completing administrative procedures in Japanese. This service can be used for resident registration, moving-out procedures, etc. Please make an appointment online at least two business days prior to your visit to the ward office.

Application Form

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