Reviewer Travel Questionnaire

Thank you for joining the External Review Committee!

To see the sample schedule of the review week, please click the image below. Note the majority of reviewers will not participate in all three reviews, this should be indicated in the email we sent you.  During "free time" you can have downtime on your own, or interact with other research units at OIST. The graduate students are interested in organizing some symposia or discussion panels and may contact you eventually, although any participation in those is purely optional. 
*Work in progress, subject to change. Note ERC=External Review Committee

Please answer the following questions.

 
1 Start 2 Complete
Note: OIST booking directly is easiest for both sides as we can avoid processing reimbursements. We find that one good method is to select your flights through online search that meet your preferences, and we can ask our travel agent to try to book the same itinerary. Otherwise we can ask the travel agent to suggest flights. Reimbursements will be processed after travel, please check with us regarding amounts and conditions before booking.
To determine whether a visa is needed to visit Japan / for the purpose of Security Export Control.
Please write the nearest airport(s)
*Not applicable for domestic participants

Please refer to the below table.

Flight Arrangement Cost covered by OIST Cost NOT covered by OIST
Simple round trip Business (international) / Economy (domestic)  
Simple round trip + stopover Business (international) / Economy (domestic) Additional cost incurred due to stopovers
Open-jaw Business (international) / Economy (domestic)  
Route change Estimated amount for a simple round trip Additional cost incurred due to route change
*As OIST is funded by taxpayer money, we are supposed to book the most reasonable flights. We will ask our travel agency for a quote for your preferred flight, but please note that it is not guaranteed that we can book it.

Notes for purchasing your flight ticket:

- Please consult with the Faculty Affairs Office staff before you purchase the ticket.
- Proof of payment (receipt, credit card statement, etc.), itinerary, and a boarding pass or proof of boarding (if there is no boarding pass when using an e-ticket, provide the "passenger guide" issued at the security check) must be submitted for reimbursement.
- Reimbursement might take up to 3 months after travel.

↓↓Please right click on the picture and choose "open link in new tab"↓↓

Please upload your passport photo page HERE (please right click and "Open link in new tab") for us to book your flight.
*This is a secured system for sending files. We will delete your passport data after travel.

In accordance with OIST policy 22.1 on the security export control (SEC), "The University will appropriately implement security export control as required by law and government guidance based on academic freedom and the aim of contribution to the development of academic research, as well as the goal of maintaining peace and security in Japan and internationally.", OIST requires the guest travelers' CV. Your cooperation is highly appreciated.
Files must be less than 10 MB.
Allowed file types: pdf doc docx.

We will send you a guest registration form from the Sales Force system soon.  Please fill in your bank information in the form for our preparation for honorarium payment.

We will check with our account team if your bank information is registered.

Honorarium

  • 125,000 yen (Withholding tax of 20.42% will be deducted for non-residents.)
  • *For Japanese residents, Article 184 Clause 1-2 “He” (Daily table: “Otsu” column) Article 161 Clause 8 will be applied.

Confidentiality Agreement

We would like to share the review dossier (CV, Academic Service Record, Research Plan, Funding Report and any other materials provided by OIST) with you and other committee members in advance of the review.

Since the dossier contains sensitive and confidential material, we take the usual precautions to prevent them from being spread beyond the External Review Committee (ERC). For this reason, please delete the shared materials immediately after the ERC finalizes its report. Also, this material may not be printed or copied in any form. In addition, we request that all the confidential information and new knowledge disclosed in the review process be kept secure and not be disclosed to any third party.

We therefore request you to provide your acceptance of these conditions by clicking below.　We will send you a link to access the documents to prepare for an active discussion at the meeting in advance.

Guidelines Regarding Travel Expenses of External Reviewers

  1. OIST will purchase roundtrip flight from your home base to Okinawa through our travel agent (JTB). We can purchase business class flights (or lower) for international legs and economy class for legs inside Japan, per our travel rules.
  2. For itineraries that have extended stay in Okinawa, or stopover in a transit airport (e.g. Tokyo), we will work with you, but should be able to cover it. Please let us know and we will discuss your specific case.
  3. You would need to cover additional fees incurred due to a private stay, including cancellation fees, change fees, or any additional costs incurred due to a disaster, such as a typhoon during the private stay.
  4. We will arrange a taxi for you from Naha Airport to your accommodation at Moon Beach Resort (~1 hr) and back to the airport.
  5. We ask you to cover ground transportation expenses between your home and airport from the honorarium. Let us know if you have any special needs in this regard.