For Graduates

 

Congratulations on your graduation!

The Graduate School is delighted to welcome you back to OIST and to be able to celebrate an important and brilliant day in your life together. We would like to proceed arrangements for your attendance for Alumni Workshop. OIST provides the half price of a simple round-trip ticket, PCR test fee and a room in Seaside House to graduates who are attending the workshop and ceremony. 

Please read through below information carefully and follow the instructions for smooth arrangements. Thank you in advance for your kind cooperation. We are looking forward to seeing you at OIST in May.

[Attention]

  • Participants who are coming from outside of Okinawa need to take PCR test within 72 hours before departure.
  • Participants who live outside of OIST but in Okinawa also need to take PCR test within 72 hours before entering OIST facilities including seaside house and attending a ceremony.

 

Travel arrangement flow

 

 

Schedule at OIST

 

This is only a sample, full week version of Alumni Workshop schedule. The length of the schedule can be shorter than this. Let us know your plan by answering the survey and we will make an individual schedule in accordance with your plan. Please kindly be informed that you are required to have at least one business/day at OIST while you are staying with us.

Also please consider participating Thursday, Professional and Career Development events as much as possible. Please contact Ms Aya Puca, PCD coordinator <aya.puca@oist.jp> for more details. 

****** May 20 Events **********

[Meeting with Curriculum and Programs section]

Date: May 20 (Thu.), 2021

Time: 10:00-11:00 (tentative)

Venue: Lab4

Let us hear your voice!

Curriculum and Programs section would like to know your thoughts on OIST professional and career development program. We would greatly appreciate you sharing what you thought was good and what needs to be improved.

Let’s gather around in casual setting, and please help us support OIST students in their professional and career development.

 

[Round-table with OIST Alumni]

Date: May 20 (Thu.), 2021

Time: 13:30-14:30 (tentative)

Venue: Lab4 

We would like you to share your journeys of PhD program, also share tips and resources from your job hunting experiences with current OIST students. We hope to have a causal and interacting settings where current students can have a great opportunity to interact with you all and build professional network.

Hope to see many of you!

 

Travel bursaries

 

OIST will provide flight expense support to graduates attending the Alumni workshop. Ground transportation will be on your responsibility. You are allocated a fixed amount and organize your own travel.

 

<What we can reimburse>

  • For Graduates from overseas

Half the amount of a round air ticket (International), up to fixed ceiling amount by to the regions.

  • For Graduates from mainland Japan

The amount of inbound air ticket (one way to Naha).

*Air tickets to be reimbursed should be the most economical, simple economy class(es).

*If you use LCC

  • Please use the standard plan for air tickets only, without any accompanying services.
  • Please do not use package plans other than the standard plan, as they may include refunds for points or food and beverage costs. However, one checked baggage (up to 20kg) and a fee for seat selection is allowed.
  • Fees equivalent to upgrades and expenses for eating and drinking are not reimbursable.

 

Terms of reimbursement

(1) Travelers will purchase air tickets by themselves. 

(2) Itinerary should start from the nearest airport to the traveler’s home, to Naha airport. 

(3) Travelers who receive travel bursary from OIST will get reimbursed the amount as stipulated above.

(4) Travelers needs to submit the itenerary, the original receipts and the inbound air tickets for flight, the original receipts for PCR as evidence, which are mandatory for the reimbursement, to Student Affairs Section at the GS counter.

What you need to submit to Student Affairs Section

If required documents are not submitted, a reimbursement of the flight ticket by OIST will not be possible.

(1) All original purchase receipts with date of issue (Flight and PCR)

(2) All itinerary

(3) All original used boarding passes from all incoming flights from home airport to Okinawa 

(4) Filled out Guest Registration Form (the form will be sent to you via email.)

[Travel survey]

To start your travel arrangements, please submit Travel Survey below. 

https://groups.oist.jp/grad/graduation-ceremony-2021-travel-survey
*We will send you Guest Registration Form by email shortly.

 

PCR Test

 

[ATTENTION!!] 

By OIST rules,

  • Participants who are coming from outside of Okinawa need to take PCR test within 72 hours before departure.
  • Participants who live outside of OIST but in Okinawa also need to take PCR test within 72 hours before entering OIST facilities including seaside house and attending a ceremony.

Please send a proof of “Negative” PCR test result to gs-travel@oist.jp prior to your arrival in Okinawa and keep the receipt.

Those who will stay with us more than 3 consecutive days, you need to take additional PCR test at OIST. We reimburse the fee for PCR test (the one you take within 72 hours before departure) and provide PCR test at OIST if required.

Please be informed that, without the proof of the "Negative" PCR test result, OIST won't be able to let you into any of OIST facilities including Seaside House.

 

 

 

Accommodation

 

We provide Seaside House accommodation to graduates for free of charge. For the graduate’s family or partner, we will make reservation on their behalf if there is any availability in Seaside House after accommodating graduates. In that case, it will be “first come, first serve” bases. Please let us know if you like to book Seaside House for your accompany person(s) by filling the details in above survey.

[Accommodation Fee]

 

<One person/room>

First night5,000JPY

Second and subsequent nights2,500JPY

*Room cleaning must be scheduled every three days for maintaining good condition of room and furniture. 1,000JPY fee will be charged each time.  

<Two persons/room>

First night3,500JPY/person. 

Second and subsequent nights1,500JPY/person  

*Room cleaning must be scheduled every three days for maintaining good condition of room and furniture. 500JPY fee will be charged to each person each time.

Payment must be made by cash in Japanese yen only. Credit cards are not accepted.
 

[Map]

 

address : Onna-son Aza, 7542 Onna, Kunigami District, Okinawa 904-0411
https://www.oist.jp/access-map

 

[How to Access from Naha airport to OIST Seaside House] 

 

Highway bus information
Timetable


[OIST shuttle bus]

 

Ishikawa IC Line[timetable]
Ishikawa Line[timetable: weekdays / Saturdays and Sundays]
Seragaki Line[timetable]

 

[Accommodation Rules] 


Please read carefully HERE before you stay. 
 

Q&A

 

Q. May I stay at the Seaside House a bit longer before and/or after the Graduation Ceremony?
 
A. GS only holds the Seaside House from after 15:00 on May 16th till until 10:00 on May 23. During this period, GS can provide the room to the graduates free of charge as mentioned above. Before/after the week, the cost of extended stay at the Seaside House is the traveler's responsibility. GS can check the availability with BFM for your extra stay on your behalf and BFM will send the invoice to you for wire-transfer the cost. If you are planning to stay extra to take care of OIST business, then please contact the person who is arranging your business to contact us gs-travel@oist.jp for further arrangements.
[Update 27/04/2021] the Seaside House has no vacancy after May 23rd.

 

Contact  

 

Travel & accommodation arrangements: Graduate School Travel gs-travel@oist.jp. 

The Graduation Ceremony: GS Graduation ceremony organizer graduation@oist.jp.