Incoming Student Survey (for Non PhD Student)

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Personal Information

Student Category *

Student Category Other...

Surname/family name *

Given Name *

Middle Name

Please spell the names exactly as in your passport.

Nationality

Gender *

Gender Other

Date of Birth *

Year

月

日

Email *

TEL *

Please include country code. e.g. Country code: Japan (81). please write as (+81)-99-999-9999

Address: Room number, name of apartment building *

Please enter N/A if this is not applicable to your current address.

Address: Street/Area *

Address: City *

Address: State/Prefecture/Province *

Address: Zipcode *

Please enter N/A if there is no zipcode assigned to your address.

Address: Country *

【Student who live in Okinawa】Are you planning to commute by a car from your home in Okinawa? *

Yes

If you are currently living in Okinawa and planning to commute by your own car to OIST, OIST will provide commuting allowance depending on the distance from your home to OIST, instead of providing campus housing. If you choose "Yes", you will be informed by email regarding necessary procedure. Please note if you will stay at accommodation OIST will provide, OIST CANNOT provide the commuting allowance.

Visa application information

The information in this section is for the visa arrangement. If you will be staying at OIST more than 90 days, please contact directly to your nearest Consulate/ Embassy and confirm if they accept PDF data of CoE (Certificate of Eligibility) for the visa application.

Name of the nearest Consulate/ Embassy intended to apply for Visa *

I will be staying at OIST more than 90 days *

Yes

I have confirmed with consulate/embassy that they accept CoE (Certificate of Eligibility) document as *

PDF data

Original document

Other...

I have confirmed with consulate/embassy that they accept CoE (Certificate of Eligibility) document as Other...

Type of Mailing service(s) you can receive: *Check all that apply. *

FedEx

DHL

EMS

Flight Arrangement

[Flight arrangement policy]
OIST will provide following flight ticket

-Arrival date and Departure date to/from Okinawa(*1): as confirmed
-The most economical simple round-trip
-Economy class
-Ticket between the nearest airport from home Institution or student’s home and Naha airport
-Any personal requests (such as preferred airline, itinerary…) are not acceptable.

*1 Arrival date and departure date to/from Okinawa are set by OIST to be as close as possible to your internship term and will be confirmed prior to flight arrangement. As such, studenet must leave Okinawa after your internship period ends and you may not extend you stay nor arrive earlier than set date.

[Confirmation on itineary]
Graduate School will NOT ask the student to confirm their flight itinerary before purchasing their flight tickets except in special circumstances (for example, the flight leaves very early in the morning and/ or when the flight itinerary requires transit visa(s) along the route).
When the prior confirmation is not requested, the Graduate School arranges the flight departing from the airport of origin after around 9:00am. The date of departure from your country is set accordingly based on flight availability. Please specify in below if you have any restrictions.

[Cancellation/Change policy]

Cancellation/Change Fee:

You will be required to pay a cancellation/change fee including transaction fees and ticket costs from both a travel agency and an airline company if you need to cancel/change flight(s) for your personal reasons after OIST has purchased your ticket.

Payment Method:

The cancellation/change fee will be charged to your credit card in principle.

No-Show or Failure to Cancel/Change:

A 100% cancellation/change fee will apply if you are a no-show or fail to cancel/change your scheduled flight(s).

Advance Notice:

A minimum of 10 working days’ advance notice will be required to proceed with the cancellation/change.

Submission Deadline:

All necessary information/documentation needs to be submitted for the cancellation/change procedure by the specified deadline.

[Flight arrangement policy]

Please read through Relocation Information (section2 and 3) and choose your preferred flight option by answering the question below.

[Confirmation on itinerary]

Graduate School will NOT ask the student to confirm their flight itinerary before purchasing their flight tickets except in special circumstances (for example, the flight leaves very early in the morning and/ or when the flight itinerary requires transit visa(s) along the route).

When the prior confirmation is not requested, the Graduate School arranges the flight departing from the airport of origin after around 9:00am. The date of departure from your country is set accordingly based on flight availability. Please specify in below if you have any restrictions.

[Cancellation/Change policy]

In the case of changes and cancellation on the itinerary due to personal reason after OIST purchased the ticket, change and cancellation fees and all the charges related to the flight arrangement as well as transaction fee for travel agent will be of student’s responsibility. OIST will not be responsible for any cost occurred while the flight arrangement.

[Under COVID-19 pandemic]
OIST will arrange some support to accommodate the requirements of the government such as hire, hotel, wi-fi, etc. Any changes and cancellation fees due to personal reason or defect of required documents are student’s responsibility. OIST will not be responsible for any additional cost while those arrangement.

Will you agree with OIST flight arrangement policy and cancellation/change policy? *

Yes

Which is your travel type? *

Domestic

International

Do you have any transit visas? If yes, type of your visa (including countries) *

Do you have any transit visas? If yes, type of your visa (including countries) YES

If you have any transit visa (eg. transit VISA (C) for the US), please also inform us to allows us to have more options on your itinerary.

PCR test before departure *

Yes, I need to take a PCR test 72 hours before the flight.

No, I don't need to take a PCR test.

If you have a valid vaccination certificate/not.

Flight arrangement and Relocation expenses *

I choose to take “Round trip travel (or two one-way tickets) with no relocation expenses”

I choose to take “One way travel to OIST with reimbursement of actual relocation expenses”

By selecting either one of the above-mentioned option, you have understood and confirmed your flight arrangement and support for relocation expenses. Upon submission, your option will be considered finalized and irreversible, hence we will NOT accept any request for changes.

Do you have any restriction on your departure time? *

Do you have any restriction on your departure time? YES

Please let us know restriction(s) on your departure time (eg. My home is far from the airport so the departure time should be after 1pm. I cannot leave before 28 August.)

Do you plan to travel with any accompanies? *

If you answered Yes to the question above, describe the detailed information below. *

Nearest airport *

Please enter the name of ONE airport that is close to your location.

IATA Airport code *

Please enter the three-letter airport code (IATA) of your nearest airport. *e.g. Los Angeles International Airport: LAX, Narita International Airport: NRT

Desired arrival date at OIST *

Year

月

日

*Based on the arrival date at OIST we will arrange your flight. The departure date from your home will vary depending on the duration of the flight itinerary. *The move-in date to OIST housing is set on the same day and the housing contract starts from above arrival date in Okinawa. Once the housing contract start date is fixed upon this request, that will not be affected by arrival date change due to flight cancellations or any other reasons.

Guidelines for Bringing Medication to Japan

Not all over-the-counter medicines or prescribed drugs obtained legally in your countries are permitted in Japan. You must follow the rules set by the Ministry of Health, Labour and Welfare for bringing or sending medication to Japan for personal use. Please read the below guidelines by OIST Health Center carefully and follow the procedures to ensure that you are fully complying with Japanese Law on mediation.

If you are undergoing any medication in your country, please bring a doctor's note with your treatment history and one-month supply of your medication at least. Please read HERE for the procedures for bringing your medication from your country.
The regulation of OTC (over-the-counter) medicine may differ depending on countries. OTC medicine in your country might needs a prescription by a physician in Japan.
Birth control pill needs a prescription in Japan. This cannot be covered by health insurance unless you have any diagnosis such as dysmenorrhea and endometriosis so on.
Some of the non-prescribed （OTC medications) in other countries can be illegal in Japan. Specifically, products that contain stimulants (medicines that contain Pseudoephedrine, such as Actifed, Sudafed, and Vicks inhalers), or Codeine (can be found in painkillers, cough medicine, cold medicine…etc) are prohibited if it contains more than allowed quantity of stimulant raw materials. If you are considering about bringing those medicines, please ask your medical professional if you can get any substitute in Japan or please contact OIST Health Center prior to your departure.

If you have any questions or concerns, please contact OIST Health Center at health@oist.jp for more information.

Are you bringing medication to Japan? *

Yes

If the answer is "Yes" *

I acknowledge that I have read and understood the entirety of the guidelines and agree to follow the procedures described in the guidelines for bringing medication into Japan.

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