TSVP Accommodation

The Theoretical Sciences Visiting Program has dedicated, on-campus accommodation for visitors in "The Gardens", pictured above, and two additional family apartments near the so-called "Village Center". The apartments are similar to holiday homes, some bedding and towels, kitchen goods, washing machine, refrigerator and other essentials are provided but usually no cleaning services.

More information about the rooms, Check-In/Check-Out procedures, garbage disposal, and other important information (e.g. about humidity/ air conditioning) can be found below.

Room Layouts

All Visiting Scholars will be provided with fully furnished housing. The program has shared rooms (S2B), 2-bedroom (2LDK), and 3-bedroom apartments (3LDK). The shared rooms are intended for two visitors with independent (locked) bedrooms and bathrooms, but a shared kitchen / dining area. Since most of our rooms are shared, you might share the kitchen/dining area with one other visiting researcher.

S2B (shared 2bedrooms)

2LDK

3LDK

The above layouts are of some of the actual TSVP apartments, but depending on your assigned room it may very slightly (mirrored layout, larger beds, etc.)

Check-In

Please receive the room key as instructed directly from us or via key box (evening arrival).
In the case of the Key box. Please refer to "How to get your room Key (PDF)".
The family apartments all have smartlocks, so you can enter at any time with the PIN we send you before arrival.

[ Room location ] Whole OIST Map The Gardens map Village Apartments map

*Please take off your shoes at the room entrance.*

After you have checked in,

Check the "Garbage rules" with this overview or on YouTube.
Please complete and (digitally) sign the Furniture check and read the Accommodation Rules document. They are also included in your Welcome Package (file 07 - see below).

IMPORTANT: If there is any damage in the room or the furniture, please note it on the check sheet and inform the TSVP team immediately. If you cause some damage during your stay, please let us know.
Within 3 days, please email your agreement to tsvp@oist.jp (or deliver to TSVP office in person).
There are often questions regarding hot water: please switch it on from the panel in the kitchen. We recommend setting it to around 40-42°C.

Humidity/Mold

Okinawa generally has very high humidity, especially during rainy season in May/June (89%) and typhoon season in August/September (82%). Please use the air conditioner in "dry/dehumidification" mode constantly to avoid the development of mold. On days with lower humidity and no rain, please ventilate the rooms. Mold grows best in dark areas, so allowing natural light into the apartment can also help to prevent mold from growing.

If you see mold developing clean it away immediately with an alcohol-dampened cloth or anti-mold products. Recently, we often saw black mold on the back of the bookshelves, the bottom of the desk, and inside the desk drawers, as well as some hard-to-see white mold on the ceilings. Mold can even develop in newly constructed buildings, like "The Gardens", and despite the air conditioner being on 24:7.

Rainy Season (April-June) and approaching Typhoon:

Close the ventilation inlets on the walls (Even if it says “always open,” please close it during rainy or humid times.)
Use the air conditioners constantly. (Do not set the air conditioner temperature too low to avoid condensation. Recommended Setting in Spring/Summer: Cool Mode 26C, Automatic Wind Strength, "Swing". Recommended in colder months: Dehumidification Mode at 26C)
Please use the provided dehumidifiers and empty the water tank when necessary
If you find moisture/mold, please clean it immediately. If it is severe, please contact tsvp@oist.jp.

Summer Season (July-October):

Open the ventilation inlets on the walls
Please use the provided dehumidifiers and empty the water tank when necessary
Do not overcool the room with air conditioner to avoid condensation (keep the room temperature at 25°C to 26°C)

From November to March:

Turn off the air conditioner
Turn on the bathroom exhaust fan
Open the ventilation inlets on the walls
Continue to check for mold even in less humid times

Check-Out

[14 days before]
If you accidentally broke something in the apartment, please let us know at this point, otherwise you will have to do an international money transfer which would incur additional costs.
[7 days before]
For long-term visitors, we will visit your apartment to talk about the move out. Please show us any damage in the apartment and feel free to mention any points that could be improved.
[3 working days before]
You do not have to pack all of your belongings, but please prepare to leave at this stage.
[Move-out day]
Pack all your belongings and make sure nothing is left behind. Please take out the trash (to the designated space).
If at all possible, please wash and dry the kitchen towels, bathroom towels, and bath mat (these are provided as a courtesy, so we ask for your cooperation).
Turn on the air conditioner in all rooms (see recommended settings above).
Please keep it on. You do not have to turn it off.
Lock the front door and return the key to the Visiting Program team (or in case of Gardens Apartments to the red post box in the Gardens Office).
If you have the desk cabinet key, please make sure to return it as well.

Additionally, if you have a parking permit, please return to the Gardens Office (not in the post).
After you have moved out, we will visit and do a room inspection.

Where to return the key (only for apartments at the Gardens)

What is provided in the room?

Furniture list
Kitchen equipment: Stove with grill, Microwave with oven function, refrigerator
Basic kitchen utensils such as cutlery, plates, pots, pans, knifes, etc.
Bed linen sets, towels
Washing machine (usually includes dryer)
Vacuum cleaner, emergency flash light, hair dryer
Wi-Fi Internet
As a courtesy, TSVP provides a few amenities for the initial few days of your stay. A small amount of garbage bags, shampoo, soap, toilet paper, and towels are in the room.

Accommodation Rules

No shoes
No smoking
No fire
No pets
No bicycles in the room
Do not damage the room
Treat furniture and equipment carefully and do not remove any from the room
Keep the room clean

Mailbox

There are mailboxes located at the main entrance of each building (e.g. at the Gardens office). You can have mail and packages delivered there. For that purpose use the below listed address including your name and room number.
Before getting mail delivered please fill out the Resident Confirmation Form from the Post Office, which you will get it in your mailbox. Please read the above-linked PDF or ask the Gardens/Village Office for help.

BBQ

There is also a common BBQ area at the Gardens. Recently a faucet and hose were installed to wash the BBQ and other outside gear like bicycles. To use the BBQ area please see the explanation from the Gardens office here.

Other information

OIST Shuttle bus
For the details, please visit HERE (OIST members only).
Address
OIST, The Gardens (+Room number)
1919-1 Tancha, Onna-son, Kunigami-gun, Okinawa, Japan 904-0497

〒904-0497 沖縄県国頭郡恩納村字谷茶1919番地1
OIST ザ・ガーデンズ (+部屋番号)

Note: Some apartments are near the so-called Village Center at OIST, not at the Gardens. Regarding the zip code: 904-0497 for the Gardens and 904-0495 for the main campus are OIST's own post codes and sometimes not accepted as input on websites. In that case try using 904-0412, which is the post code of the area right next to OIST.
Parking
If you'd like to use a parking space, please submit a Parking Application.
FYI: On-campus Parking Maps (OIST members only)

Help for apartment related issues

Gardens Office

Hours: 9:00-18:00 Monday through Friday.
9:00-17:00 Saturday, Sunday and national holidays

gardens_office@gojin.co.jp

Village Office
(in case you do not live at the Gardens):
Hours: 9:00-18:00 Monday through Friday.
9:00-17:00 Saturday, Sunday and national holidays
village_office@gojin.co.jp
Contact: 080-6342-6500

Emergency Contact

OIST helpline 098-966-8989 (Emergency case only)

Welcome Package

Shortly before your arrival, we will send you our "welcome package" via email. It contains campus maps, shuttle bus schedules, and other useful information. You can also download the files here.