2025 Application Guidelines for Exchange Program Okayama (EPOK)

Purpose of the EPOK program
The exchange program Okayama (EPOK) (hereinafter referred to as “the EPOK program”) is a short-term study abroad
program (comprising the acceptance and dispatch of students) provided by Okayama University (hereinafter referred toas “the University”). To implement the program, the University has concluded detailed operational rules about interuniversity exchanges, such as those concerning exemption from tuition fees, with 60 universities in 22 countries andregions. To promote student exchanges between these overseas universities (hereinafter referred to as “the EPOK partneruniversities”) so as to improve individual universities’ research and education levels, and help enhance mutual
understanding and friendly, amicable relations with these countries, the University accepts applications for study abroad
under the EPOK program.
Details
1. Eligibility
Students who are enrolled in a regular course of the University and satisfy all the following requirements are eligible
to apply for the EPOK program:(1) Students who are excellent in both academic achievements and personality(2) Students who have a definite purpose and plan of study abroad and are expected to accomplish favorable results
through study abroad at the EPOK partner universities(3) Students who intend to continue studying at the University after completing their study abroad at the EPOK
partner universities(4) Students who satisfy the admission requirements specified by an individual EPOK partner university or othercriteria equivalent to such admission requirements(For details, refer to the attached “List of EPOK partner universities, duration of study abroad and requirements,etc.”)(5) Students whose grade point average (GPA) score is 2.0 or higher at the time of submission of theirapplication form
(GPA evaluation standards and calculation methods differ between Okayama University and overseas
universities. Therefore, even if the GPA value on your transcript at Okayama University meets the designatedstandard of each partner university, your GPA will be recalculated according to the evaluation standards of thepartner university, and you may not be accepted.)(6) Students who have been enrolled in Okayama university for at least one year at the time of starting their study
abroad program.
(For first-year students, those who have completed up to the fourth semester at the start of their study abroadprogram.)(7) Students who meet any of the following language proficiency requirements at the time of submission of theirapplication form

TypeAcademic program(To take class subjects)

Language program(To participate in language
program classes)

If you would like to take classes inEnglish at the EPOK partner university

If you would like to take courses in a language
other than English at the EPOK partner
university

TOEFL-iBT® score of 60 or higher, orIELTS score of 5.5 (overall) or higher

A proficiency certificate of the foreign language
specified by EPOK partner universities

TOEFL-iBT® score of 45 or higher,
or IELTS score of 4.5 (overall) or higher,
or TOEIC 500 or higher.

2. Application procedure①②

Register for
instruction instudy abroad
under theEPOK program

Follow the Moodle instructions below to register for instruction in study abroad underthe EPOK program【EPOK Counseling Registration Moodle】
https://moodle.el.okayama-u.ac.jp/course/view.php?id=151988

Individual
counselling

After registering for instruction in study abroad under the EPOK program, you will
receive an email from the EPOK study abroad advisor. Please arrange a schedule withhim or her and have an individual counselling.
Complete the individual counselling at least two weeks prior to the application
submission deadline.
※Make a study plan that includes your university choices and the time of study abroad before theconsultation. Make your plan after carefully checking whether studying abroad will affect yourmoving up to the next year or your graduation, and whether there are any compulsory courses atthe university during your studying abroad period.

Application Process

For more information on application, check out Moodle below.
【Call for 2025 EPOK Application (Outbound) Moodle】
https://moodle.el.okayama-u.ac.jp/course/view.php?id=205948(1) 2025 EPOK Application Form ※Downloaded from Moodle(2) Approval Email Correspondence of Guarantor and Supervisor(3) Plan of Study Abroad ※Downloaded from Moodle(4) Academic transcript issued by the University (prepared in Japanese, with your latest
GPA score indicated)(5) A certificate confirming your Language proficiency③Application
documents④

How to Submit※Please check the “eligibility (7)” and submit the required application documents.
【Those who apply in the academic program】
・ TOEFL-iBT® Score report
・ IELTS Test Report Form・ HSK・ Test of Chinese Proficiency
・ TOPIK・ TCF
・ DELF/ DALF
・ Test in Practical French Proficiency, etc.
【Those who apply in the language program】
・ TOEFL-iBT® Score report
・ IELTS Test Report Form
・ TOEIC※Please submit certificates of any examinations taken within the last two years.
※Regardless of your nationality, country of residence and your mother language, you must
demonstrate the language proficiency※Including TOEFL-iBT® Special Home Edition and IELTS on Computer※If the score certificate cannot be issued in time for the application deadline, a copy of the results
showing the score on the web will be accepted. Submit the certificate as soon as it is issued.

Submit application documents (1)～(5) to Moodle below.
【Call for 2025 EPOK Application (Outbound) Moodle】
https://moodle.el.okayama-u.ac.jp/course/view.php?id=205948※Application Notes
・The application and all required materials must be completed and submitted.
・If there are any misrepresentations in the application documents, the decision regarding candidacy of the student for the program may
be cancelled.
・Please keep the original application documents with you until you are notified of the selection results.

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※Deadline※【Spring Semester Study Abroad Program】
Individual counselling：June 13 (Thu.), 2024
Submission of application document：12:00 (noon), June 27 (Thu.), 2024
【Fall Semester Study Abroad Program】
Individual counselling：December 6 (Fri.), 2024
Submission of application document：12:00 (noon), December 20 (Fri.), 2024

3. Period of dispatch (study abroad), host universities and number of students【Start of Study Abroad】(Spring Semester) January ~ March, 2025
(Fall Semester) July ~ October, 2025
【Period of dispatch (study abroad)】More than one trimester or one semester but within one year
※For spring semester study abroad, some partner institutions may have restrictions on study permission
For details of the duration of study abroad at the EPOK partner universities, refer to the attached “List of EPOK
partner universities, duration of study abroad and requirements, etc.”【Host universities】See the attached “List of EPOK partner universities, duration of study abroad and requirements,etc.
※Depending on the circumstances of the host university and other factors, it is not necessarily possible for you tostudy at the university of your choice.
【Number of students】Depends on the time of dispatch. For details, please ask EPOK study abroad advisors.
4. Expenses
Students will be exempted from official examination fees, admission fees, and tuition fees of the EPOK partner
universities. However, a student whose foreign language proficiency (TOEFL-iBT® or IELTS score) does not meetthe prescribed requirements set by the EPOK partner university may be required to take language courses at adesignated language school for a certain period of time as a prerequisite for acceptance. In such a case, the tuition
fees at the language school may be borne by the student.
Students will cover the student visa application fee, travel expenses, and dormitory fees. Students will pay the tuition
fee to the University during the period of study abroad as usual.
5. Scholarships
Japan Student Services Organization (JASSO) Overseas Study Abroad Support System (agreement-baseddispatch of students)
If you will be studying at an EPOK partner institution, you may apply for a scholarship (60,000-100,000yen/month, depending on the destination area) under the "Japan Student Services Organization (JASSO)
Overseas Study Support Program (Dispatch by Agreement)". If you wish to apply, please carefully read andunderstand the following, then check "Yes" box in the "JASSO Scholarship" column of the EPOK Application
Form. (There are no separate documents to be submitted at the time of application).
Students who can understand and fulfill the following will be recommended to the Japan Student Services
Organization (JASSO) as recipients of the scholarshipThis scholarship aims to support the partial expenses of studying abroad to cultivate individuals who cancontribute to the global society and enhance the internationalization and competitiveness of our country'suniversities. Under this principle, Okayama University pledges to return the study achievements ofdispatched students to the local community as added value and has acquired this scholarship. Recipients ofthis scholarship are required to actively participate in activities promoting study abroad.

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Furthermore, only applicants who have Japanese nationality or permanent resident status and a grade
evaluation coefficient of 2.30 (out of 3.00) in the previous academic year are eligible to apply. For details on
the evaluation coefficient, please refer to the following.
https://intl.okayama-u.ac.jp/outbound/scholarships/jasso/
Since the amount of the scholarship allocated to the University is fixed, not all applicants may receive thescholarship. After screening, etc., as necessary, the scholarship recipients will be notified in May for fallstudy abroad programs and in October for spring study abroad programs. Applicants must be Japanesecitizens or permanent residents of Japan.
Other Scholarships
Please check the HP below.
https://intl.okayama-u.ac.jp/outbound/scholarships/

6. Schedule from selection to after study abroad (tentative)
Spring Semester

Fall Semester

Contents

Mid- July

Mid- January

Application and interview screening

Late July

Late January

Results notification

Early AugustMid- February

・EPOK guidance for the Study Abroad Candidates
・Determination of your host university

August ~ September

February ~ March

Recommendation to your host university

October ～ December

April ～ June

Receive Letter of Acceptance from your host university

October ～ December

May ～ July

・Study abroad procedures・Prior guidance programs (the risk management guidance program, theintercultural understanding guidance program, and the preparatoryguidance program.)
・Submission of the Written Pledge
・Entry into the Overseas Travel Registration System to submit anoverseas travel notification

January ～ MarchJuly ～ October

Departure

During study abroad(End of every month) Submission of Monthly Report

After study abroad

・Submission of Study abroad report (within 2 weeks after returning toJapan)
・Submission of Course report (as soon as your department/graduate
school completes the credit approval process)・Participation in the Presentation of study abroad (Conducted inFebruary or July).

7. Student status during the period of dispatch
The period of dispatch, approved by the dean of the faculty or the graduate school of the student concerned, isconsidered as the duration of “study abroad” in accordance with the university regulations or the graduate school
regulations of the University, and is included in the period of attendance at the University.
8. Credits earned from class subjects at the EPOK partner universities
Pursuant to the provisions set forth by each faculty and graduate school, credits earned from class subjects at theEPOK partner universities may be deemed as credits acquired by completing class subjects at the University, to anextent not exceeding 60 credits. Because approval of credits earned varies by faculty/graduate school, be sure toconfirm the details in advance.
Subjects that can be taken at the EPOK partner universities are specified on the official websites of the individual
EPOK partner universities; confirm the details in advance.
※Individual partner universities’ official website addresses are indicated in the attached “List of EPOK partner
universities, duration of study abroad and requirements, etc.
9. Credit for “Study AbroadⅡ”
EPOK students will receive credit for " Study AbroadⅡ" after completing the program.(Only for undergraduatestudents)
Registration is not required.
10. Registration and auditing of class subjects in the EPOK program
As an opportunity to have prior hands-on experience of study abroad, those who have been selected as a student tobe dispatched under the EPOK program are advised to take or audit class subjects (liberal arts class subjects conductedin English only) intended for EPOK international students as much as possible. The classes are held in English.
11. Purchase of overseas travel insurance
As a necessary preparation for study abroad, students are required to subscribe to the overseas travel insurance
designated by the University. You may also be required to purchase insurance as specified by the EPOK partner
university.
12. Safety Control and Caution
Due to unexpected natural disasters, international situations, or pandemics, the student exchange program may besuspended or altered. The students at the host universities should be urged to return to Japan. Note that all theexpenses at the host university and in the return travel are fundamentally the student’s responsibility.
The University determines safety and viability of the exchange program based on the Safety Hazard for Oversea
Travel released by the Ministry of Foreign Affairs of Japan.
13. EPOK study abroad adviser and clerical staff for EPOK
※ Reception hours 8:30-12:00 a.m. / 1:00-5:00 p.m. (Saturday, Sunday and holidays are closed.)(1) EPOK study abroad advisors[1] Takao Inamori, an associate professor of the Institute of Global Human Resource Development
Tel: 086-251-7270 Email: takaoinamori@okayama-u.ac.jp
Countries/areas: The UK, The US (east coast, the South, The Midwest), Thailand, Malaysia, thePhilippines, Indonesia, Singapore, Brunei, Vietnam, Laos[2] Junko Obayashi, an associate professor of the Institute of Global Human Resource Development
Tel: 086-251-8935 Email: j_obayashi@okayama-u.ac.jp
Countries/areas: The US (west coast including Guam), Australia,[3] Saida KHALMIRZAEVA an associate professor of the Institute of Global Human Resource Development
Tel: 086-251-8447 Email: pu6h2ipe@okayama-u.ac.jp
Countries/areas: Canada, China, Korea, Taiwan, France, Germany, Italy, the Netherlands, Belgium,Poland, Finland.

(2) EPOK clerical staff
International Student Division, International Affairs Department (1F, Building C, General Education Building)Tel: 086-251-8552
Email: ryugaku@adm.okayama-u.ac.jp
14. Information about TOEFL- iBT® and IELTS【TOEFL- iBT®】The official website of TOEFL
URL: https://www.toefl-ibt.jp/【IELTS】
Eiken Foundation of Japan
URL: http://www.jsaf-ieltsjapan.com
Japan Study Abroad Foundation (JSAF)
URL: http://www.jsaf-ieltsjapan.com
The British Council
URL: https://www.britishcouncil.jp/exam/ielts
If you wish to study at a British university, you must take the IELTS (Academic Module), which is available at thethree institutions listed above. The IELTS for UKVI test is administered by the British Council and the Eiken
Foundation of Japan. The IELTS for UKVI exam is administered by the British Council and the English Language
Proficiency Test Association of Japan. If you do not have a sufficient academic course score, you will need tosubmit your score if you wish to participate in a pre-enrollment course (for a fee). If you have any questions, pleasecontact your EPOK advisor.
Please confirm the latest information on the TOEFL-iBT® and IELTS test schedule, fees, etc. on the website.