Guidebook for International Researchers
on Invitational Systems and Programs

April 2023
OIR

Guidebook for International Researchers on Invitational Systems
and Programs for Research at NAOJ

This guidebook is intended to introduce invitational systems and programs both inside and outside NAOJ forinternational researchers who wish to conduct research at NAOJ. In addition, this document also serves as a usefulreference for NAOJ staff who are seeking to invite international researchers to work on joint research projects.

February 2021
Office of International Relations
National Astronomy Observatory of Japan (NAOJ)First Edition: February 2021
Second Edition: August 2022
Third Edition: April 2023
© 2023 NAOJ All rights reserved.
Any duplication or other use of this publication without written permission of NAOJ is prohibited.

Cover Photo: “Images Connect Subaru Telescope and the International Space Station”© Subaru Telescope, NAOJ
Subaru Telescope is an 8.2-meter optical-infrared telescope at the summit of Maunakea, Hawaii, operated by
the National Astronomical Observatory of Japan (NAOJ).

Table of Contents

I.

NAOJ Staff and Visiting Research Collaborators ............................................................. 1(A)

Research and Academic Staff ........................................................................................................ 1(B)

Engineering Staff ......................................................................................................................... 1(C)

Administrative Staff ..................................................................................................................... 2

2.

Visiting Research Collaborators ............................................................................................................ 2

3.

Recruitment and Application Process .................................................................................................... 2(A)

Open Calls for Applications .......................................................................................................... 2(B)

Applications from Host Researchers at NAOJ ................................................................................ 2

Recruitment Systems and Programs for Research and Academic Staff and Collaborators ......... 3

II.
1.

2.

3.

NAOJ’s Recruitment Systems............................................................................................................... 3(A)

Tenured Research and Academic Staff ........................................................................................... 3(B)

Specially Appointed Academic Staff.............................................................................................. 3(C)

Project Researchers ...................................................................................................................... 5(D)

Other Invited Researchers ............................................................................................................. 6

Programs in NAOJ-related Organizations .............................................................................................. 6(A)

EACOA Fellowship ..................................................................................................................... 6(B)

IAU Outreach Visitor Program ...................................................................................................... 7

Programs of External Organizations ...................................................................................................... 8(A)

JSPS International Fellowships for Research in Japan ..................................................................... 8(B)

Fellowship Programs of Other External Organizations .................................................................... 8III. Doctoral Course at the Graduate University for Advanced Studies (SOKENDAI) (for graduate students) 10
1.

NAOJ Junior Fellowship .................................................................................................................... 10

2.

NAOJ Associate Researcher Support System ....................................................................................... 10

3.

Japanese Government (MEXT) Scholarships ....................................................................................... 11(A)

Embassy Recommendation ......................................................................................................... 11(B)

University Recommendation ....................................................................................................... 12(C)International Priority Graduate Programs (PGP) ........................................................................... 12

I.

NAOJ Staff and Visiting Research Collaborators
The NAOJ workforce is made up of staff and collaborators. Staff are engaged under an employment
contract with NAOJ, while collaborators are not bound to such employment relationship. NAOJ staff
include Research and Academic Staff, who are engaged in research activities, as well as Engineering
Staff and Administrative Staff.

1. NAOJ Staff
NAOJ staff fall into three categories: Research and Academic Staff, Engineering Staff, and Administrative
Staff.

(A) Research and Academic Staff
Research and Academic Staff are engaged in research activities related to astronomy. Their scope ofwork involves a wide range of job duties and tasks including promotion of their personal research;
management of projects; development and operation of large telescopes/observation instruments; andpublic relations activities based on their expertise. Staff belonging to this category are called Researchand Academic Staff because of their integrated roles in both research and education. NAOJ forms thecore of the Department of Astronomical Sciences of the Graduate University for Advanced Studies(SOKENDAI), and Research and Academic Staff who take the position of a professor or an associate
professor serve as academic supervisors for graduate students studying astronomy at SOKENDAI or
other universities.

Research and Academic Staff are employed on either a permanent or a fixed-term contract. In manycases, they are recruited from academic-degree holders in astronomy or related fields through open calls
for application. However, there is another recruitment system using an internal procedure, whereby ahost researcher at NAOJ makes an application in accordance with relevant NAOJ rules, and a subsequentevaluation process determines whether the candidate should be invited.

For details about the recruitment systems and programs for Research and Academic Staff, see section II“Recruitment Systems and Programs for Research and Academic Staff” below.

(B) Engineering Staff
Engineering Staff support the research activities at NAOJ based on their technical expertise. Their scopeof work includes maintenance of large telescopes; design and development of observation
instruments/software; and maintenance/operation of network infrastructures.

They are employed on either a permanent or a fixed-term contract. In either case, they are recruited
through open calls for application.

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(C) Administrative Staff
Administrative Staff are engaged in a broad range of duties and tasks to support research activities andorganization management. Their scope of work includes organizing conferences; management of
personnel and salary administration; support for research and graduate school education; promotion ofinternationalization; financial management; procurement of supplies and equipment; andmanagement/maintenance of buildings and facilities.

They are employed on either a permanent or a fixed-term contract. In either case, they are recruited
through open calls for application.

2. Visiting Research Collaborators
NAOJ also accepts international researchers who have no employment relationship with NAOJ. Such
researchers can visit NAOJ on a business trip or by enrolling in systems or programs of related/unrelatedorganizations to conduct joint research projects while being affiliated with their home institutions oruniversities.

3. Recruitment and Application Process
Recruitment and application processes vary depending on which system the applicant enrolls in: open
applications or applications from host researchers made in accordance with relevant NAOJ rules.

(A) Open Calls for Applications
Open calls for application are available at the website below. Make sure to read the requirements before
you apply.
https://www.nao.ac.jp/en/about-naoj/employment/job-vacancy.html(B) Applications from Host Researchers at NAOJ
For details about this system, contact a staff member with whom you have already performed a joint
project. If you have no contact with a NAOJ staff, refer to the following faculty lists and contact amember in the area of your interest.


https://www2.nao.ac.jp/~open-info/reslist/index.html

https://guas-astronomy.jp/eng/Supervisors/index.html

2II. Recruitment Systems and Programs for Research and Academic Staff and Collaborators

Recruitment systems and programs intended for Research and Academic Staff and collaborators fall into three
categories: NAOJ’s recruitment systems, recruitment programs of NAOJ-related organizations, and recruitment
programs of external organizations. Among such systems and programs, this section describes those which
receive a large number of applications from international researchers.

1. NAOJ’s Recruitment Systems(A) Tenured Research and Academic Staff
Tenured Research and Academic Staff are those who are engaged in research and education duties, andfall into several positions such as: Professor, Associate Professor, Assistant Professor, and so on. With
some exceptions such as Tenure-Track Assistant Professors, staff belonging to this category are
employed on a permanent basis and are assigned to each project at the time of hiring based on theirexpertise and experience.

The employment period of Tenure-Track Assistant Professors is limited to 5 years and their projects are
already specified at the time of recruitment. However, depending on the results of the fifth-year review,
there is an opportunity for such tenured staff to be promoted to a permanent position.

Tenured Research and Academic Staff are recruited on an as-needed basis through open calls forapplications. The job announcements will be posted on the website below.
https://www.nao.ac.jp/en/about-naoj/employment/job-vacancy.html(B) Specially Appointed Academic Staff
Specially Appointed Academic Staff is a collective term used for describing staff who are engaged inresearch and education duties at a specific research project, and fall into either of the following positions:
Project Professor, Project Associate Professor, and Project Assistant Professor. They are all employedon a fixed-term contract and their projects are already specified at the time of recruitment.

Specially Appointed Academic Staff also includes “International Visiting Scholars” and “NAOJ
Fellows”, as more fully described below.
 International Visiting Scholars
International Visiting Scholars are those who are affiliated with research and educational institutes(in astronomy and related fields) overseas and engage in joint research projects as Visiting
Professors, Visiting Associate Professors, or Visiting Research Fellows at NAOJ in order topromote research in astronomy and related fields, as well as education and training for young
researchers.

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Their visiting period can vary from 1 month to 1 year (within a given fiscal year) and their benefits
include salary and round-trip airfare. (In certain circumstances, individuals may choose to apply fora non-employee position. In this case, their visiting period is limited from 1 month to 90 days. They
will be provided with round-trip airfare and accommodation allowance, but will be not included in
the “Specially Appointed Academic Staff” category.)

Open Recruitment for this position is held once a year (usually from late August to early September)and an application is made by a host researcher at NAOJ. If you wish to stay at NAOJ as an
International Visiting Scholar, please refer to I.3.(B) and contact a possible host researcher at NAOJ.
 NAOJ Fellowship
The NAOJ Fellowship is a position for independent, highly qualified young researchers of any
nationality who wish to explore the cutting-edge frontiers in astronomy and become global leadersin their new fields. This program provides such ambitious researchers with opportunities to engage
in their own research/development project at NAOJ as a Project Assistant Professor employed under
the annual salary system.

Call for applications for the NAOJ fellowship opens once a year (usually around August).

NAOJ Fellowship
Number of Open
Positions

Several persons/year

Research Areas

Astronomy, development of astronomical instruments, or
related fields.

Eligibility

Applicants must hold a Ph.D. degree or be expected toreceive one by the starting date.

Application period opens in August prior to the year of
Recruitment Process award and successful candidates are selected in earlyNovember.
Term

5 years in principle

Annual Salary

6,600,000 JPY (550,000 JPY/month)

Research Funds

1,000,000 JPY/yearMore details and the latest updates can be found on the website below.
https://www.nao.ac.jp/en/about-naoj/employment/jobs-fellow.html

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(C) Project Researchers
Project Researchers are those who are engaged in research activities at particular projects. They are
employed on a fixed-term contract.

Project Researchers also includes “Project Research Fellows”, as more fully described below.
 Project Research Fellowship
The Project Research Fellowship is a position designed for excellent young researchers of any
nationality. Project Research Fellows are recruited separately through three different categories.

Project Research Fellows are expected to spend up to the amount of time specified by theircategories or funding programs for duties assigned by their projects, but can use the rest of the time
to pursue their own research interests.

Eligible candidates must hold a Ph.D. degree in astronomy or related fields, or be expected to earn
one by their starting date. The term of appointment is 3 years in principle, but depending on theircategories, it may be extended for up to another 2 years subject to an end-term review.

The following table provides an overview of each of the fellowship categories.
Project Research Fellowship
Recruitment

Annual Salary

Research Funds Per Year

Application Period(FY 2020)

General4,200,000 JPY

500,000 JPY

Mid-September to late
October

Project/Center

4,200,000 JPY

500,000 JPY

As-needed basis

External Funding
including Subaru, ALMA,
and TMT

4,200,000 JPY

Varies depending on the
programs

As-needed basis

For more details, please refer to each job description at the following links.
https://www.nao.ac.jp/en/about-naoj/employment/fellowship-program.html

Open calls for application are available at the website below.
https://www.nao.ac.jp/en/about-naoj/employment/job-vacancy.html

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(D) Other Invited Researchers
Other than those described in the above, there are several invitational programs devoted to international
researchers. Neither of these programs is open to the public, but instead is implemented using an internal
procedure, whereby the host researcher at NAOJ makes an application in accordance with relevant
NAOJ rules, and a subsequent evaluation process determines whether the candidate should be invited.

If you wish to visit NAOJ under one of these programs, please refer to I.3.(B) and contact a possible
host researcher.

Listed below are major invitation programs for international researchers.
 NAOJ Internship
NAOJ Internship is for international graduate students who belong to universities overseas andstudies astronomy or related fields. Under this program, students gain an opportunity to engage in
research activities while receiving education and training at NAOJ. The visiting period for theinternship is less than 1 year. This program comes in two types: paid or unpaid. Paid interns will be
employed by NAOJ as a research assistant and will receive a salary (on an hourly basis) for engaging
in the duties assigned by NAOJ.
 Sabbatical Researchers
This program is for researchers currently affiliated with other academic institutions either in Japanor abroad, and who are on sabbatical leave to conduct an autonomous research project at NAOJ.
The visiting period can vary from 1 month to 1 year. In principle, salary and accommodation/travel
expenses are not provided.
More details about Sabbatical Researchers can be found at the website below.
https://www.nao.ac.jp/en/contents/recommend/researcher/sabbatical-20160108-en.pdf

2. Programs in NAOJ-related Organizations(A) EACOA Fellowship
The EACOA Fellowship is a scholarship program established by the East Asia Core Observatories
Association, which is comprised of four East Asian institutes (listed below) including NAOJ. This
program aims to promote the collaborative astronomical research in the East Asian region by supporting
outstanding young researchers of any nationality to conduct research activities at EACOA member
institutions. EACOA fellows are expected to work in at least two EACOA member institutions during
their 3-year fellowship period (at least one year at each institution).

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Member institutes of EACOA are:Japan: National Astronomical Observatory of Japan (NAOJ)

China: Center for Astronomical Mega-Science (CAMS)



Korea: Korea Astronomy and Space Science Institute (KASI)

Taiwan: Academia Sinica Institute of Astronomy and Astrophysics (ASIAA)

As an EACOA member institution, NAOJ accepts EACOA Fellows although they have no direct
employment relationship with NAOJ.

EACOA Fellowship
Number of Fellowships
AwardedResearch Area
Eligibility
Application Deadline
Term

One person/year
Astronomy or related fields
Those who received a Ph.D. degree within 5 years before
the starting date.
November prior to the year of award.
3 years in principle (subject to annual review andrenewable for an additional 2 years)

Scholarship

5,000 USD/month (as of 2020)

Research Funding

20,000 USD/year (as of 2020)

Relocation Expenses

Reimbursed up to 4,000 USD

More details about EACOA and the EACOA Fellowship can be found at the website below.
https://www.eacoa.net/fellowship.php(B) IAU Outreach Visitor Program
IAU Outreach Visitor Program is a program run by the Office for Astronomy Outreach (OAO) of theInternational Astronomical Union (IAU). This program allows those with expertise in astronomy orrelated fields to visit NAOJ for 2 to 3 months* and engage in IAU's outreach activities. Those who areaccepted under this program have no employment relationship with NAOJ, but expenses related toaccommodation and round-trip flights are to be covered by NAOJ.

*Given the evolving situation with the novel coronavirus infection, the 2020 round of the IAU Outreach
Visitor Program (application already ended) will be offered in a hybrid of 2-month remote collaborationfrom home countries and 1-month face-to-face visits at NAOJ, Japan. The visiting periods for theupcoming rounds will be determined through discussion and agreement with each selected applicant
based on the circumstances at the time.
7More details and the latest updates can be found at the website below.
https://www.iau.org/public/oao/oao_visitors/

3. Programs of External Organizations(A) JSPS International Fellowships for Research in JapanThe Japan Society for the Promotion of Science (JSPS) provides fellowship programs for overseas
researchers who have an excellent record of research achievements to conduct collaborative research,
discussions, and opinion exchanges with researchers in Japan. NAOJ accepts international researchersenrolled in these programs.

JSPS’s invitation programs come in two categories: “Postdoctoral Fellowships for Research in Japan”
for young researchers and “Invitational Fellowships for Research in Japan” for mid-career to professorlevel researchers.

Except for some programs, JSPS Fellows are provided with round-trip airfare, maintenance allowance,and research support allowance (or Grant-in-Aid for Scientific Research).

Some programs need a pre-approval and/or an application from a host researcher at NAOJ. If you wish
to visit NAOJ under such program, please refer to I.3.(B) and contact a possible host researcher at NAOJ.

More details about JSPS’s programs can be found at the website below.
https://www.jsps.go.jp/english/e-inv_researchers/index.html
 Leaflets for JSPS International Fellowships for Research in Japan
https://www.jsps.go.jp/file/storage/j-inv/pamphlet/fellowship_2023_EN.pdf(B) Fellowship Programs of Other External Organizations
Apart from JSPS, there are a few external organizations that offer invitational programs that are available
for international researchers who wish to work at NAOJ. The following table provides brief descriptionsof major external invitation programs in the fields related to astronomy and the development ofobservational instruments. More details can be found at the website for each program.

Some programs need a pre-approval and/or an application from a host researcher at NAOJ. If you wish
to visit NAOJ under such program, please refer to I.3.(B) and contact a possible host researcher at NAOJ.

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Organization
Program

Eligibility/Requirement

Duration

WebsiteCanon Foundation
Research Fellowships

Nationality: European
countries
https://www.canonfoundat
Requirement: Within 10
3 months to 1
ion.org/programmes/resea
years of receiving master's
year
rch-fellowships/
or Ph.D. degree inprinciple

Japan Russia YouthExchange Center(JREX)JREX Fellowship
Program (Invitation toYoung Russian
Researchers)

Nationality: Russia
Requirement: Those whoare enrolled in orcompleted a post graduate
program (less than 40
years old at the end of the
program)

1 week inprinciple

National Institute ofInformation andCommunications
Technology (NICT)
NICT International
Exchange Program

Discipline: ICT
Requirement: Candidates
must have a Ph.D. degree
or equivalent. (Ph.D.
candidates may beallowed depending on
their achievements.)

http://www.nict.go.jp/en/d
within 1 year eploysupport/int_prog.html

Iketani Science andTechnology Foundation(ISTF)
International Exchange
Grant (invitation)

Discipline: Advanced
materials or other relatedscientific technology
fields9―https://www.jrex.or.jp/ru/a
pplications/ (Russian
only)

https://www.iketanizaidan.or.jp/system/?page_id=05 (Japanese only)III. Doctoral Course at the Graduate University for Advanced Studies (SOKENDAI) (for graduate students)
As the host institute of the Astronomical Science Program of the Graduate Institute for Advanced Studies at
SOKENDAI, NAOJ provides education and research guidance for graduate students, and welcomes international
students.

More details about SOKENDAI can be found at the websites below.
 The Graduate University for Advanced Studies (SOKENDAI)
https://www.soken.ac.jp/en/ Astronomical Science Program of the SOKENDAI Graduate Institute for Advanced Studies
https://guas-astronomy.jp/eng/index.html

Described below are scholarship and financial aid programs for international students accepted to NAOJ. (Pleasecheck the application requirements when applying as some programs do not allow duplicate grant awards.)

1. NAOJ Junior Fellowship
The NAOJ Junior Fellowship is intended for students with exceptional research abilities and motivations forpursuing a career in research.

Students applying to SOKENDAI are automatically considered for this scholarship program. Recipients are
selected based on the results of their entrance examinations.

The scholarship benefits include:Admission feesTuition feesMonthly allowance of 150,000 JPY

Travel expenses

More details about the NAOJ Junior Fellowship can be found at the website below.
https://guas-astronomy.jp/eng/Applicants/exam.html#jflw

2. NAOJ Associate Researcher Support System
The Associate Researcher Support System is designed for SOKENDAI students belonging to the
Astronomical Science Program with outstanding academic records to work on NAOJ’s research projects inorder to develop their research abilities as young scientists. It also aims to provide an opportunity for thesestudents to gain experience on how they can conduct research effectively and enrich their research
environments.
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If you wish to become an Associate Researcher, you need to apply for this program after your admission to
SOKENDAI. Recipients are selected based on their submitted research plans and are further categorized into
three ranks. They will receive monthly research support funding ranging from 60,000 to 100,000 JPY,
depending on which category they fall into.

More details about this system can be found on the application guidelines delivered after the admission.

3. Japanese Government (MEXT) Scholarships
The Ministry of Education, Culture, Sports, Science and Technology (MEXT) offers scholarships forexcellent international students who wish to study in graduate courses at Japanese universities as research
students. SOKENDAI accepts international students selected for this program. This program is only
available for those with the nationality of a country that has diplomatic relations with Japan.

Successful candidates are provided with the following benefits until the end of their course (but notexceeding the standard course duration for a Ph.D. degree).


ScholarshipRound-Trip Airfare

Educational Fees (tuition, admission, and exam fees)

More details about the Japanese Government Scholarships can be found at the relates websites below.
 SOKENDAI
https://www.soken.ac.jp/en/admission/mextscholarship/ MEXT
https://www.mext.go.jp/a_menu/koutou/ryugaku/boshu/1330944.htm

To receive a MEXT Scholarship, applicants must submit their applications and be selected before being
admitted to SOKENDAI. Those who are applying for other scholarship programs are not eligible to thisprogram.

There are the following three ways to apply for this program.

(A) Embassy Recommendation
To receive an Embassy Recommendation, applicants must first apply to the Japanese Embassy or
Consulate in their home country. Then, after an evaluation process, selected candidates arerecommended to MEXT, which carries out the final selection.
More details about Embassy Recommendation can be found at the related websites below.
11 SOKENDAI
https://www.soken.ac.jp/en/admission/mextscholarship/scholarship_jpn/index.html
 MEXT
https://www.mext.go.jp/content/20200521-mxt_gakushi02-000007188-02.pdf(B) University Recommendation
To receive a University Recommendation, applicants must first apply to SOKENDAI. Then, after an
evaluation process, selected candidates are recommended to MEXT, which carries out the final selection.

More details about University Recommendation can be found at the relates websites below.
 SOKENDAI
https://www.soken.ac.jp/en/admission/mextscholarship/university_recommendation/index.html

https://www.soken.ac.jp/cms_upload/Guideline_naoj_M.pdf
 MEXT
https://www.mext.go.jp/content/20191223-mxt_gakushi02-000003485_01.pdf(in Japanese only)(C) International Priority Graduate Programs (PGP)
International Priority Graduate Programs (PGP) are intended for international students who wish toenroll in a special program adopted by MEXT. As in the case of “University Recommendation,”
applicants must go through an evaluation process conducted by SOKENDAI before receiving a
recommendation to MEXT, which carries out the final selection.

More details about PGP can be found at the related websites below.


SOKENDAI
https://www.soken.ac.jp/en/admission/mextscholarship/university_recommendation__pg
p_/index.html

 MEXT
https://www.mext.go.jp/content/20191213-mxt_gakushi02-000003205_01.pdf(in Japanese only)

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