Makoto Shida

University Research Administrator (URA)
Research Acceleration Unit, WPI-ASHBi

Re se arch Acce le ration U nit, Institute for the Ad vance d Stud y of Human B iology (W PI-ASHB i)

1What is a DC1/DC2 Fellowship?

JSPS’s DC 1/DC 2 Fellowship is
one of the most popular funding sourcefor both Japanese/Foreign PhD students in Japan.

Re se arch Acce le ration U nit, Institute for the Ad vance d Stud y of Human B iology (W PI-ASHB i)

2[Problem 1] Information maybe difficult to understand at a glance
Concise English information are available, but basically all in text
(can be difficult to understand for first timers…)
Overview

https://www.jsps.go.jp/english/e-pd/

Guidelines & Application documents

https://www.jsps.go.jp/j-pd/pd_sin.html#dc_yoshiki

50 page
Guideline

Practical guide
would be beneficial
for Foreign applicants

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[Problem 2] Good idea is not enough for an effective proposal

Grant application is about
C onvincing your research proposal!
2 Important factors of proposal

Research
Idea

Storytelling

Today
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Today’s Agenda: Practical Guide of DC1/DC2 Fellowships

1. Basic info and application process
2. Application Format

Solution to
Problem 1

3. Evaluation System of DC1/DC2
4. Preparing an Effective Proposal
Re se arch Acce le ration U nit, Institute for the Ad vance d Stud y of Human B iology (W PI-ASHB i)

Solution to
Problem 2

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Today’s Agenda: Practical Guide of DC1/DC2 Fellowships

1. Basic info and application process
2. Application Format
3. Evaluation System of DC1/DC2
4. Preparing an Effective Proposal
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Available funding for J apanese/Foreign PhD students

Contact
univ. admin

Contact
univ. admin

check “ Study in J apan”

https://www.studyinjapan.go.jp/en/
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DC1/DC2 funding covers most of your doctoral course*see appendix for eligibility of 4yr & 5yr PhD courses

for fellowship from Apr 2024

JSPS Deadline: J un 7 2023
Start Preparing Now!

Contact univ. admin for the “ Internal Deadline” at your university!
Application Guideline

https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/dc_yoko_en.pdf
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FAQs for eligibility− Can MEXT (and other) scholarship recipients apply?
A: Yes, but must forfeit scholarship when selected−Can we get tuition exemptions?
A: Depends. Ask your univ. admin. for incentive program options.
−Can D3 (in 3 year PhD courses) students apply?
A: No.
− Are there fellowships for postdocs (incl. prospective)?
A: Yes, see appendix for details.
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Success rates are approx. 20% for both DC1 & DC2*Estimation according to
the names of recipients

Substantial numberof foreign students
have been adopted

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10You need to apply via E-registration system
To start, contact univ. admin for- ID/password- internal deadline

Application format

E-Registration(電子申請) system

Admin checks andthen submits to JSPS
https://www-shinsei.jsps.go.jp/index2.html(in Japanese)

Application Procedure Manualhttps://www.jsps.go.jp/file/storage/j-pd/data/recruiting/sakusei_dc_en.pdf
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Application Format: You need support from others to prepare
Preparedby youWord→PDF

Web form
Part 1
Applicant Info

Part 2
Research Plan

Part 3CompliancePart 4
Self Evaluation

Part 5Career Vision

3 pages

1 page2 pages

1 pageJ apanese

English OK

Contact ASAP!

Preparedby your boss

Web form

Web form

Part 6
Budget Plan

Supervisor’s
Evaluation
Report4 pages

J apanese

English OK

Seek for assistance!
E-Registration(電子申請) system
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Summary: Basic Information of DC1/DC2

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Today’s Agenda: Practical Guide of DC1/DC2 Fellowships

1. Basic info and application process
2. Application Format
3. Evaluation System of DC1/DC2
4. Preparing an Effective Proposal
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Application Format: proposal contents are Part 1-6
Preparedby youPart 1
Applicant Info

Preparedby your boss

Part 2
Research Plan

Part 3CompliancePart 4
Self Evaluation

Part 5Career Vision

3 pages

1 page2 pages

1 pageAbout Your ResearchPart 6
Budget Plan

Supervisor’s
Evaluation
Report4 pages

About Yourself

Application Documents & Manuals

https://www.jsps.go.jp/j-pd/pd_sin.html#dc_yoshiki
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Part 2: Research plan (Positioning, Purpose & Content)
Part 2
Research Plan

Part 3CompliancePart 4
Self Evaluation

Part 5Career Vision

3 pages

1 page2 pages

1 pageSimplePart 6
Budget Plan

4 pages- C onceptual Diagrams
are essential- Timeline/Flow chart

2. Research Plan (Effectively use diagrams to ease understanding)
1. Positioning of the Research (1 page)− What is the background/issue in your research area?
− What led to your idea/conception?

2. Research purpose and content (2 pages)
−
−
−
−
−
−

What is the objective & methods

Plan for 0.8M J PY/year (+ additional plan up to 0.7M JPY/year)

What is the goal? To what extent will you elucidate?
What is your originality? What are the future prospects/impact?
Is it an independent research? (or part of lab’s research?)
Any international research activities planned?

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Part 6: Budget plan (aligned with your research plan)
Part 2
Research Plan

Part 3CompliancePart 4
Self Evaluation

Part 5Career Vision

3 pages

1 page2 pages

1 pagePart 6
Budget Plan

4 pages

Budget Plan of the Research (in thousands J PY)
 Annual breakdown list of purchase items/services and its necessity− Equipment, consumables− Travel (Domestic/International), Honorariums, etc.
 List of other research funding (acquired, applied)

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Part 4 & 5: Your present analysis and your future visionPart 2
Research Plan

Part 3CompliancePart 4
Self Evaluation

Part 5Career Vision

3 pages

1 page2 pages

1 pagePart 6
Budget Plan

4 pages

4. Self Evaluation of Research Conductivity
 What is your strength? What supporting evidences
do you have to support your capability?
 What are your weaknesses as of now?

What can you contribute to J apan
from foreigner’s perspective
can be a unique appealing point

Preliminary Data, Publications,
5. Image of the researcher you aim to be
C onference Presentations, What is your image of an ideal researcher? What skills/mindset do
Gradings, Awards, etc.
they have?
 What do you need to develop to become such researcher?
 What advances do you plan to make during the fellowship?
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Part 3: Awareness to the compliancePart 2
Research Plan

Part 3CompliancePart 4
Self Evaluation

Part 5Career Vision

3 pages

1 page2 pages

1 pagePart 6
Budget Plan

4 pages

3. Protection of human rights, compliance w/ laws & regulations
 Which laws, regulations etc. do you need to follow?
 What do you need to do to obtain approval?

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Today’s Agenda: Practical Guide of DC1/DC2 Fellowships

1. Basic info and application process
2. Application Format
3. Evaluation System of DC1/DC2
4. Preparing an Effective Proposal
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What is the evaluation process for DC1/DC2?

ApplicantEvaluation Process

Selected20%(A Blackbox?)
Not
Selected
80%

Rabbit Icons: https://chojugiga.com/
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DC1/DC2 applicants are evaluated by 6 reviewers in 2 stages
6 Reviewers
A

B

Applicant

C

D

E

F

Top
15%

Evaluation Process
2 nd Stage
Border10%

1 st stage
Evaluation

Selected
20%

Evaluation

Low
75%

Not
Selected
80%

Rabbit & Frog Icons: https://chojugiga.com/
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Who are your reviewers?
Experts selected from the “ Selection Set”
6 Reviewers
A

B

Applicant

C

D

E

F

Top
15%

Evaluation Process
2 nd Stage
Border10%

1 st Stage
Evaluation

Selected
20%

Evaluation

Low
75%

Not
Selected
80%

Rabbit & Frog Icons: https://chojugiga.com/
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“Selection Set” consists of 58/60* sets (each covering broad field)*DC1: 58, DC2: 60 sets

NOT ALL reviewers are familiar with your “ particular field”[from the DC1 Selection Set]

Biology
Selection Set 2

https://www.jsps.go.jp/j-pd/pd_sinsa-set.html

A

B

C

D

“Selection Set” is provided in Japanese, so ask your colleague for help
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E

F

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In Evaluation, almost 75% are eliminated at the 1 st Stage
6 Reviewers

Sorting is done by the “ Overall Score”
A

B

Applicant

C

D

E

F

Top
15%

Evaluate
1 st Stage“ All”
Evaluation
applications

Border
10%

Low
75%

Re-Evaluate
2 nd Stage“ Border-lines”
Evaluation
Only

Selected

Not
Selected

Rabbit & Frog Icons: https://chojugiga.com/
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Using the “ Overall Score” , reviewers sort in to 5 categories
Average of 6 Reviewers’ “ Overall Score” is used for selection
Overall Score(sorting the application)

1

Applicant30%

Average of“ overall score”

2

40%

3 4 5

10% 10% 10%

Poor

2 Rating
Elements(absolute rating)Excellent

Idea and Originalityof the Research Plan

utilize

Potential as a Researcher

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Screening policy: Idea/originality of the plan & your potential

Idea and Originalityof the Research Plan

https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/dc_yoko_en.pdf

Potential as a Researcher

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Summary: Application Format & Evaluation Process

Make sure to explain ineasy-to-understandstory & language!

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Today’s Agenda: Practical Guide of DC1/DC2 Fellowships

1. Basic info and application process
2. Application Format
3. Evaluation System of DC1/DC2
4. Preparing an Effective Proposal
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What helps you make a Good Proposal?

Effective Storytelling

helps the reviewer to empathize with your story
Wow! I caneasily comprehend
this story!

Frog Icons: https://chojugiga.com/

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Reviewers want to understand the story as a wholeA− 1 st page (Research Positioning) is most important. Conceptual diagram is essential.
− Is the Research Plan logically structured? What potential impact does it have?
− Does the Applicant contribute to a bright future?

B− Does all proposal documents align together as a consistent story?
− Is the Research Plan logical and feasible (methods, schedule, budget)?
− Does originality claims supported by evidences & logic?

C− Is the Research Theme connected to a large (understandable) issue?
− Has the Applicant shown steady progress (publications, conference presentations)?
− Conceptual diagrams & preliminary data helps to understand in a short time.

D− Does all proposal documents align together as a consistent story?
− Is the Idea well thought out to make it his/her own? (not borrowed from the boss?)− Has the Applicant shown steady progress (conference presentations, etc.)?
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There are 2 types of story to tell to the reviewers
Part 2
Research Plan
3 pages

Part 3Compliance
1 pageResearch Story(Part 2)

Part 4
Self Evaluation
2 pages

Part 5Career Vision
1 pageYour Story(Part 4, 5)

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How can you tell your research story effectively ?
Part 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pages

Part 5Career Vision
1 pageResearch Story(Part 2)Re se arch Acce le ration U nit, Institute for the Ad vance d Stud y of Human B iology (W PI-ASHB i)

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What do we need for a good research story?
ApplicantYour point of view

Specific Problem
that you want to tackle

Your Findings

You need areviewer’s pointof view!

(Unique & solid)

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You need to understand the reviewer’s point of view
ApplicantReviewerYour point of view

Reviewer’s point of view

Specific Problem

Idea and Originality
You
need
a Planof theResearchthat you want to tackle

Your Findings(Unique & solid)

reviewer’s pointof Potential
view! as a
Researcher

You need to satisfy both components!
Rabbit & Frog Icons: https://chojugiga.com/
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Idea and originality: Is your research story worth listening?
My Interpretation

Large unsolved issue(Empathizing theme)

Specific
Critical Problem
Problem

Idea
Ideaandand Originality
Originality
of
Plan
ofthe
the Research
Research PlanYour Findings

Potential as a
Researcherthat you wantto needs)
tackle(Specific
unmet(Unique & solid)Largepotential impact(To science & society)

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Storytelling: Use the “ Large-Specified-Large” storyline structure“ Hourglass” like structure

Large unsolved issue

Large scope(Resonating theme)

Specific
Critical Problem
ProblemSpecific
focus

Idea and Originalityof the Research PlanYour Findings

Specific
focus

Potential as a
Researcher

Largepotential impact

Large scopethat you wantto needs)
tackle(Specific
unmet(Unique & solid)(To science & society)

Modified from Scanlan C, “The hourglass: serving the news, serving the reader” Poynter, 2003
https://www.poynter.org/reporting-editing/2003/the-hourglass-serving-the-news-serving-the-reader/
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Potential: Is your research story feasible and logical?
“ Hourglass” like structure

My Interpretation

Large unsolved issue(Resonating theme)

Critical Problem

Idea and Originalityof the Research Plan

(Specific unmet needs)

Feasible?

Your Findings(Unique & solid)

Logical?

Potential as a
Potential as a Researcher
Researcher

Reasonable?

Largepotential impact(To science & society)

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How can you tell your story (yourself) effectively?
Part 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pages

Part 5Career Vision
1 pageYour Story(Part 4, 5)

Potential as a
Researcher
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Your Researcher Potential: Example of a Reviewer’s checkpoint

How will you develop your career
as a independent researcher?

Comments fromDr. Satoshi Horike
WPI-iCeMS
Kyoto University

Are these 5 factors answered in the proposal?

1. Understanding your own & lacking abilities
2. Overcoming pathways to acquire the lacking abilities
3. Mindset of an independent researcher
4. Hypothesis building and feasible/logical process
5. Contribution to science and research from outcome
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J SPS expects reviewers to focus on potential over achievements

https://www.jsps.go.jp/j-pd/data/pd_setsumeikai/henkoten.pdf

Rough translation

Expectations to the reviewers (points to pay special attention to)• Based on the purpose of the fellowship program to foster and secure innovative researchers
who will lead the future of academic research in Japan, we request the reviewers to focus on
the quality and the potential as a researcher.
• We request for a evaluation that is not biased toward achievements. (e.g. publications)• We request for a fair review from the perspective of fostering researchers.

Publication is not necessary,
but evidences showing your footsteps till now are essential
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Useful tips in preparing an effective proposal

Tip #1: Grant Writing is different from Paper Writing
Tip #2: Prepare “diagrams” to visualize your plan
Tip #3: Use “Easy-to-understand Format & Language”
Tip #4: Obtain Third Person’s View via Feedback

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Tip #1: Grant Writing is different from Paper Writing
What you need to convey is different
Paper Writing
Past oriented

vsGrant Writing
Future oriented

Work that has been done

Work that should be done

Theme-centered

Project-centered

Theory and thesis

Objectives and activities

Specialized terminology

Accessible Language

Expository rhetoric

Persuasive rhetoric“Insider jargon”

Explaining to the reader

Easily understood“Selling” the reader

Modified from Porter R, “Why Academics Have a Hard Time Writing Good Grant Proposals”
The Journal of Research Administration, vol 38, 2, 2007

In Grant Writing, you need to sell “your future plan”
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Tip #2: Prepare “ diagrams” to visualize your plane.g. Project timelineYear 1
Theme 1
Identification of
the Key Factors
Theme 2
Elucidating the
Function of each
Key Factors

Year 2

Year 3

Articlesearch

Field
Study

Extraction of
Key Factors

Analyzing
Known Factor

Comparative
Evaluation

Mini
Workshop

Theme 3
Elucidating the
Mechanism of
the problem

SubmitPaper

Feedback
Analysis

Systematic
Integration

Workshop with
global experts

e.g. Conceptual diagram

Modified from Ono E, “科研費研究計画調書のグラフィックデザイン”, 2019https://ashbi.kyoto-u.ac.jp/ja/wpcontent/uploads/sites/4/2019/11/ASHBi_KAKENHI2019_02-Ono.pdf

Make sure to prepare them in grayscale!
Visualizing your storyline will enable reviewers
to capture the story at a glance
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Tip #3: Use “ Easy-to-understand Format & Language”△

Family50+ proposals×7p=

over 350p!!

△

Research

Hey! It’s easy to follow!

Modified from Ogawa T, “My experience as a reviewer”
KAKENHI Preparation in Advance, 2018

Frog Icons: https://chojugiga.com/

Effective placement of summary, headers and figures
will guide reviewers’ eyes in capturing your story
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Tip #4: Obtain Third Person’s View via Feedback
Check to see how much of your proposal is understood by others
What do you mean by this?

What’s theimportant part ofthis proposal?
URA

Colleague
You

Hmm…
How can I modify my story
to make it more easily
understood…

Modified fromOno E, “科研費研究計画調書のグラフィックデザイン”,
K-CONNEX Seminar, 2017

The reader is the reviewer, not you
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Acknowledgements
ASHBi Research Acceleration Unit
Tadashi Ogawa
Spyros Goulas
Tomoki Shimizu
Hiromi Inoue
Reviewers who provided valuable insights
Satoshi Horike, WPI-iCeMS, Kyoto University
Hirohide Saito, CiRA, Kyoto University
Masatsugu Ema, Shiga University of Medicine
Shigetoshi Yazaki, Meiji University
Noriko Nakayama, Osaka University
Providing Materials/Feedbacks
Eiri Ono, IIMC, Kyoto University
Hiromi Sumita, LiMe, Kyoto University
Research Promotion Division, Kyoto University
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ASHBi Research Acceleration Unit
ASHBi Research Acceleration Unit
GRANT WRITING

Makoto Shida

Tadashi Ogawa

Unit Head/Professor
Ex-PI (Neuroscience)

University Research Administrator
Ex-Business Startup Specialist

DATA VISUALIZATION

Hiromi Inoue

Research Coordinator

Ex-Researcher & Lab Manager

SCIENTIFIC PAPER WRITING

Spyros Goulas

Scientific Advisor/Lecturer

Ex-Researcher & Journal Editor

PUBLIC RELATIONSTomoki Shimizu

Scientific Communicator/Lecturer
Ex-Public Information Officer

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Appendix 1
DC1/DC2 Application Forms

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Instruction [Part 2] Research Plan p1
https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/03_dc_naiyo_en.pdf

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Instruction [Part 2] Research Plan p2-3
https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/03_dc_naiyo_en.pdf

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Instruction [Part 2] Research Plan p2-3
https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/03_dc_naiyo_en.pdf

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Instruction [Part 3] Research Plan p2-3
https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/03_dc_naiyo_en.pdf

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Instruction [Part 4] Self-analysis on applicant’s ability
https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/03_dc_naiyo_en.pdf

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Instruction [Part 4] Self-analysis on applicant’s ability (cont’d)
https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/03_dc_naiyo_en.pdf

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Instruction [Part 5] Ideal figure of researchers, etc.
https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/03_dc_naiyo_en.pdf

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Sample [Part 6] Budget Plan
https://www.jsps.go.jp/file/storage/j-pd/data/recruiting/06_dc_kenkyukeikakuchosho_en.pdf

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Appendix 2
Other useful information for
DC1/DC2

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Eligibility for different Doctoral Courses

Not
Eligible

Eligiblefor DC1

3 yearPhD Courses

M1

M2

D1

D2

D3

5 yearPhD Courses

D1

D2

D3

D4

D5

D1

D2

D3

D4

4 year*PhD Courses

Eligiblefor DC2

Not
Eligible*Courses for Medical, Dental, Pharmaceutical, and Veterinary Degrees

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Available J SPS Fellowships for (Foreign) Postdocs
Although you CANNOT apply for PD Fellowships,
JSPS provides special fellowships for foreign postdocs*Application must be made from host lab (not you)
For more details, check https://www.jsps.go.jp/english/e-ippan/index.html

Application Deadline

May 2
early-Sep(2 chances)

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Q&A page provides beneficial information for application
JSPS offers “ Q&A page” to answer the FAQs of the fellowship applicants
https://www.jsps.go.jp/j-pd/pd_qa.html#eng

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Before writing, know what is expected for each part
Following information were given as important notes from JSPS
「令和5年度採用分特別研究員 募集・審査に係る主な変更点と留意点」, JSPS
https://www.jsps.go.jp/jpd/data/pd_setsumeikai/henkoten.pdf

Part 2. Research Plan

Rough translation

Describe the position of the research to be conducted as a fellow, including thebackground and problems in the research field, and the circumstances that
led to the idea of this research plan.

Part 4. Self Evaluation of Research Conductivity- Based on the purpose of the JSPS Research Fellowship to foster and secure thehighly creative researchers who will lead the future academic research in Japan,
analyze yourself thoroughly when writing “your research strengths”.
- When writing your “research achievements”, do not simply list yourachievements (publications, etc.), but also write your strengths using theseachievements
as evidences.
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Appendix 3
Additional Tips for
Effective Storytelling

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Outline framework is effective to construct your story
Sample of an Outline Framework

Past①

Present③

Introduction/Issue

Common knowledge,
scientific background, etc.

Future⑤Your Solution

Theme of your proposal

Predicted results
What can be achieved

Corresponding②④

Critical Problem
Unmet needs ofother research(domestic/global)⑥

Your strength

Key findings,
research environment

Potential Impact
to Science & Society

Modified from Ono E, “科研費研究計画調書のグラフィックデザイン”
K-CONNEX Seminar, 2017

Check Retosee if you have “every component” in your story
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Questions you can use in brainstorming your research plan
• Which problem are you going to solve?
• Why is this problem important?
• How will you do it?
• What do you plan to find/achieve?
• What potential impact can your provide?
Modified from “Writing an abstract”, Australian National University
https://www.anu.edu.au/students/academic-skills/research-writing/journal-article-writing/writing-an-abstract

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Details of difference between Academic & Grant Writing

Porter R, “Why Academics Have a Hard Time Writing Good Grant Proposals”,
The Journal of Research Administration, vol 38, 2, 2007
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