Writing Seminar for
DC1/DC2 student fellowship
Telling Your Research Story Effectively
Makoto Shida

URA, ASHBi Research Acceleration Unit, WPI-ASHBi
Institute for the Advanced Study of Human Biology (WPI-ASHBi)

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What is a DC1/DC2 Fellowship?

JSPS’s DC1/DC2 Fellowship is
one of the most popular funding sourcefor both Japanese/Foreign PhD students in Japan.

However, some information is
only provided in Japanese…
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Today’s Aim: Filling the info gap between Japanese & English“Huge gap” in the quantity of information available
Japanese

EnglishTop
Overview

GAP

Application Guideline
Selection Schedule
Q&A

So many
essential information
are missing…

Evaluation Policy
Institutefor theAdvanced Study of Human Biology (WPI-ASHBi)
Selection
Set

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Today’s Agenda

Practical Guide of DC1/DC2 Fellowships
1. Basic info and application process
2. Evaluation System of DC1/DC2
3. Preparing an Effective Proposal

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Today’s Agenda

Practical Guide of DC1/DC2 Fellowships
1. Basic info and application process
2. Evaluation System of DC1/DC2
3. Preparing an Effective Proposal

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[Basics] Available funding for Japanese/Foreign PhD students

Scholarships

Fellowships

DC1 (JSPS)

Students in for prospective PhD students
ALL
Universities DC2 (JSPS)
for enrolled PhD students

Students in
Certainuniversities

SPRING (59 universities)

for prospective and enrolled PhD students

MEXT Fellowship (47 universities)

for prospective and enrolled PhD students

Contact
univ. admin

Contact
univ. admin

check “Study in Japan”

Students in Governmental (MEXT, JASSO)
ALL
Universities Regional/Foundational

https://www.studyinjapan.go.jp/en/
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DC1/DC2 provide funding for most/part of your doctoral course※First year students of 4 year
PhD courses can also apply

Start Preparing!

JSPS Deadline: Jun 2* 2022
for fellowship from Apr 2023

*Contact univ. admin for the “Internal Deadline” at your university!
[NOTE] Government scholarship recipients (MEXT etc.) must forfeit their scholarship when selected.
Some universities provide tuition exemptions for DC1/DC2 fellowship recipients upon request.
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Success rates are approx. 20% for both DC1 & DC2

Substantial numberof foreign students
have been adopted

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Application needs to be made via the E-registration system
To start, contact univ. admin for
ONLY inJapanese

Part 1
Applicant Info

Web form

Seek
assistance- ID/password- internal deadline

OK in
EnglishContact yourboss ASAP!

Part 2
Research Plan

Part 3CompliancePart 4
Self Evaluation

Part 5Career Vision

3 pages

1 page2 pages

1 pageSupervisor’s
EvaluationForm

Web form

Word→PDF

E-Registration(電子申請) system

OK in
English

Admin
check
https://www-shinsei.jsps.go.jp/index2.html(in Japanese)

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What you need to write for each part (see appendix for instruction details)
Part 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pages

Part 5Career Vision
1 page2. Research Plan

1. Positioning of Research (1 page) Background of research Problem/Circumstance in your research field
2. Research purpose and content (2 pages)

 Research Plan (objective, methods, contents)
 What will be elucidated

 Characteristics and originality of the project Other notes (part of lab’s research, other place of research)Institute for the Advanced Study of Human Biology (WPI-ASHBi)

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What you need to write for each part (see appendix for instruction details)
Part 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pages

Part 5Career Vision
1 page3. Protection of human rights, compliance w/ laws & regulations
 Guidelines etc. which you need to incorporate Measures and actions to be taken

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What you need to write for each part (see appendix for instruction details)
Part 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pages

Part 5Career Vision
1 page4. Self Evaluation of Research Conductivity
 Your research strength Factors necessary for further development

5. Image of the researcher you aim to be Future Image (and abilities you need to acquire) Positioning/direction of research during fellowship

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Summary of the DC1/DC2 fellowships

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Today’s Agenda

Practical Guide of DC1/DC2 Fellowships
1. Basic info and application process
2. Evaluation System of DC1/DC2
3. Preparing an Effective Proposal

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What is the evaluation process for DC1/DC2?

ApplicantEvaluation Process

Selected
20%

Not
Selected
80%

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Rabbit Icons: https://chojugiga.com/

15DC1/DC2 applicants are evaluated by 6 reviewers in 2 stages

6 Reviewers from your “Selection Set”
A

B

Applicant

C

D

E

F

Top
15%

Selected
20%

Border
Evaluation
Process
Re-evaluate
10%

Evaluate“All”
applications“Borderlines”
ONLY

Low
75%

Not
Selected
80%

Rabbit & Frog Icons: https://chojugiga.com/

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Reviewers: Researchers selected from the “Selection Set”

6 Reviewers from your “Selection Set”
A

B

Applicant

C

D

E

F

Top
15%

Selected
20%

Border
Evaluation
Process
Re-evaluate
10%

Evaluate“All”
applications“Borderlines”
ONLY

Low
75%

Not
Selected
80%

Rabbit & Frog Icons: https://chojugiga.com/

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“Selection Set” consists of 56 sets (each covering broad research field)
Selection Set is in Japanese, ask your colleague for help

Reviewers are experts who may not be of “your” field

Selection Set

Set
9

A

B

C

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D

E

F

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1st Stage: All Applications are evaluated
Most of the applications (except for Border-lines) are decided
6 Reviewers from your “Selection Set”
A

B

Applicant

C

D

E

F

Top
15%

Selected

Evaluation Process
Re-evaluate

Evaluate“All”
applications

Border10%“Borderlines”
ONLY
Not
Selected

Low
75%

Rabbit & Frog Icons: https://chojugiga.com/

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

https://www.jsps.go.jp/j-pd/data/boshu/dc_yoko.pdf

Evaluation Policy

Rough translation(1) The applicant's research proposal should show the background that led to
the formulation of the research topic, and the excellence of the idea
behind it. In addition, the originality of the research method, and thefuture prospects of the research topic should be indicated.
(2) The applicant should show the potential of becoming an outstanding
researcher who will play a leading role in the future of academia.
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1st Stage: Applications are sorted by “Overall Score”
Most of the applications are decided at this point
6 Reviewers from your “Selection Set”
A

B

Applicant

C

D

E

F

Top
15%

Selected

Evaluation Process
Re-evaluate

Average
Evaluateof
6 reviewers’“All”“Overallapplications
Score”

Border10%“Borderlines”
ONLY
Not
Selected

Low
75%

Rabbit & Frog Icons: https://chojugiga.com/

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Each reviewer provides Overall Score & 2 Rating Elements
Average of 6 Reviewers’ “Overall Score” is used for selection
Overall Score

Top
15%

(proportionally distributed)
Applicant

1

10%
Poor

2

20%

Average of“overall score”

3

40%

4

20%

Border10%

5

10%
ExcellentLow
75%

utilize

2 Rating
Elements(absolute rating)Idea and Originalityof the Research Plan
Potential as a Researcher

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In 2nd Stage, only the “Border-lines” are re-evaluated
The final 5% selection will be made here
6 Reviewers from your “Selection Set”
A

Applicant

B

C

D

E

F

Top
15%

Reconsider
Evaluation Process
Re-evaluate
using
Evaluate“Borderlines”
all reviewer’s
“All”
ONLY
”scores”
applications
Border
10%

Low
75%

Selected

Not
Selected

Rabbit & Frog Icons: https://chojugiga.com/

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Summary of evaluation systems

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. Evaluation System of DC1/DC2
3. Preparing an Effective Proposal

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Preparing an Effective Proposal: Effective storytelling

Effective Storytelling

helps reviewer to resonate with your story
Wow!
I can understand easily!

Develop your storyline before writing!
Frog Icons: https://chojugiga.com/
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You need to explain 2 stories: Research Story & Your Story
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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Storytelling: What must be fulfilled in a research plan?
ApplicantYour point of view

Specific Problem
that you want to tackle

Your Solution(Unique & solid)

You need areviewer’s pointof view!

Rabbit Icons: https://chojugiga.com/
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Storytelling: You need to understand the reviewer’s point of view
Reviewer

ApplicantYour point of view

Reviewer’s point of view

Specific Problem

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

Your Solution(Unique & solid)

reviewer’s pointof view!

Potential 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(Resonating theme)

Specific
Critical Problem
Problemthat you unmet
want to needs)
tackle(Specific

Idea and Originalityof the Research PlanYour Solution

Potential as a Researcher(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
Problemthat you unmet
want to needs)
tackle(Specific

Specific
focusYour Solution

Potential as a Researcher(Unique & solid)Largepotential impact

Idea and Originalityof the Research Plan

Large scope(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(Specific unmet needs)

Idea and Originalityof the Research PlanYour Solution

Potential as a Researcher

Feasible?

(Unique & solid)

Logical?

Reasonable?

Largepotential impact(To science & society)

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You need to explain 2 stories: Research Story & Your Story
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)

Potential as a Researcher
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Your Researcher Potential: Example of a Reviewer’s checkpointfrom
How will you develop your career Dr.Comments
Satoshi Horike
WPI-iCeMS
as a independent researcher?
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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JSPS expects reviewers to focus on potential over achievements
You need not worry about publication records too muchhttps://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 thereviewers to focus on the quality and the potential as a researcher.
• We request for a evaluation that is not biased toward achievements.
(publications etc.)• We request for a fair review from the perspective of fostering researchers.
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Useful tips in preparing an effective proposal
Tip #1: Grant Writing is different from Academic Writing
Tip #2: Use an Outline Framework
Tip #3: Use “Easy-to-understand Format & Language”
Tip #4: Use the header (& the first sentence) effectively
Tip #5: Prepare “diagrams” to visualize your plan
Tip #6: 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

Few length constraints

Strict length constraints

Specialized terminology

Accessible Language

Verbosity rewarded“Insider jargon”

Brevity rewarded

Easily understood

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: Use an outline framework
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 to see Instituteif youhave “every component” in your story 38
for the Advanced Study of Human Biology (WPI-ASHBi)

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
for the Advanced Study of Human Biology (WPI-ASHBi)
will guideInstitutereviewers’eyes in capturing your story

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Tip #4: Use the header (& the first sentence) effectively
Sample of an “Research Method” paragraph
FEM Simulation of Mechanical Loads on the Lower Thighs
So, What’s thepoint here?

I see what you
want to find!

It is known that correct seating posture can be analyzed by measuring
the stresses of the lower thighs on the seat surface. Finite element
method (FEM) is known to be a powerful tool for the stress analysis of
What you will docomplex structure. We will analyze the tress distribution of the lower
thighs for different seat height using the original simulation program
based on FEM. The simulation result will be used to determine theoptimal seat for correct seating posture.

Optimization of seat height using FEM simulation
To determine the optimal seat height, we will simulate the stress
distribution of the lower thighs at different seat heights using an originally
What you will elucidate
developed simulation program using finite element analysis methods(FEM). First, we will…

Good header shows the “key message”
the Advanced Study of Human Biology (WPI-ASHBi)
whichInstitutetheforreviewers
can “easily envision”

40Tip #5: Prepare “diagrams” to visualize your plan
Let the visual image explain for you

Overview and Key Question
Scientific background leading to the
problem which needs to be solved

Factor Y

e.g. Project timelineYear 1

3 possible factors of the problem

Factor X

Make sure to prepare them in grayscale!

Factor Z

Critical Problem

What is the key factor andthe mechanism of thisproblem?

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. Project overview

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

Wow! I can understand instantly!
Frog Icons: https://chojugiga.com/

Visualizing your storyline will enable reviewers
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Tip #6: 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?

Colleague
URA

What’s theimportant part ofthis proposal?
Colleague
URA

Applicant

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

Having others check your document is important
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to avoid
your story to become ego-centric42

Acknowledgements

ASHBi Research Acceleration Unit
Tadashi Ogawa
Spyros Goulas
Tomoki Shimizu
Hiromi Inoue
WPI-iCeMS, Kyoto University
Satoshi Horike

IIMC, Kyoto University
Eiri Ono

Research Promotion Division, Kyoto University
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ASHBi Research Acceleration Unit
Tadashi Ogawa

Unit Head/Professor
Ex-PI (Neuroscience)

GRANT WRITING
Makoto Shida

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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Coming up Events
June 2022
First Seminar from a Series on‘Successfully Publishing Scientific Papers’

Spyros Goulas
Science Advisor

Ex-Researcher & Journal Editor

Summer-Autumn 2022
‘Sharing your Research with the World’

Tomoki Shimizu

Scientific Communicator

Ex-Institutional Public Information Officer

Hiromi Inoue

Research Coordinator

Ex-Researcher & Lab Manager
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Appendix 1
DC1/DC2 Application Form

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Instructions for [Part 2] Research Plan
Part 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pagesRoughtranslation

Part 5Career Vision
1 page2.【Research Plan page1】

Fill out the form in an easy-to-understand manner, using conceptual diagrams as appropriate. Thissection must be prepared within one page and NO Format changes or additions are permitted.

(1) Positioning of the research

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

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Instructions for [Part 2] Research Plan (contd.)
Part 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pagesRoughtranslation

Part 5Career Vision
1 page2.【Research Plan page 2&3】

Fill out the form in an easy-to-understand manner, using conceptual diagrams as appropriate. Thissection must be prepared within two pages and NO Format changes or additions are permitted.

(2) Research purpose and content, etc.
1) Describe the research objectives, research method, and research content of the research plan to be
conducted as a fellow.

Rough translation

2) Describe in detail about what will be elucidated, and to what extent and how will it be pursued
during the research period.
3) Describe the characteristics and originality of the research project (in comparison with previous research,
expected impact upon completion of this research, future prospects, etc.).
4) If the research plan is positioned as part of the research activities of the applicant’s laboratory, clarify the partwhich the applicant is responsible for.
5) If the applicant is planning to conduct research at a different research institution from the host institution(including foreign institution, etc.) then provide specific details.
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Instructions for [Part 3] CompliancePart 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pagesRoughtranslation

Part 5Career Vision
1 page3.【Protection of human rights, compliance with laws and regulations】

This section must be prepared within one page and NO Format changes or additions are permitted.
This column should be filled in if the research requires procedures based on guidelines, laws, etc.
(including the guidelines, laws, etc. of the country or region where the international joint research is to be
conducted) in order to carry out the “2. Research Plan”, describe the measures and actions to be taken.
These include research that requires the consent and cooperation of the other party, research that requiresconsideration of the handling of personal information, or research that requires bioethics and safety measures(including those of countries and regions where international joint research is conducted),
For example, surveys/research/experiments will require approval procedures by information committees or ethics
committees inside or outside the research institution needs to have the necessary procedures written. These
research may include questionnaire surveys/interview surveys involving personal information, behavioral surveys(including personal histories and images), surveys of domestic and international cultural heritage, use of provided
samples, research involving invasiveness, human genetic analysis research, genetic recombination experiments,
and animal experiments.
If this part is not applicable in your research, indicate so.
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Instructions for [Part 4] Self Evaluation
Part 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pagesRoughtranslation

Part 5Career Vision
1 page4.【Self Evaluation of Research Conductivity】

This section must be prepared within two pages and NO Format changes or additions are permitted.
In addition to the research plan described in this application form, describe (1) “Your research strengths” and(2) “Factors you consider necessary for further development as a researcher” based on yourexperience in the research activities you have been involved.

Describe your research strengths, including the results of your past research
activities (e.g., publications) that provide evidences to your description.

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Instructions for [Part 5] Career VisionPart 2
Research Plan
3 pages

Part 3Compliance
1 pagePart 4
Self Evaluation
2 pagesRoughtranslation

Part 5Career Vision
1 page5.【Image of the researcher you aim to be】

This section must be prepared within one page and NO Format changes or additions are permitted.
The purpose of the JSPS Research Fellowship is to foster and secure the highly creative researchers who will leadthe future academic research in Japan. In light of this purpose, provide (1) “the image of the researcher you
are aiming to be” and (2) “the research positioning toward the researcher image you are aiming to
be during the period of Research Fellow”.

In your description, also describe the qualities you need to acquire inbecoming the researcher you are aiming to be.

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Appendix 2
Other useful information for
DC1/DC2

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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

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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 the highly
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 your achievements(publications, etc.), but also write your strengths using these achievements asevidences.
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Appendix 3
JSPS Fellowships for Postdocs

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JSPS fellowships for Foreign Postdocs
For foreign postdocs, JSPS provides special fellowships
Category

Funding Amount
Allowance
Research

Eligibility
Japanese & permanentPD

Not applicable tomost foreigners

residency holders

withinPostdoctoral
Fellowships for
Research in Japan*(Standard)

5 years from PhD

Foreigners
within362K

JPY/month

6 years from PhD～1.5M
JPY/year12-24 months

For more details, check https://www.jsps.go.jp/english/e-ippan/index.html*Application must be made from host lab (boss) since this program is originally designed
for Japanese labs to invite foreign postdocs from overseas

Application Deadline

May 6

early-Sep(2 chances)

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