Grant for Overseas Research by the Division of Graduate Studies (DoGS)
Application Guidelines for Selection of 1st Semester in AY 2023
1.

Purposes
The Division of Graduate Studies (DoGS) of Kyoto University aims to strengthen the global development ofgraduate school education by providing financial support for Kyoto University’s graduate students to travel
abroad to conduct field research, present their research at international conferences, conduct joint researchoverseas, or receive research guidance at overseas laboratories. The DoGS will accept applications twice for thefirst and second semesters of the 2023 academic year. However, one person will be accepted once only in thesame academic year, either in the 1st semester or 2nd semester.

2.

Amount of Grant
The amount of the grant is determined by the screening committee based on the amount applied for by theapplicant (maximum of 400,000 yen per applicant).
The grant will be paid as a scholarship.
*In principle, the grant will be provided before the travel.
*Please specify the amount of the grant to apply in the Overseas Travel Plan (and Recommendation Letter) andprovide a breakdown of the amount in the breakdown column. The maximum amount to apply is 400,000 yen
per person. The screening committee will determine the grant amount based on the information in the Planning
Sheet for Overseas Travel (and Recommendation Letter).
*The scholars may be asked to return the grant if any of the items listed in (3) of section 8. of this application
guideline is applicable.

3.

Number of Scholars
Around 25-30 students

4.

Eligibility and Requirement to Apply
Applicants much meet all the eligibilities and requirements listed below.
(1) Remain enrolled at Kyoto University as a full-time student (except those who are taking a leave of absence)
when applying for and implementing the project and recommended by a supervisor.
(2) The purpose must be researches overseas for at least 10 days, including the day of departure and the day ofreturn.
(3) Start the project from the date of the notification of the screening result to March 31, 2024.
(4) Confirm in advance the criteria and necessary procedures for overseas travel stipulated by the graduate
school to which the applicant belongs and expects to obtain permission from the graduate school to which
the applicant belongs. If the applicant does not obtain permission from the graduate school before the startof the travel, the travel must be canceled.
(5) In sound health to conduct a research project overseas.
(6) Read thoroughly Kyoto University’s Policy on the Novel Coronavirus (COVID-19) -Regarding Overseas
Travel, Etc. and take necessary safety measures. Be fully aware of the risks of staying abroad and be selfdisciplined since overseas activities are solely at your own risk.
(7) Purchase overseas travel insurance with unlimited coverage for medical treatment and rescue expenses
including treatment for novel coronavirus (COVID-19).
(8) After acceptance, submit a letter of consent for dispatch from a supervisor before the start of the trip. The
name, affiliation, and plans of the selected candidates will be made open to the public.
(9) Submit the report two weeks after the return from the travel. (The report will be made open to the public.)
The scholars may be asked to return the grant if the report is not submitted.
(10) Watch a video of an overseas travel safety briefing (available on-demand) designated by the university. If
you do not watch the video, you will not be allowed to travel abroad.
(11) One person will be accepted once only in the same academic year, either in the 1st semester or 2nd semester.
(12) This grant is not used in conjunction with other financial assistance if the applicant is already receiving
sufficient support or if it constitutes duplicative support. If you receive other financial assistance, you must
confirm that the financial assistance does not prohibit you from receiving this grant in conjunction with it.

5.

Screening Method
Documentary screening based on the Planning Sheet for Overseas Travel (and Recommendation Letter)*Hearing may be held depending on the content of the application.

6.

Screening CriteriaThe purpose of the planned travel, its goals, and the results to be obtained must be clearly stated.
The applicant should describe how the planned travel will be utilized in future research activities and careerdevelopment.
The plan should be concrete and sufficiently expected to be realized. (If the applicant plans to conduct
research at an overseas university or other research institution, prior negotiations between the applicant andthe overseas host researcher must have been sufficiently conducted.)
The plan should recognize the possibility of risks to travel and consider preventive and responsive measures.
The applicant must have a plan for the use of the scholarship.

7.

Application Procedure(1) How to Apply① Prepare the Planning Sheet for Overseas Travel (and Recommendation Letter)(Download the format from the website below of the Division of Graduate Studies)
Website URL: https://www.kugd.k.kyoto-u.ac.jp/en/office/#p03*Should be typed.
*Written in either Japanese or English.
*Applications without the signature of a supervisor will not be screened.
*Prepare scanned document (ex. pdf., jpeg., png. format) after signed by a supervisor and the name of the
document should be “Planning Sheet for Overseas Travel_full name”.
② Apply online
Enter the information required and upload the Planning Sheet for Overseas Travel (and Recommendation
Letter).
Online application form URL: https://reg31.smp.ne.jp/regist/is?SMPFORM=nfkf-lhmblc-366616b62d713188bbbfecb6a90649f2(2)

Schedule◇Deadline: Monday, May 15 (Japan Standard Time)◇Notification of results: By mid-June, by e-mail◇After acceptance to departure: Submit a letter of consent by a supervisor and a document to transfer thescholarship. (Details such as formats and deadlines will be provided to the scholars at a later date.
*The transfer of the scholarship may be during or after the travel depending on your start day of the travel.

8.

Points to Note for Scholars(1) In principle, no change is permitted after acceptance. If changes are unavoidable, prior application andapproval must be obtained.
(2) If necessary, you may be asked to submit documentary evidence. Therefore, please be sure to save alltransportation tickets and receipts used for flights and travel, hotel receipts, etc., so that you can be held
accountable for the use of your scholarship.
(3) The scholars may be asked to return part or all of the grant if any of the items listed below are applicable:
Failure to make the trip.
Failure to submit the report by the deadline.
Casted doubts about the actual activities in the report to be submitted after return from the travel.
Find inappropriate behaviors as a student of Kyoto University in the research field.
Find inappropriate facts such as violation of any of the items listed in the application guidelines.
(4) The grant amount will not be increased or decreased once it has been determined.

9.

Contact
Division of Graduate Studies (General Planning Section, International, and General Education Promotion
Department)
TEL: 075-753-5402,3315
Email: kikaku-graduate@mail2.adm.kyoto-u.ac.jp

Grant for Overseas Research by the Division of Graduate Studies (DoGS)in 1st semester in AY 2023
Planning Sheet for Overseas Travel (and Recommendation Letter)
I recommend that the below-mentioned student will apply for the Grant for Overseas Research in 1st semester in
AY2023 by the Division of Graduate Studies (DoGS)
Date: 2023//

Supervisor’s Name*
Entry year

Graduate School/Department(*Signature)

Program/Year Level

Student ID Number
Full name(Name in KATAKANA)()

Grant Amount Appliedyen[Project Name (No more than 30 characters)][Country/Region of the destination][Project plan]
Criteria[Travel Period]
From*The Planning Sheet should be a maximum of 2 pages in total.

(month)to(month) (Aboutdays)

The purpose of the planned travel, its goals, and the results to be obtained must be clearly stated.
The applicant should describe how the planned travel will be utilized in future research activities and career development.
The plan should be concrete and sufficiently expected to be realized. (If the applicant plans to conduct research at an overseas
university or other research institution, prior negotiations between the applicant and the overseas host researcher must have been
sufficiently conducted.)
The plan should recognize the possibility of risks to travel and consider preventive and responsive measures.
The applicant must have a plan for the use of the scholarship.
* Please describe in detail if part of the travel and accommodation expense will be covered by Support for Pioneering Research
Initiated by the Next Generation presented by the Division of Graduate Studies (SPRING) or Science and Technology Innovation
Creation Fellowship or if you will receive (or expect to receive) financial support from a laboratory, foundation, etc.
* This grant is not used in conjunction with other financial assistance if the applicant is already receiving sufficient support or if
it constitutes duplicative support.

[Breakdown] *Example (Please delete the example below when applying)[Traveling] Kansai International Airport – XX Airport Tickets (Return trip):[Accommodation] Accommodation fee (00000 yen /per night × 00 nights):[Others] Program fee, tuition, insurance, etc.:

000000 yen
000000 yen
000000 yen*(If applicable) Other financial support: 000000 yen of scholarship from XX Foundation.
Flight tickets are covered by SPRING.
yen
Amount to apply:*Should be the same amount written in the above form.
*Should be typed.
*Written in either Japanese or English.
*Applications without the signature of a supervisor will not be screened.
*Prepare scanned document (ex. pdf., jpeg., png. format) after signed by a supervisor and the name of the document should be“Planning Sheet for Overseas Travel_full name”.