Grant for Overseas Research by the Division of Graduate Studies (DoGS)
Application Guidelines for Selection for 2nd Semester of AY 2024
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 accepts applications twice for thefirst and second semesters of the 2024 academic year. Students not selected in the 1st semester application
round may apply with the same travel plan after brushing up or a different one. Successful scholars of the 1stsemester selection in the 2024 academic year are not eligible to apply because only one application per person
will be accepted in the same academic year.

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 Planning Sheet for Overseas Travel and provide abreakdown 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 forOverseas Travel.
*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 25-40 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 between September 1, 2024, and April 30, 2025. Students who are already staying abroadon September 1, 2024, are eligible to apply.
(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) Be fully aware of the risks of staying abroad and be self-disciplined since overseas activities are solely at
your own risk.
(7) Purchase overseas travel insurance with unlimited coverage for medical treatment and rescue expenses.
(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 can be used in conjunction with other financial assistance; however, it cannot be awarded 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

*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.
Incomplete documents, such as a Planning Sheet for Overseas Travel exceeding the maximum of two pages,
will result in disqualification.

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*Planning Sheet for Overseas Travel should be typed and written in either Japanese or English. Submit in Word
format and the document’s name should be “Planning Sheet for Overseas Travel_full name.”*Recommendation Letter needs a supervisor’s signature and the application will not be screened without thesignature. Submit a scanned Recommendation Letter (ex. pdf., jpeg., png. format), and the name of the
document should be “Recommendation Letter_Student’s full name”.
② Apply online
Enter the information required and upload the Planning Sheet for Overseas Travel and Recommendation Letter
separately. Please note that once uploaded, the documents cannot be withdrawn or modified. Please ensure toreview thoroughly before uploading the required documents.
Online application form URL:
https://reg31.smp.ne.jp/regist/is?SMPFORM=nfkf-litdpg-6f9b901d844ad3bb9807c4bba3f8dd08(2) Schedule◇Application deadline: Wednesday, August 21, at noon(Japan Standard Time)◇Notification of results: By mid-September, 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 needed.
(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.
If it is discovered that the grant funds have been used for purposes other than those specified in theapproved application.

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.
(5) Information such as the name and affiliation of successful applicants will be publicly disclosed on the websiteof the Division of Graduate Studies.

9.

Contact
Division of Graduate Studies (General Planning Section, International and General Education Promotion
Department)
TEL: 075-762-2214, 2213
Email: kikaku-graduate@mail2.adm.kyoto-u.ac.jp