ACTIVITY REPORTHOKKAIDO UNIVERSITY LIAISON OFFICE IN
INDONESIA

Data Period:
October - December 2019

IPB UNIVERSITYINDONESIA2020

2I.

PREFACE
Hokkaido University Liaison Office in Indonesia (LO Hokudai) was established in June2017 and located in IPB University, Gedung Pascasarjana Dramaga Campus R-200, Bogor
16680, West Java, Indonesia to provide information and services regarding Hokkaido
University to Indonesian students and academic staff. The office is open every weekday (09.00- 16.00) and closed on the weekends and Indonesian public holidays.

II.

ACTIVITY IN HOKKAIDO UNIVERSITY LIAISON OFFICE IN INDONESIA
LO Hokudai provides information and services regarding Hokkaido University. Theinternational academic information such as research opportunities, summer school program,student exchange program, scholarship program, and other related academic program from
Hokkaido University in regards to the partnership with IPB University were informed throughthe LO Hokudai. Herewith are the activities of Hokkaido University Liaison Office inIndonesia. Recapitulation of LO Hokudai daily activities during October - December 2019 areshown in Table 1.
Table 1. Activity of LO Hokudai Period of October – December 2019
設置国(Country)

インドネシア (Indonesia) 連携先

責任部局(ResponsibleDepartment)
活動期間

ボゴール農業大学

Corporate(IPB University)

農学研究院

責任教員

波多野

Agricultural ResearchInstitute(Responsible (Hatano Ryūsuke)
Teacher)隆介

October – December 2019

(Activity Period)
日付(Date)
October 2019

活動内容
(Activities)
1. Gathering event of all LO volunteers
2. Wrote April-September 2019 activity report
3. Generated volunteer schedule, attendance & accounting report
4. Posted information about HU and PARE to the social media
5. Preparation of the PARE information sharing session
6. Provided consultation to prospective students about HU

3

November
2019

1. Conducting PARE information sharing session
2. Generate volunteer schedule, attendance & accounting report
3. Posting information about HU and PARE to the social media
4. Obtaining feedback on the PARE information sharing session
5. Interviewing PARE participants with IPB officials
6. Update announcement board at HU Office
7. Provided consultation to prospective students about HU

December2019

1. Generate volunteer schedule, attendance & accounting report
2. Posting information about HU and PARE to the social media
3. Update announcement board at HU Office
4. Provided consultation to prospective students about HU
5. Initiate research collaboration between UC Davis, Hokudai, andIndonesian Universities
6. Welcomed the visit of Seoul National University representatives

As could be seen from table 1, the overall activities of LO Hokudai were to disseminate tovisitors about the academic, scholarship and short-term exchange information of Hokkaido
University through welcoming direct visits and through LO Hokudai Social Media andannouncement board. To welcome the new volunteers of the LO, a welcoming party andorientation session were held in October.
The LO also pioneered an information sharing session to announce the upcoming PARE
Spring Program 2020 in Thailand. This event was very successful to create interest and awarenessof the PARE program to IPB students. Two of the participants from IPB found about PARE
program through the information session.
In December, Prof. Hanny had an opportunity to visit UC Davis (USA) to meet with other
Hokudai partners to increase academic and research collaborations. The LO also welcomed a visit
from the representatives of Seoul National University during their visit to IPB. They were surprisedof the existence of a liaison office and were interested in creating one as well.
III. OPERATING HOURS
The daily operation of LO Hokudai is supported by volunteers consisting of a Professor aswell as students (graduate and undergraduate). The composition of volunteer in LO Hokudaiwith each duty in supporting the office is described in Table 2.

4Table 2. The Composition of Volunteer at LO Hokudai
No.
1Name
C. Hanny Wijaya

23

Cindy Caroline
F. Irena Napitupulu
Riska Fatmawati
Qurrata Ayuni
Sigit Suharta
Sharfina LRefa Yulianingsih
Nindya Maharani
Yogie Rivaldy
Alexander KS Putera
Choirul Mahdianto

45678Status
Professor

Position
Head of LO Hokudai

UGG

Volunteer
Volunteer

Duty
Manage the operationsof LO Hokudai
Treasury
Public Relation

UG
GUG
G

Volunteer

Secretarial

Volunteer
Volunteer

Administration
Information Technology

UG
G
G

Volunteer

Inventory

Volunteer

Merchandise

UG = Undergraduate student, G = Graduate Student
To alleviate the burden of the volunteers, each volunteer has a different shift schedule as
informed in appendix 1 (Volunteer Schedule October – December 2019). Other volunteers would
fill a schedule if a volunteer was not able to attend his/her allotted time.
IV. VISITORS OF LO HOKUDAI
As could be seen from Figure 1, the LO Hokudai had a huge increase in the number of visitors
because of the PARE sharing session held in that month. This greatly increased the visibility of LO
Hokudai at IPB University. Figure 2 showed that the main purpose of the visitors was to attend thePARE sharing session (53.5%) as well as to have academic consultation (20.9%), general visiting(14%) and to inquire about scholarship opportunity at Hokudai (11.67%). Such information sharing
session greatly increased the awareness of the IPB students about Hokudai and its liaison office.

Figure 1. Number of Visitor of LO Hokudai during October - December 2019

514%
21%

53%

12%

Pare Information

General Visiting

Academic Consultation'

Scholarship Opportunity

Figure 2. Visitor Purpose of LO Hokudai during October - December 2019
IV.

PARE PROGRAM INFORMATION SHARING SESSION
On November 2, 2019, the Liaison Office, in collaboration with Bogor Science Club (BSC),
organized a PARE program information session similar to the one held in Hokkaido University
by the PARE office to socialize the PARE program especially to IPB University students andother attendees as well. The event was led by Sigit and Choirul, and was supported by othervolunteers of the LO Hokudai as well.
The event was socialized through LO Hokudai Instagram account, WhatsApp, e-mail, BSC
members, and IPB graduate school announcement. To attend the event, a google form wascreated to tabulate the prospective attendees since the event was limited to 30 attendees due tospace constriction. Twenty seven (27) people registered for the event but only 15 people
showed up for the event. Seven (7) additional people registered for the event on the spot, givinga total of 22 attendees. It was found (Figure. 3) that most of the registrants knew about theevent from friends and from BSC. Only a fraction of the registrants knew about the event fromGraduate School announcement and Hokudai LO Instagram. This clearly showed that personalcommunication and collaboration with other organizations such as BSC were very importantto announce other events such as this and maximize the number of attendees.

Figure 3. Source of information about the event

6The event was opened by Prof. Nahrowi as the representative of IPB Graduate School andwas guided by Riska as the event moderator. During the event, three main topics werepresented: Introduction of Hokkaido University Liaison Office which was presented byAlexander, Introduction to PARE program which was presented by Sigit, and PARE Program
Experience Sharing Session was presented by Choirul and Irena. The event took place for about
2 hours and many questions were asked during the Q&A session. Most of which were about
the experience joining PARE program, scholarship opportunities, financing, language andGPA requirements.
After the event, we followed up to the attendees by means of Google Form to obtain theirfeedback on the event so that we can improve Hokudai LO future events. Out of the 22attendees, 8 people responded and gave their feedback. Overall, all responders felt that theevent was very helpful, as shown in Figure 4. When further asked about their intention to applyfor the PARE Spring Program, 62.5% of the responders were interested in applying for thebecause of the program content and goals, however, English language requirement and lack ofscholarship were the main reason for the responders to lack of interest in joining the spring
program showed in (Figure.5, 6, 7).

Figure 4. Usefulness of the event to the attendees (0 = not useful at all - 5 = very useful)

Figure 5. Interest of the responders to join the PARE Spring program 2020

7

Figure 6. Reason of interest in joining the Spring program

Figure 7. Reason of disinterest in joining the Spring program
On the contrary, 100% of the responders were interested in joining the PARE summer 2020
program mostly because of the program content and goals, the location, and the availability ofscholarship (Figure. 8). Similarly, English language requirement were the main hindrance forthe responders to join the PARE summer program (Figure.9).

Figure 8. Reason of interest in joining the Summer program8Figure 9. Reason of disinterest in joining the Summer program
When the responders were finally asked about their intent to apply for the program, six
responders were willing to apply for the Summer program while three people are planning toapply for the PARE Spring Program (Figure. 10). After following up with IPB Graduate School,
two of the responders (Ester and Karel) applied for the PARE Spring program, managed topass the initial selection and were finally accepted to the program.

Figure 10. Intention of the responders to apply for the program.
This result clearly showed that the event managed to better inform IPB students about theimportance of PARE program and sparked some interest to finally apply for the program aswell as to educate them to better prepare themselves to apply for the program, especially in theEnglish language requirement. Because of this recent success of the event, the Liaison Officeshould plan to hold another info session with better preparation and socialization in regards of
the PARE Summer 2020 program so that the program could obtain highly motivated andqualified students and prepare them to tackle PARE related issues in the future.

9V. DOCUMENTATIONS

Figure 11. Gathering of Hokudai volunteers (2019/10/21)

Figure 12. PARE Information Sharing Session in collaboration with BSC (2019/11/2)

10Figure 13. Visitors from Seoul National University (2019/12/11)

Figure 14. Education and Research collaboration meeting at UC Davis (2019/12/11)

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VI. APPENDIX
Oct-19MORNINGMONDAYTUESDAYWEDNESDAY THURSDAY

Mr. Yogie

Ms. Fifin
Ms Nindya

Ms. Cindy

Ms. IrenaMr. Sigit
Nov-19AFTERNOON Prof. Hanny Ms. Mutiara

MORNINGMONDAYTUESDAY

Mr. Yogie

Ms. Fifin
Ms. Cindy
Ms. Riska
Ms. Irena
Ms. NindyaDec-19AFTERNOON Prof. Hanny

Ms. Refa Mr. Alexander
Ms Riska
Mr. Mahdi
Prof. Hanny
Ms. Qurrata
Ms. Putri

WEDNESDAY THURSDAY
Ms. Refa
Mr. Mahdi
Mr. Sigit

MONDAYTUESDAYWEDNESDAY THURSDAY

Mr. Yogie

Ms. Fifin

Ms. Cindy

AFTERNOON Prof. Hanny

Ms. Riska

Ms. Irena

MORNINGFRIDAYFRIDAY
Mr. Alexander
Ms. Qurrata

FRIDAY

Ms. Nindya Mr. Alexander
Mr. Mahdi
Ms. Qurrata
Mr. Sigit

Appendix 1. Volunteer Schedule October – December 2019

12Appendix 2. Volunteer Meeting on October 2019