ACTIVITY REPORTHOKKAIDO UNIVERSITY LIAISON OFFICE IN INDONESIA

Data Period: April-September 2019

IPB UNIVERSITYINDONESIA2019
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I.

PREFACE
Hokkaido University Liaison Office in Indonesia (LO Hokudai) was established in June 2017
located in IPB University (Bogor Agricultural University), IPB Dramaga Campus, R-200,
Bogor 16680, West Java, Indonesia. LO Hokudai provides the information and services
regarding Hokkaido University to the university students and academic staff from Indonesia.
The office hours of the Office is every weekdays on 09.00 – 16.00 and closed on Saturdays,Sundays and Indonesian National Holidays.

II.

ACTIVITY IN HOKKAIDO UNIVERSITY LIAISON OFFICE IN INDONESIA
Hokkaido University Liaison Office in Indonesia (LO Hokudai) provides the international
academic information such as research opportunities, summer school program, student
exchange program, scholarship program, and other related academic program from Hokkaido
University regarding the partnership with IPB University (Bogor Agricultural University).
Table 1 shows the daily activity in LO Hokudai period of April – September 2019.
Table 1. Activity of LO Hokudai in Indonesia Period of April – September 2019設置国

インドネシア

活動報告書
連携先責任部局

農学研究院

責任教員

ボゴール農業大学
波多野隆介

活動期間日付
April 2019

活動内容
1. Managed the PARE Alumni Questionnaire to PARE alumni from Indonesia.
2. Prepared the database of PARE and Hokudai Alumni in Indonesia.
3. Prepared the Regulation of Indonesian Alumni Association of Hokkaido
University.
4. Generated The Activity and Accounting Report of Hokkaido University inIndonesia for period of October 2018 – March 2019.
5. Shared the information about Hokkaido Summer Institute (HSI) 2019 tovisitors of LO Hokudai.
6. Updated the information in LO’s Bulletin Board:x Hokkaido University Newsletter.
7. Managed the internal logistic in the Office, such as internet connection,curtain, figures, bulletin board, Volunteer’s Communication Book, cutlery,merchandise.
8. Generated the Organization Chart of LO Hokudai in Indonesia.
9. Performed regular office works:x PC maintenance: virus scanning, keyboard repairing.
x Prepared the communication book for volunteers.
x Office organizing (leaflets, documents and stuffs).
x Arranged the picket schedule.
x Recapitulation of the volunteers’ attendance.
x Checked and replied emails.
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xx

Cleaning service arrangement.
Supplied daily need in the office (i.e., mineral water, tissue, paper,coffee, etc.

May 2019

1.
2.
3.

Followed up the database of Hokkaido University Alumni in Indonesia.
Explained about PARE Program to the Summer School 2019 participants.
Archived the rundown of event and reimbursement related to Hokkaido
University Alumni Association Meeting in Universitas Palangkaraya(UPR).
4. Compiled the information related to international program in Hokkaido
University; i.e., PARE, HUSTEP, HSI, master/doctoral programs, Englishdegree) for volunteers to read and share.
5. Planned and made contents for social media (Instagram).
6. Prepared report presentation of Alumni Meeting in UPR.
7. Shared information to the visitors:
x MEXT U to U and G to G scholarship and also sending information (viaemail) of other scholarship opportunities for visitors who were interested
in continuing their study in Hokkaido University.
x Short Stay Program in Agriculture Faculty Hokkaido University.
8. Updated the information in LO’s Bulletin Board:x Hokkaido University Newsletter.
x Congratulation greetings for PARE Summer School 2019 participants.
9. Printed stickers for goods’ inventory (130 units).
10. Performed regular office works:x PC maintenance: virus scanning.
x Prepared the communication book for volunteers.
x Office organizing (leaflets, documents and stuffs).
x Arranged the picket schedule.
x Recapitulation of the volunteers’ attendance.
x Checked and replied emails.
x Cleaning service arrangement.
x Supplied daily need in the office (i.e., mineral water, tissue, paper,coffee, etc.).

June 2019

1.
2.

3.

Printed stickers for goods’ inventory (24 units).
Planned and made contents for social media (Instagram) :x Ask-me-questions (followers of LO Hokudai could give the inquiriesabout study in Hokudai through Insta Story).
x Shared the experience of study in Hokudai from Short Stay ProgramAlumni.
x Updated on Instagram Feed : Research Spotlight from Hokudai.
x Posted offer on Short Stay Program in Hokudai.
x Congratulated on the PARE Summer School 2019’ Participants.
x Prepared the Instagram content for a month ahead.
Updated the information in LO’s Bulletin Board:
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4.

5.

July 2019x Hokkaido University Newsletter.
x Hokudai’s Research Spotlight.
x Information about HU Ambassador.
x Information about HISAS.
Replied and shared the information via email about :x Short stay application in Hokudai.
x Inquiries about JICA.
x Database of PARE Program participants from other universities.
Performed regular office works:x PC maintenance: virus scanning.
x Prepared the communication book for volunteers.
x Office organizing (leaflets, documents and stuffs).
x Arranged the picket schedule.
x Recapitulation of the volunteers’ attendance.
x Checked and replied emails.
x Cleaning service arrangement.
x Supplied daily need in the office (i.e., mineral water, tissue, paper,coffee, etc.).

1. Shared the information about Hokkaido University Liaison Office inIndonesia to guests from: PT. Ogawa and Tokyo University.
2. Pre-departure briefing from LO to participants of upcoming PARE, HUSTEP,and Summer School program.
3. Open recruitment for new LO Volunteers, especially for current alumni ofPARE and HUSTEP program.
4. Maintenance for office door and standing banner.
5. Planned and made contents for social media (Instagram).
6. Updated the information in LO’s Bulletin Board:x Hokkaido University Newsletter.
x Hokudai’s Research Spotlight.
7. Performed regular office works:x PC maintenance: virus scanning.
x Prepared the communication book for volunteers.
x Office organizing (leaflets, documents and stuffs).
x Arranged the picket schedule.
x Recapitulation of the volunteers’ attendance.
x Checked and replied emails.
x Cleaning service arrangement.
x Supplied daily need in the office (i.e., mineral water, tissue, paper,coffee, etc.).

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August2019

1. Discussing with Chen-Sensei from University of the Ryukyus about Liaison
Office’ management.
2. Shared the information to visitors about :x Hokkaido University.
x ISP-MEXT Scholarship.
x Short-stay program (HUSTEP, PARE, HSI).
x Double Degree program.
3. Shared the information about PhD Program to prospective PhD students viae-mail.
4. Invited PARE Alumni of 2019 to be the volunteer in the Hokkaido UniversityLiaison Office.
5. Updated the Frequently Asked Questions of Hokkaido University for theVolunteers reading materials.
8. Planned and made contents for social media (Instagram).
9. Updated the information in LO’s Bulletin Board:x Hokkaido University Newsletter.
x Hokudai’s Research Spotlight.
10. Performed regular office works:x PC maintenance: virus scanning.
x Prepared the communication book for volunteers.
x Office organizing (leaflets, documents and stuffs).
x Arranged the picket schedule.
x Recapitulation of the volunteers’ attendance.
x Checked and replied emails.
x Cleaning service arrangement.
x Supplied daily need in the office (i.e., mineral water, tissue, paper,coffee, etc.).

September
2019

1. Shared the information to visitors, about :x HUSTEP Spring 2020.
x Graduate school application.
2. Introduced the daily working activities to the new interns in the Hokkaido
University Liaison Office in Indonesia.
3. Planned and made contents for social media (Instagram).
4. Updated the information in LO’s Bulletin Board:x Hokkaido University Newsletter.
x Hokudai’s Research Spotlight.
x HUSTEP Spring 2020.
5. Performed regular office works:x PC maintenance: virus scanning.
x Prepared the communication book for volunteers.
x Office organizing (leaflets, documents and stuffs).
x Arranged the picket schedule.
x Recapitulation of the volunteers’ attendance.
x Checked and replied emails.
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x Cleaning service arrangement.
x Supplied daily need in the office (i.e., mineral water, tissue, paper,coffee, etc.).

III.

ORGANIZATION CHART OF HOKKAIDO UNIVERSITY LIAISON OFFICE IN
INDONESIAThe daily operation of LO Hokudai is supported by the volunteers. The volunteers consists ofProfessor, graduate and undergraduate students from IPB University. The composition ofvolunteer in LO Hokudai with each duty in supporting The Office as presented in Figure 1Figure 1. Organizational Chart of LO Hokudai in Indonesia year of 2019.

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IV.

VISITORS
The visitors of LO Hokudai consist of student, academic, and alumni of Hokkaido University
whom were enthusiast for the information from Hokkaido University. Figure 2 shows thenumber of visitor of Hokkaido University Liaison Office for period of April – October 2019,
whereas the type of information shared to visitors shows in Figure 3.

Number of Visitor Hokkaido University
Liaison Office in Indonesia
2520151050Figure 2 Number of Visitor of Hokkaido University Liaison Office in Indonesia
Period of April – October 2019

Visitor of Hokkaido University Liaison
Office in Indonesia Visiting
Information about PARE
Information about
Hokkaido Summer InstituteConsultation and Discussion
Scholarsahip
MEXT UtoU
Short Stay Program
Information about living inJapan
Information about study inJapanFigure 3 Visitation to Hokkaido University Liaison Office in Indonesia
period of April until October 2019
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V.

DOCUMENTATION

Figure 4 Hokkaido Summer Institute Program from July – August 2019

Figure 5 Autumn Giveaway Announcement on Instagram

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Figure 6 View Insights on LO Hokudai Instagram (@hokkaidouni_lo_id) period from May
until September 2019

Figure 7 Upcoming PARE Short Spring School 2020

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Figure 8 Instagram Feed on LO Hokudai in Indonesia (@hokkaidouni_lo_id)

Figure 9 General Meeting Volunteer on August 2019
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Figure 10 Visitor LO Hokudai in Indonesia from University of the Ryukyus, Japan

Figure 11 Volunteer of LO Hokudai in Indonesia after General Meeting

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Figure 12 Bulletin Board of LO Hokudai in Indonesia

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Attachment 1. Attendance Schedule for Volunteer in LO HokudaiDay
MondayTuesday

WednesdayThursdayFridayTimeVolunteer

09.00 – 10.00
10.00 – 11.00
11.00 – 12.00
12.00 – 13.00
13.00 – 14.00
14.00 – 15.00
15.00 – 16.00
09.00 – 10.00
10.00 – 11.00
11.00 – 12.00

Yogie Rivaldy
Yogie Rivaldy
Yogie Rivaldy
BreakProf Hanny
Prof Hanny
Prof Hanny
Sharfina Lystiawati
Sharfina Lystiawati
Sharfina Lystiawati

12.00 – 13.00

Break

13.00 – 14.00
14.00 – 15.00
15.00 – 16.00
09.00 – 10.00
10.00 – 11.00
11.00 – 12.00
12.00 – 13.00
13.00 – 14.00
14.00 – 15.00
15.00 – 16.00
09.00 – 10.00
10.00 – 11.00
11.00 – 12.00
12.00 – 13.00
13.00 – 14.00
14.00 – 15.00
15.00 – 16.00
09.00 – 10.00
10.00 – 11.00
11.00 – 12.00
12.00 – 13.00
13.00 – 14.00
14.00 – 15.00
15.00 – 16.00

Mutiara Utami
Mutiara Utami
Mutiara Utami
Cindy Caroline
Cindy Caroline
Cindy Caroline
BreakF. Irena R. Napitupulu
F. Irena R. Napitupulu
F. Irena R. Napitupulu
Refa Yulianingsih
Refa Yulianingsih
Refa Yulianingsih
BreakProf Hanny
Prof Hanny
Prof Hanny
AlexAlexAlex
Break
Qurrata Ayuni
Qurrata Ayuni
Qurrata Ayuni

NotePage 13 of 13