42022

Postdoctoral Fellowships
for Research in JapanPROGRAM GUIDELINES
FY2022

JSPS International Fellowships for Research in Japan
Japan Society for the Promotion of Science

Please read these Guidelines and follow the required procedures right away.
https://www.jsps.go.jp/j-fellow/j-fellow_14/09_tebiki.html
GUIDELINES https://www.jsps.go.jp/english/e-fellow/guideline_03.html
FORMS

https://www.jsps.go.jp/j-fellow/yoshiki.html

3

12

Published in December 2021
4(2022)This “Program Guidelines” was developed for the Fellows who start their
Fellowships during FY2022.

Contact Information
ID
ID
Corresponding with JSPS, please specify your Fellowship ID.
The first letter of Fellowship ID will be as follows:Standard P
Short-term PE
Strategic GR

Overseas Fellowship Division, JSPS
102-0083
5-3-1
5-3-1 Kojimachi, Chiyoda-ku, Tokyo 102-0083

Programs
Standard(P)

Short-term (PE)StrategicTELe-mailgaitoku@jsps.go.jp

03-3263-3810(GR)

Website:(JP)https://www.jsps.go.jp/j-fellow/index.html(EN)https://www.jsps.go.jp/english/e-fellow/index.html

postdoc-short@jsps.go.jp
graduate-r@jsps.go.jp

これらの様式はHPからダウンロードできます。採用年度に関わらず最新の様式をご利用ください。

様式一覧

These forms can be downloaded from the JSPS website.
Use the latest forms irrespective of fiscal year.

LIST OF FORMS

https://www.jsps.go.jp/j-fellow/yoshiki.html

採用を承諾するA

Accepting the fellowship offer

様式

提出時期

ページ

Form

Submission Deadline

Pages

受入承諾兼誓約書

速やかに

J12

Notice of Acceptance and Pledge

As early as possible

E12

学位記等/Doctoral Degree Certiﬁcate or other academic certiﬁcate※当会指定のDegree Conﬁrmation （様式18）でも可
A JSPS-specified Degree Confirmation (Form 18) may also be

申請資格の確認

submitted.

Verification of the eligibility

欧米諸国の永住権が確認できる書類（該当者のみ）

手引きをご覧ください

J12

See the Program Guidelines

E12

A copy of permanent residency card of eligible countries (Only for the
fellows applicable)「国際航空券手配に関する説明」をご覧ください。申し込みをする研究員は別途指定された旅行代理店に直接申し込みを行ってください。

往路航空券の申込み

採
用
期
間
開
始
前

J16

See the “Air Ticket Application Information” of the travel agency.

Applying for air ticket

E16

Fellows who would apply should contact the travel agency designatedby JSPS to book his/her air ticket.

1
滞在費その他経費の支給を受ける

採用期間開始等予定届

来日１か月前まで

Notice of the Schedule for Fellowship Commencement

1 month prior to the Fellow’s arrival
J16

Receiving allowances and other

Pre-arrival

E16

expenses2

特別研究員奨励費に応募する（一般）
Applying for JSPS Grant-in-Aid(forStandard fellows)

銀行口座届

手引きをご覧ください

Notice of Bank AccountSee the Program Guidelines

該当年度の「科研費募集要領」をご覧ください。

J36

See the grant application procedures for instructions

E36

調査研究費を申請する（欧米短期・戦略）
Applying for Research Support

3

Allowance

調査研究費交付申請書
Application for Research Support Allowance

採用開始日の３週間前まで
3 weeks prior to the starting date of
his/her fellowship

J37
E37

(for Short-term and Strategic fellows)

来日期限を延⾧する
Extending the periods for arrival in

4

Japan

採用を辞退する
Refusing to accept the fellowship5

来日期限延⾧願Application for the Extension of Periods for Arrival in Japan

採用辞退届
Notice of Refusal to Accept Fellowship

決定次第速やかに
As early as possible when it isdetermined

決定次第速やかに
As early as possible when it isdetermined

J18
E18

J18
E18

研究を開始する
Starting the fellowship

6

様式

提出時期

ページ

Form

Submission Deadline

Pages

採用期間開始届
Notice of Fellowship Commencement

２回目の滞在費の支給を受ける（該当者のみ）Receiving the second-time allowance

2

銀行口座届
Notice of Bank Account(For the fellows applicable)

採用開始後1週間以内
Within 1 week after the starting dateof the fellowship

来日後速やかにAs early as possible after the Fellow’s
arrival in Japan

J19
E19

J19
E19

（出国前）出国の2週間前まで(Before the departure) 2 weeks prior

日本から一時出国する
Taking a temporary leave of absence7

from Japan

一時出国届・報告書

to departing

J25

Notice and Report of Temporary Leave of Absence from Japan（再入国後）再入国後１週間以内

E25(After the re-entry) Within 1 week
after getting back into Japan

受入研究者又は受入研究機関を変更した
い

採
用
期
間
中

Changing the host researcher or host

8

受入研究者・研究機関変更願
Application for the Change of Host Researcher/Host Institution

institution

受入研究者情報を変更したい

During tenure

Changing the host researcher’s
information

9

受入研究者及び外国人特別研究員に係る情報修正届
Notice of the Change of Host’s / Fellow’s Information

を変更する

出産・育児に係る採用期間中断願/中断期間変更願
10 Application for the Fellowship Suspension due to Parental

infant nursing/Changing the period of

Leave/Change in Period of Parental Leavesuspension

11

period of parental leave

採用期間を延⾧する
Extending the fellowship tenure

採用期間後日本に滞在する
Extending his/her stay in Japan after
the expiration of the fellowshipdetermined

変更の決定後速やかに
As early as possible when it isdetermined

J30
E30

J31
E31

(First-time application) 1 month prior
to suspension

J28（期間変更）変更開始１か月前まで

E28(Changing the suspension period) 1
month prior to the first date of change

出産・育児を終え、研究に復帰する
Restarting his/her fellowship after theAs early as possible when it is（新規申請）中断開始１か月前まで

出産・育児で研究を中断する／中断期間
Suspending research for child birth and変更の決定後速やかに

12

出産・育児に係る採用期間再開届
Notice of Fellowship Recommencement

採用期間延⾧申請書
Application for the Fellowship Extension

再開開始１か月前まで
1 month prior to restarting his/her
fellowship

当初の採用期間終了日の3か月前まで
3 months prior to the expiration of theFellow’s current fellowship

J29
E29

J24
E24

決定後速やかに、採用期間終了日まで
採用期間終了後の本邦滞在願
13 Application for Continuous Stay in Japan after the Expiration of
the Fellowshipに
By the fellowship expiration date in
the shortest possible time when it isdetermined

J23
E23

採
用
期
間
中

様式

提出時期

ページ

Form

Submission Deadline

Pages「国際航空券手配に関する説明」をご覧ください。申し込みをする研究
復路航空券の申込み員は別途指定された旅行代理店に直接申し込みを行ってください。

Applying for air ticket

See the “Air Ticket Application Information” of the travel agency.

J22
E22

Fellows who would apply should contact the travel agency designatedby JSPS to book his/her air ticket.

During tenure(短縮)短縮の決定後速やかに（遅くとも短縮の2週間前までに）採用期間を短縮する(終了)採用期間終了後2週間以内

採用期間が終了した
Shortening his/her fellowship tenure

14

Having completed his/her fellowship

採用期間終了（期間の短縮）届
Notice of Fellowship Completion (Incl. Shortening of Tenure)

Shortening his/her tenure: As quickly
as possible (by two weeks at the verylatest before the completion of

J22/24
E22/24

shortened tenure)
Completion his/her tenure: Within 2
weeks after the fellowship completion

研究報告書を提出する

採
用
期
間
終
了
後

Submitting his/her research report

15

研究報告書
Research Report of the Fellowship

採用期間終了後１か月以内
Within 1 month after the expiration of
the fellowship

J22
E22

調査研究費の収支を報告する（欧米短期・戦略）

Post-depature

Reporting the research support

16

allowance expenditures

調査研究費収支決算報告書
Research Support Allowance Expenditure Report

採用期間終了後１か月以内
Within 1 month after the expiration of
the fellowship

J37
E37

(Short-term and Strategic Programs)

アンケートを提出する
Submitting a questionnaire

プログラム評価質問票
A questionnaire on the Fellowship Program

Within 1 month after the expiration of
the fellowship

J23
E23

証明書を使用する２週間前まで証明書が欲しい
Applying for the issuance of certificate

採用期間終了後１か月以内

17

証明書交付願At least 2 weeks before the

J23

Application for the Issuance of Certificate

presentation of the certificate is

E23

required

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.

ID

J1
J1
J2
J2
J3
J5
J6
J7
J8
J8
J8
J9
J10
J10

1.
2.
3.
4.

J11
J12
J19
J22

1.
2.
3.
4.
5.

J24
J24
J25
J28
J30

1.
2.
3.
4.
5.

J32
J33
J34
J34
J35

6.

J35

1.
2.

J36
J36

1.
2.
3.

J37
J37
J37

APPENDIX A
APPENDIX B
APPENDIX CCONTENTS
Page
I.

BASIC STIPULATIONS
1. Outline of Fellowships
2. About these Guidelines
3.
Fellowship ID
4. Term of the Fellowships
5. Obligations for Fellows, Host and Institutions
6. Changing Research Plan
7. Revocation of the Fellowship and Stopping Allowances
8. Communication between Fellows and Hosts
9. Releasing Information about Fellows
10. Acknowledging Research Results
11. Outreach Activities Related to Fellows’ Research Topics
12. Misconduct in Research
13. Improper Use of Research Funds
14. Handling of Personal Information

E1
E1
E2
E2
E3
E5
E6
E7
E8
E8
E8
E9
E10
E10

PROCEDURAL PROVISIONS
1. Award Letter and Related Documents
2. Pre-arrival Procedures
3. Post-arrival Procedures
4. Necessary Procedures at End of Fellowship Period

E11
E12
E19
E22

III. CHANGES DURING FELLOWSHIP TENURE
1. Shortening the Fellowship Tenure
2. Extending the Fellowship Tenure
3. Temporary Leave of Absence from Japan
4. Suspension due to Parental Leave
5. Changing Hosts/Institutions or Amending Information

E24
E24
E25
E28
E30

IV. ALLOWANCES
1. Nature of Financial Support
2. Maintenance Allowances
3. Settling-in Allowance
4. Airfare
5. Overseas Travel Insurance
6. Reimbursement to JSPS

E32
E33
E34
E34
E35
E35

II.

V.
1.
2.

GRANT-IN-AID FOR JSPS RESEARCH FELLOWS
Applying for a Grant-in-Aid
Eligibility for Grant-in-Aid for JSPS Research Fellows

VI. RESEARCH SUPPORT ALLOWANCE
1. Applying for the Research Support Allowance
2. Managing the Research Support Allowance
3. Processing Change of Host Institution

E36
E36
E37
E37
E37

APPENDIX A Procedures for Certificate of Eligibility and Visa
APPENDIX B An Extract from the JSPS Law
APPENDIX C Sample of Document Certifying the Research Activity, Fellowship Period andMonthly Maintenance Allowance of Fellows

I. BASIC STIPULATIONS

I. BASIC STIPULATIONSThis booklet consists of two parts, one written in Japanese and the other in English. If any differencesin wording or interpretation should occur between the two parts, the Japanese part will take precedence.

1. OUTLINE OF FELLOWSHIPSJapan Society for the Promotion of Science (JSPS) carries out programs that provide excellent
researchers from other countries an opportunity to conduct collaborative research, discussions, andopinion exchanges with researchers in Japan. These programs are intended to help advance the overseas
researchers' research activities while advancing science and promoting internationalization in Japan.

2. ABOUT THESE GUIDELINESThis booklet, “Program Guidelines,” provides details on the terms, conditions and procedures of the
JSPS Postdoctoral Fellowships for Research in Japan, pursuant to the Award Letter issued by the
President of Japan Society for the Promotion of Science (JSPS). The postdoctoral fellows (“Fellows”),
host researchers (“Hosts”) and administrative offices or staffs of the host institutions (“Institutions”) inJapan are requested to read carefully each item in this booklet. (Hereafter, Fellows, Hosts andInstitutions are referred to collectively as “YOU.”)
Upon receipt of the Award Letter, Fellows are to submit Form A (Notice of Acceptance and Pledge),
stating that they will observe all the terms and conditions stipulated in these Guidelines, to their Hosts,
who will in turn submit it to JSPS via their Institutions.
The terms and conditions set forth herein are non-negotiable. Fellows and Hosts are expected toobserve the regulations, procedures and deadlines stipulated in these Guidelines.
Institutions are to receive inquiries from and provide consultation to Fellows and Hosts so as toensure that their research activities proceed smoothly and that they submit the required forms andexecute the program procedures without omission.
If YOU should find anything unclear in these Guidelines, please contact JSPS for instructions.
Note that if YOU should fail to observe the terms and conditions in these Guidelines or tofollow JSPS’s instructions, your allowances could be stopped and other services suspended andyou could be required to reimburse JSPS all or part of the allowances you have already received.
These Guidelines and the forms can be downloaded from the following JSPS webpage. Please use theversion of the Guidelines issued for the fiscal year that you were selected. Use the latest forms
irrespective of fiscal year.
Required forms have been revised for FY2021.
https://www.jsps.go.jp/j-fellow/j-fellow_14/09_tebiki.html
As the situation of the novel coronavirus changes, we may consider applying flexibility in ourhandling of some of entry items in the Program Guidelines.

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I. BASIC STIPULATIONS
Hereafter, the titles of the various fellowship programs are referred to as follows:“Standard” = Postdoctoral Fellowship for Research in Japan (Standard)“Short-term” = Postdoctoral Fellowship for Research in Japan (Short-term)“Strategic” = Postdoctoral Fellowship for Research in Japan (Strategic Program)

3. FELLOWSHIP ID
JSPS assigns each Fellow a Fellowship ID, which is provided in the Award Letter. All the documents
sent to JSPS by YOU should include your Fellowship ID.
The Fellowship ID consists of the following prefixes and five digits.
Standard: Pxxxxx
Short-term: PExxxxx
Strategic: GRxxxxx

4. TERM OF THE FELLOWSHIPS
Fellows must, as a rule, start their fellowship during the period specified in the Award Letter. If doing
so should become difficult, please consult with JSPS immediately. If JSPS is not contacted and thefellowship is not started within the specified period, the fellowship will be cancelled.
Starting date of the fellowship: The day that Fellows arrive in Japan.
For those Fellows who were already residing in Japan prior to the start of the fellowship, thestarting date must be agreed upon between them and their Hosts in advance, and the “arrival
date in Japan” should be understood as the “starting date of the fellowship.”Ending date of the fellowship: The day that Fellows depart from Japan.
The last day of the fellowship tenure stipulated in the Award Letter. If Fellows wish to shorten
their fellowship tenure, the “date that the fellowship tenure is shortened” should beunderstood as the “ending date of the fellowship.” In this case, Hosts must fill out Form 14(Notice of Fellowship Completion (Incl. Shortening of Tenure)) and submit it to JSPS via
their Institution.
<Examples>
Example of when Fellows’ 24-month period of tenure starts on 1 April 2021:
Period starts on 1 April 2021, ends on 31 March 2023 (24 months)
Example of when Fellows’ 24-month period of tenure starts on 15 October 2021:
Period starts on 15 October 2021, ends on 14 October 2023 (24 months)
Fellows must reside in Japan continuously over the duration of their fellowships. The duration of the
fellowship may not be divided into multiple stays.

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I. BASIC STIPULATIONS

5. OBLIGATIONS FOR FELLOWS, HOSTS AND INSTITUTIONS
Fellows, Hosts and Institutions must comply with the below-stipulated obligations during the period of
the fellowship. Based on an understanding of the purpose of the fellowship, they are obligated to follow
the rules and instructions stipulated in these Guidelines when carrying out joint research.
(1) Obligations of Fellows
During their tenure, Fellows shall not, either in or outside their Institutions, infringe in any
way on the human rights of others, including racial or gender discrimination, harassment orother forms of abuse. All cases of potential human rights violations, whether related to thevictimized or victimizer, shall be reported and action taken by the Institutions, JSPS andother related organizations to solve the problem.
Fellows are not permitted to receive other fellowships or compensation (hereafter called“compensation, etc.”) for work or duties, irrespective of their title or form, during the tenureof their fellowships. If Fellows have accepted another fellowship, including another JSPS
postdoctoral fellowship, they must choose one of them and decline the other.
Fellows are not allowed to receive per diem even when they are provided funds fortransportation and accommodation during trips to execute their research plans.
During their tenure, Fellows must devote full time to their research at their Institutions, andnot engage in any other work (including without compensation, etc.) or research (*).
Fellows must, as a rule, reside in Japan during the term of their fellowships, and leave Japanon the expiration date of their tenure. If Fellows wish to take a temporary leave of absencefrom Japan during their tenure, they must follow the rules set forth by JSPS.
Within one month of the completion of their tenure, Fellows must submit Form 15(Research Report of the Fellowship) to JSPS via their Hosts and Institutions.
If Fellows publish research results obtained under the JSPS fellowship program in scientificjournals or other literature, annotation of such should be provided.
Fellows must not engage in any kind of research misconduct.
Fellows are obligated to manage appropriately the funds provided them under the JSPS
fellowship and research grants, taking strict care to avoid their improper use or expenditure.
Fellows must not carry out research with military objectives.
Fellows agree to observe all of the provisions in these Guidelines.
(*) Types of activities not included in the above-noted “other work or research”
Only the following activities-

are allowed to be carried out as a part of the Fellows’

research activities during their tenure. However, Fellows must not be hired or receive
remuneration for conducting these activities.
Before conducting these activities, Fellows must obtain approval from their Hosts, ensuringthat the activities will not hinder the performance of their research.
Activities such as research-related teaching to students at Institutions.
Participating in a research project closely related to the Fellow’s research title.
Taking part in outreach activities that are relevant to the Fellow’s research title (see “11.
OUTREACH ACTIVITIES RELATED TO FELLOWS’ RESEARCH TOPICS”).
Taking part in events organized by JSPS for Fellows.
(2) Obligations of Hosts
During Fellows’ tenure, neither Hosts nor Fellows shall, either in or outside their
Institutions, infringe in any way on the human rights of others, including racial or gender

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I. BASIC STIPULATIONS
discrimination or harassment or other forms of abuse. All cases of potential human rights
violations, whether related to the victimized or victimizer, shall be reported and action
taken by the Institutions, JSPS and other related organizations to solve the problems.
Hosts shall, in cooperation with their Institutions, promptly provide the lab space, facilities
and equipment that Fellows will need to begin their research activities. This includes
providing Fellows with a title and/or identification card.
Hosts shall, in cooperation with their Institutions, provide Fellows with pre-arrival
assistance including in visa application and other necessary processing, securing domicile,and consultation on daily life in Japan.
Within one month of the completion of Fellows’ tenure, Hosts must submit Form 15(Research Report of the Fellowship) to JSPS via Institutions.
Hosts must not engage in any kind of research misconduct.
Hosts are obligated to manage appropriately the research grant and the funds provided
under the JSPS fellowship, taking strict care to avoid their improper use or expenditure.

Hosts are to ascertain the understanding and agreement of Fellows and Hosts
that JSPS does not support research with military objectives.
Hosts are to acquire an accurate grasp of the procedures closely related to Fellows’ tenure
and allowances and to ensure that all the prescribed forms are submitted to JSPS via their
Institutions. Such procedures include the start, end, suspension, recommencement andextension of fellowships and temporary leaves of absence from Japan.
Hosts agree to observe all of the provisions in these Guidelines and to ensure that Fellows
also observe them.
Personnel in charge of Fellows’ travel expenses at Institutions and staffs at Host labs are to
be informed that Fellows are not allowed to receive per diem even when they areprovided funds for transportation and accommodation during trips to execute theirresearch plans.

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I. BASIC STIPULATIONS(3) Obligations of Institutions
Institutions are to take primary responsibility for Fellows’ actions, so they must be
proactive in preventing any discrimination, misconduct or misuse of funds by Fellows
during their tenure. If any such problems should occur, Institutions will endeavor to resolve
them. If requested by JSPS, they are to report such problems.
Mindful of Fellows’ period of stay in Japan including proper entry and departure,
Institutions are to ensure the proper execution of all necessary procedures.
Institutions are to support various living-related aspects of Fellow’s and their families’
stays in Japan, and provide Fellows with a title appropriate for conducting their research
activities at the Institution.
When accepting Fellows, Institutions are to carry out security trade control procedures
based on the Foreign Exchange and Foreign Control Trade Law (Act No. 228 of 1
December 1949), as they pertain to related government regulations and institutional rules.
Institutions should provide Fellows with pre-arrival assistance including in visa applicationand other necessary processing, securing domicile, and consultation on daily life in Japan.
Institutions should ascertain how to contact Fellows so as to always be able to confirm theirsafety and well-being.
Institutions should provide assistance needed for Fellows and Hosts to conduct their joint
research comfortably, and, in the event of problems, try to resolve them from a neutral
position.
Institutions shall inform both Fellows and Hosts of the rules that they and JSPS haveestablished to prevent research misconduct and misuse of research funds and of thepenalties for violations.
Institutions are to ascertain the understanding and agreement of Fellows and Hosts that
JSPS does not support research with military objectives.
Personnel in charge of Fellows’ travel expenses at Institutions and staffs at Host labs are to
be informed that Fellows are not allowed to receive per diem even when they areprovided funds for transportation and accommodation during trips to execute theirresearch plans.
Institutions are to acquire an accurate grasp of the procedures closely related to Fellows’tenure and allowances. Such procedures include the start, end, suspension,
recommencement and extension of the fellowship and temporary leaves of absence fromJapan.

6. CHANGING RESEARCH PLAN
Applications are judged based on the research topic and research plan contained in them.
Accordingly, these items cannot be readily changed. If, however, the reason for changing the
research plan is progress made after the application in the proposed research, the change may beapproved.

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I. BASIC STIPULATIONS

7. REVOCATION OF THE FELLOWSHIP AND STOPPING ALLOWANCESJSPS may take one or more of the following (1)described below
to pertain.

(3) measure(s) if it judges any of the circumstances

Accordingly, JSPS may:
(1) Revoke or cancel the fellowship during the Fellow’s tenure.
(2) Stop paying allowances (including air tickets).
(3) Require the full or partial return of money (including the research grant) already paid.
The above measure(s) may be taken when JSPS judges the following to occur.
The fellowship has been awarded on the basis of false statements in the application form.
Completion of the Fellow’s research activities stated in his/her application form is deemed
impossible or clearly difficult to achieve within the duration of the fellowship.
Fellows violate Japanese laws or regulations or are prosecuted for violating them.
Hosts or Institutions judge it difficult for Fellows to continue their research.
Fellows submit a request for a leave of absence after the fact or submit a false report.
Fellows fail to fulfill a fellowship’s eligibility requirements (such as acquiring Japanesecitizenship or permanent residency).
Fellows and/or Hosts receive financial provisions by deception or other fraudulent means.
Fellows and/or Hosts waste and/or abuse research funds.
Fellows and/or Hosts commit misconduct in their research activities.
Fellows and/or Hosts do not in good faith observe the obligations stipulated in these
Guidelines, fail to follow JSPS’s instructions, or carry out any actions in a manner
unbecoming the high stature expected of JSPS Fellows and Hosts.

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I. BASIC STIPULATIONS

8. COMMUNICATION BETWEEN FELLOWS AND HOSTS
It is the Hosts and Host Institutions who will be responsible for carrying out the administrative
details of Fellows’ visit. Fellows are advised to maintain close contact with their Hosts andInstitutions. When applicable, the following matters should be thoroughly discussed.
(1) Securing Domicile
House and apartment rental in Japan is expensive, particularly in large cities such as Tokyo, Osakaand Kyoto. Furthermore, when Fellows sign a rental agreement, they may be required to pay thelandlord a refundable deposit (shiki-kin) and non-refundable “key money (rei-kin)” equivalent to 4-6
months’ rent. In addition, Fellows may need to pay the real estate agency a fee equivalent to one
month rent. The amounts of these deposits and key money differ somewhat from place to place. Also
note that Japanese houses and apartments normally come unfurnished.
JSPS does not pay these fees nor can it act as Fellows’ guarantor for rental agreements. Neither can
JSPS act as a mediator in house hunting or provide housing information. It is, therefore, advisable for
Fellows and Hosts to secure the Fellows’ domicile prior to starting their fellowship in Japan.
When negotiating a rental contract, Fellows are advised to ask their Hosts, Institutions or aJapanese colleague to accompany them to the real estate office.
(2) Form of Joint Research
If it is anticipated that a disagreement may occur with regard to intellectual property rights on theoutcomes (e.g., patents, software) of the joint research, Fellows, Hosts and Institutions should
negotiate and establish a memorandum on their disposition in advance.
It should be confirmed by Hosts in advance that Fellows understand that the cooperative research is
to be conducted under the guidance of Hosts. If this should not be the case, Fellows and Hosts should
discuss and agree upon the form of collaboration in advance.
When filing a patent application, care should be taken to fully consult patent and other related
domestic laws and ordinances as well as the rules and regulations governing the disposition ofresearch outcomes at the Institutions.
(3) Fellow’s Working Conditions
As JSPS does not employ Fellows, JSPS is not in a position to administer their working
conditions, such as the number of hours or days per week they work at Institutions. Therefore, Hosts
and Institutions should establish Fellows’ research hours and other working conditions in advance, andinform Fellows of how summer vacations or other periods of leave are administered. The working
rules and practices of Institutions and/or research groups may be applied when establishing Fellow’s
working conditions.
If a difference of opinion should arise between Fellows and Hosts with regard to the implementationor other aspects of the joint research, a neutral body within Institutions should be asked to mediate.

E7

I. BASIC STIPULATIONS

9. RELEASING INFORMATION ABOUT FELLOWS
Fellows’ and Hosts’ names, fields of specialization, fellowship tenures, research themes, research
abstracts, and research reports may be posted on JSPS’s website.

10. ACKNOWLEDGING RESEARCH RESULTS
When reporting research results achieved under the JSPS fellowship in scientific journals or otherpublications, indicate clearly that Fellows are “JSPS International Research Fellows.”
Example: 1. International Research Fellow of Japan Society for the Promotion of Science (Postdoctoral
Fellowships for Research in Japan (Standard))
2. JSPS International Research Fellow (Graduate School of Science, XX University)
3. Graduate School of Science, XX University JSPS International Research Fellow
4. JSPS Postdoctoral Fellowships for Research in Japan
5. JSPS International Research Fellow

Please inform JSPS if research activities conducted under this program or their related outcomesreceive high appraisal. (This includes publications of coauthored papers in academic journals,
coverage of research activities/results in newspapers or other media, and awards for researchachievements.)

11. OUTREACH ACTIVITIES RELATED TO FELLOWS’ RESEARCHTOPICS
Fellows are invited to use their research outcomes to benefit society and give presentations todisseminate them to the public, as the JSPS Fellowship Program is funded by taxpayers. Accordingly,
Fellows may take part in outreach activities related to their research topics by obtaining permission
from their Hosts, as long as such activities do not hinder the carrying out of their fellowship researchplans.
Outreach activities
Outreach activities go beyond the mere dissemination of information; they communicate researchcontents and outcomes to the public using easy-to-understand language; and they create a friendly
two-way dialogue between practitioners and recipients of science and technology. “Outreach” means“reach out.”
Examples of outreach activities:
Symposiums open to the public, children and/or teachers; Open Campus and Open Lab events;
lectures given by guest speakers; classroom science experiments; “Science cafes”
Such outreach activities related to Fellow’s research topic are funded by the Grant-in-Aid for JSPS
Research Fellow or the Research Support Allowance.
“Science Dialogue” is one of the outreach programs designed for Fellows who come to Japan under
this JSPS Fellowship Program. In it, Fellows give lectures in English at mainly high schools on theirresearch activities and on the society and culture of their home countries. Please visit the following
website for the details.
Science Dialogue Program: https://www.jsps.go.jp/english/e-plaza/e-sdialogue/index.html

E8

I. BASIC STIPULATIONS

12. MISCONDUCT IN RESEARCH
Misconduct in research dishonors science, undermines people’s trust in science, and hinders theadvancement of science. It must not be committed under any circumstance.
Ensuring research integrity is all-the-more imperative when it comes to securing the effective use of
public funds at a time when governmental support for research is being increased as an investment in
the future despite severe financial conditions in Japan.
Therefore, YOU should not engage in any kind of research misconduct. Fellows and Hosts shouldtake special care to observe the rules and regulations for research activities specified by Institutions andacademic societies.
Misconduct in research activities“Misconduct committed in carrying out research activities and publishing research outcomesundermines research integrity, distorts the essence and meaning of research, and hinders the normal
process of communication within the scientific community. Specifically, misconduct comprises the
fabrication and falsification (manipulation) of data and/or results obtained from research activities
and the appropriation of research results by others (plagiarism).”“Guidelines for Responding to Misconduct in Research,” issued 26 August 2014 by Ministry of
Education, Culture, Sports, Science and Technology (MEXT)(References) Learning materials on avoiding misconduct in research activities
For the Sound Development of Science—The Attitude of a Conscientious Scientist— byEditing Committee of Japan Society for the Promotion of Sciencee-Learning Course on Research Ethics [eL CoRE]&

are available at:

http://www.jsps.go.jp/english/e-kousei/ethics.html
APRIN e-learning program ( eAPRIN)
Research ethics courses conducted by Institutions based on the “Guidelines for Responding to
Misconduct in Research” issued 26 August 2014 by Ministry of Education, Culture, Sports,
Science and Technology (MEXT)

13. IMPROPER USE OF RESEARCH FUNDS
You must not misuse research funds. The following are examples of the improper use of researchfunds.
(1) Impropriety through fictitious honoraria and wages
Requesting honoraria/wages not accordant with the actual situation, such as a claim forpayment based on a fictitious timesheet(2) Impropriety through the fictitious purchase of goods
Requesting payment of funds based on a fictitious transaction and giving the funds paid
to a vendor to hold and manage
Paying a vendor for a fictitious order of consumables to pool money(3) Impropriety through fictitious travel expenses

E9

I. BASIC STIPULATIONS
Requests for travel funding in an amount more than actually expended
Requests for funding for fictitious travel
In addition to the above, if a Fellow is participant in the misuse of another researcher’s research funds,
JSPS will judge him/her to also have committed the misuse. When using research funds, Fellows must
check in advance the usage rules at their Institutions and be sure to use them properly.

14. HANDLING OF PERSONAL INFORMATION
Personal information contained in documents related to this program shall be strictly controlled inaccordance with the “Law to Protect Personal Information Held by Independent Administrative
Institutions” and “JSPS’s own regulations for protecting personal information”. JSPS will use suchinformation exclusively for implementing its programs. (This may involve the provision of personal
information to external companies commissioned to electronically process and manage program-related
data.)
Fellows should note that their name, nationality, title and affiliated organization; research theme,
fellowship tenure, host institution, host researcher’s name and title; and research reports may be given
public access. Fellows are also asked to participate in surveys aimed at improving JSPS programs.
For researchers located within the European Economic Area which embodies the EU, their agreement
is to be obtained to follow the above-stated “handing of personal information” in line with the “General
Data Protection Regulation.”

E10

II. PROCEDURAL PROVISIONS

II. PROCEDURAL PROVISIONS
The following outlines the important points and procedures to be carried out after being selected for a
fellowship. These procedures are to be carried out based on mutual understanding among theFellow, Host, and Host Institution. A list of the forms to be submitted, including their submittal
instructions, is provided in these Guidelines. The forms should be downloaded from the JSPS website
and submitted via the Institution to JSPS without exception by the prescribed deadlines.
JSPS website for downloading forms: https://www.jsps.go.jp/j-fellow/yoshiki.html

1. AWARD LETTER AND RELATED DOCUMENTS
The following documents accompany the Award Letter. Note that a Fellowship ID card is not issued.
Award Letter*
Certificate of Financial Support*
Program Guidelines (this booklet)
Air Ticket Application Information (from travel agency)
A Guide to Insurance Policy for JSPS Fellows (from insurance company)* Itemsandcannot be reissued.

Please refer to 4. Necessary Procedures at End of Fellowship Period, (6) Application for Certificate
in E23.

E11

II. PROCEDURAL PROVISIONS

2. PRE-ARRIVAL PROCEDURES
Do promptly upon receipt of Award Letter(1) Submit Form A (Notice of Acceptance and Pledge)
Upon deciding to accept the fellowship, Fellows are to send Form A (Notice of Acceptance andPledge) to their Host, who will submit them to JSPS via their Institution.
These forms are to be submitted after the Fellow and Host have read and agreed to the terms andconditions stipulated in these Guidelines and decided upon a date for the Fellow to come to Japan tostart the fellowship.
Form A must be submitted to JSPS promptly upon receipt of the Award Letter.
Otherwise, the fellowship cannot start.
(2) Special attention should be paid to setting the fellowship starting date on the Notice ofAcceptance and Pledge (Form A).
The starting date is not the day that Fellows depart from overseas but the day that they arrivein Japan.
The starting date may be changed from that stated in the fellowship application submitted to
JSPS.
Consultations and arrangements to be conducted by Hosts and Host Institutions when setting theFellow’s starting date and period of stay in Japan. Hosts are to establish a hosting plan that includes
the following points in advance of the date that the fellowship starts.
Overall research plan and activities
Documents that the Fellow will need when applying for a visa
Fellow’s transportation from port of entry to destination in Japan
Fellow’s accommodations during stay in Japan
Bank account for receiving Fellow’s allowances
Use of Research Support Allowance or Grant-in-Aid for JSPS Research Fellows(3) Submit PhD diploma, other documentation (to certify the date of PhD award)
Standard Fellows
Fellows under the Standard Fellowship must hold a doctoral degree at the time their fellowshipstarts. To certify your timely receipt of a PhD degree, your diploma must be submitted right away
via the admin office of your host institution to JSPS. If you are unable to submit a diploma by theprescribed deadline, you may submit a certificate issued by your university certifying that you
have received a doctoral degree or submit the JSPS-prescribed Form 18 (Degree Confirmation)
prepare in coordination with your university.
If you are expected to receive a doctoral degree by the deadline but are unable to submit yourdiploma or other documentation giving evidence that you have received a doctoral degree, you
may submit a certificate issued by your university certifying that you are scheduled to be awarded
a doctoral degree. Then, submit your PhD diploma as soon as you receive your doctoral degree.
Fellows who are nominated by a JSPS overseas counterpart organization and have submitted a
PhD diploma at the time they applied for the fellowship do not need to submit the diploma to
JSPS.
Even when a document is submitted certifying that your PhD is scheduled to be awarded, if
a document certifying that you have actually received your PhD degree is not submitted by
the deadline, the fellowship will be cancelled or withdrawn.

E12

II. PROCEDURAL PROVISIONS(i)

Short-term Fellows
Diploma/Degree certificate

Fellows under the Short-term Fellowship must either hold a doctoral degree at the time theirfellowship starts or be scheduled to receive one within two years from the date that the fellowshipstarts. Please submit the documents specified in either items a) or b) below, whichever applies. If
these documents are not submitted, your fellowship will be cancelled or withdrawn.
As stipulated in Chapter “. ALLOWANCES,” the amount of monthly allowance will differ

based on whether Fellows have received a doctoral degree (PhD holder) or have not received one(non-PhD holder).
a)Persons holding a PhD degree or expecting to receive a PhD by the time their
Fellowship starts
Diploma or other documentation certifying your award of a doctoral degree: The procedure
for submitting these documents is the same as for aboveb)Standard Fellows.

Persons not expected to receive a PhD by the time their fellowship is scheduled to start
Certificate from the university stating that you are scheduled to be awarded a doctoral degree,which specifies the scheduled award date
Quickly submit one of the following documents certifying the date that your PhD isscheduled to be awarded.
A document from the university certifying the date a PhD degree is scheduled to beawardedCertificate of doctoral course enrollment
Document written and signed by the Fellow’s academic advisor stating that s/he isscheduled to receive a PhD degree within two years from the fellowship starting date
A monthly allowance of ¥362,000 is paid only to the fellows who submitted a PhD diploma
or doctoral degree certificate before the starting date of their fellowship. Please note that
fellows will receive a monthly allowance of ¥200,000 in the following cases.
(a) They were scheduled to be awarded a doctoral degree by the start of their fellowship at
the time their award letter was issued but did not submit the required documents by thedeadline.
(b) They submitted a PhD diploma or doctoral degree certificate after the starting date of
their fellowship.
The amount of monthly allowance will not be changed in cases when a PhD diploma
or doctoral degree certificate is submitted after the starting date of the fellowship.

(ii) A document that confirms the Fellow’s permanent residence in a European or North
American country [For relevant Fellows Only]
For Fellows under the “Short-term” Fellowship who had nationality in a country other than thoselisted in the Application Guidelines at the time they submitted their application, please submit a
copy of your permanent residency card or equivalent document showing that you now havepermanent residency in an eligible country to JSPS immediately after receiving your Award Letter.
The Fellowship will be cancelled if the Fellow’s eligibility is not verified due to failure to
submit the requested document.
Notes
JSPS will not award the Fellowship to persons who fail to submit a PhD diploma or

E13

II. PROCEDURAL PROVISIONS
other documentation to certify the date of their PhD receipt.
JSPS begins processing the issuing of Fellows’ air tickets and the payment of their initial
allowances after verifying their PhD acquisition status from their diploma or otherdocuments.
Under the JSPS program, the date of degree award is the date that the issuing university
awarded the degree. It is not the date that Fellows orally defended their dissertation (vivavoce) or completed a doctoral course.
If the documents Fellows submit are written in a language other than Japanese or English,
they are to be accompanied by a Japanese or English translation.
Contact JSPS if you have a question as to whether or not the documents in your possession
are recognized as the required ones.
For Standard Fellows only: If you find that the date of your PhD award will fall after thestarting date of the fellowship, you should notify JSPS right away via your hostinstitutions, as your fellowship will not be allowed to start.

E14

II. PROCEDURAL PROVISIONS
If applicable, contact JSPS right away
(4) Changing Fellowship Starting Date
Fellows must start their tenure during the 30-day period before and after the date stated in Form A.
If, however, due to an unavoidable reason, you should want to start your tenure outside this period,
please contact JSPS right away via the admin office of your host institution.
(5) Resident Status
All Fellows must possess a valid passport issued by their country of nationality and a proper visa,
when required. The visa shows that the Fellow has permission to enter and stay in Japan. Fellows who
require a visa must go to a Japanese Embassy or Consulate to obtain one before leaving for Japan.
Fellows will receive “landing permission” at the immigration window of their port of entry into
Japan when they show their proper visa.
If Fellows submit a Certificate of Eligibility when applying for their visa, the Japanese Embassy or
Consulate will be able to process the visa faster than when applying without one.
Fellows are recommended to obtain a “Professor” or “Researcher” visa status. To check whichof these statuses is applicable to you, please consult Immigration Services Agency of Japan.
Before leaving for Japan, Fellows must obtain a visa that coincides with the purpose and length oftheir stays in Japan. Hosts and Institutions are asked to refer to Appendix A and assist Fellows inapplying for and obtaining a proper visa.
Please note that JSPS is not in a position to answer inquiries or make arrangements regarding
visa applications for Fellows and their family members.
This chart outlines the procedure for obtaining a visa.
In Japan
Immigration Services
Agency of Japan

A
B

Host
(Institutions)A. Hosts apply for Certificate of Eligibility
B. Certificate issued

Outside JapanD

C

Fellows

E

D. Fellows apply for visa
E. Visa issued

C. Hosts forward Certificate to Fellows

E15

Embassyor ConsulateII. PROCEDURAL PROVISIONS
Submit 40 days prior to starting date of the fellowship period(6) Application for Air Tickets by Fellows
Fellows are to follow the instruction “Air Ticket Application Information” issued by JSPS’s
designated travel agency, and apply to the agent’s office for an air ticket no later than 40 days prior
to their intended date of arrival in Japan. Fellow’s ticket will not be issued if you do notfollow this procedure.
Note that JSPS’s regulations prevent us from reimbursing Fellows for tickets that theypurchase themselves.
Read Chapter(7)“4. AIRFARE” before applying for an air ticket.

Submit at least one month prior to start date of fellowship period

Submission of Form 1(Notice of the Schedule for Fellowship Commencement ) and Form 2 (Notice of Bank
Account)
Fellows and Hosts are to confirm in advance the way in which Fellows will receive their initial
allowances, which include their allowances for the first 2.5 or 3 months and their settling-in
allowance. (Note that the settling-in allowance is paid only to the applicable Fellows.)
Form 1 must be submitted by at least one month prior to the starting date of your fellowship
via your host institutions.
When submitting Form 1, Fellows who are residing in Japan or who have not yet booked a flight do
not need to fill out the Name of Airport and Flight Number spaces.
Regarding Form 2, depending on whether or not the Fellow already has a Japanese bank account,different documents are to be submitted. Before submitting this form, please check whether you comeunder itemor

below.

If these forms are not submitted on time, the payment of your initial allowances may be delayed.
Please take care to submit them by the deadlines.
When Fellows already have a Japanese bank account
If Fellows wish to have their initial allowances remitted into a bank account they have alreadyopened in Japan, indicate so in Form 1 (Notice of the Schedule for Fellowship Commencement)
and submit it along with Form 2 (Notice of Bank Account) via the Institution so that it reaches
JSPS at least one month prior to the fellowship starting date. On Form 1, indicate the Japanesebank account into which the Fellow wants his/her the allowances to be deposited. As to how toenter the Fellow’s name on Form 2, please refer to Chapter II 3(2), “Submission of Form 2 (Noticeof Bank Account)” in these Guidelines.

E16

II. PROCEDURAL PROVISIONS
When Fellows do not have a Japanese bank account
If Fellows do not have a Japanese bank account, they will need to open one upon their arrival in
Japan.
For receiving the initial allowance, please choose ((i)

Having the initial allowance payment remitted into the Host’s accountRecommended
Fellows may ask to have their initial allowance deposited into their Host’s bank accountprior to their arrival in Japan. In this case, indicate so on Form 1 and submit it along with
Form 2 in the Host’s name so that it reaches JSPS at least one month prior to the fellowshipstarting date.
Fellows will receive their initial allowance from their Host along with a RECEIPT. Afterchecking the amount of money deposited against the amount in the RECEIPT, send the
RECEIPT to JSPS.
The second and ensuing allowances will be remitted to Fellow’s bank account after
JSPS has received the RECEIPT for the initial remittance.

(ii) Having the initial allowance remitted into Fellow’s own bank account in Japan
If Fellows want to have their initial allowance remitted into their own bank account,indicate so in Form 1 and submit it to JSPS at least one month prior to the fellowshipstarting date. Then, Fellows should open their own bank account in Japan right away upon
arrival in Japan and submit Form 2 in their own name. As to how to enter the Fellow’s
name on Form 2, please refer to Chapter II 3(2), “Submission of Form 2 (Notice of Bank
Account)” in these Guidelines.
It will take at least 2-3 weeks to open the Fellow’s own bank account after arriving inJapan. It will take about three more weeks after JSPS receives Form 2 to remit the allowance
into the account. Therefore, if Fellows are not going to bring sufficient funds with them tocover their initial expenses, it is recommended that they have their initial allowance
remitted into their Host’s bank account prior to their arrival in Japan.
Note: As the allowances that JSPS provides are not considered to be salary or remuneration, it can bedifficult for JSPS Fellows to obtain a credit card in Japan. Fellows who may need a credit card
to attend conferences or for other purposes during their tenure are recommended to bring aninternationally recognized one with them to Japan.
(8) Research Grant
For Standard Fellows only
A Grant-in-Aid for JSPS Fellows (Tokubetsu Kenkyuin Shorei-hi (Kakenhi)) is available for JSPS
Fellows to support their cooperative research in Japan. As it is the Hosts who applies for this grant,
Fellows should consult with them regarding the grant’s use, which is based on the research plansubmitted by the Fellow.
For the Grant-in-Aid program’s outline and procedures, see Chapter “V. GRANT-IN-AID FOR
JSPS RESEARCH FELLOWS.”

E17

II. PROCEDURAL PROVISIONSFor Short-term Fellows and Strategic Fellows only
Hosts are eligible to apply for a research support allowance. For the program’s outline andprocedures, see Chapter “VI. RESEARCH SUPPORT ALLOWANCE.”(9) Postponement of Arrival in Japan (*Standard Fellows Only)
If it should be difficult for Fellows to arrive in Japan within the fellowship period specified in theirAward Letter and other documents for unavoidable reasons, they may postpone their arrival within thefiscal year (up to 31 March of the following year) of their specified fellowship period. Fellows
wishing to do this should promptly submit Form 4 (Application for the Extension of Periods for
Arrival in Japan) to their Host, who after confirming the postponement is asked to submit the form to
JSPS via the Institution.
A postponement of Fellows’ period of arrival in Japan may be granted within the same fiscal year
(up to 31 March of next year). If a Fellow arrives after the end of the fiscal year, his/her fellowship
will be cancelled.
If a Fellow arrives after November 30, his/her Host will not be eligible to apply for a Grant-in Aidfor JSPS Research Fellows for the current fiscal year.
The Host may, however, apply for the Grant starting from the next fiscal year. For details, please see
Chapter V. GRANT-IN-AID FOR JSPS RESEARCH FELLOWS.
(10) Prior Notice of Shortening the Fellowship Tenure
If Fellows must shorten their fellowship tenures before their fellowships start for unavoidable
reasons, they should notify JSPS in advance via their host institutions.
(11) Refusal of the Fellowship
If Fellows must refuse to accept their fellowships for unavoidable reasons, host institutions

shouldimmediately submit Form 5 (Notice of Refusal to Accept Fellowship) to JSPS based on consent among
the Fellow, Host, and Host institution.
If Fellows, who applied through overseas nominating authorities must refuse to accept theirfellowships, they should also immediately notify their nominating authority.

E18

II. PROCEDURAL PROVISIONS

3. POST-ARRIVAL PROCEDURES(1) Submission of Form 6 (Notice of Fellowship Commencement)
Fellows and Hosts should submit Form 6 (Notice of Fellowship Commencement) along with a clean
copy of the Fellow’s passport that clearly shows his/her name (etc.) in the entry fields, visa stamp, andlanding permission stating visa status and the date of entry.
Fellows who have been staying in Japan before the commencement date of the Fellowship must
submit a copy of the Fellow’s passport (showing the space in which his/her name and otherinformation is entered) and their residence card.
The form must be submitted within one week after the Fellows’ arrival in Japan. If this form is
not received on time, JSPS will not be able to make the second allowance remittance, nor will it
be able to enroll the Fellow in the Overseas Travel Insurance Policy. Therefore, be sure that Form 6 is
submitted on time.
(2) Submission of Form 2 (Notice of Bank Account)
JSPS remits the second and subsequent allowances into Fellows’ own bank account. (The firstallowance when it is deposited into the Fellow’s own account.) Therefore, those Fellows who do not
yet have a bank account in Japan are requested to open one as soon as they get settled in. Please takeyour registered residence card with you to open a bank account.
Form 2 containing the Fellows’ bank account information should be submitted via host institution. Be
sure to attach a copy of the first page of the Fellow’s bankbook (reverse side of the front cover)containing the account holder’s name. In the case of an Internet bank account, provide a copy ofthe computer screen showing the branch number, account number, and account holder’s name.
Take care to avoid an error in the spelling of the account holder’s name, as it could interrupt thepayment of your allowances.

E19

II. PROCEDURAL PROVISIONS(3) Procedures at Municipal Office
Fellows should carry out the following three administration procedures at the municipal office of
their city (shi), ward (ku), town (machi) or village (mura). Fellows should also inquire at the municipal
office as to whether there are any procedures required before they leave Japan.
Fellows are advised to ask their Host, Institution or a Japanese colleague to accompany them when
they go to the municipal office, as its staff may not speak English.
Residence Card
Japan’s residency management system applies to all foreign nationals residing legally in Japan fora mid- to long-term period. Fellows with visa status of longer than three months come under
this system. (Stays of three or fewer months are excluded.)
A “residence card” will be issued to Fellows at the immigration inspection window of their port ofentry. Fellows must take the card to the ward, city or town office where they will reside and notify itof the address of their residence within 14 days from the day that their residence is decided.
While in Japan, Fellows are required to carry the residence card with them at all times, in place of apassport. When opening a bank account, Fellows may be asked to show this card as identification. At
the end of the Fellows’ tenure, their residence card must be returned to the immigration officer at the
airport when leaving Japan.
For more information on this system, please check the Immigration Bureau’s website.
URL: http://www.immi-moj.go.jp/english/index.html
National Health Insurance
Though Fellows will be covered under JSPS’s Overseas Travel Insurance, by law they must alsojoin the National Health Insurance Program. People who come from other countries and will remain
in Japan for more than three months are required to join this program. Under this national system,
people are required to bear 30% of the cost of medical treatment. Depending on the illness, that 30%
may be covered by the JSPS policy.
After registering your residence card at the municipal office, apply for the National Health
Insurance at the designated counter of the same municipal office. As the allowances paid under
JSPS fellowship programs are not considered to be salary, Fellows may apply for a reduction in theinsurance premiums.
For more information on National Health Insurance, please inquire at the insurance section of thecity, ward, town or village office where you reside.

E20

II. PROCEDURAL PROVISIONSNational Pension System
Foreign nationals between ages 20 and 60 who have an address in Japan and have a residence
status of longer than three months must join the National Pension System, pursuant to the National
Pension Act. A pension book is issued when Fellows join the program, and they may be able toreceive a basic disability or survivor pension.
After registering your residence card at the municipal office, apply for the National Pension
at the designated counter of the same municipal office. Since the allowances that Fellows receive
under the JSPS fellowship are not pay (income), Fellows may apply for the insurance premium
exemption and payment suspension system based on a lack of income. In addition, there is a lumpsum payment system that allows you to redeem a percentage of your paid premiums when you
withdraw from the program early (when you leave Japan).
Japan has concluded social-insurance agreements with various countries to prevent overlapping
enrollment and to merge pension-enrollment periods. Fellows must decide in advance whether they
will use this system, as processing must be carried out by the agency with jurisdiction over thepension system in their home country.
For details and latest information on this system, please check the below website.
Japan Pension Service: https://www.nenkin.go.jp/international/index.html(4) Visa Extension and Application Documents
Visa extension
The authorized period of Fellows’ stay and their assigned visa status are entered in their passport
by the Immigration Officer when they arrive at the airport in Japan. If their fellowship tenure should
go beyond the date of the authorized period of stay, Fellows must apply for an extension at a local
Immigration Office.
Fellows should make their application for extension no later than the expiration date of theirauthorized period of stay. Applications are normally accepted from about three months prior to the
expiration date. Fellows are advised to ask their Host, Institution or a Japanese colleague toaccompany them when they go to the Immigration Office. Fellows must take personal
responsibility for processing the extension. Ask the Immigration Office for instructions about theextension procedure in advance so as to be prepared to apply.
Application documents for extension
Generally, Fellows will need to take the following documents with them to the Immigration Officewhen they apply for an extension:(a) A copy of the Award Letter and Certificate of Financial Support from JSPS(b) Their bankbook(c) A document written by their Host stating the Fellow’s fellowship period, Institution, andresearch theme. (See example in Appendix C.)(d) Their passport and residence card, and the Program Guidelines (this booklet)
The Award Letter and Certificate of Financial Support cannot be reissued. If asked for theAward Letter and Certificate of Financial Support, submit copies of them. Take the originals
with you just in case.

E21II. PROCEDURAL PROVISIONS

4. NECESSARY PROCEDURES AT END OF FELLOWSHIP PERIOD(1) Applying for Air Ticket by Fellows
Fellows should apply for their return ticket at least 40 days in advance of their scheduled departure
date. After reading Chapter IV-4 “AIRFARE” and the booklet “Air Ticket Application Information,”
apply to JSPS’s designated travel agent for your return tickets.
Note that JSPS cannot pay for an air ticket applied for after Fellows’ tenure has expired.
If Fellows should decide to leave Japan before their fellowship expires (see Chapter III “1.
SHORTENING THE FELLOWSHIP TENURE”) or to remain in Japan for such reasons as wrappingup their research after it expires (see II-4-(4)endsRemaining in Japan after the Fellowship period), they must inform JSPS in advance.

(2) Submission of Form 14 (Notice of Fellowship Completion (Incl. Shortening of Tenure) )Hosts are requested to submit Form 14 (Notice of Fellowship Completion (Incl. Shortening ofTenure)) to JSPS via their Institutions no later than two weeks after the expiration of the fellowship.
In the case of tenure shortening, submit the form as early as possible. (Refer to Chapter III “1.
SHORTENING THE FELLOWSHIP TENURE.”)(3)

Submission of Form 15 (Research Report of the Fellowship)

The Fellow and Host are to cooperate in preparing a Research Report of the Fellowship (Form 15),
which must be submitted to JSPS via the Host Institution within one month of the end of the
fellowship period. Form 15 may be written in either English or Japanese. The Fellow’s research title
may not be changed from that stated when s/he was selected for the fellowship.
JSPS may later post excellent reports with photos on its website. If Fellows do not want their photoposted, they don’t have to attach a photo to their report.
Attention
As much as possible, describe the contents and results of your research in a manner that is easily
understandable to a non-specialist in your field.
Please prepare the Research Report in Japanese or English around three pages for the Host’s, andwithin three to ten pages for the Fellow’s.
You may expand the column as appropriate.
If the outcomes of research related to JSPS fellowship programs are highly appraised, please inform
JSPS. (This includes publications of coauthored papers in academic journals, coverage of research
activities/results in newspapers or other media, and awards for research activities/achievements.)

E22

II. PROCEDURAL PROVISIONS(4) Remaining in Japan after the Fellowship period ends
As a rule, Fellows are obligated to leave Japan at the end of their fellowship period. If, however,
Fellows meet the following conditions-, they may continue to reside in Japan after the end of

their fellowships with JSPS paying for their return flight tickets.
Fellows wishing to remain in Japan should submit in advance a Form13 (Application for Continuous
Stay in Japan after the Expiration of the Fellowship) via the admin office of their Host Institution.
Requests will not be accepted after the fellowship period has ended.
That the Fellow needs to temporarily stay in Japan (up to two months) for such purposes ascompiling his/her research results.
That the Fellow will receive no income during the extended stay.
That another institution will not pay for the Fellow’s return flight ticket.
That during the extended stay JSPS will bear no financial or other responsibility for the Fellow(other than providing him/her with a return flight ticket).
If not having applied under this procedure, Fellows remain in Japan after their fellowship ends, JSPS
will bear no financial or other responsibility for their extended stay (including their overseas travelers
insurance and return flight ticket). If a return ticket has already been issued to such Fellow, s/he will
be required to reimburse JSPS for its price.
(5) Submission of Feedback on Fellowship Program [only Fellows, Hosts]
Fellows nearing the end of their tenure and their Hosts are asked to fill out an online questionnaire,
which will be used to gauge the performance of services provided and to improve the JSPS fellowship
programs.
The questionnaire is divided into two parts, one for Fellows and the other for Hosts to fill out. Pleasechoose the appropriate webpage and answer the questions.
for Hosts (Japanese and English): https://www.jsps.go.jp/j-fellow/j-fellow_14/peq.html
for Fellows (English): https://www.jsps.go.jp/english/e-fellow/peq.html(6) Application for Certificate [Fellows]
As a rule, JSPS does not issue documents to certify the fellowship status of former or current
Fellows. When, during their fellowship period, Fellows need documentation in such cases as applying
for a visa extension or proving that they were awarded a JSPS fellowship or that they received
allowances from JSPS, they should use copies of their Award Letter or Certificate of Financial
Support, or ask their Institution to prepare the necessary documents. (See Appendix C for an
example of a certificate that may be prepared by Institutions.)
The only exception to this rule is when Fellows require a certificate to apply for a job after thecompletion of their fellowship. If deemed appropriate, JSPS may issue a certificate.
To apply for a certificate, Fellows should fill out Form 17 (Application for the Issuance ofCertificate) stating the reason they need the certificate and where it is to be sent, and submit it to JSPS
by e-mail at least two weeks prior to the date the certificate is needed.
As a rule, certificates are sent via e-mail, not by postal mail. If you should need the certificate to besent by postal mail, please consult with JSPS at the time you request the certificate. JSPS will notissue certificates in cases when research reports haven’t yet been received or requested
reimbursements haven’t yet been made.

E23

III. CHANGES DURING FELLOWSHIP TENURE

III. CHANGES DURING FELLOWSHIP TENURE
When changes are made in the period of the Fellow’s tenure, Host or Host Institution, there are cases
when it is necessary to follow procedures prescribed in separate documents. In such cases, be sure to
consult with the admin office of the Host Institution.

1. SHORTENING THE FELLOWSHIP TENURE
If Fellows must shorten their fellowship tenure for an unavoidable reason, they must inform their
Host, Host Institution, and JSPS in advance and submit Form 14 (Notice of Fellowship Completion(Incl. Shortening of Tenure)) to JSPS as quickly as possible (by two weeks at the very latest before
the completion of shortened tenure).
If Fellows shorten their tenure for the purpose of starting new employment or accepting anotherfellowship, they will be asked to provide a document issued by their employer stating when theiremployment/fellowship will start and whether money equivalent to the price of a return ticket will be
provided.
If Fellows’ allowance or other financial support is overpaid, they must promptly reimburse JSPSthe overpaid amount no later than 7 days before departing Japan. (See Chapter IV “6.
REIMBURSEMENT TO JSPS.”) If Fellows are required to reimburse JSPS for already-paid allowances
but haven’t done so, they will NOT be issued a return ticket until the reimbursement is made.
Moreover, Fellows are not allowed to shorten or end their fellowship tenure while they are stilltaking a temporary leave of absence.

2. EXTENDING THE FELLOWSHIP TENURE *For Standard Fellows
The fellowship is awarded for a period of from 12 to 24 months. In cases when the initial tenure is lessthan 24 months, an extension of up to a total of 24 months may be approved in one-month units if JSPS
deems it necessary for carrying out the Fellow’s research.
Fellows who wish to extend the period of their fellowship must submit a Form 12 (Application for the
Fellowship Extension) and other required documents at least 3 months prior to their original fellowshipending date. Later submission is not accepted.
Extensions should be for the minimum period required to complete the research. JSPS may shorten therequested period of extension due to budget constraints. An extension may only be applied for ONCE.
Fellows who were awarded their fellowship through a nominating authority and wish to extend theirtenure also need to notify the nominating authority in advance for permission to do so.
Short-term and Strategic Fellows cannot extend their fellowships beyond the initially approved
tenure period.

E24

III. CHANGES DURING FELLOWSHIP TENURE

3. TEMPORARY LEAVE OF ABSENCE FROM JAPANJSPS covers the costs required for Fellows to carry out their research activities in the form ofallowances. As a rule, Fellows are obligated to stay in Japan continuously during their tenures.
However, a temporary leave of absence from Japan may be approved under the following fiveconditions (1)-(5). In such cases, JSPS does not negotiate any change in the conditions or number ofallowed days of temporary absence (cumulative number of days).
When Fellows wish to take a temporary leave of absence, they must submit a Form 7 (Notice andReport of Temporary Leave of Absence from Japan) to JSPS in advance.
Note carefully that if a request for leave of absence is not submitted or if it is postdated orotherwise falsified, the Fellow’s fellowship may be cancelled, allowances stopped, and/or otherstern measures taken.
Moreover, Fellows are not allowed to shorten or end their fellowship tenure while they are stilltaking a temporary leave of absence.
(1) Reasons for Temporary Leave of Absence
Fellows may be permitted to take a temporary leave of absence under the following,

reasons.

Temporary leave of absence for the purpose of conducting research: When it is necessary
for Fellows to be temporarily out of Japan for such purposes as conducting surveys used intheir research or presenting the research results at conference. In addition, the permission may
be granted if there is a statement of such necessities in the research plan of their initial
fellowship application.
Temporary leave of absence for the fellow’s own purposes: For other reasons deemednecessary though not being applicable to above-stated reason.
Given the reason or period of the requested leave, there may be cases when JSPS requests a written
explanation as to whether or not the leave will impede the execution of the Fellows’ research plan.
When leave is urgently needed due to sickness or other unavoidable reasons, Institutions should
consult with JSPS right away.
(2) Submission of Form 7 (Notice and Report of Temporary Leave of Absence from Japan)(Before departure from Japan)
Fellows wishing to take temporary leave must first obtain their Host’s permission. Upon
confirming the Fellow’s intention, the Host fills out the “Before Departure” section of Form 7(Notice and Report of Temporary Leave of Absence from Japan) and submits it via the Institution
to JSPS. In this way, JSPS’s permission is to be obtained at least two weeks in advance of theFellow’s departure.
(After re-entry)
Within one week after the Fellow returns to Japan, the Host fills out the Re-entry section of theForm 7 (Notice and Report of Temporary Leave of Absence from Japan ) and submits it along witha copy of the Fellow’s passport (showing the date of the re-entry stamp) via the Institutions to
JSPS.
Institutions are to always check the reasons for a temporary leave of absence taken by Fellows.
They also must keep count of the number of cumulative days of leave a Fellow takes.
*In calculating the number of leave days, note that the days of departure and arrival in Japan are
also included. (Example: 1 July 20XX (leave Japan) – 10 July 20XX (arrive back in Japan): 10
days)
E25

III. CHANGES DURING FELLOWSHIP TENURE*Fellows should be sure to ask for an official to stamp their passport if they use automated gates at
the airport.
(3) Limitations of Leaves of Absence
To facilitate JSPS’s processing of final allowances and other severance arrangements, Fellows are,as a rule, NOT allowed to take leave during last 30 days of their tenure. Moreover, Fellows are notallowed to shorten or end their fellowship tenure while they are still taking a temporary leave ofabsence.
(4) Maximum Length of Leave of Absence
The maximum number of cumulative leave days allowed for Fellows is shown below.
If the total number of days that a Fellow takes temporary leave from Japan exceeds the upper limit
specified in the table below, JSPS will judge the last day of departure from Japan to be theending date of the Fellowship.
Tenure13 or more months
From 9 up to 12 months
From 5 up to 8 months
Up to 4 months

Maximum leave days
150 days
75 days
30 days
15 days

Example:The Fellow’s tenure is 4 months (the tenure starts from 1 April 20XX and ends on 31 July 20XX) andthe total number of days in the first period of temporary leave is 7 days. The next period of temporary
leave was scheduled to be 8 days (from 15 June to 22 June), but due to circumstances (including
delays due to any cause beyond reasonable control such as bad weather) the return date is actually 23
June. In this case, JSPS judges 15 June to be the ending date of the Fellowship because the total
number of days of the temporary leave exceeds the upper limit of 15 days. Therefore, the Fellow
must reimburse the overpaid allowances that s/he had been provided for the period of 1/2
month, that is, 16-30 June.

E26

III. CHANGES DURING FELLOWSHIP TENURE(5) Reduction of allowances based on the cumulative number of days of temporary leaves of absence
Allowances are paid to cover the costs of Fellows’ stays in Japan for the purpose of carrying out
research activities in Japan during their tenures. For this reason, the Fellow’s allowance will be
reduced based on the cumulative number of days of temporary leaves of absence.
If temporary leave is taken for purposes stated in (1)above, it will, as an exception, be treated thesame as the Fellow being engaged in research in Japan. The Fellow’s allowance will not be reduced. If,
however, the leave is taken for the purpose stated in (1), the commensurate amount of reduction

will be subtracted from the following month of the Fellow’s allowance or s/he will be requested toreimburse the amount.

TenureCumulative number ofdays of temporary
leaves of absence forreasons in para (1)41-56 days

Allowance reduced
0.5 months

57-72 days

1 month

73-88 days

1.5 months

89-104 days

2 months

105-120 days

2.5 months

121-136 days

3 months

137-150 days

3.5 months

21-36 days

0.5 months

37-52 days

1 month

53-68 days

1.5 months

69-75 days

2 months

5-8 months

16-30 days

0.5 months

4 months

1-15 daysnone

13 or moremonths9-12 months

E27

III. CHANGES DURING FELLOWSHIP TENURE

4. SUSPENSION DUE TO PARENTAL LEAVE
As a rule, Fellows are to devote themselves to their research at the Institution. However, to promoteequal gender participation in society and to provide an environment that makes it easy for Fellows tobear and raise children, JSPS allows them to suspend their tenure when child bearing and/or infant
nursing would make it difficult for them to concentrate on the research. In such cases, the following
policy applies. The ending date of fellowship tenure is extended for a number of days equal to theperiod taken for parental leave. If Fellows wish to suspend their fellowship for child bearing and/or
infant nursing beginning on the same date that their fellowship tenure starts, please consult with JSPS
via the host institution.
(1) Eligible Fellows
Female Fellows who give birth during their tenure are eligible for this leave, as are male Fellows
whose spouse gives birth. If desired, the fellowship may be suspended to nurse an infant up to the ageof one year.
(2) Period and Number of Fellowship Suspensions
The fellowship may be suspended from six weeks prior to the date of expected delivery to one year
after childbirth. This makes the maximum period of leave 15 months. Fellows’ leave is approved in
one-month units from the first to the last day of each month. In principle, this leave will only be
granted once per child.
Example: Initial fellowship tenure is from 1 September 20AA to 31 August 20CC
Period of maternity leave is from 1 September 20BB to 30 November 20CC, withresearch restarting on 1 December 20DD. The ending date of fellowship tenure will be
30 November 20DD. (It is extended for a number of days equal to the leave period.)
4

5

6

7

8

9

10

FY20AAFY20BB

11

12

1

2

3

(month)Do research
Do research

Suspend research

FY20CC

Suspend research

FY20DD

Do research

Do research(3) Release from Research Obligation
During the leave period, Fellows maintain their status but are released from the obligation toconcentrate on their research.
(4) Suspending Maintenance and Other Allowances
The Fellows’ maintenance and other allowances (Refer to Chapter “IV. ALLOWANCES”) will not be
paid during the leave period.
(5) Suspending Overseas Travel Insurance
Fellows will NOT be covered by this insurance during the leave period.

E28

III. CHANGES DURING FELLOWSHIP TENURE(6) Application Procedures
Applying for Parental Leave
Fellows should consult with their Hosts about suspending their fellowships for child bearing
and/or infant nursing. If the Hosts judge that the suspension will not impede the execution of theFellow’s research plan, they may submit Form 10 (Application for the Fellowship Suspension due
to Parental Leave/Change in Period of Parental Leave) to JSPS via the head of the Institution. When
applying prior to childbirth, Form 10 should be submitted one month before the start of maternity
leave. Then, a birth certificate or other evidence of childbirth (a copy is permissible) must be
submitted soon after the child is born.
Changing in Period of Parental Leave
If Fellows request a change in the period of maternity leave and Hosts judge that it will not impede
the execution of the research plan, Hosts may submit Form 10 (Application for the Fellowship
Suspension due to Parental Leave/Change in Period of Parental Leave) to JSPS via the head of theInstitution. It should be submitted one month before the first day of the extended leave period or
one month before the last day of the shortened leave period.
Recommencing the Fellowship
When the period of leave ends, Fellows are to restart their fellowships. At that time, Hosts should
submit Form 11 (Notice of Fellowship Recommencement) to JSPS via the head of the Institution. Itshould be submitted one month before the end of the leave period.

E29

III. CHANGES DURING FELLOWSHIP TENURE

5. CHANGING HOSTS/INSTITUTIONS or AMENDING INFORMATION(1) Purpose of Changing Hosts or Institutions
Fellows are awarded fellowships based upon the joint research plan with their Hosts, the prospectsof achieving the plan’s objectives, and an inspection of the Institution’s setup for receiving theFellows. As changing Hosts or Institutions is deemed to alter the basis for approving the joint
research, such requests are not granted as a rule. If JSPS deems it impossible or extremely difficult
to achieve the objectives of the initial research plan stated in the fellowship application, thefellowship will be canceled.
This policy notwithstanding, there are times when JSPS may judge a change of Hosts and/or
Institutions not to impede the progress of the joint research stipulated in the initial research plan andgrant permission for Fellows to make the change.
Such permission may be given for the following reasons:(a) When Hosts become sick, die or are otherwise unable to continue the joint research.
(b) When Hosts transfer to another institution and Fellows transfer to the same institution.
(c) When continuing the fellowship under Hosts and/or Institutions would render it
impossible or extremely difficult to achieve the objectives of the initial research plan andchanging one or both of them would make it possible to achieve those objectives.
(2) Procedure for Changing Hosts
Procedures that current Hosts should carry out before changing Hosts
When a change of Hosts in desired, JSPS should be contacted in advance via the Host Institution.
A written explanation for the change is to be provided to include the following items. (Free format)
Why changing Hosts will not impede the execution of the research plan.
New Hosts’ familiarity with the subject research and suitability to carry it out.
A profile of new Hosts and a list of their research results.
A statement from new Hosts stating that they are willing to accept the Fellows.
Procedure to be taken by new Hosts
New Hosts are to submit Form A (Notice of Acceptance and Pledge) and Form 8 (Application for
the Change of Host Researcher/Host Institution) to JSPS via their Institutions before changing
Hosts.
(3) Changing Institutions
Hosts should contact JSPS in advance via their current Institution. Then, submit Form 8 to JSPS
via the new Institution.
(4) Changing of Institutions’ Information
JSPS should also be contacted using Form 8 if the name of an Institution changes due to its
conversion to an “independent administrative institution” or other reasons. At that time, Host
Researchers who are hosting more than one Fellow or are scheduled to do so should list and submit
to JSPS the Fellows’ names and fellowship IDs, including the contents of any changes. This
information may be submitted by separate sheet.

E30

III. CHANGES DURING FELLOWSHIP TENURE(5) Procedure for amending other basic items
When the below-listed items apply, submit Form 9 (Notice of the Change of Host’s/Fellow’s
Information). If, at that time, the Host is hosting multiple fellows, s/he may use a separate sheet to list
the Fellows currently being hosted (and scheduled to be hosted), including their fellowship IDs, names,
and the nature for the change, and submit it to JSPS.
When the Host transfers within the same Institution (due to a promotion or other reason, his/her
division name, position title, contact address or other information changes while remaining in thesame Institution)
When the name the Host uses in the course of his/her duties changes or when his/her information
changes from that stated in the fellowship application
When the Fellow’s name or other information changes from what it was at the time of his/her
fellowship application

E31

IV. ALLOWANCES

IV. ALLOWANCESJSPS’s financial provisions described below are not subject to negotiation. JSPS does not provide any
support for dependents.
If the forms designed in these Guidelines are not submitted by the deadlines or in accordancewith the stipulated procedures, allowance payments may be delayed or cancelled.
Recipients

Postdoctoral Fellowships for Research in Japan

Allowances (etc.)

Standard*2

Monthly allowance¥362,000

Settling-in
allowance*1

Strategic
Short-term

ETHnominated¥362,000 for PhD¥200,000 for non-PhD¥220,000¥200,000

TicketAirfare*1 (Air tickets)
Overseas Travel
Insurance*1 These allowances are paid only to those Fellows meeting the eligibility requirements.
For reference, see “3. SETTLING-IN ALLOWANCE” and “4. AIRFARE.”*2 Separate from the above, JSPS will cover Fellows’ travel expenses to attend its orientation for
newly arriving Fellows and other official JSPS meetings. The amount to be paid is as stipulated
in JSPS rules.

1. NATURE OF FINANCIAL SUPPORTNo employment relationship exists between Fellows and JSPS. JSPS provides Fellows withmaintenance and other allowances to cover the cost of their stay and travel for the purpose ofcarrying out research activities in Japan. (These allowances are not paid in the form ofcompensation for the researcher’s activities (work).)
The National Tax Agency recognizes this tax-exempt status as follows:
As the maintenance and other allowances provided by JSPS to researchers are not employmentbased wages, they are not subject to withholding tax. In addition, as these allowances take theform of travel expenses required to support the researchers’ stays in Japan and are limited tocovering actual expenses, they are exempted from taxation.

E32

IV. ALLOWANCES

2. MAINTENANCE ALLOWANCESJSPS provides maintenance allowances to cover living expenses and domicile costs related to Fellows’
stay in Japan for the purpose of carrying out research activities in collaboration with their Hosts.
Fellows are not allowed to receive per diem from other funders while JSPS provides them maintenanceallowances.
(1) Amount of Maintenance Allowances
Based on “I . ALLOWANCES,” the total amount of maintenance allowances paid during thefellowship period is the fixed amount paid per month (varying by program) × number of months oftenure. (See the diagram as the top of this chapter.) This may not apply, however, if Fellows shorten
their tenure or take a temporary leave of absence.
For Short-term Fellows, the amount of the monthly maintenance allowance differs between PhD
holders and non-PhD holders. Before the issuance of their flight ticket to Japan, Fellows who havereceived a PhD must submit a document verifying their receipt of the degree before their flight ticket
to Japan is issued. If the degree is not issued by that time, they must submit a document verifying
when they are scheduled to receive their PhD. See Chapter II-2 “(3) Submission of PhD Diploma or
Other Documentation (to certify the date of PhD award).”
JSPS decides the amount of allowance to be provided based on the submittal of these degree
documents by the deadline. Once decided, the amount will NOT be changed throughout theFellows’ tenure.
(2) Payment of Maintenance Allowance and Date of Remittance
As a rule, allowances are remitted monthly at the end of the preceding month.
The initial allowance will be compiled into a- or 3-month payment remittance after JSPS receives

Form 1 (Notice of the Schedule for Fellowship Commencement) and Form 2 (Notice of bankAccount). If these forms are not submitted on time, the payment of your allowance may be delayed.
Detailed information is contained in an email sent by JSPS to the admin office of the Host Institutionsand Hosts prior to remitting your payment.
The second allowance is remitted into the Fellow’s own bank account after JSPS receives Form 6(Notice of Fellowship Commencement) and Form 2 (Notice of Bank Account (Fellow’s account)).
JSPS does not inform Fellows of the date or content of remittances.
In all fellowship programs, the Fellows’ allowances for the first and last months of their tenure areremitted based on whether they arrived in Japan on or before the 15th or on or after the 16th ofthe month. (See the following examples.)<Examples, Notes, Cautions>th of the month: JSPS provides the full allowance forthe first month but none for the last month.
*Fellows arriving in Japan on or after the 16 th of the month: JSPS provides half of the monthly
allowance in the first month and half in the last month.
* The above-stated method may not be used for the payment of allowances in the first month of the
fiscal year (April.).
* The date of remittance is scheduled by JSPS (before or after the 10th, 20th, or 30th of each month).
* Changes in JSPS’s budgetary and accounting systems may cause the above-noted dates and amountsof allowances to be altered without prior notice.
*Fellows are responsible for managing the funds remitted into their account. Even if Fellows should runout of money, JSPS will NOT entertain requests for an advance on their next allowance.

E33

IV. ALLOWANCES

3. SETTLING-IN ALLOWANCE *For Standard and Short-term Fellows
The settling-in allowance is paid upon Fellows’ arrival in Japan to cover costs of shipping personal
belongings.
This allowance is made in a single payment. It is paid along with the initial monthly allowance.
However, it is not paid in the following cases.
If JSPS judges that Fellows were already residing in Japan for such purposes as study, workor other personal reasons before the fellowship’s starting date. (Example: Having been
issued a residence card in Japan)
If the Fellow’s tenure is less than three months (for Short-term Fellows).

4. AIRFARE
To cover their travel to and from Japan, JSPS provides Fellows with air tickets through its travel
agency. The type of ticket depends on the fellowship program. For details, see the above allowancepayment table and refer to the “Air Ticket Application Information” guide enclosed in yourInvitation Letter.
(1) Conditions for Payment
JSPS provides an air ticket from the major international airport nearest the place where the Fellow
is (see the options below) to the nearest airport to the Host Institution in Japan by way of the mostusual and economical route. Fellows are not given a choice of the airline to be used. When booking
roundtrip tickets, the departure point to Japan and the return point are, as a rule, the same bothways.
(a) The institution to which Fellows were affiliated at the time of application(b) The home address stated in Fellows’ fellowship application(c) A major city within the Fellows’ country of nationality(d) The institution where Fellows are scheduled to work after their tenure ends (However, only
the return route can be changed.)If after receiving your roundtrip ticket to Japan you should want to change it, you must
do so through JSPS’s designated travel agency. If any charges are added due to the change,
Fellows must pay the charges themselves.
An air ticket to Japan will not be provided for Fellows residing in Japan before the starting
date of their fellowship.
(2) Method of Ticket Provision
Fellows are provided tickets using a prepaid ticket advice (PTA) method. JSPS’s travel agency
prepays the ticket that Fellows will receive later. Fellows wishing to have their ticket prepared should
submit an application to the travel agency before the deadline stipulated in the “Air Ticket
Application Information” guide.
If Fellows should wish to change or cancel their travel itinerary after their air ticket were
issued, they must do so through JSPS’s designated travel agency. Fellows must pay any extra
charge incurred by changing or canceling their flights.

E34

IV. ALLOWANCES(3) Notes
JSPS does NOT cover airfare if it judges any of the following conditions to exist, with the
exception of circumstances such as a natural calamity that cannot be avoided.
If Fellows do not use the ticket provided. (If the ticket is cancelled by Fellows, they are
required to pay the cancellation fee.)
If the cost of the ticket increases because Fellows changed the route from that specified in
Paragraph (1) above, they will be required to pay the additional charge.
If Fellows do not submit an air ticket application to JSPS’s designated travel agency by thedeadline specified in Paragraph (2) above.
If Fellows purchase their own ticket.
If another organization provides the Fellows’ ticket or pays their airfare.
If Fellows are judged by JSPS to have been residing in Japan before the fellowship starting
date. (Ticket to Japan)
If Fellows arrive in Japan before their tenure starts. (Ticket to Japan)
If Fellows remain in Japan after their fellowship tenure ends (Ticket from Japan). (Exception
can be made for reasons approved by JSPS to extend the Fellow’s stay, such as extra time to
wrap up the Fellow’s research.)
If Fellows secure employment in Japan after their tenure ends (Ticket from Japan).
If Fellows have an unpaid reimbursement due to JSPS (Ticket from Japan).
Other cases when JSPS judges the provision of the air ticket to be inappropriate.

5. OVERSEAS TRAVEL INSURANCEJSPS provides Fellows with pre-paid overseas travel insurance, which covers medical costs for injury
or sickness during their tenure.
For details concerning the insurance policy and the procedures, please refer to the enclosed insurance
description “A Guide to the Insurance Policy for JSPS Fellows.” Then, contact the designated insurancecompany or insurance agent noted in the Guide directly.
This insurance will become invalid if Fellows remain in Japan after the end of their tenure.

6. REIMBURSEMENT TO JSPS
If JSPS judges that it has overpaid a Fellow’s allowances due to the shortening of his/her tenure,fellowship suspension, leave of absence, or other reasons, the Fellow will be required to reimburse theoverpaid amount. A “Request for Reimbursement” will be sent to the Host .
When making a reimbursement, do so as soon as possible. Hosts and Institutions are responsible
to see that Fellows make their reimbursements before leaving Japan.
If a Fellow’s allowance or other financial support is overpaid due to the shortening of his/her
fellowship tenure, the Fellow must promptly reimburse JSPS the overpaid amount by no later than
7 days before departing Japan. If Fellows are required to reimburse JSPS for already-paid allowances
but haven’t done so, they will NOT be issued a return ticket until the reimbursement is made.
So as to prevent the need to make reimbursements, Hosts and Institutions should maintain close
contact with Fellows regarding the shortening of their tenures, fellowship suspensions, and leavesof absence.
When making a reimbursement, Fellows must pay all of the transfer fees (both domestic andinternational handling charges). If Fellows wait to make the reimbursement until after returning home,these fees will be larger (more than ¥). Therefore, remittance should be made before leaving
Japan.
If Fellows having an unpaid reimbursement due to JSPS submit an “Application for Certificate”(Form17) after completing their fellowship, the certificate will not be issued.

E35

V. GRANT-IN-AID FOR JSPS RESEARCH FELLOW

V. GRANT-IN-AID FOR JSPS RESEARCH FELLOWS*For Standard Fellows Only
The “Grant-in-Aid for JSPS Research Fellow (Tokubetsu Kenkyuin Shorei-hi)” is for use by Fellows
and their Hosts to carry out joint research during the period of the Fellow’s tenure. Application for thisgrant is made by Hosts.

1. APPLYING FOR A GRANT-IN-AID
JSPS issues application guidelines for the program “Grant-in-Aid for JSPS Research Fellows” at theend of January of each year. Hosts, who are the research representative under this program, submit theirapplications via the host institution to JSPS.
Application submittal periods are provided within the fiscal year based on the timing of Fellow’s
arrival in Japan. If a Fellow’s arrival in Japan will be delayed, notification of such is to be quickly
given JSPS via the host institution.
The maximum amount of the grant differs by Panel Review Section and length of fellow tenure asshown in the chart below.
Funding
Categories
Lab researchNon-lab researchSpecial research*

Maximum amount of grant
Fellowship tenure: 24 months

Fellowship tenure:12-23months¥2.4 million(Up to ¥1.2 million per fiscal year)¥1.2 million¥1.6 million(Up to ¥ 0.8 million per each fiscal year)¥0.8 million¥3.0 million¥1.5 million(Up to ¥1.5 million per fiscal year)* The special category is for cases where a proposal submitted in the Lab research category requires
additional research funding that exceeds the maximum grant amount. Only a small number will be funded.
For more details about the Grant-in-Aid for JSPS Research Fellow (Tokubetsu Kenkyuin Shorei-hi),
please see the Application Procedures for the subject fiscal year.
URL: https://www.jsps.go.jp/j-grantsinaid/20_tokushourei/download.html

2. ELIGIBILITY FOR GRANT-IN-AID FOR JSPS RESEARCH FELLOWS
To apply for a Grant-in-Aid for JSPS Research Fellows, more than four months of the Fellow’s tenuremust be in the first fiscal year. If the Fellow’s research continues into the next fiscal year, more than
two months of tenure are required in that fiscal year. When a Fellow’s tenure is four months or less inthe first fiscal year or two months or less in the next fiscal year, the Host will be required to cancel the
Grant-in-Aid after receiving the official grant-disbursal decision.
If anything should be uncertain about the application or funding procedures for this Grant-in-Aid,please check with the below-noted JSPS offices via the administrative office of your host institution.
Inquires
About applying for Grant-in-Aid for JSPS Research Fellows
Research Aid Division I, Japan Society for the Promotion of Science
Phone: 03-3263-0976, 1041, 0980
About issuing of Grant-in-Aid for JSPS Research Fellows
Research Aid Division I, Japan Society for the Promotion of Science
Phone: 03-3263-2146, 2148, 1870, 0164

E36

VI. RESEARCH SUPPORT ALLOWANCE

VI. RESEARCH SUPPORT ALLOWANCE*For Short-term and Strategic Fellows Only

This allowance is for use by Fellows and Hosts in carrying out their joint research during the period of
the Fellows’ tenure. Application for the allowance is made by Hosts. Adequate consultation should be
carried out between Fellows and Hosts as to the use of the allowance in conducting research or surveys.
The allowance is to be used to cover costs directly related to the implementation of the joint
research/surveys and compiling/reporting the results.

1. APPLYING FOR THE RESEARCH SUPPORT ALLOWANCE
Form 3 (Application for Research Support Allowance) needs to be submitted by Hosts to JSPS toapply for this allowance. Form 3 must be submitted at least three weeks prior to the start of theFellows’ tenure. JSPS does not accept this form after the start of Fellows’ tenure.
This allowance may be applied for in an amount of up to ¥70,000 × number of months of tenure. Notethat the unit of payment is calculated based on ¥70,000 × an integer (whole number) with extra days
less than a month being rounded down.
As a bank transfer notice is not issued, Institutions should verify whether the money has been
remitted into the bank account specified in Form 3.

2. MANAGING THE RESEARCH SUPPORT ALLOWANCE
Hosts are to entrust the management of this research support allowance to their Institutions, which
manage it as a “deposit” using appropriate accounting rules and entries.
Note that the allowance cannot be transferred to the same account used for Grants-in-Aid for
Scientific Research.
Check the “Rules of the Research Support Allowance Usage” on the next page and the Institution’s
regulations; then, manage and execute this allowance accordingly.
Within one month after the Fellows’ tenure ends, Hosts must submit Form 16 (Research Support
Allowance Expenditure Report).
In addition, if there is unused allowance at the end of the Fellow’s tenure, it must be returned to JSPS.
Regarding the procedure for returning of the allowance, JSPS will contact the Institutions after
receiving Form 16.

3. PROCESSING CHANGE OF HOST INSTITUTION(1) Submitting Research Support Allowance Expenditure Report Form 16
As a rule, the receiving institution is to submit Form 16 when a Fellow changes host institution. If,
however, all of the Fellow’s Research Support Allowance has been spent before moving to the new hostinstitution, the sending institution is to submit the Form 16 before the Fellow leaves.
(2) Handling unused Research Support Allowance and related documents
When there is still unused Research Support Allowance, the sending institution is to transfer it to thereceiving institution along with copies of the related documents. The originals are to be maintained by
the sending institution.

E37

VI. RESEARCH SUPPORT ALLOWANCE

Rules of the Research Support Allowance Usage. GENERAL RULES
Responsibilities of Fellows and Hosts
I-1 Fellows and Hosts should bear in mind that this allowance is funded by taxpayer money and use
it appropriately for pursuing the stated objectives of the JSPS Postdoctoral Fellowships.
I-2 Interest accrued in the bank account shall be applied to carrying out the research or transferred to
the Institutions.
. USAGE PARAMETERS
Fair and Efficient Usage of Research Support Allowance
II-1 Fellows and Hosts shall take care to spend these funds in an appropriate and efficient manner,shall not use them for any other purpose, or violate any of the allowance usage rules.
II-2 The following items may be purchased with this allowance.
(1) Consumables: Consumable supplies(2) Wages, etc.: Remunerations, wages or salaries of persons assisting in the research (The types
of functions they perform include data processing, experiment assistance,translation and editing, specialized knowledge provision, distributing andcollecting questionnaires, gathering research materials, etc.)(3) Travel expenses:
Transportation and accommodations for Fellows and Hosts engaged in travel related to
the research (Fellows’ accommodations are covered but per diem is not paid.)
Transportation for Fellows between the airport in Japan and Institutions when arriving
in or leaving from Japan, and for Hosts when accompanying Fellows.
(4) Other items needed to carry out the joint research (e.g., Outreach activities related to Fellows’
research topics, participating in conferences (Alcoholic beverages are NOT covered))
Restrictions on Use of Funds
II-3 The following items are not covered by the allowance:(1) Facilities and equipment(2) Expenses for handling accidents and disasters that may occur during research(3) Remunerations, wages or salaries for Fellows and Hosts(4) Per diem for Fellows
Combined Use of Funds
II-4 When the research support allowance is used together with other funding for making a research
trip or purchasing a unit of consumable supplies, a clear delineation must be made between theuse of this allowance and the use of the other funding.
Deadline for Deliveries and Payments
II-5 Project-related delivery of goods and provision of services must be concluded by the end ofFellows’ tenure. Related payments must be made by the due date stated in Form 16 (Research
Support Allowance Expenditure Report) as stipulated in III-1 below.
. REPORTING EXPENDITURES
Deadline for Reporting Expenditures
III-1 Within one month after the Fellows’ tenure ends, Hosts shall report to JSPS using Form 16.
. OTHERS
Reimbursement of Unspent Funds
IV-1 If grant funds remain unspent when the Fellows’ tenure ends, they must be returned to JSPS.
Keeping Related Documents
IV-2 A ledger of allowance expenditures is to be kept along with receipts and other supporting
documents. The ledger and documents are to be kept by Hosts and Institutions for five years
after the Fellows’ tenure ends. The ledger and documents must be submitted for inspection by
JSPS upon request.

E38

APPENDIX A

Procedures for Certificate of Eligibility and Visa
-2-(5)
1 3

1.
7

1

2

1

2
3

1

4

×

3

Award Letter(Certificate of Financial Support)

4
5

APPENDIX B

6
7

2.

1
2

Award Letter(Certificate of Financial Support)

3
4
5
6

2

4

×

3
APPENDIX BAPPENDIX A* Make sure to go through Chapter II-2-(5) “Resident Status” before reading the following instructions.
* As both of these documents may take 1-3 months to be issued, be sure to apply as early as possible.
* For the required forms, details and updated information, inquire at your nearest Immigration Services
Agency of Japan.
*Note that JSPS is not in a position to answer inquiries or make an arrangement regarding visa applications
for Fellows and family members.
1. Obtaining a Certificate of Eligibility
This certificate is issued to show that the bearer satisfies the conditions of entry into Japan prescribed by Japanese
Immigration Law. Having a Certificate of Eligibility when applying for a visa speeds up its processing. This isbecause it certifies that the applicant has already been screened and satisfies the government’s requirements for
obtaining his/her visa status and for landing in Japan. However, just having a Certificate of Eligibility does notguarantee that the applicant will be issued a visa.
Hosts should first ascertain whether or not Fellows need to obtain a Certificate of Eligibility by inquiring attheir Institution or an Immigration Services Agency. If required, the documents needed to apply for the
Certificate of Eligibility must be prepared by the Host and Host Institution and submitted to the nearest
Immigration Services Agency. After receiving the certificate, they must be sure to forward it to Fellows. The
following documents are needed to apply for the Certificate of Eligibility. No fees are charged.
(1)

Application for Certificate of Eligibility (The application sheet should be filled out and stamped by
Institutions)(2)

An ID photograph (H4cm×W3cm)(3)

A copy of the Award Letter and Certificate of Financial Support from JSPS

(4)

A copy of the Fellow’s CV accompanying his/her fellowship application(5)

An extract from the JSPS Law (copy Appendix B)(6)Program Guidelines (this booklet is necessary to explain the fellowship.)(7)

A self-addressed stamped envelope (standard size)

2. Obtaining a Visa
Fellows must enter Japan within the period specified in the visa, otherwise the visa issued will become invalid.
Generally, Fellows will need to bring the following documents when applying for a visa;(1)

A valid passport(2)

A copy of the Award Letter and Certificate of Financial Support from JSPS

(3)

A copy of the Fellow’s CV accompanying his/her fellowship application(4) Two ID photographs (H4cm×W3cm)(5)

An extract from the JSPS Law (copy Appendix B)(6)

A Certificate of Eligibility (Hosts will prepare it)

Submit copies, not originals, of the Award Letter and Certificate of Financial Support, as you may need to usethem again. However, take the originals with you just in case when applying for the visa.

APPENDIX B

An Extract from Law concerning Japan Society for the Promotion of Science as an
Independent Administrative Institution (Law No.159 of December 13, 2002)
Chapter I General Provisions(Name)
Article 2 The name of the independent administrative institution, which is established according to theprovisions of this law and the Law on the General Rules of Independent Administrative Institutions (Law No.103
of 1999, hereinafter referred to as the “Law on General Rules”) and stipulated in Article 2, Section 1 of the Law
on General Rules, shall be Japan Society for the Promotion of Science.
(Purpose of JSPS)
Article 3 The purpose of Japan Society for the Promotion of Science (hereinafter referred to as the “JSPS”) is
to promote science through the issuance of grants in support of scientific research, providing funds for training
researchers, promoting international scientific exchange and carrying out research that contributes to theapplication of science.
Chapter IV Activities, etc.
(Scope of Activities)
Article 15 In order to attain the purpose prescribed in Article 3, JSPS shall perform the following activities:
1) JSPS shall provide necessary assistance toward scientific research.
2) In order to provide training for high quality scientific researchers, JSPS shall provide younger researcherswith funds to encourage their research work.
3) JSPS shall perform activities to encourage the dispatch of Japanese researchers abroad, the reception offoreign researchers in Japan, and other forms of international scientific exchange.
4) JSPS shall conduct research on the application of science.
5) In connection with research on the application of science, JSPS shall provide necessary assistance toencourage cooperation between academic and industrial circles.
6) JSPS shall conduct studies and research on policies for the promotion of science.
7) JSPS shall disseminate the fruits of the activities described in 4) and 6) above and encourage their utilization.
8) JSPS shall perform inspections and evaluations as necessary for assistance provided by the Government forthe promotion of science.
9) JSPS shall perform other activities ancillary to the activities listed in the preceding items.

APPENDIX C

Sample of Document Certifying the Research Activity, Fellowship Period andMonthly Maintenance Allowance of Fellows

If a certificate is required, during the Fellow’s tenure, to verify his/her status under the JSPS fellowship for such
purposes as applying for a visa extension, the Host Institutions may issue a certificate in a format such as this.