令和 2（2020）年度
日本学術振興会
外国人特別研究員
諸手続の手引Postdoctoral Fellowships
for Research in JapanPROGRAM GUIDELINES
FY2020

独立行政法人日本学術振興会
外国人研究者招へい事業
JSPS International Fellowships for Research in Japan
Japan Society for the Promotion of Science連絡先一覧 Contact Information
ご連絡の際は、まずフェローシップ ID をお知らせください。
※フェローシップ ID は以下のアルファベットから始まります。
Corresponding with JSPS, please specify your Fellowship ID.
※The first letter of Fellowship ID will be as follows:
外特（戦略）Strategic：GR
外特（欧米短期）Short-term：PE
外特（一般）Standard：P

独立行政法人日本学術振興会 国際事業部人物交流課
Overseas Fellowship Division, JSPS
〒102-0083 東京都千代田区麹町 5-3-1
5-3-1 Kojimachi, Chiyoda-ku, Tokyo 102-0083
FAX: 03-3234-3700

外特プログラム
戦略

Strategic (GR)

欧米短期
一般

Programs

Short-term (PE)Standard (P)TELe-mail03-3263-4098

graduate-r@jsps.go.jp

03-3263-3810

postdoc-short@jsps.go.jp
gaitoku@jsps.go.jp

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

令和 2（2020）年度
日本学術振興会
外国人特別研究員
諸手続の手引Postdoctoral Fellowships
for Research in JapanPROGRAM GUIDELINES
FY2020
必ず本書を一読の上、お早めに手続を行ってください。
Please read these Guidelines and follow the required proceduresas soon as possible.
手引き PROGRAM GUIDELINES:(JP) https://www.jsps.go.jp/j-fellow/j-fellow_14/09_tebiki.html(EN) https://www.jsps.go.jp/english/e-fellow/guideline_03.html
様式 FORMS: https://www.jsps.go.jp/j-fellow/yoshiki.html

令和元年 12 月発行
Published in December 2019
この手引は、令和 2(2020)年度採用者に適用します。
This “Program Guidelines” was developed for the Fellows who start their
Fellowships during FY2020.

◆様式一覧◆これらの様式はHPからダウンロードできます。

LIST OF FORMS

These forms can be downloaded from the JSPS website.
https://www.jsps.go.jp/j-fellow/yoshiki.html

採用を承諾するState acceptance of
fellowship offer

A-1

A-2

様式

提出者

提出時期

Form

Who Submits

Submission Deadline

誓約書
Notice of Agreement
受入承諾書
Notice of Acceptance

学位記等/PhD diploma or other documentation

申請資格の確認
Confirm eligibility

採用期間開始前採用を辞退するState refusal of
fellowship offer

Pre-arrival

往路航空券の申込み
Apply for air ticket

欧米諸国の永住権が確認できる書類（該当者のみ）
A copy of permanent residency card of eligible countries(Required fellows only)

10「国際航空券手配に関する説明」をご覧ください。
See "Air Ticket Application Information" from travel agency

1
滞在費その他経費の支給を受ける
Receive allowances3

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

採用期間開始・初回金受領方法通知書
Fellowship Commencement and Initial Allowance

銀行口座届担当→JSPS

速やかに(Fellow →) Host→Institution→ As soon as possible
JSPS

Methods

Pages

原本郵送
By postal
mail

J9
E9

研究員→ 受入研究者→事務担当→JSPS
Fellow→Host→Institution→
JSPS

手引きをご覧ください
see Program Guidelines

研究員→受入研究者→受入研究機関長→JSPS
Fellow→Host→Institution→
JSPS

研究員→旅行代理店
Fellow→Designated travel
agency決定次第速やかに
As soon as possible－

来日１か月前まで研究員→受入研究者→事務担 1 month prior to the Fellow’s
arrival

当→JSPS

Fellow→Host→Institution→
JSPS

手引きをご覧ください。

J10
E10

原本郵送
By postal
mail

J14
E14

－

J12
E12

原本郵送
By postal
mail

J12
E12

see Program Guidelines

Notice of Bank Account

該当年度の「科研費募集要領」をご覧ください。

J29
E29

See grant application procedures for instructions

調査研究費を申請する（戦略・欧米短期）
Apply for Research Support
Allowance(for Strategic andShort-term fellows)

採用辞退届
Notice of Refusal to Accept Fellowship(研究員→)受入研究者→事務提出手段 ページ数

15

採用期間中
During tenure

研究を開始する
Start fellowship2

２回目の滞在費の支給を受ける（該当者のみ）Receive the second allowance(if applicable)

3

4
日本から一時出国したい
Request temporary leave

5

受入研究者→事務担当→JSPS 採用開始日の３週間前まで
調査研究費交付申請書
3 weeks prior to the Fellow's
Application for Research Support Allowance Host→Institution→JSPS
arrival

採用期間開始届
Notice of Fellowship Commencement

銀行口座届
Notice of Bank Account

採用期間中の一時出国届
Notice of Temporary Absence

採用期間中の一時出国報告書
Report of Temporary Absence

研究員→受入研究者→事務担当→JSPS
Fellow→Host→Institution→JSPS

採用開始後1週間以内

Within 1 week of the Fellow's
arrival

研究員→受入研究者→事務担当→

来日後速やかに
Fellow→Host→Institution→ JSPS As soon as possible
JSPS

研究員→受入研究者→
事務担当→JSPS
Fellow→Host→Institution→
JSPS

原本郵送
By postal mail

J30
E30

原本郵送
By postal mail

J14
E14

原本郵送
By postal mail

J12
E12

出国の2週間前まで
2 weeks prior to the Fellow's
leave

電子メール
By e-mail帰国後１週間以内
Within 1 week of the Fellow's
returning

原本郵送
By postal mail

J25
E25

・受入研究者又は受入研究機関を変更したい
・受入研究者情報を変更したい- Change host researcher orhost institution- Change host researcher’s
information

9-1

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

受入研究者機関内異動届

9-2 Notice of Change in Host Researcher’s Status within
Host Institution

採用期間中
During tenure

・出産・育児で研究を中断
したい
・中断期間を変更したい
・出産・育児を終え、研究に復帰したい- Request for maternity
leave- Change leave period- Request
recommencement of
fellowship

復路航空券の申込み
Apply for air ticket

12

13

14

出産・育児に係る採用期間中断願
Request for Maternity Leave

出産・育児に係る中断期間変更願
Request to Change Period of Maternity Leave

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

受入研究者→受入研究機関長→JSPS
Host →Institution→JSPS

変更の決定後速やかに
As soon as possible

受入研究者→事務担当→JSPS 変更の決定後速やかに原本郵送
By postal mail

J27
E27

Host →Institution→JSPS

As soon as possible

原本郵送
By postal mail

J28
E28

受入研究者→受入研究機関長→
JSPS
Host→Institution→JSPS

中断開始１か月前まで
1 month prior to leave

原本郵送
By postal mail

J24
E24

変更開始１か月前まで

原本郵送
By postal mail

J25
E25

原本郵送
By postal mail

J25
E25

－

J16
E16

原本郵送
By postal
mail

J17
E17

受入研究者→受入研究機関長→
JSPS
Host →Institution→JSPS

受入研究者→受入研究機関長→
JSPS
Host →Institution→JSPS「国際航空券手配に関する説明」をご覧ください。

研究員→旅行代理店

See "Air Ticket Application Information" from travel agency

Fellow→Designated travel agency

1 month prior to adjustment

再開開始１か月前まで
1 month prior torecommencement－(短縮)短縮の決定後速やかに・採用期間を短縮したい
・採用期間が終了した- Shorten fellowship tenure- Notify completion of
fellowship6

採用期間終了後

7

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

研究員→受入研究者→事務担当(終了)採用期間終了後2週間以内→JSPS

Shortening:as soon as possible
Completion:
within 2 weeks of the fellowshipcompletion

Fellow→Host→Institution→JSPS

Post-depature

Research Report (by Fellow)

研究員→受入研究者→事務担当→
JSPS
Fellow→Host→Institution→ JSPS

Within 1 month after the expiration of the By postal mailfellowship

研究報告書（受入研究者用）

受入研究者→事務担当→JSPS

採用期間終了後1か月以内

Research Report (by Host Researcher)

Host→Institution→ JSPS

Within 1 month after the
expiration of the fellowship

調査研究費収支決算報告書

受入研究者→事務担当→JSPS

採用期間終了後１か月以内

Host→Institution→JSPS

Within 1 month after the
expiration of the fellowship

研究員と受入研究者→JSPS

採用期間終了後１か月以内

Both Fellow and Host → JSPS

Within 1 month after the expirationof the fellowship

研究報告書（研究員用）

採用期間終了後１か月以内

原本郵送

J17
E17

研究報告書を提出する
Submit research report8
調査研究費の収支を報告する（戦略・欧米短期）
Report research support
allowance expenditures(for strategic and Short-term
fellows)

アンケートを提出する
Submit questionnaire

16 Research Support Allowance Expenditure
Reportプログラム評価質問票
Feedback on Fellowship Program

証明書が欲しい
Request certificate for job
application purposes

11

証明書交付願Application for Certificate

研究員→JSPS
Fellow → JSPS

証明書を使用する２週間前まで

2 weeks prior to using it

原本郵送
By postal mail

J17
E17

原本郵送
By postal mail

J30
E30

Web入力
Online data
entry

J17
E17

原本郵送
By postal mail

J17
E17

I. BASIC STIPULATIONSThis booklet consists of two parts, one written in Japanese and the other in English. If any
differences in wording or interpretation should occur between the two parts, the Japanese partwill take precedence.
1.

PROVISIONSThis 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-1 (Notice of Agreement), stating thatthey will observe all the terms and conditions stipulated in these Guidelines, to their Hosts, who willthen submit it with an accompany Form A-2 (Notice of Acceptance) to JSPS via the Institution.
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 to ensurethat their research activities proceed smoothly and that they submit the required forms and execute theprogram procedures without omission.
If YOU should find anything unclear in these Guidelines, please contact JSPS for instructions.
Note that allowances could be stopped and other services suspended if YOU should fail to observe
the terms and conditions in these Guidelines or to follow JSPS’s instructions.
The English version can be downloaded from the following JSPS webpage:https://www.jsps.go.jp/english/e-fellow/guideline_03.html
Hereafter, the titles of the various fellowship programs are referred to as follows:“Strategic” = Postdoctoral Fellowship for Research in Japan (Strategic Program)“Short-term” = Postdoctoral Fellowship for Research in Japan (Short-term)“Standard” = Postdoctoral Fellowship for Research in Japan (Standard)
2.

FELLOWSHIP ID
JSPS assigns each Fellow a Fellowship ID, which is noted in the Award Letter. All the documents

sent to JSPS by YOU should include the Fellowship ID.
The Fellowship ID consists of the following prefixes and five digits.
Strategic: GRxxxxx
Short-term: PExxxxx
Standard: Pxxxxx

E1

3.

TERM OF THE FELLOWSHIPS
Fellows must start their fellowship during the period specified in the Award Letter. Fellows must, asa rule, start their fellowship during the period specified in the Award Letter. If not, the fellowship will
be revoked. If doing so should become difficult, please consult with JSPS immediately. If JSPS is notcontacted and the fellowship is not started within the specified period, the fellowship will becancelled.
◆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, the starting date must be agreed upon
between them and their Hosts in advance, and the “arrival datein 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 6 (Notice of Fellowship Completion(Shortening)) and submit it to JSPS via their Institution.
<Example>When, for example, Fellows arrive in Japan on 1 April 20AA for a 24-month tenure, theirfellowships will end on 31 March 20CC.

Fellows must reside in Japan continuously over the duration of their fellowships. The duration of the
fellowship may not be divided into multiple stays.
4. OBLIGATIONS
Fellows, Hosts and Institutions should, based on an understanding of the purpose of the fellowship,observe the rules and instructions stipulated in these Guidelines over the duration of the fellowship.
(1) Obligations of Fellows① 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.
② Fellows are not permitted to receive other fellowships or funding (e.g. salary or othercompensation) during the tenure of their fellowships. If Fellows have accepted anotherfellowship, including another JSPS postdoctoral fellowship, they must choose one of themand decline the other.
③ Fellows are not allowed to receive per diem even when they are provided funds fortransportation and accommodation during trips to execute their research plans.
④ During their tenure, Fellows must devote full time to their research at their Institutions, andnot engage in any other work or research (*).
⑤ 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.

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⑥ Within one month of the completion of their tenure, Fellows must submit Form 7 (Research
Report) to JSPS via their Hosts and Institutions.
⑦ If Fellows publish research results obtained under the JSPS fellowship program in scientificjournals or other literature, annotation of such should be provided.
⑧ Fellows must not engage in any kind of research misconduct.
⑨ 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.
⑩ 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 ①-④ are allowed to be carried out as a part of the Fellow’s
research activities during his/her tenure. However, Fellows must not be hired or receive
remuneration to conduct these activities.
Before conducting these activities, Fellows must obtain approval from their Hosts, ensuringthat the activities will not hinder the performance of the fellowship’s research.
① Activities such as research-related teaching to students at Institutions.
② Participating in a research project closely related to the Fellow’s research title.
③ Taking part in outreach activities that are relevant to the Fellow’s research title (see “10.
OUTREACH ACTIVITIES RELATED TO FELLOWS’ RESEARCH TOPICS”).
④ Taking part in events organized by JSPS for Fellows.
(2) Obligations of Hosts① 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
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.
② 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.
③ 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.
④ Within one month after the completion of the Fellows’ tenure in Japan, Hosts will submit
Form 8 (Hosts’ Research Report) together with Form 7 (Fellows’ Research Report) to JSPS
via their Institutions.
⑤ Hosts must not engage in any kind of research misconduct.
⑥ 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.
⑦ Hosts are to acquire an accurate grasp of the procedures related to Fellows’ tenure andallowances and to ensure that all the prescribed forms are submitted to JSPS via their
Institutions. Such procedures include the start, end, withdrawal, extension andrecommencement of fellowships and temporary leaves of absence from Japan.

E3

⑧ Hosts agree to observe all of the provisions in these Guidelines and to ensure that Fellows
also observe them.
⑨ 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.
(3) Obligations of Institutions① 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 resolvethem.
② Mindful of Fellows’ period of stay in Japan including proper entry and departure,
Institutions are to ensure the proper execution of all necessary procedures.
③ Institutions are to support various living-related aspects of Fellow’s and their families’ stays
in Japan, and provide the Fellow with a title appropriate for conducting their research
activities at the Institution.
④ 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.
⑤ Institutions should provide Fellows with pre-arrival assistance including in visa applicationand other necessary processing, securing domicile, and consultation on daily life in Japan.
⑥ Institutions should ascertain how to contact Fellows in the case of an emergency such as adisaster.
⑦ 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.
⑧ 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.
⑨ Institutions are to acquire an accurate grasp of the procedures related to Fellows’ tenure andallowances. Such procedures include the start, end, withdrawal, extension andrecommencement of the fellowship and temporary leaves of absence from Japan.
⑩ 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.
5. 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 application in the proposed research, the change may be approved.
6. REVOCATION OF THE FELLOWSHIP AND STOPPING ALLOWANCESJSPS may take the following measure(s) if it judges any of the circumstances described below topertain.
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.

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The above measure(s) may be taken when JSPS judges the following to occur.
① The fellowship has been awarded on the basis of false statements in the application form.
② 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.
③ Fellows violate Japanese laws or regulations or are prosecuted for violating them.
④ Hosts or Institutions judge it difficult for Fellows to continue their research.
⑤ Fellows submit a request for a leave of absence after the fact or submit a false report.
⑥ Fellows fail to fulfill a fellowship’s eligibility requirements (such as acquiring Japanesecitizenship or permanent residency).
⑦ Fellows receive financial provisions by deception or other fraudulent means.
⑧ Fellows waste and/or abuse research funds.
⑨ Fellows commit misconduct in their research activities.
⑩ Fellows do not in good faith observe the obligations stipulated in these Guidelines, fail tofollow JSPS’s instructions, or carry out any actions in a manner unbecoming the high stature
expected of JSPS Fellows.
7.

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 (sheik-kin) and non-refundable “key money (rei-kin and/or kern-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 fromplace 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 research in Japan.
When negotiating a rental contract, Fellows are advised to ask their Hosts, Institutions or a Japanesecolleague 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 of researchoutcomes at the Institutions.

E5(3) Fellow’s Working Conditions
As JSPS does not employ Fellows, JSPS is not in a position to dictate their working conditions,such as the number of hours or days per week they work at Institutions. Therefore, Hosts andInstitutions 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.
8.

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.
9.

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)

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.)
10. OUTREACH ACTIVITIES RELATED TO FELLOWS’ RESEARCH TOPICS
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”

E6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
11. 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
future despite severe financial conditions in Japan.
Therefore, YOU should not engage in any kind of research misconduct. Fellows and Hosts should takespecial 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 activities① For the Sound Development of Science—The Attitude of a Conscientious Scientist— byEditing Committee of Japan Society for the Promotion of Science② e-Learning Course on Research Ethics [eL CoRE]① & ② are available at:
http://www.jsps.go.jp/english/e-kousei/ethics.html③ APRIN e-learning program ( eAPRIN)④ 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)

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12. 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 wages① 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 goods① Requesting payment of funds based on a fictitious transaction and giving the funds paid
to a vendor to hold and manage② Paying a vendor for a fictitious order of consumables to pool money(3) Impropriety through fictitious travel expenses① Requests for travel funding in an amount more than actually expended② 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.

13.

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.

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II. PROCEDURAL PROVISIONS
The following outlines the important points and procedures to be carried out after being selected for a
fellowship. A list of the forms to be submitted, including their submittal instructions, is provided inthese Guidelines. The forms should be downloaded from the JSPS website and submitted without
exception by the prescribed deadlines.
These forms can be downloaded from JSPS’s website: https://www.jsps.go.jp/j-fellow/yoshiki.html
1.

AWARD LETTER AND RELATED DOCUMENTS

The following documents accompany the Award Letter.
①

Award Letter*②

Certificate of Financial Support*③

Program Guidelines (this booklet)④

Air Ticket Application Information (from travel agency) **⑤

A Guide to Insurance Policy for JSPS Fellows (from insurance company)**** Items ① and ② cannot be reissued.
** ④is not included in the case of Strategic Fellows nominated by NSF or DST/INSA.

*** ⑤is not included in the case of Strategic Fellows nominated by DST/INSA.
2.

PRE-ARRIVAL PROCEDURES(1) Submitting Form A-1 (Notice of Agreement) and Form A-2 (Notice of Acceptance)[Fellows, Hosts, Institutions]
Upon deciding to accept the fellowship, Fellows are to send Form A-1 (Notice of Agreement) to their
Hosts, who will forward it along with Form A-2 (Notice of Acceptance) to JSPS via their Institutions.
These forms should be submitted after Fellows and Hosts have read and agreed to the terms andconditions stipulated in these Guidelines and decided upon a date for Fellows to come to Japan to start
their fellowships.
Forms A-1 and A-2 must be submitted to JSPS as soon as possible after your Award Letter is issued.
Otherwise, your fellowship will not be able to start.

(2) Special attention should be paid to the setting of your fellowship starting date on the Notice ofAcceptance (Form A-2).

① The starting date is not the day that Fellows’ depart from overseas but the day that they
arrival in Japan.
② The starting date may be changed from that indicated in the fellowship application
submitted to JSPS.
Consultations and arrangements to be conducted by Hosts and Host institution when setting
Fellows’ start date and period of stay in Japan:① Overall research plan and activities② Documents that Fellows will need when applying for a visa.
③ Fellows’ transportation from port of entry to destination in Japan④ Fellows’ accommodations during their stay
⑤ Bank account to receive Fellows’ allowances
E9⑥ Use of the research support allowance or the Grant-in-Aid for JSPS Research Fellow(3) Submission of PhD Diploma or Other Documentation (to certify the date of PhD award)[Fellows, Hosts, Institutions] *For Short-term and Standard Fellows①

Standard Fellows

Fellows under the Standard fellowships must hold a doctoral degree at the time their fellowships
start. Accordingly, a copy of your diploma showing that you have received a doctoral degree must be
submitted via your host researcher or the admin office of your host institution to JSPS as soon as
possible to certify your receipt of a PhD degree.
If you are unable to submit a diploma (copy) by the prescribed deadline, you may submit acertificate (original) issued by your university certifying that you have received a doctoral degree.
JSPS will only accept the original of this certificate.
If you are expected to receive a doctoral degree by the deadline but are unable to submit a copy ofyour diploma or other document providing evidence that you have received a doctoral degree, you
may submit a copy of a certificate issued by your university certifying that you are scheduled to beawarded a doctoral degree. Then, submit the copy of PhD diploma as soon as the doctoral degree isreceived.
Fellows who are nominated by a JSPS overseas counterpart organization and have submitted the
copy of PhD diploma at the time they applied for the fellowship do not need to submit the document
to JSPS.
Even if a document is submitted certifying that your PhD is scheduled to be awarded, if adocument certifying that you have received your doctoral degree is not submitted by thedeadline, the fellowship will be cancelled or withdrawn.
② Short-term Fellows(i) Copy of diploma/Original of 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. As stipulated in Chapter “III. FINANCIAL PROVISIONS,” 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).
i) Persons expected to receive a PhD by the time their Fellowship is scheduled to start
The procedure for submitting the documents is the same as for above ① Standard Fellows.
ii) Persons not expected to receive a PhD by the time their fellowship is scheduled to start
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 beawarded (original)➢Certificate of doctoral course enrollment (original)➢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(original)
Even if Fellows submit the above-noted document certifying that your PhD is scheduled
to be awarded after their fellowship has started, JSPS will NOT change their monthly
allowance amount throughout their tenure.
If NOT submitted, Fellows will be considered to have withdrawn from the fellowship.

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(ii) A document that confirms the Fellow’s permanent residence in a European or North
American country [For relevant Fellows]
For Fellows in the “Short-term” Fellowship Program who had nationality in a country other thanthose listed in the application guidelines at the time they submitted their application, please submit
a copy of your permanent residence card or equivalent document showing that you have permanent
residence in that country to JSPS right away 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.
③
Notes:・ JSPS begins processing the payment of Fellows’ initial allowances after verifying their PhD
acquisition status from their diploma or other documents.
・ JSPS will not award the Fellowship to persons who fail to submit a PhD diploma or otherdocument to certify the date of their PhD award
・ 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 it should be determined that the date of a Fellow’s PhD award falls after the starting date of
the fellowship, YOU should notify JSPS right away, as research under the fellowship will not
be allowed to start.
・ 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 documents.
(4) Changing Fellowship Starting Date [Fellows, Hosts, Institutions]
Fellows must start their tenure during the period of 30 days before or after the date in Form A-2. If,
however, due to an unavoidable reason, Fellows should want to start their tenure outside this period,
contact JSPS for instructions. There are cases when Fellows are asked to submit a letter giving thereason for changing their starting date to JSPS via their Institutions.
(5) Resident Status [Fellows, Hosts, Institutions]
All Fellows must possess a valid passport issued by their country of nationality and a proper visa asnecessary. The visa shows that Fellows have permission to enter and stay in Japan. Fellows must go toa Japanese Embassy or Consulate to obtain a visa before leaving for Japan.
Fellows should 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 two statuses is applicable to you, please consult the Immigration Bureau’s homepage.
Before leaving for Japan, Fellows must obtain a visa that coincides with the purpose and lengthof their stays in Japan. Hosts and Institutions are asked to refer to Appendix A and assist Fellows
in applying for and obtaining a proper visa. Please note that JSPS is not in a position to answer
inquires or make an arrangement regarding visa applications for Fellows and their family
members.

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The chart below outlines the procedure for obtaining a visa.
In JapanA
Hosts(Institutions)Immigration
BureauOutside JapanD

C
Fellows

Embassyor Consulate

E

B

A. Hosts apply for Certificate of Eligibility
B. Certificate issued
C. Hosts forward Certificate to Fellows

D. Fellows apply for visa
E. Visa issued(6) Application for Air Tickets [Fellows] *For ETH-nominated Strategic, Short-term, Standard
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. After receiving Fellows’ request, the travel agency willcontact them when the ticket is ready.
Note that JSPS’s regulations prevent us from reimbursing Fellows for tickets that they purchasethemselves.
Read Chapter III “4. AIRFARE” before applying for an air ticket.
JSPS does not provide air tickets to Fellows nominated by NSF or DST/INSA under the Strategic
fellowship, nor does it arrange tickets for them. They should book and pay for their air tickets to andfrom Japan.
(7) Submission of Form 1 (Fellowship Commencement and Initial Allowance) and Form 3 (Noticeof Bank Account) [Fellows, Hosts, Institutions]
Fellows and Hosts are to confirm in advance the way in which Fellows will receive their initial
allowances.
Form 1 must be submitted by at least one month prior to the starting date of your fellowship via yourhost institutions.
When submitting Form 1, Fellows who are residing in Japan or who have not yet booked a flight do
not have to fill out the Name of Airport and Flight Number spaces.
Regarding Form 3, depending on whether or not the Fellow already have a Japanese bank account,different documents are to be submitted. Before submitting this form, please check whether you comeunder item ① or ② below.
If these forms are not submitted on time, the payment of your allowances may be delayed. Pleasetake care to submit them by the deadlines①

When Fellows already have a Japanese bank account
If Fellows wish to have their initial allowances remitted into a bank account they have opened inJapan, indicate so in Form 1 (Fellowship Commencement and Initial Allowance) and submit italong with Form 3 (Notice of Bank Account) via Institutions so that it reaches JSPS at least one
month prior to their fellowship starting date. On Form 1, indicate the Japanese bank account into
which the Fellow wants the allowances to be deposited.
They should submit Form 3, entering the bank account in Fellows’ own name, and be sure toattach a copy of the first page of their bankbook (reverse side of front cover) containing theaccount number. If an error is made in the entry of your name on the form, it may be impossible

E12to deposit your allowances.
②

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 arrival in Japan.
For initial allowance, please choose (ⅰ) or (ⅱ).
(i)

Having the initial allowance payment remitted into Hosts’ account☆Recommended☆
Fellows may ask to have their initial allowance remitted into their Hosts’ bank accountprior to their arrival in Japan. In this case, indicate so on Form 1 and submit it along with
Form 3 in their Hosts’ name so that it reaches JSPS at least one month prior to theirfellowship starting date.
Fellows will receive their initial allowances from their Hosts along with a RECEIPT. Afterchecking the amount of money deposited against the RECEIPT, sign the RECEIPT and send
the original to JSPS, a copy of which is retained by Hosts.
Upon arrival in Japan, Fellows should open a Japanese bank account right away andresubmit Form 3 in their own name. The second and ensuing allowances will be remitted
to Fellows’ bank account after JSPS has received the signed RECEIPT for the initial
remittance.

(ii) When having the initial allowances remitted into Fellows’ own bank account in Japan
If Fellows want to have their initial allowances remitted into their own bank account,indicate so in Form 1 and submit it to JSPS at least one month prior to the fellowship starting
date. Then, Fellows should open their own bank account in Japan right away upon arrival in
Japan and submit Form 3 in their own name. Be sure to attach a copy of the first page ofyour bankbook (reverse side of front cover) containing the account number.
It will take at least 2-3 weeks to open the Fellows’ own bank account after arriving inJapan. It will take about three more weeks after JSPS receives Form 3 to remit to theallowances to the account. Therefore, if Fellows are not going to bring sufficient funds tocover their initial expenses, it is recommended that they have the initial allowances
remitted into their Hosts’ account prior to their arrival in Japan.
Note: As the allowances that JSPS pays Fellows are not considered to be salary or remuneration, it
can be difficult for JSPS Fellows to obtain a credit card in Japan. Those Fellows who may needa credit card to attend conferences or for other purposes during their tenure are recommended
to bring an internationally recognized one with you to Japan.
(8) Research Grant [Hosts, Institutions]① For Standard Fellows only
A Grant-in-Aid for JSPS Fellows (Tokubetsu Kenkyuin Shorei-hi (Kakenhi)) is available to support
Fellows’ cooperative research. As it is the Hosts who apply for this grant, Fellows should consult
with them regarding its use based on the Fellows’ submitted research plan.
For the Grant-in-Aid program outline and procedures, see Chapter “V. GRANT-IN-AID FOR JSPSRESEARCH FELLOW.”

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② For Strategic Fellows and Short-term Fellows only
Hosts are eligible to apply for a research support allowance. For the program outlines andprocedures, see Chapter “VI. RESEARCH SUPPORT ALLOWANCE.”(9) Refusal of the Fellowship [Fellows, Hosts, Institutions]
If Fellows must refuse to accept their fellowships for unavoidable reasons, they should immediately
submit Form 10 (Notice of Refusal to Accept Fellowship) to their Hosts, who will confirm the form’s
content and submit it to JSPS via the Institutions.
Fellows awarded a fellowship through a nominating authority should also immediately inform thenominating authority, stating the reason for their refusal.
3.

POST-ARRIVAL PROCEDURES(1) Submission of Form 2 (Notice of Fellowship Commencement) [Fellows, Hosts, Institutions]
Fellows and Hosts should submit Form 2 (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 the date of entry. The form must be submitted within one week after the
Fellows’ arrival in Japan. Fellows who have been staying in Japan before the commencement date of
the Fellowship must also submit a copy of their residence card. 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 2 is submitted on time.
(2) Submission of Form 3 (Notice of Bank Account) [Fellows, Hosts, Institutions]
JSPS remits the second and subsequent allowances into Fellows’ own bank account. Therefore, those
Fellows who do not yet have a bank account in Japan are requested to open one as soon as they getsettled in. Register and receive a resident card first at a municipal office, then go to a bank with theregistered resident card to open a bank account. It may take longer than expected to open a bankaccount in Japan. It is strongly recommended that you bring an extra amount of money with you so as
to be prepared for delayed allowance remittance due to an account opening problem.
Form 3 containing the Fellows’ bank account information should be submitted via Institutions. Be
sure to attach a copy of the first page of the Fellow’s bankbook (reverse side of front cover)containing the account number.
(3) Procedures at Municipal Office [Fellows, Institutions]
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 Hosts, Institutions or a Japanese colleague to accompany themwhen they go to the municipal office, as its staff may not speak English.
① 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 thissystem. (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 it

E14

of 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.html② National Health Insurance
Though Fellows will be covered under JSPS’s Overseas Travel Insurance, by law they must alsojoin the National Health Insurance Program, which obligates people who come from other countries
and will remain in Japan for more than three months to join this program. Under the national system,
people are required to bear 30% of the cost of treatment. Depending on the illness, that 30% may becovered under 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
the JSPS fellowship programs are not considered to be salary, Fellows may apply for a reduction in
the insurance premiums.
*For more information on National Health Insurance, please inquire at the insurance sectionof the city, ward, town or village office where Fellows reside.
③ National 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
lump-sum 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

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(4) Visa Extension and Application Documents [Fellows, Institutions]① 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 Hosts, Institutions 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 inadvance so as to be prepared to apply for the extension.
② 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) The Fellow’s passport and resident card, and the Program Guidelines (this booklet)*If asked for the Award Letter and Certificate of Financial Support, submit copies of them.
Take the originals with you just in case.
4.

PRE-/POST-DEPARTURE PROCEDURES UPON COMPLETION OF THE FELLOWSHIP(1) Applying for Air Ticket [Fellows]① ETH-nominated Strategic, Short-term and Standard Fellows
Fellows must apply to JSPS’s designated travel agency for their return ticket before the deadline
stated in the booklet “Air Ticket Application Information.” Follow the agency’s instructions to getyour return ticket.
If after your fellowship tenure has end, you need to temporarily remain in Japan to wrap up yourresearch agreed with your Host Researcher, JSPS may be able to provide you a return air ticket
within a period of up to two months of extended stay. In this case, please inform JSPS in advance.
Other than the air ticket, however, JSPS will take no responsibility for you nor will it pay you any
allowances during the extended period.
Note that JSPS cannot pay for an air ticket applied for after Fellows’ tenure has expired. The
travel agency is the same agency that booked your flight to Japan. Please refer to Chapter III “4.
AIRFARE” and the booklet “Air Ticket Application Information.”
If Fellows should decide to leave Japan before their fellowships expire, they must inform JSPS
immediately. (See Chapter IV “1. SHORTENING THE FELLOWSHIP TENURE.”)

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② NSF or DST/INSA-nominated Strategic Fellows
Air tickets for coming to and returning from Japan are not provided, nor are they arranged under
this program. Accordingly, these Fellows must book and pay for their return ticket on a flight on orafter the date that their tenure ends. However, if your departure date should come before yourinitially scheduled fellowship expiration date, be sure to notify JSPS immediately.
(2) Submission of Form 6 (Notice of Fellowship Completion (Shortening)) [Fellows, Hosts,
Institutions]
Hosts are requested to submit Form 6 (Notice of Fellowship Completion (Shortening)) to JSPS via
their Institutions no later than two weeks after the expiration of the fellowship.
If Fellows secure new employment or another fellowship after their tenure ends, JSPS will requirethem to submit a document certifying whether they will receive payment from their new employer
equivalent to cost of a return ticket. (Refer to Chapter IV “1. SHORTENING THE FELLOWSHIPTENURE.”)(3)

Submission of Form 7 (Research Report (by Fellow)) and Form 8 (Research Report (byHost)) [Fellows, Hosts, Institutions]

Within one month of the completion of their fellowship tenure in Japan, Fellows must submit Form 7(Research Report) to JSPS via their Institutions. Simultaneously, Hosts must submit Form 8 (Research
Report). Both Forms 7 and 8 may be written in either English or Japanese. The Fellow’s research title
may not be changed.
JSPS may later post excellent reports with photos on its website. Also, if Fellows do not want theirphoto posted, they don’t have to attach a photo to their report.
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.)(4) Submission of Feedback on Fellowship Program [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
program.
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.
Japanese and English (for Hosts): https://www.jsps.go.jp/j-fellow/j-fellow_14/peq.html
English (for Fellows): https://www.jsps.go.jp/english/e-fellow/peq.html(5) Application for Certificate [Fellows]
As a rule, JSPS does not issue documents to certify the fellowship status of former or current Fellows.
When 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 copiesof their Award Letter or Certificate of Financial Support, or ask their Institutions to prepare thenecessary documents. (See Appendix C for an example of a certificate that may be prepared by
Institutions.)

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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 and sign Form 11 (Application for Certificate)stating the reason they need the certificate and where it is to be sent, and submit it to JSPS along withan enclosed self-addressed, stamped envelope (Japanese stamp or international reply coupon only) atleast two weeks prior to the date the certificate is needed. If the amount of postage is insufficient, thecertificate will not be issued.
As a rule, the certificate cannot be sent by email, fax or PDF due to privacy requirements.

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III. FINANCIAL PROVISIONSJSPS’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 accordance with thestipulated procedures, the Fellow’s allowance payments may be delayed or cancelled.
Postdoctoral Fellowships for Research in Japan
Allowances(etc.)

Monthly
allowance
Settling-in
allowance*

Strategic

Recipients

1

DST/INSA-

NSF-

ETH-

nominatednominatednominated¥362,000¥200,000¥220,000

Standard*2¥362,000 for PhD¥200,000 for non-PhD¥362,000(fixed)(fixed)(fixed)¥100,000¥200,000¥200,000

TicketTicketFellows

Airfare*1

Short-term(Air tickets)

TicketOverseas

See III “5. OVERSEAS TRAVEL INSURANCE”

TravelInsurance*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 SUPPORTJSPS provides Fellows with maintenance and other allowances to cover the cost of their stay andtravel for the purpose of carrying out research activities in Japan. (These allowances are notcompensation 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
employment-based wages, they are not subject to withholding tax. In addition, as these
allowances take the form of travel expenses required to support the researchers’ stays in Japanand are limited to covering actual expenses, they are exempted from taxation.

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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.
(1) Amount of Maintenance Allowances
Based on “III. FINANCIAL PROVISIONS,” the total amount of maintenance allowances paid during
fellowships will be a fixed amount per month (varying by program) × number of months of tenure.
This may not apply, however, if Fellows shorten their tenure.
For Short-term Fellows, the amount of the monthly maintenance allowance differs between
PhD holders and non-PhD holders. All Fellows are to submit documents by no later than theirdeparture to Japan on whether they have already received a PhD degree or, if not, when they arescheduled to receive one. See Chapter II-2 “(2) Submission of PhD Diploma or Other
Documentation (to certify the date of PhD award).” JSPS decides the amount of allowance to beprovided based on the submittal of these degree documents by the deadline. Once decided, theamount will NOT be changed throughout the Fellows’ 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 for three months will be paid by remittance after JSPS receives Form 1(Fellowship Commencement and Initial Allowance) and Form 3 (Notice of bank Account). If these
forms are not submitted on time, the payment of your allowance may be delayed. For detailed
information, check the email that JSPS sends to Hosts prior to making the remittance.
The second allowance is remitted into the Fellows’ bank account after JSPS receives Form 2 (Noticeof Fellowship Commencement) and Form 3 (Notice of Bank Account (Fellows’ account)) with a copyof the first page of the Fellow’s bankbook (reverse side of front cover) containing the account number
and RECEIPT (if the initial allowance is remitted to the Host’s account). JSPS does not inform Fellowsof the date of remittance by letter.
In all fellowship programs, the Fellows’ allowances for the first and last months of their tenure areremitted based on whether they arrived on or before the 15th or on or after the 16th of the month. (Seethe following examples.)<Examples>*Fellows arriving in Japan on or before the 15 th of the month:
JSPS provides the full allowance for the 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 lastmonth.
Note:
Changes in JSPS’s budgetary and accounting systems may cause the above-noted dates andamounts of allowances to be altered without prior notice.
Caution:
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.

E20

3.

SETTLING-IN ALLOWANCE*For NSF-nominated Strategic, Short-term and Standard Fellows

The settling-in allowance is paid upon the 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.
① If JSPS judges that Fellows were already residing in Japan for such purposes as study, workor other personal reasons before the fellowship starting date. (ex. Having a residence card inJapan, etc.)② If the Fellow’s tenure is less than three months (for Strategic and Short-term Fellows).
4.

AIRFARE

To cover their travel to and from Japan, Fellows are provided air tickets. The type of ticket depends oneach program. For details, see the above allowance payment table and refer to the “Air Ticket
Application Information” guide for a specific program.
(1) Conditions for Payment① ETH-nominated Strategic, Short-term and Standard Fellows
JSPS provides air ticket from the major international airport nearest to the place (see below
options) to the nearest airport to the Institution in Japan by way of the most usual and economicalroute. Fellows are not given a choice of the airline to be used. When booking roundtrip tickets, thedeparture point to Japan and the return point are, as a rule, the same.
(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, youmust do so through JSPS’s designated travel agency. If any charges are added due tothe change, the Fellow must pay them him/herself.
An air ticket to Japan will not be provided for Fellows residing in Japan before the starting
date of their fellowship.
② NSF or DST/INSA-nominated Strategic Fellows
JSPS does not provide Fellows with airfare either to or from Japan, nor does it arrange orprovide air tickets. They are to arrange their own return tickets to use on or after the date that theirtenure ends.
If, however, Fellows should decide to leave Japan before the originally scheduled date of theend of their tenure, they are to contact JSPS immediately.
(2) Method of Ticket Provision *For ETH-nominated Strategic, Short-term and Standard
Fellows
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

E21

Application Information” guide enclosed with their Award Letter.
If Fellows should wish to change or cancel their travel itinerary after receiving their air ticket,
they must do so through JSPS’s designated travel agency. Fellows must pay any extra charge
incurred by changing or canceling their flights.
(3) Notes: *For ETH-nominated Strategic, Short-term and Standard Fellows
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.
① If Fellows do not use the ticket provided. (In case the ticket is cancelled by Fellows, they are
required to pay the cancellation fee.)② If the cost of the ticket increases because Fellows changed the route from that specified in
Paragraph (1) ① above, they will be required to pay the additional charge.
③ If Fellows do not submit an air ticket application to JSPS’s designated travel agency by thedeadline specified in Paragraph (2) above.
④ If Fellows purchase their own ticket.
⑤ If another organization provides the Fellows’ ticket or pays their airfare.
⑥ If for study, employment or other reason, Fellows are judged by JSPS to have been residing inJapan before the fellowship starting date.
⑦ If Fellows arrive in Japan before their tenure starts.
⑧ If Fellows remain in Japan after their fellowship tenure ends (return ticket). (Exception can bemade for reason approved by JSPS to extend the Fellow’s stay, such as extra time to wrap up
his/her research.)⑨ If Fellows secure employment in Japan after their tenure ends (return ticket).
⑩ If Fellows have an unpaid reimbursement due to JSPS (return ticket).
⑪ 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 the tenure.
For details concerning the policy and the procedures, refer to the enclosed insurance description “A
Guide to the Insurance Policy for JSPS Fellows” provided by the designated insurance company orcontact the insurance agent noted in the Guide or the insurance company directly.
This insurance will become invalid if Fellows remain in Japan after the end of their tenure.
6. REIMBURSEMENT
If JSPS judges that it has overpaid Fellows’ allowances due to a shortening of their tenure or otherreason, Fellows will be required to reimburse the overpaid amount. A “Request for Reimbursement”
will be sent to Hosts via email.
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.
So as to prevent the need to make reimbursements, Hosts and Institutions should maintain daily
contact with Fellows, particularly with regard to their fellowship tenure and allowances as
stipulated in Chapter I-4-(2)-⑦, I-4-(3)-⑨.
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 returning home, thesefees will be larger (more than ¥2,500). Therefore, remittance should be made before leaving Japan.

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IV. CHANGES DURING FELLOWSHIP TENURE
If a change in the Fellow’s tenure, Host or Institution should occur, the Host must consult with
Institutions regarding procedures that may need to be taken to adjust the research grant.

1.

SHORTENING THE FELLOWSHIP TENURE [Fellows, Hosts, Institutions]

If Fellows must shorten their fellowship tenure for an unavoidable reason, they must informtheir Hosts and JSPS in advance and submit Form 6 (Notice of Fellowship Completion (Shortening))
through Institutions.
In this case, Fellows may be required to reimburse JSPS the amount of allowances renderedinapplicable by the change in tenure. (Refer to Chapter III “6. REIMBURSEMENT.”) If Fellows are
required to reimburse JSPS for already-paid allowances but haven’t done so, they will NOT be issued areturn ticket until the reimbursement is made.
If Fellows shorten their tenure for the purpose of starting new employment, they will be asked toprovide a written document stating whether money equivalent to the price of a return ticket will be
provided by their new employer. Follow JSPS’s instructions in this case.
If Fellows wait to make the reimbursement until returning home, these fees will be larger (more than
¥2,500), so the remittance should be made before leaving Japan.
2.

EXTENDING THE FELLOWSHIP TENURE [Fellows, Hosts, Institutions]*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 if JSPS deems it necessary
to carry out the research.
Eligible Fellows who desire an extension should consult with their Host and submit an application forextension to JSPS through the Host and the head of the Institution. The application form can be obtained
from JSPS. The application should be submitted at least three months prior to the expiration of theFellows’ current fellowship. If an extension is applied for later than three months prior to thefellowship’s expiration, it will not be approved.
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.
Those Fellows who were awarded fellowships through a nominating authority and wish to extend theirtenure may also need to notify the nominating authority in advance for permission to do so. Pleasecontact JSPS for details.
Strategic and Short-term Fellows cannot extend their fellowships beyond the initially approved
tenure period.

E23

3.

LEAVING FOR CHILD BEARING AND/OR INFANT NURSING [Fellows, Hosts,
Institutions]

As a rule, Fellows are to devote themselves to their research at Institutions. However, to promote equal
gender participation in society and to provide an environment that makes it easy for Fellows to bear andraise 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.
(1) Eligible Fellows
Female Fellows who give birth during their tenure are eligible, as are male Fellows whose wife gives
birth. If desired, the fellowship may be suspended to nurse an infant up to the age of 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 from 1 September 20AA to 31 August 20CC
Period of maternity leave from 1 September 20BB to 30 November 20CC, withresearch restarted on 1 December 20DD.
4

5

6

7

8

9

10

FY20AAFY20BB

11

12

1

2

3

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 “III. FINANCIALPROVISIONS”) 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.
(6) Application Procedures① Applying for Maternity Leave
Fellows should consult with Hosts about suspending their fellowships for child bearing and/or
infant nursing. If Hosts judge that the suspension will not impede the execution of the Fellows’
research plan, they may submit Form 12 (Request for Maternity Leave) to JSPS via the head of theInstitution. When applying prior to childbirth, Form 12 should be submitted one month before thestart of maternity leave. Then, a birth certificate or other evidence of childbirth (a copy ispermissible) must be submitted soon after a child is born.

E24

② Changing the Period of Maternity 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 13 (Request to Change Period ofMaternity Leave) to JSPS via the head of the Institution. It should be submitted one month before
the end of the leave period or one month prior to the end of the shortened leave period.
③ Recommencing the Fellowship
When the period of leave ends, Fellows are to restart their fellowships. At that time, Hosts should
submit Form 14 (Notice of Fellowship Recommencement) to JSPS via the head of the Institution. Itshould be submitted one month before the end of the leave period.
4.

TEMPORARY ABSENCE FROM JAPAN [Fellows, Hosts, Institutions]

JSPS 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. In such cases, JSPS does not negotiate any change in the conditions or number of allowed
days set for temporary absences. If a Fellow should change the length of his/her fellowship due to ashortening of tenure or other reason, the upper number of allowed leave days will change as will thenumber of days of allowance reduction accompanying the temporary absence from Japan.
Note carefully that if a request for leave of absence is not submitted, postdated or otherwise
falsified, the fellowship may be cancelled and/or other stern measures taken against Fellows.
(1) Reasons for Temporary Absence
Fellows may be permitted to take a temporary leave of absence under the following reasons.
① When it is necessary for them to be temporarily out of Japan for such purposes asconducting surveys used in their research, presenting research results at an international
conference, or performing other activities necessary to achieving the objectives of theirresearch plan. (Such necessity must have been stated in the research plan of the initial
fellowship application.)② For other reasons deemed necessary.
Given the reason or period of the requested leave, there may be cases when JSPS requests a
written explanation as to whether or not it will impede the execution of the Fellows’ researchplan. When leave is urgently needed due to sickness or other unavoidable reasons, Institutions
should consult with JSPS right away.
(2) 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.

E25(3) 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 in Japan was 4 months (the tenure starts from 1 April 20XX and ends on 31 July
20XX) and the total number of days in the first period of temporary leave was seven. The next periodof temporary leave had been scheduled to be 8 days (from 15 June to 22 June), but due tocircumstances (including delays due to bad weather, etc.) the return date was actually 23 June. In thiscase, JSPS judges 15 June to be the ending date of the Fellowship because the total number of days ofthe temporary leave exceeded the upper limit of 15 days. Also, the Fellow will be required toreimburse the allowances that had been provided for the period of 16-30 June.
(4) Reduction of allowances accompanying 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. Accordingly, Fellows’ allowances may be reduced or
required to be returned based on the length of their stays away from Japan.
When, however, Fellows take a leave of absence for the purposes described in paragraph (1)① above,
their allowances may not, as an exception to the rule, be reduced if the leave is judged to advance theirresearch activities in Japan. In the case of leaves taken under paragraph (1)② above, Fellows will,based on the calculations in the table below, be required to return a portion of their allowances or
the portion will be deducted from their following month’s allowances. Please bear this in mind
when requesting a leave of absence.
For tenures of 13 or more months
Number of accumulated
Allowance
leave days for reasons in
reducedpara (1)②

For tenures of 9-12 months
Number of accumulated
leave days for reasons inpara (1)②

Allowance
reduced41-56 days

0.5 months

21-36 days

0.5 months

57-72 days

1 month37-52 days

1 month

73-88 days

1.5 months

53-68 days

1.5 months

89-104 days

2 months

69-75 days

2 months

105-120 days

2.5 months

121-136 days

3 months

137-150 days

3.5 months

For tenures of 5-8 months
Number of accumulated
leave days for reasons inpara (1)②
16-30 days

E26

Allowance
reduced
0.5 months

For tenures up to 4 months
Number of accumulated
leave days for reasons inpara (1)②
1-15 days

Allowance
reducednone(5) Submission of Form 4 (Notice of Temporary Absence) and Form 5 (Report of Temporary
Absence)
JSPS must be informed in advance. Fellows wishing to take temporary leave must first obtain
their Hosts’ permission. Upon confirming the Fellows’ intention, Hosts fill out Form 4 (Notice ofTemporary Absence) and submit it to their Institution, which sends it (in PDF format) to JSPS via
email. In this way, JSPS’s permission is to be obtained at least two weeks in advance of the Fellows’
departure. Then, within one week after the Fellows’ return to Japan, Hosts are to submit Form 5(Report of Temporary Absence) and a copy of the Fellows’ passport (showing the date of the re-entry
stamp) via their Institutions to JSPS.
Institutions are to keep count of the number of cumulative days of leave of absence taken by
Fellows.
*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 in Japan): 10 days)*Fellows should be sure to ask for an official to stamp their passport if they use the automatedgates at the airport.
5. CHANGING HOSTS OR INSTITUTIONS [Fellows, Hosts, Institutions](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 Institutions’ setup for receiving Fellows.
As changing Hosts or Institutions are 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 theobjectives of the initial research plan stated in the fellowship application form, the fellowship 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 planand changing one or both of them would make it possible to achieve those objectives.
(2) Procedure for Changing Hosts① Procedures that current Hosts should carry out before changing Hosts
When Hosts consider it necessary for Fellows to change Hosts, they should first contact JSPS via
their Institution, and then send Form 9-1 (Request for Change of Host Researcher/Host Institution)
to JSPS via the head of the Institution. In the case of a change in the Host’s Institution, this formshould be submitted to JSPS via the head of the new Host’s Institution. When requesting a change ofHosts a letter should be attached explaining the followings.

E27

(a) Why changing Hosts will not impede the execution of the research plan.
(b) New Hosts’ familiarity with the subject research and suitability to carry it out.
(c) A profile of new Hosts and a list of their research results.
(d) A statement from new Hosts stating that they are willing to accept the Fellows.
② Procedures that new Hosts should implement
New Hosts are to submit Form A-2 (Notice of Acceptance) to JSPS via their Institutions beforechanging Hosts.
(3) Changing Institutions
When Hosts transfer to other Institutions, they should contact JSPS and submit Form 9-1 to JSPS
via the head of the new Institution.
(4) Changing of Institutions’ Information
JSPS should also be contacted using Form 9-1, if the name of Institutions 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
the Fellows’ names and fellowship IDs, including the contents of any changes. This information may
be submitted by separate sheet.
(5) Procedures for the Host who has been transferred within the same Institution
Hosts should submit Form 9-2 (Notice of Change in Host Researcher’s Status within Host
Institution) to JSPS when their information has been changed due to circumstances such as:- The Host’s department, positon or contact information has changed due to a promotion at thesame Institution- The Host has changed his/her family name and uses that name at work.
If when transferring the Host has or plans to accept more than one fellow, a separate sheet should
be attached to Form 9-2 giving all the Fellowship IDs and names along with a note on the Host’s
information change.

E28

V. GRANT-IN-AID FOR JSPS RESEARCH FELLOW*For Standard Fellows Only
The “Grant-in-Aid for JSPS Research Fellow (Tokubetsu Kenkyuin Shorei-hi)” is to be used by Fellows
and their Hosts to carry out joint research during the period of the Fellow’s tenure. The application for
the grant is made by Hosts.
1. APPLYING FOR A GRANT-IN-AID
JSPS issues Application Guidelines for the “Grant-in-Aid for JSPS Research Fellows” at the end ofJanuary 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 befunded.
For more details about the Grant-in-Aid for JSPS Research Fellow (Tokubetsu Kenkyuin Shorei-hi),
please see the Application Procedures of 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 twomonths of tenure are required in that fiscal year. When a Fellow’s tenure is four months or less in thefirst fiscal year or two months or less in the next fiscal year, please cancel your 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

E29

VI. RESEARCH SUPPORT ALLOWANCE*For Short-term and Strategic Fellows Only
This allowance is to be used by Fellows and Hosts to carry 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 for 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 15 (Application for Research Support Allowance) needs to be submitted by Hosts to JSPS toapply for this allowance. Form 15 must be submitted at least three weeks prior to the start of theFellows’ tenure. Hosts should contact JSPS in advance when this deadline cannot be met. JSPS does
not accept Form 15 after the start of the 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).
As a bank transfer notice is not issued, Institutions should verify whether the money has been
remitted into the bank account specified in Form 15.
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 it cannot be transferred to the same account used for Grants-in-Aid for Scientific
Research.
Check the “Rules of the Research Support Allowance Usage” in the next page and Institutions’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 8
As a rule, the receiving institution is to submit Form 8 when a Fellow changes host institution. If,
however, all of the Fellow’s Research Support Allowance has been spent before moving to the newhost institution, the sending institution is to submit the Form 8 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.

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Rules of the Research Support Allowance Usage
Ⅰ 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.
Ⅱ 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:① Transportation and accommodations for Fellows and Hosts engaged in travel related to
the research (Fellows’ accommodations are covered but Per diem is not paid.)② Transportation for Fellows between the airport in Japan and Institutions when arriving inor leaving 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 may not be 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 to Fellows and Hosts(4) Per diem to 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 the allowance vis-à-vis 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 of Form 16 (Research Support
Allowance Expenditure Report) as stipulated in III-1 below.
Ⅲ REPORTING EXPENDITURES[Deadline for Reporting Expenditures]
III-1 Within one month after the Fellows’ tenure ends, Hosts shall report to JSPS using Form 16.
Ⅳ 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 shall 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.

E31

APPENDIX A

在留資格認定証明書の申請、査証（ビザ）の取得手続
Procedures for Certificate of Eligibility and Visa
＊以下は、必ずⅡ-1-(5)「在留手続」も参照した上でお読みください。
＊各手続は、完了までに約 1～3 か月程度要しますので、十分な余裕をもって開始してください。
＊様式その他の詳細及び最新情報については、最寄りの出入国在留管理庁に確認してください。
＊学振は研究員及びその家族の査証の取得手続には一切関与しません。
1.「在留資格認定証明書」の取得「在留資格認定証明書」とは、入管法第 7 条第 1 項第 2 号に掲げる入国のための条件に適合していることの証明となる文書です。研究員が「在留資格認定証明書」を用いて現地の日本大使館又は領事館に査証（ビザ）発給の申請を行った場合は、在留資格の該当性及び上陸許可基準の適合性に係る審査が既に終了してい
るとみなされ、短期間のうちに査証が発給されます。ただし、「在留資格認定証明書」は、査証の自動的な発給を保証するものではありません。
受入研究者は、まず、「在留資格認定証明書」の必要の有無について、受入研究機関及び最寄りの出入国在留管理庁に確認してください。必要となった場合、交付申請に必要な書類については、すべて受入研究者又は受入研究機関が用意した上で、最寄りの出入国在留管理庁に提出してください。また、取得後は、必ず研究員に送付してください。必要な書類は概ね以下のとおりです。なお、手数料はかかりません。
（1）「在留資格認定証明書交付申請書」

・「所属機関等作成用」のシートは、受入研究機関に記入及び押印を依頼してください。
（2） 研究員の写真 1 枚（縦 4 ㎝×横 3 ㎝）
（3） 採用通知（Award Letter）及び経費負担証明書(Certificate of Financial Support)の写し（4） 研究員が申請時に振興会（対応機関推薦の採用者及び外特（戦略）においては、対応機関）に提出した申請書の写しおよび研究員の履歴書（5） 独立行政法人日本学術振興会法（抜粋）（APPENDIX B をコピー）（6） 本手引（本事業を説明するための必要書類として持参してください。）（7） 切手（簡易書留用）を貼付した返信用封筒※

返信用封筒には，あらかじめ宛先を記載して下さい。

2.査証（ビザ）の取得
査証の発給後、定められた期間内に入国しない場合、その査証が無効となることもありますので、十分に注意してください。取得に際しての必要書類については、研究員の最寄りの日本大使館又は総領事館に必ず問い合わせて確認してください。必要な書類は概ね以下のとおりです。
（1） 有効な旅券（パスポート）（2） 採用通知（Award Letter）及び経費負担証明書(Certificate of Financial Support)の写し（3） 研究員が申請時に振興会（対応機関推薦の採用者及び外特（戦略）においては、対応機関）に提出した申請書の写し（4） 研究員の写真 2 枚（縦 4 ㎝×横 3 ㎝）
（5） 独立行政法人日本学術振興会法（抜粋）（APPENDIX B をコピー）（6） 在留資格認定証明書
なお、採用通知及び経費負担証明書については、後々も使用することが考えられますので、提出する際は必ず写しを使用してください。ただし、手続を行う際には原本も持参してください。

APPENDIX A* Make sure to go through Chapter II-1-(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 Japanese Embassy or
Consulate.
*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 Office. 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 Office.
After receiving the certificate, they must be sure to forward it to Fellows. The following documents are needed toapply 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○ 独立行政法人日本学術振興会法抜粋（平成十四年十二月十三日法律第百五十九号）
第一章 総則（名称）
第二条 この法律及び独立行政法人通則法（平成十一年法律第百三号。以下「通則法」という。）の定めるところにより設立される通則法第二条第一項に規定する独立行政法人の名称は、独立行政法人日本学術振興会とする。
（振興会の目的）第三条 独立行政法人日本学術振興会（以下「振興会」という。）は、学術研究の助成、研究者の養成のための資金の支給、学術に関する国際交流の促進、学術の応用に関する研究等を行うことにより、学術の振興を図ることを目的とする。
第四章 業務等（業務の範囲）第十五条 振興会は、第三条の目的を達成するため、次の業務を行う。
一 学術の研究に関し、必要な助成を行うこと。
二 優秀な学術の研究者を養成するため、研究者に研究を奨励するための資金を支給すること。
三 海外への研究者の派遣、外国人研究者の受入れその他学術に関する国際交流を促進するための業務を行うこと。
四 学術の応用に関する研究を行うこと。
五 学術の応用に関する研究に関し、学界と産業界との協力を促進するために必要な援助を行うこと。
六 学術の振興のための方策に関する調査及び研究を行うこと。
七 第四号及び前号に掲げる業務に係る成果を普及し、及びその活用を促進すること。
八 学術の振興のために国が行う助成に必要な審査及び評価を行うこと。
九 前各号の業務に附帯する業務を行うこと。
○

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

受入研究者が作成する研究員の研究内容、採用期間、滞在費等を証する文書のサンプル
Sample of Document Certifying the Research Activity, Fellowship Period andMonthly Maintenance Allowance of Fellows
在留資格の更新手続等、研究員が外国人研究者招へい事業に採用されている旨を証明する書類が必要となった場合、依頼を受けた受入研究機関は、下記のサンプルを参照の上、作成してください。
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.
令和

年

月

日

殿
受入研究機関所属機関・部局長
職・氏名

印

申 請 人
氏

名：（外国人特別研究員氏名）

生年月日：
国

籍：

上記申請人は、日本学術振興会の外国人特別研究員として、下記により日本に滞在し、（受入研究機関）において受け入れ、研究を行っております。
なお、申請人の本国との渡航費及び日本国内での滞在費及び海外旅行保険については、
日本学術振興会が負担しております。
記
滞在期間：令和

年

月

日～令和

研究課題：
受入研究機関：備

考：海外旅行保険に加入済み

年

月日（ か月）

独立行政法人日本学術振興会
Japan Society for the Promotion of Science
今後の研究継続について本会事業により今後の研究継続を御検討されている場合は、次の URL「事業の御案内」より、該当する事業をご確認ください。
https://www.jsps.go.jp/programs/

Note: Research Continuation
If you are considering continuing this research under another JSPS program, please check the following
URL for a listing of corresponding programs.
https://www.jsps.go.jp/english/programs/index.html

JSPS Researchers Network について
JSPS 事業経験者を中心とする研究者向けソーシャルネットワークサービスを運用しております。是非ご登録ください。
JSPS Researchers Network (JSPS-Net) is the social networking service that supports researchers
networking and encourages knowledge sharing. Please check the following URL for registration.
https://www-jsps-net.jsps.go.jp/

メールマガジンの購読について（日本語のみ）
JSPS Monthly（学振便り）の配信を希望される方は、以下の URL から登録してください。
https://www.jsps.go.jp/j-mailmagazine/subscription.html

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