The Kubota Fund
Application Guidelines for Scholarship Grant
Academic Year 2024/2025
Founder:
Trustee:
Authorized by:

Yutaka Kubota (Founder & former Chairman of Nippon Koei Co., Ltd.)
Mizuho Trust & Banking Co., Ltd.
Ministry of Foreign Affairs, Japan, 1984

The Kubota Fund is based upon Mr. Kubota’s conviction that (1) economic development and social stabilityof developing countries are ultimately produced by domestic engineers’ self-esteem and self-reliance, and (2)well-organized training programs are crucial to foster good engineers. The Fund presents grant for researchanalysts, trainees and students from developing countries who join in academic, educational or training
program(s) provided by research/educational institutions or private enterprises located in Japan.
The Fund invites applications for scholarship grants for the academic year 2024/2025 on the following terms:
1.

Qualifications(1) Applicant must be a national of developing country, or born & raised in a developing region, whose
annual GDP per capita is less than US$7,000. 1(2) Applicant must be officially enrolled in a research/educational/training institute or hired by a businessenterprise located in Japan.
(3) Applicant must stay in Japan for the duration of scholarship, except the period of field research abroad,attending international conferences, or temporarily returning to your home country.
(4) Applicant must be (or will have to be) pursuing academic degree(s)/conducting research project(s) ona specific engineering development theme (preferably civil engineering, electrical engineering,mechanical engineering, agriculture, environment engineering, energy engineering, architecture ordevelopment economics).
(5) Applicant should be recommended by a permanent/professional staff, who holds capability/position toevaluate ability, achievements and potentiality of the applicant adequately, of the organization to which
the applicant belong, such as the applicant’s academic or managerial supervisor(s).

2.

Number of grantees, period of grant and multiple receipt of scholarships(1) The number of grantees to be selected this year will be 12, including those who will be awarded
renewed grant.
(2) The period of each grant is one year (from April 2024 to March 2025).
(3) The renewal of another one-year grant will be subject to qualifications.
*The grant will not be extended automatically. It is indispensable, if you try continuing your grantee
status, to reapply to the Fund for the next academic year.
(4) The Fund keeps accordance with the academic year of Japan (beginning on April 01 and ending on
March 31). If you start from the Fall semester, please designate your application period for thescholarship as the latter half of the Japanese academic year.
(5) The Fund allows grantees to receive other scholarships at the same time.

3.

Amount of grant
From Yen 80,000 to Yen100,000 per month.
(The amount of grant and number of grantees are annually reviewed and eventually determined by theManaging Committee of the Fund.)

4.

Application(1) How to applya) Please move to the application website of the Kubota Fund below, being different from the one

1

Current price, based upon the data as of October 2023 provided by IMF, “World Economic Outlook Database”

from which you downloaded this Guidelines,(URL: https://mypage.3050.i-webs.jp/kbt2023/)
and perform preliminary registration first.
[Initial Page (Login Screen)]

For the ﬁrst �me
Click here!

For the first time, please click the「新規登録」button at the bottom right of the screen, as shown
above, to proceed with your registration.

From now on, when entering information, do not use Japanese kana or kanji,
except for selection from the pull-down menu, and enter single-byte alphabets
and numbers.
(Registration)b) After reading “Terms & Conditions” displayed on the screen, if you agree to its content, click theblue "Agree" button at the bottom. (If you do not agree, you cannot apply for the Kubota Fundgrant.)c) According to the “Remarks” at the beginning of the next screen (“Personal Information,” p.1),
enter the applicant's basic information required for membership registration. After completing
the input on this screen, click the blue「次へ」button at the bottom to move to the next page. As
for the name of apartment/dormitory of your current address, if necessary for mailing, please write
it down on the next screen.
d) According to the “Remarks” at the beginning of the screen and short instructions at the input
columns, enter required information on the 2nd & 3rd screens.
e) The 3rd screen is the final page of your “Registration.” Decide and enter your own password(PW: 8 to 20 characters) here. Please do not forget the PW you set here, as you will need it when
you access this application site later.
f) The "Registration Completed" screen will appear, and a 9-digit ID number automatically assignedby the system will be displayed. Please do not forget your ID and password, which are required
for future access to the site, and do not let others know them.
At this time, a unique "My Page" will be assigned, so please do not forget your own ID andpassword.
After clicking the blue “Login” button, sometimes Japanese-only message screen will appear.
In that case, please click the gray「戻る」button on the screen and you can move to the initiallogin screen.

(Filling in “Application Form” and submission)g) If you log in with your ID and PW from the login screen again, the following screen “My Page”
will appear.
First, fill in the required information in the “Application Form” and submit it.
Click the「回答」button on (1) “Application Form” in the “Entry Box” on the left side of thescreen. Since you will need to upload an ID photo of your face, it is recommended that you
prepare a photo of yourself in advance (with a file extension of .jpg, .jpeg or .gif and no larger than2MB).

↓Click here!

h) Follow the “Remarks” at the beginning to enter the required information and upload your facephoto.
There is a「時間延長」("time extension") button right under the “Remarks,” and every time you
click it, the input time is extended for 60 minutes.
Once all the inputs and uploading an ID photo are finished, click the blue button「次へ」(“Next”).
⇒ Confirmation screen appears. Then, after the checking,⇒ Click the blue「登録する」(“Apply”) button at the bottom. If successfully submitted,⇒ “Thank you” message screen will appear. Then, click the gray「戻る」button.
⇒ You will return to the “My Page.”(Preparation of “Letter of Recommendation”)
i) Please refer to the "Letter of Recommendation" message in the "Message Box" under "Entry Box"on the left side of "My Page" and download the Excel file of the recommendation form.
(Request and submission of “Letter of Recommendation”)j) After carefully reading the note "To the recommender" on the recommendation form, hand theExcel file of the "Recommendation" to the recommender and ask to fill it out.
① If you receive a PDF file after filling it out by the recommender, please upload it by clicking
the「回答」button in the「(2) 推薦書／Letter of Recommendation」section of "Entry Box"
on "My Page."② If the recommender directly sends the completed “Letter of Recommendation” to theSecretarial Office for the Managing Committee of The Kubota Fund, step ① above is not
required.

(Uploading “Certificate of Enrollment/Transcript/Letter of Admission”)k) If you are currently enrolled in a Japanese educational, research or training institution, pleasesubmit a copy (PDF) of your “Certificate of Enrollment,” issued by your affiliated institution, by
clicking the「回答」("Answer") button at the「(3) 在学証明書／Certificate of enrollment (upload)」column of the "Entry Box" for uploading.
l)Students are required to submit a copy (PDF) of their latest academic Transcript (those who
graduate from a technical college or high school as of March 2024 do not need to submit). Pleaseclick the「回答」button at the「(4) 成績証明書／Transcript (Upload)」column of the "EntryBox" for uploading.

m) Applicants who have not yet registered with a Japanese educational/research/training institution at
the time of application for the Kubota Fund grant must submit a copy (PDF) of “Letter ofAdmission,” as a substitute for a “Certificate of Enrollment,” issued by the institution they will beenrolled in after 01 April 2024. Please click the「回答」button at the「(5) 合格通知／Letterof Admission (Upload)」column of the "Entry Box" for uploading.
(2) Deadline of application
Tuesday, 16 January 2024 (JST) (Applications will be closed at midnight on January 17th.)(3) Selection
The Managing Committee will make the final decision on the candidates who are selected andrecommended by the Selection Committee based on the survey of submitted materials.
(4) Notification of results[Selected]
By the end of March 2024, notification will be sent by (1) e-mail to the applicant and (2) by postal mailto the person who recommended the applicant at the educational institution, research institute, ortraining institute to which the applicant belongs.
[Failed]By the end of March 2024, applicants will be notified of the results by e-mail and “My Page.”5.

Payment of grant(1) The half-year portion from April to September 2024 will be paid in July, and the half-year portion fromOctober to March of the following year will be paid in January 2025. If the grant payment starts inthe middle of the fiscal year, however, it will be calculated on a monthly basis and will be paid in theregular payment month after the time of the calculation.
(2) Scholarship payments will be made by bank transfer to a bank account designated by the recipient.
(3) The period of payment shall be within the term of the grantee's Stay Permit.

6.

Suspension of scholarship payment
If you lose your eligibility of grantee, the scholarship payment will be suspended.
In addition, if the application documents are found to be false, the full amount of the scholarship must be
refunded even if the grant has already been spent.

7.

Progress report on research/training
Grantees shall report to the Secretarial Office on the progress of their research or training every six months
during the period of the grant.

8.

Contact
For inquiries regarding this Application Guidelines, please contact the Secretarial Office for the Managing
Committee of The Kubota Fund below by e-mail or in writing. After the application deadline, noquestions regarding the selection will be accepted until the announcement of the results. Thank you foryour understanding.

Managing Committee of The Kubota Fund
c/o Corporate Management Headquarters, Nippon Koei Business Partners Co., Ltd.
5-4 Kojimachi, Chiyoda-ku
Tokyo, JAPAN102-8539

E-mail: kubota-fund@bx.n-koei.co.jp

9.

FAQ
Q1: Should application be done personally or made by each affiliated institution?
A1: Applications should be made on an individual basis. However, if your organization has a policyof submitting applications all at once, please follow that policy. Please check with the relevant
department, such as the International Student Affairs Office, regarding this matter.
Q2:
A2:

Q3:
A3:

At this time (at the time of application), I do not have a “Letter of Admission.” What should I donow?
There is no problem as long as you send the “Letter of Admission” to the Managing Committee via
e-mail ( kubota-fund@bx.n-koei.co.jp ) as soon as you receive it.
Does it matter whether the recommender is affiliated with an institution in Japan or overseas?
In principle, we ask that you submit a “Letter of Recommendation” from your recommender inJapan. However, only if there is no instructor/advisor in Japan who knows the applicant well, it
is possible to submit a “Letter of Recommendation” from a recommender in your home country.

This “Application Guidelines for Scholarship Grant” is subject to the terms and conditions
stated in the Japanese guidelines of The Kubota Fund.

Q&A
Q.1 How can I apply for this fund?
A.1 As a general rule, please apply as an individual. However, if your affiliated institution plans tocentrally submit applications for this fund grant, please follow the instructions of yourinstitution.
Q.2 I don’t have a Letter of Admission. What should I do?
A.2 Please send us e-mail (attached with Letter of Admission) when you get a Letter of Admission.
E-mail address: kubota-fund@bx.n-koei.co.jp
Q.3 Is it okay if the recommender belongs to either in Japan or the other country?
A.3 As a general rule, please submit a letter of recommendation from your Japanese instructor.
However, only if there is no instructor in Japan who knows you well, it is possible to submit aletter of recommendation from an instructor in your home country.