For Current Students

December 2023

Application Guidelines for Hokkaido Summer Institute (HSI) 2024
<For undergraduate or graduate students*HU students are excluded.>
Hokkaido University (HU) accepts applications from currently enrolled students who wish to take courses
in the Hokkaido Summer Institute (HSI) program. As there is no limit to the number of courses applicants
can choose, they are able to combine courses according to their own majors and interests. They will be
admitted as special auditors based on the evaluation of application documents by relevant course
supervisors.
Enrollment periods of successful applicants are designated for individual courses. Course participants(special auditors) who pass the course examinations will be awarded credits for them.
*Information concerning applications and courses is subject to change.
≪Courses≫
Advanced Research Course:This course offers cutting-edge classes in specific areas of expertise. As lecturers include many researchers
from overseas universities and other institutions, their lectures include content that can only be studied at
HSI. The lecturers also include researchers in Japan at the forefront of their fields.
Global Liberal Arts Course:This course offers classes in interdisciplinary fields and those with liberal arts elements. It requires noexpertise and is open to students from a wide array of academic backgrounds, such as liberal arts and thesciences.
HSI extension/professional program:This program offers courses for working adults to engage in re-learning as well as the acquisition anddevelopment of expertise. Please note that although students are also eligible to attend this program, you
can’t earn credits for the courses taught in Japanese. Also, different amount of tuition fee is applied for thecourses in Japanese.
1. Application Eligibility

In order to be considered for the HSI Program, applicants must meet all the following requirements:
1) Applicants must be enrolled in a university or a graduate school as degree-program students at the time of
application and during the HSI program period.
*For applicants who are high school/university graduates or working adults, please refer to the Application Guidelines
for Non-Students.
2) Applicants must have the English proficiency necessary to understand and participate in the course(s) they wish totake.
3) Applicants must meet the prerequisites indicated in the syllabus of course(s) they wish to take.
Important Note: Only for students participating in HSI from outside Japan
Successful applicants, who are overseas residents and plan to come to Japan and take courses face-to-face, arerequired to take out insurance covering medical expenses and liability during their stay at Hokkaido University, andsubmit a copy of the insurance policy by the designated deadline after receiving a notification of acceptance. They are
not able to take courses without submitting a copy of their insurance policy by the deadline.

2. Online Application Process

Before the Online Application Starts:
1) Read the application guidelines.
2) Browse the course information (syllabus and schedule) on each course page and choose course(s).
3) Prepare your application documents.
During the Online Application Period:4) Go to the “Application for Admission” page to create your account.
1For Current Students

5) Log in to your account page and fill out the online application form.
6) Follow the instructions on the application page and upload all required documents.
Application guidance notes will be available on the website prior to the start of application.
Note:
Applications are considered complete once all documents have been accepted as valid by Hokkaido University.

3. Application Documents

Application documents shall be written in English or Japanese, unless otherwise specified. Insufficient and/or
incomplete documents WILL NOT BE ACCEPTED for application.
1) Application form
Answer all of the questions on the online application form. Applicants who wish to check the contents of theapplication form before applying online can download the application form from the website.
2) Photo
Front-facing, upper body, no hat; 354 x 295 pixels
3) Official certificate of student status
showing 1) the date of enrollment and 2) the duration of study or the expected graduation date at home institution.
Applicants who are unable to obtain a certificate meeting the above requirements may use a certificate form
downloaded from the website and obtain a certificate from the academic affairs department at their university.
≪Important note: University enrollment at the time of HSI2024 participation≫
Even if applicants are enrolled in university at the time of application, those not enrolled as regular students when
taking HSI2024 courses may not apply as undergraduate or graduate students.
However, those who are scheduled to graduate from their current university after March 31, 2024, and plan to enter
graduate school by October 1, 2024, will be allowed to apply as a graduate student by submitting their current
certificate of enrollment and certificate of passing the entrance examination of the school they plan to enter(alternatively, a copy of the acceptance letter). Please note that even if applicants meet the relevant requirements,
those who do not submit a certificate of acceptance from the school they plan to go to, including cases where theschool they will go to is undecided, will not be able to apply as university students.
4) Official academic transcript*Only for applicants who take courses with the indication “This course requires an academic transcript at the timeof application” on “Additional Information” of the course page.
showing 1) subjects, 2) grades, and 3) grading criteria for at least one academic year* prior to the application.
*Students in the 1st year of the Master’s (Ph.D.) course are required to submit the transcript of the Bachelor’s(Master’s) course.
5) Official English proficiency test certificate [Non-native English speaking applicants only]
Applicants must submit a score certificate listed below.
TOEIC Listening & Reading, TOEIC IP, TOEFL iBT, TOEFL ITP, IELTS,
The EIKEN Test in Practical English Proficiency≪Important note≫
Applicants who do not have scores for the above tests must take the Duolingo English Test.
■Duolingo English Test
This is an English proficiency test you can take online. Results are provided in two days.
For more information, please visit the website below.
https://englishtest.duolingo.com/■Score certificates for English proficiency tests not listed above, including the tests listed below, will not be
accepted under any circumstances.
TOEIC Speaking &Writing Tests，TOEIC Speaking Test，TOEIC Bridge Test
≪Important note≫■Applicants who have received (or are receiving) university/graduate school education in English
Applicants who have received (or are receiving) university/graduate school education in English are exemptedfrom submitting the above score sheet by submitting official documents showing that the applicant has received
university/graduate school education in English issued by the university: Medium of Instruction certificate (MI).

2For Current Students≪Medium of Instruction certificate (MI)≫This is proof that students have completed (or are enrolled in) a regular university/graduate school degree
program offered in English only. If the academic transcript or graduate certificate states that theuniversity/graduate school education was conducted in English, students may use it as an MI certificate.
If the applicants’ university do not issue an official MI certificate, they will need to ask their university to issue
a certificate stating that the entire curriculum at their university (graduate school) is conducted in English.
6) Japanese proficiency certificate- Japanese language proficiency test certificate- Other certificates that HSI accepts as application documents*This requirement applies only to non-native Japanese speaking applicants who apply for courses in the HSI
extension/professional program in Japanese.
7) Copy of passport*Only for applicants who plan to come to Japan and take face-to-face courses8) Copy of student ID card with photo [Residents in Japan and applicants applying for the online course only]*Only for applicants who plan to take courses fully online* If your student ID does not have a photo, please submit a copy of another ID with a photo.
9) Written consent to enroll in Hokkaido Summer Institute [Applicants who are residents in Japan only]*A sample form can be downloaded from the website.
10) Documents showing where you will be staying during your participation in HSI (which must be submitted within one
week after notification of the screening results).
*Within one week after notification of the screening results, you are required to submit documents, such as a hotel
reservation confirmation sheet or an e-mail confirming the reservation, on your “My Page,” showing that you havesecured a place to stay. If you will be staying at your home or other private residence and not use commercial
accommodations, please submit the address where you will be staying. Please be advised that if the documents
are not submitted by the deadline, you may not be admitted to the program due to insufficient documentation.

4. Program Fee

Application Fee
None

Entrance Fee
None≪Tuition Fee≫
Advanced Research
Course, Global
Liberal Arts Course

Tuition Fee
Please see the table below.

HSI extension/professional
program（Relearning Type）
Japanese

EnglishHSI extension/professional
program（Professional
development type）
Japanese

Domestic
14,800 yen
38,000 yen
14,800 yen
76,000 yen
university
29,600 yen
62,500 yen
29,600 yen
133,750 yen
students
Overseas
Partner
38,000 yen
76,000 yen
0 yen
0 yen
university
62,500 yen
133,750 yen
students
Overseas
Non-partner
14,800 yen
38,000 yen
14,800 yen
76,000 yen
university
29,600 yen
62,500 yen
29,600 yen
133,750 yen
students* Upper row is for 8 class hours (Experiment/Practical training: 15 class hours) lectures.
Lower row is for 15 class hours (Experiment/Practical training: 30 class hours) lectures.

English
14,800 yen
29,600 yen
0 yen

14,800 yen
29,600 yen– The fee for working adults apply to courses offered in Japanese in the HSI extension/professional program, even if theenrollee is a student. Please refer to the each course pages on the website for the tuition fee.
【Payment of the tuition fee】
Applicants granted permission for admission will be notified of the deadline for tuition fee payment. Tuition fee arepayable by credit card. Tuition fees that have already been paid are non-refundable. (Except if Hokkaido University
issues a policy of refunding (due to infectious disease, disaster, etc.) If applicants fail to pay the tuition fee within thedesignated period, their permission will be canceled.

3For Current Students【Exemption for tuition fee】
Those who enroll as exchange students from Hokkaido University (HU)’s partner universities outside Japan withwhich HU has concluded a memorandum of understanding on mutual tuition waivers are waived the tuition fee at HU.
They must inform the relevant office at their home institution about their application before submitting application.
Check the list of HU’s partner universities on the website.
Those who enroll as exchange students from HU’s partner institutions based on departmental exchange
agreements are required to take at least one course organized by the HU department which their institution has
concluded the agreement with.

5. Application Period
Application Period

Courses Available

1st Application Period

March 1－11

All courses

2ndApplication Period

April 12－22

3rdApplication Period

May 31－June 7

All courses starting on or after July 1*All courses only for working adults residing in JapanAll courses starting on and after August 1

Note:・Application submission opens at 12:00 on the first day and closes at 17:00 on the last day of the application
period. [Japan Standard Time]・Students who require a visa to enter Japan:
It takes at least about two months from receiving Screening Result Notice to the visa issuance.
If you have already completed your application and it has been admitted, and you wish to add course(s) in
subsequent application periods, please make sure that your schedule allows you to obtain a visa in time for the
first day of classes before you add the courses.
If your length of stay changes due to the addition of a course, please secure accommodations at the time of thecourse addition procedure.

6. Accommodation

HSI is a short-term summer program. Since it is difficult to secure rooms in the student dormitories at Hokkaido
University for students who intend to stay for a short period of time, participating students are expected to make theirown arrangements for private accommodations.
Due to the lifting of COVID-19-related entry restrictions and the recent popularity of summer tourism in Hokkaido,commercial accommodations are expected to be crowded, so applicants should make reservations for accommodations
well in advance, either at the time of application, or when considering application. In FY2023, there were cases ofstudents who only started looking for accommodations just before coming to Japan and who then had difficulty securingaccommodations, forcing them to pay for expensive accommodations. Information on commercial accommodations thathave been used by past participants is available on the HSI website. Please refer to this information to make youraccommodation arrangements.
Please note that use of the accommodations listed on the HSI website is not arranged by Hokkaido university, and theuniversity is not responsible for reservations, cancellations, or any other problems concerning the accommodations.

7. Steps after Submitting the Online Application

Applications submitted online will be screened to select successful applicants for the courses. Applicants will receivea pass/fail notification for each course approximately one month after the application deadline. Prospective enrollees
will be asked to confirm their intent to enroll and also receive such information as the tuition fee payment deadline.
Prospective enrollees will also have their own “My Page” on the website, where the following information, needed for
HSI2024 attendance, will be provided.
-Registered information (Personal information, courses, etc.)-Payment-Request for invitation letter (For visa application)-Student handbook (HSI participation guideline)-Event information

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For Current Students■Steps after completing application
1) Receive the result of screening.
Application Deadline

Screening Result Notice and Confirmation of Intent to Enroll

1st Application Period
2nd Application Period

March 11Around the beginning of April

April 22Around the end of May

3nrd Application Period

June 7

Around the end of June2) 【Important】We will once again confirm each applicant’s intention of enrollment as “Enrollment Confirmation” within
the designated period.
*It will be assumed that those failing to complete their “Enrollment Confirmation” do not intend to enroll, and we willcancel their permission to take courses.
*Those who wish to cancel their enrollment after “Enrollment Confirmation” should notify us of their intentions by
e-mail.
*Those who live in Japan will not be subject to any special procedures after “Enrollment Confirmation” and up until
payment of the tuition fee.
3) 【Only for applicants who are overseas residents and plan to come to take a face-to-face course】
Start admission procedures on “My Page.” (visa documents request, etc.)
4) Pay tuition fee on “My Page.”
Tuition Fee Payment Period
Students who start their studies in June

End of April

Students who start their studies in July

Beginning of June

Students who start their studies in August

End of June

Students who start their studies in September

End of July

Students who start their studies in OctoberEnd of August*A detailed schedule will be sent by email.
5) Make travel arrangements. (visa, flights, etc.)*Only for applicants who plan to come to Japan and take face-to-face courses.
6) Buy insurance. (mandatory)*Only for applicants who live outside Japan and plan to come to Japan and take face-to-face courses.
7) Register necessary information on “My Page.”8) Participate in the HSI 2024 program.
■Visa, Air ticket and Insurance【Only for applicants who are overseas residents】-Visa
Program participants who stay in Japan for up to 90 days will require short-term visas, with the exception of those fromcountries and regions with which Japan has visa exemption arrangements. Overseas applicants should be sure tocheck the list of such countries and regions on the Ministry of Foreign Affairs website below before submitting
application documents. Successful applicants who need to apply for a visa will be informed of the necessary
procedures once they are granted permission for admission.
https://www.mofa.go.jp/j_info/visit/visa/- Air ticket
Program participants, who plan to come to Japan and take courses face-to-face, must submit a copy of the e-ticket for
the flight to Japan and back on “My Page” before paying the tuition fee.
- Insurance
Program participants, who plan to come to Japan and take face-to-face courses, must take out travel insurance tocover possible accidents, injuries, illnesses or other incidents irrespective of their period of stay. Hokkaido University is
not responsible for any unforeseen contingencies in which they may be involved. As such, they must follow thenecessary procedures prior to departure from their country. Their insurance must cover death and medical careexpenses due to sickness as well as accidental injury. Personal liability must also be covered by insurance in the eventof an accident that results in injury or property damage for which they will be held legally responsible.

5For Current Students

8. Points to Note

1) In principle, applicants may not add or change courses after submitting their application. Therefore, applicants shouldcarefully consider their course selections before applying.
However, only those who have already completed the application and have been admitted may add courses during
subsequent application periods.
2) Applications are screened by faculty members in charge of the relevant courses, and the screening method differs bycourse. When capacity is reached, some courses may not accept applications in and after 2nd application period.
3) Each course has a designated level. Before submitting an application, applicants should check the table below to see
which level’s courses they can take:
Undergraduate students

Master’s students

Ph.D. students

Undergraduate level

Applicable

Applicable

Applicable

Master’s level－

Applicable

Applicable

Graduate level－

Applicable

Applicable

Ph.D. level－－

Applicable4) Successful applicants may be contacted by relevant course instructors before classes start.
5) Successful applicants who fail to confirm their intent to enroll and/or to pay tuition fee by the designated deadline are
deemed as having decided not to enroll in the program and therefore cannot take courses.
6) Successful applicants who decide to cancel all or part of their courses after submitting an application should contact
the Hokkaido Summer Institute Managing Section via the Inquiry Form or e-mail. In principle, tuition fees that havealready been paid will not be refunded, except if Hokkaido University issues a policy of refunding (due to infectious
diseases, disaster, etc.).
7) Hokkaido Summer Institute reserves the right to cancel the course due to unforeseen and/or unavoidable
circumstances. In this case, any expenses incurred including tuition fee will not be reimbursed. In addition, Hokkaido
University is not responsible for any costs associated with cancellations of airline tickets or accommodations.
Applicants should keep this in mind when making travel arrangements.

9. Handling of Personal Information

1) All personal information collected by Hokkaido University (hereinafter referred to as “the University”) will becompletely protected in compliance with the Act on the Protection of Personal Information, the EU’s General Data
Production Regulation (hereinafter referred to as “GDPR”), and other related acts and pursuant to the Hokkaido
University Personal Information Management Regulations.
2) Names, addresses, and other personal information provided to the University through the application process will be
used solely for (a) enrollee selection, (b) the announcement of exam results, (c) admission purposes, (d) surveys
and research on enrollee selection methods, and (e) related processes.
3) Personal information obtained through the application process will be used only for those who are admitted for (a)school administration purposes (student registration, etc.), (b) student support services (health management,
participation in events, etc.), and (c) tuition fee, and other administrative purposes.
4) The University also collects technical visitor information on the website, such as the date and time of access, thedomain from which access is made, and the cookies (small information file stored on the hard drive of the computerused to access a website.) This information is not linked to individuals and cannot be used trace the identity of avisitor. The data collected and stored is used for statistical analysis of site usage and enhancement of the website.
5) Some of these processes may be outsourced by the University to a contracted service provider (hereinafter referred
to as “the Contractor”). All or some of the personal information provided by applicants may be provided to theContractor only as needed to perform the tasks for which it has been contracted.
6) The University processes applicants’ personal data with their consent. (GDPR, Article 6, Paragraph 1 (a)).
7) The consent set forth in 6) may be revoked at any time. However, it will not affect the lawfulness of their personal
data that has already been processed with their consent prior to the revoke.
8) Personal data collected will be kept for 10 years counting from the subsequent fiscal year (from April to -March) after
the fiscal year their data was collected.
9) Data subjects (individuals whose personal data is collected, held and processed) have the following rights as statedin GDPR, as well as other related laws and regulations:To access their personal data / To have their inaccurate personal data corrected/ To have their personal data deleted whereappropriate/ To restrict the processing of their personal data / To object to the processing of their personal data/ To transfer theirpersonal data to third-party entities.

6For Current Students

10) If they are not happy with the way their personal data is handled, or the response they received from the University,
they have the right to file a complaint to a supervisory authority defined in GDPR (Article 51, Paragraph 1).
11) The University is governed by the Incorporated Administrative Agency (IAA) Personal Information Protection Act.
The European Commission’s adequacy decision is not applicable to the University.

10. Other Information

Please refer to the HSI 2024 website for further information.
https://hokkaidosummerinstitute.oia.hokudai.ac.jp/

11. Inquiries

Hokkaido Summer Institute managing office, Student Exchange Division, Academic Affairs Department, Hokkaido
University
Email: hokkaido_summer@oia.hokudai.ac.jp
Address: North 15, West 8, Kita-ku, Sapporo, Hokkaido, 060-0815, Japan

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