Public Works Research Institute (PWRI)
National Graduate Institute for Policy Studies (GRIPS)
as of February 1, 2011

INFORMATION FOR APPLICANTSDISASTER MANAGEMENT Ph.D. PROGRAMOBJECTIVES
Water-related disasters are intensifying in frequency and magnitude due to urbanization, industrialization,
climate changes etc. throughout the world, causing devastating losses to human lives and livelihoods. They also
seriously impede economic development.
It is increasingly evident that capacity development and human empowerment are the basis for resilient societies
against disasters and sustainable development. In order to improve these bases, there is an urgent need forsocieties to increase their capacities for training researchers, educators and strategy/policy specialists for risk
management.
It is to support countries in this respect that the National Graduate Institute for Policy Studies (GRIPS) and theInternational Centre for Water Hazard and Risk Management (ICHARM), Public Works Research Institute(PWRI) jointly launched a Ph.D. program in October 2010. The broad aim of the program is to nurture
professionals who can train researchers and take leadership in planning and implementation of national andinternational strategies and policies in the field of water-related risk management

Target Groups
This Ph.D.program will accept one to three students per year. The program examines and selects candidates who
have already acquired a Master’s Degree or its equivalent and have experiences in research and practice in waterrelated risk management at public or other organizations and with capabilities for doctoral level work. It is
expected that after the completion of study they return to their home organizations and take a lead in exercisingwhat has been acquired at ICHARM.
PWRI is seeking candidates for ICHARM Research Assistantship positions. If employed for the positions,students will be working at ICHARM as ICHARM Research Assistants. This provides an excellent opportunity
for them to learn and experience the practical work of ICHARM while they carry out their own research. For
those interested in the assistantship, visit the PWRI website for further information.

ADMISSION
The National Graduate Institute for Policy Studies (GRIPS) offers a three‐year Ph.D. program admitting
doctoral students in October.
To be eligible for admission to the Ph.D.program, an applicant must have completed a master’s degree or its
equivalent from a recognized/accredited university of the highest standard. The Master’s degree should
normally be in the same discipline as the proposed research and should have been completed with a high grade.
An applicant must satisfy the English language requirements with a minimum TOEFL score of internet-Based
Test (iBT) 79 (or Computer-Based Test (CBT) 213, Paper-Based Test (PBT) 550), IELTS 6.0 or its equivalent,
and must be in good health. Significant relevant working experience is an advantage.

APPLICATION PROCEDURES
Instructions: Please read this information carefully before completing the application materials.
Any false or misleading statement or incomplete or inaccurate application may be the basis for denial ofscreening for admission or, if admitted, dismissal from GRIPS. All questions must be answered, and theapplication form must be signed and dated. You must notify PWRI of any changes of status in any part of your1

application that may occur after the date of the signature on the application form. A written explanation must be
submitted to PWRI within 30 days of the status change. All materials submitted by an applicant become theproperty of PWRI and GRIPS and will not be returned.
All documents must be presented in English. Translations in English without an official seal obtained from theadministration office of the university attended or without a signature of the recommender or the drawer of the
document are not acceptable.
Faxed documents and digital copies sent through e-mail are not acceptable.
Documents to be submitted: Applicants for the Ph.D. program are requested to submit the following
documents (preferably in one complete set so as to avoid delays in further evaluation):

Please check whether you have prepared all the necessary documents.
Completed application form 1
1 photograph (30 x 40 mm) Please paste the photograph on the application form.
2 letters of recommendation in sealed envelopes 2
Official certificate of employment describing applicant’s present job title and employer 3
The certificate of employment must bear an official seal and signature obtained from the employer.
Information on civil servant qualification (e.g., BCS, IAS, IRS, CSS) should be also included, if
applicable.
Official degree certificates or official copies4 of diploma from all undergraduate and graduate
institutions previously attended
Official transcripts or official copies4 of transcripts from all undergraduate and graduate institutions
previously attended *If you are currently studying at university, please submit the latest transcript.
1. TOEFL or IELTS original score report*The test should be taken no earlier than 2 years before the submission date of your application.
(GRIPS TOEFL code no. 9040, a photocopy is not acceptable.)or
2. Undergraduate/graduate education conducted in English*An official document issued by the educational institute you attended is required.

Research Proposal (2000-4000 words)*The research proposal should include the all following items;
1. Outline of your research topic
2. Motivation of your choice of topic
3. Briefing review on the current state of the art on the topic including how you would prepare to
improve or modify
4. Briefing on the methodologies
5. Expected outcome and its value with regard to flood disaster management
6. References if any
Copy of your Master’s thesis or its equivalent
Application for ICHARM Research Assistantship at ICHARM (if applicable)2

In addition to the above documents, applicants who do NOT apply for ICHARM Research
Assistantship position should pay application fee and show financial statement at the timeof application. (Applicants who apply for ICHARM Research Assistantship position should
pay application fee after being accepted.)
Application Fee (JPY 30,000) 5
Financial Statement 6
Copy of Foreign Resident Registration Card *only if you are a foreign resident in Japan

Important Notes
1

Do not attach any additional paper unless indicated. Particularly, please use the designated space for section
25 and 26, and pay special attention completing these sections. These are the principal source of informationfor evaluating, the relevance of the program to the applicant’s assignments, as well as the relative merits ofeach applicant.

2 Letters of recommendation must be submitted in sealed envelopes, signed across the seal. Recommendations
should be written by people who have supervised the applicant either in an academic or work capacity.
Preferably, one letter should be written by a university professor and the other should be written by a senior
member of the applicant’s present work place.
3

Whatever changes arise in your employment status (e.g., promotion, transfer) you must resubmit theCertificate of Employment that certifies the new status without delay.

4

An official copy means a certified true copy of the original document with an official seal obtained from theadministration office of the educational institution you attended. A true copy of the original document
certified by a notary public may also be accepted. Copies attested by organizations/persons not having notary/legal functions will not be accepted or considered for screening.

5

Applicants who do NOT apply for ICHARM Research Assistantship position are required to pay
application fee to the following account by November 1, 2010. If you fail to do so, your application can not
be considered. Please pay transfer charge at your expense. Check is not acceptable.
Name of the bank:
Name of the branch:
Account No.:
Name of the account:
Swift code (BIC code):

6

Sumitomo Mitsui Banking Corporation
Tokyo Koumubu, Japan 096
151884The National Graduate Institute for Policy Studies
SMBCJPJT

If you do not apply for ICHARM Research Assistantship, you are required to submit one of the following
documents to indicate sufficient assets to cover the schooling and living expenses in Japan. We estimate
total study cost (school expenses and minimum living expenses) for the initial year at JPY 2,700,000.
1) Official proof of available funding in a form of bank statement or an original letter from a bank showing
liquid funds in Japanese yen or US dollars and dated within the past two months.
2) An original award letter from a scholarship provider (agency, company) showing total sum in US dollars
or Japanese yen as well as general terms and conditions of the agreement.
3) Verification from a different sponsor (such as relative) with proof of ability to provide you with support
in the form of an original bank statement or an original letter from a bank showing liquid funds in Japanese
yen or US dollars and dated within the past two months.

Where to submit your application:

Submit application to: International Technical Exchange TeamICHARM
Public Works Research Institute
1-6 Minamihara, Tsukuba, Ibaraki, 305-8516 Japan
TEL: +81-29-879-6809
FAX: +81-29-879-6709
E-mail: icharm@pwri.go.jp
3Deadline:

March 25, 2011INQUIRIESInquiries regarding the program should be made to the same contact information as above.

4

Public Works Research Institute (PWRI)
National Graduate Institute for Policy Studies (GRIPS)
Application ID No. (official use)

APPLICATION FOR ADMISSION TO GRADUATE PROGRAMDISASTER MANAGEMENT PH.D. PROGRAM

Photograph(Type or print, and do not use “ALL CAPITAL LETTERS”)

Please write yourname on the back ofeach photoPERSONAL DATA
1. Full Name:as written in your passport

2. Date of Birth:

3. Age (as of October 1, 2011):
MM/DD/YY

4. Gender:

male

female5. Marital Status:

singlemarried6. Citizenship:
as written in your passport

7. Present Employer (Name of Organization) :(Does your organization belong to a central or regional authority?

centralregional

neither)

8. Present Position:
9. Work Address:
Postal Code:Phone:

Fax:
E-mail:country code city code local number country code city code local number

10. Home Address:
Postal Code:Phone:

Fax:
E-mail:country code city code local number country code city code local number

11. Present Mailing Address:

home

work

other, namely:

Postal Code:Phone:

Fax:
country code city code local number country code city code local number

E-mail:4

APPLICATION INFORMATION
12. List names and locations of undergraduate and graduate institutions attended, with dates of attendance anddegrees attained or expected. Please attach academic transcripts from all universities listed.
Dates (from - to)Elementary Education – Secondary Education(before higher education)

Period of
Schooling
years
monthsHigher
Education

Institution and Location

Dates (from - to)Month Year

Period of
Schooling

Undergraduate
level

Degree

Major

years
monthsGraduate
level

years
monthsyears

Total years of schooling(including elementary and secondary education)months13. [Optional] Undergraduate GPA
out of maximum GPA scale of (e.g., 4.0)
Please see Appendix I for GPA calculation procedure.
14. [Optional] Graduate GPA

out of maximum GPA scale of, if available

15. [Optional] Undergraduate Class obtained or Passed Division
16. [Optional] Graduate Class obtained or Passed Division, if available, if available, if available

17. Honors and Awards received:

18. TOEFL/IELTS scores or any other qualifications to show English proficiency:
TOEFL:IELTS:
score

date

score

date

Undergraduate/graduate education instructed in English (please submit certificate)
All applicants must submit either TOEFL/IELTS score report (a photocopy is NOT acceptable) or an official documentwith the attestation from the university confirming that undergraduate/graduate education was instructed in English.

19. Will you apply for ICHARM Research Assistant position? (please choose one)
Yes, I will.
No, I will enroll at my own expense. (financial guarantee required)
No, I already have a scholarship granted. (certification required)
20. When do you wish to enroll?
October, 2011 (Currently, there is no other option.)
21. Are you applying for other universities?
Yes
No
22. List below two persons familiar with your past academic or professional activity, from whom you haverequested letters of recommendation.
5

1.
name

position and organization

nameposition and organization

2.

23. List all previous employment, starting with your current employment. Please make sure to submit anofficial certificate of employment from the present employer.
Name of Organization and Location

Dates (to - from)Job Title and Description (in max. 20 words)

24. List specific civil servant qualification and ranking (e.g., BCS, IAS, IRS, CSS), if applicable.

No, I don’t have any civil servant qualification.
25. Summarize your present duties and responsibilities. If you are a student, describe what you are mostinterested in. Write your answers in light of your study topic at GRIPS. (max. 200 words)

26. If you presently work for an organization, explain the biggest problem facing your organization and discuss
whether or not there are feasible solutions to this problem. If you do not work for an organization, explain
6

one of the biggest problems facing your country and discuss how your country should deal with this problem.
(max. 300words)

27. Title of Research Proposal

Please attach your full research proposal (2000－4000 words)

28. [Optional] Name of a professor by whom you wish to be supervised

CERTIFICATIONI certify that to the best of my knowledge all information given above is correct and complete, and I
understand that any omission or misinformation may invalidate my admission or result in dismissal.

signature of applicant

date

7

Public Works Research Institute (PWRI)
National Graduate Institute for Policy Studies (GRIPS)CERTIFICATE OF EMPLOYMENTEMPLOYER DETAILSName of Organization:
Address of Organization:

Phone:

country code city code

Fax:
local number

country code city code

E-mail: ______________________
local number

EMPLOYEE DETAILSThis is to certify thatfull name of the applicant

has been employed by this organization from

to
MM/DD/YY.
MM/DD/YY

Present position, rank, responsibilities, etc.:

Civil servant qualification (e.g., BCS, IAS, IRS, CSS), if applicable:
LEAVE OF ABSENCE APPROVAL SECTION
I will approve three years of Leave of Absence for the above employee to participate in the Ph.D. program, if
he/she is admitted to GRIPS.

Name of authorized person completing the form:

Position/Title:

signaturedate*Please put Official Stamp or Seal in this space.

8

Public Works Research Institute (PWRI)
National Graduate Institute for Policy Studies (GRIPS)LETTER OF RECOMMENDATION
TO THE APPLICANT: Complete this section. Give this form to the person whom you have asked to recommend you.

Upon receiving the sealed envelope from the recommender, add it to other application documents to be sent to GRIPS.

Applicant's Nameas written in your passport

Recommender’s Name

TO THE RECOMMENDER: Please enclose the completed recommendation in a sealed envelope and sign it across the seal.
Return the signed, sealed envelope to the applicant. If you prefer, you may write a separate letter and attach it to this form.
This recommendation letter will remain confidential and will be used for the application screening procedure only.

1.

How long have you known the applicant?

2.

In what capacity have you known the applicant?

3.

How often have you seen him/her?
daily

4.

years

weeklymonthsmonthlyrarelyIn comparison with other students/staff whom you have known in the same field, how would you rate theapplicant's overall academic or administrative ability?
Truly Exceptional (one of the best you have known)
Outstanding (highest 5%)
Excellent (next highest 5%)
Good (strong ability, but not in top 10%)
Average (upper 50%)
Below Average (lower 50%, but recommended)
Not Recommended

5.

Please evaluate as excellent, average, or poor:
excellent
Academic PerformanceIntellectual Potential
Creativity & Originality
Motivation for Graduate Study

averagepoor

6.

(For university professors and instructors only)
Is the academic record indicative of the applicant's intellectual ability? If no, please explain.

7.

Discuss the applicant's competence in his/her field of study, as well as the applicant's career possibilities as
a professional worker, researcher, or educator. In describing such attributes as motivation, intellect, and9maturity, please discuss both strong and weak points. Specific examples are more useful than
generalizations.

8.

Discuss the applicant's character and personality. Please comment on his/her social skills, emotional
stability, leadership skills, and reliability.

9.

Additional comments, if any.

10. How would you evaluate the applicant's overall suitability as a candidate for admission to the Graduate
Program at the National Graduate Institute for Policy Studies?
Outstanding

Good

Average

Poor

Name of person completing this form:
Position/Title:
Organization:
Address:
Phone:

Fax:

signatureE-maildate

10

Public Works Research Institute (PWRI)
National Graduate Institute for Policy Studies (GRIPS)LETTER OF RECOMMENDATION
TO THE APPLICANT: Complete this section. Give this form to the person whom you have asked to recommend you.

Upon receiving the sealed envelope from the recommender, add it to other application documents to be sent to GRIPS.

Applicant's Nameas written in your passport

Recommender’s Name

TO THE RECOMMENDER: Please enclose the completed recommendation in a sealed envelope and sign it across the seal.
Return the signed, sealed envelope to the applicant. If you prefer, you may write a separate letter and attach it to this form.
This recommendation letter will remain confidential and will be used for the application screening procedure only.

1.

How long have you known the applicant?

2.

In what capacity have you known the applicant?

3.

How often have you seen him/her?
daily

4.

years

weeklymonthsmonthlyrarelyIn comparison with other students/staff whom you have known in the same field, how would you rate theapplicant's overall academic or administrative ability?
Truly Exceptional (one of the best you have known)
Outstanding (highest 5%)
Excellent (next highest 5%)
Good (strong ability, but not in top 10%)
Average (upper 50%)
Below Average (lower 50%, but recommended)
Not Recommended

5.

Please evaluate as excellent, average, or poor:
excellent
Academic PerformanceIntellectual Potential
Creativity & Originality
Motivation for Graduate Study

averagepoor

6.

(For university professors and instructors only)
Is the academic record indicative of the applicant's intellectual ability? If no, please explain.

7.

Discuss the applicant's competence in his/her field of study, as well as the applicant's career possibilities as
a professional worker, researcher, or educator. In describing such attributes as motivation, intellect, and11maturity, please discuss both strong and weak points. Specific examples are more useful than
generalizations.

8.

Discuss the applicant's character and personality. Please comment on his/her social skills, emotional
stability, leadership skills, and reliability.

9.

Additional comments, if any.

10. How would you evaluate the applicant's overall suitability as a candidate for admission to the Graduate
Program at the National Graduate Institute for Policy Studies?
Outstanding

Good

Average

Poor

Name of person completing this form:
Position/Title:
Organization:
Address:
Phone:

Fax:

signatureE-maildate

12Appendix I

How to calculate your GPA

Value of Letter Grades
A
4.0
A3.7
B+
3.3
B
3.0
B2.7
C+
2.3
C
2.0
C1.7
D+
1.3
D
1.0
D0.7
F
0.0

If GPA is not indicated on your transcript, take the value of thegrade earned and multiply by the number of credits earned for eachcourse. Add "total value" and divide by the "total number ofcredits" earned to get GPA.
Example:
Grade
A
BAC+
total
GPA

Value
4.0
2.7
3.7
2.3

x
x
x
x

No. of credits
3
4
3
3
13

=
=
=
=
/
=

Total value
12.00
10.80
11.10
6.90
40.80
3.14

13