GUIDETO FOREIGN SCHOLARS’ACCOMMODATION

Hokkaido University
2024.6

CONTENTS
I

GENERAL INFORMATION
1．Purpose and Management
2．Names and Locations
3．Buildings, Facilities and Furnishings
4．Administrative Matters

II

CHARGES
1．Rent2．Electricity, Gas, Water and Other Utilities
3．Room Cleaning Charge and Bedclothes Rental Charge
4．Internet Charge
5．Waste bags
6. Deposit

III

QUALIFICATIONS FOR RESIDENCE, PERIODAPPLICATION AND OTHER PROCEDURES
1．Qualifications for Residence
2．Period of Residence
3．Selection of Applications
4．Occupancy
5．Cancellation of Permission for Residence
6．Procedure for Extension of Period of Residence
7．Procedure for Shortening of Period of Residence
8．Changes of Apartment
9．Moving out
10．Parking

IV GUIDELINES FOR RESIDENTS
1. General
2. Prohibition of Subletting or Remodeling
3. Using the Facilities and Furnishings
4. Keys
5. Lounge
6. Common Laundry Room
7. Mail Boxes
8. Fire Precautions and Fire Prevention Equipment
9. Notification of Emergencies
10. Access of University Staff to Residence
11. Prohibition of having animals
12. Cultivation of plants
13. Cleaning, and Garbage and Trash Disposal
14. Newspaper and Laundry Delivery
15. Miscellaneous

OF RESIDENCE, AND

I. GENERAL INFORMATION
1. Purpose and Management
The accommodation has been established for foreign scholars who are engaged in teaching
and/or research at Hokkaido University, in order to promote the improvement of educationand scientific research and related international exchange in Japan.
2. Names and Locations
a. Name: Hokkaido University International House (Foreign Scholars’ Accommodation)
Address: 1-3 (Building No.1)/1-1(Building No.2),
Nishi 12, Kita 24, Kita-ku, Sapporo, 001-0024, Hokkaido
Telephone: 011-707-3711 E-mail : hk.kenkyusha@gmail.com(Managers Office: Attended 9:15am – 4pm throughout the year).
*For emergency contact after 4pm, telephone : 011-700-3455
E-mail : hk.kita23@gmail.com (Managers Office at Hokkaido
University International House Kita 23, attended 24 hours daily throughout the year).
b. Name: Hokkaido University International House Kita 8 (Family Accommodation)
Address: 1-5, Nishi 11, Kita 8, Kita-ku, Sapporo, 060-0808, Hokkaido
Telephone: 011-736-6211 E-mail : hk.kita8@gmail.com(Managers Office: Attended 24 hours daily throughout the year)
3. Buildings, Facilities and Furnishings
1) The accommodation consists of the following buildings:
Building No.1: Three stories, total floor area 1322 ㎡, 19 apartments, built November 1975
Floor
Number of Room Numbers
Use
Designation
Type
Space
Rooms
A
Family 91 ㎡
6
11, 14, 21, 24, 31, 34
Apartments
B
Couple 51 ㎡
6
12, 13, 22, 23, 32, 33
B-2
Couple 44 ㎡
1
25
C
Single20 ㎡
615, 16, 17, 27, 28, 35
CommonManagers Office (ground floor, west entrance), Common Laundry Room (ground floor,Areaswest entrance), Lounge (third floor, west entrance), Common Storage Area.
Building No.2: One story, total floor area 316 ㎡, 10 apartments, remodeled March 1984
Floor
Number of Room Numbers
Use
Designation
Type
Space
Rooms
C
Single 19 ㎡
5
1, 2, 3, 4, 5
Apartments
C-2
Single 16 ㎡
1
6
C-3
Single 20 ㎡
1
7
C-4
Single 26 ㎡
1
8
C-5
Single 21 ㎡
2
9､10
CommonLounge, Common Laundry RoomAreas

Hokkaido University International House Kita 8 building 3:4 apartments, built March 1997
Type
Floor Space
Number of Rooms
Room Numbers
Family64 ㎡
4105, 106, 205, 2062) Facilities and Furnishings
a. Apartments
Heating, hot water supply, bath and shower, toilet, gas range, gas oven (ormicrowave oven), refrigerator, bed, bedside table, wardrobe, chest of drawers,
dressing table, double bunk beds, desk and chair, bookcases, desk lamp, low table
Familyand easy chair, kitchen dresser, dining table, dining chairs, washing machine,
dryer, vacuum cleaner, fire extinguisher, shoe box
Heating, hot water supply, bath and shower, toilet, gas range, gas oven (ormicrowave oven), refrigerator, bed, bedside table, wardrobe, dressing table, desk
Couple and chair, bookcases, desk lamp, easy chair and low table, kitchen dresser, dining
table, dining chairs, washing machine, dryer, vacuum cleaner, fire extinguisher,shoe box
SingleHeating, hot water supply, bath and shower, toilet, gas range, refrigerator, bed,
wardrobe, writing desk and chair, dining table, dining chairs, fire extinguisherb. Common Use
For singles
Washing machine, dryer (in laundry rooms of Building No.1 and No.2),
vacuum cleaner, microwave (in lounges of Building No.1 and No.2)
GeneralIron, ironing board, luggage scale (in lounges of Building No.1 and No.2)
c. Articles Available on Loan
Bedding
Blankets, blanket covers, bedspreads, pillows,
pillow cases, bed pads, sheets* Bedding is subject to rental charge.
4. Administrative Matters
Administrative matters relating to the accommodation are handled by the Academic Affairs
Department:
Academic Affairs Department Telephone 706-8063,8064 (direct)

II. CHARGES
1. Rent
1) Daily and monthly charges for accommodation and facilities (hereafter referred to as rent)
are stipulated according to the Rent Regulations for Hokkaido University International
House as follows. Charges given are subject to change.
(October 1st, 2019)
Daily Rent (¥)
Building
Room
Type
Floor
Monthly Rent Over
one Underone(¥)
NumbersSpace
month staymonth stay

No. 1

No. 2

11, 14, 21, 24,
31, 3412, 13, 22, 23,
32, 3325
15, 16, 17, 27,
28, 35
1, 2, 3, 4, 5
6
7
8
9, 10

Family91 ㎡

64,000

2,133

2,346

Couple51 ㎡

43,000

1,433

1,576

CoupleSingle44 ㎡
20 ㎡

37,00030,000

1,233
1,000

1,356
1,100

19 ㎡
16 ㎡
20 ㎡
26 ㎡
21 ㎡

29,00029,00029,00029,00029,000

966
966
966
966
966

1,063
1,063
1,063
1,063
1,063

SingleSingleSingleSingleSingleParking Charge
International
House Kita 8

5,075
105,106,
205,206,

169

Family64 ㎡

55,000

1,833

2,016

2) If residents move into or vacates the dormitory during the course of a month, the rent for themonth will be calculated on a daily basis, with the day of moving into and/or vacating thedormitory being counted as one full day.
3) Rent notices are placed in mailboxes around the 15th of each month, with a payment periodof around one week. However, in cases where residents vacate the dormitory during thecourse of the month, rent is due by the date of departure.
4) Rent must be paid at a convenience store and service charge is required with it.
2. Electricity, Gas, Water, and Other necessary expenses
1) The price of Electricity, Gas, and Water
BuildingTypewater billelectricity and gas bills
No.1
Single1-15 days:¥1,056
May-Oct: ¥7,800(monthly)
16 days-:¥2,112
Nov-Apr: ¥14,700(monthly)
Couple¥19,800(monthly)
Family¥26,400(monthly)
No.2
Single¥2,112(monthly)
May-Oct:¥6,600(monthly)International
House Kita 8

Family※We don't have a daily rate.
Nov-Apr:¥13,500(monthly)¥26,400(monthly)2) Residents are required to pay electricity, gas and water charges for individual living quarters
and common space at a convenience store.
3) Other expenses, for which residents made contracts on their own after occupancy, as
well as expenses for expendable supplies (electrical appliance's batteries, electric bulbs,etc.) to be used in living quarters, are to be borne by residents.
3. Room Cleaning Charge and Bedclothes Rental Charge
1) Residents are responsible for cleaning their apartments during the period of residence.
After vacating, apartments are cleaned professionally, and the costs involved are payable byresidents. The manager will conduct an inspection at the time of vacating, and excess
charges may be levied depending on the condition of the apartment.
2) A bedding loan service is available in all buildings.
3) Laundry charges for bedding and the room cleaning charge are payable together with the first
rent. Current charges (subject to change at any time) are set out below.
<Room Cleaning Charge>

Family type room: 32,000 yen (tax excluded)
Couple type room: 27,000 yen (tax excluded)
Single type room : 16,000 yen (tax excluded)<Bedclothes Rental Charge>

For one person 1,600 yen/month(tax excluded, -2024/9/30)
For one person 1,900 yen/month(tax excluded, 2024/10/1-)

4. Internet Charge
A fiber optic internet service is available.
Internet charge is included in the rent.
5. Waste bags
The building manager delivers the designated waste bags to each room at the beginning of themonth.
6. Deposit
Those who live in for one month or more are also required to pay deposit (50,000JPY) when
you pay for the rent at the first time. It may be used if residents have unpaid fee (Rent, Lighting
and heating expenses, and so on) or damage equipments in their rooms.
However, if residents do not have any unpaid fee and do not damage equipments in their rooms,
they can be refunded after they depart.
Also, if the flaw caused by residents is found, BeGoodJapan Inc. pay back the amount of money
deducted deposit from the cost and so on after residents depart. If the cost is more expensive
than deposit, BeGoodJapan Inc. charges residents for the cost deducted from deposit separately
and then residents also have to pay a handling fee of online (flywire).
Also, payment and refund of deposit are processed online (through “flywire”), and in bothcases, a handling fee of approximately 2% will be incurred, which will be borne by the tenant,so please be aware it.).

III. QUALIFICATIONS FOR RESIDENCE, PERIOD OFRESIDENCE, AND APPLICATION AND OTHER PROCEDURES
1. Qualifications for Residence
1) Foreign scholars engaged in teaching and/or research at Hokkaido University who fall under
one of the following categories are eligible to reside in the accommodation:a) Foreign lecturersb) Full-time foreign visiting scholars invited and employed by the Universityc) Foreign scholars sponsored by the Japanese government under agreements with foreign
governmentsd) Foreign scholars sponsored by the Japan Society for the Promotion of Science (also by
JASSO)e) Foreign scholars sponsored by the Japan Foundationf) Other persons approved by the President
2) In addition to the persons specified in (1) above, foreign scholars engaged in teaching
and research at other national university corporations may be eligible to use theaccommodation with the President’s approval.
2. Period of Residence
The period of residence shall not exceed one year. However, in necessary cases permission
may be given to extend this period.
3. Selection of Applications
Applications will be processed in order of receipt.
4. Occupancy
Upon occupying the residence, the resident is required to submit a Pledge (Attached Form 4),a Notification of Residence (Attached Form 5), and Items Confirming Letter.
Also, if residents notify a manager of a malfunction in a room within a week from occupancy,
Hokkaido University pays repair costs.
However, if residents notify a manager of a malfunction in a room beyond a week fromoccupancy, residents have to pay repair costs. Please note these rules. Furthermore, if you breakequipments, please report it to the manager ASAP.
5. Cancellation of Permission for Residence
If the person granted permission fails to occupy the accommodation within the specified
period, permission for residence may be cancelled. Cancellation of approval of occupancy
will be notified by a Notice of Cancellation of Permission for Residence (Attached Form 6).
6. Procedure for Extension of Period of Residence
Residents wishing to extend the period of residence are required to ask BGJ through therelevant section of the faculty or institute.

※Residents can ask BGJ from 4 weeks before the day residents’ tenancy period ends .
Where extension of residence requires residents to change apartments, they will be
responsible for cleaning charges.
Also, depending on social situations and so on, please note that an applicant may not get
extension permission.
7. Procedure for Shortening of Period of Residence
If residents intend to vacate during the approved period of residence, please submit your desired
move-out date to BeGoodJapan and electronically sign Notice of Departure online no less than
30 days prior to the date of intended departure.
* Please note that if you fail to electronically sign Notice of Departure online by 30 days prior to
the intended move-out date, you will be required to pay the accommodation fees for the period
up to 30 days after the you electronically sign Notice of Departure online actually. Please be awareof this.
*There is no need to send the original of Notice of Departure to Student Support Division,
Academic Affairs Department through the relevant section of the faculty or institute.
8. Changes of Apartment
Accommodation is allocated according to family make-up and the availability of apartments.
In the following cases, residents may be required to change apartments within the period ofresidence:a) Cases deemed unavoidable by the Universityb) In the event of a change in the number of family members living togetherc) In the event of an application for extension of period of residence
If such an occasion arises, residents will be notified approximately one month in advance.
9. Moving Out
1) Residents must vacate the accommodation without delay when any of the following isapplicable:a) Qualifications for residence no longer applyb) Period of residence has expired
2) The President shall order a resident to vacate the International House if any of the following
cases apply. In such cases the University will not be liable for any loss suffered by residents.
a) Failure to pay rent or utility charges despite repeated requests to do sob) Failure to discharge obligations of compensating for damage or restoring damage to theoriginal statec) Other actions seriously deleterious to the management and operation of the International
House3) Residents moving out of the accommodation are required to submit your desired move-out
date to BeGoodJapan and electronically sign Notice of Departure online no less than 15 days
prior to the date of departure.
*There is no need to send the original of “Notice of Departure” to Student Support Division,
Academic Affairs Department through the relevant section of the faculty or institute.
4) If residents want to move out the accommodation in the middle of their tenancy period, they
have to submit their desired move-out date to BeGoodJapan and electronically sign Notice ofDeparture online by 30 days before they actually leave the accommodation.
※If residents do not electronically sign Notice of Departure online by 30 days prior to theintended move-out date, they will be required to pay the accommodation fees for the period
up to 30 days after the they electronically sign Notice of Departure online actually. Please beaware of this.
10. Parking*Only Foreign Scholars’ Accommodation has parking lot. Please note that Hokkaido University
International House Kita 8 does not have one.
1) Residents wishing to use the parking lot in front of the accommodation should apply for
permission by submitting an “Application for Permission of Parking at Hokkaido University
International House (Attached Form 7)” and the copy of driver’s license to BGJ by e-mailthrough the dean of the faculty or the institute as of the time they submit “Application for
Permission of residence at Hokkaido University International House”.
※If residents can not get the information of “3. Make and Type of car” and “4. Redistration
Number” because they will use a rental car, they can submit “Application for Permissionof Parking at Hokkaido University International House (Attached Form 7)” without the
information of “3. Make and Type of car” and “4. Redistration Number”.
However, as soon as they get these information, they have to let managers know them.
Moreover, if these information change, they also have to let managers know them.
2) If there is a parking space available, residents will be notified by “Permission of Parking at
the Hokkaido University International House” (Attached Form 8) and the map mentions theirparking space.
3) If residents do not want to use a parking space before the contact period, “Notice of Cessationof Parking (Attached Form 9) “should be submitted to the BGJ through the dean of the facultyor the institute by e-mail.
At the same time, the original should be submitted to the Student Support Division through thedean of the faculty or the institute.
※e-mail address : To : hk@bgj.co.jp（BGJ）
CC: skshien@oia.hokudai.ac.jp (the Student Support Division)4) Residents who park cars in the parking lot are expected to keep it tidy and clear of snow in
winter by themselves.
5) When it is necessary to move cars to different positions in the lot, owners are requested to
do so following the instructions of the staff concerned.
6)Regarding issue of “Hokanbasho shiyo shodaku shomeisho (a certificate Hokkaido University
accepts that residents use parking space in the dormitory)”(i) If residents want to get “Hokanbasho shiyo shodaku shomeisho (a certificate Hokkaido
University accepts that residents use parking space in the dormitory)”, they have to ask the
Hokudai BGJ through the dean of the faculty or the institute by e-mail as of the time theysubmit “Application for Permission of Parking at Hokkaido University International House(Attached Form 7)”.
※e-mail address : To : hk@bgj.co.jp（BGJ）
CC: skshien@oia.hokudai.ac.jp (the Student Support Division)※Please note that residents can not get “Hokanbasho shiyo shodaku shomeisho (a certificate
Hokkaido University accepts that residents use parking space in the dormitory)” before theysubmit “Application for Permission of Parking at Hokkaido University International House(Attached Form 7)”.

(ⅱ)Student Support Divison stamps it with President’s seal and send it and the map mentions
their parking space as “Hokanbasho no shozaizu oyobi haichizu(location map and layout
drawing mentions parking space)” to the dean of the faculty or the institute.
※As above, though Student Support Division issues “Hokanbasho shiyo shodaku shomeisho (acertificate Hokkaido University accepts that residents use parking space in the dormitory)”,
residents have to deal with other procedures (e.g. submission to police) by themselves.
IV. GUIDELINES FOR RESIDENTS
1. General
Residents are requested to observe the rules of the accommodation, and to refrain from behavior
that may cause disturbance to other residents.
2. Prohibition of Subletting or Remodeling
Residents must not rent the accommodation to other persons. Any necessary repairs or
remodeling of the residence will be taken care of by the University, and residents must notundertake these on their personal initiative.
3. Using the Facilities and Furnishings
Residents are requested to keep the facilities and furnishings of the accommodation in goodcondition.

Any damage or loss should be reported to the manager.

if residents are responsible for such damage or loss, compensation must be made to the
University or the property restored to its original state by the resident. Removal of any fittingsfrom the apartment is prohibited.

If furniture has been moved within the apartment,

residents are requested to return it to its original position before departure.
4. KeysUpon occupying the residence, residents will be given a key to the apartment and will be
responsible for its safe keeping.

In case of a key being lost, this should be reported to the

manager immediately. Duplication of keys is in principle
prohibited. However, where there are special reasons to duplicate keys, residents should consult
the manager. If deemed necessary, duplication may be permitted on condition that residents bear
the expense of duplication and leaves the
duplicated key in the possession of the University when vacating the apartment.
5. Lounge
The lounge is available from 8:00 AM to 10:00 PM for Foreign Scholars’ Accommodation, andfrom 9:00 AM to 10:00 PM for Hokkaido University International House Kita 8 (parties areallowed until 9:00 PM). All residents are free to use it during this period; please take care not
to use it for inappropriate purposes or to disturb other residents . When the lounge is used forparties and meetings, users are responsible for cleaning and tidying after use and for turning off

gas, lights and heaters.
6. Common Laundry Room
The common laundry room is for the use of single residents, and is equipped with fully
automatic washing machines and dryers. The fee is free. The common laundry room is openfrom 8:00a.m. to 10:00p.m for Foreign Scholars’ Accommodation and from 9:00a.m to 10:00p.m
for Hokkaido University International House Kita 8. Use outside these times is prohibited, toavoid inconvenience to other residents.
7. Mail Boxes
Mail boxes are located at the front entrance on the ground floor of each building, andresidents are requested to collect their mail from the boxes individually.

Special postal

services, such as registered mail, must be received by the resident in person. If residents

uselocks on their mail box, they are requested to remove them when vacating the accommodation.
8. Fire Precautions and Fire Prevention Equipment
Residents are requested to take due precautions to prevent fire at the accommodation. A fire
extinguisher is installed in each room and in the hallway on each floor of the building, andresidents should familiarize themselves with their use. Residents are requested not to bring
dangerous articles such as explosives or flammables into the building.
Smoking inside the premises and in the building is prohibited.
9. Notification of Emergencies
In the event of fire, burglary, or other emergency, residents should immediately takeemergency measures and notify the appropriate institutions (Fire Department dial 119, Police
dial 110). The Managers Office (011-707-3711) and Student Support Division (011-706-8064)
should also be informed immediately.
10. Access of University Staff to Residence
Responsible members of the University staff may enter the accommodation in order toinspect facilities and furnishings or in case of fire or other emergencies and necessity
to repair their rooms without prior consent of residents.
11. Prohibition of having animals
Pets, including dogs, cats and birds, are not allowed in the accommodation rooms.
12. Cultivation of plants
Residents can not cultivate plants inside the dormitory premises. However, residents can
Cultivate plants on their balcony by planters or pots.
13. Cleaning. and Garbage and Trash Disposal

1) Residents are responsible for cleaning their apartment during their period of stay.
2) Residents are asked to observe the times, days and locations for garbage disposal asdetermined by the Sapporo City authorities.

Details will be given at the time of occupancy.

Garbage disposal is not permitted outside these times and locations.
3) Large items of trash (electrical appliances over 30cm, furniture, bicycles, etc) are collectedby Sapporo City on request. In such cases please contact the Managers Office beforehand for
instructions. Residents are charged a fee for large trash disposal; please check with theManagers Office for further information.

14. Newspaper and Laundry Delivery
Residents are requested to make arrangements for delivery and payment directly withservice providers.
15. Miscellaneous
1) Outdoor footwear is prohibited in the apartment.
2) Residents are requested to notify the Student Support Division immediately of any change inaccompanying family members through your host faculty.
3) Residents are requested to notify the manager in advance of any extended absence from theresidence.
Also, if residents stay out overnight a week and over, residents have to fill in “Notice ofabsence” and submit it to the manager. And when residents get back the dormitory, they haveto fill in “Notice of return” and submit it to the manager.
4) Residents are requested to be mindful that the common facilities are for the use of all residents.
5) Winter conditions:a) Snow removal is an essential activity during winter in Sapporo. All residents are requested tocooperate in removing snow at the gates of the parking lot, at entrances to the buildings, inplaces where room heater exhausts extend from the buildings on the ground floor, and in theparking lot.
b) Water pipes and water heaters in apartments may get frozen in winter. All residents arerequested to familiarize themselves with relevant prevention measures. If residents have any
question about the measures, they must ask the manager about it (generally speaking, it isnecessary to drain all the water out of pipes when it is -4℃ or less outside). Residents will
be responsible for repair costs in the event of damage to pipes and equipment due to freezing.
6) To prevent condensation, residents are requested to keep ventilation fans in their apartment(except at night) and bathroom operating at all times.
7) Not to be trouble for other residents, please be quiet after 10PM and we prohibit strictly using
washing machines in couple rooms and family rooms, speaking loudly, making noise.
If residents do not obey these rules, Hokkaido University may make them leave their rooms.
8) Residents can not play musical instruments inside the dormitory (including residents’ room)and on the premises.

9) Please do not put a hook on the wall in the dormitory.