Institute of Ocean Energy, Saga University

Manual of online applications for IOES Joint ResearchVer. 1.5E (2024. 02.02)

 Institute of Ocean Energy, Saga University
1, Honjo-machi, Saga-shi, Saga 840-8502, Japan
Tel: +81-952-28-8877 Fax: +81-952-28-8595

Contents
Introduction .......................................................................... 2
Chapter 1. User account registration .................................... 3
Chapter 2. My Page operation.............................................. 9
Chapter 3. Application for IOES Joint Research ................. 13
Chapter 4. Operation of other user-related functions .......... 25

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Introduction
Institute of Ocean Energy, Saga University (IOES) has been inviting applications for joint
usage/research since FY2005. The applications had been made by the submission of paper forms.
However, IOES decided to change the application method from paper application to online
application from FY2023 onwards as part of digital transformation efforts. In FY2022, IOES built
its online application site as one of the annual projects. This manual provides its operatingprocedures.
This manual consists of four chapters:
Chapter 1. User account registration
Chapter 2. My Page operation
Chapter 3. Application for IOES Joint Research
Chapter 4. Operation of other user-related functions
The online application site explained by this manual is found at the URL below.
Online applications for IOES Joint Researchhttps://www.ioes.saga-u.ac.jp/jp/collabo/online-collabo-application[Remarks]
The screens shown in this manual are under development. Please note that they may differ fromthe actual screens of the site launched.

[Contact]
Institute of Ocean Energy, Saga University▪ Online application system:▪ Joint research application:

Hirofumi Arima Email: arima[@]ioes.saga-u.ac.jp
Rina Nakashima Email: collabo[@]ioes.saga-u.ac.jp2

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Chapter 1. User account registration
1. Open the online application site for IOES Joint Research.
Open the URL below:
https://www.ioes.saga-u.ac.jp/en/collabo/online-collabo-application

2. Click “Online Application Page.”
The following page will open.

* Choose Japanese or English at “Select Language” in the top right corner of the screen to change
the website language.
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3. Click the “Create a new account” link.
The following page will open.

4. Enter your email address and name.
* Enter an email address at which we can reach the applicant. After the next step, we will sendan email to the address provided.
*Make sure that a space is inserted between your first name and family name (e.g., Taiyo SAGA).
5. Click the “Confirm” button.
The following screen will appear.

If the email address and name are correct, click the “Submit” button.
We will send an email to the address you have provided.

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6. Check the email received.
Open the URL provided in the email.

7. Fill out the user account registration page.

(How to fill out the form)
Email address:

Affiliation class:[Required] Enter your email address in alphanumeric characters.
[Required] Make sure that a space is inserted between your first name and family name.
Write your family name in capitals.
E.g.: Taiyo M. SAGA
[Required] Choose an appropriate class from the options.

Affiliation:[Required] Enter your organization and department.

Name:

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Password:
Password (Confirm):[Required] There are no limits to the number or type of characters to be used but create
as complex a password as possible.
Enter the same password as above.

8. Check the entered details.
If there is no problem, click the “Registration” button to go to the next step.
If you need to make corrections, return to the previous page with the “Return to previous page”
link.

9. Account registration is completed.
Proceed to register user information.

10. Enter user information.
After entering all the information, click the “Confirm” button.

6Institute of Ocean Energy, Saga University(How to fill out the form)
User ID:A 4-digit number beginning with a letter “U” is automatically entered.

Name:

Already registered during user account registration.

Email:

Already registered during user account registration.

Affiliation class:

Already registered during user account registration.

Affiliation:

Already registered during user account registration.

Job title:[Required] Enter your job title (E.g., professor or associate professor).

Postal code:[Required] Enter a 3+4 digit postal code. (E.g.) 840-8502
Enter “000-0000” for an international address.

Address:[Required] Enter your address. Required country name.

TEL:[Required] Enter your landline or cellphone number.
(E.g.) 81-952-28-0000

FAX:

Fax number is optional.

11. Check the user information.
Check the entered user information. If the information is correct, click the “Registration” button
to go to the next step. If you need to make corrections, return to the previous page with the“Revise” button.

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12. User information registration is completed.
User information is registered. The registered information will be sent to the registered email
address. Check the entered details.
Corrections can be made on “My Page” explained in Chapter 2.
To proceed to use the site, click “Go to login page” to go to the User Login page.

User account registration is completed.

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Chapter 2. My Page operation
An online application for IOES Joint Research is to be made on “My Page.”
1. How to log in to “My Page”
Open the User Login page explained in Chapter 1.
Use the registered email address and password to log in.
* Choose Japanese or English at “Select Language” in the top right corner of the screen to change
the website language.
After you log in, the pages will be shown in the selected language. To change the language, returnto the User Login page.

2. “My Page” will be displayed.
The table below shows My Page functions.

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⑤⑥⑧

⑦

①

②
③
④①②
③

④

⑤
⑥
⑦⑧User information

Shows a summary of registered user information.
To check or correct the detailed user information, press the“Confirm/Revise” button.
Member page
IOES Imari Satellite user manual and a list of applications
List of applications
Shows application information. During the application period,
The “Application (New/Resume)” button is displayed.
An application is to be made using the “Application(New/Resume)” button.
List of approved / Status of Shows approved research projects. Used to check the submission
document submission
progress of documents necessary for the projects, submit (upload)(Displayed after applied and download files.
research is approved.)* “Research proposal,” “Joint research report,” and “Otherdocuments,” which are required to be submitted after approval,
can be submitted here.
* Documents submitted are marked with “Submitted” and thosenot yet submitted with “Unsubmitted.”
LogoutUsed to log out from “My Page.” Click “Logout” when all thenecessary changes have been made.
Contact us
Link to the inquiry form
IOES
Link to the IOES website
Language: Japanese
Selected language is displayed (language can be selected only on
the login page).

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3. Check or correct the user information.
Click the “Confirm/Revise” button shown in the box for User Information. The following page will
be displayed.
• To return, click “My Page” in the top left corner of the screen.
• To make corrections in the registered details, click “Revise” to proceed.
• To change the password, click the “Change Password” link.

4. File an application.
Click the “Application (New/Resume)” button. The operating procedure is provided in Chapter 3.
5. Submit “Research proposal,” “Joint research report,” and “Other documents.”
Click the “UL” (* upload) button in the “Submit” box under each document for the appropriate
project (Check the approval number) in the List of approved / Status of document submission,and the following page will appear.
○ Follow the procedure below to upload a file.

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Institute of Ocean Energy, Saga University① Click “Browse” and choose a PDF file to upload.
② Click “Submit.”
This step completes uploading. The file is emailed to the joint research staff.
After a file is uploaded, the “UL” button in the “Submit” box under the corresponding document
will change to “Re-UL.” When the file needs to be submitted again, use this button.
Similarly, “No File” in each document box will change to the “DL” (* download) button and“Status” box will show “Submitted.”
You can download a submitted PDF file by clicking the “DL” button.
○ Follow the procedure below to download a file.
① Click the “DL” (download) button for the appropriate document.
② “Download” window will appear on the browser. Save the file.
(A) Edge ------ In the top right corner of the browser(B) Chrome --- At the bottom of the browser* The window appears in the above positions by default. It may be positioned differently
depending on the browser settings.

Download(A) Edge(B) Chrome12

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Chapter 3. Application for IOES Joint ResearchThis chapter provides the application procedures for IOES Joint Research.
1. In “List of applications” displayed in “My Page,” click the “Application (New/Resume)”
button in the “Status” box for the fiscal year in which you desire to make an application.
* The procedures below are explained using the screens for a new application for the fiscalyear. If an additional application is to be made in the same fiscal year, the screens will lookdifferently.
2. Display “Application status.”
In the case of a new application, the status will be shown as follows.
Click “New Application.” You will move to the application form.
• Application Name: FYxxxx joint research project (followed by “1st proposal,” “2ndproposal,” “all year” or “fixed-term.”)• Application No.:
(4-digit year)-(1 or 2)-X
* The 4-digit year is the fiscal year of application, 1 or 2 means 1st or
2nd proposal, and X represents the number of applications made by
the same applicant for the fiscal year.
• User ID: User ID of the applicant

3. Application form
The application form consists of the following three pages: Fill them out in order.
(1) Application form [Basic applicant information](2) Application form [Body of application form I](3) Application form [Body of application form II]
The entries are almost the same as those of the application form used till last fiscal year.

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4. Application form [Basic applicant information]
Enter the basic information of the applicant.

(How to fill out the form)
Name:
Affiliation:
Job title:
Postal code:
Address:TEL:
FAX:
Email:

Automatically entered from user information. (Not editable)
Automatically entered from user information. (ditto)
Automatically entered from user information. (ditto)
Automatically entered from user information. (ditto)
Automatically entered from user information. (ditto)
Automatically entered from user information. (ditto)
Automatically entered from user information. (ditto)
Automatically entered from user information. (ditto)(Links)“Proceed to 'Body of application form I’ after confirmation” --- Go to “Body of application formI” on the next page.
“Return to My Page” --- Return to My Page. The entered application data will be saved. You canresume editing in “My Page.”14

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5. Application form [Body of application form I]
Fill out [Body of application form I].

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Institute of Ocean Energy, Saga University(How to fill out the form)
Research Categories[Required] Choose a category from the options.
[Required] Choose either Necessary or Not necessary.
Grant
If you choose Not necessary, no grant will be provided.
I. Title of proposed project
New/Continued[Required] Choose either New or Continued.

Japanese title[Required] Enter the title in Japanese (no limit to the number of characters).

English title[Required] Enter the title in English (no limit to the number of words).
II. Project members (*)• Be sure to include the applicant in the members.
• The project member 1 is automatically filled in with the applicant’s name, affiliation, job title,
telephone number and email address. If the order of members needs to be changed, delete theentries.
• Include the IOES organizer.
Enter the name (there should be a space between the first name and family
Name:name).
(Note 1) Enter the organization and department.
Affiliation:
Job title:(Note 2)

GenderChoose an option. (Note 3)TELEnter the telephone number.

Email:

Enter the email address.

AgeEnter the age. (Note 3)

Nationality

Enter the nationality. (Note 3)16

Institute of Ocean Energy, Saga University* Up to four members can be entered. If there are more than four members, enter the remaining
members in “Special report” box in VIII. Other items.
Note 1) Enter the official names for affiliation. The department names must be also
entered.
(E.g.: Institute of Ocean Energy, Saga University)
Note 2) Enter the course and a year level for a postgraduate student.
Note 3) Age, gender and nationality are required for internal statistical purposes only andnot considered in making a decision on approval.
(Links)“Temporarily stored” --- Save the contents of this page temporarily.
“Return to ‘Applicant Information’ after temporarily storing” --- Save this page temporarily andreturn to the form for the basic applicant information on the previous page.
“Proceed to 'Body of application form II’ after temporarily storing” --- Save this page temporarily
and go to “Body of application form II” on the next page.
“Return to My Page” --- Return to My Page. The entered application data will be saved. You canresume editing in “My Page.”17

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6. Application form [Body of application form II]
Fill out [Body of application form II].

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19Institute of Ocean Energy, Saga University(How to fill out the form)
III.

Devices which you desire (* Enter devices you desire to use, if any.)
Use the numbers on the List of Joint Usage/Research Facilities.
Device No.
Choose from the pull-down menus.
Date of use
Enter year/month. (E.g.: Around 2023/4)
Time of use

Enter the time by the hour or day.

IV.

Research meaning,purpose, plan, feature andprospective result

Write the significance, purpose, features and expected result ofyour research, not exceeding 4,000 characters.

V.

Research subject andpreliminary conditions
related to your application

Write your previous research results and preliminary conditions
related to this application, not exceeding 4,000 characters.

Research plan and method(Summary)Common to IV to VI

Write the summary of your research plan and method, not exceeding
4,000 characters.
* Drawings and tables cannot be inserted.
* The input box size is adjustable. Click and hold the icon
at thebottom right of each box and move to adjust the size.

VI.

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VII. Statement of costs for devices and consumable * Click the “Calculate” button on the right for
automatic calculations. (* You can enter up to five items. If there are more than five, enter
representative costs.)
DeviceName of an article (E.g.: Pressure transducer made by A Company)
QuantityEnter the quantity. (E.g.: 2 units)

Unit priceEnter the unit price. (E.g.: 50000)

Total amountThe total amount of each item is automatically calculated.

Total (Application amount)

This grand total is used as the requested budget amount. It is
automatically calculated.

VIII. Other items (* If additional explanations are needed, write here.)
Bringing apparatuses or labware
Matter(s) to be careful about thehandling (e.g., bringing poisonsor radioactive substances)
Special report

IX.

Write devices and apparatuses to bring in. *Not exceeding 2,000characters
Write materials requiring great care in handling. *Not exceeding
2,000 characters
Write special notes, if any.
Use this box to enter extra project members. * Not exceeding 2,000characters

Organizer name of IOES [Reference] List of organizers (Separate window will open)
Choose from the organizer list.

(Links)“Temporarily stored” --- Save the contents of this page temporarily.
“Return to ‘Body of application form I’ after temporarily storing” --- Save this page temporarilyand return to “Body of application form I” on the previous page.
“Proceed to ‘Confirmation and submission of application form’ after temporarily storing” --- Save
this page temporarily and proceed to confirm and submit the application form on the next page.
“Return to My Page” --- Return to My Page. The entered application data will be saved. You canresume editing in “My Page.”
The application form is completed. Proceed to confirm and submit the application form.

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7. Confirm the application form.
The data entered in the application form shall be submitted after organized into the specified format
and converted to a PDF file. Follow the procedure below.
① Check the PDF file.
The data entered in the application form is automatically organized into the specified format for theapplication form and a PDF file (for a check) is created. Download the PDF file and check the input
data.
If there is no problem, go to the step ② to finalize it. If you need to make corrections, return to theapplication form using “Revise the application form.”② Finalize the application form.
Click the “Finalize” button, and you will move to the submission page.

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8. Submit the application form.
① A PDF file for submission is automatically created. Click “Download application form (PDF)”
to download the file. Please keep the file. If you need to make corrections, return to theapplication form using “Revise the application form.”② Click the “Submit” button to send the application form for submission (PDF) to the joint
research application staff.
③ The following message will be displayed. The application is completed.

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9. Check the application status.
Click the “Application (New/Resume)” button in “List of applications” displayed in “My Page” tocheck the application status.
The application status will be shown as follows.
• Under Editing or Submitted Application --- Displays an application submitted or being edited. If
the application is being edited, it can be withdrawn. If the application has been submitted, it cannot
be withdrawn. To withdraw a submitted application, contact the joint research application staff.
• Additional Application --- Multiple applications can be made within an application period. To
make an additional application, select “Additional Application” and fill out the application form.
The operating procedure is the same as that for a new application.

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Chapter 4. Operation of other user-related functions
This chapter explains the operation of other user-related functions.
1. If you forgot your login password.
Click “Forgot my password” on the login page to go to the password reset process.

Enter your registered email address and name.

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You will receive a URL for the password reset process by email. Click the URL and go through theprocess.

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On the password reset process page, you need to enter your registered email address, name andtelephone number. Make sure that the entered information is correct. If it is not correct, you cannot
go to the next page. Make sure that there is a space between your first name and family name.
If the registered email address or telephone number is no longer valid and you cannot proceed withthe reset process, contact the online application system staff.

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This concludes the explanations of the application process.

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