1

大学共同利用機関法人
情報・システム研究機構
Research Organization of Information and Systems

JROIS2 User Operation manual
Login

Apply

Check Review
Results
ReportInquiry

Log in JROIS2

P2

Select Division to apply to

P3

Select an offer

P3Enter information

P4

Upload files (application form)

P4

SubmitP5

Confirm the submitted application data
(Applicant)P6

Confirm the submitted application data
(Coordinator)

P7

Check Review Results

P8

Submit a report

P9

Inquiry to office staff

P10

Inquiry to the system administrator

P11

Revision history

P12

Version 4.1
Revised Date： 2024/9/24

This manual is a user operating manual.

2

Login
1 . Access to https://jrois2.rois.ac.jp
Click either Japanese or English to set display language.
Click either [操作開始(日本語)]Japanese or [Start(English)]English
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Google Chrome
Microsoft Edge
<Mac OS>
SafariClick here to get this manual.

Information from the systemadministrator.
Information from the office staff.

2. Log in JROIS2
If you have an Account of this system, enter your Email address and Password and click “login”.
If you do not have any Account of this system, , click "Account Services" menu above to register an account.
If you forget your password, click "Account Services" menu above to renew password.
New registration.
Follow the instructions on the ‘Account Service’ screen and enter a valid e-mail address and apassword of at least 8 characters, etc. Then click on the URL in the email sent to the address you
entered to complete your registration.
After logging in for the first time, the ‘Edit User’ screen will appear, asking you to register your
‘Display Name’, ‘Contact tel number’ and ‘Organisation or “Personal”.

Account registration is required when applying or when checking application forms for which you
are the coordinator. It is not mandatory for coordinator to check application forms on system.
Note: Applications can only be checked by a coordinator who is logged in with an email
address that matches the coordinator's email address on the application form.
When you receive the “Application received email”, if the email address is not the same as
the you registered for your account, please contact and ask the office to correct thecoordinator's email address on the application form. If you have not yet registered, please
register an account with the email address.

3

Apply
1. Select Division to apply to“Division to apply to” is displayed.
Select division to which you are submitting your application.
※To submit a report, click “Application List” menu above and click the application ID to be submitted to.
A list of offers by all divisions can also be displayed.

2. Select an offer“Offer List” is displayed. It is only a list of offers and notice by the selected division.
*At first, a list of offers in the latest fiscal year is displayed.
To see a list of offers in the different year, click the year.
*Use the filter function if necessary.
Click the “Apply” button of the offer for that you are applying for.

4

Apply
3. Registor information

Application Section
Select a coordinator from the list

Enter the required information in Application
section.
The input items for each offer are different, so it
may be displayed differently from the left figure.
Items related to coordinator may be entereddirectly or may be inserted automatically byclicking the blue button and selecting form thelist. The figure on the left is for selecting fromthe list.
Upload your application file according to theapplication guidelines.
＊See below for information on uploading.
You can upload up to 3 attachments, but it depends
on the offer.

Upload application fileUpdate file status(Click if attachment status is not updated.)
Click to delete this application

Select Coordinator

Click [Save temp.] to save data temporarily before
you submit.
If you go out the page without “Save temp.”, theapplication ID will be removed from Application List.

You can filter by ‘Name’ and ‘Belong to’.
*Name can be searched for partial matches.
Click on ‘Select’ , review a confirmation dialog, andthen click ‘OK’.
Then the coordinator's information in 'Edit Application'
will be filled automatically.

4. Upload application file

Upload the application file (in the specified file format) to the 'Application Section' file upload field.
After clicking “Upload” button, you will see the screen below. Then, click 「Select_a_file」 ①①
2. Select a file to upload, and you will see the screen below. Then , click 「upload」 ②②

file path “C:¥fakepath¥～”Browser converts and displays for security purposes

3. After that you will see the screen below. Then, click 「close」 ③③

After uploading the files, it is not complete
until you click on "Submit".
See the next page regarding ”Submit“.

5

Apply
5. Submit
1．Check “ ☑「I've checked the application attachments.」
After checking, the color of the button changes and it becomes enable to click.

Check before submit
Check ☑、「submit」 button becomes enable to click.

2．Click [submit] button tosubmit . Then click ‘OK’ after a confirmation dialog is displayed.
If a message then appears, click on ‘Go to Application List’.

3． Your application has been completed when you receive an email that your application is received.
If you do not receive the email, please contact the office.
＜ Notes＞

 If the submission deadline arrives while the ‘Edit Application’ screen is opened, the status will change to‘Expired’ and the application cannot be submitted.
 If you wish to make changes to your application after it has been ‘Submit’, please ask the office to process a‘Request for remand of application’. As shown in the diagram below, you can also contact the office if theblue button ‘Inquiry(Contact on changes after Accept)’ is displayed in the top right-hand corner of theapplication editing screen. (*For details, see p. 10)

 If you click 'Submit' without uploading any attachments, the application will automatically be 'Saved' but
the status will not be 'Submit’. Please upload the attached files and then click ‘Submit' to confirm that the'Received your application' email has been sent. Please also check that the status is 'Submit’.
 If the application is incomplete, the Secretariat may issue a return instruction. If the status of the applicationis changed from 'Submit' to 'Remand', you will be able to edit the application again. Please correct theissues raised and 'Submit' again.
 In rare cases, a 'TLD not found' message may be displayed in the 'Coordinator Email' section. This may be
due to spaces or a different character code, etc. Please try entering your email address in a text editor suchas Notepad and copy and paste.

6

Apply
6. Confirm the submitted application data
You can see the subject that you have submitted in” Application List“.
Please be sure that the status of your application is “Submit”.
If the status is “Saved” , your application procedure is not completed.
To confirm and edit your application data saved tentative, click the “Application ID“「Application List」
Click to sort. (ascending/ descending toggle button)

Application ID

w/ the uploaded file

w/o the uploaded file

To download a file after ‘Submit’, you can either click on the file icon in ‘Application List’ or in‘File Download’ in ‘Edit Application’ (see figure below).
「Edit Application」 (‘File Download’ is located under the ‘Report Section‘.)7

To confirm the submitted application data as a Coordinator (co-researcher
responsible for budget execution)

If you check the checkbox next to “Application List (Coordinator)”, you can see a list of applications
for which logged-in user is the coordinator.
Applications can only be viewed (attachments can be downloaded in “Application List”), cannot be
submitted by Coordinator.
After the applicant has ‘Saved’ the application, it will appear in the ‘Application List’.
If the checkbox is not checked, a list of applications in which the logged-in user is the applicant will
be displayed.
logged-in user ：「user_rois」
If the check box is not checked, the list of applications in which thelogged-in user (in the left diagram, the logged-in user is ‘user_rois’) is
the applicant (researcher representative) will be displayed.

After check、a list of applications for which the logged-in user is the coordinator will be displayed.
logged-in user ：「user_rois」「Application ID 20223」
・Not shown before checking.
*Because the applicant (Principal Investigator) is “user_sp“.
・After checking the box, it is displayed. *Because the teacher responsible for acceptance in theoffice is (“user_rois”).

8

Check Review Results
Once the application is received, the Review proceeds.
Once the review is complete, you will receive an email from the office staff via BCC informing you that thereview is complete.
After receiving the notification email, log in JROIS2.
Immediately after logging in, you will be taken to the ‘Division to apply ’ screen, click on the ‘Application
List‘ menu at the top of the screen.
In the ‘Application List‘ , check the ‘Status’ of the application ID for which you want to check the review result(Accept/Reject).Click on the Application ID and check the Offer Code, Rating, Allocation expenses, etc.
If the notification email from the office shows that the office attachment is to be checked, click on theattachment in the ‘Notices from office staff’ field on the ‘Application List’ screen.
「Application List」

Application ID
Attachments (Applications, Reports and Office Staff files) can be downloaded in ‘File Download’in ‘Edit Application’ (see figure below) as well as in ‘Application List‘ screen.
「Edit Application」 (‘File Download’ is located below the ‘Report Section’.)9

Submit a report“Division to apply to” will be displayed immediately after login.
Click “Application List” menu above.
At first, a list of your applications in the latest fiscal year is displayed.
Then, click the year and Application ID in which you submit your report.

Application ID
Upload your report in the Report section in “Edit Application”.
The instructions for uploading attachments and submitting reports are the same as for
uploading applications, see page 4.
Please follow the instructions of the office staff regarding the file format of the report andthe filling in of the ‘MEXT Report’ fields (some or all of the fields may not be displayed).

“Edit Application” *Report section is in the center of “Edit Application”.
Note regarding report submission
Survey of Research Activities Fill out if it is shown.

Uploading your report files
The same as uploading application
forms (see page 4).

Please make sure report submission period. You cannot “submit” after the period.
After uploading the report files, be sure to check the checkbox and click ”Submit” button.
(Checking the checkbox activates the “Submit” button.)
Your report submission is completed when you receive an email sent by JROIS2 System.
If you do not receive an email after submission, please inquiry the office.

10

Inquiry
１．Inquiry to office staff

To contact on changes after ‘Accept’ or to request a remand after ‘Submit’ an application, click on‘Inquiry (requests for remand / Contact on changes after Accept)’ at the top right of the ‘Edit
Application’ screen of the application to be inquired about.
The ‘Inquiry’ form will open. Select your subject, enter the contents and click ‘send’. Then click ‘OK’
in the confirmation dialogue, an email is sent to the office staff, the applicant and the coordinator.
*If you do not receive a confirmation email within an hour, please check your email address andcontact us again. Please also check your junk mailbox to be sure.
The Contact on changes after Accept items are Add co-researchers, Delete co-researchers, Transfer of co-researcher and Transfer of principal investigator.
*Note: The ‘Inquiry (requests for remand / Contact on changes after acceptance)’ button is not
displayed if the division conducting the public call does not accept inquiries via JROIS2.

‘Edit Application’ (Click on the application ID of the application you wish toenquire about in the ‘Application List’ to open it.)
Inquiry to office staff

Inquiry Form（To Office staff）

Select ‘Subject’ and a template will be inserted inthe ‘Content’ field, which you need to fill in.
*The following is an example. The content
depends on the offer division.
 Add co-researchers Delete co-researchers Transfer of co-researchers Transfer of principal investigator Request for remand of application
Click on ‘Send’ and check confirmation dialog and then click ‘OK’.
*Email notification is not only sent to office staff and applicant, but also to the coordinator.

11

Inquiry
２．Inquiry to the system administrator
To contact the system administrator regarding user registration or changes to user information,
click on the ‘Inquiry’ tab at the top of the screen (always displayed at the top of the screen fromthe login screen onwards).
The Inquiry form will open. Select the request ‘User registration and changing user information’,enter the content and click ‘send’.
After clicking ‘OK’ in the confirmation dialogue, an email is sent to the system administrator andthe applicant.
*If you do not receive a confirmation email within an hour, please check your email address andcontact us again. Please also check your junk mailbox to be sure.
You can make an inquiry both before and after you have logged in. However, the input items ineach form differ. Before logging in, the form needs to be filled out with the applicant's information(Name, Email address, Telephone number and Organization).
「Inquiry」Tab (Always displayed at the top of the screen after the transition to the login screen.)
Click on ‘Inquiry’ tab Select⇒ To the system administrator.
⇒Inquiry form will open.

Inquiry to system administrator.
 User registration and changing user information*You can make an inquiry both
before and after you have logged in.
However, the input items in eachform differ.

Inquiry Form
(To the system administrator *before login)

Before logging in, the fields relating to theapplicant's information (Name, Email, Tel,
Organization) must be completed.

Enter the content

Inquiry Form
(To the system administrator *after login)

Enter the content

Select your subject. ‘User registration and changing
user information’ is the only option.

Click on ‘Send’, review confirmation dialog, and then click ‘OK’.
An email is sent to the system administrator and the applicant.

12

Revision history
VersionDate

Description

1.0

2023.2.20

Initial published Document

2.0

2023.8.30

Revised due to system improvement in August2023

P2 Changed TOP page image due to change of start button.
P2 Added description of account registration when checking
application as coordinator.
P3 Added the description of filter function to offer list.
P3 Deleted the description regarding required fields and added
explanation of file status update button.
P4 Added description regarding confirmation dialog.
P5 Added explanation of application check as a coordinator.
P7 Added description regarding checking checkbox whensubmitting a report.

2.1

2023.9.15

Minor revision

3.0

2024.2.13

Revised due to system improvement in
February 2024

P1 Changed the manual name from “User manual” to“Operation manual”
P2 Change TOP page image due to layout change.
P2 Added the description of “forgotten password”.
P3 Added description due to system specification change todisplay “Division to apply to” immediately after login and to
display a list of offers and notice by the selected division.
P3 Delete filter function to select division.
P5 Added the description regarding “Temp. saved” issue
resolved.
P6 Added explanation regarding Application List to be viewed
by coordinator.
P7 Added notes regarding downloading files.
P8 Added description due to change specification to display“Division to apply to” immediately after login.
P8 Added description regarding report submission period.

4.0

2024.9.13

Revised due to system improvement in
September 2024.

Front cover Change to user operation manual
P2 Changed the name of manual and layout of theannouncement column, etc.
P4 Added button to select a coordinator from the list.
P5 Added ‘Inquiry (requests for remand / Contact on changes
after Accept)’ button
P8 Added file download function in ‘Edit Application’.
P9 Due to the deletion of Note "To check the attached files after
submitting the application, download the files from theApplication List screen." in ‘Edit Application’.
P10 Added Inquiry Form to office staff
P11 Added Inquiry Form to the system administrator

4.1

2024.09.24

P4 Image changes due to deleting Email address and column
name changes (Division ⇒ Belong to) on the Coordinator
Selection screen.