HOKKAIDO UNIVERSITY

Application Guidelines for the FY2020“Mentoring & Job Shadowing Training” for Female Researchers
Initiative for the Implementation of the Diversity Research Environment (Traction Type) funded by theMinistry of Education, Culture, Sports, Science and Technology (MEXT)

Overview
This program supports the “Mentoring and Job Shadowing Training” for female researchers who arehighly motivated toward career advancement in academia. Applicants (hereinafter referred to as"mentee(s)") are expected to "shadow" a researcher of a higher professional level (hereinafter referred to asa "mentor") to gain experience and insight into the role of researchers at a specific level. Through thistraining program, we aim to broaden the participation of female researchers in PI (Principal Investigator)
positions and university management.

About Mentoring
Mentoring (of Mentees) here stands for direct guidance by mentors about educational and research activities
and career development.

About Shadowing
Shadowing is a program where the mentee may accompany and observe a mentor’s daily work and observe
their communication and decision making at various professional levels to learn about the skills and codeof conduct of personnel in higher professional level positions.

Expected effects of the training- Improved communication skills with colleagues and students and other university staff.
- Gaining knowledge and skills in the management work at the university.
- Observe actual launching, promotion, and progress of collaborative research.
- See (observe) examples of research and project management- Learn about the management of activities of female researchers in higher professional positions includingtime management and prioritization practices- Enhance professional - development through the process of planning, training, and reporting- Obtain advice on career development- Gain skills in organizing and structuring of lectures

Also, mentees will be able to build and expand their network through the work with the mentor.

Skills covered by the “Shadowing” training- Observing/attending conferences, faculty meetings, and similar with the mentor.
- Laboratory management- Discussions with students at mentor’s laboratory on relevant themes.
- Meetings about the collaborative research- Presentation practice for doctoral dissertations- Conducting classes and seminars- The mentee visits the mentor’s office to observe activities and communication conducted there in actualsituations- Skills including time management and prioritization- Communication methods with laboratory members and other administrative staff- One-on-One direct meetings (mentoring sessions)

Requirements and eligibility
The program comprises three stages,
1. Preparation of training plans

2. Conducting the training

3. Reporting the outcomes of the training
A. With mentors working at Hokkaido University,
Eligibility: Female postdoctoral fellows, assistant professors, lecturers, and associate professors at
Hokkaido University, including specially appointed faculty members.
Activities involved: Shadowing for more than 1 hour, or One-on-One direct meetings (mentoringsessions) for more than 1 hour, for a total of more than 2 hours. After the training iscompleted, a report of the training is to be submitted to Ree-D (Promotion office ofResearch environment for Diversity).
B. When the desired mentor is a researcher belonging to another Japanese institution
Eligibility：Female assistant professors, lecturers, and associate professors of Hokkaido University,
including specially appointed faculty members.
Activities involved：Conducting shadowing, and One-on-One direct meetings (mentoring sessions)for a total of more than 8 hours during the visit(s).
Restrictions: Training locations are limited to Japan.

*One-on-One direct meetings (mentoring sessions): discussion with the mentor on the themesof the shadowing training to strengthen (ensure) the learning.

Details of the support provided
A. When the desired mentor belongs to Hokkaido University,- Provide a list of mentors, and of mentor candidates not in the list.
- If the training is conducted under mentor from different campus within Hokkaido Univ, travel expenses
for the mentee; 100,000 (maximum)
B. When the desired mentor is a researcher belonging to another Japanese institution,- Honorarium to the mentor; 50,000 yen (maximum) However, the mentor belongs to a KNIT partnerorganization*, the expense is not payed.
- Travel expenses for the mentee; 150,000 yen（maximum）*KNIT partner organization; Muroran Institute of Technology, Obihiro University of Agriculture andVeterinary Medicine, Kitami Institute of Technology, Amino Up Co., Ltd., and Nitto DenkoCorporationMentor
The applicant is required to obtain consent from the mentor in advance of applying for this program. If
there is a need for help to communicate and negotiate with a desired mentor, please contact the Ree-D
office in advance as early as possible. Mentor gender is not limited to females.

Period when training is possible
1 June 2020 to 28 February 2021.

How to apply
Send the completed application form to the Ree-D Office( reed@synfoster.hokudai.ac.jp ) by e-mail at least 6weeks prior to the date desired to start the training. The final application deadline is 10 December 2020.
*Applications will be accepted till the total amount of support reaches the budget limit for this year.

Prior Consulting
We welcome requests for prior counselling about finding mentors and preparing training plans andapplications. If you need help, please contact the Ree-D Office at your earliest convenience.

Evaluation
The successful applicants will be selected after a review by Ree-D. We may also request additional
documents or an interview during the selection process.

Main evaluation criteria- Interest and motivation towards career advancement in academia.
- Clarity of purpose of training.

Report of the results of the training program
The successful applicants are to submit a report to the Ree-D office within one month of completion of thetraining. There is a possibility that the successful applicants will be asked to present the results of the training
at a seminar which Ree-D will organize, in order to share the results with other female researchers of
Hokkaido University.

Other
The successful applicants for training programs conducted under mentors from outside the university
will be asked to sign a pledge to maintain confidentiality.
In addition, we may ask you to submit other documents, as this project is implemented and supportedfinancially as a part of the Grant-in-Aid for Human Resource Development in Science and Technology"Initiative for the Implementation of the Diversity Research Environment (Traction Type) ".

WHERE TO SUBMIT AND ENQUIRIES
Promotion office of Research environment for Diversity (Ree-D)
Front Office for Human Resource Education and Development
Hokkaido University
Tel.

011-706-3625

E-mail:reed@synfoster.hokudai.ac.jp