MEXT SCHOLARSHIP 🇳🇵🇯🇵 : MY EXPERIENCE AND SUGGESTIONS!!
By: Jay Nepal
Tags: Study Abroad, Education, Study In Japan, Mext Scholarship

MEXT SHOLARSHIP TO STUDY IN JAPAN

MEXT SCHOLARSHIP (ALSO KNOWN AS MONBUKAGAKUSHO SCHOLARSHIP OR JAPANESE GOVERNMENT SCHOLARSHIP, FORMERLY KNOWN AS MONBUSHO SCHOLARSHIP AS WELL) is a prestigious scholarship offered by the Government of Japan, Ministry of Education, Culture, Sports, Science, and Technology to the students across the globe pursuing higher education to study in Japan. The Scholarship is offered to both the undergraduate and post graduate students (Masters and/or PHD) and is in fact divided into 7 different categories. Also, there are two routes to get the scholarship- the Embassy recommendation & the University Recommendation. (Please visit the website of MEXT for details of all categories and ways) The major difference between the Undergraduate level and Post graduate level is that to apply for the earlier one you must have a certain degree of Japanese Proficiency (which you have to demonstrate in the Japanese language exam taken by the embassy as well), while in the latter, Japanese proficiency is not mandatory. While you can find the details about each categories at the website of the MEXT itself, I will focus mainly about the process in a category I got through, the Post Graduate or the Research Category through the embassy recommendation, which refers to the students pursuing the Post graduate studies, either Masters or PHD in Japan.

THE PROCESS:

THE APPLICATION:

The application procedures for the MEXT Scholarship to be awarded next year starts in the month of May this year. That is for the MEXT Scholarship to be awarded on April 2018, the process starts on May 2017. The same applies for the October intake. You get to select which intake you want to be enrolled during the application form itself, and will probably be screened according to the intake although it is not clearly stated anywhere. The notice that the application form is opened is out on the website of the Japanese Embassy around April, where you can download the application form, and read the guidelines and the TOC for the Scholarship. You have to fill the application form and prepare all the ready documents during this time. The application form includes one main form where you have to fill out your personal, academic and professional information thus far. To be considered for the category of Research (Post-graduate) student, you need to have completed at least 16 years of education already (or equivalent). While any professional experience is not mandatory, it is preferred. So don’t hesitate to state if you have any. Along with this main application form, you also will have to fill the other two forms, named as “Field of Study” form where you have to write down which subject you have read so far and want to read in Japan, and the last form named “The Recommendation Form”. In this you have to submit a recommendation by an academic person (most preferably dean or campus chief) in a prescribed form sealed in a university envelope. (Friendly tip: Don’t ignore the seal part because the Japanese consider propriety and formality very seriously, its no different at the embassy). Also, if you are a job holder, a recommendation from you chief or boss if highly recommended. This completes the set of application forms. Then you have to get you documents ready which includes your transcripts and the passing certificate (provisional or character certificate will work). Don’t worry, you need not submit the originals, but a photocopy officially attested by university, or simply a notarized copy will work. With this, you have to submit a photocopy of your Nepalese Citizenship (notarized) with an auto sized recently taken photogram of yours, in addition to one photo of 4*3 cm2 you have attached in your application form.

Then, with in a period of about 5 days, between 9:30–12:30, that is specified by the embassy (most probably in May), you have to go to the Japanese embassy and submit all of these yourself. (Tip: Don’t wait for the deadline day, because as I told, Japanese are very meticulous and may return your application back if found insufficient even if it’s the last day).

THE FIRST SCREENING:

After you have submitted all the application documents, its your turn to wait patiently till they evaluate all your documents. It will take around a month or so. They will then publish the list of numbers who have passed the first screening also k/a Document screening, (probably the most important one) around mid to late June. In case I did not tell you earlier, when they deem your application documents to be complete, they will receive them and give you a slip which has a serial number, or the application number. As I told, since they publish the numbers (not the name), keep the slip safely. They will not inform each candidate individually, nor entertain the calls regarding selection, it is advised to be patient and keep checking the website on a regular basis. If you have passed this screening, however, you can call the embassy and ask about the procedures. (Yes! Suddenly, everyone becomes whole lot friendlier).

THE PREPARATION PERIOD:

If you have passed the first screening, you are notified that you have to go to the embassy again. This time though, you have to submit a complete research proposal to the embassy. (Another tip: You won’t have a lot of time to prepare it if you start to work on it after the result of the first screening, probably around 8–10 days, so it is best if you have at least started it as early as you can). Also, along with the proposal, you will have to submit the abstract or the summary of the research that you had done during the undergraduate study. Then, once you submit those, you will be given an entry card and notified the date of the next examination, the language examination.

THE LANGUAGE EXAMINATION:

If you thought that you have given a TOEFL exam or passed a NAT/JLPT Exam, and you won’t have to give any exams again, you are wrong. (Experience: When I told that I have given TOEFL exam, what they told was “Japanese English is very different” J) Because the language exam at the embassy itself is mandatory, it is a very important as well from the point of view of selection. For research students, although you have to appear both English as well as Japanese language exam, the latter is not mandatory to pass. What they will do is they will score each exam separately and count whichever is highest as your Language test score. Therefore, you need not worry one bit about your Japanese proficiency just yet and focus on your English preparation. (Friendly tip: Although you are confident on your English Proficiency, Be sure to download the sample questions and answer sets of previous exams and practice them, because as I was told, “Japanese English” is different J )

THE INTERVIEW:

So, if you you pass the language examination, you are almost there, but for the interview. The embassy will notify you about the date of the interview and needless to say, you have to be punctual. The interview will be taken by 4–5 people or may be more (In my case, it was 5, 3 Nepalese and 2 Japanese). They will ask you questions for around 45–60 min (In my case, it was around 50min). If you are wondering what kind of questions they ask for such a long time, Don’t worry. They do not ask very tough questions. Some will be related to you background, research interests, your plans etc. and some will be about you motives. Some sample questions that I was asked were,

Why Japan?

What do you know about Japan?

Who told you about the scholarship?

How will your research help Japan/Nepal?

How will you conduct your research?

Why did you select this subject?

What do you plan to do after graduation? Etc.

Yes, the obvious questions that don’t look for you to read about a particular subject in detail, but have a basic understanding of. Actually, the main purpose of the interview, I believe, is to test whether or not you can understand, communicate and explain yourself in English. (Yes, The Interview-Thankfully- will be all in English)

Some friendly tips for the interview,

Be formal: Yes, it is highly recommended that you wear formal dresses for the interview. Its better if you have suit, or a formal shirt pant should suffice.

Be punctual: Do not reach the embassy 15 minutes late and complain about the traffic. Be as early as you can. Not only it will make a good impression, but it will help you calm down and relax at the embassy for a while, drink water etc. for the interview. That, my friend, is going to be important.

Be Smart: In the interview, they will ask some of the questions related to the form that you filled. So, be smart and do not forget to keep a copy of all the forms with you so that you could revise them before the interview. (Otherwise, when you are in the interview and ask something from the form, you could be like, “Wait, Did I write that”. So, better safe, than sorry.

NOTIFICATION OF PASSING OF PRELIMINARY SCREENING:

After a few weeks, around one month or so after the interview, they will notify you if you have passed the preliminary screening of the embassy. Now, you can relax a bit, because there are 99.99% chances that you will get the scholarship from here on. (Although, they will repeatedly tell you that it may not be certain). Yes, you can start to think about your life in Japan from now on. Although, there are still some very important procedures to complete, receiving the accepting letter from the professor of a university being a crucial step in you career. After, receiving the format of the embassy, you have to now undergo a regular health check up and submit it to the embassy as soon as possible, and start your quest for the letter of acceptance (LOA).

THE ACCEPTANCE LETTER:

If you pass the screening of the embassy, they will give you a letter and a certificate indicating that you have passed the screening. Also, they will return the copies of the forms that you filled thus far with the seal of the embassy. You will now need to find at least one (up-to 3) LOA from the professors in Japan. You have to scan all the documents, and send them to a professor through mail along with your expression of interest. You have to mention that you have passed the screening of embassy and want to join his university and conduct a research under his supervision. If he replies positively, you have to request for the letter of acceptance from the professor with the seal of the university in a prescribed “Letter of Acceptance” form. The embassy will give you that prescribed form, and although most universities will actually have the format themselves, it is better that you send the scanned copy of LOA to your professor for his convenience.

Friendly tips:

Searching the University: When you have passed the screening, it is natural for you to be wanting to go to the top universities, like University of Tokyo, and Kyoto University. But, when you search and mail the professors, not just mail the professors of these universities, but also some other universities to be on safe side. The professors in top universities are often busy, and probably reluctant to reply. So, it is always safe if you get LOA from one decent university in advance. Also, if a professor of a university has agreed to issue a LOA, don’t ask with another professor of the same university. (I’m telling you because I did that mistake and nearly lost one LOA, the LOA that brings me to where I am now)

When you have passed the screening, it is natural for you to be wanting to go to the top universities, like University of Tokyo, and Kyoto University. But, when you search and mail the professors, not just mail the professors of these universities, but also some other universities to be on safe side. The professors in top universities are often busy, and probably reluctant to reply. So, it is always safe if you get LOA from one decent university in advance. Also, if a professor of a university has agreed to issue a LOA, don’t ask with another professor of the same university. (I’m telling you because I did that mistake and nearly lost one LOA, the LOA that brings me to where I am now) Searching a professor: You can go to the website of university and search for the professor that matches you interest. Don’t worry if the professor does not have the exact same research or research interest as you have submitted in a proposal. If it is something similar, that will work. However, my advice will be to look for the professor who might have some experience in English, i.e. some articles published in English, or have stayed abroad in the past for the job etc.

You can go to the website of university and search for the professor that matches you interest. Don’t worry if the professor does not have the exact same research or research interest as you have submitted in a proposal. If it is something similar, that will work. However, my advice will be to look for the professor who might have some experience in English, i.e. some articles published in English, or have stayed abroad in the past for the job etc. Mailing a professor : Always be very polite and formal while mailing to any professor. While this is true for any professors across the globe, its mandatory in Japan. Sometimes, you may have to be politer than you actually think is justifiable. Err on the politer side than risking being rude. Also, it is recommended not to prolix you mail and be as concise as you can. Yes, Japanese like everything short and sweet.

: Always be very polite and formal while mailing to any professor. While this is true for any professors across the globe, its mandatory in Japan. Sometimes, you may have to be politer than you actually think is justifiable. Err on the politer side than risking being rude. Also, it is recommended not to prolix you mail and be as concise as you can. Yes, Japanese like everything short and sweet. Waiting for acceptance letter: It is normal for you to be anxious to get at least one LOA as you will have a deadline for submitting it at the embassy. Usually, the deadline is around the last week of September, but Japanese Universities do not often receive an application after 31st (But they can issue LOA later if they have received application prior to 31st August). So, it is important to act early. Also, it is good if you remind the professor once or twice after he has agreed to give the LOA, albeit in a very polite manner. But, Remember, don’t try to be cute by shortening the actual deadline to receive LOA early, because they know the rules, probably better than us.

Once you have received the LOA from the professor (I repeat, in a prescribed format with a university seal), you have to go and submit them along with a “University Preference Form” by yourself. That is, if you have received LOAs from more than one professor, you have to rank them in an order of preference. But don’t worry, as long as you have the LOA from any national university in Japan, they will send you to the university of you first choice.

THE LONG WAIT:

Once you have submitted the LOA and the form, it is now time to wait for about 2 months to know officially that you have been awarded the scholarship. In around late November to December, they will notify that you will receive the scholarship (or not, should I say), and in about a month from then, they will confirm your university.

CONGRATULATIONS!!

If you have come to this point, Congratulations. You have deserved it, not only for your intelligence, but also for your patience. So, KUDOS! You can plan your trip to the land of the rising sun.

EMIGRATION PROCEDURES:

You will now be guided by the embassy to complete the necessary preparations. You will have to apply at the embassy for the VISA, with a valid passport and the completed VISA application form. (They will not charge any fee for VISA). Also, as per the rule of MEXT, they will also buy you a ticket to Japan. Also, the embassy will organize a “Orientation Program” in collaboration with Japanese University Alumni Association of Nepal (JUAAN) and guide you before your departure.

UNIVERSITY PROCEDURES:

Along with the emigration procedures, you will have to complete the university procedures simultaneously. You will be guided through this process either by a professor, graduate school, department or any international organizations etc. Some of the procedures include filling up university forms, applying for accommodations or some program etc. Also, don’t hesitate to check with the professor or university regarding the arrangements for picking you up from the airport and assigning you a Japanese language tutor.

THAT ALL. PHEEWWW...OFF YOU GO TO JAPAN. SEE YOU HERE SOON! J

(DISCLAIMER: The information that I have provided is primarily based on my experience during the procedures at the Japanese embassy in Nepal. Remember that the procedures can vary according to the consulate in a country. Please use this information only for reference and visit the website of respective embassies and MEXT for more detailed and official information.)

Please visit these websites frequently for more official informations:

Thank you for reading. Good luck. Feedbacks are welcome. Feel free to contact me if you think I can be a help. (mejayxoxo18@gmail.com)

-Jaya Nepal

Research Student

Laboratory of Agricultural Development Studies (LADS)

Department of Global Agricultural Sciences

Graduate School of Agricultural & Life Sciences

The University of Tokyo

Japan