Procedures for Studying Abroad

Outline of procedures

Procedures to be completed before traveling

When TUAT students are traveling abroad, you must submit the following documents to the appropriate office.
If these documents are submitted and the travel is recognized as a necessary step for the purpose of engaging in educationally beneficial activities, the activity will be recorded as "studying abroad" on your academic record.
The documents you need to submit when traveling will vary depending on the purpose of your trip.

Please check the deadline and the place of submission on the website of each campus. →2. Details of the procedure

If any of the following items apply to you, please follow the procedures in addition to submitting the documents listed above.

I. Credit Accreditation for Study Abroad

If you wish to receive credit for studying abroad, you must complete the necessary procedures.
Procedures vary by department and course, so please check with the Academic Affairs Office or the? ?detailed procedures page prior to your departure.

II. In the case of studying abroad through an outbound program conducted by TUAT

Some programs may require submission of required documents at the time of application or after being selected as a recipient. Please check the program implementation guidelines, etc., and complete the necessary procedures by the deadlines.

III. If you receive a scholarship

If you are receiving a scholarship through your university to travel abroad, you must submit the necessary documents (such as a bank transfer request form) to your supervisor or the relevant office by the specified deadline.
If you are currently receiving loan-based or grand-based a scholarship from the Japan Student Services Organization or another scholarship foundation to support your life in Japan, you may need to go through separate procedures (e.g. suspension procedures) to avoid receiving duplicate scholarships. For more information, please contact Student Support Section or Educational Affairs Section.

IV. When travel expenses are provided

If you wish to receive estimated payments

First, please check with your supervisor or the administrative office to see if advance payment is possible.
(An advance payment is paying the approximate travel cost estimate before the trip based on the assumption that the total amount will be settled after the trip.)

In principle, please submit the necessary documents (travel order, itinerary, transfer request form, air ticket estimate, etc.) to the relevant office at least one and a half months before departure.

If you do not receive estimated payment

Please submit the above required documents to the relevant office at least two weeks before your departure.

others

Leave of Absence

If you wish to take a leave of absence during your study abroad period, you must submit an application for leave of absence to the Academic Affairs Office by the designated date. If you are considering taking a leave of absence, please consult with the Academic Affairs Office first. (Please be sure to check in advance, as there are cases where a leave of absence is not permitted as a requirement for program participation, such as when participating in a study abroad program based on a sister school agreement.)

Enrollment in Full-Year Courses

If you are taking full-year courses at the start of your study abroad program, you may need to follow the procedures, so please consult with the Academic Affairs Office.

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Procedures to be followed while studying abroad

When you arrive at your study abroad destination, be sure to report your arrival to the appropriate people in Japan first.
During your study abroad, you should basically follow the laws of the host country and the rules of your host institution, and be fully aware of the information in the Study Abroad Handbook, "Safety Guide," to ensure a safe and fulfilling student life.

Ⅰ. Report your address and contact details to the Academic Affairs Office

I. Reporting the place of residence and contact information to the teaching office

II. Submitting contact details to the Ministry of Foreign Affairs

Regardless of the length of your stay, if you submit your name, contact information, etc. online to the Japanese Embassy or Consulate General in the country or region where you are staying using the method below, you will be able to receive prompt assistance and email notifications from the Ministry of Foreign Affairs in the event of an emergency.
If you are staying for less than three months, please submit a "Tabi-Regi" (たびレジ), and if you are staying for three months or longer, please submit a "Residence Notification." In particular, if you are staying for three months or longer, you are required to submit a residence notification under Article 16 of the Passport Act, so please complete the procedure promptly. In addition, when you return to your home country, please submit a return notification. Notifications can be made through the electronic notification system.

• Ministry of Foreign Affairs Tabi-reji, Residence Notification Application

Please only carry out the following procedures if applicable.

III. When credits related to studying abroad are to be approved

Please make sure to prepare all necessary documents (certificates, syllabus, etc.) that you confirmed in advance before returning to Japan.

Ⅳ. If you are studying abroad through an exchange program implemented by our university

Depending on the program, you may be required to submit documents such as an admission confirmation letter and a completion certificate. Please check the program implementation guidelines and complete the necessary procedures by the specified deadlines.

V. If you are receiving a scholarship

Depending on the program, you may be asked to submit documents such as a letter of enrollment. Please follow the instructions you received in advance and submit the documents by the specified date.

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Procedures to be taken after returning to Japan

After returning to Japan, you will need to submit the following documents to the relevant office if any of the following apply to you:
If these documents are not submitted, the classes you take at the host university and the research results you conduct may not be recognized as credits, and you may not be able to receive scholarships or travel expenses, so please be sure to complete the necessary procedures.

Please only complete the following steps if applicable.

I. Credit Accreditation for Study Abroad

Please make sure to prepare all necessary documents (certificates, syllabus, etc.) that you confirmed in advance before returning to Japan.

II. If you are studying abroad through an exchange program implemented by our university

The documents to be submitted will differ depending on the program. Please submit the necessary documents to your Faculty Member or the Academic Affairs Office by the specified deadline, following the implementation guidelines.

III. If you received a scholarship

The documents to be submitted will differ depending on the program. Please submit the necessary documents (reports, questionnaires, etc.) to Faculty Member in charge or the Academic Affairs Office by the specified deadline.

IV. When travel expenses are provided

Please submit the necessary documents (receipts for air tickets, air ticket stubs, trip report, copy of passport, etc.) to the relevant office within one week from the day after your return date.

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Procedural details

The details of the procedures vary by campus, so please be sure to check the following websites.

Fuchu (Faculty of Agriculture, Graduate School of Agriculture and United Graduate School of Agricultural Science)

• Fuchu Educational Affairs Section Website
• Study Abroad Handbook for Students Faculty of Agriculture and Graduate School of Agriculture

Koganei (Faculty of Engineering, Graduate School of Engineering and Graduate School of Biosystems and Applied Sciences)

• Koganei Student Support Office Website
• Study Abroad Handbook for Faculty of Engineering and Graduate School of Engineering Students

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Contact for inquiries regarding procedures

(*Please replace "◎" with "＠" when sending the email.)

If you are studying abroad through a program, please contact the office in charge of the respective program.

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