KANSAI UNIVERSITY

Researcher Dispatch Programs

Scholars in Residence Abroad

As a part of Kansai University's measures and policies for the purposes of improvement of educational/research level and contribution to the development of international exchange, there are research abroad programs.
In these programs, scholars in residence abroad etc. refer to scholars in residence abroad, scholars studying abroad, or scholars on a business trip abroad who are sent by Kansai University to overseas institutions for the purpose of academic research or research study.

Scholars Sent Abroad for Academic Research (Length of Stay: one year)

Those who conduct academic research in relation to their field of expertise at an overseas university or other educational or academic research institution for the purpose of improving their research or teaching ability for a period of one year

Scholars Sent Abroad for Research Study (more than one month but not more than six months)

Those who conduct research study overseas in relation to their field of expertise for a period of more than one month but not more than six months

Flow of Internal Procedures for Scholars in Residence Abroad

Early April in the previous academic year

The President requests the dean of each Faculty or Graduate School (hereinafter referred to as "Dean") to make a recommendation of candidate scholars in residence abroad for the next academic year.

Late May in the previous academic year

Scholars in residence abroad for the next academic year are elected at the faculty council of each faculty.

Deans submit a statement on scholars in residence abroad to the President (Article 5).

Late June in the previous academic year

The President makes a recommendation to the executive board after confirmation at the conference of deans (Article 7).

Late July in the previous academic year

The Board of Directors decides the scholars in residence abroad based on the recommendation by the Deans by the end of July in the previous academic year and notifies the Deans of its decision (Article 8).

Early December in the previous academic year

Explanatory session for elected scholars in residence abroad

 

December in the previous academic year to the following January

Issuance of a "Certificate" (under the name of the head of the board or the President) *1

After final approval for the research plan

Research, travel, living and preparation expenses are paid. *3

Before departure

Notification of scheduled departure date

The researchers notify their Faculty and the Division of International Affairs of the flight number and time of departure once their schedule is set.

Departure
 
Upon arrival at destination country

The researchers submit an "Overseas Residential Registration" to the local Japanese embassy or consulate *4

After six months from departure

The researchers submit a "Status Report" (Form 8) to the Dean of their Faculty and the President via the Board of Directors (for academic research scholars) (Article 16, Section 1) *5

Returning to Japan
 
Within one week after returning to Japan

The researchers submit a "Notice of Return" (Form 4) and a "Report on Travel and Other Expenses" (Form 4-2) together with documentary evidence (e.g. a copy of their passport pages with the departure and arrival stamps, receipts of the round-trip travel expenses, stubs of airplane, train or long-distance bus boarding tickets, credit card bills, and other documentation) to the Division of International Affairs, the Dean of their faculty and the President via the Board of Directors, and clear the travel and other expenses (Article 14, Section 1) *6

Within three months after returning to Japan

The researchers submit a "Report on Academic Research/Research Study" (Form 9) to the Dean of their faculty and the President via the Board of Directors (Article 16, Section 2) *7

Within three years after returning to Japan

The researchers submit publications of their research results during the research in residence abroad together with Form 10 to the President via the Division of International Affairs (Article 17, Section 2) *8

*1 Issuance of a Certificate

The Division of International Affairs issues a certificate under the name of the head of the Board of Directors and the President (for use in a visa application or the acceptance procedure at the host university) upon request.
If you need a certificate, fill out the form below and send it to the Division of International Affairs (by email). As a general rule, the number of certificates issued is up to two for each form (the President and the head of the Board of Directors). It takes about two weeks to issue a certificate after receipt of request. Make sure to allow enough time for application.
Please note that it takes more time to obtain the signature of the President or the head of the Board of Directors to issue a certificate during the period of summer and winter vacations and entrance examinations. Make sure to allow enough time for application.

*2 Submission of a Research Plan for Scholars in Residence Abroad and a Request for Travel and other Expenses

  • Fill out the "Research Plan" with detailed information of the date and place of departure, the date and place of return to Japan, your research plan, destination countries, and scheduled visits to universities/institutions in chronological order. Make sure to write the names of all countries you will visit.
    Make sure to write the steps you have taken in education and your contact information abroad (if it has not been determined, write an email address that can be used overseas).
  • Provisional payment for your round-trip travel expenses is made up to 600,000 yen. Apply for the required amount of your round-trip travel expense in units of 50,000 yen. The difference between the estimated and actual amounts is adjusted after your return in a range of up to 600,000 yen.
  • The amounts of daily allowance, accommodation fee and outfit allowance are calculated and filled in by the Division of International Affairs.
    For travel expenses, refer to the following.
Expense item Definition
Passenger fee required for a round trip Actual expenses of airfare in accordance with the itinerary between departure from and return to Japan
Actual expenses of train or boat fares, if there is a route abroad that cannot be traveled by airplane
Passenger fee required for a round trip Daily allowance: Incidental fees for required local expenses, including lunch and transportation
Accommodation fees: Expenses for accommodation, dinner and breakfast, and other incidental fees incurred for the same
Outfit allowance Expenses for preparation for traveling abroad

<Changes in Research Plan (Dates of departure and return to Japan)>

In the case of a change in the date of return to Japan written in the Research Plan of more than two weeks (extension or shortening) due to unavoidable circumstances, immediately apply for the change in the Research Plan for Scholars in Residence Abroad and obtain permission for such change (Article 10, Section 1).
In the case of shortening of the itinerary, portions of the travel expenses, daily allowance, accommodation fees, and outfit allowance are returned to the University.

<Examples of Round-trip Travel Expenses>

①Round-trip airfare from Kansai International Airport or Osaka International Airport to your destination country (including domestic transportation fee from your home to the airport)

②Travel expenses associated with a transfer of the base of research abroad

③Travel expenses associated with participating in academic conferences

  • Make sure to attach documentation, such as a conference program.

④The following charges

  • Charges required by a credit card company to purchase tickets by a credit card
  • Charges required by a travel agency to purchase tickets

<Purchase of Air Ticket>

  • Purchase a discount economy ticket.
  • Purchase a ticket for an airplane departing from or arriving at Kansai International Airport or Osaka International Airport.

    Note: As a general rule, the following are covered by round-trip travel expenses.

    •  1)Ticket or receipt without a date, departure or arrival point, or transportation fare
    •  2)Public transportation fare for short-distance travel by bus or subway from accommodation to the research institution
    •  3)Airfare for airplanes departing from or arriving at an airport other than Kansai International Airport or Osaka International Airport
    •  4)Fee for renting a car
    •  5)Excess or oversize baggage charge
    •  6)Travel expenses for purposes other than research abroad
    •  7)Packaged accommodation and transportation fees (airfare)
    •  8)Unclear pricing, such as chartered bus or unlicensed taxi
    •  9)Receipt prepared by a person or institution other than a travel agency or transportation facility
    • 10)Receipt by a person or institution other than you or Kansai University
    • 11)Fee or agency commission for visa or passport application
    • 12)Cancellation fee or charge for change in itinerary
    • 13)Baggage delivery fee
    • 14)Shipping fee and postage or communication fee
    • 15)Fee for a card that provides a discount for rail fare or purchase money for such discount ticket
    • 16)Limited express charge for travel within 100km from the nearest station to your home to Kansai International Airport or Osaka International Airport
    • 17)Receipt or credit card bill to a person or institution other than you or Kansai University
    • 18)Air ticketa in classes other than economy class
    • 19)Other fees that are not recognized as necessary

*3 Payment of Research Expenses, Daily Allowance/Accommodation Fee and Outfit Allowance

After final internal approval has been obtained, payment is made to the appropriate bank account as requested by the Researcher him/herself.

<About Travelers Personal Accident Insurance>

Kansai University purchases insurance based on the research plan just in case. However, this is death insurance (accidental and sickness death insurance), which allows the university to pay condolence money to the family of the researcher in the worst case and whose coverage amount is very small. Accordingly, we request that the researchers purchase travelers insurance on their own responsibility for their personal effects and for a high amount of compensation.
Pay the expenses required for the insurance purchased at your own discretion from the outfit allowance.
Make sure to pay your own medical expenses in the case of an accident or sickness abroad.

*4 Submission of Overseas Residential Registration

If you will reside abroad for more than three months, you are required by law to submit an Overseas Residential Registration with your address in the country you reside, contact information in Japan, and other necessary information, to the Japanese Embassy or Consulate at your destination. If you will reside abroad for less than three months, you can submit it at your option.
Your Overseas Residential Registration is necessary for contacting you and confirming your safety in case of an incident or accident that has occurred abroad. For more information, please refer to the website of diplomatic missions abroad.
An electronic procedure for an Overseas Residential Registration via the Internet is currently available.

Contact point for electronic registration for Overseas Residential Registration

Make sure to notify your Faculty/Graduate School administration office and the Division of International Affairs of your address abroad and contact information in Japan.

<Points to Remember during the Research in Residence Abroad>

● Leave from Duties of Devotion to Service (No designated form)

If you wish to leave from your destination or take a leave from your work for a purpose other than your research in residence abroad, you need to go through a prior internal approval process (Article 11).
You are not permitted to return home temporarily during your research in residence abroad. If you are compelled to return home for special circumstances, you need to go through a prior internal approval process.
Be sure to notify the Division of International Affairs via your Faculty/Graduate School administration office.
You are permitted to participate in academic meetings of your field of expertise (excluding those held in Japan). You do not need to go through a prior internal approval process for participation in such meetings.

● Addition of Countries to Visit

If you wish to visit countries that are not listed in your Research Plan for Scholars in Residence Abroad, be sure to contact the Division of International Affairs, as it is important to do so in relation to your travelers insurance.

● Salary Payment

You remain on the University payroll during your research in residence abroad. If you wish to change your bank account for the payment of your salary, contact the Personnel Division in advance (Article 15).

● Change in Qualification

If you receive a scholarship from the government of Japan, a foreign government or a public or private organization in Japan or overseas during your research in residence abroad or after the completion of the research in residence abroad, you need to obtain permission from the Board of Directors via the Dean of your Faculty/Graduate School and the President (Article 18).
Travel and transportation expenses are paid in accordance with the University policy for travel expenses.
If you obtain permission from the Board of Directors, your status will be changed to a scholar studying abroad. Travel expenses already paid as a researcher in residence abroad will be refunded immediately after your return to Japan.

● Loss or Theft of Passport

If your passport has been lost or stolen, notify the local police office immediately, have them issue a crime victim's claim and go to the nearest Embassy or Consulate of Japan to have your passport reissued. It usually takes about one week to reissue a passport.
In such case, the following are required for reissuance of your passport: (1) a crime victim's claim, (2) two passport photos, (3) your identification card and (4) a copy of your old passport. (Items (3) and (4) above are not required but will be helpful.)

● Use of Personal Research Budget

During your research in residence abroad, you can use your personal research budget for purchasing goods (those applied to expenditure items of consumable goods, consumable software, consumable equipment or personal research books/materials) in Japan or overseas.
In the case of purchases in cash, you can process the payment procedure by receipts. Prepare a list of items (the names of items or books) corresponding to receipts and submit it together with the receipts to your Faculty office's Research Support Group (for researchers in the Faculty of Health and Well-being, Faculty of Informatics or Faculty of Societal Safety Sciences, submit it to each Faculty office) by January 31 of every fiscal year. Payment is made to a designated bank account as specified in the Request of Bank Account for Bank Remittance in Japanese yen calculated at the rate of exchange on the first day of the month of the receipt.
In the case of purchases by credit card, you need to process the payment procedure by credit-card bills sent by the credit card company. Note that you also need to submit credit-card bills by January 31 of the relevant fiscal year.
If one item costs 200,000 yen or more, you are not allowed to procure it directly. Avoid any procurement that makes it difficult for you to submit supporting documents (e.g. receipts or credit-card bills).

*5 Scholars Sent Abroad for Academic Research should send a Status Report to the person in charge at the following address after six months have passed.

kansai-u1886@ml.kandai.jp (Persons in charge: Uchida and Kawaharada)

*6 Payment of Travel Expenses (Article 14, Section 1)

Note that payment cannot be made if you do not submit receipts and supporting documents.

<Supporting Documents Required for the Payment of Travel Expenses>

(a) If you use an airplane, you need to submit a receipt in the form of a detailed statement and a boarding ticket stub or a copy of the e-ticket (the original is required for each).
(b) In the case of purchase of a ticket via the internet (e-ticket), the following three items are necessary: (1) reservation confirmation form, (2) an original boarding ticket stub or a copy of the e-ticket and (3) credit-card bill (original).
(c) In the case of payment of travel expenses by credit card, an original credit-card bill issued later by the credit card company must be attached.
(d) Avoid purchasing package tours with travel expenses, hotel bills and admission fees included, as each cost cannot be calculated.
(e) Submit receipts and bills with your name on them. The amount paid for an accompanying person(s) cannot be reimbursed. Submit a supporting document that clarifies the amount for your expenses.

<Requests from the Division of International Affairs in Relation to Payment>

(a) If you return to Japan at the end of the fiscal year in March, your expenses are subject to account closing in the fiscal year. We have to submit a financial statement to the Finance Department by the end of the first week of April. While we understand that you will be busy right after returning to Japan, we ask for your cooperation in submitting necessary documents as soon as possible.
(b) We will reimburse your travel expenses immediately after your return to Japan. For travel expenses immediately before your return to Japan, if you make payment by credit card, make sure to purchase early so that you can submit a credit-card bill for such payment by the due date for reimbursement. (Note that it may take about one month for a credit card company to issue a credit-card bill.)
(c) When you return to Japan, make sure to pack supporting documents in your baggage. If you send them by post or courier, they may not arrive by the closing of books.
(d) Hotel or accommodation expenses are paid from Daily Allowance/Accommodation Expenses. You do not need to submit receipts or other supporting documents for such payment.
(e) As a general rule, for travel between Kansai International Airport and an area within Osaka city, take an ordinary express train or an airport limousine bus. Use of the Kansai Airport Limited Express Haruka, Limited Express Rapi:t or a taxi is not permitted.
(f) Transportation fees for commuting or sightseeing are not subject to reimbursement. Travel expenses required for ongoing research, such as train fare, are subject to reimbursement. Make sure that the ticket stub has information on departure and arrival points (destination), the amount of transportation fare and the date.

*7 Submission of Report on Academic Research/Research Study

Researchers in Residence Abroad shall submit a report on their research to the Board of Directors via the Dean of their Faculty and the President within three months after their return to Japan (Article 16, Section 2).

*8 Submission of Publication of Research Results

Researchers in Residence Abroad shall publish their research results in academic journals and submit such publications together with Form 10 within three years after their return to Japan (Article 17, Section 2).
Due to guidance provided by the Board of Audit, the University needs to check and investigate the research grants more strictly than before. Be sure to submit them by the deadline.

  • A reprint of such publication is acceptable. A copy of such publication is not permitted.
  • In any such publication, make sure to clarify and acknowledge in the foreword or afterword section that the article is based on research results arising out of the Kansai University Researchers in Residence Abroad Program.
(Japanese) 本研究(または本研究の一部)は、平成●●年度関西大学在外研究による成果である。
(English) This research was supported by Kansai University's Overseas Research Program for the year of 20XX.

Scholars Studying Abroad

Those who study at an overseas university or research institution for a certain period for the purpose of conducting research or study in the field of their expertise, in receipt of financial aid from the government of Japan, a foreign government or public or private organization in Japan or overseas as a scholarship.

1)Application Procedure

If you are elected as a scholarship recipient by a public or private organization and decide to study abroad, you need to submit a Study Abroad Application Form (From 5) to the Board of Directors via the Dean of your Faculty and the President together with a copy of the notification of appointment as a scholarship recipient (along with a translation) and other relevant documents to seek and obtain permission.

Submit a "Research Plan for Scholars in Residence Abroad" (Form 2) and a "Request for Payment of Travel Expenses" (Form 3) no later than one month prior to departure (Section 11 of Article 14 and Section 2 of Article 13)

2)Period of Study Abroad

As a general rule, the period of stay at the destination is one year or less (Article 24).

3)Others

The University policy for Scholars in Residence Abroad applies mutatis mutandis to Scholars Studying Abroad (Article 25).

  • Submission of Research Plan for Scholars in Residence Abroad (Article 9)
  • Change in Research Plan (Article 10)
  • Leave from Duties of Devotion to Service (Article 11)
  • Submission of Notice of Return (Article 14)
  • Salary Payment (Article 15)
  • Submission of Report (Article 16)
    (A Status Report is required only if the period of study abroad is 184 days or more.)
  • Publication of Research Results (Article 17)
  • Cancelation of Qualification of Scholars in Residence Abroad (Article 19)

Scholars on Business Trip Abroad

Researchers who go on a business trip abroad for the purpose of academic research, research study, participation in an academic meeting, inspection, a lecture or education, commissioned by the government of Japan, a foreign government or a public or private organization in Japan or overseas, or from sheer necessity of their own research shall apply for a permit as a Scholar on Business Trip Abroad (Article 2, Section 26).

1)Permit Application Procedure

Researchers who go on a business trip abroad shall submit an Application Form for Business Trip Abroad (Form 6) to the Dean of their Faculty no later than one month prior to the scheduled departure (or no later than six months prior to the scheduled departure for those who go on a business trip abroad for more than three months) to apply for and obtain permission (Article 26).

2)Subsidies for Part of Necessary Expenses

A subsidy payment for Scholar on Business Trip Abroad is made for up to 200,000 yen in accordance with the standards for support as stipulated in item (5) of Table 2 in the University policy.
If you receive a subsidy payment, you need to submit a Report on Use of Travel Expenses for Scholars on Business Trip Abroad and supporting documents (e.g. receipts) within one week after your return to Japan.
Moreover, if the amount of your necessary expenses is less than the amount of the subsidy payment, you need to refund the balance.

3)Submission of Notice of Return

You need to submit a Notice of Return to the Dean of your Faculty within one week after your return to Japan (Article 28).

4)Other

  • Submission of Research Plan (Article 9)
  • Change in Research Plan (Article 10)
  • Leave from Duties of Devotion to Service (Article 11)
  • Salary Payment (Article 15)
  • Submission of Report (Article 16)
  • Publication of Research Results (Article 17)
  • Cancelation of Qualification of Scholars in Residence Abroad (Article 19)