Kansai University Researcher Dispatch Programs
Exchange Scholars Sent Abroad refer to professors or researchers sent to a partner university which has entered into a partnership agreement with Kansai University for exchange scholars programs.
Below is a list of universities that have such an agreement in place and engage in exchange scholars programs (as of April 2016).
The President proposes a dispatch plan (a summary of the application guidebook) and puts out a call for Exchange Scholars Hoping to Be Sent Abroad for the next academic year.
Announcement of the call for internal applications for Exchange Scholars Hoping to Be Sent Abroad for the next academic year is made at the faculty council of each Faculty (under the President's name to the Dean of Each Faculty, Organization and Professional Graduate School).
As a general rule, applicants discuss and make arrangements for research collaboration with researchers at a partner university of their choice in advance. Once the outline is determined, applicants submit a "Statement of Exchange Scholar Hoping to Be Sent Abroad" (Form 1) to the President via the Dean of their Faculty.
* Although the deadline is set at the end of September in the University policy, application is made by submitting a "Statement of Exchange Scholar Hoping to Be Sent Abroad" (Form 1) to be reviewed by the faculty council of each applicant's Faculty by the end of July, because the schedules of Faculty's approval and application for next fiscal year budges are tight.
After approval by the Division of International Affairs, the Secretary Meeting for Promoting Cooperation, the International Affairs Committee and the Conference of Deans of Faculties and Graduate Schools, approval is obtained from the President.
After approval of the Board of Directors, a "Notice of Determination" is sent (from the Division of International Affairs under the name of the President to the Dean of each applicant's Faculty and the applicants).
A "Curriculum Vitae" (CV with photo) is submitted (by the scholars hoping to be sent to the Division of International Affairs).
November to December
A "Request for Acceptance" is sent (from the Division of International Affairs to the partner university where each scholar may be sent).
An explanatory session is held (by the Division of International Affairs).
⇒ Submission of "Letter of Consent on Travelers Insurance>."
A "Notice of Determination of Acceptance" is sent from the partner university where each scholar will be sent (to the Division of International Affairs) ⇒ A copy of such Notice of Determination is sent to each scholar to be sent.
2 Months prior to Departure
Confirmation of the period of stay with the Division of International Affairs
⇒ The Division of International Affairs makes reservations for air tickets at a travel agency and sends a notice on the confirmed dates to the partner universities.
1 Month prior to Departure
Submission of an "Exchange Scholar Program Plan" (Form 2) (From the scholars to be sent to the Division of International Affairs via each scholar's Faculty)*1
Upon receipt of this Plan, disbursement is made. *2
A final meeting is held (between the scholars to be sent and the Division of International Affairs).
Receipt of airline tickets (from the Division of International Affairs to scholars to be sent)
Within 1 Week after Return to Japan
Submission of a "Notice of Return of Exchange Scholar" (Form 3) (from the scholars sent to the Division of International Affairs via each scholar's Faculty)*3
Within 3 Months after Return to Japan
Submission of a "Report on Exchange Scholars Program" (Form 5) (from the scholars sent to the Division of International Affairs)*4
Submission of a "Exchange Scholar Program Plan" (Form 2) (Section 4 of Article 3 of the policy)
Once the time and date of your departure and the plan for your stay are determined, create a plan for the dispatch and send it to your Faculty no later than one month prior to your departure. Payment for travel expenses for the exchange scholars program is made based on this plan. If you do not submit it by one month prior to your departure, payment for living expenses may not be made before your departure.
Contact the researchers at the host university and prepare your lecture or research plan in coordination with them. If you deliver a lecture at the host university, send a summary of your lecture to the partner university as soon as possible as needed.
Clarify the name of the host university, the period of dispatch, outward and return trips, and the plan for your stay on your Research Plan form. You do not need to fill in the estimated amount of travel expenses.
Round-trip air tickets are prepared by the Division of International Affairs.
The dispatching university is responsible for the round-trip travel expenses for sending researchers in accordance with the terms of each partnership agreement. You will be provided with round-trip air tickets between Kansai International Airport and your travel destination (economy class).
As for living expenses, the difference between daily allowance/accommodation expenses based on Article 12 of the policy for scholars in residence abroad and the equivalent amount of living expenses paid in accordance with the partnership agreement with the host university is paid. Accordingly, an estimated amount of living expenses is paid. You can receive reimbursement of the difference by submitting a Notice of Return.
For such reimbursement, payment is made at the exchange rate at the time of your return. Make sure to retain receipts you receive in your destination country, such as those for transportation fare, as much as possible. (If you stay in China, receipts for conversion are also required.)
Professors and researchers hoping to be sent abroad need to submit the following documents to their Faculty within one week to receive reimbursement of their travel expenses.
If there is no arrangement for transportation to and from the airport of your destination, write the round-trip transportation fare from the airport of your arrival to your accommodation and airport tax fee in your Report on Travel Expenses. Such expenses will be reimbursed after your return to Japan. If you use a taxi, make sure to receive a receipt from the driver. If you do not submit such a receipt, your taxi fare will not be reimbursed.
To receive reimbursement, you need to submit receipts (if you made your own flight arrangements) and your boarding pass. Make sure to keep them in a safe place until you receive reimbursement.
If you make payment by credit card, original credit-card bills will be required.
Submit a "Report on Exchange Scholars Program" (Form 5) to your Faculty office within three months after your return to Japan.
If you wish to extend or shorten the period of your stay described in your Exchange Scholar Program Plan (Form 2) by two weeks or more or put off your departure or return date by two weeks or more due to unavoidable circumstances, submit a Request for Change in Exchange Scholar Program Plan (Form 4).
In the case of shortening the period, you are required to refund the daily allowance and accommodation fees in accordance with the days shortened, and you cannot receive additional payment in the case of extension of the period.
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 to reissue 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.)