1. No category

HANDBOOK
for
MJIIT student fellowship program
[Joint Supervision Program]
under
Malaysia Japan International Institute of Technology
August 2012
(Version: April 2014)
Enquiries
MJIIT Postgraduate Office
Contact Person
:
Aishah Abd Latiff ([email protected])
Noridah bintin Borhan ([email protected])
Dr. Ooi Chia Yee ([email protected])
Address
:
2nd Floor, Academic Management Office,
Malaysia-Japan International Institute of Technology (MJIIT)
Universiti Teknologi Malaysia Kuala Lumpur
54100 Jalan Sultan Yahya Petra, Kuala Lumpur, Malaysia
Tel
:
03-2203-1213 (pHd) 03-2203-1513 (Masters)
Fax
:
03-2203-1274
MJIIT Liaison Office with JUC
Contact Person
:
Mamiko Terakado ([email protected])
Address :
JICA Expert, Project Coordinator/Industrial Linkage
Malaysia-Japan International Institute of Technology (MJIIT)
Universiti Teknologi Malaysia Kuala Lumpur
54100 Jalan Semarak, Kuala Lumpur, Malaysia
Tel:
+6(03) 2203 1273
Fax:
+6(03) 2203 1266
H/P:+6(019) 387 7434
Consultant
Contact person : Shozawa Hikaru ([email protected])
Nurul Hana ([email protected])
Address : Malaysia-Japan International Institute of Technology (MJIIT),
Universiti Teknologi Malaysia (UTM)
54100 Jalan Sultan Yahya Petra,
Kuala Lumpur, Malaysia
1
Table of Contents
1.
ABOUT THIS MANUAL ....................................................................................................... 1
2.
JOINT SUPERVISION PROGRAM ...................................................................................... 1
2.1
Definition ......................................................................................................................................1
2.2
Eligibility of Joint Supervision Program ...........................................................................................1
2.3
Term of Study in Japan ...................................................................................................................1
3.
3.1
2)
PROCESSES OF JOINT SUPERVISION PROGRAM ......................................................... 2
1st Step: Finding co supervisor at Host University ............................................................................2
Submit the filled-out JS-1 to MJIIT. .....................................................................................................2
3.1
2nd Step: Submission of JS-3 ..........................................................................................................2
3.2
3rd Step: Application for Japanese university and COE .....................................................................3
3.3
4th Step: Approval from MJIIT .........................................................................................................4
3.4
5th Step: Pre-departure preparation ................................................................................................4
3.5
6th Step: After Arrival in Japan ........................................................................................................6
3.5.1 Entry Procedure ......................................................................................................................................6
3.5.2 Procedures after Arrival in Japan .............................................................................................................6
3.5.3 Self-Monitoring .......................................................................................................................................6
3.5.4 Upon Return and Completion of Attachment ...........................................................................................7
3.6
Procedures before Leaving from Japan............................................................................................7
3.7
Procedures after Returning to MJII .................................................................................................8
4.
4.1
SCHOLARSHIP ................................................................................................................... 8
International ATM ..........................................................................................................................9
5. OBLIGATION /REPORTING /RULES UNDER MASTER AND DOCTORAL STUDY
PROGRAM ................................................................................................................................. 9
5.1
Rules and Limitations ................................................................................................................... 10
5.1.1 Extensions.............................................................................................................................................10
5.1.2 Temporary Leave from Japan ................................................................................................................10
5.1.3 Take Family to Japan .............................................................................................................................10
A fellow may take her/his family members to Japan to live together on the condition that all expenses related
about the families are borne by a fellow. ...........................................................................................................10
5.1.4 Part-time Job in Japan ...........................................................................................................................10
5.1.5 Travel Outside of Japan .........................................................................................................................10
5.1.6 Others ...................................................................................................................................................10
2
1.
About This Manual
This Manual aims to present comprehensive explanation of procedures and regulation of Joint
Supervision Program under MJIIT Fellowship Program.
2.
2.1
Joint Supervision Program
Definition
Under Joint Supervision Program, fellow will have a main supervisor in MJIIT and a cosupervisor in a Host University in Japan. The fellow can conduct research activities in Host
University in Japan for 3 - 12 months according to her/his study plan which is agreed among
the fellow, main supervisor and co-supervisor. Succeeded fellow can confer her/his
designated degree from MJIIT.
2.2
Eligibility of Joint Supervision Program
The Joint Supervision Program supported with fellowship is applicable to the MJIIT Malaysian
postgraduate students, endorsed by MJIIT Postgraduate Committee.
2.3
Term of Study in Japan
The term of study in Japan can be referred by the below table.
Course
Minimum
Maximum
Master
3 months
6 months
Ph.D.
3 months
6 months
1
3.
Processes for Applying Joint Supervision Program
1st Step: Finding co supervisor at Host University
3.1
The first step is to find a co-supervisor in Japanese university.
For this process, student is required to complete a form, JS-1
form through discussion with your main supervisor in MJIIT.
The student who has already identified a co-supervisor can
skip this process.
All Postgraduate students who will go to Japan for the Joint
Supervision program must submit the JS-1 form before
proceeding to the next procedure. Student must get an
approval from main supervisor in MJIIT before submit it to
the Postgraduate committee/ MJIIT Academic Office. The
form must also be attached with one page of research
abstract.
1) Fill out the form JS-1.
Obtain verification from main supervision on the JS-1.
2) Submit the filled-out JS-1 to MJIIT Academic Office.
Attention to: Ms. Aishah Abd Latiff ([email protected])
for pHd students and Ms. Noridah ([email protected])
for masters students.
3) Consult with Dr. Naoki Umemiya, JICA Expert, who will
assist to find a co-supervisor.
[email protected]
4) After co-supervisor is identified, go to the second step.
3.1
2nd Step: Submission of JS-3
1) Fill out the JS-3 form.
To fill out the JS-3 form, students are required to consider following points.
·
Duration of your study in Japan in accordance with your objective. It is highly
recommended for you to discuss with both main supervisor and co-supervisor to
decide the duration.
·
Research plan (milestones) both in MJIIT and Japan.
·
Details of your research activities in Japan.
2
·
Research outputs; especially for Ph.D. candidates, are highly expected to describe
about their research papers.
2) Obtain verifications on the form JS-3 from your main supervisor and the Deputy Dean of
Liaison, Prof. Takashi Yamamoto.
3) Submit the filled out form JS-3 to MJIIT Academic Office.
3.2
3rd Step: Application for Japanese university and COE
1) Contact to the Consultant for further procedures such as application for Japanese
university, VISA, etc.
Mr. Hikaru Shozawa ([email protected])
To apply for a Japanese university, you are required to fix your schedule (departure and
return date). After receiving acceptance letter from Host University in Japan, fellows who
will leave Malaysia are required to submit HEMA form together with the acceptance letter.
These forms must be submitted to MJIIT Academic Office for further procedure at least 3
months before departure. For example, if a student submits the HEMA form together with
the acceptance letter in 31 May, she/he can only depart for Japan after 1 September. The
consultant will assist you to fix your schedule.
2) Certificate of Eligibility (COE)
Malaysian students who stay for more than 90 days needs to apply for the Certificate of
Eligibility (COE), which is one of the required documents for Japan’s VISA application. For
some universities, the application of COE is compulsory even though staying less than 91
days.
The consultant will assist you to apply for COE.
3
3.3
4th Step: Approval from MJIIT
To obtain an official approval from MJIIT, you are requested to submit following documents to
MJIIT Academic Office (Ms. Aisha).
1) Complete study leave form (HEMA form) – 2 copies
2) Approval from Deputy Dean (Liaison & Internationalization)
3) Appointment of External Supervisor – 2 copies
4) Acceptance Letter from University/Institute
5) Certificate of Eligibility (CoE –if staying more than 3 months)
6) Copy of return flight ticket (if any)
7) Copy of I/C
8) Confirmation on tuition fee/ hostel/ examination
3.4
5th Step: Pre-departure preparation
1) Accommodation in Japan
If the Host University cannot provide student dormitory, the consultant will assist to find
the accommodation.
2) Ticket booking
Fellow is requested to book the air ticket by her/himself through discussions with the
consultant.
3) Insurance
Fellow is required to join the Overseas Travel Insurance (OTI) to protect her/himself from
several risks such as accident, third party liabilities, etc.
Fellow who stays in Japan for more than 90 days can join the National Health Insurance
(NHI) in Japan, which can cover 70% of medical expenses. This means, a fellow who
cannot join the NHI, has to pay all of medical expenses by her/him.
In this point, fellow is requested to join an OTI as follows.
1) A fellow who can join the NHI: OTI with medical coverage
2) A fellow who cannot join the NHI: OTI without medical coverage
The cost for OTI will be included in scholarship.
The consultant will assist to join the OTI.
4
4) Cost Estimation
After the accommodation and air ticket is already confirmed, the consultant will prepare a
cost estimation and submit it to MJIIT Post Graduate Committee.
5) VISA
Fellow, who has applied for COE, needs to apply for Visa by her/himself at the Embassy of
Japan, Malaysia. The required documents are as follows:
a)
Original Passport
b)
Application Form, can be downloaded from:
http://www.my.emb-japan.go.jp/English/visit.html#F
c)
One (1) photo (4.5cm x 4.5cm) with white background which is taken within 6 month
from the visa application and must be pasted on the application form
d)
Original and photocopy of COE
It takes three (3) working days to issue Visa for Malaysian and no fee is charged for
Malaysian.
Office Hour (Kuala Lumpur)
Monday – Friday (except Embassy’s holidays)
08:30 – 12:00 / 14:00 – 16:00
Address
No.11, Persiaran Stonor,
Off Jalan Tun Razak,
50450 Kuala Lumpur,
Malaysia.
6) Receive scholarship by cheque from MJIIT
Regarding the content of your scholarship, you can refer “4. Scholarship” on page 8.
5
3.5
3.5.1
6th Step: After Arrival in Japan
Entry Procedure
Fellow who arrives at Narita (Tokyo) or Kansai (Osaka) International Airport, she/he needs to
go through the entry procedure in this order: Quarantine Inspection, Passport Control,
Baggage Claim, Plant and Animal Quarantine, and Customs Inspection.
Quarantine Inspection: Hand Quarantine Inspection Form. The officer might ask the fellow a
couple of questions regarding her/his health condition upon arrival. Be sure to pick up a
yellow card at the counter. This card includes a check list about her/his health condition
after arrival along with related contacts for further inquiry. Read the card carefully and
keep it at least for two weeks.
Passport Control: Have passport, COE and visa checked and Immigration/Disembarkation
Form ready. The inspection officer will ask the fellow several questions such as purpose of
the entry, duration, and place of your stay. Then, fellow will receive a Resident Card.
Baggage Claim: Pick up own belongings and have them checked at the Custom Clearance.
3.5.2
Procedures after Arrival in Japan
There are 3 tasks that the fellow who has applied for COE must complete immediately upon
arrival to Japan.
1)
Resident Registration at the Ward Office.
2)
Application for National Health Insurance at the Ward Office. Joining the National
Health Insurance is obligatory by law.
3)
Opening a bank account.
Consultant assists these procedures when necessary.
3.5.3
Self-Monitoring
Fellow who stays in Japan for more than 3 months is required to have self-monitoring in every
3 months by submitting the form JS-4.
1)
Fellow shall prepare and submit progress of his/her study to his/her main supervisor by
email in PDF format (applicable to the students with attachment in Japan for more than
3 months).
2)
The progress report must be validated and signed by his/her co-supervisor in Japan.
3)
The progress report must be submitted on quarterly basis (dependent upon the period
of attachment).
4)
Extension of study period is allowed upon approval by main supervisor, co supervisor
and MJIIT Postgraduate Committee. Visa is to be handled by student.
6
3.5.4
1)
Upon Return and Completion of Attachment
Upon returning to Malaysia, fellow must report for duty/study to the MJIIT Postgraduate
Office and his/her main supervisor.
2)
Within two (2) weeks upon returning to Malaysia, fellow is required to submit the
following documents.
a)
Final report of his/her attachment in Japan. This report must be done in two (2)
copies – one (1) copy to the MJIIT Postgraduate Office and one (1) copy to his/her
main supervisor.
b)
Short attachment summary form (JS-6). Submit this form to MJIIT Consultant Office,
Level 3: Ms. Nurul Hana
7th Step: Procedures before Leaving from Japan
3.6
1)
Bank Account
All deposit shall be withdrawn by the day the fellow returns to Malaysia and close your
bank account if necessary.
2)
Cancel the contract of mobile phone, housing, and internet connection etc.
·
Fellow who bought a mobile phone in Japan must cancel the contract and pay all the
remaining fees until the cancellation day.
·
If she/he has rented the accommodation by her/himself, she/he shall inform the owner or
agent of your departure date. Usually, residents are requested to inform the cancellation to
the owner or agent at least one month before.
·
Other contracts, including internet connection, electricity, gas and water must be surely
cancelled by the departure date.
·
Please make sure to clean the room and don’t leave any of belongings in room. In case of
leaving something, disposal fee might be charged.
3)
National Health Insurance Card
NHI card must be returned to the Ward Office. When the fellow visits a Ward Office, they
will adjust the insurance premium, and hand her/him a new invoice.
4)
Vacating your room
In Japan, the current resident has responsibility to return the room as it was when he/she
moved in. This means you cannot leave any garbage, furniture or other items, and the
fellow must clean the room thoroughly before vacating (please note that in Japan, it costs
money to dispose any large object). Otherwise extra cleaning cost will incur. So when
the fellow is vacating the room, she/he shall:
·
Settle all utility bills (electricity, gas and water)
7
·
8th Step: Procedures after Returning to MJIIT
3.7
1)
Clean room thoroughly
Upon returning to Malaysia, fellow must report for duty/study to the MJIIT Postgraduate
Office and his/her main supervisor.
2)
Within two (2) weeks upon returning to Malaysia, fellow is required to submit the
followings. The reports must be done in two copies- one (1) copy to the MJIIT
Postgraduate Office and one (1) copy to his/her main supervisor.
a)
Final report of his/her attachment in Japan (No form)
The fellow shall describe his/her research outputs in the final report such as journal
paper, etc.
b)
Report from his/her co-supervisor in Japan (Form JS-5)
The consultant will assist to collect the report from the co-supervisor.
4.
Scholarship
The unit cost table of scholarship for the Joint Supervision Program is as follows.
Table 3
Cost Components
Unit Cost Table of Scholarship
Unit
Yen
RM
Remarks
1 International Travel
Two-way
travel
2 Entrance fee
One time
Actual
Reimbursed with receipt
3 Tuition fee
One time
Actual
Reimbursed with receipt
4 Stipend
Per month
5 Accommodation
105,000
Lump sum (3 months interval
payment)
Actual
Priority on a dormitory provided by a
host university.
One time
24,000
Reimbursed with receipt, National
Health Insurance of 70% coverage
Travel One time
Actual
6 National Health
Insurance
8 Overseas
Insurance
2,500 Direct return economy airfare & other
travel expenses paid by MJIIT
A fellow receives scholarship for the first three months in RM by cheque at Kuala Lumpur.
8
In Japan, fellow will open a new bank account. For the students who stayed more than 3
months, monthly stipend is sent through telegraphic transfer (TT) to her/his account at 3month interval. The consultant will inform the following bank information to MJIIT
Postgraduate Office ([email protected]) upon completing of opening a new bank account
in Japan:
·
Bank and branch name
·
SWIFT code
·
Account number
·
Recipient’s account name
·
Recipient’s physical address
4.1
International ATM
Fellow who does not apply for COE is not eligible to open a bank account in Japan.
It is recommended to use local (Malaysia) bank ATM card which have "PLUS" or "CIRRUS" logo
on the backside to do cash withdrawal at Japan.
However not all ATM machine in Japan can accept this "PLUS" or "CIRRUS" card. Several ATM
machines in Seven Eleven and Japan post office can accept this card.
5.
Obligation and Rules
Fellow is required to follow obligations and rules stated below as a scholarship recipient of the
Joint Supervision Program under the Development Project of Malaysia Japan International
Institute of Technology.
Obligations
1)
Fellow shall do her/his best to pursue her/his designated study in Japan.
2)
Fellow has to return to Malaysia after completion of her/his designated study in
Japan and returns at MJIIT for further studies.
3)
Principally, fellow has to refund all expenditures spent for her/his study in Japan to
MJIIT if she/he withdraws from the Joint Supervision Program before completion of
designated study period due to her/his personal reasons.
9
5.1
Rules and Limitations
5.1.1
Extension
1. Application for extension of study period in Japan may be considered on an ad
hoc basis.
2. Fellow must submit a formal application for the extension through his/her
main supervisor at MJIIT to MJIIT Postgraduate Coordinator, stating the length
and reason(s) for extension, with a recommendation from the co-supervisor in
Japan.
3. The application for extension must be made in no less than two (2) months
from the expiry date of his approved residence in Japan.
4. If approved by MJIIT, fellow is responsible to handle all matters related to
his/her visa extension for the study period.
5.1.2
Temporary Leave from Japan
During the study period, fellow who stays in Japan is not allowed for temporary return
to Malaysia (or elsewhere). However, in exceptional cases (eg. Death or serious illness
of a family member in Malaysia or similar), a short leave of absence may be granted by
MJIIT. In such cases, fellow must inform and obtain approval from his/her main
supervisor or the MJIIT Postgraduate Coordinator ([email protected]). Failure to
do so may result in disciplinary action taken against the fellow. All expenses related with
temporary return shall be borne by her/himself.
5.1.3
Take Family to Japan
Fellow may take her/his family members to Japan to live together on the condition that all
expenses related to the families are borne by the fellow.
5.1.4
Part-time Job in Japan
Fellow is not allowed to make any part-time job in Japan except Research Assistant and
Teaching Assistant at the Host University.
5.1.5
Travel Outside of Japan
Fellow is not allowed to travel outside of Japan during her/his study period. However, if
the aim of travel is to attend a conference or seminar and it is recommended by the cosupervisor, the travel shall be accepted. In that case, fellow must inform about the travel
to MJIIT Postgraduate Coordinator and all expenses of the travel shall be borne by the
fellow.
5.1.6
Others
1)
Fellow shall not apply for other scholarship.
2)
Fellow shall not apply for any exchange program to other country during her/his
study in Japan.
10
3)
Fellow is not allowed to change the Host University after arrival in Japan.
4)
Fellow shall not drive car or motorcycle in Japan.
11