International Visiting Scholars

Who are International Visiting Scholars?

The expression “International Visiting Scholar” refers to both non-Japanese and Japanese researchers, with the latter referring only to long-term Japanese nationals who were long-term overseas residents, now performing research at Kyoto Institute of Technology (KIT) with the aim of helping us promote international exchange in the field of academic research and who also meet one of the following requirements:

（1）are subsidized through a Japan Society for the Promotion of Science (JSPS) program
（2）are subsidized through a Japan Foundation program
（3）have been awarded a Follow-up Research Fellowship program offered by the Japan Student Services Organization (JASSO)
（4）are subsidized through a program of a foreign government, international organization, or other public organization
（5）are visiting KIT based on one of KIT’s International Exchange Agreements
（6）have been otherwise approved by the KIT President to promote KIT international academic exchange

International visiting scholars are accepted for an initial period of one year, with the possibility of extension. These scholars may access KIT facilities after receiving permission from heads of the relevant facilities.

(Reference) Kyoto Institute of Technology’s Regulations on the Acceptance of International Visiting Scholars

Procedures required before visiting

Acceptance requests

To request to have a researcher accepted as an International Visiting Scholar or have an acceptance period renewed based on one of the above (1)-(5) reasons, as stipulated in the Regulations on the Acceptance of International Visiting Scholars, submit the following items to the International Affairs Office three months in advance of the potential acceptance period starting date (or two months in advance if the potential International Visiting Scholar plans to visit Japan on a short-term stay visa).

1. Application for Kyoto Institute of Technology International Visiting Scholars
2. Documents indicating funding sources for covering travel and living expenses (copies accepted)
3. Copy of the scholar’s passport:　*If he/she has already entered Japan and possesses a resident card, include a resident card copy
4. Security Pre-confirmation Check Sheet (Attachment 1-2)　*Download this from the website of the Research Promotion and Industry-University Collaboration Division (for internal use only)

Researchers not falling under descriptions (1)-(5) may still be accepted if recognized by the KIT President as “a scholar with the ability to help KIT promote international exchange.” To be accepted for this sixth reason, the hosting faculty member must receive advance consent from the President. To explore this possibility further, contact the International Affairs Office as soon as possible and submit the following items four months in advance of the potential acceptance period starting date (or two months in advance if the potential International Visiting Scholar plans to visit Japan on a short-term stay visa).

1. Application for Kyoto Institute of Technology International Visiting Scholars
2. Résumé
3. Proof of employment
4. Final degree certificate
5. Passport copy (If the prospective scholar is in Japan and possesses a resident card, include a copy of his/her resident card.)
6. Security Pre-confirmation Check Sheet (Attachment 1-2)　*Download this from the website of the Research Promotion and Industry-University Collaboration Division (for internal use only).
7. Documents verifying travel and accommodation expenses　(Only if any part of the expenses are to be paid by someone other than the hosting academic staff.)
8. KIT Host Faculty Member Statement of Acceptance
   (Written by the KIT faculty member who will host the applicant, including the host’s:
   ① Reason for acceptance
   ② Collaboration background/context
   ③ Significance and expected benefits of hosting the applicant at KIT and other relevant information
   (Approximately one A4 page, free format)
9. Supporting Documentation: (Optional) Award certificates, newspaper articles evaluating the researcher, etc.

Change of acceptance

If the need to request change, extension, or cancellation of an acceptance arises, please contact the International Affairs Office as soon as possible since additional procedures will need to be performed.

Obtaining visas

International Visiting Scholars must carry out all procedures relating to their travel by themselves, including obtaining visas, and the hosting academic staff is expected to help them. If an International Visiting Scholar needs a Certificate of Eligibility (COE) to obtain his/her visa, the International Affairs Office applies for one at the Immigration Bureau.

Housing & Accommodations

International Visiting Scholars can stay at College House Matsugasaki, KIT International House (Marikoji Kaikan), Villa KIT (Kosen Kaikan) or Gakudo Kaikan (Guesthouse), if rooms are available. KIT can also assist International Visiting Scholars in finding housing. For further details, please see Housing & Accommodations.

Procedures required after arrival

Arrival confirmation

After arriving in Japan to visit KIT, please stop by the International Affairs Office on the starting date of your acceptance period or as soon as possible. A copy of following pages of your passport are taken, and his/her residence card (if he/she has one), and he/she will be asked to sign a pledge regarding security export control.

• The page with your photo
• The page with your landing permission sticker or entry stamp
• The page with your visa (if issued one)

Changing your residence status and extending your period of stay during your visit

Copies of the above pages of your passport are also needed if you change your status of residence or extend your period of stay while visiting KIT as an International Visiting Scholar.

Using the University Library as an International Visiting Scholar

International Visiting Scholars can use the University Library by receiving permission from the Director of University Library. To have a library card issued, please bring a copy of your International Visiting Scholar Acceptance Approval to the library counter and perform necessary procedures.

Guidebook for International Researchers