Given below is the general procedure followed for "Young Scholars Overseas Visit Program":
|1. Proposal Development
||To prepare for the application, it is important to start making a concrete plan as early as possible. Each applicant is responsible for finding a hosting institution and a scholar as well as for making itemized budget for the period/project for which support is requested.
- Start contacting a scholar or academic institution you are planning to visit, and make sure that you can stay as a visiting researcher during the proposed period of time.
- Check all the expenses and procedures required to obtain a visa before you start filling the application form.
- Obtain the quotation for your round-trip airfare from a travel agency.
||Calls for application usually start a month and a half before the deadline. Submit your application form and other required material to the administrative office of your graduate school/institution (hereinafter referred to as academic unit).
- Read the application guidelines carefully before you start preparing for the application. Administrative staff at each academic unit should carefully examine all the submitted documents, and check if applicants satisfy the required conditions.
- Each academic unit sets its own application deadline. Check the deadline of your academic unit in advance.
||After the application deadline, Selection Committee for the John Mung Program will conduct two screening processes.
- In the first screening, Kyoto University professors appointed in accordance with their respective fields of studies screen application documents.
- In the second screening, a smaller group of committee members determines final candidates.
|4. Results Notification
||Results of the screening will be notified to all the applicants and their academic units via email.
- If you receive "formal adoption," you may start preparing for your travel.
- If you receive "conditional informal admission," you are required to submit additional and/or revised material (e.g., formal letter of acceptance from your hosting institution, revised research plan, revised budget for expected research expenses) in accordance with requirements defined by the Selection Committee.
- If you receive a rejection notice, you will not be able to receive any support from the program. No information on the process of the screening will be provided.
- The Office of the John Mung Program will issue "Official Statement of Financial Sponsorship" to those who have received formal or informal adoption. It can be used to obtain a visa or a formal letter of acceptance from their hosting institution.
|5. Preparing for Travel
||Successful candidates should start preparing for their travel as early as possible. They are also required to finalize their itemized budget in consultation with administrative staff in their academic unit.
- Successful candidates are responsible for purchasing airplane tickets, finding accommodation, and obtaining a visa in consultation with their hosting institution.
- After the formal adoption is granted, the Office of the John Mung Program will decide the exact amount of the grant to be allocated to your academic unit. If the expenses for living, round trip, and research are subject to change, please notify the changed amount to the administrative office of your academic unit.
- If the proposed plan is going to change substantially, submit a document stating the reason for the change.
- Email the "contact information" to the Office of the John Mung Program, once your address and other contact information in your designation are confirmed.
|6. Overseas Research
||Successful candidates should concentrate on their research in accordance with their proposed plan. At the same time, they are required to contribute to Kyoto University's efforts of internationalization during their travel.
- As a representative of Kyoto University, successful candidates are required to hand in a letter of recommendation and a memorial gift from Kyoto University's president to that of their hosting institution. The Office of the John Mung Program will send you these items before your departure.
- After you return from abroad, you may be asked to share/introduce your experience, research achievement, and other significant events you had or experienced during your travel, through promotional events and magazines. For this publicity purpose, please prepare photographs and other digital images that introduce/showcase your research activities and life abroad.
||Within a month after you return to Japan, you are required to submit the following three reports to the Office of the John Mung Program:
- Accomplishment Report (Japanese): Write down the progress and achievements of your proposed research as well as the details of the budget you spent during your travel. Make sure to put your signature at the bottom of the form, and submit it to the administrative office of your academic unit for financial review. This report will be used on the official John Mung Program website.
- Accomplishment Report (English): This report will be used to publicize the John Mung Program in English P.R. materials and on the official John Mung Program website.
- Review by the Hosting Scholar (English): Ask your hosting scholar to write a brief review of your research activities during your stay abroad. Make sure that your hosting scholar signs the form.