Pre-Arrival Information

To: Prospective NUPACE Students

We, at Nagoya University, wish to extend a heartfelt welcome to all of those students who are coming to Japan this autumn to participate in the Nagoya University Program for Academic Exchange (NUPACE). For your reference, please find information on the program and life in Japan as follows:

1. Information Required by NUPACE <IMPORTANT>
All information should be addressed to the International Student Exchange Division (ISED) of Nagoya University at: nupacedesk@post.jimu.nagoya-u.ac.jp

1-1. Contact Details
If you have not notified us of your contact details (postal address and telephone number) at which you wish to receive your ‘Letter of Admission’ and ‘Certificate of Eligibility‘, please be sure to send the information no later than Friday 22nd July 2011.

1-2. Travel Itinerary and dorm moving-in schedule
As soon as your travel itinerary and arrival time at the dormitory have been confirmed (ensure that this is no later than Wednesday 31st August 2011), please register the following details on this website:
http://www.ecis.nagoya-u.ac.jp/rgform/itinerary/

(a)  Flight route (including transiting airport, if applicable.)
(b)  Airline company & flight number to the Central Japan International Airport, if applicable
(c)  Scheduled arrival date and time at the Central Japan International Airport or Nagoya    Station, including access, if arriving at another airport
(d)  Date and time of your arrival at the dormitory.

2. Passport  <URGENT>
Those students who have not yet applied for a passport are urged to do so as soon as possible.

3. Visa and Residence Registration Matters
Your ‘Certificate of Eligibility’, the document required for your visa procedures, will be sent to you from the International Student Exchange Division via express mail in the beginning of March.  Once you have received the Certificate, promptly take it, and any other relevant documentation, to the nearest Japanese diplomatic mission in order to apply for a ‘college student‘ visa.

(For Korean and Chinese Students Only)
All NUPACE participants will apply for alien registration after arrival in Nagoya. On the registration form, Korean and Chinese students will be required to fill in their places of birth in the Chinese characters. If you do not know the relevant characters for your place of birth, please become familiar with them before departing for Japan.

4. Moving into Student Dormitories
4-1. Arrival at the Dormitory
All students are required to arrive and move into their dormitories between 10am-5pm on Monday,  26th September 2011.  Please take this moving-in time into consideration when arranging your flight schedule. Further information (dormitory name, room number, access, etc) will be sent by e-mail in the beginning of September. It takes approximately an hour from Central Japan International Airport, and half an hour from Nagoya station, to reach each dormitory. Please book a flight which arrives at Central Japan International Airport no later than 3pm. All students are requested to make their own way to the dormitories (Maps will be sent later).

If, for any reason, you cannot move into the dormitory between 10am-5pm on September 26th, then 10am-3pm on April 5th is a possible alternative. You are not allowed to move into it on either Saturday 24th or Sunday 25th September.

Please Note!
*As part of landing procedures in Japan, you will be required to submit your fingerprints and facial photograph at immigration control.
*Ensure that you have enough money with you when you enter Japan, preferably in Japanese currency, to help defray initial expenses. Some ATMs in Japan do not accept credit, debit, and ATM cards issued outside of Japan.
 
 
4-2. Departure from Japan
If you are reserving a return flight, please avoid departures from Japan on weekends, Mondays, national holidays and the day following them (cf. FAQ Answer Sheet). In order to receive their final monthly stipend, Student Exchange Support Program (Scholarship for Short-term Study in Japan) (JASSO) or JENESYS scholarship recipients are required to reside in Japan for at least the first five weekdays of the month of departure.

If there are any problems with your flight arrangements, please contact us before confirming your reservation.

5. Orientation and Academic Schedule
The NUPACE orientation program will be held for three days: 28th, 29th, and 30th September 2011. All students must ensure that they do not miss any of the sessions. Classes will commence on Monday 3^rd October 2011.

During the orientation period, you will need 3 photographs (3.5 cm x 4.5 cm) for alien registration, student registration and other administrative procedures and 1 photograph (2.4cm x 3.0cm) for your student ID card. These should be full-frontal pictures of your face (bare-headed). You are strongly advised to bring these photographs with you.

6. Health Insurance
International students are required to subscribe the Japan National Health Insurance (JNHI) program after arrival. This applies to all NUPACE students irrespective of the actual duration of stay in Japan or whether they have enrolled in an insurance program in their home country. For a monthly premium of approximately 1,500 yen, JNHI policy holders are entitled to a 70% discount on all medical and dental fees incurred.

7. Personal Liability Insurance 
Personal Liability Insurance insures you against liability claims. When you injure someone or damage their property, the insurance will cover doctor's fees and/or the cost of repair. All students participating in NUPACE are required to subscribe to the 'Personal Liability Insurance for Students' offered by the Nagoya University Co-operative (Co-op). The Insurance fee is 1,420 yen per year and it covers up to 100 million yen for causing bodily injury or property damage to a third party.  Although application for personal liability insurance requires membership, the membership fee (4,000 yen) will be refunded when you return to your country.

8. Living Expense
Japanese Currency: Yen (¥)
Coins: 1、5、10、50、100、500 yen  
Banknotes: 1,000、2,000、5,000、10,000 yen
Exchange rates are available at: http://finance.yahoo.com/currency

A) Bank Account:
JASSO/JENESYS scholarship recipients will be instructed to open a bank account at the Bank of Tokyo-Mitsubishi UFJ in Nagoya after arrival.  The account will be used for receiving the JASSO/JENESYS scholarship stipend.  It will take approximately a month to open the bank account.

B) Credit Cards and Currency Exchange:
You can withdraw money by credit card (Visa, Mastercard, or any other card with Plus or Cirrus symbols) at ATMs displaying an ‘International ATM Service’ sign.  These ATMs are accessible at banks, post offices (including the Campus Post Office), Nagoya Station, major department stores and hotels in Nagoya, although not 24 hours.  Currency can be exchanged at international airports (USD, GBP, EUR, KRW, AUD, and CNY etc.), and also at the Campus Post Office (USD, GBP, EUR, KRW, and AUD) operating until 16:00 on weekdays.  Citibank branch offices are available at the Central Japan International Airport (nearest airport to Nagoya) and in the city center area.

C) Food:
The University has a number of dining facilities at which lunch can be bought for ¥400~¥600.  If eating out, breakfast will cost around ¥500, and dinner upwards of ¥800.  Self-catering is more economical. Students should set aside ¥30,000 per month for food.

D) Utilities:
If living alone, bills for gas, electricity and water amount to an average of ¥10,000 per month.  The use of air-conditioning increases electricity bills in summer and winter.

E) Mobile Phone:
After arriving in Japan, you can buy a mobile phone and contract with Japanese mobile-phone company.  The phone itself costs about ¥0-10,000, the basic rate costs about ¥2,000-7,000.  You can make international calls with certain types of phones.

F) Other Expenses:
A minimum of ¥30,000 per month should guarantee the occasional night out with friends or expenses for books, CDs etc.  However, please keep in mind that prices in Japan are generally high!

8-1.     JASSO/JENESYS Scholarship Recipients
The JASSO/JENESYS scholarship is usually available on the 20th of every month, however, the stipends for April and May, and the study abroad allowance (JENESYS only) will be provided together in May. Please see the information below and ensure that you bring sufficient money with you when you enter the country to help defray initial expenses. We strongly suggest that you exchange currency before you leave home.

8-2.  Students live in University dormitories
You will be responsible for your living costs in Japan.  Please bear in mind that Japan is not cheap.  Monthly expenses can roughly be broken down as follows:

Accommodation:     ¥20,000-35,000
Food:                                  ¥30,000
Personal Expenses:              ¥30,000
Total:                       ¥80,000-95,000


9.  Life in Japan
A) Computer Access:
You are strongly recommended to bring your own laptop and to apply for Wireless LAN access in the Education Center for International Students after arrival.  Access will be available after registering your ID and password, which will be distributed during Life Orientation. Please keep your ID and password secure until your study in Japan is completed.

B) Transportation:
Subway rides costs upwards of ¥200 depending on the distance traveled. The 20-minute ride from Nagoya University Station to Nagoya Station comes to ¥260. A bus ride in Nagoya costs ¥200, irrespective of distance. You may save time and money by using a day travelcard, off-peak travelcard (Donichi-Eco) or a rechargeable smart card (MANACA), depending on the number of rides required. You can find more information on the website of the Nagoya Transportation Bureau
http://www.kotsu.city.nagoya.jp/english/index.html

C) Postal Fees:

It costs ¥50 to send a postcard and upwards of ¥80 to send a letter anywhere in Japan.  As for international mail, a postcard is ¥70 irrespective of destination and the cost of sending a letter weighing no more than 25g comes to between ¥90 and ¥130.

D)  Electricity:
The electrical voltage in Nagoya is 100V, AC 60 Hz.


            Plug Type A

E) Climate and Clothes:
In Japan, spring, summer, autumn and winter are very distinct seasons.  Winter can prove cold, with minimum temperatures of –5°C and the occasional snowfall. From March, temperatures start to rise slowly, peaking at around 38°C in the very hot and muggy Nagoya summer.  When packing, be sure to include clothing suitable for four seasons, however, separate shipping can be arranged in order to avoid excess luggage charges, and for your convenience.  When sending a box, please make sure that it will arrive in the dormitory only after you have moved in.

E) Miscellaneous:
You may consider bringing traditional costumes and items, as well as photographs from your countries to introduce yourselves and share your cultures with new friends in Japan.

 


Academic Matters                                                              

Q. What is the NUPACE Academic Calendar?
A.The NUPACE academic calendar 2011-2012 runs as follows:

Autumn 2011 Semester
Life Orientation: Wednesday 28 September and Thursday 29 September 2011
Opening Ceremony & Academic Orientation: Friday 30 September 2011
Program Starting Date: Monday 3 October 201
(Winter Vacation Date: Wednesday 28 December 2011- Tuesday 10 January 2012)
Program Ending Date: Friday 10 February 2012

Spring 2012 Semester
Academic Orientation: In the first or second week of April, 2012 (TBA)
Program Starting Date: Friday 13 April 2012 (tentative)
Program Ending Date: Monday 23 July 2012 (tentative)
 
*Dates are subject to minor changes.
**All NUPACE students are required to depart for home no later than Friday 31 August 2012.

Q. Do I have to register before I start the program?
A. No.   
Syllabi will be made available after your arrival at Nagoya University.  Course details and registration procedures will be explained in the academic orientation scheduled on Friday 30 September 2011.

You will also be notified of your supervisory professor (academic advisor) at Nagoya University during the academic orientation.  You may consult further with him/her about your academic interests and course options.
 
Flight and Travel Information                                            

Q. Can I visit my friends/relatives in Japan before arriving in Nagoya?
A. Yes, you can.   
Please be sure to arrive in Japan after you have obtained a ‘college student’ visa in your home country. Please make sure you register the following information on our website: a) Information on your flight to Japan, b) travel route and time to Nagoya, and c) Moving-in date and time.
http://www.ecis.nagoya-u.ac.jp/rgform/itinerary/

Please note that university housing will NOT be made available before Monday 26 September. Before this date, it will be your responsibility to find your own accommodation.

Also, when you arrange your ticket, please keep in mind that the period of visa validity begins from the date of your entry into Japan.  If you arrive in Japan too early, your visa may expire during the program period.


Q. Can I move in the dormitory later than the stipulated time (5:00pm)?
A. We highly appreciate your cooperation in meeting our schedule.  
Volunteer students will be waiting at the dormitory to help with your moving-in procedures.  If you encounter any problems with your flight arrangement, please contact the International Student Exchange Division before confirming the flight.
*E-mail: nupacedesk@post.jimu.nagoya-u.ac.jp

Q. I am joining NUPACE for one semester.  When reserving my return flight in spring, what should I consider in advance?
For All NUPACE Participants:
1.   Nagoya University housing is unable to accommodate your moving-out procedures on weekends, Mondays, holidays (e.g. 20 March 2012) and the following day (e.g. 21 March 2012).  Please avoid departure from Nagoya on any of these dates.
2.   If you are departing in March, you will be requested to move out of the university housing by 23 March, at the very latest.

For JASSO/JENESYS Scholarship Recipients:
3.  Please also bear in mind that you will not be eligible to receive the last monthly stipend if you leave Nagoya within the first five working days of your month of departure.

Q. Can I return home or travel during vacations?
A. Yes, you can.
You can travel abroad after completing the procedure for temporary departure and return. Please note that the monthly residential fees (including the bedding lease fee) will NOT be waived or refunded during the period you are away. 


NB: JASSO/JENESYS scholarship recipients are required to sign for their scholarship between the 1st and 15th of any month.  This also applies to vacation time.


Miscellaneous

Q. Do I still need to purchase personal liability insurance at Nagoya University, even though I have already taken out such insurance in my country?
A. Yes, you do.
All NUPACE students are obliged to purchase personal liability insurance offered through the Nagoya University Co-op.  This insurance costs 1,420 yen per year (plus 4,000 yen for the refundable co-op membership fee) and covers up to 100 million yen for causing bodily injury or property damage to a third person.
                                                        
Q. Can I take a part time job?
A. Yes, but there are restrictions.
If you wish to work on a part-time basis, you will be required to apply for a work permit at the Nagoya Regional Immigration Bureau, before you start working. Details will be provided at the NUPACE orientation. The maximum hours of work are limited to 28 hours per week, and 8 hours a day during long vacations.


 If you have any questions, please do not hesitate to contact: