Ryukoku University Guide for Exchange Students

Ryukoku University Guide For Exchange Students

Welcome!! You are now halfway to Ryukoku University 

Please read this guide very carefully before filling in the application form. In this guide, we will explain and help you with your application preparation. As immigration procedures take a very long time for processing, please be sure to submit ALL required materials as early as possible.

APPLICATION DEADLINES

General Deadline: Documents MUST be received no later than May 15th, 2017.

Certificate of Eligibility & Student Visa

To receive your student visa from your Embassy, you need a Certificate of Eligibility (COE). The Ryukoku University Center for the Promotion of Global Education will apply for this (in Japan) on your behalf after we receive all of your required application documents. It generally takes 6-8 weeks for the Certificate to be issued, so be sure to submit all your materials as soon as possible to avoid any possible delay. Once we receive the Certificate of Eligibility we will send it together with the Letter of Acceptance to you at your home address by express mail, included in a “welcome package”. Once you receive this packet, please take the Certificate of Eligibility and the Letter of Acceptance to the Japanese consulate in your own country and apply for your student visa.

Important points to remember when completing the Application Form!!!

◎Use a PEN, not pencil!

◎Please print clearly on the forms! (especially your address, e-mail address and TEL).

◎Please consider carefully which faculty you would like to join by considering what you would like to study at Ryukoku University, as well as which faculties are available on which campus.

◎Please note that you need to have obtained a Bachelor’s degree and currently belong to a graduate school at your home university before arrival if you intend to enroll in any of the graduate schools of Ryukoku University.

Regarding Submission of the “Self-Assessment Grid”

In addition to the “Certificate of Japanese Language Proficiency”, it is necessary for all exchange students to submit of the “Self-Assessment Grid” as a means for us to evaluate your Japanese language skills. Please first read the “Explanatory Sheet: Self-Assessment Grid (CEFR Chart) and Organization of JEP Kyoto Classes” and then fill out the “Self-Assessment Grid” as instructed.

Ryukoku University Academic Calendar

There are 2 semesters per Academic Year at Ryukoku University. The first semester is from April to September and the second semester is from September to March. Your exchange study starts during orientation and ends with the completion of the examination period. We may not accept your application if you are unable to attend the orientation or if you have to return to your home country before the end of the examinations. Please note that if you join us halfway through the term or if you go back to your home country before taking the examinations, you will not receive the relevant class credits.

Orientation Week【Tentative】： September 14th (Thursday), 15th (Friday), 18th (Monday), 19th (Tuesday), 2017 【4 Days】

Second Semester (Fall 2017)：September 2017～March 2018 (Spring Holiday: Early February 2018 ～ Late March 2018) Latest date to check out of Dormitory: March 20th, 2018

First Semester (Spring 2018)：April 2018～September 2018 (Summer Holiday: Early August 2018 ～ Mid September 2018) Latest date to check out of Dormitory: August 20th, 2018

◆The dormitory you live in is available even during the holidays.

Arrival Dates and Moving into the Dormitory

The Entrance Ceremony for the 2017 Fall Semester is tentatively set for September 19th (Tuesday). International students will be able to move into the student dormitory from September 5th (Tuesday), 2017.

Check-in Dates: September 5th (Tuesday), 6th (Wednesday), and 7th (Thursday), 2017 [3 days] * The Japanese student tutors from the dormitory will come to pick you up from the airport if you are arriving on these dates. This free pickup service will not be available on any dates other than the three dates mentioned above. You cannot move into the dormitory before these dates and the pickup service is only available for arrivals at Kansai International Airport.

Courses

We are happy to announce the establishment of [JEP-E] within our 【Japanese Experience Program in Kyoto (JEP Kyoto)】from Fall 2017. [JEP-E] is designed for exchange students who do not have a background in Japanese language study and wish to take classes in English. Our incoming exchange students may choose to join either [JEP Kyoto (classes taught in Japanese)] or [JEP-E (classes taught in English)]. IMPORTANT: Students taking [JEP-E] classes may *only* register for classes in the [JEP-E] category. As Japanese language lessons in [JEP Kyoto (Japanese)] are completely taught in Japanese, it is strongly recommended that students have either had 300 hours of previous Japanese language study or have achieved a score of N4 on the Japanese Language Proficiency Test (JLPT). Furthermore, while some electives taught in [JEP Kyoto (Japanese)] are in English, and all [JEP-E] classes are taught in English, we strongly recommend that students who wish to take such classes (but whose native language is not English) have achieved a score equivalent to TOEFL PBT 500. Furthermore, as a general principle, exchange students may opt to register for classes in our regular Faculties and Graduate Schools if they meet the language requirement and are accepted by the instructor.

IMPORTANT! The decision regarding which Japanese classes you can register for is based on the results of your Japanese Language Placement Test. While you are asked to check your chosen program on the Application Form, the classes you may actually register for may change as a result of the Japanese Placement Test. Thank you very much for your understanding. (For example, on the Application Form you have selected [JEP Kyoto (Japanese)], you may be required to switch to [JEP-E] based on the results of the Japanese Placement Test.

(※For those who choose [JEP-E (English)] on their Application Form, the Japanese Placement Test will not be given.)

Please take into careful consideration the Faculty/Graduate school you select when filling out your application form (i.e. #9: 「所属学部・大学院」). Please note that there are some classes you may not register for such as those with a limit on the number of students or lessons listed as ‘zemi’ etc. Also, please be aware that most of the Faculty classes are conducted in Japanese. All Exchange Students will be assigned an Academic Advisor who is a teacher or faculty member of Ryukoku University. Please consult your Academic Advisor about the classes you would like to register for before you actually do so. The requirements to maintain the status of an Exchange Student’s status in Japan is a minimum registration of 16 credits per semester. Please check with your own university regarding which Ryukoku University classes you would need to register for in order for them to be recognized back at your own university.

Campuses

Ryukoku has three campuses in and around Kyoto. These campuses are within easy reach of each other so you should be able to commute between the three campuses. *There are free shuttle buses between the campuses throughout the day (15 minutes travel time between Fukakusa and Omiya, 45 minutes travel time between Fukakusa and Seta ).

◆FUKAKUSA FUKAKUSA, located in southern Kyoto, is the main campus. The Center for the Promotion of Global Education and all the JEP

Kyoto classes are located on this campus. The Faculties of

Economics, Business Administration and Law, Policy Sciences,

along with lower level Letters courses and Junior College are

located here. Furthermore, the Faculty of Intercultural

Communication (which, until now has been located on our Seta

Campus), was relocated to this campus as the Faculty of International Studies in Spring 2015 .

◆OMIYA OMIYA is the original campus (founded in 1639), and is located in central Kyoto. This is where the upper level courses in the Faculty of Letters are taught.

◆SETA SETA campus is located in Shiga prefecture, and is the newest and largest campus, surrounded by nature. This is where the Faculties of Sociology, Science and Technology, and Agriculture are located.

Accommodation

The school’s dormitories are available for Exchange Students. Exchange Students are placed in one of four university dormitories, namely Ryukoku International House, Tomoiki International House, Omiya-so, and Mukaijima Gakusei Center. There are Japanese student tutors in the dormitories to help you during your stay in Ryukoku University (with the exception of Mukaijima Gakusei Center). If you are going to stay in one of our dormitories, please fill in the attached Dormitory Application Form and turn it in before the deadline. Bedding is also available for rental. Bedding Rental includes the supply and regular cleaning of futons (mattress and quilt), sheets, pillow and pillowcase. The rental and cleaning fee for one year is ¥14,400 and ¥8,230 (as of August, 2016) for a semester. If you are going to rent bedding, please fill in the attached form and turn it in to us before the deadline. ◎Dormitories and rooms will be allocated by Ryukoku University and requests to change rooms or dormitories will not be accepted. ◎Please refer to this website for more information regarding the student dormitories: http://intl.ryukoku.ac.jp/dormitory/index_e.html

りゅうこく国際ハウス Ryukoku International House

〒612-0029 京都市伏見区西浦町 4-38 4-38 Nishiura-cho, Fushimi-ku, KYOTO 612-0029 Ph：+81(0)75 643-3337 FAX：+81-643-3337

ともいき国際ハウス Tomoiki International House

〒602-8019 京都市上京区室町通出水上る近衛町 37－4 37-4 Konoecho Kamigyo-ku KYOTO Ph：+81-75-366-5303

大宮荘 Omiya-So

〒600-8833 京都市下京区西酢屋町 16 16 Nishisuya-cho, Shimokyo-ku KYOTO 600-8833 Ph & fax：+81 (0)75 352 0929

向島学生センター Mukaijima Gakusei Center

〒612-8133 京都市伏見区向島鷹場町 104-1 104-1 Takaba-cho, Mukaijima, Fushimi-ku, KYOTO 612-8133 Ph：+81(0)75 612-8181 FAX：+81-612-8200

Exchange Conditions

The exchange conditions are based on the terms and conditions in the Exchange Agreement between your home university and Ryukoku University. Please consult the Center for the Promotion of Global Education (R-Globe) Office or your home university if you are unsure of the exchange conditions.

Bank Accounts

You will need to open a bank account with one of the local banks after your arrival so that your scholarships can be deposited and your room and utility expenses can be withdrawn directly. Your dormitory tutors will assist you in opening an account (A postal bank account at “Yucho Ginko” is useful, as you can open one shortly after your arrival in Japan.). You will be issued a Resident Card upon your arrival in Japan. Upon opening an account, you will be required to show this card, as well as your National Health Insurance Card, so please be sure to bring them to the bank with you. Setting up automatic withdrawal for your dormitory fees takes approximately two months. Until that time, it will be necessary to pay in cash or through bank transfers. You may also like to open an account with an international bank (i.e. Citibank, Star, Cirrus and Maestro) before your arrival.

IMPORTANT!!!!!! It is always the case at the beginning of the semester that a few students have a very difficult time because they are not able to use the bank cards which they have brought with them from abroad, and therefore are not able to withdraw the necessary funds for their everyday lives. Before departing from your home country, please be sure to confirm with your card company/bank that: (1) you will immediately be able to withdraw funds after arriving in Japan with your card, and (2) that you know exactly how to use the card.

Health Insurance

Under the Japanese Immigration Laws, it is compulsory for all Exchange Students who will be in Japan for over three months (three months, one day ~) to enter the Japanese National Health Insurance system, even if one is insured in his/her home country. The insurance fees are estimated to be at about 1500yen to 2000yen per month. The application to enter the Japanese National Health Insurance system can be done at the ward office closest to your home. However, the Japanese National Health Insurance does not admit students who will be here for only one semester. Therefore, students who will be in Japan for only one semester should be sure to purchase international health insurance in the home country before coming to Japan. More information will be given during the orientation.

If you have any questions, please contact the Center for the Promotion of Global Education (R-Globe) Office 〒612-8577 Kyoto-shi, Fushimi-ku, FukakusaTsukamoto-cho 67 Tel: +81 (0)75-645-7898 Fax: +81 (0)75-645-2020 [email protected]

Ryukoku University’s International Student Dormitories General Rules

These general rules must be observed by all International students living in the International Student Dormitories.

A dormitory is a communal living space. Please respect the different customs and cultural values of all occupants and avoid thoughtless behavior. Please respect the privacy of others and behave appropriately at all times.

Admission Procedures

①Please inform NASIC of your check-in date at least 2 weeks in advance. (NASIC is the private company which manages our dormitories on behalf of the International Center).

②Please sign the [Pledge] and return it to NASIC.

③Opening a bank account If you don’t have any bank account in Japan, please open a bank account. A bank and branch are not specified. Every month, your dormitory rent and utilities charges will be automatically deducted from your bank account. The necessary procedures for bank transfer payments will be informed after you check in. * A bank account of ‘Kyoto Chuo Shinkin Bank’ will be opened relatively in a short time.

④Admission day：Dormitory tutors or the custodian will guide you around the dormitory. Dormitory tutors are Japanese students that live in the dormitories to support and advise you with day-to-day life in Japan. If you have any trouble, please seek help from the dormitory tutors or consult the Center for the Promotion of Global Education Office.

⑤Initial Payment Ryukoku International House/Tomoiki International House/Omiya-so: Please pay Deposit and Rent (1st month) in cash to NASIC.

※The Deposit will be returned to you when you check-out of the dormitory. However if your rent or utility bills is in arrears, or if you need to pay for any damages caused to the room or dormitory, it will be deducted from your deposit. If this amount exceeds the deposit paid, you will be billed for the excess amount.

Payment of Rental / Utilities Fees

Automatic Account Withdrawal Room rent and utilities fees will be automatically withdrawn from your bank account on a designated day of the month.（Please be sure to register your bank account number as soon as your bank account has been established!）

・(Ryukoku International House, Tomoiki International House and Omiya-so） No specific bank is designated for payment. That month’s rent/utility charges of the month before last will be deducted from your bank account on the 6th of every month .If it falls on a weekend or public holiday, it will be deducted the following business day.

Rules about dormitory rent and utilities（Except Mukaijima Gakusei Center）

①If a room is occupied for less than 15 days of any calendar month, rent will be calculated by the day. If the room is stayed in from the 15th of the month on, one month’s rent will be charged. ＜Ex.＞ If an international student stays at Ryukoku International House for the first eight days of the month, he/she will be charged 9,333 JPY.

Explanation: 1 month room rental fees = 35,000 JPY, 1 month utility fees = 10,000 JPY （35,000 JPY ÷ 30 days ×8 days = 9,333.3333 JPY [Final charge: 9,333 JPY] ）

②Due to the great number of incoming students in March and August, occupants intending to check-out of their dormitories in these two months must leave by March 20 or August 20 (If the day falls on a holiday, students will be required to check out the day before). Rent and utilities fees will be calculated according to [Rules about dormitory rent, #1] above.

③Rental fees, once paid, will not be refunded except in special circumstances.

Period of Stay

①A contract of residence is for 1 year.

②Occupants may renew their contract once only for a maximum stay of 2 years （longer if rooms are available）.

③Each dormitory has a specific period when entry is possible, so placement in the same dormitory cannot be guaranteed.

④Residents who wish to stay beyond a period of two years must reapply to enter into a new contract.

⑤For those residents who have received permission to enter into a new contract after a two-year term, either a [one year] or [half year] contract will be granted, based on the number of students who wish to enter the specified dormitory at that time.

⑥Please note the following maximum period of residence for each dormitory below. ※Time periods may change to [a half year] or [one-and-a-half years], based on the number of students who wish to enter the specified dormitory at that time.

Ryukoku International House / Tomoiki International House Contracts are not renewable for these dormitories, which have a maximum period of residence of one (1) year. However, occupants of these dormitories may apply to move to other dormitories after their contract expires.

Omiya-so / Mukaijima Gakusei Center The maximum period of residence for these dormitories is two (2) years.

E.g. Options for residents of Ryukoku International House or Tomoiki International House: a. Ryukoku International House /Tomoiki International House (1year) ＋ other student dormitory (1year) b. Ryukoku International House /Tomoiki International House (1year) ＋ off-campus accommodation (2years) ＋ other student dormitory (1 year)

Checking-out Procedures

①Fill out an Accommodation Questionnaire (June and November) and give it back to the dormitory tutors. If you are checking-out soon, submit the Notice of Leaving the Dormitory (退寮届) to the dormitory tutors as well.

②Inform the tutors and NASIC of your check-out date at least one month before leaving the dormitory.

③Clean your room and remove your belongings before you check-out.

④On the day of check-out：The dormitory tutor will do a room check before you check-out out.

⑤After your room has been checked and rent/utility charges have been fully paid, your deposit will be returned to you.

■In the following cases, occupants will be required to leave the student dormitories ◎Graduation or termination of studies at Ryukoku University ◎Expiration of contract ◎Rejection of application to extend period of stay ◎Decision by the University that the occupant is no longer eligible to continue living in the dormitory ◎Where delayed payment or compensation exceeds the rental deposit amount ◎Failure to obey dormitory rules ◎Deliberate disobedience of university guidelines and instructions ◎Non-payment of rental fees and bills ◎Failure to fulfill their obligations as dormitory occupants

■Leaving the dormitory during contract term If occupants wish to leave the dormitory before their lease expires, they must inform NASIC at least one month in advance.

Please refrain from making your final departure from the dormitory on a Saturday or Sunday

※土日に退寮することは避けてください。Mandatory Code of Conduct

Please observe the regulations: ①Dormitory property is not to be altered or misused in any way. ②No economic or political activity may be carried out within the dormitory. ③Dormitory furnishings or equipment are not to be removed. ④Potential fire hazards such as gas ranges are not to be used outside designated areas ⑤Occupants should follow dormitory rules and respect Japanese customs. ⑥Do not disturb fellow residents or people living in the surrounding neighborhood. （e.g. making loud noise, leaving rubbish in the corridor/on the streets etc.） ⑦Care should be taken to keep both one’s room and the communal living areas clean and sanitary. ⑧Fires, thefts, etc. should be reported immediately

●Cohabitation is prohibited. A single room may only have 1 occupant. ●Overnight guests are not permitted. Family and friends are not allowed to stay overnight in the dormitory. They are required to leave the dormitory premises by midnight. ●Smoking Smoking is not allowed within dormitory premises belonging to Ryukoku University (even outside the building) ●Overnight Trips If you go away for an extended period of time or return to your home country, you must contact the Center for the Promotion of Global Education Office at least 1 week in advance. Fill out a Contact Address Form and turn it in to your dormitory tutor or the Center for the Promotion of Global Education Office. ●Use of Parking Facilities Please put an identification sticker on your bicycle, motorcycle, scooter etc. (These stickers can be attained from the dormitory tutors.) Do not leave your bicycles etc. in the dormitories after you move out. In the case of theft, please report directly to the police, not the University. Ryukoku University will not be held responsible for any cases of theft. ●Pets Pets are strictly forbidden in the dormitories. ●Mailbox Write your name on your dormitory mailbox and check it once a day.

In addition to the above-mentioned rules, each dormitory has its own regulations. If you fail to follow the regulations, you will be made to leave the dormitory.