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FOLENS Overseas Field Training Handbook: FY2012 Edition

April. 1, 2012

Center of Education for Leaders in Environmental Sectors

Tokyo University of Agriculture and TechnologyEducation Program for Field-Oriented Leaders in Environmental Sectors in Asia and Africa

(FOLENS Program)Overseas Field Training Handbook

FY2012 Edition

1. Outline of Overseas Field Training

In the FOLENS Program, Overseas Field Training is an important component to train field-oriented

leadership in environmental sectors in Asia and Africa. Environmental issues are not so simple that their

true nature and background can be studied just in the classroom or laboratory. It is important to visit the

actual site where an environmental problem occur; and listen to the voices of the people who live there.

There are two types of Overseas Field Training: (A) coordinated by the FOLENS Office and (B)

coordinated by yourself supervised by your supervisor as a part of your own research. In either case, in

order to acquire credits for the FOLENS program, you must participate in the post-field report meeting.

In the case (A), destination and schedule are determined by the FOLENS Office. So far, they are planned in

July through September or January through early March to countries of Thailand, Malaysia, Vietnam,

Ghana, or China. In some cases, part of the activity will be coordinated by yourself. In the case (B), you can

consult your supervisor and decide on a destination and schedule. In either case, you can extend your stay if

you wish. You must return to Japan by early March due to fiscal budget reasons. Fill in the “Form of

Proposal for the Overseas Field Training” and read this handbook carefully to apply for “Overseas Field

Training”.

Since local health and safety conditions could be significantly different from those in Japan, we hope that

you will participate in the field training fully prepared in advance.

2. Determining the Schedule

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(1) Travel Schedule

Determine your training schedule by consulting the FOLENS Office or your supervisor no later than two

months before departing from Japan. As a rule, your travel schedule cannot be changed. If you have to

change your schedule for some unavoidable reasons, be sure to consult the FOLENS Office in advance. In

addition, it is not allowed to add private travel to the field training. If you plan to travel, combining field

training with other investigation activities for another program, complete and submit an application of

official trip (stated later), describing the funds and schedule for each program.

(2) Training Site Activities

Consult the FOLENS Office or your supervisor concerning your activities at the place you visit. An outline

of activities is required for the payment of expenses (stated later).

3. Expenses for Overseas Field Training and Support by FOLENS

(1) Main Expenses for Overseas Field Training • Airfare

• Accommodations

• Fees for acquiring a visa (if a visa is necessary)

• Fees for immunizations (obligatory in some cases, such as for entering countries that require

immunization against yellow fever [such as Africa and South America, including Ghana])

• Overseas travel insurance fees

• Various miscellaneous fees at the training site (such as fees for transportation, consumables, and

communication)

• Meals

( 2 ) Expenses Covered by the FOLENS Program

• Airfare

The expense for airfare and a fixed amount for between Tokyo st. and the airport are covered. For

information on the procedures, read Section 4 below. (Depending on timing of payment from TUAT, please

put up by yourself)

• Fee for Acquiring a Visa

Inform the FOLENS Office of the visa fee, even before you acquire your visa. When making your payment,

ask for a receipt containing the date of payment and your full name.

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• Part of Immunization Fees ( Hepatitis A, rabies, tetanus, yellow fever )

To ensure proper health during and after Overseas Field Training, you can consider immunizations in

advance. FOLENS Office will support for Type A hepatitis, Tetanus, Canine madness and yellow fever.

Immunization against yellow fever is a requirement to enter a country with a high risk of yellow fever (in

case visa is needed, the certificate for yellow fever immunization is requested). Consult a physician about

details of immunizations. . Be sure to obtain a receipt with a description of the type of vaccine, date of

vaccination and your full name.

• On-site Accommodations and Various On-site Miscellaneous Expenses during O verseas Field Training

The fixed amount for accommodations and various miscellaneous expenses (such as transportation and

communication) for up to a two-week period is paid to your bank account. The fee for a SIM card and

international telephone card will be paid to use mobile phone FOLENS office lends you. Note that if you

use your personal cell phone there, the fees will not be covered. Obtain a receipt containing the date and

accompanying instructor’s or supervisor’s full name.

4. Procedures before Departure

In this section, processes are numbered in parentheses. The smaller the number, the longer it tends to take

and/or some items cannot be completed without the preceding items being prepared. Accordingly, complete

these procedures, giving priority starting from the smaller numbers and proceeding to the larger numbers.

(1) Flight Reservations Fix the trip period first, and make flight reservations through a travel agent by yourself. You can purchase a

ticket which allows change for the return flights. Also, confirm whether the airfare is the same as or below

the airline’s regular discount fare. Be sure to receive an estimate from the travel agency before you actually

reserve it. Read Attachments 1 and 2 and bring the schedule sheet (Attachment 3) and the airfare estimate

to the FOLENS Office no later than one and a half months before the departure date and pay the fees by

yourself.

(2) Reservations for Accommodations Make reservations by yourself based on consultation with FOLENS and your supervisor. The fixed amount

will be provided for accommodations. Write your schedule and planned accommodations on Attachment 3

and submit. Note that you must submit your schedule no later than two months before the departure date,

but you can resubmit another form with your planned accommodations at a later date.

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Example Travel Agents:

• World Creations

Tel: 03-3440-4641; Web site: https://www.wci-jp.com/mform/index.html

• H.I.S.

Web site: http://e.his-j.com/shop/air/search.aspx

Fuchu Keyaki-Namiki Branch Office (Tel: 042-352-4811; Web site: www.lococom.jp/cu/his_180/)

Kokubunji Branch Office (Tel: 042-322-8651; Web site: www.lococom.jp/cu/his_805/)

• Nankai Travel International

Tel: 03-3543-9677; Web site: www.nanka-e-tabi.com/kaigai/tokyo/index.html

• Tokyo University of Agriculture and Technology’s Co-op Ticket Agency

Tel: 042-364-5131 (ext. 5131); Web site: www.tuat-coop.jp/

(3) Immunizations Health maintenance while on-site and after returning to Japan is important. Overseas Field Training

participants have to undergo the health checkup conducted at the university every year and maintain their

own health according to the results of the checkup.

It is recommended that you receive immunizations. Proper vaccines for immunizations vary depending on

your hometown, the country of planned to stay, the number of days, and the age of the person traveling

overseas. Immunizations against type-A hepatitis, canine madness, and tetanus are required, while

influenza, Japanese encephalitis, polio, cholera, typhoid fever, yellow fever, and malaria are taken into

consideration as well. The mortality rate of yellow fever is high, and it is important to undergo

immunization against yellow fever before traveling to countries where there is a high risk of yellow fever

(such as countries in Africa and South America, including Ghana).

Depending on the type and number of vaccines, you must be immunized one month or more before your

departure. Make an inquiry with an immunization center by telephone. You may have to decide on some of

the details by going to an immunization center and discussing with doctor. Submit the original receipt

showing the expense and type of the vaccine to the FOLENS Office. If you receive yellow fever vaccine, a

copy of the international certificate, too.

If you check the Web site of the embassy of where you plan to go and of the quarantine station, you can

find out what diseases are currently prevalent. The university’s Health Service Center has a manual on

contagious diseases. You can ask doctors and nurses in detail about your own health as well as medicines

and food you should have with you during your stay.

Immunization Centers near the Tokyo University of Agriculture and Technology (Web sites are in Japanese.)

• Immunization Center, Kokubunji City Doctors’ Association (国分寺市

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医師会予防接種センター)

Kokubunji Izumi Plaza 2F, 2-3-8 Izumicho, Kokubunji-shi

Tel: 042-324-0238; Web site: www.kokubunji-med.or.jp/yobo.htm

• Sun Rich Clinic (サンリッチ診療所)

Kikuya Kawaguchi Bldg. 3F, 2-9-1 Akebonocho, Tachikawa-shi

Tel: 042-523-3759

Web site: www.doctor-info.jp/cgi/units/index.cgi?

siteid=doctor&areaid=36241&unitid=sun_rich (Japanese)

• If you must be immunized against yellow fever:

+ Tokyo Quarantine Station (東京検疫所)

Tokyo Port Bay Government Bldg. 8F, 2-7-11 Aomi, Koto-ku, Tel: 03-

3599-1515

Web site: www.forth.go.jp/keneki/tokyo/syokai/yobo.html (Japanese)

+National Center for Global Health and Medicine (国立国際医療研究セ

ンター)

1-21-1 Toyama Shinjuku-ku Tokyo, Tel: 03-3202-1012 (15:00-17:00)

http://www.forth.go.jp/keneki/narita/

+ Japanese Quarantine Association (日本検疫衛生協会)

1-8-2, Marunouchi, Chiyoda-ku, Tel: 03-3201-0848/1308

http://www.kenekieisei.or.jp/project_01.html (Japanese)

If you receive immunization against yellow fever, ask the staff to issue an international certificate and carry

the certificate with you when you travel overseas.

Check on prevalent diseases and the required types of immunizations through resources, including the

following Web sites:

・English

The Ministry of Foreign Affairs of Japan: http://www.mofa.go.jp/index.html

Centers for Disease Control and Prevention: http://wwwnc.cdc.gov/travel/destinations/list.aspx

Vaccines for International Travel: http://merck.com/mmhe/sec25/ch303/ch303a.html#CHDGAIBD

・Japanese

Medical information from Japanese embassies: www.mofa.go.jp/mofaj/toko/medi/index.html

Overseas safety information provided by the Ministry of Foreign Affairs of Japan: www.anzen.mofa.go.jp/

Quarantine Station, Ministry of Health, Labour and Welfare: www.forth.go.jp/index.html

Immunization service counter of quarantine stations: www.forth.go.jp/archive/tourist/vaccine.html

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http://www.forth.go.jp/archive/tourist/vaccine.html

http://www.forth.go.jp/index.html

http://www.anzen.mofa.go.jp/

http://www.mofa.go.jp/mofaj/toko/medi/index.html

http://merck.com/mmhe/sec25/ch303/ch303a.html#CHDGAIBD

http://wwwnc.cdc.gov/travel/destinations/list.aspx

http://www.mofa.go.jp/index.html

http://www.kenekieisei.or.jp/project_01.html

http://www.forth.go.jp/keneki/narita/

http://www.forth.go.jp/keneki/tokyo/syokai/yobo.html

http://www.doctor-info.jp/cgi/units/index.cgi?siteid=doctor&areaid=36241&unitid=sun_rich

http://www.doctor-info.jp/cgi/units/index.cgi?siteid=doctor&areaid=36241&unitid=sun_rich

http://www.kokubunji-med.or.jp/yobo.htm


Types of vaccines with a high possibility of requiring immunizations:

Asia Region: Tetanus, Japanese encephalitis, type-A hepatitis, type-B hepatitis, meningitis, and malaria

(preventative medicine)

Africa Region: Tetanus, type-A hepatitis, type-B hepatitis, rabies, typhoid fever, meningitis, polio, and

cholera

(4) Requesting an Invitation Letter from the Counterpart at the Training Site and Requesting the Coordination of the Schedule ・Requesting an I nvitation Letter

Overseas Field Training includes a chance to observe the front lines of environmental issues, collecting test

materials and in some cases entering areas where foreigners are normally not permitted to enter. You might

also have to go through the customs gate with a large baggage. These are different than normal sightseeing.

FOLENS Office recommends you to get an invitation letter from the counterpart and carry this letter at all

times. The invitation letter may be necessary when applying for a visa also.

Each participant must write to the counterpart via e-mail or other such means, asking for the letter. The

invitation letter should clearly include the following points concerning your activities:

• That your activities are for educational/academic purposes

• That the counterpart will be your guarantor at the local training site

A sample letter for requesting an invitation letter is included in Attachment 4. Make arrangements so that

the counterpart e-mails the invitation letter first and then send the signed original by mail. Since the

FOLENS Office will keep a copy of the letter on file, either send scanned data or bring the original to the

FOLENS Office.

Note that an invitation letter is not sufficient authorization if you will be shipping environmental test

materials that require a permit in order to take them out of the country, such as soil, animals, plants, or

seeds. Be sure to carefully consult the FOLENS Office or your supervisor and conduct the necessary

procedures.

・Request for Coordination of the Training Site Schedule

Before conducting the actual training, you will need to ask the host country for help in organizing, such as

for on-site transportation and the shipping of equipment. This coordination is done by your supervisor, the

FOLENS Office, or the training site coordinator’s office working together. You should consider your own

plan and discuss everything with the FOLENS Office and your supervisor.

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(5) Acquiring a Visa You must investigate if you need a visa. FOLENS Office can help you. Since the type of visa required also

depends on the country you visit, activities, as well as the items you will be carrying with you. Note that

some countries require a certain number of days remain in a valid passport before issuing a visa or

providing visa exemption. Consult the supervisor, embassy of the country (by phone, web-site, etc.) or the

travel agent to determine it.

・Type of V isa to Apply F or

You will be traveling overseas with test materials and analysis equipment. Accordingly, a tourist visa (or

visa exemption for tourists) is not always suitable according to your activity. To date, there have been the

following incidents, so be careful about preventing these situations:

• Since the participant brought test materials along, the tourist visa exemption was not applicable at the

airport, and the participant could not enter the country.

• A visa was required for the transit landing, but the participant did not have the transit visa in addition to

the visa at the destination.

• The participant had a change of plans and returned to Japan later than originally planned, and the tourist

visa exemption period had expired.

・Where to Apply

At the embassy in Japan of the country you plan to visit. You can apply by mail or in person at the

embassy. If you apply by mail, use registered mail and enclose a self-addressed stamped envelope. If you

apply in person, confirm in advance the hours and days of the week that reception is available.

・Necessary Items

Since required documents vary, depending on the country and type of activities to be conducted, ask for

information before you apply. Items that may be required include an application form, passport, multiple

copies of ID photos, and application fee.

・Other

Since the time required for processing an application ranges from a few hours to about one week, apply

with plenty of time to spare. In addition, note that while your visa application is being processed, the

embassy will keep your passport on file. We recommend you to carry a copy of the photo page of your

passport with you at all times.

・Reference Web S ites

Embassies around the world (in Japanese and English): http://embassy-finder.com/

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http://embassy-finder.com/


Embassies in Japan (Ministry of Foreign Affairs’ Web page; in Japanese):

www.mofa.go.jp/mofaj/link/embassy/

(6) Subscribing to Traveler ’ s Insurance The conditions of medical treatment overseas, such as the medical expenses, facilities, technology, as well

as the way of thinking concerning liability are different from those of Japan. You may have to be

transported back, or your parents/family members may have to come to the training site. Thus, you may

need an unexpectedly large amount of money. Overseas Field Training participants should enroll in

overseas traveler’s insurance.

If you travel with a supervisor for 30 days or less, FOLENS may support your enrollment in “School Trip

Insurance (学校旅行総合保険)” by Tokyo Marine. This insurance program covers death/aftereffects due to

external injuries, death due to illness, the medical expenses for these, personal compensation, and rescuer

expense and includes the time from leaving your home for this training program until you return to your

home as well as free time during your stay overseas. For example, the cost for 10 nights and 11 days is

about \2,000. However, the insurance does not cover any loss or damage to any items you may bring or any

damage caused by flight delays. T hose who need to cover them should enroll in another one by yourself.

Note that the Personal Accident Insurance for Students (学生教育研究災害傷害保険, Gakkensai), which

TUAT students are already signed up for, covers injuries incurred during classes. It does not apply to

accidents occurring during free time or medical treatment due to illness. If you have a credit card, you can

receive compensation with an insurance plan attached to the credit card; however, the terms are restricted.

On the other hand, some of them might cover item loss/damage due to accidents; we recommend that you

check on the details.

When your departure date and date of return to Japan becomes definite, complete Attachment 8 and submit

it to FOLENS Office by e-mail no later than three weeks before your departure date and bring the insurance

premium (the amount depends on the number of days of your stay) to FOLENS Office. In exchange for the

payment, you will be issued a receipt.

(7) Travel Procedures t o Be Completed On Campus ・Submitting Required Documents

Refer to the checklist of required documents (Attachment 1) and submit them to FOLENS Office no later

than the designated deadline for each document. FOLENS will prepare an official trip application form, so

come to the FOLENS Office to sign your signature. Signature of your supervisor in “off-campus activity

application” (Attachment 6) is needed. Obtain Prof. Takada’s signature in the letter of recommendation /

guarantee (Attachment 9). Foreign students are requested to submit “Note of temporary leave” (Attachment

7).

Be sure to make copies of the original documents to be submitted, such as receipts, for your own reference.

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http://www.mofa.go.jp/mofaj/link/embassy/


・Rental of Communications Equipment for Use at the Training Site

To secure a means of communication, an overseas cell phone will be lent to you. Come to the FOLENS

Office to pick one up. Purchase a SIM card for the cell phone and an international telephone card at the

destination.

5. Various Precautions concerning Everyday Life before Your Departure, during Your Stay, and after Your Return

・Collecting Information

You should strive to collect information and take safety measures, keeping in mind “protect yourself by

yourself.” For example, read the hazard information and information on contagious diseases written on the

Web sites of the Ministry of Foreign Affairs and embassy offices and pay attention to the newspaper and

news broadcasts on a daily basis. As a rule, travel to a region for which the Ministry of Foreign Affairs

announces hazard information is not permitted.

・Activities and Lifestyle at the Training Site

The traffic rules and customs are different. For example, many countries do not give pedestrians the right-

of-way. Upon leaving the airport, be careful of this first. Conduct a lifestyle according to the local time,

respecting the laws, customs, religion, and culture of the local area. Refrain from stepping out at night. Do

not walk around with a lot of cash or valuables. Do not forget locking the door. You must pay particular

attention to your passport; you should always bring it with you. Be aware that trusting strangers easily can

lead to trouble.

For health maintenance, bring medications with you to suit your physical characteristics and health. To

prevent the spread of contagious diseases at mealtimes, beware of raw food (fresh vegetables) and tap water

(including ice cubes). Do not be bitten by mosquito to prevent from malaria and breakbone fever.

Basically, driving a car or motorcycle is not permitted. However, if you foresee a need, consult the

FOLENS Office in advance. It is important that during Overseas Field Training, each and every individual

lives in a kind of “overseas mode” with knowledge and awareness.

・Communicating with Family and the University

Give your schedule and contact information (training site, accommodations, etc.) to your supervisor, the

FOLENS Office, and your family before your departure. Even though you may be leading a normal life at

the training site, keep contact as much as possible (including e-mail). Send a simple report on your

everyday life, such as with photographs, via e-mail to FOLENS Office.

・What to Do When an Accident Occurs or in an Emergency Situation

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In an emergency, refer to section 9, make a call as soon as possible to elsewhere “Handling Emergencies”

shows even if you are safe and were not personally involved in the disaster or incident.

If you must be treated at a hospital, showing your insurance card written both in Japanese and English may

enhance the chance of your receiving speedy and proper treatment and transportation. When a disaster

strikes, it is foreseeable that the local people are also be confused. Since the FOLENS Office can give you

information collected in Japan, remember to keep contact. If you become involved in an accident or natural

disaster overseas, calling local Japanese consulate embassy is an effective means of obtaining help.

・Precautions for after R e turning to Japan

Upon returning, you may feel relieved and tend to think that there are no more worries. It is important,

however, to be aware of diseases you may have brought back with you. If you show such symptoms as a

fever or diarrhea upon returning to Japan, you should go into quarantine at the airport and undergo proper

diagnosis. If you become ill within one month after returning to Japan and are examined/treated at a

medical institution, be sure to tell the doctor that you traveled overseas.

6. In the Case of Changes or Cancellation

・Changes before You Travel Overseas

Notify FOLENS Office immediately and complete the designated procedures.

・Changes in the Place to Stay or Itinerary d uring Training

If something happens at the local site during the training period, forcing a change in the place to stay or

itinerary, be sure to contact FOLENS Office. In particular, if there is a change in your return date (whether

the date is pushed forward or backward), avoid making a decision by yourself as much as possible and call

to explain the reason.

Note that if, without special reason, you decide to cancel your plans to depart, discontinue the training

program, return to Japan without permission, or be absent from the post-field report meeting, you may have

to cover all the actual costs yourself.

7. Administrative Procedures after Returning to Japan

Immediately after you return to Japan, stop by FOLENS Office and submit the stub of your boarding pass,

all the local receipts, and other documents. Return the borrowed items, such as the overseas cell phone. In

addition, complete a trip report (Attachment 10), writing in the location, sites visited, dates, and outline of

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the activities (about 100 characters), and sign or affix your name stamp imprint.

8. Submit Overseas Training Report and Participate in the Post-Field Report Seminar

Overseas Field Training is consisted of all sequence, applying, traveling, submitting report and participation

in the post-field reporting seminar. These are condition for receiving credit. Details of the post-field

reporting seminar will be given whenever they become definite.

9. Handling Emergencies

(1) Handling Emergencies If an emergency situation occurs in the country/region you are visiting, call the FOLENS Office and the

research lab you are affiliated with, even if you are safe and were not personally involved in it. Contact

your family. For more information on handling emergency situations, read Attachment 11.

(2) Inquiries and Telephone Numbers (A) FOLENS Office

Fuchu Campus: Room 315, Student Affairs Building 3F (The building on the right side upon entering the

main gate)

Tel/Fax: 042-367-5580 / 5581 (from overseas: +81-42-367-5580 / 5581)

Koganei Campus (Branch): Room 1401B, Center for Innovation and Intellectual Property

Tel/Fax: 042-388-7760 (from overseas: +81-42-388-7760)

FOLENS Staff Member Cell Phone Numbers:

(Professor Takada) 090-6300-5543 (from overseas: +81-90-6300-5543)

(Assistant Professor Ninomiya Lim) 090-9104-3607 (from overseas: +81-90-9104-3607)

(Assistant Professor Ozaki) 090-6937-0971 (from overseas: +81-90-6937-0971)

(B) Student Support Center

Fuchu: 042-367-5540 (from overseas: +81-42-367-5540)

Koganei: 042-388-7010 (from overseas: +81-42-388-7010)

(C) The Research Lab You Are Affiliated With

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Be sure to write down the telephone number of your research lab.

Fill in your contact number in Attachment11 and share it with the counterparts at destination.

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＜Attachments＞

Attachment 1: Checklist of documents to be submitted

Attachment 2: Flowchart of reservation procedures for flight and accommodations

Attachment 3: Schedule (including flight schedule, itinerary at the training site, and telephone numbers of

accommodations)

Attachment 4: Sample of invitation letter request

Attachment 5: Bank account payment request form

Attachment 6: Off-campus activity application

Attachment 7: Note of tentative leave

Attachment 8: Overseas travel insurance application form

Attachment 9: Letter of recommendation from the FOLENS director

Attachment 10: Official trip report

Attachment 11: Flowchart of things to do in an accident/emergency during the FOLENS program

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Attachment 1 Checklist of Documents to Be SubmittedDocument How to submit Remarks

More than 2 months

before

Form of Proposal for the Overseas Field

TrainingE-Mail Download format from website

By 2 months before

Schedule (現地行動予定表) E-Mail Attachment 3

Flight estimate (航空券見積書) Bring Issued by the travel agent

Bank account (銀行口座振込依頼書) Bring Attachment 5, Signature

Copy of passport photo page

(パスポート写真ページの写し)

Scan and e-mail or

bring a copy

By 1 and half months

before

Off-campus activity application (学外研究届 )

and overseas field training application for

Doctoral students in U.G. Agriculture.

Bring to Rendai, and a

copy to FOLENSAttachment 6-1, with signature

Off-campus activity application (学外研究届)

for Master course students in G.S. Agriculture

Bring to Student

support center in

Fuchu or Koganei, and

a copy to FOLENS

Attachment 6-2, with signature

Off-campus activity application (学外研究届)

for Master course students in G.S. EngineeringAttachment 6-3, with signature

Note of Temporary Leave

(外国人留学生一時出国届)Bring Attachment 7, with signature

Official trip application form

(旅行命令伺い)

Come to FOLENS

office to sign

Wait for an e-mail from FOLENS

office, and write a signature

Application form for Overseas Traveler’s

Insurance (学校旅行総合保険申込書)

E-Mail & Pay at

FOLENS officeAttachment 8

By the departure

Flight schedule (フライトスケジュール) E-Mail Prepared by the travel agent

Copy of e-ticket (E チケットの写し) E-Mail Prepared by the travel agent

Copy of Invitation / Guarantee LetterScan & E-Mail, or

bring the copy

The original should be with you

during the travel.

Copy of Recommendation LetterScan & E-Mail, or

bring the copy

The original should be with you

during the travel. Attachment 9

Immunization receipt (予防注射領収書 ), the

immunization vaccine description (接種ワクチ

ンの内容記載書類写し)

Scan & E-Mail, or

bring the copy

An international certificate as well

if you are immunized against

yellow fever

Right after the return

Official trip report（出張報告書） Bring Attachment 10, with signature

Airfare receipt (航空券代領収書) Bring Written by the travel agent or ATM

Stub of your flight ticket (航空券半券) Bring

Visa receipt (ビザ領収書) Bring Issued by the embassy

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SIM card / International telephone card receipts

(国際電話カード領収書)Bring

Supervisor’s name have to be

written (指導教員の宛名)

Other receipts BringContact FOLENS office for

confirmation

Within 1 month after

the returnOverseas training report E-Mail Download format from website

・For items with “E-mail,” download the document from the FOLENS Web site.

・For items with “Scan and e-mail,” if you scan and e-mail the document yourself, no need to bring them to the FOLENS Office.

・For items that say, “Bring,” be sure to submit the original document and keep a copy with you.

・Send e-mail documents to [email protected]

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Attachment 2

Flowchart of Reservation Procedures for Flight and Accommodations

Determine the schedule

↓

Coordinate the schedule with your supervisor or the FOLENS Office before making reservations

↓

Submit the schedule and estimate

↓

Sign your signature on the request form for official trip application

↓

Receive money for flight tickets, accommodations, and various training-site expenses

↓

Pay for airfare no later than the deadline

↓

Submit a copy of e-ticket to FOLENS

↓

Submit receipts and ticket stub and other remaining documents after returning to Japan

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Attachment 3

Schedule and accommodation contact address during the overseas field training

Student Name:

Other member(s) with you:

Date Transportation Destination Activity Accommodation

dd/mm/yyyy

Means of Transportation (air

(flight no./airport), rent-a-

car, local bus etc.)

Host Organization

(if any) and

Location

Hotel nameHotel

telephone

　 Leave Narita at : by flight No. 　　　

Transfer at air port

　 Arrive at by flight No. 　　　

　　　　　

　　　　　

　　　　　

　　　　　

　　　　　

　　　　　

　　　　　

　　　　　

　　　　　

　 Leave by flight No. 　　　

　 Transfer at air port 　　　

　 Arrive at Narita by flight No. 　　　

Include your flight schedule.

Add rows if needed.

17


Attachment 4

Sample of invitation letter request

Dear Professor ****,

Department of ****, **** University, **** (country)

I am *** ***, a master (doctor) course student of Tokyo University of Agriculture and Technology. I am

working on *** (your major field) under Professor **** (your supervisor).

First of all, thank you very much for your kind cooperation and consideration for my overseas field training

of FOLENS program in **** (place) between **** and **** (period). **** and **** (all the participants

name including the supervisor) are visiting you and now we are planning the detail schedule.

We would appreciate if you could kindly issue an invitation letter for us to make sure that we can safely

travel. Please state that the trip is for education and research purpose and sign your signature.

Please mail it to us by post.

We are looking forward to seeing you and working with you in ****.

Thank you.

Best regards,

Sincerely

**** ****

E-Mail: *****@st.tuat.ac.jp

Lab of ****

Tokyo University of Agriculture and Technology

18


Attachment 5 Bank account payment request form (can be filled in Excel form by double click)

19


20


Attachment 6-1 Off-campus activity application for Doctoral students in U.G. Agriculture (See a web site

of United Graduate School)

See:

http://www.tuat.ac.jp/~uni-grad/yoshiki.htm

Contact a Rendai Office for detail.

Submit:

Download an original form for Off-campus activity application form;http://www.tuat.ac.jp/~uni-grad/form/gakugai.doc

21

http://www.tuat.ac.jp/~uni-grad/form/gakugai.doc

http://www.tuat.ac.jp/~uni-grad/yoshiki.htm


Attachment 6-2 Off-campus activity application for Master course students in G.S. Agriculture (can be

filled in Excel form by double click)

22


Attachment 6-3 Off-campus activity application for Master course students in G.S. Engineering (can be

filled in Excel form by double click)

23


24


Attachment 7 Date:　　　　年　　　　月　　　日

year 　　month　　　　 day

外国人留学生一時出国届 Note of Temporary Leave国費 Japanese Government Scholarship Student政府派遣 Foreign Government Sponsored Student私費 Student at Pr ivate Expense（□学習奨励費 Honors Scholarship）

□ 工学部 Faculty of Engineering　 □ 工学府 Graduate School of Engineering□ 農学部 Faculty of Agriculture 　□ 農学府 Graduate School of Agriculture□ 生物システム応用科学府 Graduate School of Bio-Appl ications and Systems Engineering□ 連合農学研究科 United Graduate School of Agricultural Science□ 日韓予備教育生 Prel iminary Student of Japan-Korea Joint Government Scholarship Program□ 日本語研修生 6 Months Japanese Course Student

学科・専攻 Department：

M / D　　　年次　year／ □ 研究生 Research Student氏名 Name :　　　　　　　　　印 Seal国籍 Nationality : 　　　　　　　　　　　

下記により出国しますのでお届けします。 I leave Japan temporari ly as follows. 記

一時出国の理由

Purpose of Exit

期　　　　間

Duration

From 　　年　　　月　　　日から

　 year month dayTo　　　年　　　　月　　日まで

　 year month day出国先での連絡先

Contact Address and Phone

Number Abroad

住所 Address:

電話番号 Phone：　　　　　

e-mail　：

備　　　考

Note

25


上記を確認します。　 I confirm the statement above.　　　　平成　　　年　　　月　　　日

year month day　　　　　　　　　　指導教員 Supervisor　　　　　　　　　　　　　　　　　印 Seal

26


Attachment 8

Application form for Overseas Traveler’s Insurance (学校旅行総合保険申込書)

Application Date (dd/mm/yyyy):

I want to take out the traveler’s insurance for overseas field training.

(Student)

Name:

Sex:

Birth day (dd/mm/yyyy) :

Duration of travel (dd/mm/yyyy ~ dd/mm/yyyy):

Destination:

Will you travel with your supervisor?: Yes or No→together with

(Supervisor or instructor)

Name:

Sex:

Birth day (dd/mm/yyyy) :

Duration of travel (dd/mm/yyyy ~ dd/mm/yyyy):

(Expense)

Per person: (will be informed)

Total: (will be informed)

―――――――――――――――――――――――――――――――――――――――――――

Receipt （領収書）

To:

Issue Date:

Received the sum of JPY .

The above amount has been received as insurance for overseas field training.

FOLENS Head Office

27


Attachment 9

Date : :

The Letter of Recommendation / Guarantee

To Whom It May Concern:

I highly recommend ●●●●●, a Master course student of FOLENS, Tokyo University of Agriculture and

Technology for overseas field research and education training in ○○○○○. She has worked hard and acquired

many skills for her research activity whose theme is “************”. In my view, and I guarantee, that

Ms. ●●●●● will make remarkable achievement in her work.

It is no wonder that this overseas trip gives her a good chance to widen her knowledge, vision and

experience to contribute the progress. The baggage with her is safe enough and will not obstruct shipping or

traffic. She will strictly follow the local laws. All expenses to stay and return to Japan are guaranteed by

FOLENS program.

Therefore I have no hesitation in recommending her for this trip. If you need further information, please

call.

Sincerely yours

Hideshige Takada Program Leader of FOLENS

(Education Program for Field-Oriented Leaders

in Environmental Sectors in Asia and Africa)

Tokyo University of Agriculture and Technology

E-Mail: [email protected]

Tel: +81-42-367-5825

28

mailto:[email protected]


Attachment 10 Official Trip Report (can be filled in Excel form by double click)

29


Attachment 11

===================================================================================

30

FOLENS海外フィールド実習・インターンシップでの緊急対応フロー（海外から）

FOLENSオフィス

府中 Tel+81-42-367-5580小金井Tel+81-42-388-7760

二ノ宮：+81-90-9104-3607尾崎：+81-90-6937-0971

少なくともいずれか

学生サポートセンター・府中地区：042-367-5540 ・小金井地区：042-388-7010

事故者の所属学科学科長専攻長

FOLENSセンター長高田：+81-42-367-5825

+81-90-6300-5543

学生の事故・学生支援チーム：042-367-5582・留学交流推進チーム：042-388-7773、7774教職員の事故・会計チーム：042-367-5896（府中）、7003（小金井）・人事チーム：042-367-5509・国際事業推進チーム：042-367-5513

現地コーディネータオフィス・バンコク：+66-(0)2-643-7041・ホーチミン：(+844) 22210159・ハノイ：(+844) 22210159・ガーナ：233-244-717621

現地E&Rベース・プトラ大学：+60-(0)3-8946-6024 /8025・カセサート大学：+66-(0)34-351-887・カントー大学：+84-(0)71-833-551・ガーナ大学：233-21-513-907

所属研究室Tel +81-42- - .

Emergency Contact Flowchart in FOLENS

FOLENS Office

Fuchu +81-42-367-5580Koganei +81-42-388-7760

Dr. Ninomiya +81-90-9104-3607Dr. Ozaki +81-90-6937-0971

The research Lab you belong to+81- - - .

At least one

Students support centerFuchu 042-367-5540 Koganei 042-388-7010

Department dean the sufferer belong to

Director of FOLENSProf. Takada

+81-42-367-5825+81-90-6300-5543

TUAT Official SectionFor Students・Student support team：042-367-5582・Foreign study and communication promotion team：042-388-7773, 7774For University stuff・Financial team：042-367-5896 (Fuchu), 7003 (Koganei)・Personnel team：042-367-5509・International operation promotion team：042-367-5513

Coordinator OfficeBangkok +66-(0)2-643-7041Ho Chi Minh(+844) 22210159Hanoi (+844) 22210159Accra, Ghana 233-244-717621

E&R BaseUniv. Putra+60-(0)3-8946-6024 /8025Kasesart Univ.+66-(0)34-351-887Cantho Univ.+84-(0)71-833-551Univ. Ghana 233-21-513-907