Graduate School of Engineering, The University of Tokyo　Doctoral Student Special Incentives Program (SEUT RA) Application Guidelines (for April 2014)

Graduate School of Engineering, The University of Tokyo
Doctoral Student Special Incentives Program
(SEUT RA) Application Guidelines (for October 2014)

This program within The Graduate School of Engineering at The University of Tokyo seeks to encourage excellence in graduate students by promoting advancement to doctoral courses and doctoral research with monetary support.

1. Eligibility
 Those who meet any of the following criteria:
 ①  Students who are, at the time of application, enrolled in a doctoral program at the Graduate School of Engineering, The University of Tokyo and plan to continue studies after October 1, 2014 as students (individuals who were accepted to SEUT in April and are currently receiving funds are excluded).
 ②　Those who have applied for October 1st, 2014 admission to a doctoral program at the Graduate School of Engineering, the University of Tokyo.

 However, as a rule, students who fall under any of the following are not eligible:
  ・Students taking a leave of absence as of October 1, 2014.
  ・Students whose enrollment period exceeds the standard duration (three years) as of October 1, 2014.
  *Periods for leave of absence are excluded from the enrollment period
  ・Students who fit the criteria outlined in section #8 of this guideline regarding other scholarships.
 Additionally, adult students enrolled in graduate school who are employed and receiving a salary are not eligible.

2. Categoies and Monthly Amount

3. Selection Process
Selection consists of an examination of application documents (application form, evaluation form from academic advisor, and JSPS Research Fellowship evaluation results) and course results and records. Interviews may be required as well.
Following the assessment of submitted materials and applicable examinations, applicants for “SEUT Type A” may be accepted into “SEUT Type A”, “SEUT Type B”, or may be rejected. 
Applicants for “SEUT Type B” may be accepted into “SEUT Type B” or may be rejected.

4. Payment Period
October 1, 2014 to September 30, 2015.

5. Expected Number of Participants
  SEUT Type Ａ：Limited numbers of students
  SEUT Type Ｂ：The number of students granted the "SEUT Type B" award must fall sithin the budget range of the school. 

 
6. Application Procedures

(1) How to apply
  ① Application documents may be submitted directly to department offices or may be sent via postal mail. 
  *Admission applicants for October 2014 should submit their documents to the department to which they are applying
  ② If sending documents by postal mail, all written documents should be placed in an A4 size envelope and mailed via “registered mail” at the post office. Please write “Application for SEUT Enclosed” on the envelope.
  ③ The application period is from July 28th, 2014 (Monday) to August 1st, 2014 (Friday) at 4:00 PM (periods when departments are closed are excluded). Mailed documents must arrive no later than August 1st, 2014 Friday).

(2) Application Documents
(For SEUT Type A)
  ① “SEUT Type A” Application Form (Form 1 WORD PDF)
        Use the format chosen by thisresearch institution to prepare your documents.
        Please include one original and three copies.
  ② Evaluation Form from Current Academic Advisor (Form 2 WORD PDF)
        Must be provided by current academic advisor and contain an evaluation. One original and three copies.
        Use an A4 size envelope and on the outside, write the name of the applicant and the name of the academic advisor.
        This form must be sealed in the envelope by the academic advisor.
  ③ Transcripts: undergraduate, master’s, and doctoral official results (one original and three copies)
  ④ JSPS “Research Fellowships for Young Scientists” Evaluation Results (applicable individuals only):
        Students who applied for the 2014 JSPS “Research Fellowships for Young Scientists” (Tokubetsu Kenkyuin) program and were not selected. ALL applicable individuals should submitt this evaluation.
                Note) JSPS: The Japan Society for the Promotion of Science 
        To find evaluation results: longin to the JSPS online electronic application system website. At the login completion screen, applicants should see their evaluation results displayed (A, B, C, etc.), and should print these results onto an A4 piece of paper (one original and three copies).
        (Applicants for the JSPS Research fellowship who have had interviews but whose results have not yet been announced are not required to submit these results at the time of application to this incentive program).
  ⑤ Envelope
Because the results of the selection process will be sent via mail, please include an A4 sized envelope with the applicant’s name and address and attach a 120 yen stamp.

(For SEUT Type B)
  “SEUT Type B” Application Form (Form 3 WORD PDF)
        Use the format chosen by this research institution to prepare your documents.
        Please include one original and three copies.
        NOTE: Applicants for “SEUT Type A” DO NOT need to submit a duplicate “Type B” application form.

7. Selection Announcements and Acceptance Procedures
  (1) In late September 2014 selection results will be announced to all applicants.
  (2) The awardee will receive both a notification and information regarding procedures to be completed within a specific time period to accept the offer (transmission of bank account details, documentation submission, etc). If the outlined procedures are not completed within the designated time period, offers to applicants will be considered declined.

8. Management with other scholarships and awards
  (1) Any student who falls under one or more of these criteria which the SEUT incentive program bigins is ineligible to participate.
    Ineligible students: 
    ①MEXT Scholarship for International Students, 
    ②Foreign Government sponsored students (including Chinese students in the “国家建設高水平大学公派研究生項目” by CSC), 
    ③JSPS Research Fellowships for Young Scientists (Tokubetsu Kenkyuin) and JSPS Postdoctoral Fellowships for Foreign Researchers (Gaikokujin Tokubetsu Kenkyuin), 
    ④Recipients of the Special Scholarship for International Students, University of Tokyo (University of Tokyo Fellowship), 
    ⑤Students receiving subsidies from the JSPS “Leading Graduate Schools”prigran. 
    ⑥Students employed as RAs by the MEXT “Grant for Outstanding Graduate Institutions,” 
    ⑦Those receiving scholarships or stipends of 120,000 yen or more per month. 
      Note) MEXT: Ministry of Education, Culture, Sports, Science & Technology
              JASSO: Japan Student Services Organization
              JSPS: Japan Society for the Promotion of Science
              CSC: China Scholarship Council 
   If, at the time of application, you fall under one of these criteria, but your benefits will end prior to October 1, 2014, you may apply for this incentive program. Applicants in this situation should note this on their application form and report their current status in October 2014.

  (2) The following scholarships may be used in conjunction with this incentive program, except in cases where specific arrangements for scholarships not to be used with other plans have already been defined.
  May be used in combination:

  ①Students receiving a JASSO loan, 
  ②Students receiving JASSO Honors Scholarship for Privately Financed International Students (Gakushu Shoureihi), 
  ③Students employed as technical or office assistants by the University of Tokyo, 
  ④RAs based on the Research Assistance Operational Guidelines of the University of Tokyo, excluding cases where students are employed as RAs by the MEXT “Grant for Outstanding Graduate Institutions.”
  ⑤Persons who are exempt from full or half tuition based on paragraph 1, Article 39 of regulations at the University of Tokyo, 
  ⑥Other recipients of various scholarships with no obligation to return at the amount of 120,000 yen per month or less, and student loan recipients.

  Before applying to this incentive program, all arrangements of each program should be verified. In particular, students with benefits from scholarships from various organizations should thoroughly examine the details of their benefits before applying.
 Additionally, the total amount per month for research work and research assistants (RA) to be disbursed cannot exceed 200,000 yen. If this limit is exceeded, the amount provided through the incentive program will decrease.

9. Recipient Responsibilities
  (1) Beneficiaries of this incentive program must apply for the JSPS (特別研究員) Research Fellowship for academic year 2016 in the spring of 2015. However, students who will complete a doctoral program between October 2014 and September 2015 are exempt from this rule. 
  (2) Beneficiaries of this incentive program must submit a monthly report in a prescribed style regarding research progress and other uses for the support funds they are provided with. Should an incentive recipient decide to accept another scholarship, RA position, or other funding such that removal form this incentive system is required, the recipient should, as soon as possible, notify their department office when submitting their monthly report.

10. Precautions and Notes
  (1) If the applicant does not provide the required documents within the acceptance period, the application will not be accepted.
  (2) Beneficiaries of this incentive program must comply with the provisions of The University of Tokyo's Graduate School of Engineering Implementation Guidelines for Doctoral Student Special Incentives Program (SEUT RA). 
  (3) If false statements are made in the information contained on the application form, incentive recipients may have their funding canceled retroactively, and/or may be requied to repay the support funds they have receied.