Guidelines for Academic Support for Latter Period of Doctoral Students in the Graduate School of Engineering and the Graduate School of Chemical Sciences and Engineering

Board of Representatives Ruling of April 9, 2010

1. Purposes
These guidelines aim to strengthen the educational and research environment for students through financial aid by hiring them as research assistants (hereinafter referred to as “RA”), utilizing priority allocation expenses as part of academic support for latter period doctoral students (hereinafter referred to as “students”) in the Graduate School of Engineering and the Graduate School of Chemical Sciences and Engineering (with the relevant fields listed in the appended table).

2. Eligible Persons
The eligible persons specified by these guidelines shall be students in the 1st and 2nd year, and those in the 3rd year within the standard duration of study, excluding those who do not wish to be RA or who fall under the following items.

  • 1) Adult (employed) students who are paid or given financial aid by their companies;
  • 2) Students who are hired as JSPS fellows;
  • 3) Students who are hired as RA by competitive funds such as the Global COE Program and others;
  • 4) Students who are found to have been receiving economic support equivalent to that in Items 2 and 3 through other fellowships;
  • 5) Japanese Government Scholarship Students;
  • 6) Students on leave of absence, overseas students, and those who are permitted to receive the research supervision of graduate schools or research centers in other universities; and
  • 7) Students who have failed to pay tuition fee for one period (former or latter period).

3. Requirements for Application
It is mandatory for eligible persons in the preceding Item 2 to meet the following requirements 1) and 2). However, if requirement 2) cannot be met for special reasons, a designated research plan report shall be submitted. In addition, it is desirable for applicants to aim to complete the latter period of their doctoral program by compressing their enrollment period.

  • 1) With regard to the persons who may be entitled to tuition waivers in the relevant academic year, application for tuition waiver shall have been made.
  • 2) Application to be hired as a JSPS fellow shall have been made.

4. Application Procedures
The supervisors of the students who want to apply for RA shall confirm the Items of Eligible Persons (Item 2) and Requirements for Application (Item 3), and submit the required documents to the Director of Educational Planning (related to the Academic Affairs Division’s Graduate School Unit) by the due date prescribed in the application information in the relevant academic year.

5. Employment Period and Other

  • 1) The employment period of RA shall be prescribed within the periods separately stated in the following according to former/latter periods. However, in the case of the former period, where the operation conference recognizes that there are unavoidable reasons, the period may be extended.
    Periods Employment periods
    Former period From April 1 to September 30
    Latter period From October 1 to March 31 (3rd year students; to March 25)
  • 2) Working hours are up to a maximum of 400 hours per year (former period; 200 hours, latter period; 200 hours). However, in the case of self-supported international students, working hours shall be within those written on work permits.
  • 3) With regard to those who are entitled to tuition waivers, working hours shall be adjusted as follows.
    Periods Full waiver Half waiver Quarter waiver
    Former period Not applicable Within 100 hours Within 150 hours
    Latter period Not applicable Within 100 hours Within 150 hours

6. Screening and Decision-making Body
Screening shall be conducted in the Educational Planning Office, based on applications submitted by supervisors, and the operation conference shall determine the results in consideration of the budgets of each fiscal year. The Director of Educational Planning shall notify the supervisors of the results.

7. Job Descriptions and Working Conditions of RA
The job descriptions and working conditions of RA shall be as prescribed in the Guidelines for Research Assistant of the National University Corporation Hokkaido University (President Ruling of July 24, 1996).

8. Employment Procedures
With regard to employment procedures, the relevant students shall submit the required documents to the General Affairs Division through their supervisors.

9. Measures for Those Excluded from These Guidelines
With regard to students who are hired as RA pursuant to these guidelines, and who subsequently have been excluded during their employment period pursuant to the provisions of the proviso in Item 2, their employment shall be cancelled until they again become eligible to re-apply. When grounds for exclusion arise, supervisors of the relevant students shall immediately notify the Director of Educational Planning of the matter.

10. Other
As the salary of RA is regarded and counted as their income, attention shall be paid when applying for the following.

  • 1) Application for tuition waivers
  • 2) Application for a scholarship from the Japan Student Services Organization (the former Japan Scholarship Foundation)
  • 3) When seeking approval as a non-working dependent on a family member’s health insurance
  • 4) Special system for student payment of National Pension

Supplementary Notes

  1. These guidelines will come into effect from April 9, 2010 and be applied from April 1, 2010.
  2. With regard to academic support for students who are enrolled in, as of March 31, 2010, the latter period of the doctoral program of the Faculty and Graduate School of Engineering (hereinafter referred to as “current students” in this paragraph), and those who will enroll in the school year to which current students belong after April 1 in the same year, the term “the Graduate School of Engineering and the Graduate School of Chemical Sciences and Engineering” in Item 1 shall be read as “the Faculty and Graduate School of Engineering,” and these guidelines shall apply to them.
  3. These guidelines for academic support for latter period doctoral students in the Faculty and Graduate School of Engineering (Board of Representatives Ruling of April 15, 2005) will be abolished.

Supplementary Notes
These guidelines will come into effect from July 29, 2011 and apply from April 1, 2011.

Appended table (related to Item 1)
(Appended table omitted)

Leave a Reply

Your email address will not be published. Required fields are marked *