Applications

Application Guidelines for Non-Students

This section is for high school/ university graduates (i.e., Non-student applicants.)
If you are currently enrolled in University as a degree program student, please refer to the Application Guidelines for Current Student.

[updated on April 10] Attention: Hokkaido Summer Institute has cancelled external candidate acceptance for 2020
The outbreak of the novel coronavirus disease (COVID-19) continues to have a major impact on universities and students’ mobility around the world, and we had been setting up measures upon the implementation of the HSI 2020 by closely monitoring both the local and global situation related to COVID-19.

However, considering the spread of COVID-19 throughout the world, the University has decided to basically suspend any student dispatch and acceptance until September 30 to prevent the further spread of infections. According to this policy, we regret to announce that the Hokkaido Summer Institute will not accept external candidates in 2020. We are very sorry for any inconvenience the decision may cause.

Since one of the HSI’s goals is to promote a global minded education, it is a difficult decision to cancel external candidate acceptance on the HSI program. We will work on even more enriched summer program for 2021 and appreciate if you could understand our decision.

Should you have any questions or concerns, please contact the Hokkaido Summer Institute Managing Section via the contact form.

We look forward to welcoming participants to our summer courses next year.

[updated on March 19] Attention: 2nd application period postponed due to the current pandemic of COVID-19
Hokkaido Summer Institute (HSI) has decided to postpone the second application period for the HSI 2020, considering the current pandemic of the novel coronavirus disease (COVID-19).
The outbreak of COVID-19 continues to have a major impact on universities and students around the world, and we are now setting up measures upon the implementation of the HSI 2020 by closely monitoring the change of state in Japan and following the statements and advisories of the Japanese Government and health authorities.
Hokkaido University Website
Ministry of Health, Labour and Welfare Website
Ministry of Justice Website

The commencement of the second application period is being expected as around 10 April 2020, and the details will be announced on our website and SNS shortly.
We are sorry for any inconveniences this may cause, however truly appreciate your kind understanding and application for the HSI 2020.

Notice regarding the Tokyo 2020 Olympics:
In 2020, the Summer Olympics will run from 24 July to 9 August and the Paralympics will run from 25 August to 6 September in Tokyo. As part of the Tokyo 2020 Olympics, Olympic marathon and race walking events will be held in Sapporo from 6 to 9 August. It is going to have a major effect on travel and accommodation services throughout Japan during the period, thus please plan ahead and prepare for your travel.
Note: A decision to postpone the Olympic Games to 2021 was made on March 24 due to growing concern about the spread of COVID-19.

Application Guidelines for Non-Students

Hokkaido University (HU) accepts applications from high school/university graduates (i.e., Non-students) who wish to take courses in the Hokkaido Summer Institute (HSI) program. All courses are directed at currently enrolled students, but many are also open to Non-students. Non-student applicants are able to combine courses among those offered according to their own majors and interests. They will be admitted as credited auditors based on the evaluation of application documents by relevant course supervisors.
Enrollment periods of successful applicants are designated for individual courses. Course participants (credited auditors) who pass the course examinations will be awarded credits for them. Credits earned in the HSI program may be counted as degree program credits under certain conditions if they enroll in HU or other universities as degree program students after participation in the HSI program.
*Information concerning applications and courses is subject to change. Please make sure to check the latest information on this website.

1. Application Eligibility

In order to be considered for the HSI Program, applicants must meet all the following requirements*:

  1. 1) [For undergraduate course applicants]
    Applicants must be at least 18 years of age at the time of the application and have an academic level equivalent or superior to that of high school graduates.
    [For graduate course applicants]
    Applicants must have an academic level equivalent or superior to that of undergraduate graduates.
  2. 2) Applicants must have the English proficiency necessary to understand and participate in the course(s) they wish to take.
  3. 3) Applicants must meet the prerequisites indicated in the syllabus of course(s) they wish to take.
    *HU may accept applications from those who don’t meet the requirements above, but have an excellent academic/research record and the ambition to pursue their subject at a higher level. For details, please contact the Hokkaido Summer Institute Managing Section.
  4. Important Note:
    Successful applicants are required to take out insurance covering medical expenses and liability during their stay at Hokkaido University, and submit a copy of the insurance policy by the designated deadline after receiving a notification of acceptance. They are not able to take courses without submitting a copy of their insurance policy by the deadline.

2. Online Application Process

  1. Before the Online Pre-application Starts:
  2. 1) Read the application guidelines.
  3. 2) Browse the course information (syllabus and schedule) on each course page and choose course(s).
  4. 3) Prepare your application documents.
  5. During the Online Pre-application Period:
  6. 4) Go to the “Application for Admission” page to create your account.
  7. 5) Log in to your account page and fill out the online application form.
  8. 6) Follow the instructions on the application page and upload all required documents.
    Application guidance notes are available here.
  9. Before the Online Application (Payment) Period Starts:
  10. 7) Receive the preliminary screening result.
    [Results will be announced by e-mail prior to the Online Application (Payment) Period.]
  11. During the Online Application (Payment) Period:
  12. 8) Pay the application fee (9,800 JPY) online. (Only for applicants who pass the preliminary screening)
  13. Note:
    Applications are considered complete once all documents have been accepted as valid and payment of the application fee has been confirmed by Hokkaido University.

3. Application Documents

Application documents shall be written in English, unless otherwise specified. Insufficient and/or incomplete documents WILL NOT BE ACCEPTED for application.

    1. 1) Application Form
      Answer all of the questions on the online application form. Data entry forms are available here.
      For overseas Non-students      For Non-students in Japan
    2. 2) Photo
      Front-facing, upper body, no hat; 354 x 295 pixels
    3. 3) Official certificate of graduation from the last academic institution attended
    4. 4) Official academic transcript from the last academic institution attended
    5. 5) Official English proficiency test certificate [Non-native English speaking applicants only]
      If relevant scores are unavailable, a documented certificate of English proficiency written by their home-institution or the equivalent can be submitted instead. Click here for a sample form.
      Those who were educated with English as their primary language of instruction at the last academic institution they attended are exempted from submitting the certificate.
    6. 6) Copy of passport [Non-Japanese applicants only]
    7. Note:
      Please contact the Hokkaido Summer Institute Managing Section and follow its instructions in advance if
      -applicants have any questions about their application eligibility;
      -applicants are not at the institution from which they graduated and/or it is proving difficult to obtain 3) and/or 4).

4. Application, Entrance, and Tuition Fees

Applicants who pass the preliminary screening are required to pay the application fee during the Application [Payment] Period.
Applicants granted permission for admission will be notified of the deadline for payment of entrance and tuition fees. Fees are payable by credit card. Fees that have already been paid are non-refundable.

Application Fee Entrance Fee Tuition Fee
Payment 9,800 JPY 28,200 JPY 14,800 JPY per credit


5. Application Period

Pre-application
[Entry & Document
Submission] Period
Application
[Payment]
Period
Courses Available
to Currently Enrolled
Students
Courses Open to
Non-student
Applicants
Early Application
(1st Application)
February 3-
February 21*
March 19-
March 23*
All courses* Please check the available course list for Non-student applicants below or the syllabus of the course in which you are interested on the website.
2nd Application March 23-April 3: Postponed April 23-April 27: Will be postponed Courses starting on or after July 1
3rd Application May 25-June 5 June 25-
June 29
Courses starting on or after September 1



Note:
Application submission opens at 12:00 on the first day and closes at 17:00 on the last day of the application period. [Japan Standard Time]

Available course list for Non-student applicants (Graduate)
*as of April 3, 2020

Available course list for Non-student applicants (Undergraduate)
*as of January 28, 2020

* Hokkaido Summer Institute has cancelled external candidate acceptance for 2020 due to the outbreak of the novel coronavirus disease (COVID-19). Regarding this decision, we have sent an email to applicants for the Early Application.

6. Accommodation

Overseas applicants seeking accommodation for a week or more can apply for a place at a Hokkaido University (HU) student dormitory during the Early Application in February. HU Dormitory is not available to applicants for the second and third applications. Applicants may need to find alternative accommodation if the limited capacity of these dormitories is reached. Please also note that there are only a few rooms available in October since HU accepts many international students at the beginning of the semester. For more details, please refer to “Accommodations / Campus Facilities” webpage.

7. Steps after Submitting the Online Application

Screening results will be notified to applicants via e-mail within one and a half months after the Pre-application deadline. Successful applicants will be notified of further procedures such as confirmation of intent to enroll, dormitory applications, and the entrance and tuition fee payment deadline. Also, the following information will be available on each applicant’s “My Page” on the website.
-Registered information (Personal information, courses, dormitory, fees, etc.)
-Request for invitation letter (For visa application)
-Student handbook
-Class preparation assignments

Steps after completing application
1) Receive the result of screening.

Pre-application Deadline Screening Result Notice and Confirmation of Intent to Enroll
Early Application
(1st Application)
February 21* Around the beginning of April*
2nd Application April 3
: Postponed
Around the middle of May
: Will be postponed
3rd Application June 5 Around the middle of July


*We have sent an email to applicants regarding the cancellation of external candidate acceptance.

2) Confirm your intention of enrollment and specify your desired period of stay at the dormitory.*
*Only for applicants who apply for the dormitory during the Early Application Period. Applicants will be informed of the status of their request in late April.
3) Start admission procedures on “My Page.” (visa documents request, etc.)
4) Pay entrance, tuition and dormitory fees on “My Page.”

Entrance, Tuition & Dormitory Fee
Payment Period
Students who start their studies in June Beginning of May
Students who start their studies in July Beginning of June
Students who start their studies in August Beginning of July
Students who start their studies in September Beginning of August
Students who start their studies in October Beginning of September



*A detailed schedule will be sent by email.

5) Make travel arrangements. (visa, flights, accommodations, etc.)
6) Buy insurance. (mandatory)
7) Register necessary information on “My Page.”
8) Arrive in Hokkaido, participate in the HSI 2020 program.

■Visa, Insurance, and Accommodations

– Visa
Program participants who stay in Japan for up to 90 days will require short-term visas, with the exception of those from countries and regions with which Japan has visa exemption arrangements. Overseas applicants are advised to check the list of such countries and regions on the Ministry of Foreign Affairs website below before submitting application documents. Successful applicants who need to apply for a visa will be informed of the necessary procedures once they are granted permission for admission. The Hokkaido Summer Institute Managing Section will provide them with an invitation letter to include with their short-term visa application. Non-student program participants (credited auditors) are not able to obtain a student visa.
https://www.mofa.go.jp/j_info/visit/visa/

– Insurance
Program participants must take out travel insurance to cover possible accidents, injuries, illnesses or other incidents irrespective of their period of stay. Hokkaido University is not responsible for any unforeseen contingencies in which they may be involved. As such, they must follow the necessary procedures prior to departure from their country. Their insurance must cover death and medical care expenses due to sickness as well as accidental injury. Personal liability must also be covered by insurance in the event of an accident that results in injury or property damage for which they will be held legally responsible.

– Accommodations
Applicants requesting dormitory accommodation in the Early Application period will be informed of the maximum period of stay and asked to indicate their desired accommodation dates in early April. They will then be informed of the status of their requests in late April. They may need to find alternative accommodation if applications for the dormitory reach maximum capacity.

8. Points to Note

  1. 1) Applicants should consider their course selections carefully before submitting an application since they generally cannot add courses after application submission.
  2. 2) Applications are screened by faculty members in the relevant subject area, and the method of selection differs by course. Decisions are made on completed applications before applications in the subsequent application period are screened. Some courses, where the number of qualified applications reaches full capacity, may not accept applications in the subsequent application period.
  3. 3) Each course has a designated level. Before submitting an application, applicants should check the table below to see which level’s courses they can take:
High school graduates Undergraduate graduates Master’s course graduates
Undergraduate
level
check mark check mark check mark
Master’s
level
check mark check mark
Graduate
level
check mark check mark
Ph.D.
level
check mark



    1. 4) Successful applicants may be contacted by relevant course instructors before classes start.
    2. 5) Successful applicants who fail to confirm their intent to enroll and/or to pay entrance and tuition fees by the designated deadline are deemed as having decided not to enroll in the program and therefore cannot take courses.
    3. 6) Successful applicants who decide to cancel all or part of their courses after submitting an application should use the Inquiry Form or send an email to let the Hokkaido Summer Institute Managing Section know of their decision and related circumstances. Please note that if they cancel their enrollment in the program, application, entrance and tuition fees and dormitory fees that have already been paid will not be refunded under any circumstances, except in the event the program is cancelled for any reason by HU.
    4. 7) Hokkaido Summer Institute reserves the right to cancel the course due to unforeseen and/or unavoidable circumstances. In this case, any expenses incurred other than tuition and dormitory fees will not be reimbursed. Applicants should keep this in mind when making travel arrangements.

9. Handling of Personal Information

  1. 1) All personal information collected by Hokkaido University (hereinafter referred to as “the University”) will be completely protected in compliance with the Act on the Protection of Personal Information Held by Independent Administrative Agencies, the EU’s General Data Production Regulation (hereinafter referred to as “GDPR”), and other related acts and pursuant to the Hokkaido University Personal Information Management Regulations.
  2. 2) Names, addresses, and other personal information provided to the University through the application process will be used solely for (a) enrollee selection, (b) the announcement of exam results, (c) admission purposes, (d) surveys and research on enrollee selection methods, and (e) related processes.
  3. 3) Personal information obtained through the application process will be used only for those who are admitted for (a) school administration purposes (student registration, etc.), (b) student support services (health management, participation in events, etc.), and (c) application, entrance, tuition and accommodation fees, and other administrative purposes.
  4. 4) The University also collects technical visitor information on the website, such as the date and time of access, the domain from which access is made, and the cookies (small information file stored on the hard drive of the computer used to access a website.) This information is not linked to individuals and cannot be used trace the identity of a visitor. The data collected and stored is used for statistical analysis of site usage and enhancement of the website.
  5. 5) Some of these processes may be outsourced by the University to a contracted service provider (hereinafter referred to as “the Contractor”). All or some of the personal information provided by applicants may be provided to the Contractor only as needed to perform the tasks for which it has been contracted.
  6. -GDPR Privacy Policy
  7. 6) The University processes applicants’ personal data with their consent. (GDPR, Article 6, Paragraph 1 (a)).
  8. 7) The consent set forth in 6) may be revoked at any time. However, it will not affect the lawfulness of their personal data that has already been processed with their consent prior to the revoke.
  9. 8) Personal data collected will be kept for 10 years counting from the subsequent fiscal year (from April to -March) after the fiscal year their data was collected.
  10. 9) Data subjects (individuals whose personal data is collected, held and processed) have the following rights as stated in GDPR, as well as other related laws and regulations:
    To access their personal data / To have their inaccurate personal data corrected/ To have their personal data deleted where appropriate/ To restrict the processing of their personal data / To object to the processing of their personal data/ To transfer their personal data to third-party entities.
  11. 10) If they are not happy with the way their personal data is handled, or the response they received from the University, they have the right to file a complaint to a supervisory authority defined in GDPR (Article 51, Paragraph 1).
  12. 11) The University is governed by the Incorporated Administrative Agency (IAA) Personal Information Protection Act. The European Commission’s adequacy decision is not applicable to the University.