Application Guidelines for Current Students

4. Program Fee

<<Tuition Fee>>

• * Upper row is for 8 class hours (Experiment/Practical training: 15 class hours) lectures.
  Lower row is for 15 class hours (Experiment/Practical training: 30 class hours) lectures.

• – The fee for working adults apply to courses offered in Japanese in the HSI extension/professional program, even if the enrollee is a student. Please refer to the each course pages on the website for the tuition fee.

Payment of the tuition fee
Applicants granted permission for admission will be notified of the deadline for tuition fee payment. Tuition fee are payable by credit card. Tuition fee that have already been paid are non-refundable. (Except if Hokkaido University issues a policy of refunding (due to infectious disease, disaster, etc.) If applicants fail to pay the tuition fee within the designated period, their permission will be canceled.

Exemption for tuition fee
Those who enroll as exchange students from Hokkaido University (HU)’s partner universities outside Japan with which HU has concluded a memorandum of understanding on mutual tuition waivers are waived the tuition fee at HU. They must inform the relevant office at their home institution about their application before submitting application. Check the list of HU’s partner universities.

Inter-University Agreements
Departmental Agreements

Those who enroll as exchange students from HU’s partner institutions based on departmental exchange agreements are required to take at least one course organized by the HU department which their institution has concluded the agreement with.

5. Application Period

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]
• ・Students who require a visa to enter Japan:
  It takes at least about two months from receiving Screening Result Notice to the visa issuance.
  If you have already completed your application and it has been admitted, and you wish to add course(s) in subsequent application periods, please make sure that your schedule allows you to obtain a visa in time for the first day of classes before you add the courses.
  If your length of stay changes due to the addition of a course, please secure accommodations at the time of the course addition procedure.

6. Accommodation

HSI is a short-term summer program. Since it is difficult to secure rooms in the student dormitories at Hokkaido University for students who intend to stay for a short period of time, participating students are expected to make their own arrangements for private accommodations.
Due to the lifting of COVID-19-related entry restrictions and the recent popularity of summer tourism in Hokkaido, commercial accommodations are expected to be crowded, so applicants should make reservations for accommodations well in advance, either at the time of application, or when considering application. In FY2023, there were cases of students who only started looking for accommodations just before coming to Japan and who then had difficulty securing accommodations, forcing them to pay for expensive accommodations. Information on commercial accommodations that have been used by past participants is available on the HSI website. Please refer to this information to make your accommodation arrangements.
Please note that use of the accommodations listed on the HSI website is not arranged by Hokkaido university, and the university is not responsible for reservations, cancellations, or any other problems concerning the accommodations.

7. Steps after Submitting the Online Application

Applications submitted online will be screened to select successful applicants for the courses. Applicants will receive a pass/fail notification for each course approximately one month after the application deadline. Prospective enrollees will be asked to confirm their intent to enroll and also receive such information as the tuition fee payment deadline.
Prospective enrollees will also have their own “My Page” on the website, where the following information, needed for HSI2024 attendance, will be provided.

-Registered information (Personal information, courses, etc.)
-Payment
-Request for invitation letter (For visa application)
-Student handbook (HSI participation guideline)
-Event information

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

2) 【Important】We will once again confirm each applicant’s intention of enrollment as “Enrollment Confirmation” within the designated period.

• * It will be assumed that those failing to complete their “Enrollment Confirmation” do not intend to enroll, and we will cancel their permission to take courses.
• * Those who wish to cancel their enrollment after “Enrollment Confirmation” should notify us of their intentions by e-mail.
• * Those who live in Japan will not be subject to any special procedures after “Enrollment Confirmation” and up until payment of the tuition fee.

3) 【Only for applicants who are overseas residents and plan to come to take a face-to-face course】
Start admission procedures on “My Page.” (visa documents request, etc.)

4) Pay tuition fee on “My Page.”

*A detailed schedule will be sent by email.

5) Make travel arrangements. (visa, flights, etc.)
*Only for applicants who plan to come to Japan and take face-to-face courses.
6) Buy insurance. (mandatory)
*Only for applicants who live outside Japan and plan to come to Japan and take face-to-face courses.
7) Register necessary information on “My Page.”
8) Participate in the HSI 2024 program.

Visa, Air ticket, and Insurance【Only for applicants who live outside Japan】

– 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 should be sure 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.
https://www.mofa.go.jp/j_info/visit/visa/

– Air ticket
Program participants, who plan to come to Japan and take courses face-to-face, must submit a copy of the e-ticket for the flight to Japan and back on “My Page” before paying the tuition fee.

– Insurance
Program participants, who plan to come to Japan and take face-to-face courses, 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.

8. Points to Note

1. 1) In principle, applicants may not add or change courses after submitting their application. Therefore, applicants should carefully consider their course selections before applying.
   However, only those who have already completed the application and have been admitted may add courses during subsequent application periods.
2. 2) Applications are screened by faculty members in charge of the relevant courses, and the screening method differs by course. When capacity is reached, some courses may not accept applications in and after 2nd 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:

	Undergraduate students	Master’s students	Ph.D. students
Undergraduate level
Master’s level
Graduate level
Ph.D. level

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 tuition fee 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 contact the Hokkaido Summer Institute Managing Section via the Inquiry Form or e-mail. In principle, tuition fees that have already been paid will not be refunded, except if Hokkaido University issues a policy of refunding (due to infectious diseases, disaster, etc.).
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 including tuition fee will not be reimbursed. In addition, Hokkaido University is not responsible for any costs associated with cancellations of airline tickets or accommodations. Applicants should keep this in mind when making travel arrangements.