Applications

Application Guidelines for Working Adults (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 Students.

Application Guidelines for Non-Students

Please read this application guideline carefully before proceeding with the application process for HSI2023.
*Information concerning applications and courses is subject to change. Please make sure to check the latest information on the HSI 2023 website.

≪Courses≫

【HSI extension/professional program】

This program offers courses for working adults to engage in re-learning as well as the acquisition and development of expertise. If you wish to take typical recurrent courses, please find them in this program.

【Advanced Research Course】

This course offers cutting-edge classes in specific areas of expertise. As lecturers include many researchers from overseas universities and other institutions, their lectures include content that can only be studied at HSI. The lecturers also include researchers in Japan at the forefront of their fields.

【Global Liberal Arts Course】

This course offers classes in interdisciplinary fields and those with liberal arts elements. It requires no expertise and is open to students from a wide array of academic backgrounds, such as liberal arts and the sciences.

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 meet the prerequisites indicated in the syllabus of course(s) they wish to take.
    *Hokkaido University 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.
  3. Important Note: Only for applicants participating in HSI from outside Japan
    Successful applicants, who live outside Japan and plan to come to Japan and take face-to-face courses, 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 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 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 will be available on the website prior to the start of Pre-application.
  9. 7) Pay the program fee online.
  10. Note:
    Applications are considered complete once all documents have been accepted as valid and payment of the program fee has been confirmed by Hokkaido University.

3. Application Documents

    1. 1) Application Form
      Answer all of the questions on the online application form. Applicants who wish to check the contents of the application form before applying online can download the application form from the below.
      Applicants who live in Japan      Applicants who live outside Japan
    2. 2) Photo
      Front-facing, upper body, no hat; 354 x 295 pixels
    3. 3) Copy of employment certificate or employee ID card
      Applicants must submit documents showing they are currently employed by their company.
      Self-employed applicants must submit documents showing they are self-employed.
      • * If you are not currently employed or have no employment history, please mention it on the application form.
    4. 4) Copy of passport
      • * Only for applicants who plan to come to Japan and take face-to-face courses.

4. Program Fee

1 Credit (Equivalent) 2 Credit (Equivalent)
HSI extension/professional program 38,000JPY or
76,000JPY*		 62,500JPY or
133,750JPY*
Advanced Research Course
Global Liberal Arts Course		 52,800JPY* 52,800JPY*

The course fees for the HSI extension/professional program vary depending on the courses offered. Please refer to the each course pages on the website for the course fees.

  • * The program fee above is TBD as of February 22, 2023. Please confirm the exact program fee on the each course pages at the time of application.

Payment will be made by credit card only. Please see the cancellation policy as below.

≪Cancellation Policy≫

【About cancellation】
Course cancellations will be accepted until the following date.
Students : By the time of tuition payment
Non-students : By the same day one month prior to the first day of course * If there is no same day, the day before the same day
ex) Applicants can cancel until June 10 if courses start on July 10. After the deadline, cancellation will be not accepted.


≪Cancellation Fee≫
No cancellation fee will be charged if cancellation is made before the above period.
After the above period, 100% of the program fee will be charged as cancellation fee.
The program fee is non-refundable for any reason.
However, the program fee may be refunded only if the student is unable to attend the course due to reasons beyond his/her control.

5. Application Period

Application Period Courses Available
Application Period March 6－15 All courses
1st Additional Application April 7－13 Residents in Japan:
All courses

Overseas residents:
All Courses starting on or after July 1
2nd Additional Application June 1－7 Residents in Japan:
All courses starting on or after July 1

Overseas residents:
All Courses starting on or after August 1
3rd Additional Application July 3－10 Residents in Japan:
All courses starting on or after August 1

Overseas residents:
All 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]
  • ・Students who require a visa to enter Japan:
    It takes at least about two months from receiving Screening Result Notice to the visa issuance. Applicants applying during the additional application period are therefore advised to ensure that they will be able to obtain a visa in time for the start of classes.

6. Steps after Submitting the Online Application

Successful applicants will be provided with their own “My Page” on the website. The following information will be available on each applicant’s “My Page” on the website.
-Registered information (Personal information, courses, fees, etc.)
-Request for invitation letter (For visa application)
-Student handbook (HSI participation guideline)
-Event information

■Applicants who live in Japan
Once your application is completed, your enrollment will be confirmed as soon as you receive an email from Hokkaido University regarding your enrollment approval. No special procedures are required after the course has confirmed.

Those who have applied to take a course at Hokkaido University are responsible for making their own arrangements for accommodations, airline ticket, etc. Course procedures will be announced on the My Page.

■Applicants who live outside Japan and will be taking face-to-face courses
1) 【Only for applicants who live outside Japan and will be taking a face-to-face course】
Start admission procedures on “My Page.” (Visa documents request, etc.)
2) Make travel arrangements. (visa, flights, accommodations, etc.)
3) Buy insurance. (mandatory)
4) Register necessary information on “My Page.”
5) Participate in the HSI 2022 program.

■Applicants who live outside Japan and will be taking online courses
Once your application is completed, your enrollment will be confirmed as soon as you receive an email from Hokkaido University regarding your enrollment approval. No special procedures are required after the course has confirmed. Course registration procedures will be announced on the My Page.

■Visa, Air ticket, Insurance, and Accommodations【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. Non-student program participants (credited auditors) are not able to obtain a student visa.
https://www.mofa.go.jp/j_info/visit/visa/

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

– 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.

7. Points to Note

  1. 1) In principle, applicants may not add and change courses after submitting their application. Therefore, applicants should carefully consider their course selections before applying.
    However, applicants who don’t need to get visa to participate in HSI, or those live outside Japan and applying for online courses may add courses during the additional application period.
  2. 2) Some courses, where the number of qualified applications reaches full capacity, may not accept applications in the additional application period.
  3. 3) Each course has a targeted level. Before submitting an application, applicants should check the table below to see which level’s courses they will take:
Undergraduate
students		 Master’s students Ph.D. students
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 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. Please note that paid fees (including accommodation fee) are non-refundable unless the program is cancelled by Hokkaido University.
      –Successful applicants who have become unable to enroll in HSI2023 for reasons beyond their control are asked to contact the Hokkaido Summer Institute Managing Section.
    3. 6) If you need an accommodation to participate in HSI2023, please arrange by yourself.
    4. 7) Hokkaido Summer Institute reserves the right to cancel the course due to unforeseen and/or unavoidable circumstances. In this case, any expenses (air ticket fee etc.) incurred other than program fee will not be reimbursed.
    5. 8) In Hokkaido University, measures against infectious diseases will be taken in accordance with the guidelines established by Hokkaido University. If there is a change in the responses of the Government of Japan and Hokkaido University due to the spread of COVID-19 infection in the future, the implementation method may change.

8. 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, 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) program fee, 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. 6) The University processes applicants’ personal data with their consent. (GDPR, Article 6, Paragraph 1 (a)).
  7. 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.
  8. 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.
  9. 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.
  10. 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).
  11. 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.

9. Application Guidelines (for download)