FAQ

I am undergraduate student. Can I take courses for graduate students?

No, you can’t. Each course has a designated level. Before you start your application, please check in the table below which level’s courses you can 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


 

I don’t belong to the academic institution after I graduated from the university. Can I apply for the program?

Yes, we will accept high school graduates/ university graduates [i.e., Non-students] for the program from 2020.

How long does it take to receive screening results once an application has been submitted?

We will inform applicants of screening results within one and a half months after the application deadline. Check your incoming e-mail settings to ensure that you will receive e-mail from no-reply@oia.hokudai.ac.jp.

How will you inform me of screening results?

By e-mail. Check your incoming e-mail settings to ensure that you will receive e-mail from no-reply@oia.hokudai.ac.jp.

I received a notification of acceptance. What is the admission process?

Please refer to the Application Guidelines for Current Students / Application Guidelines for Non-Students webpages and follow the admission process described in the e-mail notifying you of your acceptance.

I am not a native English speaker. Do I have to submit English proficiency test scores to participate in the program?

Yes. Since courses are taught in English, you must have the English proficiency necessary to understand and participate in the course(s) you wish to take. Normally this would be demonstrated by submitting the official English proficiency test score. Exceptionally, applicants are permitted to submit the documented certificate if the relevant scores are unavailable. This certificate should be written and signed by their academic supervisors/school officials/senior staff members at their home institutions. A sample certificate form is available on the Application Guidelines for Current Students / Application Guidelines for Non-Students webpages.

Can I change my courses after submitting application?

No. As a general rule, we do not accept requests for course changes. Please consider your course selections carefully before submitting your application.
Before submitting your application for admission, please check class hours on the Courses webpage to avoid overlapping of classes.
If you want to cancel the courses after submitting application due to unavoidable circumstances, please let the Hokkaido Summer Institute Managing Section know your cancellation.

Is it possible to change my personal information and other data after submitting the application documents?

No changes to personal or other information in application documents may be made once submitted. Accordingly, care should be taken to ensure that such information is correct before submission. If your contact information changes after submitting application, please inform the Hokkaido Summer Institute Managing Section using the Inquiry Form.

When is the application deadline?

We set different application deadlines for each application, Please refer the Application Guidelines for Current Students / Application Guidelines for Non-Students webpages.

What should I do if I will graduate from the university before the HSI program starts?

Applicants who apply in the current student category should be registered as degree-program students at universities at the time of application and during the HSI program period. Those who will graduate from their home institution before the HSI program starts are required to submit a certificate of acceptance from the home institution at the time of enrollment in HSI. If they are not able to submit it, they should apply in the non-student category instead.

Do I need a visa to participate in the program? What procedures do I have to follow if I need a visa?

Visa application procedures differ by country/region. For visa information, check the Ministry of Foreign Affairs website for countries and regions eligible for visa exemption, and follow the necessary procedures.
https://www.mofa.go.jp/j_info/visit/visa/
Applicants who need a visa must check “Yes” in the Application Form section asking whether or not you need a visa. Detailed information on necessary procedures will be notified to successful applicants.

I was granted permission for admission and obtained a visa. However, I will not be able to attend the program due to circumstances outside my control. What should I do and how can I cancel my visa?

You must contact the Hokkaido Summer Institute Managing Section immediately. To cancel a visa, the visa holder must go to the consulate in person to carry out visa cancellation procedures. For more details, please follow the instructions given to you by the Hokkaido Summer Institute Managing Section.

Do I need insurance even if I will only be staying in Japan for a short period of time?

Yes, you must take out travel insurance prior to departure from your country because you never know what could happen during your stay in Japan. All program participants must take out insurance to cover possible accidents, injuries, illnesses or other incidents. You are not allowed to take part in the HSI program without showing us a copy of an overseas travel insurance policy.

I’m an applicant from within Japan. What insurance should I take when I participate in the program?

Applicants from within Japan who have enrolled in an Employee Health Insurance (kenko hoken) or the country’s National Health Insurance (kokumin kenko hoken) are not required to take out another insurance.

If I receive medical care at a hospital, will I have to pay in cash even if I am insured?

As a general rule, you must pay full medical expenses in cash (Japanese yen) at hospitals. Keep in mind that payment by credit card is only accepted at major hospitals. In most cases these expenses will be reimbursed by your insurance company. If you take out travel insurance including cash-free payment service, there is no need for payment. The cash-free conditions vary by insurance company. Please check beforehand.

Does Hokkaido University have accommodation facilities?

Yes. However, dormitory accommodation is not available in the following cases; 1) for stays of less than a week 2) to applicants from within Japan 3) to students applied in the 2nd – 3rd application periods. These applicants must make arrangements for accommodations on their own. For more information, see the Accommodations / Campus Facilities webpage.

Can I choose my accommodation?

No, you cannot. We will choose one for you in consideration of the status of occupancy and other circumstances.

Do you have any facilities where I can stay with my family?

No, we do not. If you plan to stay in Sapporo with your family, please make accommodation arrangements on your own.

Can I access the Internet with my own PC at the accommodation facilities?

Yes, you can. However, some dormitories offer only wired LAN service. For more information, see the Accommodations / Campus Facilities webpage.

Do the accommodation rates include board?

No. Hokkaido University’s dormitories do not provide meals. However, you may cook your own meals at a communal kitchen inside the dormitory.

Can I stay at my acquaintance’s house in Sapporo, instead of a dormitory?

Yes, you can. However, you must register information on where you will stay on “My Page.” In case of emergency, Hokkaido Summer Institute Managing Section may contact the place you stay.

When can I begin staying at a dormitory? Do I have to leave as soon as the program is finished?

The maximum stay is from two days before to two days after the relevant program. For example, if you take a course running from July 10 to 16, the maximum period is from July 8 (move-in) to 18 (move-out).

What time can I check in/out at the dormitor?

You can check in/out anytime. A residence manager is on site 24 hours per day, 7 days per week.

I have to leave the dormitory in the middle of the period of my stay. What procedures are necessary?

Please submit a “Notice of Departure” to the dormitory manager immediately. Dormitory fees that have already been paid are not refundable. For more regulations, please check the “Student Dormitory Guide” which will be distributed on “My Page” before your arrival.

My friend will also participate in the HSI program during the same period. Can we be allocated the same dormitory room?

No. Room allocation requests cannot be accepted. However, requests from disabled applicants will be considered.

To get a tuition waiver, when should I be registered as a student at Hokkaido University (HU)’s partner institutions?

To get a tuition waiver, applicants should basically be registered as degree-prigram students at HU’s partner institutions at the time of application and during the HSI program period. If you will graduate from your current home institution(A) and enroll in the HU’s partner institution(B) before the HSI program starts, please follow the steps below to get a tuition fee waiver. 1) Submit the certificate of registration issued by your current home institution(A). 2) Submit the certificate of acceptance issued by your prospective home institution(B). 3) Submit the certificate of registration issued by your home institution during the HSI program(B) before the tuiton fee payment period.

Should I pay the application and entrance fees?

Applicants in the non-student category are required to pay the application and entrance fees. Current students don’t need to pay these fees. For more information, see the Application Guidelines for Current Students / Application Guidelines for Non-Students webpages or the Tuition & Other Fees Payment webpage.

I have to withdraw from the program for personal reasons. I have not attended any classes yet. Can I get a refund for the fees I have paid?

Fees that have already been paid are non-refundable. For more information, see the Tuition & Other Fees Payment webpage.

How can I pay the tuition and other fees?

Fees are payable by credit card. For more information, see the Tuition & Other Fees Payment webpage.

Can I apply for scholarship?

At this time, there is no open-type scholarship available through the Hokkaido Summer Institute Managing Section. Please check with your university’s financial aid office to see if scholarship may be available to you.

Do I have to return home as soon as the program is finished?

– Participants who need visas
Participants who need visas can stay in Japan for the duration of the permitted period of stay. Please note that when participants apply for a visa, they must fill out and submit the Schedule of Stay form, describing their schedules in Japan, including those for sightseeing.
– Participants who do not need visas
Generally, participants who do not need visas can stay in Japan for up to 90 days. For those from Brunei, Indonesia, Thailand, and United Arab Emirates, please refer to the website of Ministry of Foreign Affairs of Japan for the granted period of stay.
https://www.mofa.go.jp/j_info/visit/visa/short/novisa.html

Note for both types of participants: Please note that participants cannot stay in the accommodations arranged by Hokkaido University (HU) after completion of the program, and that HU is not responsible for any accidents or other unforeseen events that may arise during the pre/post-program period.

Can I receive an academic transcript from the program?

Yes. For more information, see the Courses webpage.

Is it possible for students to transfer credits earned in the Hokkaido Summer Institute program to their home institutions?

That depends on the home institution. Students wishing to transfer credits to their home institutions are strongly recommended to consult with their academic supervisors and the academic affairs office at their home institutions before submitting an application.

Is there any limit to the number of courses / credits students can take?

No, there is not. However, since you need to prepare and review for each class carefully, please check the syllabuses and the schedules of the courses you want to take before course selection to avoid overlapping of course periods. Some courses require time commitments outside of classroom hours.

I applied for two courses. Is it possible that my application will only be accepted for one of them?

Yes. As each course has prerequisite and capacity, applicants may not be accepted for all of their desired courses.

I applied, but was not granted permission for admission. Can you tell me why?

We are unable to answer questions regarding the details of admission qualification screening and the reasons why certain applicants were not granted permission for admission.

I have submitted an application but have to withdraw due to circumstances outside my control. What should I do?

Use the Inquiry Form to let the Hokkaido Summer Institute Managing Section know of your withdrawal and the related circumstances.

What kind of course assignment workload should I expect?

The syllabuses on the Courses webpage show expected course assignment workloads.

Do you offer transportation services between the university and the airport?

No, we do not offer such services between the university and the airport.
For the information on the access to HU campus, see Access to HU campus webpage.

What should I do if I get sick on campus?

The Health Care Center on campus offers free medical services. For more information, see the Health Care Center webpage.
https://www.hokudai.ac.jp/hoken/en/

Should I bring Japanese yen with me?

It is hard to say because that depends on the duration of your stay and how you plan to spend your time in Japan. However, you can rest assured if you have Japanese yen with you. This is because you will have to pay full medical expenses in cash (Japanese yen) if you get sick or injured and receive medical care, and because eateries and some other facilities at Hokkaido University accept only Japanese yen. Furthermore, all public transport systems accept only Japanese yen, except JR railway services, which accept credit card payment.

New Chitose Airport has currency exchange services and ATMs from which you can withdraw Japanese yen. Refer to the webpage below for bank names, opening hours and other details.
http://www.new-chitose-airport.jp/en/service/money/bank/

Map of foreign exchange services and ATMs in Sapporo
https://www.sapporo.travel/cms/wp-content/uploads/2016/02/gaikaryougaemapeigo.pdf

Please note that handling fees are charged when you withdraw Japanese yen, and that exchange rates vary by bank and from day to day.

May I work part-time while participating in this program?

No. You are not allowed to engage in any remunerative activities regardless of whether or not you have a visa. For more information, see the Ministry of Foreign Affairs website.
https://www.mofa.go.jp/j_info/visit/visa/

Is it better for me to bring my own PC?

Some courses require participants to use PCs, so check the webpages describing the details of the courses you wish to take. If your desired courses do not require the use of PCs, the decision is up to individual participants. Participants in the HSI program may use the PCs in Hokkaido University (HU)’s libraries. However, the number of such PCs and hours of availability are limited, so it may be better to bring your own PC with you if you want to use a PC outside the opening hours of the libraries. For more information on HU’s libraries, see the Libraries section on the Daily Life webpage.
It should also be noted that Sapporo has numerous 24-hour Internet cafés, although fees are charged for their use.

Which airport is nearest to Hokkaido University?

New Chitose Airport. http://www.new-chitose-airport.jp/en/

Do you offer social events for participants in the HSI program?

Event information is updated on HSI official Facebook and Twitter. Event reports are also available there.
Hokkaido Summer Institute (HSI) participants can refer to the updated event information on “My Page”.
■ Facebook: https://www.facebook.com/hokkaidosummerinstitute/
■ Twitter: @Hokkaido_SI