International Conference Travel Support

International Conference Travel Supportの風景

Applications are invited for this International Conference Travel Support program, which provides support for young researchers to present their research findings in international forums. A small number of applicants are selected each year.
Participants will be required to post an abstract of the paper presented (min. 500 words in a European language) on the Asian Studies Unit website promptly after returning to Japan.

International Conference Travel Support application guidelines

Program outline
The Asian Studies Unit offers support on an application basis to young researchers wishing to present at international conferences outside Japan. Designed with a view to cultivating global researchers and experts with leadership abilities, this initiative gives participants the opportunity to present at an international conference and thereby enhance their capacity to communicate their work on the global stage.
The young researchers selected are expected to develop and advance their research activities based on the insights they gain through their conference paper presentation and discussion, and applications should thus include a plan for eventual publication of the paper in an international academic journal. To be eligible, the research topic (topic to be presented at the international conference) must be in a field which forms part of the research agenda of the Asian Studies Unit.

  1. Eligibility for application
    To be eligible to apply, you must be:
    1. A graduate student in a doctoral degree program (or equivalent level in a five year doctoral program), postdoctoral research fellow, assistant professor, part-time lecturer (without a regular appointment at another institution), or teaching assistant, and must be affiliated with one of the following graduate schools and institutes:
      Graduate School of Letters, Graduate School of Economics, Graduate School of Management, Graduate School of Asian and African Area Studies, Graduate School of Education, Graduate School of Agriculture, Center for Southeast Asian Studies, Institute for Research in Humanities
    2. Both the author and the presenter of the paper for presentation at the conference
    3. Proficient in the language used in the program to the following standard:
      English: TOEFL® iBT 79 or above (if another language is used, an equivalent proficiency level is required in that language)
    4. Both physically and mentally healthy
    5. Able to obtain the consent of a relative or other guarantor
  2. Destinations
    1. ASEAN countries
    2. No specific limitations on destination, but the presentation should be related to research on Asia or Japan.
  3. Number of applicants selected
    A small number
  4. Extent of subsidy
    Subsidies will be provided to cover a portion of selected applicants’ travel expenses. The value of the subsidy will be determined during the screening process.
    * For travel subsidies, flight arrangements must be made through the university. No refunds will be provided for tickets and other costs already incurred by applicants.
  5. Obligations
    1. To post an abstract of the paper presented (min. 500 words in a European language) on the Asian Studies Unit website promptly after returning to Japan.
    2. To submit a report and also to respond promptly to any other request for reporting on the outcomes of participation (including publications) from the Asian Studies Unit.
    3. To respond actively to any request for cooperation with academic events, overseas program information sessions, and other activities of the Asian Studies Unit.
    4. To clearly acknowledge the support of the Asian Studies Unit when presenting the outcomes of participation.
  6. Application schedule
    Applications for the 2013 academic year:
    1. First round: Monday June 10, 2013 to Friday June 28, 2013 Closed
    2. Second round: Monday September 2, 2013 to Monday September 20, 2013 [TBD]
    3. Third round: Monday December 3, 2013 to Friday December 21, 2013 [TBD]
      *Notification of acceptance of the proposed conference presentation is required at the time of application. Prospective applicants should consult the Asian Studies Unit if notification will not be issued by the application deadline.
  7. Selection and notification of outcomes
    A selection committee established within the Asian Studies Unit will screen applications and determine selections. You will be notified of the outcome of your application by e-mail to the address you provide on the application form. No inquiries can be accepted during the screening process.
  8. Other matters
    The personal information and other details you provide on the application form may be shared with travel agents and other third parties where necessary for ticket bookings and other travel arrangements.
    Approved program dates and activity schedules must not be altered without the permission of the Asian Studies Unit. You (the applicant) are responsible for meeting all cancellation and administrative fees related to travel and other expenses.

 

Flowchart of application and pre-departure procedures

Before applying
Submit your presentation proposal to the conference you wish to attend, and receive notification that your proposal has been accepted.

Application procedures
Please prepare and submit the following documents (a) through (d).
Documents required for application:

 

  1. Application Form (Form 1-3)
  2. Statement of reasons for applying (free format; approx. one A4 page)
    Explain how you plan to develop and advance your research activities based on the insights you gain through the conference paper presentation and discussion, and your plans for eventual publication of the paper in an international academic journal.
  3. Official notification of acceptance of your presentation proposal by the conference organizers
  4. Abstract of your presentation (When the abstract is written in a language other than English or Japanese, a translation should be attached.)
  5. Certification of language proficiency
    • Submit a copy of a score report from a language proficiency test. If no such test is offered in the applicable language, submit a Certificate of Language Proficiency (Form 3) completed by a faculty member.
    • If you are applying for an English-medium program and your score is equal to or lower than 79 on the TOEFL® iBT or IELTS 6–6.5, you must submit a Certificate of Language Proficiency (Form 3) completed by a faculty member to establish that your proficiency level will not impede your capacity to participate in the program.
    • If you are unable to provide a proficiency test score report in the applicable language by the application deadline, you may substitute a Certificate of Language Proficiency (Form 3) completed by a faculty member, but you will still be required to submit a copy of the score report before departure on the program.
  • If eligible for a subsidy for travel costs, arrangements for flights must be made through the university. No refunds will be provided for tickets and other costs already incurred by applicants. The personal information you provide in your application may be shared with travel agents and other third parties for the purpose of making the necessary arrangements.
  • If you plan to stay at the destination before or after the conference date for any reason other than participating in the conference, you must provide documentation indicating the reason and evidence (such as a letter) to gain approval from Kyoto University.
  • Approved program dates and activity schedules must not be altered without the permission of the Asian Studies Unit. You (the applicant) are responsible for meeting all cancellation and administrative fees related to travel and other expenses.

Selection (determination of successful and unsuccessful applications)

Notification of selection outcomes

Procedures for selected applicants (pre-departure procedures)
●Attend pre-departure information sessions
Applicants selected for the program have an obligation to attend information sessions covering on procedures and important advice. You will be notified of the dates, times and venues of these sessions after you have been selected. Please be sure to attend.


●Submit required documents
Please submit all of the following items to the responsible office at least three weeks before your departure date.

 

  1. Participant’s Pledge (form to be provided after selection; signature of your guarantor is required)
  2. Copy of overseas travel insurance policy
    Each participant is responsible for taking out travel insurance on their own.
  3. Copy of the photo page of your passport
  4. Travel itinerary

Departure

Overseas Travel Information
The Overseas Travel page on the Ministry of Foreign Affairs website contains country- and region-specific information for travelers (including information on hotspot and threats to safety, basic data on safety measures, overview of terrorism, and addresses of consular outposts).
Please be sure to check the information relevant to your destination and make the necessary preparations.
http://www.anzen.mofa.go.jp/ (Japanese only)

Responsible administrative office: Inquiries and document submission
* Documents requiring signatures should be handed to office staff in person or sent by postal mail.
Asian Studies Unit Office
Graduate School of Letters, Kyoto University
Room 254, 2nd floor, Faculty of Letters East Bldg., Yoshida Campus
Yoshida-honmachi, Sakyo-ku, Kyoto, 606-8501 Japan 
 Telephone: +81-(0)75-753-2734, 2805 / Fax: +81-(0)75-753-2772
 E-mail: asean6.office@bun.kyoto-u.ac.jp

Download application forms here
Form 1-4: International Conference Travel Support
Form 4: Program Proposal
 
Form 3: Certificate of Language Proficiency