ArCS Arctic Challenge for Sustainability Project

Application Guidelines of the Program for Short-Term Visits for Graduate Student for 2019

• Documents for Application: Short-Term for Graduate Student (ZIP)

1. Purpose

The aim of the Arctic Challenge for Sustainability (ArCS) Project*is to train young researchers and practitioners who actively participate in international discussions on various problems concerning the Arctic, and to promote international partnerships through them. This program for short-term overseas visits dispatches graduate students based in Japan to international conferences ,training courses and summer schools that deal with Arctic studies in order for them to acquire skills and knowledge as a stepping stone for promoting Arctic researches and to create an academic network. It also aims to share the findings with the existing Arctic-related community and develop Arctic research network by industry, academia, and government of Japan more firmly.

* The Arctic region research project called ArCS is a national flagship project funded by the Ministry of Education, Culture, Sports, Science, and Technology. The National Institute of Polar Research (NIPR), Japan Agency for Marine-Earth Science and Technology (JAMSTEC), and Hokkaido University are key players in this project and will continue to perform their roles for approximately four-and-a-half years, that is, from September 2015 to March 2020. The project aims to comprehensively understand the changes taking place in the Arctic region and the influence they have on the planet from a wide range of perspectives; to identify their causes and mechanisms and conduct detailed predictions for the future and recognize their social and economic impact; and to appropriately convey information based on these findings and methods and options for solving problems to both domestic and overseas stakeholders.

2. Framework

(1) Target fields

Research areas focused on　the Arctic (engineering, agriculture, medicine, natural science, social science, etc.)

(2) Examples of eligible projects

This is an initiative to collect information and build a network of people who have attended international conferences, training courses, and summer school※ concerning the Article held overseas.

In principle, you are required to give your own presentation if you participate in international conferences.

* In principle, these courses encourage wider participation by inviting public participation, etc.

(3) Period of visits

In principle, this is up to two weeks from the date of the departure from Japan to the date of the return to Japan. Please see “Section 5. Application procedures under (2) Application period” for the period when the visits can begin. You are required to departure until mid- March, 2020, and return by the end of March.

3. Screening

(1) Eligible candidates：those who satisfy all the following conditions at the time of application and during the program

(2) The number of candidates: multiple

(3) Other considerations

4. International conferences and courses to attend

Please specify international conferences / courses to attend and apply
Reference: 14. A representative list of conferences and courses

5. Application procedures

(1) Application forms

(2) Period of application

(3) Application method

6. Assessment and Decision

The working group under the menu of the program for overseas visits by young researchers will assess the applications, and Hokkaido University will decide on the successful candidates for the program based on the results of the assessment. The results will be sent in writing to the contact address in the application approximately a month after the end of the application period.

7. Assessment criteria

The following criteria are used for assessment (for your reference in preparing the application form)

(1) Requirements (compatibility with the application criteria)

･ Whether conditions such as the eligible fields of study, the status, and the period of the visit are met

(2) Evaluation criteria

①Suitability with the purpose of the ArCS program
･ Whether the purpose and plan of the visit are compatible with the purpose of the ArCS program

②Efficiency and effectiveness of the travel plan
･ Whether description of the purpose and plan of the travel is specific
･ Whether the period and budget of the travel are efficient for the purpose

③Communication skill
･ Whether the applicant has sufficient ability to communicate with people in the place that he/she visits(the applicant is eligible for extra points if he/she has a qualification such as a language certificate)

④Future prospects of the research
･ Whether the travel can encourage development in the applicant's own study of the Arctic

⑤Overall evaluation
･ The applicant's motivation and enthusiasm will be considered from the entire application documents when making an overall assessment.

This program is also available for foreign researchers and students who are based in Japanese universities or research institutions, but in the case of foreign nationals, the applicants are also assessed from perspectives such as whether they can contribute to the promotion of Japan's Arctic studies by the overseas visits, and the application is not intended for a temporary return to his/her home country.

8. Process After Successful

After recruited for the program, the procedures for the visit are as follows:
Participants of the program must begin the necessary procedures based on communication from the person in charge of the ArCS Program for Overseas Visits by Young Researchers of the Hokkaido University.

(1) Orientation

All successfully selected applicants receive an orientation based on the aim of the program, the reviewers' comments on the travel plan, and information on logistics (including the administrative procedures) through e-mails, etc.

(2) Administrative procedures concerning the program

Successful applicants will receive forms such as a bank-account registration form together with a copy of the guidebook for the program by post. Please start the administrative procedures according to the guidebook.

9. Allowances

The following allowances will be paid by Hokkaido University according to the university's rules.

(1) Travel: Expenses for the round trip travel between the institution of the applicant and the institution the applicant will visit (economy class)
(2) Accommodation: Expenses for accommodation will be paid according to the rules prescribed in the program.
(3) Visa application: Expenses for the application for a visa, etc. (actual cost)
(4) Miscellaneous: The fees for attending international conferences and courses, etc.

10. Travel insurance

During the program, participants must take out overseas travel insurance for the period of the program prepared by Hokkaido University. The basic insurance premiums, including the following will be covered by the university.

11. Personal Information

Personal information in the application documents will be treated with the utmost care and used exclusively for conducting work by Hokkaido University and the ArCS project. The submitted applications will be disposed by the office after the assessments are completed.

When participants are chosen for the program, their names, the organization, and reports submitted after their return to Japan will be published.

12. Participants' obligations

(1) During the program

The participants of the program have an obligation to focus on the activities as per their travel plans submitted in the application forms.

(2) After the program

13. Compliance Requirements

Participants must comply with the following requirements during and after the program.

If participants have violated the above compliance matters or if they have been judged to fall under any of the following items by Hokkaido University, the university may take the following actions retroactively: cancel their program acceptance, suspend the allowance payment, and request the repayment of the allowances.

Participants have to submit a written pledge on the compliance requirements after their successful applications.

14. A representative list of conferences and courses, etc.

You can find information on the international conferences and courses on the Arctic at the following websites:

• ARCUS (Arctic Research Consortium of the United States
• Arctic Portal –The Arctic Gateway-

15. Contact Information

c/o the person in charge of the ArCS Program for Overseas Visits by Young Researchers Arctic Research Center, Hokkaido University
2F North Campus Integrated Research Center (the Frontier Research Center for Advanced Material and Life Science Ward)
Nishi11-chome, Kita 21 Jo, Kita-ku, Sapporo City, Hokkaido 〒001-0021　
E-Mail: arc_capabil@arc.hokudai.ac.jp

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