ASEAN University Network /

Southeast Asia Engineering Education Development Network

AUN/SEED-Net
Implementation Guidelines and
Application Form
for

Short-Term Study Program in Japan

(For Doctoral Degree Sandwich Students and Integrated Graduate
Students)

For the Japanese Fiscal Year 2015

AUN/SEED-Net Project

As of September, 2014

AUN/SEED-Net Short-Term Study Program in Japan 2015

1. Project Background
The concept of the SEED-Net evolved at the ASEAN-Japan Summit Meeting held in December 1997
and the central issue became how to upgrade higher engineering education by way of creating engineering
institutions networks ASEAN-wide. As a result of a series of discussions and preparations between
ASEAN Member Countries and Japan, the ASEAN University Network/Southeast Asia Engineering
Education Development Network (AUN/SEED-Net) was established in 2001 as a sub-network of ASEAN
University Network (AUN).
After two years of preparation, full-scale operation started in March 2003 for five years as the Phase
1 cooperation, which was then followed by another five year project as the Phase 2 cooperation, supported
by Japanese Government through Japan International Cooperation Agency (JICA).
In the last decade the AUN/SEED-Net has supported young academic staff of Member Institutions to
acquire higher degrees (masters degree and/or Ph.D.) by providing them opportunities to study at leading
Member Institutions in the region or at supporting universities in Japan. As a result, around 900 academic
staffs have already obtained opportunities to study for higher degrees, with most of these having returned
to teach students at universities in their respective countries. At the same time, the project has
strengthened the research capacity of academic staff in ASEAN Member Countries by supporting
collaborative research, academic staff exchange, academic conference, ASEAN Engineering Journal
and so on. As a result, around 700 collaborative research projects have been undertaken, and more than
1,000 academic papers have been published. Over 1,300 in total academic staff have also participated in
exchange programs between institutions in the network. Through these activities the AUN/SEED-Net has
succeeded in strengthening the engineering faculties of each Member Institution.
Based on these remarkable achievements, the ASEAN Member Countries, Member Institutions, the
Government of Japan and JICA have a strong intention to continue the AUN/SEED-Net aiming to bring
about larger impacts not only to other universities in the region and Japan, but also to industry and
community by making more direct contribution to the socio-economic development in the region and
Japan. After continuous discussion, all parties agreed to implement the Phase 3 Project of AUN/SEEDNet with these following objectives:
(1) Contribution to advancement and globalization of regional industry
(2) Contribution to solution of regional common issues in Asia
(3) Establishment of human resource development platform in science and technology in Asia

2. Program Concept
It is essential for AUN/SEED-Net students to conduct high quality doctoral thesis research of international
standard. The research themes/topics will be carried out by AUN/SEED-Net students under joint
supervision of Host Institutions and Japanese Supporting Universities. During the period of three (3) years
of scholarship, students in the Doctoral Degree Sandwich Program and Integrated Graduate Program can
visit their Japanese co-advisors to receive thesis research supervision.

3. Objectives
(1) To carry out joint thesis research supervision by Japanese co-advisor in Japan.
(2) To ensure high quality of doctoral thesis (which will lead to a good number of publications in
reputable international refereed journals) and to ensure the completion of the degree within three
years.

AUN/SEED-Net Short-Term Study Program in Japan 2015; p.2

(3) To enhance the research collaboration between Host Institutions and Japanese Supporting
Universities

4. Applicant Eligibility
Doctoral Degree Sandwich students and Integrated Graduate students of AUN/SEED-Net who are in good
health both physically and mentally.

5. Period of Study in Japan

(1) For Doctoral Degree Sandwich Program student, during three (3) years of scholarship period,
students are eligible to make Short-term Study in Japan once or twice, for a total duration of eight (8)
months.
(2) In case students choose to make Short-term Study in Japan twice, it is required that one of the two
times must be within one (1) month (30 days).
(3) The number of study and duration of each time will be specified upon commencement of doctoral
study based on the consultation between advisors at Host Institutions and Co-advisors at Japanese
Supporting Universities.
(4) For Integrated Graduate students, during four (4) years of scholarship period, students are eligible to
make two (2) one-month visits and one (1) eight-month visit of Short-term Study in Japan, for a total
duration of ten (10) months.
(5) Students are not accepted to travel overseas during the stay in Japan under this program as the study
period should be maximized. Unless indispensible for the thesis/degree of completion.

6. Application Procedure
(1) Upon consultation between the advisor at Host Institution and co-advisor at Japanese Supporting
Universities, the attached application form for Short-term Study Program in Japan must be filled by
the applicant.
(2) After the process in (1), the application must be endorsed by the applicants advisor at Host
Institution as well as Japanese co-advisor (endorsement by e-mail communication is acceptable).
(3) The applicant sends the completed application form and other required documents to the
AUN/SEED-Net. One application form is to be submitted for each single trip only. For Doctoral
Degree Sandwich students who plan to make Short-term Study in Japan twice, two (2) application
forms must be submitted separately by the respective deadline given in the Implementation
Guidelines of the respective Japanese Fiscal Year.
In case the proposed duration of study in Japan is one month or longer, the following additional steps will
be taken.
(4) AUN/SEED-Net instructs the applicant and his/her home institution (sending institution) to prepare
and submit JICA Application Form to the JICA local office and/or the Embassy of Japan in the
applicants home country through diplomatic channel after endorsed by different government offices
AUN/SEED-Net Short-Term Study Program in Japan 2015; p.3

concerned in the country. The JICA Application Form is an official request form for the applicants
visit to Japan, whose related procedures are described in the section 6 below.
(5) When the JICA Application Form is prepared, a photocopy of the form should be sent also to the
AUN/SEED-Net.
(6) Applicants must submit the health check-up certificate taken at least two months before proposed
departure date. Applicants who are pregnant or suffer from chronic diseases, e.g., respiratory illness,
cardiac disease, metabolic disease (diabetes, etc.), renal dysfunction and immune insufficiency
(systemic steroid administration, etc.) shall not be approved of the visit to Japan in principle.

7. Submission Deadline of the Application Forms

Application Form for Short-term Study Program in Japan, with a covering letter signed by Head of
Department, or Dean, or the Representative of the respective Host Institution, in either hard or soft copy
(PDF or JPEG format), should be submitted to AUN/SEED-Net Secretariat according to the deadlines
scheduled as follows:
*Students are eligible for 1 or 2 study trips with total period in Japan shorter than 8 months
Type of SSJP

Expected Duration of
Study in Japan

Application Deadline

Trip START date between

Long SSJP

1-8 months

30 November 2014

1 May 2015 - 1 March 2016

Short SSJP

10-30 days*

3 months prior to expected

departure date

1 May 2015 - 10 February

2016

*Application must be submitted by the timeline even if the plan is tentative. The delay of submission may
result in cancellation of the plan.

8. Portrait Rights
The applicant agrees to the condition that AUN/SEED-Net has the right to use photos of the person
engaged in AUN/SEED-Net activities for advertising or promotional purposes of PR and reporting
without consent for each individual case.

9. Student Visa at Host Country

It is the students sole responsibility to facilitate a valid visa in Host Country until the time the student
returns from Japan. The lack of such arrangement may cause refusal of entry to the Host Country.
AUN/SEED-Net will NOT bear any caused by such negligence.

AUN/SEED-Net Short-Term Study Program in Japan 2015; p.4

(ASEAN University Network / Southeast Asia Engineering Education Development Network)

APPLICATION FORM

Short-term Study Program in Japan 2015

Application form can be downloaded from http://www.seed-net.org/. Please print or type all entries. Application
form and other supporting documents, in either hard or soft copy (PDF or JPEG format), should be submitted to
the AUN/SEED-Net at the address given below by the deadline given in Implementation Guidelines 2015:
AUN/SEED-Net Project
(Short-term Study Program in Japan)
Faculty of Engineering Bldg. 2, Rm. 109-110
Chulalongkorn University
Bangkok, 10330, THAILAND

Tel: (66 2) 2186419, 2186420, 2186421

Fax: (66 2) 2186418
E-mail: grad@aun-seed.net

Program Guidelines
Applicants should study the Implementation Guidelines of the Short-term Study Program in Japan 2015. It is
advisable to provide detailed information and description for each item below, and attach supporting documents
when necessary.

1
1.1
1.2

1.3
1.4
1.5
1.6
1.7
1.8
1.9

1.10

Applicants Personal Information

Family Name
Given Name
Full Name
(as appears in passport)
Gender ()
Age
Nationality
Date of Arrival in the
Host Country
Passport Expiry Date

Male

Visa Expiry Date (Host

Country)
Contact Address at
Host Country
(Mailing Address)
Telephone

Female
.. Years

(at the time of application)

Date

Month

Year

Date

Month

Year

Date

Month

Year

Mobile Phone
E-mail Address
Home Address
Telephone
E-mail Address
AUN/SEED-Net Short-Term Study Program in Japan 2015; p.5

2
2.1

Advisors Information
Advisor at Host Institution
Family Name
Given Name
Position
Department/Laboratory
University
Telephone
E-mail Address

2.1

Japanese Co-advisor
Family Name
Given Name
Position
Department/Laboratory
University
Telephone
E-mail Address

Research Plan during Short-term Study in Japan

2.3

Expected Short Visit

(optional)

Total Period
(7-30 days)
Date of Arrival

2.4

Expected Long Visit

Date of Departure

Total Period
(1-8 months)
Date of Arrival

Date of Departure

Please describe briefly your research plan during Short-term Study in Japan

Medical Record
(Only required in case the proposed study period in Japan is one (1) month or longer)

Before you complete the Medical Record Questionnaire, you are hereby notified that a medical condition resulting
from an undisclosed pre-existing condition may not be financially compensated and may result in termination of
your Short-term Study in Japan. (Applicants are required to submit health certificate to the JICA Country
Office at least 2 months before departure date.)
AUN/SEED-Net Short-Term Study Program in Japan 2015; p.6

4.1 Please check Yes or No and provide an explanation for the following (when appropriate)
Yes
No
Explanation
Have you ever had a significant or serious illness or injury?
(If hospitalized, give place & dates.)
Have you had an operation or been advised by a physician to have an
operation? (Give place & dates.)
Do you currently use any drugs for treatment of a medial condition?
(Give name & dosage.)
Have you ever been a patient in a mental hospital or sanitarium, or
been treated by a psychiatrist? (Give place & dates.)
4.2

1
2
3
4
5
6
7
8
9
10

Do you now have or have you ever had the conditions listed below?
(Please indicate Yes or No for each item. If yes, circle the relevant condition.)
Conditions
Asthma, emphysema, or other lung conditions
Tuberculosis or in persistent contact with someone who has tuberculosis
High blood pressure, heart disease
Stomach, liver (hepatitis), gall bladder disease
Kidney or bladder disease, stones or blood in urine
Diabetes (sugar in the urine)
Depression, excess worry, attempted suicide, or other psychological symptoms
Acquired Immune Deficiency Syndrome (AIDS)
Tumor, abnormal growth, cyst, or cancer
Bleeding disorder, blood disease (sickle cell anemia)

Yes

No

Document Checklist : Compulsory

Please check () that your application is complete and that you have enclosed all documents listed below. These
documents are compulsory and please note that AUN/SEED-Net will NOT consider any application with
incomplete documents. You may also attach other supporting document that can reinforce your application.
8.1

This application, completed with photo & signature

8.2

Photocopy of your current passport

(the first page, and the page showing your latest visa status in the Host Country of your doctoral
study)

8.3

Health Certificate (for a visit of more than 1 month)

8.4

Others (please specify)

AUN/SEED-Net Short-Term Study Program in Japan 2015; p.7

Declaration

I certify that the statements made by me in this form are true and correct to the best of my knowledge.
If accepted for the Short-term Study Program in Japan, I agree:
(a) not to bring any member of my family.
(b) to carry out such instructions and abide by such conditions as may be stipulated by both the hosting
institution and the AUN/SEED-Net in respect of this course of study.
(c) to follow the course, and abide by the rules of the institution or establishments with which I undertake
to study
(d) to refrain from engaging in political activities, or any form of employment for profit or gain.
(e) to submit any progress report or evaluation questionnaires which may be prescribed.
I also fully understand that if accepted for the Short-term Study Program in Japan, the grant may be subsequently
withdrawn if I fail to make adequate progress, or for other sufficient cause including physical conditions
determined by the Government of Japan or the AUN/SEED-Net Project.
Applicant
Name:
Signature:

Date:

Endorsement

Advisor at Host Institution

Name:
Signature:

Japanese Co-advisor (if not applicable, endorsement

by email communication is also acceptable).
Name:
Signature:

Date:
Date:

AUN/SEED-Net Short-Term Study Program in Japan 2015; p.8