Exchange / Study Abroad Student Handbook 2013-2014

70 Pages·2014·2.84 MB·English

by  Kazuyo Kobayashi

EXCHANGE/STUDY ABROAD STUDENT
HANDBOOK
2013-2014

TABLE OF CONTENTS

GENERAL INFORMATION ON LIFE IN JAPAN
1. Life as an AIU Student ...................................................................................... 1
2. Introduction of Akita ........................................................................................ 1
3. Introduction of Japan ........................................................................................ 1
(1) Gaijin (Foreigner) .......................................................................................... 1
(2) Names .......................................................................................................... 2
(3) Sempai and Kohai Relationships.................................................................... 2
(4) Dating .......................................................................................................... 2
(5) Privacy .......................................................................................................... 2
(6) Life on a Cash Basis ...................................................................................... 3
(7) Tips .............................................................................................................. 3
(8) Safety ........................................................................................................... 3
(9) Vicious Business Practices ............................................................................. 3

THINGS TO NOTE:
– DURING NEW STUDENT ORIENTATION
1. Notification of Place of Residence ..................................................................... 4
2. Obtaining a Work Permit ................................................................................... 4
3. Obtaining a Hanko ........................................................................................... 5
4. Opening a Bank Account .................................................................................. 5
5. Joining the National Health Insurance ............................................................... 6
6. Joining the National Pension ............................................................................. 6

– IN EVERYDAY LIFE
1. Alcohol ............................................................................................................. 7
2. Smoking ........................................................................................................... 7
3. Drugs ............................................................................................................... 7
4. Vehicles ........................................................................................................... 7
5. Bus Services ..................................................................................................... 8
6. Bicycles ............................................................................................................ 8
7. Student Discount “Gakuwari” ............................................................................ 8
8. Mobile .............................................................................................................. 9
9. Domestic and International Mail ....................................................................... 9
10. ATM on Campus ............................................................................................. 9
11. International Credit Card and Bank/Debit Card ............................................... 9
12. Exchanging Currency .................................................................................... 11
(1) Traveler’s Checks ....................................................................................... 11
(2) Foreign Currency Exchange......................................................................... 11
13. AIU Student Loan .......................................................................................... 11
14. Certificate..................................................................................................... 12
15. Lost and Found ............................................................................................. 12
16. Harassment .................................................................................................. 12

– BEFORE/DURING SEMESTER BREAKS
1. Housing Change Request................................................................................ 14
2. Semester Break Housing ................................................................................. 14
(1) Those who are Continuing to Live in AIU Student Housing during a Semester
Break ............................................................................................................... 14
① If Your Roommate is Moving Out of Your Room ........................................ 14
② If You are Moving Into a New Room ......................................................... 14
③ If You are Temporarily Absent from AIU Student Housing ........................ 15
(2) Those who are Completely Moving Out of AIU Student Housing for the WHOLE
Winter Break .................................................................................................... 15
① Room Rent .............................................................................................. 15
② Move-Out Procedures ............................................................................... 16
③ Move-In Procedures ................................................................................. 17
3. Extension of Your Study Period ...................................................................... 17

– AT THE TIME OF DEPARTURE FROM AIU
1. End of Semester Orientation .......................................................................... 18
2. Balance Refunds ............................................................................................ 18
(1) From the Office of General Affairs .............................................................. 18
(2) From the Office of Student Affairs .............................................................. 18
3. Grade Summary ............................................................................................. 19
4. Official Transcripts ........................................................................................ 19
(1) Students from AIU’s Partner Institutions ..................................................... 19
(2) Students from AIU’s Non-Partner Institutions .............................................. 19
(3) Additional Official Transcripts .................................................................... 19
5. AIU Gmail ...................................................................................................... 19
6. Sending Baggage, Luggage, or Parcels ........................................................... 19
(1) Airport Baggage Delivery Service ................................................................ 19
(2) International Shipping Service .................................................................... 20
7. Move-Out Procedures ..................................................................................... 21

FEES AND PAYMENTS
1. Tuition .......................................................................................................... 23
2. Room Rent ..................................................................................................... 23
3. Bedding Rental Fee ........................................................................................ 23
4. Insurance Program Fee .................................................................................. 24
5. International Student Activity Fee ................................................................... 24
6. 2-Week Meal Plan Fee .................................................................................... 25
7. Processing Fee (Security Deposit) ................................................................... 25
8. Miscellaneous Fees ........................................................................................ 25
9. Payment Methods and Deadlines ................................................................... 25

AIU STUDENT HOUSING
1. General Information ....................................................................................... 26
2. Accommodation Periods ................................................................................ 26
3. Special Arrangement Request ........................................................................ 26
4. Housing Change Request ............................................................................... 26
(1) Request by Students .................................................................................. 26
(2) Request by AIU........................................................................................... 26
5. Laundry Facilities ........................................................................................... 27
6. Garbage Collection Sites ................................................................................ 27
7. AIU Student Housing at a Glance .................................................................... 28
8. Regulations of Komachi Hall .......................................................................... 29
9. Guidelines for AIU Student Housing ............................................................... 34

CAFETERIA AND MEAL PLAN
1. Cafeteria ........................................................................................................ 37
2. Meal Plan ....................................................................................................... 37
(1) Meal Plan Requirement ............................................................................... 38
(2) Dietary Needs ............................................................................................. 38
(3) When Feeling Sick ....................................................................................... 38
(4) Missed Meals .............................................................................................. 38
(5) During Semester Breaks .............................................................................. 38
(6) Meal Plan Rules ........................................................................................... 38
(7) Meal Plan Card ............................................................................................ 38
(8) Meal Plan Calendar ..................................................................................... 40
3. Prepaid Meal Cards ......................................................................................... 42

EMERGENCIES
1. Earthquakes and Fires .................................................................................... 43
2. Sudden Illness, Injury or Psychological Matters ............................................... 43
3. Emergency Contact Numbers .......................................................................... 43

HEALTH CARE
1. Health and Medical Care Room ....................................................................... 44
2. Counseling Room ........................................................................................... 44
(1) How to Receive Counseling ......................................................................... 44
(2) How to Make an Appointment ..................................................................... 44

HEALTHY ROOMMATE RELATIONSHIP .................................................. 45

AKITA BANK ACCOUNT
1. Opening a Bank Account ................................................................................ 47
2. Closing a Bank Account .................................................................................. 47
3. ATMs ............................................................................................................. 47
(1) Akita Bank ATMs ......................................................................................... 47
(2) ATMs other than Akita Bank ATMs .............................................................. 47
4. Receiving a Wire Transfer ............................................................................... 48

USE OF UNIVERSITY FACILITIES
1. Student Hall ................................................................................................... 50
2. Student Cabin ................................................................................................ 50
3. Multi-Purpose Hall .......................................................................................... 50
4. Sports Complex .............................................................................................. 51

IMMIGRATION
1. Residence Card .............................................................................................. 52
2. Period of Stay (Overstaying) ............................................................................ 52
3. Extension of Period of Stay ............................................................................. 52
4. Special Re-Entry Permit ................................................................................... 53
(1) How to Depart from Japan on the Special Re-Entry Permit ............................ 53
(2) If You Do Not Depart from Japan on the Special Re-Entry Permit .................. 53
5. Work Permit ................................................................................................... 54
6. Immigration Bureau ........................................................................................ 55

AIU RULES FOR STUDENT DISCIPLINARY MEASURES ............................ 56

DISCIPLINARY MEASURES STANDARDS SET BY THE STUDENT
DISCIPLINARY MEASURES JUDICIAL COMMITTEE ................................. 59

INDEX .................................................................................................... 61

GENERAL INFORMATION ON LIFE IN JAPAN

1. Life as an AIU Student
Once enrolled in AIU, you become not only a member of AIU but also a resident of
Akita. In daily life and in the community, AIU students, as members of a public
university, are expected to actively participate in various events. Therefore, please be
conscious of your behavior and your roles as a ‘student’ and ‘ambassador’ of AIU in
the community and in Japan. Participation in community service and international
exchange programs is not only a valuable contribution but also an enriching
experience for students.

2. Introduction of Akita
Akita Prefecture is located in the northwestern part of Honshu in northern Japan
(Tohoku region) and it is approximately 450 km away from Tokyo. Facing the Sea of
Japan, Akita is the sixth largest prefecture, with an area of 11,636 square kilometers -
almost 5.3 times the size of Tokyo. According to the latest census (July 1, 2013)
Akita’s population is 1,051,905.
Akita has abundant landmarks. Lake Tazawa is known as the deepest lake in
Japan, and Oga Peninsula is famous for “Namahage” and spectacular landscape. The
Shirakami Mountain Range, located between Akita and Aomori, is a UNESCO World
Heritage site. Mt. Chokai, located between Akita and Yamagata, is the 2nd highest
mountain in the Tohoku region. There are many hot springs (onsen) in Akita and
various festivals in the summer and winter. The Kanto Festival held in August every
year is one of the three biggest festivals in Tohoku. Akita is a place where people can
enjoy their stay all year round.
For more information on Akita, please visit the websites at:
http://www.akitafan.com/en/index.html
*Available in English, 簡体中文, 繁體中文 and 한국어
http://www.pref.akita.jp/koho/foreign/en/index.html
*Available in English, 簡体中文, 繁體中文, 한국어 and Русский
http://common.pref.akita.lg.jp/koho
*Available in English, 簡体中文, 繁體中文, 한국어 and Русский
http://www.akitaok.com/
*Available in English, 簡体中文, 繁體中文 and 한국어

3. Introduction of Japan
(1) Gaijin (Foreigner)
People who are from foreign countries are often called “gaijin” (foreigner) in
Japan. It may seem offensive for people who are new to Japan, but it is not intended to
be derogatory. When visiting rural areas where the locals rarely meet people of
1
European, American or African descent, or Asian people who speak foreign languages,
children or adults may sometimes stare or point at gaijin out of curiosity. They do not
mean any harm.
On the other hand, foreign nationals from Asian nations, or of Asian, and
particularly Japanese descent, may be perceived to be Japanese until they speak their
native language, and may be expected to speak and understand Japanese and to be
acculturated to Japanese society. Thus, higher expectations may be placed on them
than on individuals of European and African descent, and this may become stressful
at times.

(2) Names
Most Japanese address others using their family name followed by “san”
(Mr./Miss/Mrs.), “sensei” (literally, “teacher”, but used in addressing not only
professors but also physicians, politicians, etc.), or the title of the person being
addressed. People sometimes call their friends by their first names or nicknames
followed by “san,” “kun” or “chan.”

(3) Sempai and Kohai Relationships
There is a special hierarchical relationship between “Sempai” (seniors: anyone
who is older) and “Kohai” (juniors: anyone who is younger) in Japan. Interpersonal
relationships are formed in consideration of age; professional relationships are
formed in consideration of age and years of experience; and in clubs and schools,
from elementary school through university, attention to the sempai-kohai relationship
influences the development of character-building and human relationships.
It is considered important in Japan to show respect to senior members of a group,
which may help to explain why the use of “honorific terms” and “humble forms” play
such important roles in Japanese language.

(4) Dating
People’s perspectives on dating patterns and sexual relationships, male and
female relationships, and marriage are often influenced by their cultural backgrounds.
If you are involved in a relationship with a person from a different country or region, it
might be best to let the person know what your intentions are so as to avoid
confusion. To prevent unnecessary embarrassment or more serious problems, learn
and be respectful of cultural and personal differences relating to sexual relationships
and personal space.

(5) Privacy
Issues regarding privacy differ from country to country, and some international
students may feel that their privacy is compromised in Japan. For example, a Japanese
person may ask ‘personal’ questions regarding your age or marital status soon after
2
you meet him/her. This is a kind of trial of “intimacy” in Japanese society. In a country
where seniority is respected and where the language one uses reflects the speaker’s
positions “vis-à-vis” the listener, the speaker may be trying to understand how best to
address you. However, you need not answer questions which you do not feel
comfortable answering.

(6) Life on a Cash Basis
In general, Japanese life is conducted on a cash basis. It is rare for someone to
use personal checks in his/her daily life. In some local areas, not only are personal
checks uncommon, but credit cards are as well. AIU’s policies are, thus, typical in this
regard. AIU tuition and housing fees cannot be paid by credit card or personal checks.
However, there are exceptions to this general rule, such as in large shopping
centers, department stores, and hotels. The following credit cards are usually
accepted at hotels, restaurants, department stores, and shopping centers: American
Express, Diners Club, JCB, Master Card, and Visa.

(7) Tips
There is no custom of tipping in Japan. It is unnecessary to tip a taxi driver and a
waiter/waitress. However, high-class restaurants and hotels will include a service
charge of about 10–15% in the bill for meals and accommodation.

(8) Safety
Japan used to be cited as one of the safest countries in the world, but this can no
longer be assumed. Please observe caution to protect valuables. Avoid dark streets,
refrain from walking alone at night, and keep your doors locked. If you see a
suspicious individual or a suspicious item on campus, please report it to AIU
immediately.

(9) Vicious Business Practices
There is a growing tendency to recruit young people for vicious business
practices. Be careful when you hear the following phrases, usually accompanied by a
promise of “Quick cash”: “Answer this questionnaire,” “This part-time job will help you
earn much money,” and “Only you were chosen.” Dating services which advertise on
on-line dating sites are also increasing. You need to be careful of their claims.
When you sign a contract with a company, there is a “cooling off period” which is
usually an 8 day period including the day the contract was signed. During which time
you may cancel the contract without penalty. If you need help, please contact the
Akita Living Center on 018-835-0999, or the Office of Student Affairs.
For more information on the cooling off system, please visit the websites at:
http://www.city.akita.akita.jp/city/ct/cc/coolingoff.htm
*Available in Japanese only
http://www.pref.akita.lg.jp/www/contents/1133932064535/index.html
*Available in Japanese only
3
THINGS TO NOTE
– DURING NEW STUDENT ORIENTATION

The Office of Student Affairs (OSA) assists you in the following procedures you
must go through as a resident of Japan. The OSA asks you to sign a power of attorney
in order to complete these procedures on your behalf. The OSA will send you a
notification e-mail upon the completion of these procedures. If you have any trouble,
please come to the OSA.

1. Notification of Place of Residence
Within 14 days of your arrival at AIU, you must notify your place of residence to
the Ministry of Justice through a municipal office in Akita City. In order to complete
this procedure on your behalf, the OSA will collect your passport and residence card.
Your passport and residence card will be returned to you upon the completion of this
procedure. The notified place of residence will be written on the back of your
residence card.
For more information on the residence card and the residency management
system, please see page 50 in this handbook or visit the Immigration Bureau of Japan
website at: http://www.immi-moj.go.jp/newimmiact_1/en/index.html
*Available in English, 簡体中文, 繁體中文, 한국어, Español and Português

 Those who have not Received a Residence Card at Port of Entry
Description of residence card issuance (See image ①)
should have been stamped near the seal of landing verification
(See image ②) in your passport. After notifying the Ministry of
Justice of your place of residence, a residence card will be
directly mailed to you at your notified place of residence, which
will be printed on the front of your
residence card. This takes about a 在留カード後日交付
Residence card will be
week. Please bring your residence card issued at a later date
日 本 国 入 国 審 査 官
to the OSA when you receive it so that
Immigration Inspector, Japan
SAMPLE

the OSA can file your immigration
① Description of ② Seal of Landing
records in order to keep track of your Residence Card Issuance Verification
visa status.

2. Obtaining a Work Permit
A work permit (“Permission to Engage in Activity other than that Permitted by the
Status of Residence Previously Granted”) may have been issued to you in the form of a
seal placed in your passport at the port of entry, if you have applied for it and are
granted ‘Student’ status with a permitted period of more than 6 months after having
entered Japan for the first time through Narita, Haneda, Chubu, or Kansai
4