Doctoral Degree Program in Japan2012

ASEAN University Network

Southeast Asia Engineering Education Development Network

AUN/SEED-Net

Implementation Guidelines

for

Doctoral Degree Program in Japan

For the Japanese Fiscal Year 2012

July 29, 2011

1. Introduction

The AUN/SEED-Net Project with support from Japan International Cooperation Agency (JICA)

provides scholarships for prospective applicants from AUN-SEED/Net Member Institutions to

pursue doctoral degrees in engineering at one of the following Japanese Supporting Universities:

Hokkaido University, Keio University, Kyoto University, Kyushu University, Tokai

University, Tokyo Institute of Technology, Toyohashi University of Technology, University of

Tokyo, Shibaura Institute of Technology, and Waseda University

The fields of study that can be supported by the AUN/SEED-Net are as follows:

Civil Engineering (CE), Chemical Engineering (ChE), Electrical and Electronics

Engineering (EEE), Environmental Engineering (EnvE), Geological Engineering (GeoE),

Information and Communication Technology (ICT), Manufacturing Engineering (ManuE),

Materials Engineering (MatE), and Mechanical and Aeronautical Engineering (ME/AE)

.

Under the above 9 fundamental engineering fields, applicants, if interested, may also propose

any research topic(s)

related to the new five (5) interdisciplinary areas (

Biotechnology,

Disaster Mitigation, Environment, Natural Resources/Materials, and New/Renewable

Energy

).

Although studying outside ASEAN countries, students under the Doctoral Degree Program in

Japan are encouraged to participate in Net’s network activities (e.g.

AUN/SEED-Net Regional Conference, Collaborative Research activities, etc.) so as to create, maintain, and

deepen the linkage with Member Institutions (student’s sending institution and/or student’s

hosting institution when pursued master’s degree).

2. Objectives

(1) To increase the number of high quality doctoral degree holders in engineering at Member

Institutions to contribute to a sustainable industrial development of ASEAN countries.

(2) To strengthen human networking of teaching and research staff among Member

Institutions and Japanese Supporting Universities.

3. Qualifications

be awarded the master’s degree before starting doctoral degree study.

(2) Applicants should be ranked within top 10% of the class for Bachelor’s Degree, in

principle, (a certified document of class rank is required).

(3) Applicant should have a Grade Point Average (GPA) of 3 or more in the 4-scale grading

system or at least 7.5 in the 10-scale grading system, with some English competency.

(TOEFL score or equivalent test is required.)

(4) Applicants must be outstanding graduates of Master’s Degree Program of AUN/SEED-Net

Project, or outstanding young teaching staff or research staff of Member Institutions, who

are strongly motivated to have a professional career as teaching staff at Member

Institutions.

(5) Applicants, in principle, should have at least one recent (not older than 2 years) research

publication in refereed national or international journal.

(6) Applicants must be under the age of 35 at the time of enrollment and capable of carrying

out independent research.

4. Duration of Scholarships

The duration of the scholarship is strictly three years.

5. Coverage of the Scholarships

Tuition fees, living expenses, health insurance, and a round-trip air ticket will be provided

as per JICA regulations.

6. Application for Scholarships

The application procedure is as follows:

6.1 Application and screening process

(1) The applicants for the Doctoral Degree Program in Japan submit the AUN/SEED-Net’s

Application Form for Scholarship along with other required documents (please refer to

Application Form of the Doctoral Degree Program in Japan 2012, Item No. 12-13) to the

contact person of the Member Institutions to which the applicants belong (sending

institutions). (List of contact person at each Member Institution is given in Attachment 3.)

Please note that at this stage, applicants are required to submit the names of their proposed

Japanese advisors and Japanese Support Universities, but there is no need to submit

application form of those universities.

towards the Deadline.

(In case of applicants studying overseas, Application Forms as well as other required

documents can be submitted directly to AUN/SEED-Net, provided that the applicants

request the contact person of their respective Sending Institution to submit an endorsement

letter to AUN/SEED-Net.)

(3) The AUN/SEED-Net Project will check all required documents and request missing

documents from applicants through Sending Institutions, if necessary.

(4) The AUN/SEED-Net Project will conduct initial screening and send the results to

applicants’ sending institutions. At the same time, the AUN/SEED-Net Project will consult

with concerned Japanese Supporting Universities for possibility of accepting the applicant

in the event that the applicant is awarded a scholarship and passes the entrance

examination.

* Applicants are encouraged to contact by themselves a prospective advisor of

their

preference

at a Japanese Supporting U

n iversity for consent on acceptance in the event the

applicant

s are

awarded a scholarship and pass the entrance examination. It will be an

advantage in the screening process if the applicant can obtain and enclose such c

onsent

letter

( or copy of e-mail communication

) from

a prospective advisor

in this application as it

can fasten the screening process

.

(5) After the communication with Japanese Supporting Universities, the AUN/SEED-Net

Project prioritizes the applicants and sends the result to JICA Headquarters. JICA

Headquarters then make the decision on the selection of the successful applicants by April

2012.

(6) The AUN/SEED-Net Project or JICA Local Office informs the results to the Member

Institutions/Members countries officially to which the applicants belong in April 2012.

(7) The process after sending the official notifications may be different in terms of countries or

Japanese universities. AUN/SEED-Net, in cooperation with the JICA Local Office in the

respective countries, will advise the scholarship awardees on the necessary procedures.

6.2. Official request from a member country to the Japanese Government

(1) JICA Headquarters will instruct JICA Local Office in the member country of the

successful candidate to submit the JICA Application Form. The Form should be prepared

by the successful candidate with the endorsement of his/her Sending Institution and

submitted to the Embassy of Japan or the JICA local office through the coordinating

ministry of agency responsible for international cooperation in the country.

(2) When the JICA Application Form is endorsed by the Member Institution, a photocopy of

the form should be sent directly to the AUN/SEED-Net Project prior to forwarding it.

(3) After receiving the JICA Application Form, JICA will examine the candidacy and send an

official notice of acceptance or rejection to the government concerned.

7. Submission Deadline of the Application Form

Applications for the Doctoral Degree Program in Japan should be submitted both in soft copy

and in printed form,

by October 28 (Fri), 2011

to the AUN/SEED-Net Project. They

must be

signed by the Dean or the Representative of the AUN/SEED-Net Member Institution to which

the applicants originally belong.

8. Scholarship Allocation

The allocation policy of scholarships for each fiscal year is as follows. The high priority is

given to the fresh graduates of Master’s Degree Program of AUN/SEED-Net Project. Among

teaching staff of Member Institutions, the high priority is given to those who are in the host

field of Host Institution. Even distribution across nine fields may also be considered.

9. Remarks

Applicants must submit the health check-up certificate 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 principal.

Please submit the application to:

AUN/SEED-Net Project

(Doctoral Degree Program in Japan 2012)

Faculty of Engineering, Bldg 2, Rm 109-110,

Chulalongkorn University

Bangkok 10330, THAILAND

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

APPLICATION FORM for AUN/SEED-Net Scholarship

Doctoral Degree Program in Japan 2012

Application form can be downloaded from http://www.seed-net.org/ and can be photocopied as needed. Please print or type all entries. Please submit both soft and hard copies of the Application Forms to the below address by October 28 (Fri), 2011.

AUN/SEED-Net Project

(Doctoral Degree Program in Japan 2012) Tel: (66 2) 2186419, 2186420,

Faculty of Engineering Bld 2, Rm 109-110 2186421

Chulalongkorn University Fax: (66 2) 2186418

Bangkok 10330, THAILAND E-mail: prog@aun-seed.net

Program Guidelines

Applicants should read carefully the Implementation Guidelines of the Doctoral Degree Program in Japan 2012. It is advisable to provide detailed information and description for each item below, and attach supporting documents when necessary.

1 Personal Information (I)

1.1 Family Name Given Name(s) Full Name

(as appears in passport) 1.2 Nationality

1.3 Date of Birth Date Month Year

1.4 Age (at the time of application)

1.5 Gender (Please mark √) Male Female

1.6 Current Status/Position 1.7 Department/Faculty 1.8 University/Organization

2 Personal Information (II)

2.1 Marital Status Single Married

2.2 Office Address Tel / Fax / Mobile

E-mail Address

2.3 Home Address Tel / Fax

When communication with applicants is needed, AUN/SEED-Net Project will contact mainly to your Sending Institution and/or to your e-mail address. Please make sure you keep contact with your institution and/or access to your given e-mail address. In case you do not have a regular e-mail address, please specify your preferred contact address below.

2.4 Preferred Contact Address (please mark √ at your preference)

E-mail Office Home

Other

(Please give full details)

3 Academic Qualifications (I)

A certified official certificate and transcript (with grade points) issued by the university and a certified letter of class rank signed by Dean or Registrar must be submitted with this application form. For graduating students, an official transcript with academic record up to the time of application must be submitted as an alternative.

3.1 Bachelors’ Degree or Diploma

3.2 Program/Faculty 3.3 University

3.4 Year of Completion (or expected to)

Month Year

3.5 Grade Point Average (Honours, if any) 3.6 Class Rank

(Please submit certified letter)

Placed at the rank of

Out of the total number of students of In the Department/Program of

4 Academic Qualifications (II)

4.1 Master’s Degree 4.2 Program/Faculty 4.3 University

4.4 Year of Completion (or expected to)

Month Year

(Honours, if any)

5 Relevant Qualifications

Any honour, distinction, or certificate obtained in your academic career that is not indicated in the official statement should be mentioned in a separate statement. Relevant document should be attached to support your information stated below.

5.1 English Language TOEFL Date taken

GRE Date taken

Others

(i.e. institutional toefl) (Please specify)

5.2 Other Awards,

Honours, Certificates (Please give details)

6 Employment Record

Please summarize any full-time employment experience, including name of employer, your position, job responsibility and period of work

7 Research Experiences

8 Publications

List recent publications (not older than 2 years) in journals or conference proceedings in which you have published your research work. Required information for publications is ‘Name of the authors/co-authors’, Title of the paper, Name of the journal or conference, Volume number and year of the publication, and Page Number’. Please also state if the publication is your Master’s thesis research. You may attach a copy of your publication or use extra page if needed.

9 Proposed Graduate Program

9.1 Preferred Field of Study

(*Please circle one of the following 9 fields. The abbreviation is shown on page 2)

CE ChE EEE EnvE GeoE

ICT ManuE MatE ME / AE

9.2 Proposed Research Areas or Topics (if any) 9.3 Proposed Place of

Study

Applicants can choose the maximum of two universities with priority.



Applicants must fill out their proposed advisors and Japanese Supporting Universities.

 Consent letter or copy of e-mail communication from the prospective Japanese advisor at Japanese Supporting University stating his/her consent to accept the applicant will be an advantage.

(1) First Priority University Department Program Advisor’s name

Semester Month Year

Program Advisor’s name

Semester Month Year

10 Proposed Research

Outline the research you wish to conduct in your proposed study. Please use separate sheet if necessary. You may be requested to forward a copy of your Master’s Degree’s thesis for evaluation.

11 Medical Record

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 Doctoral Degree Program in Japan.

11.1 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.)

11.2 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 Yes No

1 Asthma, emphysema, or other lung conditions

2 Tuberculosis or in persistent contact with someone who has tuberculosis 3 High blood pressure, heart disease

7 Depression, excess worry, attempted suicide, or other psychological symptoms 8 Acquired Immune Deficiency Syndrome (AIDS)

9 Tumor, abnormal growth, cyst, or cancer

10 Bleeding disorder, blood disease (sickle cell anemia)

12 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.

12.1 This application, completed with photo & signature

12.2 Official Bachelor’s Degree certificate (original or certified copy)

12.3 Official Bachelor’s transcript with grade points (original or certified copy) 12.4 Official Master’s Degree certificate (original or certified copy)

12.5 Official Master’s transcript with grade points (original or certified copy) 12.6 Abstract of Master’s thesis

12.7 Certificate of English Proficiency , e.g. score of TOEFL or equivalent test

(In case it is difficult to submit this document, please submit the letter from the institution where you studied your master’s degree at, to certify the use of English language as medium of instruction.) 12.8 Certified letter of Class Rank of the Bachelor’s study from the Dean or Registrar Office of your

graduated institution (Form provided in attachment 1)

12.9 Letter of endorsement from the Rector or Dean of Member Institution to which you belong with current status or position (in case you are a faculty staff)

12.10a Letter of recommendation from your master’s thesis advisor (Form provided in attachment 2) 12.10b Letter of recommendation from the Dean or Head of the Department to which you belong (Form

provided in attachment 2)

13 Document Checklist : Optional

Please check (√) if you have enclosed the documents listed below. These documents are not compulsory but may help support your qualifications.

13.1 Copy of publication(s)

13.2 Others (please specify):

14 Declaration

result in cancellation of scholarship. If awarded the scholarship, I agree to abide by the rules and regulations of the AUN/SEED-Net Project and JICA.

Applicant

Signature

Date:

Rector / Dean of Member Institution

Signature

Date:

ATTACHMENT 1

Certified letter on academic standing

This is to certify that ……….. is / was placed at the rank

of ………….out of the class of ……… students in the department / program of

………., Faculty of ……….. at

………..

Signature ………..

Name in print ………...

Position………

Date ……….

ATTACHMENT 2

LETTER OF RECOMMENDATION

This part is to be completed by applicant.

Full Name: __________________________________________________________________________

Proposed Program of Study

1. Place of Study ______________________________________________________________ Program applying ______________________________________________________________ 2. Place of Study ______________________________________________________________ Program applying ______________________________________________________________

TO THE PERSON EVALUATING THE APPLICANT:

The person whose name appears above is applying for the Graduate Degree Program of the AUN/SEED-Net. In processing applications, the AUN/SEED-Net places great emphasis on comments given by the applicant’s referees. The AUN/SEED-Net requires your submission of the completed Letter of Recommendation Form as part of our appraisal of the above-named applicant. We realize that considerable time and effort are needed to respond to this request. Your assistance is therefore greatly appreciated.

This part is to be completed by the person completing this Letter of Recommendation Form.

Full Name: ________________________________________________________________________

Position / Title: _____________________________________________________________________

Organization: ______________________________________________________________________

Contact Address: ___________________________________________________________________ ___________________________________________________________________

Tel:_____________________________________ Fax:_____________________________________

Mobile: _________________________________ E-mail:___________________________________

1. What is your candid opinion of the applicant’s potential to complete the program applied for considering his/her:

(a) intellectual capacity, promise of productive scholarship, and ability to carry out independent research;

(b) creativity and originality;

(c) relative standing among contemporary graduates;

___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________

2. Please cite outstanding qualities concerning his/her: (a) personality (maturity and ability to work with others);

(b) communication skills

___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________

3. Based on the above, how would you recommend the application for the Graduate Degree Program of the AUN/SEED-Net? (Please mark

√

)

□

Strongly Recommend

□

Recommend without reservation

□

Recommend with some reservation

□

Do not recommend

Signature_____________________________________

Date_________________________________________

List of Contact Persons at Member Institutions for AUN/SEED-Net Graduate Degree Study Program 2012

No. M.I. Contact Person Position Email Address

1 ITC Dr. Thavarith Chunhieng

(cc. to Dr. Om Romny)

Deputy Director

(Director)

thavarit@itc.edu.kh

cc to romny@itc.edu.kh

2 NUOL Prof. Dr. Boualinh Soysouvanh

(cc.- Assoc. Prof. Khamphui

Dean, Faculty of Engineering & Architecture boualinh@nuol.edu.la

Southisombath

- Ms. Pipong Phimphachanh)

(Vice Dean)

(Lecturer, Research and Postgrad. Division)

cc : southisombath@hotmail.com

pipongp@yahoo.com

3 UY Dr. Tin Tun

(c.c.: Dr. Aye Aye Thant)

(cc. to Daw Mi Mi Cho)

Rector

Associate Professor, Physics Department

(JICA Myanmar Office)

uylibrary@gmail.com

Tel: (95-01) 514908/ Fax: (95-01)

510721

uycontactmm@gmail.com

Tel:(95-1) 502074/ Fax: (95-1)

510721

(cc to jicamy12@yangon.net.mm

Tel: (95-1) 255473-6 /Fax: (95-1)

25547

4 YTU

Prof. Dr. Mya Mya Oo

(cc. to Mr. Khin Maung Zaw)

(cc. to Daw Mi Mi Cho)

Rector

Department of Foreign Relations

Yangon Technological University

(JICA Myanmar Office)

ytu.rector@gmail.com

Tel: (95-01) 651717, 650762,

660720

Fax: (95-01) 642564

(cc: ytu.rector@gmail.com )

Tel: (95-1) 642557, 642559/

Fax: (95-1) 642564

(cc to jicamy12@yangon.net.mm

Tel: (95-1) 255473-6/ Fax: (95-1)

255477

5 HUST Ms. Doan Thu Trang International Cooperation Department doantrang@mail.hut.edu.vn

6 HCMUT Mr. Nguyen Van Phuc Staff, R&D and International Relations Office nvphuc@hcmut.edu.vn

7 BUU Dr, Anat Deepatana

(cc. -Dr. Nayot Kurukikoson)

Dean, Faculty of Engineering

(Associate Dean of Administration Affairs)

anat @buu.ac.th

nayot@ieee.org

8 KMITL Assoc. Prof. Dr. Anantawat

Kunakorn

Acting Dean, International College, KMITL kkananta@kmitl.ac.th

Dr. Pakorn Watanachaturaporn

(cc: Ms, Arunee Suvarnatarn)

Assistant to Dean

International College Office

pakorn@live.kmitl.ac.th

kwpakorn@kmitl.ac.th

(cc: ksarunee@kmitl.ac.th)

Tel: (66-2) 326 4729, 329 8261

9 CU International School of Engineering Faculty of Engineering ise@eng.chula.ac.th

10 UP Ms. Elizabeth L. Salazar Graduate Office of Engineering elsalazar@up.edu.ph

11 DLSU Prof. Dr. Pag-asa D. Gaspillo Dean, College of Engineering

12 ITB _{Assoc. Prof. Dr. Dwiwahju}

Sasongko

Dean, Faculty of Industrial Technology _{sasongko@fti.itb.ac.id ;}

sasongko@che.itb.ac.id

Assoc. Prof. Dr. Yatna Yuwana

Martwirya

(Cc: Assoc. Prof. Dr. Andi Isra

Mahyuddin

Cc: Ms. Anindita Nurina)

Dean, Faculty of Mechanical & Aerospace

Engineering

yatna@tekprod.ms.itb.ac.id

aim@ms.itb.ac.id

anindita.nurina@yahoo.com

aunseednet@ae.itb.ac.id

13 UGM Ms. Aci Prima Sari International Affair,Faculty of Engineering uphi_ft@yahoo.com

14 USM Mr. Mohd Zulkarnain Mohamad

Tajul Ariffin

International Relations Office zulkarnain@usm.my

15 UM Dr. Suhana Mohd Said Department of Electrical Engineering,

Faculty of Engineering