Step 1

Negotiation of acceptance and Confirmation of the period

① Students will find the supervisor and laboratory that match their field of study and negotiating their acceptance directly with the professor. (Please submit the following documents (A to D).)
The applicant should contact only one professor at a time. (The applicant must not contact more than one professor at the same time.)

1. CV
2. Abstract(s) of academic paper
3. Academic transcript(s)
4. Scan of your passport (copy)

② If both the supervisor and the applicant agree to proceed with the internship, please discuss and finalize the internship period and research theme together.

Step 2

Forward the information to CEED and confirm the applicant’s eligibility for the scholarship.

③ Considering the eligibility for the CEED scholarship, the schedule of the general assembly, visa issuance procedures, etc., we will check if acceptance is possible during the desired period and get back to you. Please kindly forward the following information to CEED.

1. CV
2. Abstract(s) of academic paper
3. Academic transcript(s)
4. Scan of your passport (copy)

Step 3

Start of the acceptance procedure

CEED will request the supervisor and the applicant to prepare the necessary documents.

④ Documents to be prepared by the supervisor

• Pre-confirmation sheet
• Internship acceptance plan

⑤ Documents to be prepared by the applicant

• Internship Application Form
• CV
• Covenant
• Certificate of registration

Step 4

The internship will be discussed at the Board of Representatives.
⑥ CEED will notify you of the results of the review. If approved, the Certificate of Internship Acceptance and scholarship support certificate will be sent to the supervisor and the internship student.

Step 5

Visa procedures
⑦ CEED will assist with the visa issuance process for the internship student.

【Short-term Visa】
CEED will prepare the documents.

• Invitation letter
• Certificate of Internship Acceptance
• Itinerary in Japan

※No procedures are required for the 74 countries/regions for which Japan has reciprocal visa exemption arrangements.

 
【Cultural Activities Visa】
If the period of stay exceeds 90 days, the student must apply a Cultural Activities Visa. CEED will prepare the necessary documents for the Certificate of Eligibility (COE) application.

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CEED will apply for the COE to the Immigration Office.
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CEED will receive the COE from the Immigration Office.（It will take approximately three months to issue the COE.）
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CEED will send the COE to the internship student.
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The internship student will apply for the VISA in their country of residence.

Step 6

Living support
⑧ Accommodation procedures

• CEED will apply for the accommodation.
• The internship student must pay a deposit of 50,000 yen upon moving in. After deducting any repair costs or other expenses at the time of departure, the remaining balance will be refunded via international bank transfer. The transfer fee varies by country but is typically around 10,000 yen.

⑨ Procedures for supporting students in the laboratory

• CEED will ask the supervisor to introduce a student to support the internship student. The hourly wage is 1,160 yen, with a maximum of 6 hours of compensation. CEED will handle the procedures for the payment of the compensation.

⑩ Pre-arrival notice for accommodation (BeGoodJapan) must be made at least one week before the student move-in.

• CEED will provide the details to the internship student, and the internship student is required to contact BeGoodJapan.

Step 7

Arrival in Japan
⑪If possible, the support student will guide the internship student to the accommodation.
*Please note that the accommodation check-in is available until 9:30 PM. If the student arrives after this time, they will need to stay at a hotel at their own expense for one night. In case of unforeseen circumstances, CEED will recommend that the internship student book a flight arriving during business hours on weekdays, as CEED staff are unavailable on weekends and holidays.

⑫ CEED will request a pre-internship report from the internship student (for scholarship recipients only).

⑬ Documents sent by CEED

• CEED will send the identification document and the ELMS-ID notifiaction.
• （The training must be completed within three days of the internship start date.）
• CEED will explain the method of receiving the scholarship (for scholarship recipients only).

Step 8

Financial support (for eligible individuals only)
⑭ CEED will coordinate with the accounting department and notify the internship student and the support student of the payment date and time.

Step 9

Research and stay at the laboratory
⑮ During the stay, CEED will handle the student’s course registration.
Internship I or II

⑯ Please conduct research activities based on the training theme discussed and agreed in advance.
*Course registration for undergraduate or graduate-level classes is not allowed.

Step 10

Two weeks before the completion date
⑰CEED will request a compretion report from the student (for CEED scholarship recipients only).”
⑱CEED will request the supervisor to prepare a grade evaluation report.
⑲CEED will send the “Completion Certificate of Internship” to the supervisor.（ Here is the sample.

Step 11

Completion and Departure
※In principle, the departure date cannot be changed.