Subsidies for presenting a thesis at an international academic conference

These subsidies are designed to cover part of the costs incurred by graduate school doctoral program students in releasing their research thesis at an international academic conference, symposium, or other meeting. Among such costs are (1) thesis registration fees and (2) overseas travel expenses.

Students eligible for subsidies

Graduate school doctoral program students (excluding research associates, students already receiving financial aid as Grant-in-Aid for JSPS fellows, and students taking a year’s leave of absence) are eligible for these subsidies. Students taking time off from school to study abroad are eligible for the subsidies as well.

International conferences covered by subsidies

Theses subsidies cover international academic conferences and symposiums sponsored by established academic societies with participants from at least two countries.

Amount of subsidies and number of times financial support can be received

• Thesis registration fees
  Up to JPY 55,000 will be provided to eligible students to finance part of the thesis registration fee for one international academic conference per year. The subsidies covers only expenses related to the student’s participation in the academic conference. Expenses incurred in participating in convivial parties are not to be covered by the subsidies.
• Travel expenses subsidy to present a thesis at an academic conference being held overseas
  Up to JPY 110,000 will be provided to eligible students to cover part of their travel expenses (mainly covers air fare) when they present their thesis at one international academic conference or symposium being held overseas once a year. If the air fare costs less than JPY 110,000, accommodation cost is also eligible for subsidies.

Note: The travel period for which subsidies to cover transportation and accommodation costs are to be provided is calculated by counting the number of days and nights the student requires if he/she arrives at the venue of the academic meeting on the day before the meeting and leaves on the day the meeting ends, in principle.
However, if due to flight schedules, air tickets are not available for the period mentioned above, please consult the relevant department office.
If the student's travel abroad is combined with other business (such as another academic meeting which was not applied for via the subsidies, a research trip or personal business), the period used for other business does not qualify for these subsidies.
However, if it is essential to attend another academic meeting or research activity in order to conduct research before or after the international conference which was applied for, the round trip air fare is eligible for subsidies.
In this case, a statement of reason (free form) with the instructor’s seal of approval must be submitted. If the other business is private, airfare is covered for either a one-way ticket from the airport nearest to the research institute at Waseda to the airport closest to the conference venue, or from the airport closest to the conference venue to the airport nearest to the research institute at Waseda.
Concretely, only an outward ticket is covered if the student attends the conference first and then pursues other business. If the student pursues other business first and attends the meeting afterwards, only the return ticket is covered. In the case where the student engages in other business first, then attends the conference and then again pursues other business, no air fare will be covered.
Accommodation charges will be covered only for the number of nights spent during the eligible conference.

Calculation standard

• Location A: Los Angels, New York, San Francisco, Washington D.C., Geneva, London, Moscow, Paris, Abu Dhabi, Jeddah, Kuwait, Riyadh, Singapore, Abidjan
• Location B: All other cities and areas

Procedure

Any student planning to apply for subsidies to cover the costs incurred in announcing his/her thesis at an international academic conference or symposium is asked to submit the appropriate application form to Waseda University via the relevant department office.The application form should be accompanied by a pamphlet indicating that the student is to present a thesis at the conference or symposium and a document specifying the amount of the thesis registration fee as well as its receipt.

For students planning to present a thesis at an academic conference or symposium being held overseas and who wish to apply for subsidies to cover part of their travel expenses, please fill in the form for permission for overseas trips (Business Trip Request), which is available at the relevant department office, and submit it to Waseda University. After the trip, both the air ticket receipt and the boarding pass stub must be submitted.

If the plane ticket cost less than JPY 110,000, please submit your receipt for accommodations charges as well.

Subsidies for miscellaneous costs related to research activities

These subsidies are intended to cover part of the costs incurred by doctoral program students related to research activities, including photocopying documents necessary for research, academic society participation fees and annual membership fees, and fees for the submission of research papers.

Students eligible for subsidies

Graduate school doctoral program students (excluding research associates, students who are receiving funds from JSPS Research Fellowships for Young Scientists DC program, and students taking a year off from school) are eligible for these subsidies.

Eligible items for subsidies

Please choose one from the following four items:
Cost of photocopying (a copy card will be supplied), academic society meeting participation fee, academic society annual membership fee, fee for submission of a research paper.

Amount of subsidies

Eligible students can receive JPY 5,000 per year.
Even if the amount applied for is less than 5,000 yen, one student may only apply once a year.

Procedures

The relevant department office will notify students who are eligible for the subsidies. Please follow the department’s instructions.

1) Copy cards must be received within the relevant year. After the year has ended, the student loses eligibility to receive a card. When receiving a copy card, please affix your seal or signature on the document prepared by the department office to confirm receipt.

2) In the case of applying for subsidies for academic society meeting participation fees, academic society annual membership fees and fees for submission of a research paper, the application form must be filled out and submitted, along with a receipt, to your department office. If the applicant needs to pay the academic society fee for the subsequent year during the subsidized year due to payment deadline timing, it is required that he/she be registered in the doctoral program in the subsequent year.