FAQ

Table of Contents

 

General Frequently Asked Questions

  1. Should I contact the unit and/or the professor to which I am interested in applying?
    Students are accepted to the program and will go through a lab matching process, so it is important to list Faculty of Interest. However, it is not necessary to contact faculty to obtain their approval or support prior to applying. In general, please consider the relevance of your message prior to contacting the faculty.
     
  2. I don't know how to enter my name in the form as the concept is different in my culture.
    If you do not know which is your family/last name and which is your given/first name, that is alright; some cultures do not have that concept. Instead, please enter "," (a comma) in the "family name" field and put your full name in the "given name" field.
     
  3. Do I have to submit any hard copies?
    OIST uses an Internet-based application system so we do not require hard copies of any submitted document. You only need to scan the documents and upload them to our online application system. If you are a successful applicant, some hard copies will be needed for the visa application and for the enrollment process. You will be further instructed at that stage.
     
  4. I don't have a valid passport at the moment. What should I do?
    You can upload other government-issued identification documents and enter "0000" in the "Passport Number" field instead. If you are selected to join us, we will need a copy of your valid passport at that time for visa application and travel arrangement.
     
  5. I don't have an official transcript from my institution. Can I submit a different document?
    You may upload an unofficial transcript, such as screenshots of your past and current courses and grades.
     
  6. Do you require translation for official documents, such as transcripts, that are in different languages?
    If it is difficult to provide in English, you may submit your original transcript along with an English translation. The translation may be done by you, but please be aware that difficult-to-understand translations may negatively impact your application.
     
  7. There is a problem uploading my documents/ I am having technical problems with the application.
    To minimize the chance of technical problems, please be sure to have all of the correct documents (as PDF files), your photo (as a JPEG file), and all text answers prepared in advance, and complete the application in one brief session. If your Internet connection is not strong, it would be best to minimize the number of tabs open in your browser window while completing the application.
     
  8. When is the deadline for recommenders to submit recommendation letters?
    The deadline for submitting recommendation letters is the same as the application's deadline. However, please keep in mind that you can only submit your application after at least one recommendation letter (two letters for PhD Program) is received by our system, so please make sure to communicate with your recommender(s) and give them enough time. When the letter is submitted, you will receive a notification from the system, and you can proceed with submitting your application at that time.
     
  9. How can I check if my recommenders have submitted the recommendation letters for me?
    Once you have invited your recommenders, you can check your invitation by logging in to your application account. You will be able to see the status of your invitation (Sent, In Progress, or Submitted). You can also resend your invitation.
    Depending on the settings of your recommenders' email accounts, there are cases the request sent from the system will be classified as "Spam" or "Bulk" mail. If your recommenders cannot find the invitation in their inbox, please ask them to check their "Spam" or "Bulk" folder as well.
     
  10. I have submitted my application, but I would like to make some changes. What should I do?
    You can no longer make any changes to the application once it is submitted, and you cannot withdraw it yourself. If you really must make some changes to your application, you may request us to reverse the status of your application from "Submitted" to "In Progress" by submitting a Contact Us form. However, it is your responsibility to submit your application again before the deadline. Please take enough time to revise your application and make the final submission. There are no advantages by submitting the application significantly earlier than the deadline.
     
  11. I can't complete my application by the deadline. Could the deadline be extended? Could I submit it late?
    As we have thousands of applicants to our programs, we are not able to take the time to individually handle special requests. We would certainly welcome your application in future application rounds if you are unable to make the current deadline.
     
  12. Can I work part-time to earn extra income for my living?
    Students enrolled in the OIST PhD Program are fully-funded with a Research Assistantship and Research Interns are fully-funded with a Daily Allowance. As such, neither students nor Research Interns are allowed to work part-time elsewhere. The Research Assistantship and Daily Allowance ensure a comfortable living in Okinawa, allowing students to focus on their studies.

 

Research Internship Program FAQ

  1. Who is eligible to apply?
    Those who are currently enrolled in their last two years of a bachelor's degree, enrolled in any year of a master's degree, or those who have graduated with a bachelor's or master's degree are eligible to apply.
     
  2. I'm in the second year of my 4-year bachelor's degree, but would be in my third year at the internship's start. Can I still apply?
    Yes! For bachelor's students, we require applicants to have finished their first two years to create the foundation upon which their internship skills would be build. Applicants who will start their third year by their proposed internship's start date are welcome to apply.

    For master's students, you may apply regardless of your year.
     
  3. I am a current/graduated PhD student. Can I still apply?
    Unfortunately, no. Our Research Internship is intended for those who need more research experience and who are interested in joining OIST's PhD Program later. Current or graduated PhD students who wish to collaborate with OIST should look for other opportunities such as Workshops or Careers at OIST.
     
  4. Is it possible to do research in my area of interest at OIST?
    This table lists information about research units and their projects available for interns. Additionally, you can learn about more of the research going on at OST here. Please look and see if there is anything suitable to your interests. As we continue to grow, new areas of focus will be added, but the main fields represented at OIST are in the areas of science and technology.
     
  5. Must the recommendation letter be from my current supervisor?
    We accept recommendation letters from any supervisor/professor who is familiar with both your work and your character. It is not required that the recommendation be from your current supervisor, but it is in your best interest to request a recommendation from someone who is able to accurately assess your abilities and potential to research for your proposed internship.
     
  6. Do I need to submit an English proficiency test?
    No. Our PhD Program application requires one, but the Research Internship does not. You will need to be able to conduct research and collaborate with fellow scientists in English, but it may be your first time in an international laboratory and can be a good learning experience for you.
     
  7. The application fee is too much. Can I get a waiver?
    We understand there are geopolitical or socioeconomic factors that may make an applicant's ability to pay the fee difficult, but unfortunately, we do not offer fee waivers at this time. The fee payment page is shareable, however, so third-parties such as family or friends may pay on your behalf if willing.
     
  8. I have been accepted to OIST as a Research Intern. What is the enrollment process?
    If you received an offer from the OIST Graduate School, please review the following steps.
    1. After receiving the Offer Letter via application system, the Graduate School will finalize the date of when you will join the Internship Program with you and the hosting unit. We will contact you approximately 3.5 months in advance to your desired starting date.
    2. 3 months prior to enrollment, the Student Affairs Section will communicate with you via email to start logistic arrangements. In the case a visa is required, we will also apply for your Certificate of Eligibility (CoE). You will then take the CoE and related documents to the Japanese Embassy/Consulate-General nearest you and apply for visa in person.
    3. 1 month prior to enrollment, flight arrangements to Okinawa will be made and housing allocation will be decided.
    4. 1 day before starting the Internship, arrive in Okinawa! Welcome to OIST!
    5. After enrollment, attend the Research Intern Orientation


    If you received an offer directly from the hosting unit, the visa application process will mostly similar, but the unit will be in charge and responsible for completing it with you. In the case of unit-funded internship, please communicate directly with the unit for arrangements.
     
  9. Is it possible to change the dates of my internship if I am accepted?
    Minor changes to timing of internships are to be expected, and do not present a problem. For accepted intern candidates, final steps include confirming dates with both the accepting faculty member and the intern. Major changes to internship dates are strongly discouraged as they can lead to the cancelled of an internship offer entirely. Please consider the timing in advance and apply during the appropriate round for your desired dates.
    Please be aware that we only allow one change to the internship dates.

 

PhD Program FAQ

  1. What type of degree is offered at OIST?
    OIST students will receive a Doctorate of Philosophy with their completion of the PhD Program.
     
  2. Who is eligible to apply?
    To be eligible for the OIST PhD Program, you must have completed a BSc, MSc, or equivalent degree or expect to do so prior to the enrollment date.
     
  3. Should I select a supervisor when I apply?
    Applicants need to select OIST "Faculty of Interest" during their online application for the purpose of screening and coordinating interviews for shortlisted applicants. This does not mean the student is guaranteed to join the research unit of the selected faculty if they are admitted. Students are admitted into the PhD Program, rather than into the research unit of a specific professor. The broad nature of the training we provide in the first two years allows students to discover many different approaches to the problem they are interested in and may even introduce them to completely new questions and paths. Students become based in their intended thesis lab at the end of the first year, and their thesis topic is finalized after a qualifying examination at the end of the second year.
     
  4. What aspects are taken into consideration regarding OIST's admission?
    Admission to OIST is competitive against a standard that is similar to that of graduate programs of the leading universities the world over. The selection process for admissions takes into account all aspects of the OIST Graduate School application, including: academic record, applicant's statement, letters of recommendation, additional evidence of academic ability such as GRE general test scores, additional material such as copies of publications and abstracts of oral presentations, and any other evidence of achievement provided.

    For shortlisted applicants, the selection process additionally takes into account face-to-face interviews with four faculty members. All of these aspects are considered together in the final decision for each candidate.

    Please note that OIST strives to create and maintain an inclusive, equitable, and diverse environment that does not discriminate against gender, gender identity, gender expression, age, sexual orientation, mental or physical disability, medical condition, race, ethnicity, ancestry, culture, national origin, religion, or marital status. Applications from women and other underrepresented groups are strongly encouraged.

    For more details, please refer to the OIST Graduate School Three Policies.

  5. I received an education in English. Should I still submit a TOEFL iBT/IELTS score?
    You do not need to provide us with TOEFL iBT/IELTS scores if the medium of your education is English and you upload documents to prove so.
     
  6. I have not taken the TOEFL iBT/IELTS exam yet, what should I do?
    If you are unable to meet the deadline to take the test, please follow the instructions below.
    1. Register for the nearest TOEFL/IELTS exam
    2. Create a text document that lists the date you are going to take the test and the date you expect to receive your results.
    3. Make a PDF of the note
    4. Upload the PDF to your application
    5. When you receive your scores, make sure to send a scanned copy of them by e-mail to admissions@oist.jp
       
  7. I have attended an internship at OIST, can I ask my OIST supervisor to write a recommendation letter for me?
    To avoid any potential unfair advantage, the OIST PhD Program does not allow for reference letters from OIST members. However, since your OIST supervisor can provide a recommendation for you at a later stage of the process, we strongly recommend that you make your OIST supervisor aware of the timing that you are applying for.
     
  8. When can I hear the result of the 1st screening? Also, when is the final result after the Admissions Selection?
    The first screening usually takes about 4 to 5 weeks after each application deadline, depending on the volume of applications we receive. The final result will be about 3 weeks after the interviews are completed. Both results are announced via the application system for both those selected and not.
     
  9. I was not selected this year. Can I have some feedback on my application?
    OIST's policy is to not provide explanations for admissions decisions to individual candidates. The assessment of your submitted materials was made with reference to a set of criteria that is specific to the OIST Graduate School. A negative result at OIST therefore should not deter you from applying to other institutions - each university admits students based on their specific requirements and goals.
     
  10. Can I apply again?
    You may apply again in the following year provided that your academic records have made some progress worth reconsidering. Please submit an updated transcript with other supplemental documents when you reapply.
     
  11. I have a child. What kind of family support is available at OIST?
    OIST has the Child Development Center (CDC) for children from 2-months old to 6-years old, and the School Aged Program (SAP) for 5- to 14-year old children. CDC is open daily Monday through Friday from 8AM to 6PM and SAP is open daily Monday through Friday from 1:30PM to 6:30PM. The fees vary based on your income level. There are currently over 100 OIST children attending CDC and SAP. Classes are all offered in English and Japanese while well-trained licensed teachers care for the children so OIST students can focus on their research.

    For school-aged children, there are options to go to local Japanese schools as well as private international schools. For more details, please refer to Schooling Options.
     
  12. I am hoping to have children while a PhD student. Is there any support such as parental leave for PhD students?
    Yes, OIST promotes diversity and supports balance in work and family life. We recognize the need to accommodate the demands on pregnant and parenting students. OIST encourages all to undertake postgraduate education and support any student who decides to have children while at graduate school. Childbirth leave is a part of the policy to support the students.

    OIST has two types of childbirth leave for PhD students:
    PhD students who expect to give birth within 6 weeks (14 weeks for multiple pregnancies) are granted prenatal leave. After giving birth, they are granted 8-week paid postpartum leave.

    PhD students whose partner has recently given birth are granted 8-week childbirth paid leave on or after the day of giving birth.

    For more details, please refer to Childbirth Accommodation Policy for Students.
     
  13. I plan to come to OIST with my partner. What kind of job opportunities are available for my partner?
    OIST constantly updates the positions for technicians, research staff, and administration staff so please check OIST Careers and apply directly for any position of your partner's interest.

    To work outside of OIST, most employers require Japanese language skills. The Resource Center may have information for any job opening for foreign language speakers, so please consult with them for further information.
     
  14. How long does it normally take to complete the PhD Program if I have an MSc degree?
    Students with a bachelor's degree are required to attain at least 30 credits before submission of their thesis for examination. Students with a STEM-related master's degree are required to attain at least 20 credits before submission of their thesis for examination. In terms of completing thesis research and being subsequently examined and graduated, there is no requirement to be enrolled for the full five years.
     
  15. Can I transfer credits to the OIST PhD Program?
    On approval by the Graduate School, incoming students may request credit transfer only under the following conditions:

    *Transfer credits are calculated according to the following equivalence formula: One OIST credit for every 20 hours face-to-face instruction, to an upper limit of 2 credits per course, with no fractional credits allowed.

    1. Credit transfer may only occur from graduate-level courses (master's or doctorate).
    2. Courses for which credit transfer is sought must be STEM-related courses.
    3. Courses must not have been credited to another completed and conferred degree.
    4. The student must be able to provide supporting information as required by the Graduate School for the purpose of course equivalence analysis.
       
  16. I have been accepted to the OIST PhD Program. When can I enroll at OIST?
    Your result for the PhD Program will be announced in February or June, depending on application date and you may choose early enrollment in May, regular enrollment in September, or late enrollment in January (basically, at the start of any semester during the academic year). A request to change the enrollment timing can only be accepted once.

  17. I was accepted to the PhD Program. What is the enrollment process?
    Please refer to the following steps for details.

    1. Immediately after the offer acceptance, submit desired enrollment Academic Term in the Pre-Enrollment Survey (survey link will be sent). The Academic Year officially begins early September. However, you may request to enroll in early May (Early Enrollment) or in the following beginning of January (Late Enrollment).
    2. 3 Months prior to enrollment, begin the process for relocation (including visa application). The Relocation Team will communicate with you via email and provide information and guidance for relocation and a Mentor will be assigned. You will communicate with your Mentor and build your Academic Plan (form will be provided) for the first two years of your PhD program. In the Academic Plan, you will submit your preferred labs for Lab Rotations.
    3. 1 Month prior to enrollment, flight arrangements to Okinawa will be made and housing allocation will be decided.
    4. 3 Weeks prior to enrollment, assignment to lab rotations will be determine.
    5. 2 Weeks prior to enrollment, get ready to move and ship necessities to Okinawa.
    6. 1 Week～1 Day before enrollment, arrive in Okinawa! Welcome to OIST! Our staff will help you register with the local government as well as help you get set up at OIST.
       
    *Financial support for relocation, including moving expenses and travel expenses will be provided by OIST. The Student Affairs Section will notify you of the details after offer acceptance is confirmed.*

  18. I am applying to the Japanese Government (MEXT) Scholarship Program. Can OIST accept me if I am selected for this program?
    The selection criteria of OIST and the MEXT Scholarship Program do not coincide with each other, so OIST does not take students from the MEXT Scholarship Program directly. This applies to any other scholarship and grant. However, if you are selected for both, OIST may be able to increase the Research Assistantship in accordance with the scholarship's/grant's rules. The applicants are responsible for the application timing, so please check the details for the application processes for both OIST and the MEXT Scholarship Program. For more details, please consult with Graduate School after you receive your offer.

  19. Are both domestic and international students eligible for financial support?
    Yes, the OIST PhD Program is fully funded for all OIST students, regardless of their nationality/citizenship. The funding not only covers full tuition, but ensures a comfortable living standard as well. Therefore, you do not need to be concerned about acquiring additional scholarships or financial aid at the time of application. For more information, please check Student Support.

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