Schedule and Timeline

Date	Timeline
Tuesday, December 24, 2024	Deadline to accept or decline the offer to attend Admissions Workshop. To accept the offer, please submit the Questionnaire for Shortlisted Applicants. The link to the questionnaire is provided in the invitation email.
Friday, January 31, 2025	Deadline to verify your degree completion or enrollment. For more information: Degree Verification Policy and Procedure
Tuesday, February 4, 2025 (10:00 – 11:30 JST) Thursday, February 6, 2025 (15:30 – 17:00 JST)	Graduate School Information Session (online) Further details will be shared via email as the date approaches. Note: You are only required to attend one of the Graduate School Information Sessions, either on February 4 or February 6. Two sessions are offered to accommodate different time zones.
Monday, February 17, 2025	Arrival to Okinawa
Tuesday, February 18, 2025	Campus tour, facility tour and life in Okinawa
Wednesday, February 19, 2025	Interview with faculty members
Thursday, February 20, 2025	Interview with faculty members and lab tours
Friday, February 21, 2025	Departure from Okinawa (for those who are not extending their stay)
Early March 2025	Result announcement

Video Library

• Introduction of Research Units
• Shared Facilities and Resources

Access to the Video Library is password-protected. The password is sent via email.

Other videos:

• Theory of Quantum Matter Unit

Selection Guidelines

Who Interviews You?

Interviews are conducted by faculty members, with each applicant being interviewed by at least four faculty members. This ensures a diverse range of impressions to help the Admissions Committee make informed decisions.

The selection of faculty members who will interview you depends on several factors. First, we consider the faculty of interests you indicated in your application. Next, we assess the alignment between your research experience and interests with the research discipline and specialties of the faculty members. If your research background differs from your future research goals—for example, transitioning from one field to another—we aim to include faculty from both your previous and intended field of research. Finally, some faculty members may come from outside your field of research, which allows a holistic evaluation of your fit within OIST, rather than focusing solely on a particular research unit.

Interview Expectations

The interview will focus on your background, research interests, previous work, and future research plans. There are no set questions, and each faculty member will have a different style. Some questions will assess your understanding of theories in your area, while others will see your ability to communicate across disciplines. Be prepared to discuss your previous work, including any papers or conference posters. Be ready to explain your contributions, methods, and reasoning behind experiments or calculations.

To prepare, review your research activities, papers, and thesis topics. Reflect on the significance of your work—whether experiments were successful or not and what you learned. Anything science-related from your application may come up. We recommend familiarizing yourself with the interviewers’ research interests and background.

Interview Arrangements

You will receive a schedule of your interviews, including details such as the interviewing faculty, time, location, zoom link (if the faculty member is unable to attend in person), and a calendar invitation.
If an interview is cancelled, you will be notified via email. For the most up-to-date schedule, please check the interview scheduling website, which will be shared via email at a later date.

Interviews are 30 minutes long and typically in-person, unless otherwise arranged. While each faculty member may have different preferences, we recommend not using the entire time for a structured presentation. Instead, focus on demonstrating your communication skills and personality to help faculty assess your fit with OIST.

After the Interview

Faculty members will complete their evaluations after the interview, which will then be reviewed at the Admissions Committee meeting. The committee considers the interview results along with any other relevant information to make the admission decision. In some cases, additional interviews with other faculty members may be conducted for further assessment. You will be notified of the decision approximately two weeks after the interviews and must accept or decline the offer by the specified deadline. If you accept the offer, you will proceed to the pre-enrollment process in preparation for relocation.

Final Points

At OIST, we admit to a standard, not a quota. You are not competing with other applicants in this round of interviews. Instead, we are evaluating your potential for research and assessing how well your research goals align with the opportunities available at OIST.

Please note that faculty members who interview you are not committing to host you in their research unit if you are admitted. Be sure to check each faculty member's availability to host students in their research unit, as some may be retiring or leaving, and others may already be fully committed with no space for additional students. The interview is to assess your readiness to conduct research and how well OIST can accommodate your research intentions. Are you a good fit for us, and most importantly, are we a good fit for you?

Travel Information

Travel Agreement

Flight and Visa Arrangement

No-Visa-Required Applicants

Please check the list of Visa Exempt Countries and Regions.

Step 1: OIST Graduate School will send you an Admissions Workshop invitation email. Please read the Travel Agreement and submit the Questionnaire for Shortlisted Applicants by December 24, 2024, 23:59 JST.

Step 2: OIST will arrange your flight after we receive your response to the questionnaire. We will book your flights to and from Okinawa (please do not make your own travel arrangements). Your travel itinerary and e-ticket will be sent to you via email once finalized.

Step 3: Travel

 

Visa-Required Applicants

If you require a visa to enter Japan, you will be applying for a Short-Term Stay Visa, single entry. For more information, please visit the Ministry of Foreign Affairs website and consult the nearest Japanese Embassy or Consulate-General.
If you need any documents from OIST for your visa application, please contact gs-travel@oist.jp by December 24, 2024, 23:59 JST.

Step 1: OIST Graduate School will send you the invitation email to Admissions Workshop. Please read the Travel Agreement, submit the Questionnaire for Shortlisted Applicants and contact gs-travel@oist.jp by December 24, 2024, 23:59 JST.

Step 2: OIST will arrange your flight after we receive your response to the questionnaire. We will book your flights to and from Okinawa (please do not make your own travel arrangements). We will also send you the necessary documents for your visa application. Please review the visa application guidelines carefully. If you have any questions about the required documents or the process, contact the nearest Japanese Embassy or Consulate-General. For more information about the Short-Term Stay visa application process, please visit their website.

Step 3: Take all the documents sent to you to the nearest Japanese Embassy or Consulate-General in your country to apply for a Short-Term Stay visa.

Step 4: As soon as you receive your Japanese visa, please send a copy to OIST. Instructions for submitting the copy will be provided to you via email.

Step 5: Your travel itinerary and e-ticket will be sent to you via email once finalized.

Step 6: Travel

Transportation

Naha Airport to Accommodation OIST will arrange your transportation on February 17, 2025, from Naha Airport to your accommodation. Information will be provided via email.

Between Accommodation and OIST OIST will arrange your transportation between accommodation and OIST.

Accommodation to Naha Airport OIST will arrange transportation from your accommodation to Naha Airport on the morning of February 21, 2025. If you plan to extend your stay in Okinawa until February 23, 2025, you will need to arrange your own transportation from that point onward.

Missed flights?

1. Report the situation immediately to gs-travel@oist.jp (cc phd-selection@oist.jp).
2. Contact airline staff at the counter of the airport (you do not have to wait for instructions from OIST).
3. Check if they can reschedule your flight.
4. Send us the updated schedule to us by email at gs-travel@oist.jp (cc phd-selection@oist.jp).

If you miss your flight or connection due to personal reasons, the additional fare will be your responsibility.

Missed the transportation from Naha Airport?

1. Report the situation immediately to phd-selection@oist.jp.
2. We will arrange the transportation for you.

If you miss the transportation due to personal reasons, the additional fare will be your responsibility.

Accommodation

OIST will arrange your accommodation from February 17 to 21, 2025. We will send you the details of your accommodation assignment once it has been confirmed. Please note that you may be sharing a room or unit with other applicants.
If you plan to extend your stay in Okinawa until February 23, 2025, you will need to arrange your own accommodation after checking out from the following accommodation on February 21, 2025.

• Seaside House
  • Amenities: washer/dryer, towels, soap, shampoo/conditioner, toothbrush
  • Address: 7542 Onna, Onna-son, Kunigami-gun, Okinawa, 904-0411, Japan
• On-campus Accommodation
  • Amenities: coin laundry at the Village Office, towels, soap, shampoo/conditioner, toothbrush
  • Address: 1919-1 Tancha, Onna-son, Kunigami-gun, Okinawa, 904-0412, Japan

What to Prepare and Bring

Your schedule during the Admissions Workshop will be packed, so we highly recommend preparing everything you need before traveling to Japan.

Currency Exchange
Please bring at least 30,000 yen, or more if necessary, to cover personal expenses not provided by OIST. Access to currency exchange and ATMs may be limited during the workshop. Additionally, you may not have time to exchange currency upon arrival at Naha Airport, so we recommend exchanging currency before leaving your home country. Japan still has a strong cash-based culture, and some stores, restaurants, and taxis only accept cash. While credit cards and contactless payments are widely accepted in urban areas, some small shops and businesses in rural areas may only accept cash.

Electricity
The power outlets in Okinawa are Type A, 100 Volts/60Hz, with two parallel blades. Please bring an adapter or voltage converter if necessary.

Climate
Okinawa has a subtropical climate, and February daytime temperatures typically average around 17°C (63°F). We recommend bringing long-sleeved shirts and jackets or windbreakers for warmth.

Dress Code
OIST does not have a formal dress code, but please wear clothes that best represent you and are appropriate for interviews.

Okinawa Information
For those extending their stay after the Admissions Workshop, please refer to the following website for information on accommodation, transportation, shopping, and more.
VISIT OKINAWA JAPAN | Official Okinawa Travel Guide

Frequently Asked Questions - Admissions Workshop

1. Interview

Can I bring some materials to the interview such as posters, data, and papers that I published?

• You are welcome to bring materials to the interview room if you wish, but it is not mandatory. It is entirely up to you whether to do so. However, we recommend not using the entire time for a structured presentation.

When will I receive the result of the final offer after the interview?

• The result will be announced approximately two weeks after the interview concludes.

2. Travel

I would like to extend my stay in the city where I transfer my flight. I can pay for the additional fee for the flight and accommodation. Can you arrange it?

• We cannot arrange an extension of your stay in the city where you transfer your flight, even when you are willing to cover the additional fee.

I understand that we can extend my stay in Okinawa up to 2 nights after the workshop, but I would like to extend it more.

• We can arrange the flight departing from Naha Airport only on the specified dates on the questionnaire. No further extension is allowed.

I am flying from Airport A to Okinawa, but I want to fly back to Airport B on the way back after the workshop. Can you arrange a flight to a different destination?

• We can only arrange a simple round trip on the most economical route and therefore are not able to book a flight to another destination.

What is the luggage allowance for my flight?

• Please check your e-ticket and itinerary. If you cannot find the information on the e-ticket or on your itinerary, please contact the airline company directly to inquire.

How can I arrange my own transportation to Naha Airport from Onna Village if I extended my stay beyond the workshop days?

• Please refer to the general information about how to access OIST Main Campus from Naha Airport by bus. You can use that information to reverse your route to reach Naha Airport from Onna Village.

I missed my flight! What should I do?

1. Report the situation immediately to gs-travel@oist.jp (cc phd-selection@oist.jp)
2. Contact airline staff at the counter of the airport (you do not have to wait for instructions from OIST)
3. Check if they can reschedule your flight
4. Send us the updated schedule to us by email at gs-travel@oist.jp (cc phd-selection@oist.jp)

If you miss your flight or connection due to personal reasons, the additional fare will be your responsibility.

3. Visa

Which type of visa should I apply for?

• If you require a visa to enter Japan for the purpose of attending the Admissions Workshop, you will be applying for a Short-Term Visa, single entry. The permitted duration of your stay is generally up to 90 days, although this may vary depending on your nationality. Please ensure that the visa validity covers the entire period of your stay for the Admissions Workshop.
  For more information, please visit the Ministry of Foreign Affairs website and consult the nearest Embassy or Consulate-General.
  If you need any documents from OIST for your visa application, please contact gs-travel@oist.jp.

I have a passport (citizenship) from Country A, but I am currently living in Country B. Can I still apply short-term visa to Japan at the Embassy of Japan in the Country B?

• As long as you have a resident permit in Country B, such as a student visa, a working visa, permanent residency etc., you should be able to apply in Country B.
  Please note that if you are in Country B with a temporary visa status (visa exempt, tourist visa etc.), you may have to apply in your own country. If you are not sure, please consult with the nearest Japanese Embassy or Consulate-General and inform us immediately which Embassy or Consulate-General you are applying to so that we can arrange the necessary documents.

4. Others

I am planning to meet my friends in Okinawa, so I was wondering if it is possible to skip some parts of the workshop to see them?

• OIST requires all shortlisted applicants to attend and participate in the activities listed on the workshop schedule including dinner with OIST faculty members and current PhD students.

Useful Links

• Facts and Figures
• Research Units and Faculty Members
• Research Equipment Gallery
• Availability of Hosting PhD Students in Research Units
• OIST Graduate School Policies
• OIST YouTube Channel
• Flickr Albums

Contact Us

General inquiry and Admissions Workshop: phd-selection@oist.jp
Degree Verification Policy and Procedures: gs-registrar@oist.jp
Travel Arrangements: gs-travel@oist.jp

Office Hours
Monday to Friday (excluding Japanese National Holidays): 09:00 – 17:00 JST.
Please note that the office will be closed from December 28, 2024, to January 5, 2025.
Any inquiries received during this period will be addressed upon our return on Monday, January 6, 2025.