Application and Move-in Procedures

1. Reservation

The reservation can be made by the applicant (host researcher or person in charge of the host laboratory).
Please complete the following reservation form and submit it at the URL below:

• Template: 【IH_80th housing】Reservation_Form_English.xlsx
• Submit to: https://science-tokyo.app.box.com/f/4de5965e062b445c80738bb0acf54588

If the reservation is possible, the office will create a Slack private channel（t2-外国人研究者居住施設-入居-〇〇〇〇先生） and will send the applicant a receipt number, which will be necessary for the online application (explained in the next section) as well as any further inquiries.
If the reservation is not possible, the office will inform the applicant via email or telephone.

*To confirm the information provided, the 80th Anniversary Hall Housing Office staff may contact the applicant by telephone or email, and it may take extra time to issue the receipt number.

Notes:

• Reserving two or more units for the same residence period for a prospective resident is not allowed.
  For example, a prospective resident cannot apply for a single room and an executive room for the same period
  due to not knowing whether his/her family is coming to Japan at the time of application.
• Two reservations(1) for a prospective resident may be made as long as the residence periods(2) do not overlap each other.
  • *1 A new prospective resident can make up to two reservations. An existing resident (already moved-in) can make only one reservation for a future stay.
    In both cases, there must be an interval of at least one month from the end of the first residence period to the beginning of the second residence period.
  • *2 Please check when the application period begins for a desired residence period at the link below:
    https://www.iad.titech.ac.jp/80th/en/reservation/timing-application/

2. Submission of online application

Once your reservation has been confirmed, submit the online application form within one week of receiving the receipt number.
A room will be tentatively reserved once the applicant submits it.

• Online Application Form (internal access only): https://www.ih80.iad.titech.ac.jp/titech_frrr/login

Due to server migration of the whole online application system, the renewed online application form has been available since September 21, 2023. If you already have an account, you will need to reset your password. For details, please see the “Information” section on the Tokyo Tech 80th Anniversary Hall Housing website.

Please enter your m-address to log in, and set your own password. If you are unable to log in using your m-address, please click “To create a new account, click HERE” at the bottom of the login page.

After completing this step, the “Status” on My Page will change to “Applied”. As the information cannot be edited at this point, please notify the 80th Anniversary Hall Housing Office on the private Slack channel for any changes the applicant needs to make.

Note 1: Make sure to fill in all necessary information. For parts to which the applicant does not know the answer, please make a note of it and notify the 80th Anniversary Hall Housing Office on the private Slack channel once the applicant has obtained the information.

Note 2: The tentative reservation will be cancelled if the application is not completed within one week of receiving the receipt number.

3. Application screening

The 80th Anniversary Hall Housing Office may contact the applicant if there are some questions about the application. Applications will be screened. Please understand that not all applications will be accepted. In such cases, the 80th Anniversary Hall Housing Office will contact the applicant.

The applicant will be notified of the screening results via email. In the meantime, the “Status” on My Page should be “Waiting”.

Note: It will take one to two weeks for the screening.

4. Issuance of the “Notification of Permission for Residence” (formal reservation)

About one month prior to the scheduled move-in date, the 80th Anniversary Hall Housing Office will ask the host researcher via Slack channel to confirm (1) whether or not the period of residence has changed, (2) the status of visa application and purchase of airline tickets, (3) whether or not the payment method for fees such as rent has changed, etc.(*1)
After these are confirmed, the 80th Anniversary Hall Housing Office will send a “Notification of Permission for Residence” and a “Move-in Procedure for Long-Term Residents” notification to the applicant (host researcher).

The reservation will become official with the issuance of the “Notification of Permission for Residence”. From this point, even if all conditions are met, changes to the contents can be made only once. Please refer to Changing the Period of Residence before Move-in and after the Issuance of the “Notification of Permission for Residence“.

In addition, the reservation will be cancelled if the dates cannot be confirmed and the “Notification of Permission for Residence” is not issued 10 business days (*2) prior to the planned move-in date (calculated by counting backward from the non-holiday weekday immediately prior to the move-in date. Saturdays, Sundays, and holidays are not included in the count.).

*1 If the scheduled move-in date cannot be finalized at this stage due to unavoidable circumstances such as a delay in the issuance of a COE, up to three extensions of no more than one month each may be allowed.
*2 In principle, applicants need to confirm the planned move-in date at least 10 business days in advance.

5. Move-in procedure

After the issuance of “Notification of Permission for Residence”, about a week before the move-in date, the applicant will be notified of the move-in procedure on the private Slack channel.

Members of the host researcher’s laboratory are responsible for personally picking up the keys at the International House Office (on the 2F of the International House Main Building) during business hours (9:00 – 17:00 on weekdays) before the move-in date.

The following documents are required as part of the move-in procedures:

• Resident’s passport
• Residence card (for those staying more than 3 months in Japan)

*Passport/residence card of all family members are also required. Upload the scanned files to the following Box URL.

https://science-tokyo.app.box.com/f/4de5965e062b445c80738bb0acf54588

*The resident’s signature and emergency contact in his/her home country are required on the “Registration and Pledge” when moving-in.

*Staff members at the 80th Anniversary Hall Housing Office can assist the resident in Japanese or English. Residents needing assistance in other languages should be accompanied by a member of his/her host researcher’s laboratory.

If you have any questions, please contact the 80th Anniversary Hall Housing Office on weekdays, between 9:00 and 17:00:　03-5734-3361 (Ext. 3361)

modified：November 13, 2023