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Preparing your stay

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HOME《From Japan to Overseas》Preparing your stay

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Expenses for Staying at Overseas Research Sites

When choosing an overseas research destination, it’s crucial to consider the host university’s facilities and conditions for acceptance. Additionally, it’s vital to factor in the cost of living and accommodation in the host country beforehand. You can estimate the cost of living in 11,427 cities around the world by visiting the website listed below.

Visa

Visa requirements and types can vary depending on your chosen destination country, the purpose of your travel, and the planned length of your stay. Certain countries may update their visa procedures without prior notice. To ensure a smooth travel experience, we strongly recommend that you contact the embassy or consulate general of your desired destination country in Japan.

Pre-Departure Essentials

Public Procedures

・Certificate of residence (notification of moving abroad: if staying abroad for more than one year)
・Health insurance
・Pension
・Long-term care insurance
・Tax payments (income tax, resident tax, property tax, etc.)
・Year-end tax adjustment
・Driver’s license
・Personal identification number (My Number) card
・Registration as an overseas voter
・Travel registration (Overseas Residential Registration, “Tabi Regi” travel registration)

Basic Necessities for Living

・Utilities (electricity, gas, water)
・Telephone
・Internet
・Bank
・Newspaper
・Mail (forwarding, etc.)

Overseas Travel Insurance / Crisis Management

OSSMA (Crisis Management Service)

In Iwate University, faculty members and students are required to register for the OSSMA (International Student Crisis Management Service) when they travel abroad.
OSSMA membership fees will be charged according to the dispatch period, but the university will cover the costs in the following cases. If you travel on a research business trip, you will be responsible for the OSSMA fee (as of FY2024).

*OSSMA: Overseas Students Safety Management Assistance

When OSSMA registration is required (the university will cover the cost)
1. Overseas dispatch program for Iwate University faculty and staff (FD/SD)
2. Sabbatical training
3. Accompanying students on overseas training programs, etc.
4. Visits and courtesy visits to partner universities, etc.

For more information, please see the “OSSMA enrollment procedure (for faculty and staff)” posted on the Garoon portal site.

Overseas Travel Accident Insurance

Since OSSMA does not cover expensive medical expenses and transportation costs overseas, be sure to enroll in overseas travel accident insurance to prepare for unexpected troubles and illnesses, apart from OSSMA. The coverage provided by your credit card may not be sufficient, so be sure to check it carefully.

Some host universities might provide insurance options. Make sure to inquire with your host university in advance. If you plan to purchase a Japanese insurance policy, carefully examine its details to ensure it meets the specific requirements of your host university. 

Overseas Dispatch Crisis Management Manual

Before traveling abroad, please be sure to check the “Iwate University Overseas Dispatch Crisis Management Manual and International Student Acceptance,” which sets out the necessary items for crisis management at Iwate University.

Security Export Control Pre-check

Before traveling abroad, please submit a “pre-check” based on Iwate University “Security Export Control Regulations”. For more information, check the “Security Export Control” page in Garoon.

  • Security Export Control
    (on-campus only / Garoon > 研究・地域連携部 ＞ Security Export Control 安全保障輸出管理)

Housing

University dorms can be a convenient option for a visiting researcher depending on availability and your arrival time. Some universities assist with off-campus housing. We recommend that you check with your host university. Persons registered at the university may have access to free buses and other helpful services that can assist in choosing your ideal residential area.
For further options, consider online real estate platforms allowing remote contract signing, or Japanese real estate agencies specializing in overseas rentals.

Driver’s License

Driver’s License

The renewal window for your driver’s license is a two-month period centered around your birthday. Please note that your license will expire if not renewed within this period.

International Driver’s License

It is valid for one year, so if you plan to stay longer than one year, you will need to switch to a local license.

For Your Family (education, schooling)

Websites specializing in overseas schools provide a wealth of information on diverse educational options abroad, Japanese schools, and support schools. Each overseas Japanese embassy or consulate website often has dedicated sections like “Child Education” or “Education Information,” providing useful details on textbook distribution and other relevant topics.

Mobile Data

How to use your Japanese smartphone locally

１．Purchase a SIM that can be used abroad

You can access data abroad at local rates. This is a cost-effective option for long-term stays. A SIM-free or unlocked phone is essential to use a local SIM. Check with your carrier to see if your current device is compatible and can be unlocked for overseas use.

(1) Purchasing a SIM card on arrival

Conveniently purchase SIM cards at major airports of your destination country. Check local requirements for necessary documents beforehand.

(2) Pre-purchasing an overseas SIM in Japan

You can purchase them at airports or from electronics stores and online retailers.

２．International roaming

International roaming is required to use your current device overseas without changing your plan. However, availability depends on agreements between your Japanese carrier and overseas networks and roaming charges can be significantly higher than local data rates.

Additional options:
・Buy a local mobile plan.
・Sign up for an overseas smartphone plan.
・Rent a device for use abroad.
When choosing a mobile data solution, consider the length of your stay and preferences.

When “deactivating” your Japanese phone contract, you can retain your number and email address for a while. Check with your carrier for details.

Using the Internet Abroad

１．Mobile Wi-Fi

Choose a “mobile Wi-Fi device for overseas use” compatible with your destination country/region if renting. Consider recent “Cloud Wi-Fi” options offering dual functionality for use in Japan and abroad.

２．Free Wi-Fi

Leverage free Wi-Fi available at tourist destinations but remain aware of potential security risks.

３．Local internet provider

Before your trip, research the internet environment. Check if your housing includes internet access in its rent.

Staying Healthy Overseas

Before packing prescription or over-the-counter medications you regularly use, be aware that different countries may have restrictions.

The Ministry of Foreign Affairs’ web page “Healthcare Around the World” provides valuable information on medical care in various regions collected by local medical officers of the Ministry.

Things to Do Before Departure

Mail Forwarding

Submit a “notice of change of address” to the post office for free forwarding domestic mail for one year.
Consider private mail forwarding service companies supporting your specific destination and needs. Discover resources for a smooth transition to your overseas life.

Stay Informed of Overseas Safety

Visit the Ministry of Foreign Affairs’ “Overseas Safety Homepage” for comprehensive information on potential dangers and infectious diseases in your destination country.
Also, please check Iwate University’s Overseas Dispatch Crisis Management Manual in advance.

Travel Registration (Overseas Residential Registration, “Tabi Regi” travel registration)

[If you plan to stay overseas for more than three months]

Once you have a local address, remember to submit an “Overseas Residential Registration.” In the event of an emergency, the embassy or consulate general will reach you via email and offer prompt support.
If you plan a business trip to another country during your extended stay (over three months) abroad, stay informed by registering with “Tabi-Regi” (below). This service provides essential safety information and emergency assistance.

[If your plan to stay overseas for less than three months]

By registering for Tabi-Regi, you can receive the latest safety information directly in your email. This also allows the Ministry of Foreign Affairs to reach you directly in case of emergencies, for safety confirmation, and to offer assistance.

For other details, please see below.

Registration as an Overseas Voter

If you plan to stay abroad for more than three months, register as an overseas voter when you submit your notification of moving abroad.

Keep Contact Information for Diplomatic Offices Readily Available

Consult embassies or consulates general for assistance if you encounter problems abroad.

Troubleshooting Tips for Staying Abroad

The Ministry of Foreign Affairs of Japan’s “Overseas Safety Homepage” offers valuable advice on avoiding problems during your stay. Explore the site to navigate common troubles.

Vaccinations

Some destinations may require vaccinations, so please check well in advance.

Medical Checkup

At Iwate University, faculty members/staff traveling abroad for more than six months are required to undergo a medical checkup before departure and after returning to Iwate. Contact your department’s administrative staff (and the Office for Safety and Health Management) at least two months before your trip to schedule your checkup.