Ritsumeikan University Graduate School

Application Guidelines for GAKKAI Scholarship

Scholarship for Master’s Degree Students who attend/present at academic conferences
Scholarship for Doctoral Degree Students who present at academic conferences in Japan and overseas

(April 2018 Revised)

This system has been changed largely in AY2018.
Please read this guideline carefully,
and follow the correct and proper procedures when applying for any of these scholarships.

<Major changes>
① The stipend was changed from actual-cost-basis to the fixed-amount-basis*.
② Documents for submission was changed. (Refer to P.7)
③ We have started to accept applications by postal mail.

*Except for Recipients of Japanese Government (MEXT) scholarship or JSPS Research Fellowship

*If there is anything unclear about application procedures on this guideline, please contact the Office of
Graduate Studies listed below before attending academic conferences.

<Administrative Office>
Office of Graduate Studies, Kinugasa Campus
Address: Shitokukan 4F, 56-1 Toji-in Kitamachi, Kita-ku, Kyoto 603-8577
TEL: 075-465-8195／511-4519(Ext.)
E-Mail: g-schol1@st.ritsumei.ac.jp

<Where to submit>
To deliver documents by hand :
Kinugasa Campus:
Biwako-Kusatsu Campus:
Suzaku Campus:
Osaka-Ibaraki Campus:
Office of Graduate Studies (Shitokukan 4F)
MANABI Station (PRISM HOUSE 1F)
Administrative Office (Inter-Faculty Graduate Schools 1F)
MANABI Station (AC Office 1F)
*For OIC only: Documents should be submitted to the BOX.

To send documents by postal mail:

For those who cannot come to campus on regular basis such as adult graduate students, please submit
documents by postal mail to the Office.
Please note that we will not notify you whether we received the documents or not.
We recommend to send in a way history is recorded.
 Table of Contents
<Outline of the system>
Introduction (On proper implementation of research funds) ............................................................................ - 2 -
1. Application Procedures ........................................................................................................................... - 2 -
2. Scholarship for Master’s Degree Students who attend/present at academic conferences ................................. - 3 -
3. Scholarship for Doctoral Degree Students who present at academic conferences in Japan and overseas ........... - 3 -
4. Application Eligibility ............................................................................................................................. - 4 -
5. Period of Eligible academic conferences: April 1 through March 31 of the relevant academic year .................. - 4 -
6. Period of Application: April 2, 2018 (Mon.) – February 28, 2019 (Thu.)....................................................... - 4 -
7. Application Procedures ........................................................................................................................... - 5 -
8. Date of Disbursement.............................................................................................................................. - 5 -
9. Academic Conferences that can/cannot be the subject to the Scholarship -5-
10. For those who enrolled in September: In addition to the above, please be reminded of following points. ........ - 6 -
11. For those who will graduate in AY 2018: In addition to the above, please be reminded of following points. .... - 6 -
12. For those who will take a leave of absence: In addition to the above, please be reminded of following points. - 6 -
<Application Procedures>
13. Documents for Submission .................................................................................................................... - 7 -
<Documents to Submit Flow Chart> -8-
14. Precautions on Submission Documents ................................................................................................... - 9 -
<Documents all applicants must submit> -9-
<Documents that recipients of Government scholarship students (MEXT) and JSPS Research Fellowship for Young
Scientists must submit> -9-
<Documents must be submitted if you used an aircraft> - 10 -
<Precautions for recipients of Government scholar ship students and JSPS Research Fellowship for Young
Scientists>
15. Scholarship Disbursement Criteria ........................................................................................................ - 11 -
(1) Expenses covered/ NOT covered by this scholarship - 11 -
(2) Range of disbursements in cases of consecutive multiple assignments for academic conferences and other research
and private activities, etc. - 11 -
16. Transportation Expenses Criteria .......................................................................................................... - 12 -
(1) Railway fare - 12 -
(2) Air fare
- 12 -
(3) Criteria for buying a package travel - 13 -
(4) Specific Cases - 13 -
17. Notes for Application .......................................................................................................................... - 14 -

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Introduction (On proper implementation of research funds)
“Researchers” is a generic term for not only the faculty and the research staff (special and other researchers) of the
University, but also undergraduate/graduate students and visiting/collaborative researchers, etc. engaged in research
activities in the University.
All researchers are expected to conduct their daily research activities honestly in accordance with the “Ritsumeikan
University Research Ethics Guidelines.”
Research funds need to be implemented properly in accordance with the accounting rules of the University. Any
improper conduct detected will be subject to disciplinary measures, cancellation of competitive funding program,
refund orders, and restrictions on future applications, etc. As any co-conspirators will also be subject to similar
measures, it is crucially important to share the importance of ethical conduct within research groups and with other
researchers.
GAKKAI Scholarships must be implemented fairly and properly in accordance with these Guidelines so that they
can be effectively utilized for your research activities.

<Typical examples of inappropriate uses of research funds>* Excerpts from the Research Ethics Handbook
1. Unintended uses
・ Implementation of the granted funds for private uses or purposes other than originally intended researches
2. Applications for bogus business trips and excessive travel expenses
・ Applying for, and receiving, travel expenses for trips that has not been actually taken
・ Applying for, and receiving, travel expenses for trips taken not for research purposes or receiving travel
refunds from two different sources
・ Applying for, and receiving, travel expenses from the University for assignments not related to research
purposes
・ Despite the fact that a packaged tour product including airfares and accommodation expenses was used,
applying for, and receiving, the entire amount as airfares
3. Fraudulent documentation
・ Sending fictitious bills to the University by forging documents, etc.

1. Application Procedures
<Applicant>
① Attend or give a presentation in academic conference.
② Fill in the application form and prepare all the necessary documents for submission.
③ Get approval of professor for the application and attendance/presentation for academic conference.
 Confirm professor whether using other research funds or not.
In case of using other research funds together, confirm the necessary documents and submission method
with the office in charge of the research fund. (*)
 Get professor’s approval seal on the application form and the report form.
④ Prepare all documents and submit them to the Office. (By delivering to the Office by hand or sending by postal
mail.)

*In cases where the conference scholarship is used together with other research funds
A) Submit the necessary submission documents designated by the office in charge of the research fund being used
together to the designated place of application.
A’) If you are Recipient of Japanese Government (MEXT) scholarship or JSPS Research Fellowship, submit all the
necessary submission documents including the documents necessary for other research funds to Office of
Graduate Studies.

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<Office of Graduate Studies>
⑤ Office of Graduate Studies will inspect all documentations.
(Questions may be asked about documents submitted and additional documents may be requested).
⑥ The scholarship monies will be deposited into the student’s bank account.

2. Scholarship for Master’s Degree Students who attend/present at academic conferences

<Eligible students>Students who are enrolled in either a Master’s Degree Program or in either Year 1 or 2 of the
Integrated Doctoral Program
Number of times possible for use of scholarships
Amount of
Number of times possible Number of times possible for use per year
Type Scholarship
for use of each Students currently Students currently Enrolled in
(Fixed amount)*1
scholarship type Enrolled in Year 1 Year 2 or above
GAKKAI-SANKA 10,000 yen Limited to one use
Scholarship in Japan per payment throughout enrollment
Once in current year, Up to two times in current year,
GAKKAI-HAPPYO 30,000 yen
No limitation select one among three select up to two among three
Scholarship in Japan per payment
scholarship types scholarship types
GAKKAI-HAPPYO 100,000 yen
One use per enrolled year
Scholarship abroad per payment
* As scholarships are implemented in the order of applications made, which scholarships should be used for which
academic conferences should be carefully planned for systematic applications. You cannot change after application.

3. Scholarship for Doctoral Degree Students who present at academic conferences in Japan
and overseas
<Eligible students>Doctoral Program, year 3 or above of an Integrated Doctoral Program, or 4-Year Doctoral
Program
Number of times possible for use of scholarships
Amount of
Number of times possible
Type Scholarship
for use of each Number of times possible for use per year
(Fixed amount)*1
scholarship type
GAKKAI-HAPPYO 30,000 yen Twice uses
Scholarship in Japan per payment per enrolled year Up to four times in current year,
GAKKAI-HAPPYO 100,000 yen Twice uses select up to two among two scholarship types
Scholarship abroad per payment per enrolled year
* As scholarships are implemented in the order of applications made, which scholarships should be used for which
academic conferences should be carefully planned for systematic applications. You cannot change after application.

1
Except for Recipients of Japanese Government (MEXT) scholarship or JSPS Research Fellowship. For them, the Office of Graduate Studies
calculates actual expenses and pays the actual expenses up to the amount of scholarship.

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4. Application Eligibility
Ritsumeikan Students whose academic status are “Enrolled” or “Study abroad” at the times of attendance for
academic conference and application.

※ Recipient of JSPS Research Fellowship

Are eligible to apply if the theme of the research for the application is the same as the theme pursuing as a
research fellow.
※ Recipient of Japanese Government (MEXT) scholarship
Are eligible to apply/ receive this scholarship.
In principle, Recipient of Japanese Government (MEXT) scholarship are not allowed to receive other
scholarships, however; acceptance of other financial aids are allowed only in cases where the expenditure is
made for research related purposes and there is evidence of expenditure. This scholarship meets those
requirement.

5. Period of Eligible academic conferences: April 1 through March 31 of the relevant academic
year
 Eligibility for acceptance is limited to the academic conferences held during the period above.
 For those who will graduate in AY 2018, the period of eligible academic conferences is different. (Please refer
to P.6-11).

※ For an academic conference which starts in the current academic year and finishes in the following academic
year
・ The starting date of the conference will determine the academic year in which eligibility will apply.

6. Period of Application: April 2, 2018 (Mon.) – February 28, 2019 (Thu.)

 All the necessary documents should be submitted promptly within one month after you attended or gave a
presentation in academic conference.

※ For those who participate in academic conferences held in March

・ Advance application is necessary (by February 28 2018)
・ All documentations must be submitted in advance, unless the documentation is only available after you
attend the academic conference.
・ Documents that can be obtained only after attendance at conferences and those required for any change
taking place subsequent to the application must be submitted within one week after you return from the
conference (if you cannot return by March 20, as soon as possible and no later than March 30).
・ In case if you did not attend or give a presentation in academic conference you had applied, the paid amount
should be refunded.

<For Recipients of Japanese Government (MEXT) scholarship or JSPS Research Fellowship>

・ In case if the actual payment exceeds the declared amount on the application form, additional disbursements
will not be made.
・ In case if the actual payment is less than that previously reported amount at the time of application, the
overpaid amount must be refunded.

※ In case if a student suspends his/her student status, leaves the University, or studies abroad by March 2019
・ The application must be submitted at least one month prior to the day on which he/she loses his/her student
status.

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※ In case if the bank account listed in the application needs to be closed due to studying abroad or returning to the
student’s home country
・ Prior consultation with Office of Graduate Studies is necessary; and the application must be submitted at
least two months prior to the scheduled closure of the bank account.

7. Application Procedures
Application must be submitted by either of the following procedures.
① Hand delivered by applicant to the Offices of each campuses.
② Sent by postal mail to Office of Graduate Studies (Kinugasa Campus).

 Refer to the cover of this guideline for the submission information.

 Incomplete application packages will not be accepted.
 For inquiries about application, please contact to Office of Graduate Studies (Kinugasa Campus) .
We can not answer questions at reception offices of each campus.

8. Date of Disbursement
It will take approximately two months after the acceptance of application 2 for the scholarship monies to be disbursed
into the applicant’s bank account.

9. Academic Conferences that can/cannot be the subject to the Scholarship

Academic conferences that can certify all of the following conditions should be deemed eligible for scholarships for
domestic/overseas presentations (② and ③ below are exempt in the case of scholarships for master’s students who
attend academic conferences in Japan).

① The conference was held, jointly held, or sponsored, etc. by an academic association.
Or, professor of applicant admits that it is equivalent to an academic conference, and foster
applicant’s research achievement.
② Research presentations are documented (in posters and Power Point slides, etc.) and can be
submitted.
Applicable
③ The student made an oral presentation on his/her own research results to any third party.
④ There are opportunities to listen to research presentations by other researchers (making research
exchanges possible)
⑤ The student will not receive dual grants for the same purpose. (If receiving any financial assistance
from parties other than this scholarship.)
① The conference was NOT held, jointly held, or sponsored, etc. by an academic association.
Not ② Study sessions which was voluntarily held in the University campus primarily by Ritsumeikan
applicable student, etc.
③ The student mere displayed or distributed his/her research materials.

2 Acceptance of application means the date on which all completely filled-out necessary documents are submitted to the University. The period from
the acceptance of documents to the date of disbursement does not include periods such as summer vacation when the campus offices are closed.

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10. For those who enrolled in September: In addition to the above, please be reminded of
following points.
Period of Eligible academic conferences
September 26 of the relevant academic year through September 25 of the next year is the period that counts the
number of times possible for use per year.
For application methods and submissions for the next fiscal year, please refer to the application guidelines for
the next fiscal year.

11. For those who will graduate in AY 2018: In addition to the above, please be reminded of
following points.
For those who will graduate in AY 2018, period of eligible academic conferences and period of application are
different.
Will graduate in September, 2018 Will graduate in March, 2019
period of eligible period of eligible
period of application period of application
academic conferences academic conferences
Master’s Degree
~ September 23 ~ August 25 ~March 20 ~February 28
Students
Doctoral Degree
~ September 25 ~ August 25 ~March 31 ~February 28
Students
Advance application is necessary Advance application is necessary
Note
for academic conferences held in September. for academic conferences held in March.
※ In the case of an advance application, documents that can be obtained only after attendance at conferences and
those required for any change taking place subsequent to the application must be submitted promptly after you
return from the conference.
※ If you participate in the conference which is held over the “Period of eligible academic conferences” above,
please contact to Office of Graduate Studies in advance.

12. For those who will take a leave of absence: In addition to the above, please be reminded of
following points.
You cannot apply for academic conferences participated while taking a leave of absence.
Also, you cannot submit application for the academic conferences participated during enrollment after taking a leave
of absence.

※ In case if the presentation is made in the following year and you are not enrolled in Ritsumeikan University in
that year, you are not eligible to apply for these scholarships.
※ In case if you take a leave of absence by March 2019, the application must be submitted at least one month prior
to the day on which you lose his/her student status.

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 13. Documents for Submission
<A list of documents to be submitted for each type of scholarship applications>
Documents to Submit (All documents must be in A4 size and indicate a relevant Attendance Presentation Presentation Registration
in Japan
alphabet on each document.) (M only) in Japan Overseas Fee Only
Documents all applicants must submit
Scholarship Application Form
Master’s students: Download from the following link:
http://www.ritsumei.ac.jp/file.jsp?id=333572 ○ ○ ○ ○
Doctoral students: Enter on Ri-SEARCH web system
https://ri-search-web.ritsumei.ac.jp/
Documents showing details of the academic conference (Flyer, leaflet, brochures, full program
A agenda, etc.) ○ ○ ○ ○
(Conference name, place and venue of the conference, conference date(s) must be included.)
Documents identifying the presentations at the academic conference (presenter’s name, theme, and
B ○ ○ ○
presentation date must be included)
C Materials used in the presentation (slides, posters, and manuscripts, etc.) ○ ○ ○
D GAKKAI Scholarship(Attendance/Presentation) Report Form ○ ○ ○ ○
※ The following documents do not need to be submitted to Office of Graduate Studies.
(Government scholarship students (MEXT) ·JSPS Research Fellowship for Young Scientists must submit the following documents to
Office of Graduate Studies.) In case of using other research funds together, confirm the necessary documents and submission method
with the office in charge of the research fund because necessary documents will depend on the budget to sum with.
Recipients of Government scholarship students (MEXT) ·JSPS Research Fellowship for Young Scientists must submit the following documents as well

Materials indicating the venue of the academic conference, map for the venue, and access
E ○ ○ ○ ○
information
Receipts for conference registration/attendance fees(originals/ with applicant’s signatures or seals)
<In case if there is no receipt / you paid in foreign currency>
Credit card statements for conference registration /attendance fees (originals/ with applicant’s
F ○ ○ ○ ○
signatures or seals)
If fees for academic proceedings, papers, annual fee etc. must be paid as part of
registration/attendance fees, they are applicable.
Statement / breakdown of the conference registration / attendance fees
G The evidence for registration fee etc. must be included. If fees for academic proceedings, papers, ○ ○ ○ ○
annual fee etc. must be paid as part of registration/attendance fees, they are applicable.
In case if you used an aircraft (In case the venue is overseas, in Hokkaido, Okinawa, or other island region)
Air fare receipt (originals/applicant’s signatures or seals required) and statement
H <In case if there is no receipt / paid in foreign currency> ○ ○ ○
Credit card statements for Air fare (originals/applicant’s signatures or seals required))
I Original copy of air fare estimate or statement containing the flight schedule ○ ○ ○
J Boarding pass stub (original) ○ ○ ○
In case if other research funds are used together
Documents designated by the office in charge of the research fund being used with. (Documents
△ △ △ △
will depends on the budget to sum with)
※ Please refer to “14. Precautions on Submission Documents” for detailed information about each document.
※ In principle, submitted documents will not be returned as they are evidence of disbursement.

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 <Documents to Submit Flow Chart>
Please refer to “A list of documents to be submitted for different type of scholarship applications (P.6)” for the detailed
information (Alphabet).

I am recipient of Government scholarship students (MEXT) or JSPS Research Fellowship for Young Scientists

No
Yes
I will use other research funds together

Yes
No

<Documents for Submission> <Documents for Submission>

Scholarship Application Form Scholarship Application Form
A, B, C, D A, B, C, D

Submit the necessary submission documents designated by the office

in charge of the research fund being used together to the designated place of application.

Ex）Submit “Domestic/Overseas Business Trip Report (Calculation) Form” and Lodging

receipt to the Research Office.

I will use other research funds

No

Yes

I used an aircraft I used an aircraft Yes

No Yes No

<Documents for Submission> <Documents for Submission> <Documents for Submission> <Documents for Submission>
Scholarship Application Form Scholarship Application Form Scholarship Application Form Scholarship Application Form
A, B, C, D A, B, C, D A, B, C, D A, B, C, D

＋ ＋ ＋ ＋

E, F, G E, F, G, H, I, J E, F, G E, F, G, H, I, J

If you don’t apply for If you don’t apply for If you don’t apply for If you don’t apply for
registration fee, registration fee, registration fee, registration fee,
F, G are not necessary. F, G are not necessary. F, G are not necessary. F, G are not necessary.

＋ ＋

Submit the necessary Submit the necessary

submission documents
designated by the office
in charge of the research
fund being used together
to the designated place of
application.
submission documents
designated by the office
in charge of the research
fund being used together
to the designated place of
application.

Ex）Submit
“Domestic /Overseas Business
Trip Report (Calculation)
Form” and Lodging receipt to
the Research Office.
Ex）Submit
“Domestic /Overseas Business
Trip Report (Calculation)
Form” and Lodging receipt to
the Research Office.

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14. Precautions on Submission Documents
 All submission documents must be in A4 size.
 If it is smaller than A4 size, paste on A4 size blank paper (one side only). (Do not fold, paste documents over
other documents.)
 Color-printing is not required.

<Documents all applicants must submit>

(1) Documents showing details of the academic conference(A)、Documents identifying the presentations at the
academic conference(B)
 Copy or print the relevant portions in A4-sized sheets of paper (two-sided) for proper submission. (Do not
submit the original program booklet. Make sure to copy the relevant portions.)
 When an academic conference program is copied for submission, ensure that ①conference name ②place
③venue ④conference date(s) ⑤the evidence for registration fee etc. ⑥presenter’s name ⑦theme and
⑧presentation date are indicated on the copied page.
 If the conference name and date(s) is not indicated, you need to bring the original program booklet at the
application for the original to be checked.

(2) Materials used in the presentation(C)

 Presentation materials should clearly indicate the title, the presenter, the name of the academic conference,
and date, so that the descriptions should coincide with the “B: Documentation identifying the presentations
at the academic conference”.
 If the materials cannot be contained in a single A4-size sheet of paper, use two-sided, reduced, or summary
printing on an A4-sized paper to the extent that letters are properly legible.

(3) GAKKAI Scholarship(Attendance/Presentation) Report Form(D)

 Attach a document that clearly shows the applicant’s attendance to the relevant academic conference (①
Attendance sheet ②Attendance certification issued by the academic conference ③Photo that shows the
applicant’s attendance. Copy is acceptable.)
 Get professor’s approval seal or signature.

<Documents that recipients of Government scholarship students (MEXT) and JSPS Research Fellowship for
Young Scientists must submit>
(4) Materials indicating the venue of the academic conference, map for the venue, and access information(E)
 If the venue was a university etc., submit the documents that shows the access to the campus where the
conference was held.

(5) Receipts for conference registration/attendance fees(F),Air fare receipt and statement (H)、
 Any format of receipt and statements is used; provided, however, ① the issuance date ② addressee
(Ritsumeikan University) ③ issuer ④ issuer’s seal ⑤ a statement of the transaction and ⑥ words
certifying the receipts are subject to be filled in the format.
 An invoice is, as a general rule, unacceptable, because it is not a receipt.
※ In case if the service provider can issue only invoices, please contact Office of Graduate Studies.
※ A non-Japanese student without a seal has only to place his/her signature, however; applicant’s seals are
required to receipts and statements if applicant’s seals are on the application form.
※ In case if you paid the annual registration fee, disbursement of the annual registration fee included in the
academic conference registration/attendance fee is only for the applicable academic year. Therefore, receipt
must show the fiscal year of the annual fees.

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(6) Credit card statements for conference registration /attendance fees (F) ,Credit card statements for Air fare
(H)
 The credit card must be in the name of the applicant him/herself.
 Credit card payment must be made by a lump sum payment.
 Credit card statement must be obtained within the same academic year (Refer to “6. Period of Application”).
 For credit card statements, please use documents that can clearly indicate ①the name of the card holder
②the statement issuance dates ③the name of the credit card company ④the date of bank account
withdrawal ⑤details of the transactions to be settled (Purchase dates, transaction partners, and amounts,
etc.).
 The personal information (address, bank account information etc.) may be blacked out.

※ In case if using a credit card that is not under applicant’s name under unavoidable circumstances, submit a
credit card statement with signature/seal of both “applicant him/herself” and “the credit card holder”.
※ If an amount indicated in a receipt is in a foreign currency and paid with a credit card, never fail to submit
the credit card statement.
※ In case if the merchant name indicated in the credit card transaction statement is not names of the academic
associations or conveners, proper materials indicating the relationships should also be attached.

(7) Statement / breakdown of the conference registration / attendance fees

Descriptions that shows the evidence for registration fee etc. must be included.

<Documents must be submitted if you used an aircraft>

(8) Original copy of air fare estimate or statement containing the flight schedule (I)
 The date of issue, passenger’s name, flight schedule (listing departure/arrival date, country name of the
destination, airport name) must be included.

※ If cost breakdown is not printed on the receipt, it (Ticket fee, fuel surcharge, airport use tax, etc.) must be
clearly indicated.
※ In case if only E-ticket itinerary is available, print out and submit a photocopy.
※ In case if a flight route was changed under unavoidable circumstances, please report the cause and the
change in a document to be submitted.

(9) Boarding pass stub(J)

※ All round-trip boarding pass stubs must be submitted.
※ In case if boarding pass wasn’t issued, boarding notices issued when checking baggage, and boarding
passes in thermal paper issued at security checks and boarding gates, etc. and others issued at airports when
boarding procedures are taken are acceptable.
※ In case if you checked in from the PC or mobile site in advance, and have no document certifying use of
an aircraft, you need to request the relevant check-in counter of the airline you used to issue a boarding
certificate.

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15. Scholarship Disbursement Criteria
※ This section is for the recipients of Japanese Government (MEXT) scholarship or JSPS Research Fellowship
(for those whose expenses are calculated and disbursed the actual expenses by Office of Graduate Studies).

(1) Expenses covered/ NOT covered by this scholarship

Coverage Items
Transportation Expenses (For details, please refer to “16. Transportation Expenses Criteria”)
Academic conference registration fee
○ Academic conference attendance fee
Annual registration fee of the relevant academic conference
Covered
Fees for academic proceedings, papers, etc. of the relevant academic conference*1
Fees for official social gatherings, banquets, and receptions included in the academic conference programs*2
Bank transfer fees
Credit card handling fee
× Lodging expenses
NOT Food/beverage expenses
covered Fees related to personally held parties outside of the academic conferences
The annual registration fee along without attending or giving presentation at any academic conferences
1
* In case if fees were paid as part of registration/attendance fees to attend or give a presentation in the academic conference.
*2 Only in case if it is indicated in a list of programs scheduled during the whole academic conference, and deemed to be
part of the relevant research activities.

※ In case if the receipt includes expenses that are not eligible for payment and the detailed statement is not
specified in the receipt, a documentation showing the breakdown and the amount of each component must
be attached.

※ In case if there are subsidies from the academic conference, be sure to offer. (The scholarship must not
overlap with any other grants.)

※ In case if no breakdown for accommodation fee is issued or disclosed by the host or sponsor of the academic
conference
If it is clear that accommodation fees are included in the academic conference registration/participation fees
(as indicated in the receipts for the payment of academic conference attendance fees) but the breakdown
cannot be disclosed, proper calculations should be conducted in accordance with the following criteria for
disbursement.
Lodging expenses: vary depending on travel region (50% of Ritsumeikan Statement of Travel Expenses per night)
<Domestic> 6,000 JPY <Overseas> Designated cities 11,250 JPY
Region A 9,400 JPY
Region B 7,550 JPY
Region C 6,750 JPY

(2) Range of disbursements in cases of consecutive multiple assignments for academic conferences and other
research and private activities, etc.
※ In case if other assignments is scheduled before/ after the academic conference to apply, please contact
Office of Graduate Studies in advance.
In principle, the balance produced by deducting the fees related to other assignments (including private
activities) is the subject to payment.

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16. Transportation Expenses Criteria
※ This section is for the recipients of Japanese Government (MEXT) scholarship or JSPS Research Fellowship
(for those whose expenses are calculated and disbursed the actual expenses by Office of Graduate Studies).

 Transportation expenses are defined as railroad, ship, automobile, and air fare.
 Transportation expenses to be disbursed shall be calculated by Ritsumeikan University based on the most
economically efficient routes and modes of transportation by assuming use of public transportation.
 The originating place of departure for the purpose of transportation expenses calculations is determined as
follows:
For students of
・ Kinugasa Campus: Bus stop “Ritsumeikan daigaku-mae”
・ Suzaku Campus: JR Nijo Station
・ Biwako-Kusatsu Campus: Bus stop “Ritsumeikan daigaku-mae”
・ Osaka-Ibaraki Campus: JR Ibaraki Station
(However, if you are using the Osaka International Airport (Itami), the originating place of departure will be the Unobe
Station of the Osaka Monorail.)

(1) Railway fare

 No financial assistance is given for Shinkansen Green Car (First-class) Usage.

※ For attendance in academic conferences in Japan, round-trip railway fare shall be disbursed from place of
departure to the nearest JR station to the location of the conference.
※ In case if use of other public transportation other than JR is deemed more economical and logical, transportation
expenses for other means of travel shall be disbursed.
※ In case if the one-way distance travelled exceeds 101 km, the amount equivalent to Student Travel Fare
shall be disbursed.
※ In case if transfers are made between Shinkansen and conventional Express & Limited Express trains,
disbursements shall be made for discounted transfer fares.
※ In case if the transportation route/distance is the same for both ways, and the one-way travel distance exceeds
601 km by JR standards, the disbursement shall be made at the round-trip discount fare rate.
※ In the case of attending academic conferences held near the University campus as the starting point on several
day trips, the travel expense to be paid is, as a general rule, limited to the amount equivalent to one round-trip
expense. However, if you can submit train fare receipts (indicating the relevant fares and dates)* 3 of all dates
for attending the academic conference, all the travel expenses will be disbursed.

(2) Air fare

 Airfare shall be disbursed based on economy-class fare of the season in which the actual travel takes place.
 Open tickets are not eligible for disbursements.
 The using airport shall be Kansai International Airport or Osaka International Airport (Itami Airport).
 For domestic conferences, only when the location of the conference is in Hokkaido, Okinawa, or other island
region, using airplane may be accepted.
 In case if there is no direct flight to the location of the academic conference, the use of Kobe Airport or other
airport may be accepted.
 If you buy a round-trip ticket and a part of your itinerary is subject to payment, it will be prorated by miles and
only the target section will be paid.

*3 Some railroad companies may issue receipts indicating amounts and dates when the tickets are presented to the relevant counter. For more details,
please contact the train company you use.

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(3) Criteria for buying a package travel
 In a general rule, in case if the lodging expenses and transportation fees are paid together such as buying a
package travel, the breakdown information of the transportation fees must be shown. (The original statement
must be issued by the same organization as the receipt)

※ In case if the breakdown information about transportation fees cannot be disclosed even if an inquiry is made at
the travel agency, proper calculations should be conducted in accordance with the following criteria for
disbursement, and the transportation expenses will be paid after the calculated lodging expenses are deducted.
Lodging expenses: vary depending on travel region (50% of Ritsumeikan Statement of Travel Expenses per night)
<Domestic> 6,000 JPY <Overseas> Designated cities 11,250 JPY
Region A 9,400 JPY
Region B 7,550 JPY
Region C 6,750 JPY

(4) Specific Cases

[Case 1] Arrival and departure from Kansai Airport
① Graduate schools located at Kinugasa Campus, BKC, and Suzaku Campus
Disbursement of transportation expenses between the originating place of departure and Kansai Airport.
Adding the limited express train fare for “Haruka,” an airport limited express running between JR Kyoto Station
and Kasai International Airport.
② Graduate schools located at OIC
Disbursement of transportation expenses between the originating place of departure and Kansai Airport.
Adding the limited express train fare for “Haruka,” an airport limited express running between JR Shin-Osaka
Station and Kasai International Airport.

[Case 2] Direct flight available only from Narita Airport

Disbursement of round-trip transportation expenses between the originating place of departure and Narita
Airport.
※ Airfare between Itami or Kansai Airport and Narita Airport may be included in the overall flight fare.

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17. Notes for Application
When you fall under the following conditions, please not that you need to contact Office of Graduate Studies before
application.

※ Students who study overseas through an official agreement with the university (possess “Study abroad” status)
Participation to academic conferences held in the country of study abroad is deemed as participation to the
domestic academic conferences, and the scholarship will be disbursed under this consideration.

※ For those who apply under his/her academic condition is “Study abroad”
※ For those who study abroad under his/her condition is “Enrolled”
Please contact to Office of Graduate Studies in advance.

※ For those who are on a scholarship supported by a government-related or private company

Eligibility would depend on the scholarship they are receiving.
Recipients of scholarship sponsored by a government- related or private company should check with the sponsor
to see if the scholarship allows the recipients to receive additional financial aid.

※ When this scholarship is used together with other research funds

The requirements of other research funds must be considered. In which case, it will be dealt with on a case-by-
case basis. (Duplicate payment is unacceptable.)

※ If you are an adult graduate student and need to present your research achievements as a member of your
company/organization to coordinate with your past research activities
Your application may be approved under the following conditions. For more details, please contact Office of
Graduate Studies.
① Submit documents certifying that the applicant graduate student of the University can be identified as a
person belonging to another organization (e.g. a document certifying the membership of the organization,
an employee ID, a document collating the graduate student status with the relevant personal information,
etc.).
② University scholarships for attendance/presentation at an academic conference must not overlap with any
other grants from the affiliated organization, etc. (Duplicate payment is unacceptable.)
③ Originals of evidential documents required for application for the scholarships hereunder can be submitted
(photocopies of receipts are unacceptable).
However, you are requested to do your utmost to identify yourself as a graduate student of Ritsumeikan
University when attending, and making presentations at, academic conferences (your affiliation indicated
in an application form for the academic conference or in your presentation materials, or the addressee of
receipts, should be Ritsumeikan University).

※ For students enrolled as of March 31, 2012

No limit is placed on the number of times possible to use of “2. Scholarship for Master’s Degree Students who
attend/present at academic conferences”

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