MEXT Scholarship (Graduate Students) 2017

[Salpies]

Same to you! And I hope you get through to your top choice c:

Did you hear from the Embassy? I emailed them a few weeks ago and then again last week and have yet to get a reply.

I did! Hiroshima University. We're repeating the same felicitations haha, but I hope you got your top choice too

I think that they're having problems receiving emails because they didn't reply to me for awhile. I urgently needed a reply so I called them and we restarted email correspondence five days ago. I'd call them if you have the time, for sure.

 

[Kiraboshii]

I might look in to that! It's not super urgent but it's still better to know a response than to be left wondering haha.

 

[indojindesu]

Today was the last day for submission of Placement preference form and LoA in India.

The wait begins.

 

[Ten Ten]

Hi again everyone!
First of all I want to thank you for taking the time to answer my questions, it was very helpful. I also emailed my embassy with some questions and hopefully will hear from them soon.
In the meantime, I have a few questions concerning the application process and I don't want to spam the embassy's mails with every little questions, so hopefully I can get an answer here first.
We use the same formal guidelines that the MEXT put up, but some of the explanation in them for the needed documentation is confusing me.
1. When it says (original 1, copy 2) next to the document, does that mean we need to send the original document AND 2 copies of it, or is that in a sense; 1 original document OR 2 copies.

2. The letter of recommendation from the Dean - I heard some say that it's fine to write your own and just let the dean sign it, is that ok? Also, is it better to use a free format or the available sample? I'm having a bit trouble with this because in my Uni we don't really have close relationships with our professors and especially the Dean, so asking them to evaluate my "interpersonal skills" or "self-confidence" is a bit ridiculous since they don't know me. We don't have a personal student adviser, either.
Also, about this confidential envelope, I've never head of that. Is it ok to just use a normal one? And if I understood correctly, the Dean needs to sign on the envelope where it's sealed?
Sorry if I'm asking too many questions, I just want to be ready when they open the application period and not accidentally mess up on the screening process.

 

[indojindesu]

1. When it says (original 1, copy 2) next to the document, does that mean we need to send the original document AND 2 copies of it, or is that in a sense; 1 original document OR 2 copies.

One original document + 2 copies of the document .
Here the exception for us was the graduation certificate. Didnot submit the original but an "attested" copy.
This depends on the Embassy, so, not sure if this will be the same for you.

The letter of recommendation from the Dean

For Embassy recommendation, it can be from any supervising professor.

Also, is it better to use a free format or the available sample

You will get a "recommendation form" (Google it, MEXT recommendation form, it might still be available on some Embassy pages)

I'm having a bit trouble with this because in my Uni we don't really have close relationships with our professors and especially the Dean, so asking them to evaluate my "interpersonal skills" or "self-confidence" is a bit ridiculous since they don't know me. We don't have a personal student adviser, either

I'm sure the dean or any professor has probably written a letter of recommendation for atleast one student.
When its a free format, usually, you write the recommendation,get it checked by your supervising professor(or the supervising professor writes it) and then get the dean's signature.
Its a relatively easy form so you dont have to fill in anything. Talk with a friendly professor or a senior and ask how you should go about getting this recommendation. This will probably help you if they insist on a free format recommendation letter.

If they ask you to get the recommendation form they provide you with, you dont have to follow those instructions.

Remember, those guidelines are for university recommendation where you absolutely need to have a recommendation from the dean. For embassy recommendation, a recommendation from a professor works.

about this confidential envelope

Get a normal envelope and write "confidential" on it. Address it to yourself.

the Dean needs to sign on the envelope where it's sealed

Yes.

For filling in the application form use this. Forms for Embassy and university recommendation are almost similar. (Remember I said ALMOST )

 

[Frida]

^ Wow, I had heard Mexico does things differently, but I just kept thinking "that's not how we do it here" once and again throught your post.

@Ten Ten I would definitely ask the embassy if they hold MEXT related meetings for interested applicants. In Mexico, the Foreign Relations Office and the Japanese Embassy hold one 10 days after application starts, so it's really just a meeting to get last minute answers, but it helps to know exactly how they are expecting things to be submitted.

If I had just gone ahead and followed the Application Guidelines and everyones tips in the forum, I wouldn't have passed the preliminary screening, since in Mexico there were a lot of changes, although small, but changes nontheless.

 

[indojindesu]

^ Wow, I had heard Mexico does things differently, but I just kept thinking "that's not how we do it here" once and again throught your post.

@Ten Ten I would definitely ask the embassy if they hold MEXT related meetings for interested applicants. In Mexico, the Foreign Relations Office and the Japanese Embassy hold one 10 days after application starts, so it's really just a meeting to get last minute answers, but it helps to know exactly how they are expecting things to be submitted.

If I had just gone ahead and followed the Application Guidelines and everyones tips in the forum, I wouldn't have passed the preliminary screening, since in Mexico there were a lot of changes, although small, but changes nontheless.

Yes, I think the procedure is different for all the countries.

How was the procedure different in mexico?

Edit: We dont have any MEXT related meetings in India. would be nice if they started doing that.

 

[Frida]

Well, the biggest difference I have seen is that the Mexican Government is directly involved. They choose who can proceed to the preliminary screening with the Japanese embassy.

The rest are just minor details:
We are asked for more copies of all the documents.
The letters of recommendation do not have to be sealed in an envelope (since it's not common for even professors to speak English), we are asked to make copies and to translate them ourselves.
They will not accept applicants that are in the process of getting their diplomas, you have to have it in your hands when you start the process.
etc
etc
etc

 

[indojindesu]

Well, the biggest difference I have seen is that the Mexican Government is directly involved. They choose who can proceed to the preliminary screening with the Japanese embassy.

The rest are just minor details:
We are asked for more copies of all the documents.
The letters of recommendation do not have to be sealed in an envelope (since it's not common for even professors to speak English), we are asked to make copies and to translate them ourselves.
They will not accept applicants that are in the process of getting their diplomas, you have to have it in your hands when you start the process.
etc
etc
etc

oh, the Indian government used to be involved too. Till last year. When I applied last year the Indian government screened the candidates and then gave a list of recommended candidates to the Embassy and then the Embassy chose candidates from that list.

This year the Indian government wasn't involved, the procedure got simplified and very organized.

Now that you mention it, we did send one set of documents for the initial document screening, so I guess we submitted 4 sets of documents.
( Candidates who passed the primary screening were supposed to hand in the 3 sets later on )

 

[Frida]

oh, the Indian government used to be involved too. Till last year. When I applied last year the Indian government screened the candidates and then gave a list of recommended candidates to the Embassy and then the Embassy chose candidates from that list.

This year the Indian government wasn't involved, the procedure got simplified and very organized.

Now that you mention it, we did send one set of documents for the initial document screening, so I guess we submitted 4 sets of documents.
( Candidates who passed the primary screening were supposed to hand in the 3 sets later on )

Oh, that's interesting, do you know what made the Indian government back out?

 

[indojindesu]

Oh, that's interesting, do you know what made the Indian government back out?

No. I tried asking, they just said that the government wont be involved this year. Wasn't sure that embassy would manage stuff properly without the government's help, because we get hundreds of applicants here, but everything has been going great (and on time) till now. Refreshing to have such a nice experience.

 

[Ten Ten]

I see. Here, the government isn't involved at all. Right now there isn't any information on the embassy's site either, other then the guidelines and forms to fill out. Perhaps they will put more info once the process starts, but I worry it will be too late to start gathering the documentation then. I've never applied before so I don't know how much application time they'll give us, so I'm trying to research as much as I can and be prepared by the time they open the process in May.

hold MEXT related meetings for interested applicants.

I think they will have it in our embassy, but for now all it says is that the time of the meeting will be specified in the future. :') So it could be in April, which would be too late in my opinion.

Here the exception for us was the graduation certificate. Didnot submit the original but an "attested" copy.

Yeah, I found that part strange in the guidelines, cause it says "1 original" next to the graduation certificate, but below it says that you don't get back any of the documentation, so I can't possibly give them my original degree.

 

[Frida]

Well yeah, I can understand how in countries where the number of applications are too many, the embassy would require more help, but the thing I don't agree with is that the scholarship is provided by Japan, but the local government tells Japan who they can consider for the scholarship and who not.

I would be a little bit less mad if the local goverment was involved after the embassy chose applicants... but then again, we go back to the hardest part of the job

I could rant all day about this XD

 

[indojindesu]

I see. Here, the government isn't involved at all. Right now there isn't any information on the embassy's site either, other then the guidelines and forms to fill out. Perhaps they will put more info once the process starts, but I worry it will be too late to start gathering the documentation then. I've never applied before so I don't know how much application time they'll give us, so I'm trying to research as much as I can and be prepared by the time they open the process in May.


I think they will have it in our embassy, but for now all it says is that the time of the meeting will be specified in the future. :') So it could be in April, which would be too late in my opinion.


Yeah, I found that part strange in the guidelines, cause it says "1 original" next to the graduation certificate, but below it says that you don't get back any of the documentation, so I can't possibly give them my original degree.

From my experience, you will have atleast a month to get all your documents. More than enough time if you keep the documents mentioned in the guidelines prepared.

Have you prepared a research proposal? all this document preparation is alright, but the research proposal is equally (or more) important.
Figure out what you want to do, if the research you wish to pursue is actually being conducted in Japan right now and which course you would like to pursue in a Japanese university. If possible get in touch with a Professor.

 

[indojindesu]

Well yeah, I can understand how in countries where the number of applications are too many, the embassy would require more help, but the thing I don't agree with is that the scholarship is provided by Japan, but the local government tells Japan who they can consider for the scholarship and who not.

I would be a little bit less mad if the local goverment was involved after the embassy chose applicants... but then again, we go back to the hardest part of the job

I could rant all day about this XD

I know! I kept saying this last year lol Its very irritating to go through that, but I guess the local government helps because they have more knowledge about the academic stuff in their country? But dealing with the government is always a hassle.

 

[Salpies]

The letter of recommendation from the Dean - I heard some say that it's fine to write your own and just let the dean sign it, is that ok? Also, is it better to use a free format or the available sample? I'm having a bit trouble with this because in my Uni we don't really have close relationships with our professors and especially the Dean, so asking them to evaluate my "interpersonal skills" or "self-confidence" is a bit ridiculous since they don't know me. We don't have a personal student adviser, either.

I asked a a few Professors and they all looked at the rubric for what is required for the MEXT scholarship, and they based their letter of recommendation on what they thought the Embassy would want to hear. They probably have a standardised format that they would use for letters of recommendations in general too I think. I ended up with three letters and picked the best one to submit haha. So I would suggest just asking some Professors you think might help, and see what they say.

 

[Frida]

The documents in the application guideline (the one from MEXT) are all required. Whether you have to make 2 or 10 copies does not matter if you have them prepared beforehand.

I cannot stress enough what @indojindesu said about the research proposal. If you haven't started working on it, do it.
Don't go around contacting professors if you don't have a writen proposal yet.

Regarding the recommendation letter, whay I did was to lay the ground for it a couple of months before. That is, I started contacting my program coordinator. I met with him and told him about my plans, I gave him my research proposal and asked for feedback, etc. I just let him know that it was really important for me and I was making him part of it. So when the time came to ask for the letter, he of course was very willing to write it and have the Dean sign it.

 

[Kiraboshii]

With my recommendation letter, I got one from my department head (whom I had a few classes with, so it was pretty easy to get!) and also sent a tentative e-mail to the Dean's office asking if they could help me in regards to the scholarship. I didn't end up using their letter, but the Dean's secretary basically said that it's not going to be a personal letter, because I don't know the Dean, but they were happy to send a generic one with the Dean's signature. I would suggest asking the Dean's office to see if they have any kinds of procedure in place for things like this!

I also only sent a letter of graduation confirmation (attested by the University) along with a photocopy of my degree. As well as this, I only sent copies of my academic transcript from Keio, since it was a bit hard to get attested copies from overseas! They all went through the Embassy OK - not sure if they'll pull that up at the final stage, but honestly if it was an issue I don't think I'd have gotten this far haha.

 

[indojindesu]

I have also submitted a letter of Expected Graduation. Thats the only original document I submitted.
Rest were attested copies.

 

[hsark]

I actually put Keio as my second preference when I asked Keio for the LoA, but I changed my mind and put it as my first after I received the LoA from them. Then I submitted everything to the embassy.

thats great seems were all aiming for Keio I'm also hoping to get into as well KMD

 

[Ten Ten]

Have you prepared a research proposal?

Yes, I already set my research, goals, methodology, purpose of it, etc. I haven't broken it down in steps by time (I saw some do this. Write what step will they do each month), yet.

which course you would like to pursue in a Japanese university.

Yep, I also did a detailed research on all the Universities and courses they offer. Our embassy did say they don't usually approve private Universities, so I'm sticking with national and public ones. I found some good ones that cover my field, though there aren't many that also give those courses in English, unfortunately. I think we shouldn't contact the professors in Japan until we pass the first round, though. Only after the Embassy says it's ok to contact them. I'm trying to get a meeting with someone in charge of the MEXT in the Embassy so hopefully I'll get all my questions answered soon.

Thanks for all the advice on the recommendation letter, it helps a lot!

 

[indojindesu]

(deleted post)

I read your post via email notification. Sorry but I think you should try for the scholarship for Japanese studies after you have passed N1. Thats what our Embassy told us. Might be the reason why you were rejected in the secondary screening. Good luck.

Also, thanks for letting us know that there are chances of getting rejected at the secondary screening.

 

[kobayakawa]

Hey guys,

I am happy to share with you the good news that I have received today my Letter of Acceptance from the Graduate School of Interdisciplinary Information Studies, University of Tokyo.

I have two LoAs, the other is from GSID of the Nagoya University.

Hope to see you next year in either Nagoya or Tokyo.

Cheers!

 

[kobayakawa]

P.S.
Big thanks to TranSenz: Affordable, Rapid Japanese to English and English to Japanese Translation and this forum which served as excellent guide and source of insider info re my application to the MEXT 2017 Research Scholarship. It was a good run.

It was my first time to apply for a MEXT Scholarship but because of these sources I was able to discern the dos and donts. (collective intelligence and convergence culture (Henry Jenkins) at its finest!. :] )

My faith is now in the hands of MEXT.

 

[AruanM]

Hey there!
I have just found this forum, and wish I had known about it earlier. You guys have shared a lot of the concerns and troubles I felt too. I am one of the applicant's to the MEXT 2017, from Brazil, and got a LoA to Nagoya (which is my intended University). Nice to meet you all!