Haisai! Welcome to OIST Graduate University!

We are absolutely thrilled to have you join our program. This marks the beginning of an exciting chapter, filled with opportunities to connect with incredible people, dive into our wealth of resources, and immerse yourself in the academic journey toward your PhD. Get ready to kick off your rotations and courses with enthusiasm and purpose!

To set yourself up for success, it's essential to start familiarizing yourself with our program information right away. Understanding these fundamentals will ensure there are no surprises along the way and will help you navigate your PhD journey with confidence. 

The materials provided are categorized into Before Your Arrival and After Your Arrival. Please review the instructions in each category carefully, and ensure all pre-arrival tasks are completed before traveling to Japan. 

Below, you'll find important materials that require your immediate attention. Some sections also include action items for you to complete. 

Please be aware that certain information is only accessible with an OIST account, so make sure your credentials are set up to avoid any delays. 

Before Your Arrival

Academic Verification

The Graduate School at the OIST Graduate University requires verification of degree completion or enrollment directly from the university you graduated from or are currently attending, in addition to the certificates you have already uploaded to the application website. For more details, please refer to our Verification Policy and Procedures.

Relocation Procedures

The Student Affairs Section Relocation Team will assist you with your relocation procedures. You will receive detailed information three months before your enrollment, Please keep an eye out for messages from gs-relocation@oist.jp.

1. Student Visa
2. Health Info
3. Flight
4. Relocation

Activate Your OIST IT Account

Before your arrival at OIST, you will receive an email about OIST login account activation directly from our IT Division. Once you receive the account information from IT, please refer to the OIST Account Manual and activate your login account. 

New PhD Student Orientation

We're excited to welcome you to the New PhD Student Orientation! This in-person orientation is mandatory and designed to set you up for a successful start to your PhD journey. To make the most of the program, please attend the full program and avoid scheduling other commitments during this time. You'll receive essential information and have valuable opportunities to connect with your peers and the broader OIST community. We look forward to seeing you there!  

New PhD Student Orientation Schedule

Reasonable Accommodation 

As it is upheld in our core value (PRP 1.3), OIST respects diversity. We are committed to fostering an inclusive environment where no one is restricted from opportunities due to physical or mental challenges, health conditions, or other circumstances. If you encounter difficulties in your studies, research, or campus life because of such challenges, OIST can consider reasonable accommodations for improvement. 

What is Reasonable Accommodation?

“Reasonable accommodations” refer to measures outlined in Article 2 of the Convention on the Rights of Personas with Disabilities. This principle emphasizes collaborative efforts between individuals requiring accommodations and the institution providing them. The goal is to implement adjustments that alleviate difficulties without placing an undue-burden on either party. 

Reasonable Accommodations are assessed and tailored on a case-by-case basis. These adjustments aim to provide equal opportunities but do not guarantee specific outcomes or achievements. Requests may not be granted if they:

• Involve altering the essential components of a course or program.
• Are infeasible or require substantial financial resources.
• Place a significant disadvantage on others. 
• Are inconsistent with the student's expressed needs or goals. 

How to Request or Consult About Accommodations

If you need assistance or would like to discuss potential accommodations, please contact the Student Welfare Support Team at gs-support@oist.jp. We are here to help! 

Bringing Medicine into Japan

OIST Health Center provides important information regarding medication that you may need before traveling to Japan. Be aware that not all over-the-counter or prescribed medication obtained legally in your home countries are permitted in Japan. It is essential to adhere to the regulations set by the Ministry of Health, Labour and Welfare for importing medication to Japan for personal use. Please carefully review the guidelines below and follow the necessary procedures to ensure compliance with Japanese laws on mediation.

Guidelines for Bringing Medication to Japan

• If you are undergoing any medication in your country, please bring a doctor's note with your treatment history and one-month supply of your medication at least. Please read HERE for the procedures for bringing your medication from your country.
• The regulation of OTC (over-the-counter) medicine may differ depending on countries. OTC medicine in your country might needs a prescription by a physician in Japan.
• Birth control pill needs a prescription in Japan. This cannot be covered by health insurance unless you have any diagnosis such as dysmenorrhea and endometriosis so on.
• Some of the non-prescribed (OTC medications) in other countries can be illegal in Japan. Specifically, products that contain stimulants (medicines that contain Pseudoephedrine, such as Actifed, Sudafed, and Vicks inhalers), or Codeine (can be found in painkillers, cough medicine, cold medicine…etc) are prohibited if it contains more than allowed quantity of stimulant raw materials. If you are considering about bringing those medicines, please ask your medical professional if you can get any substitute in Japan or please contact OIST Health Center prior to your departure.

For any questions or concerns, please reach out to the OIST Health Center at health@oist.jp for more information.

Vaccination Record

Please carefully review the 'Health Information,' comoplete the Vaccination Record Form, and submit it through the GigaCC uploading system. If you have any questions, feel free to contact health@oist.jp.

To upload your "Vaccination Record," please use the OIST Health Center's GigaCC platform. 

Driving in Japan 

OIST Resource Center provides information on obtaining a driver's license. If you plan to drive locally or convert your foreign driver's license, please visit the Resource Center website and make the necessary preparations before your arrival! 

After Your Arrival

Welcome to Okinawa and OIST! Upon your arrival, there a few important tasks to complete. Please note that these tasks are not listed in any specific order. 

How to Collect Your ID Card 

As a general rule, your ID card is stored in a password-protected cabinet and must be collected in person. The cabinet ID and password will be sent to your personal email address prior to your enrollment, so please be sure to check for this important email. 

Take a Photo

All students and employees are required to have their facial photo taken at the photo booth for use in internal systems. Upon your arrival, please visit the area in front of the Resource Center office to have your photo taken. 

Mandatory Training 

OIST provides mandatory training to ensure the safety, health, and well-being of everyone in our campus community. General training courses, introduced during the New PhD Student Orientation, are mandatory for all PhD students. Additionally, there are some courses that are specific to certain research activities.

Depending on your research activities, some courses may require prior training. As training requirements vary by laboratory, please consult with your lab rotation supervisor or course professor to confirm the specific training necessary for your research activities.

Mandatory for Those Involved in Specific Activities

If you have previously been a Research Intern at OIST, you are required to retake all Annual Mandatory Training courses. These courses include updates on research safety and will help you reacquaint yourself with the training content.

Both general and research-specific online training courses are available on the eFront training website, with specific completion deadlines advised during the Orientation and by your supervisor. Please note that access to the eFront system is granted after you activate your OIST account. 

If you have any questions about mandatory training, please email us at gradschool-office@oist.jp, or come see us in person at the Graduate School Counter.  

Register as a Resident

Please stop by the Graduate School Counter, Relocation Team (Lab3, Level B) to pick up your documents. Don't forget to visit the Onna Village Office afterward! 

Open Your Bank Account

Your Research Assistantship payment will be made into your Japanese bank account. To open a Japanese bank account, please visit Okinawa Bank with the required documents after registering your residence at the Onna Village Office.

Bank Open Hours:

Monday to Friday: 9:00AM - 3:00PM [View on MAP]

Location:

2491-1 Onna, Kunigami-gun Onna-son, Okinawa-ken, 904-0411, Japan

Transportation:

Take OIST Shuttle Bus (Seragaki Line) and get off at the "Onna Village Office" stop. 

Required Documents:

• Passport
• Residence Card
• Certificate of Registration (issued by OIST)
• Certificate of Residence (issued by the Onna Village Office

If you have any questions, feel free to reach out for assistance! 

Submit Important Documents

Please submit the following documents to the Relocation Team at the Graduate School Counter. Kindly note that submitting after the due date may delay your first Research Assistance payment. Thank you for your cooperation! 

• Residence Card
• National Health Insurance Card
• Certificate of Registration (住民票, jyu-min-hyou)
• Bank Book
• Bank Card

Attend the New PhD Student Orientation 

Congratulations on successfully completing all the pre-arrival and most of the post-arrival tasks outlined on this page! The final step is to attend the Orientation Week and make the most of this valuable opportunity to settle in and start your journey on the right foot! You can find the orientation schedule by scrolling up to "New PhD Student Orientation" on this page. 

Local Shopping Guide

This local shopping map is to introduce shops and stores where newly arrived OIST members can buy necessary supplies.
Since members who are new to Okinawa usually do not own a car by the time they arrive, this map will focus on areas where people can reach by the OIST shuttle bus.

Local Shopping Guide and Map