1. Ph.D. Program
(1) Graduate School Opening
OIST welcomed the first class of 34 doctoral students with a ceremony on September 6, 2012. The students come from 18 countries and regions with highly diverse scientific backgrounds in disciplines ranging from life science to physics to engineering. The first class began their studies at OIST on September 10 after a weeklong orientation. The curriculum provides students with a strong grounding in their core discipline and courses will also be required to extend their discipline-specific knowledge in ways that promote cross-disciplinary research.
(2) Student Recruitment
Intensive student recruitment was conducted within Japan and globally for the intake in 2013 and beyond. This included participation in recruitment fairs in Taipei and Thailand, visits to universities in Boston, California and China, booths at international conferences and academic meetings in Japan in Nara and Fukuoka, as well as in the USA. Applications were received from 398 applicants. After evaluation, a total of 21 students were admitted in September 2013.
An online admissions process took place using the services of the same service provider (Embark) that is also used by many of the top research universities in the USA. This has internationalized our appearance and streamlined our process.
OIST reviewed FY2011 student recruitment and admission activities, and concluded that we wish to recruit a greater number of Japanese students, increase the proportion of female students, and to recruit from geographical regions that are under-represented such as Eastern Europe.
The Graduate School appointed a bilingual staff member dedicated full-time to student recruitment activity and collaborated with the OIST Communications division to develop a recruiting strategy.
The Graduate School identified the need for greater recognition about OIST among Japanese students. As a result, OIST increased activities in this area, with more frequent information sessions across Japan, a successful undergraduate poster competition held in March 18 and 19, targeting Japanese students close to graduation, and now a series of Science Café information sessions in conjunction with a careers advice company, Leave a Nest in Osaka on April 20 and in Tokyo on April 28, 2013.
The Graduate School increased advertising with targeted video in areas including Tokyo on the JR Yamanote and metro lines, and continued print advertising in Japanese language science magazines such as Nikkei, Nature, and Scientific American (Japan).
OIST’s international and domestic information sessions to enhance its recognition continued in 2012 for the 2013 intake. The most productive (in terms of actual applicants citing the way they noticed OIST) was from supervisors or advisors seeing us at conferences, students themselves seeing us at conferences with student poster presentations, or visits and information session to universities of interest (identifying the top universities in an area and then visiting them: tours to Boston area in early 2013, and to California region in November 2012).
(3) Courses
OIST continued to develop the curriculum to include courses taught by newly recruited faculty.
- A306 Neuroethology by Prof. Yazaki-Sugiyama
- A307 Molecular Oncology and Cell Signaling by Prof. Yamamoto
- B14 Theoretical and Applied Solid Mechanics by Prof. Gioia
- B13 Theoretical and Applied Fluid Mechanics by Prof. Chakraboty
- A208 Bioorganic Chemistry by Prof. Tanaka
- B12 Statistical Physics by Prof. Shannon
- PD1 Professional Development by Prof. Wickens
A program for Professional Development for all students was provided, which aims to develop knowledge and skills important for leadership in scientific research and education. This includes weekly seminars covering basic principles of research conduct and ethics, scientific communication, and aspects of science in society; a cross-disciplinary group project, and practical training in oral presentation and writing skills.
A customized PhD program was launched, including pre-thesis research training and laboratory rotations and assignment of an Academic Mentor for each student. Each student has been appointed an Academic mentor. Mentors have advised students on course selection and rotations. All students have been assigned to three rotations and planned their program of studies in a flexible manner.
To facilitate course planning and changes by students, the list of courses and syllabus of each course was published on the OIST website.
The committees for the curriculum and progression to thesis research were being established. Work on the curriculum has been guided by a Working Group for the Academic Program, including the introduction of courses by new faculty in Physics, Chemistry and Life Sciences. The terms of reference for the Curriculum and Examinations committee are currently being discussed by the faculty.
Programs were provided to learn English and Japanese communication in laboratories and/or other practical skills to the incoming students during the “gap” period (March – September) with laboratory placements and intensive language training. Two Japanese students enrolled in 2-month UCSD English language course together with Lab placement at UCSD to raise English skill level, and three other students enrolled in Lab placement at OIST in the early enrollment period. Continuing English and Japanese language classes offered at OIST were well attended by OIST PhD students through the Academic year.
(4) Educational Environment
Exchange agreements with other universities developed over FY2012 include agreements renewed or newly signed with universities in Japan and Okinawa, and with overseas universities where a special relationship was necessary. An emphasis was placed on appropriate and meaningful connections that benefit OIST, rather than on the absolute number of agreements.
A student record system for monitoring student progress was developed with secure storage and backup. The interface to the database was being refined to meet the needs of different categories of users. Feedback on student progress, grades and completion was reported to faculty, mentors, and students.
Teaching support activities conducted by the Academic Services Section to support teaching included the successful installation and use of the Sakai learning management system, which was adopted for all course delivery. Computing support for students included the provision of personal laptop computer for each student, with necessary software for science productivity and for research activities. Lecture and tutorial rooms have been developed and enhanced with appropriate whiteboards and blackboards, furniture, and AV equipment. Complete teaching laboratory with facilities for teaching in a range of disciplines for up to 30 students was constructed and outfitted and is now in use.
OIST has set up and implemented an orientation program for incoming students during the first week after admission in September. This includes orientation to life in Japan, introduction to OIST, PhD program overview and academic affairs. Students are supported during their first days in Japan; the Graduate School staff accompanies them with necessary immigration related procedures, registering their addresses in the City Hall, opening bank account etc. Students learn about OIST, graduate courses and academic program, course advising, faculty assignment of teaching, teaching resources etc.
OIST prepared and obtained the necessary approvals for a support package that includes tuition fees, a Research Assistantship providing support for living costs, excellent on-campus accommodation in single or shared apartments. To coordinate work flows and increase cooperation among related administrative sections such as Student Support, HR, Budget and Accounting, Facilities and Housing and Compliance, we established the Administrative Support to Student Task Force, which produced a work flow manual for this new process. The Graduate School Handbook was incorporated into the Policies, Rules and Procedures for the Graduate University.
34 students in total moved to OIST successfully and enrolled. Almost all students staying at OIST campus housing (one exception has a mobility impaired spouse and will move to OIST once suitable accommodation is built, currently under construction).
The Students Support Section gathered and provided information related to domestic and international external scholarships. The main scholarship opportunities (such as JSPS) assume students already have a thesis project and supervisor. However, the first class of students is still on rotations. Therefore, it is necessary to wait until students have commenced their thesis projects in order to have strong applications. To test this further four scholarship applications were submitted by students with advanced ideas concerning thesis projects (2 x JSPS DC1, 2 x Honjo Scholarship). None were successful.
Activities towards creating Career Center were taken, including obtaining approval to recruit a Career Adviser/ Professional Development Counselor to promote networking with leaders of universities and research institutions in Japan and around the world, provide information concerning post-doctoral and other job opportunities, and support entrepreneurial activities including internships in companies where appropriate.
Teaching Assistant opportunities for OIST students at other universities in Okinawa were explored and will be developed further as the OIST students’ progress further into their research career.
A committee has been created to establish a clinic and student support services providing mental health and medical support. The project has been considered from OIST employee and students perspective. The proposal incorporating cost estimation of creating the clinic and support system has been submitted to the President. Recruiting and hiring a counselor to open the clinic is in progress.
(1) Faculty Recruitment
Ten new faculty members were brought into the OIST research program, settled in laboratory space, outfitted with necessary facilities, assisted with hiring research staff, and settled in into the Okinawa community.
After consultation with the BOG and Faculty Assembly, a plan for new faculty searches for two positions in chemistry, two positions in marine science, and one position in mathematics/statics were developed and implemented.
Search committees in each area will advertise for interviews, and if appropriate candidates exist, recommend them for consideration. A standard application format will be used with review and on site interviews. The same standards as before will be used for excellence in the international and Japanese research communities.
(2) Promotion of cross-disciplinary research
Laboratory 2 was brought into operation with new shared physics and life sciences facilities.
The opening of the Graduate School academic program, the arrival of the first class of students, and the introduction of student laboratory rotations have greatly expanded the breadth and expertise of the OIST scientific research program and offers new opportunities for interactions among the units.
Cross-disciplinary programs in marine science, new sources of energy, imaging and health were implemented both with the funding from the special framework (Okinawa Promotion Education and Research Project) and OIST subsidy funding. These included new ocean observation systems in coral, open ocean, and thermal vent communities; solar cells that are more efficient and cheaper; new ocean-current-turbine generators; new cryogenic electron microscopic analysis; genomic and expression analysis of Okinawa coral species; and systems biology.
Research unit presentations, faculty seminars, research and instrumentation training sessions, a weekly afternoon tea, informal meals and receptions with visiting speakers proved a rich environment for meeting and interacting with faculty and researchers in other units.
(3) Research Support
New section leaders with a wide range of experiences were recruited for Physics Resources and Sponsored Research Sections. Technical staff with specialized experiences were also recruited for Physics, Biology, and Animal Resources sections.
The Marine Sciences Resource Section was established to assist in management of the Okinawa Coastal Ocean Observing System. OIST is taking delivery from Woods Hole Oceanographic Institution of the remaining components of the system, which will be installed in collaboration with the Churaumi Aquarium.
A common clean room and a physics equipment room were created on Level A of Lab 2, such that users meet regularly for their use, sharing of expertise, and discussions of the management. Common spaces are also created on Level C for biology and chemistry common resources.
The Open Technology Center prepared the rules and workflows for training, booking, and cost charging. The principle of cost charging for internal, external academic and external industry users were studied by the Common Resource Advisory Committee and among the executive members.
Open Technology Center organized a symposium with local industry leaders to grasp the needs for advanced equipment use by food, agriculture, fishery, and other industries. There were two cases of analyses for trial uses, and several requests are expected in FY2013 under appropriate cost-charging mechanism.
The Research Equipment Database (RED) was created by the initiative of Biology Resources Section and it was liked to a new web-based booking system in cooperation of Information Services Section.
DNA Sequencing Section is fully up and running in the main campus with additional equipment to improve the efficiency of the workflow including sample preparation. Communication between the users and section staff were improved and the user units increased from 8 to 12. A new sequencer (MiSeq) was introduced in Lab 2, which is maintained by the section staff but operated by users themselves for timely use.
(4) Publication and Communication
In cooperation with the Communications and Public Relations Division, new publications in leading journals and conference proceedings were featured on the OIST Website page. On several occasions, these publications were shared with professional news outlets via press releases and press conferences.
Major press conferences took place twice in Tokyo and once in Okinawa with the editorial writers of the leading Japanese newspapers. Eleven press releases about research at OIST were sent out, 39 web articles were published, and 36 press announcements were made. OIST’s Website is the only fully bilingual university website in Japan.
The number of unique visitors rose significantly from 272,173 in FY2011 to 754,630 in FY2012. There was a great increase in visitors accessing the website from Japan, Taiwan, and China. Approximately 81% of our Unique Visitors are accessing from Japan.
3. Global Networking
There is growing interest in internships at OIST with a total of 113 applications received in FY2012, and 31 interns accepted and hosted in laboratories at OIST. This included a summer program taking 12 research interns from Harvard and Oxford University for a period of 10 to 12 weeks from June to August. This raised the profile of OIST at top universities internationally, and exposed talented undergraduates and potential PhD applicants to the environment and facilities at OIST.
The Research Safety Section took an initiative in applying and running the CITI-Japan project, funded by the Japanese Ministry of Education Culture, Sports, Science and Technology (MEXT), to create on-line training materials on research safety and ethics at the global standard.
Students from various domestic and foreign universities were accepted based on two programs: Special Research Student (from universities with which OIST concluded cooperation agreements) and Research Intern (Internship program for less than 6 months). 23 students, including 10 continuing their research from previous year, took part in the Special Research Students Program, while 31 students out of 113 applicants were accepted for the Research Intern Program.
A total number of participants of the OIST-funded workshops in FY2012 were 428, of which non-Japanese were 321.
4. Collaboration with Industry
(1) Research Exchange and Collaboration
Collaboration agreements and joint research contracts with 16 companies, of which 7 are local companies (6 new and 1 on-going) and research funding from two private foundations were realized.
An agreement with Shionogi was executed and results have been judged very positively by the Company researchers. The second agreement is under preparation.
OIST participated in BioJapan for the second time and co-organized its attendance with other Okinawa participants, creating an "Okinawa center". The event was successful bringing in many contact points with private companies from Japan and overseas. These contacts are followed by exploration of research collaborations.
The Open Technology Center supported the application to the International Intellectual Cluster program by the Okinawa Prefectural Government (OPG) by bringing together OIST researchers and other academic and industrial parties regarding the R&D of slow-digestive rice.
(2) Intellectual Property Management
A new patent application scheme has been designed that allows for faster international protection in order not to impede researchers’ ability to communicate as soon as possible after their invention disclosure. Three very reliable external patent offices were identified to execute the evaluation and patent application. Two IP Seminars by Prof. Kouzou Kubo from Nara Institute of Science and Technology (NAIST) in June 2012 and by Dr. Akiko Kobayashi from Lambent IP in USA in March 2013 were organized where all OIST Researchers were invited. Dr. David Secher from Cambridge KT Ltd, an international expert in technology transfer closely affiliated with University of Cambridge TLO was invited to discuss on OIST IP policy with OIST executives and Professors.
The "Invention/Business potential evaluation committee" has been implemented to provide a formal process of evaluation of inventions and business plans disclosed by OIST researchers. This Committee includes external experts that are bound by a Non-Disclosure Agreement and help making a decision on the opportunity to patent or not. The evaluation committee was held 14 times on 16 inventions and 2 business plans.
The Business Development and Technology Licensing Section focuses on identifying new business or IP opportunities from OIST research. IT has introduced three new venture projects in a competition for funding support in a new program from MEXT (START). Two projects were awarded and one is still under consideration.
(3) R&D Cluster Development
For the development of R&D cluster, the dialog has been intensified with the relevant sections of OPG including the new business development section. OIST is member of a steering committee including other stakeholders from Okinawa for a study sponsored by OPG aiming to provide further guidelines and recommendation for the development of the R&D Cluster, largely based upon the conclusion of the second R&D Cluster Workshop held in OIST in March 2012. The report will be released on early FY2013.