NOTICE TO PROSPECTIVE RESIDENTS (STUDENTS) KOMABA LODGE Main, INTERNATIONAL LODGE THE UNIVERSITY OF TOKYO

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1 NOTICE TO PROSPECTIVE RESIDENTS (STUDENTS) KOMABA LODGE Main, INTERNATIONAL LODGE THE UNIVERSITY OF TOKYO This information covers what you should know and accept before you move into Komaba Lodge Main. It is every prospective resident s responsibility to read through this information and become familiar with its contents. MUST-DO S 1. You must move into Komaba Lodge within 7 days from the starting date of your term of your residency. Early arrival will not be accepted. Your failure to fulfil this condition without advanced notice and justifiable reason could lead to cancellation of your residency. 2. You must inform the lodge of your arrival date by as soon as it is fixed: m-komaba_lodge.adm@gs.mail.u-tokyo.ac.jp Please indicate your room number in subject line like KM130 - My Date of Arrival. Your information on approximate arrival time at Airport/Lodge would be appreciated. 3. You must complete the following three documents and submit them to the office on your arrival: 1) Registration to the University of Tokyo International Lodge - A PHOTOGRAPH must be attached. 2) Pledge 3) Dear New Residents The documents are downloadable at: 4. You are expected to prepare your own bedding (comforter, duvet, blanket, pillow, sheets, etc.). A bed, a mattress and a bed pad are provided. (Please see page 3 for details.) 1

2 1. Contact Information Please contact the lodge office if you have any questions. KOMABA LODGE OFFICE FOR MAIN, B, C AND D Address: Komaba, Meguro-ku, Tokyo Tel: / Facsimile: m-komaba_lodge.adm@gs.mail.u-tokyo.ac.jp Opening hours: Monday to Friday Saturdays, Sundays and public holidays 8:00~20:00 8:00~18:00 You can move into Komaba Lodge Main during the above office hours; in principle, arrival out of the office hours is not permitted. Please contact the office in advance if you are unable to arrive on time. 2. Unaccompanied Goods The lodge office does NOT take care of unaccompanied goods that arrive before your move-in day. If you plan to send something separately, please make arrangements so that you can receive it directly (after your move). 3. Tutor If you have a tutor, please tell him/her to read this document or its Japanese version downloadable from: To be a good tutor, he/she should be familiar with what is written in this document. 4. Documents Necessary upon your Arrival In addition to the three forms listed on the first page, please submit the following to the office upon your arrival: 1) Notification of Admission to the University of Tokyo International Lodge NOTE: This document is often kept by your department (faculty, graduate school or research institute). Please submit it as soon as possible after your move. 2) Passport and Resident Card * If you have, please submit your Student Identification Card. These documents will be photocopied and returned to you on the spot. The notification was attached to the notifying you of OSTA Application Result with Offer or otherwise sent to you by your graduate school or the like. (Please see Appendix-2-(4).) 2

3 5. Initial Briefing Directly after your arrival, one of the office staff or one of the existing residents will guide you around the lodge and escort you to your room. This should take about 20 minutes, during which he/she also explains important matters concerning lodge life. If you have any questions, please feel free to ask. 6. Advanced Payment for Electric Power and Water Residents in Komaba Lodge Main have to pay for electric power and water in advance through one of the three machines located in the lobby. Please use one-thousand-yen banknotes. For the details, please see Appendix-1: How to Use Prepayment System. When you move in, you can go straight to your room, where 1,000 yen worth of supply is available. This is to avoid overcrowding at the entrance area and that amount will be added to your first bill. 7. Key You will receive a room key from the office when you move into the lodge. In the event of loss or damage, you will be asked to bear the replacement cost. 8. Bedding You are expected to prepare your own bedding (comforter, duvet, blanket, pillow, sheets, etc.). A bed, a mattress and a bed pad are provided. A bedding rental service is available; please fill in the ordering form (downloadable from the same website) and send it by to the lodge office (m-komaba_lodge.adm@gs.mail.u-tokyo.ac.jp) no later than a week prior to your move-in day. If you use a rental bedding set, you are expected to make a payment in full as of your first bill. You cannot get a refund even if you shorten the rental period. If you do not request rental bedding, please make your own arrangements. It is usually more economical to purchase basic bedding if you plan to stay for a long period in the lodge. 9. Parking Space If you plan to park a vehicle to move your belongings, please notify the office in advance. (There is no parking space that residents can use on a regular basis.) 10. Internet You can access the Internet, using the LAN cable provided in your room. In addition, a Wi-Fi router is provided. If you would like to borrow one, please contact the office 3

4 AFTER three days of your arrival. (The office staff are occupied for the first few days of each term.) Free Wi-Fi is available in the lounges. 11. Smoking Area There is only one smoking area on the western side of Main, close to C. With the exception of that area, smoking is strictly prohibited in Komaba Lodge Main and BCD, including individual rooms. 12. Mail Mail that does not bear your room number may not be delivered. Please inform your family members and friends who are likely to send mail to you of the following two points: 1) Clearly indicate your room number; and, 2) Write your name in the Roman alphabet. 13. Prohibited Actions Please refrain from the following prohibited actions: 1) Keeping pets; 2) Wearing shoes in a room; 3) Making holes in walls and furniture and affixing adhesive materials (e.g. nails, hooks and stickers) except on the bar that protrudes from the wall; 4) Leaving personal belongings in public spaces; 5) Renting your room to a non-resident; and, 6) Using any item that could cause a fire (other than those equipped in your room and common areas). 14. Expenses Residents are required to pay the following monthly expenses: 1) Rent 2) Administration Fee (Common Service Fee and Internet Fee) * Common service fees are used for common interests of all residents. 3) Utilities (Electricity and Water) 4

5 Expense Item Monthly Amount Daily Amount Rent 48,900 Yen 1,630 Yen Common Service Fee 2,000 Yen N/A Internet 1,300 Yen 45 Yen Utilities (Electricity and Water) for Common Areas 2,200 Yen 75 Yen for Individual room Prepaid N/A TOTAL 54,400 Yen 1,750 Yen A bill is issued around the 25th day of every month. Please pay the amount billed by the 10th of the following month through a bank transfer cashier at a bank, automatic teller machine (ATM) or online banking system. (The University of Tokyo does not accept any other payment method.) Please note: 1) No payment is required of a new resident on his/her arrival. 2) Expenses are subject to change. 3) The daily rates for rent, the Internet connection and utilities are only applicable to move-in and move-out months if the resident does not spend a full month. (He/she will NOT be charged more than the fixed monthly amounts for rent, the Internet and utilities.) Common service fee should be paid on a monthly basis both in move-in and move-out months regardless of the number of days of stay. 4) The number of days of stay in the lodge is counted from the starting day of your term of residence. If the day of your arrival is later, the period between the starting day and the move-in day will be added. 5) In addition to the expense items listed above, your first bill includes: Cleaning fee of 11,800 Yen (which covers cleaning of your room immediately after your departure) * The cleaning fee will be charged only once. If your room is extremely dirty or some of its facilities are damaged or lost, you will be CHARGED EXTRA. 1,000 yen for prepaid electric power and water on the day of your arrival 6) Expenses are not refundable, under any circumstances, once they are paid. 15. Cleaning Each resident is responsible for cleaning his/her own room including the bathroom. Vacuum cleaners are available free of charge from the office. 16. Changing Rooms In principle, you may not change rooms. 5

6 17. Facility and Equipment The Lodge has the following equipment and facilities. < Inside the Room > Bed, Desk & Desk Chair, Closet, Hanging Cupboard; Bathroom (with Toilet and Washbasin) Air Conditioner, Refrigerator, LAN Cable, Ventilator, Desk Lamp < Common Facilities inside the Building> Kitchen: IH Cooking Heater, Microwave Oven (with a function of Traditional Oven), Rice Cooker, Toaster Lounge: Tables, Chairs, Television Set; Wi-Fi Other Common Facilities: Laundry Rooms, Mailbox < Common Facilities outside the Building> Multipurpose Hall (+ Lounge): Tables & Chairs; Audio Equipment, Projector; Ping-pong Table, Kitchen Facilities, Storage Room Other Common Facilities: Bicycle Parking Area, Garbage Storage Room < Free Rental Items > Irons (+ Ironing Boards), Vacuum Cleaners, Bicycle Pumps, Scales, Dollies, Wi-Fi Router - Rental items must be returned each time you finish using them (except Wi-Fi routers). - The University of Tokyo (including the lodge office) is not liable to any injury or any damage to your properties caused, directly or indirectly, by an item that you have borrowed from the lodge office. 18. Resident card and Registration of a New Address (1) If you move into the lodge from abroad Because you enter Japan with a mid- or long-term residence status, you are expected to receive a resident card at Narita International Airport or Haneda Airport. (In addition, Chubu and Kansai Airports issue a resident card.) 6

7 You can also apply for Permission to Engage in Activity other than that Permitted under the Status of Residence previously Granted at the above airports. If you plan to work in Japan, it is recommended that you use this opportunity and acquire the permission at the airport. If you should use any other airport, you will receive a landing permission by which you can receive a resident card after you notify Meguro City Office of your new address at Komaba Lodge Main. (2) If you are a resident in Japan If you are a resident in Japan and live in a city other than Meguro City, you will have to notify that city of your moving out (before your actual move). The city will issue you a move-out certificate which you need to submit to Meguro City Office when you register your new address at Komaba Lodge Main. The registration should be done within 14 days from the move. If you are a resident in Meguro City, you can complete the two procedures at one time after your move into Komaba Lodge Main. 19. Insurance for Personal Possessions The University of Tokyo provides no insurance policy that covers personal possessions of residents. If necessary, please make your own arrangements. 20. Preliminary Visit to the Lodge If you already live in Japan or arrive in Japan well before your move-in date, you could pre-visit the lodge by arrangement with the lodge office in advance. Alternatively, you could ask a close family member of yours (who stays in Japan), your host professor or someone working for or studying under your host professor to make a preliminary visit on behalf of you. (No other person is accepted.) Please inform the lodge office of the following by (Please see page 2) three days prior to your planned visit at the latest. 1) Room Number 2) Your Name (and your Representative s) 3) Permit Number (of Notification of Admission ) 4) Several Timeslots (convenient to you or your representative) Please accept that there may be no office staff available to guide you around due to their workload. Then, we ask you to walk around only common use spaces of the lodge alone. 21. Departure You are free to leave the lodge before your term of residence expires, as long as you 7

8 complete a form called Notification of Departure of the University of Tokyo International Lodge and submit it to the lodge office, at least, 14 days before your date of departure. Otherwise, you will be charged for the period up to the 14th day from the date of submission (even if your actual departure is earlier). 22. Transportation from the Narita International Airport and the Haneda Airport * The fares and other information in this section are subject to change. The easiest way to go to Komaba Lodge from Narita or Haneda Airport is to go to Shibuya Station first. Narita Airport Haneda Airport Shibuya Station Komaba Lodge (1) Narita Airport to Shibuya Station There are several routes to go to Shibuya Station from Narita Airport. The following are the three major routes: 1) Using Keisei Line At Narita International Airport, please take the Keisei Line bound for Keisei Ueno, and get off at Keisei Ueno Station. At Ueno Station, please take the Tokyo Metro Ginza Line bound for Shibuya, and get off at Shibuya Station. * The Keisei Line has two routes: Narita Main Line and Narita Sky Access Line. The Narita Sky Access Line is faster and more expensive. Narita Airport Station Airport Terminal 2 Station Ueno Station Train Travel Time Fare Keisei Main Line Special Express approx min 1,030 Yen Narita Sky Special Express approx min 1,240 Yen Access Line Skyliner approx min 2,470 Yen 2) Using JR Narita Express At Narita International Airport, please take the JR Narita Express for Tokyo and Shinjuku, and get off at Shibuya Station or Shinagawa Station. (There are trains that do not stop at Shibuya, but do stop at Shinagawa instead.) At Shinagawa Station, please take the JR Yamanote Line for Shibuya and Shinjuku, and get off at Shibuya Station. * Shibuya Station of the Narita Express is located at a distance from the main area of Shibuya Station. The fares are 3,190 Yen for economy class and 4,730 8

9 Yen for first class. 3) Using Airport Limousine Bus At Narita International Airport, please take the Airport Limousine Bus bound for Cerulean Tower Tokyu Hotel and Shibuya Excel Hotel Tokyu. Get off at Shibuya Excel Hotel Tokyu. (The railway station is connected.) The fare is 3,100 Yen. (2) Haneda Airport to Shibuya Station 1) Using Haneda Airport Bus At Haneda Airport International Terminal, please take the Haneda Airport Bus (No.4 Bus Stop) bound for Shibuya Railway Station West Exit, Cerulean Tower Tokyu Hotel and Shibuya Mark City. Get off at Shibuya Railway Station West Exit. The fare is 1,030 Yen. 2) Using Keikyu Line At Haneda Airport International Terminal, please take the Keikyu Line bound for Shinagawa and Sengakuji, and get off at Shinagawa Station (410 Yen). At Shinagawa Station, please take the JR Yamanote Line for Shibuya and Shinjuku, and get off at Shibuya Station (170 Yen). (3) Shibuya Station to Komaba Lodge 1) Using Inokashira Line Take a local train of the Inokashira Line for Meidaimae and Kichijoji, and get off at Komaba Todaimae Station (130 Yen). (Express trains do not stop at Komaba Todaimae Station.) It is about 5 minutes walk from the station to Komaba Lodge Main. 2) Using a Taxi From Shibuya Station, you can take a taxi to Komaba Lodge Main. It usually costs about 1,500 Yen. 9

10 23. Simplified Map to Komaba Lodge If you walk to Komaba Lodge from Komaba Todaimae Station, please follow the small arrows from the west exit. It takes about 5 minutes. Komaba Elementary School SH B Todai Exit D A C Main Admin Komaba Todaimae Kichijoji Inokashira Line Station Shibuya Railroad Crossing West Exit 10

11 24. Appendix-1: How to Use Prepayment System 1) Prepare 1,000 yen banknotes. 2) Choose the right machine out of the three. A. If you are a 1st-3rd floor resident, please use the one in the middle. B. If you are a 4th-6th floor resident, please use the one on the right. C. Please never use the one on the left; the machine is for students of Tokyo Institute of Technology. 3) Touch the display panel. 4) Press Deposit. 5) Press 2 first and then your room number (numerical parts only). For example, if your room number is KM231, press ) Press OK if the number is correct. 7) The display panel shows both deposit and balance. 8) Insert one or more 1,000 yen banknotes. 9) If the displayed amount of deposit is correct, press OK. 10) The display panel shows Do you need a receipt? 11) Please press Yes. You will see both deposit and balance on the receipt. 11

12 25. Appendix-2: Examples of Completed Forms (1) Registration to the University of Tokyo International Lodge 12

13 (2) Pledge 13

14 (3) Dear New Residents 14

15 (4) Notification of Admission to the University of Tokyo International Lodge 15

NOTICE TO PROSPECTIVE RESIDENTS (STUDENTS) KOMABA LODGE B, C & D, INTERNATIONAL LODGE THE UNIVERSITY OF TOKYO

NOTICE TO PROSPECTIVE RESIDENTS (STUDENTS) KOMABA LODGE B, C & D, INTERNATIONAL LODGE THE UNIVERSITY OF TOKYO This information covers what you should know and accept before you move into Komaba Lodge B,