NOTICE TO PROSPECTIVE RESIDENTS FOR INTERNATIONAL STUDENTS MUST-DO S

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1 NOTICE TO PROSPECTIVE RESIDENTS FOR INTERNATIONAL STUDENTS MITAKA INTERNATIONAL HALL OF RESIDENCE THE UNIVERSITY OF TOKYO This guidebook covers what you should know and accept before you move into Mitaka International Hall of Residence. It is every prospective resident s responsibility to read through this guidebook and become familiar with its contents. MUST-DO S 1. You must move into Mitaka International Hall of Residence during the predetermined period. On your move-in day, please visit Mitaka International Hall of Residence directly during the office hours; in principle, arrival out of the office hours is not permitted. Please contact both the hall office(mitaka-jimu@adm.c.u-tokyo.ac.jp) and the Student Welfare Section(kousei-kakari@adm.c.u-tokyo.ac.jp)in advance if you are unable to arrive on time. 2. You must inform both the hall office and the Student Welfare Section of your arrival date by as soon as it is fixed. Please indicate your name, your arrival date and the airport (Narita or Haneda) in subject line. 3. You must submit the following documents or items on your arrival. These documents except Notification of Admission will be distributed on the spot. 1) Notification of Admission (Form 2) It is downloadable from an for successful applicants. 2) Registration (Form 3) 3) Pledge (Form 4) 4) Hanko Seal (only if you have) 5) 1 Photograph (L4 W3 cm, upper body with face front) 6) Bill for Room Repairs (handed only to those students whose term of residence is less than two years) * You are required to pay Bill for Room Repairs ( for only students whose term of residence is less than two years) when you move into the hall and to submit necessary documents to the hall office immediately. 1

2 We don t accept overseas remittances as the excess and deficiency payment might occurred. 4. In addition to transport expenses, you will need about 15,000 yen in cash. The rent and utility fees (at least 11,500 yen per month) are deducted from the amount that you deposit in the automatic deposit machine located on the right side of the common hall entrance. Without any deposit, neither electric power nor water will you be able to use. The utilities fee will be the sum of the basic rate and the amount charged for your actual consumption. 1. Contact Information Please contact the hall office or the Student Welfare Section if you have any questions. Mitaka International Hall of Residence Address: Shinkawa, Mitaka-shi, Tokyo Telephone: Fax: mitaka-jimu@adm.c.u-tokyo.ac.jp Office Hours: Monday to Friday 9:00 16:30 (Closed on Saturday, Sunday and national holidays, Summer holiday [mid-august], New Year s holiday [29 December 3 January] ) * Although a night-shift worker is available from 17:00 to 23:00, his responsibilities are limited: simple over-the-counter services, answering the telephone and emergency responses. After you move in, please visit the hall office during the above office hours, for example, to go through office procedures or request repairs of fixtures and fittings. The Student Welfare Section (Student Support Division, College of Arts and Sciences) kousei-kakari@adm.c.u-tokyo.ac.jp 2

3 2. Term of Residence Please check your term of residence indicated on the Notification of Admission (Form 2). The term is set within the shortest permitted duration of your programme and you are not allowed to stay longer than that period. Please refer to the following Junior Division of Undergraduate Programme: 2 years Senior Division of Undergraduate Programme: 2 years * The following courses have the duration of 4 years: 1) School of Medicine, Faculty of Medicine 2) Veterinary Medical Sciences, Faculty of Agriculture 3) Department of Pharmacy, Faculty of Pharmaceutical Sciences Master s Programme: 2 years Doctoral Programme: 3 years * The following courses have the duration of 4 years: 1) Graduate School of Medicine 2) Department of Veterinary Medical Sciences, Graduate School of Agriculture and Life Sciences 3) Graduate School of Pharmaceutical Sciences Research Student: 1 year * Those research students whose permitted term of residence is six months cannot extend their stay even if they extend their enrolment periods or advance to the master s or doctoral programme. 3. Unaccompanied Goods The hall 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). The University of Tokyo (including the hall office) will not be liable to any loss or damage to your unaccompanied goods. 4. 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. 5. In-house Tutors of Mitaka International Hall of Residence There are some Japanese postgraduate students who live in the hall to support international students as tutors. They will explain important matters to new international 3

4 students and also guide them around. So, if you have any questions, please feel free to ask. 6. Key You will receive a room key from the office when you move into the hall. Please be careful not to lose or damage it. In the event of loss or damage, you will be asked to bear the replacement cost. 7. Departure Please complete the form called Notification of Departure and submit it to the hall office, at least, 14 days prior to your date of departure. You are expected to fulfil the following: 1) Clean your room and let the office staff inspect your room; 2) Return your key; and, 3) Claim for a refund of the balance deposited in the automatic deposit machine. You are requested to complete the procedures for departure on weekdays from 9:30 to 15:30. (It is not accepted on Saturday, Sunday and National holiday, Summer holiday [mid-august], New Year s holiday [29 December 3 January].) Once you move into the hall, you are free to leave before your term of residence expires. However, you are not allowed to leave without prior notice or notify the office immediately before the departure. You will have to pay the monthly rent even if you leave at the beginning of a month. (Please see 14. Expenses. ) 8. Bedding Only a bed is provided for residents; you are expected to prepare your own bedding (mattress, comforter, duvet, blanket, pillow, sheets, etc.). Please refer to 23. Simplified Map around Mitaka International Hall of Residence or ask an in-house tutor to identify a shop that sells bedclothes. 9. Parking Space It is not allowed to own or park an automobile or motorbike inside the premises of Mitaka International Hall of Residence. Bicycles registered to the office are allowed to park in the assigned area. 10. The Internet You are expected to make a contract with a provider if you would like to use the Internet in your room. 4

5 11. Smoking There is only one smoking area which is located outside the common room entrance. With the exception of that area, smoking is strictly prohibited in Mitaka International Hall of Residence, 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. Mail is delivered to the mailbox on each building s first floor. The office keeps registered mail and/or parcels that are delivered during your absence, putting a delivery notice in your mailbox, so that you can receive your mail from the office in exchange for the notice with your signature. 13. Prohibited Actions Please refrain from the following prohibited actions: 1) Keeping pets or give food to animals inside the hall premises; 2) Wearing shoes in a room; 3) Making holes in walls and furniture and affixing adhesive materials (e.g. nails, hooks and stickers); 4) Moving the hall s fixture and fittings without permission or changing the initial state of your room; 5) Leaving personal belongings in public spaces; 6) Renting your room to a non-resident or letting a non-resident stay in your room; and, 7) Using non-electrical appliances that use gas, heating oil or any other material than electric power instead. (Please always use electrical appliances.) Eviction from the Hall: You will have to leave the hall without delay if any of the conditions stipulated in Article 16 of the Rules and Regulations of the University of Tokyo Mitaka International Hall of Residence is applicable to your status, action or situation. 14. Expenses The table below shows the list of expense items that every resident has to pay monthly. In principle, it is the first day of every month when the amount is deducted automatically from the automatic deposit machine. So, please deposit enough amount of money (approx. 15,000 yen) by the end of every month. 5

6 Expense Item 1. Rent 2. Utilities (Basic Rate) 3. Common Service Fee 4. Monthly Reserve* 5. Repair Fee 6. MSC membership fee Total 4,700 yen Monthly Amount & Necessary Information You need to pay the above monthly amount for both move-in and move-out months regardless of the actual number of days of stay. 2,550 yen In addition to this basic rate, you need to pay the amount charged for your actual consumption. 500 yen The fee is allotted for those expenses generated inevitably from residents daily life, including separation and disposal of waste. 2,500 yen Every resident is required to spend the fixed amount of 60,000 yen to restore his/her room to original state at the time of departure regardless of the actual number of months of stay. (The amount covers painting, repairing and/or cleaning expenses.) Because it is comparatively large, the payment is made in 24 monthly instalments. (Please see below.) 1,000 yen The fee is used for maintenance and repair of the hall s facilities so that every resident can enjoy his/her stay. 250 yen Every resident has to join the Mitaka International Students Council and pay for its monthly membership fee. (At least) 11,500 yen per month * If your term of residence is shorter than two years, you will have to pay, in a lump sum, the balance which is obtained by subtracting the sum of monthly reserves that you are expected to pay during your stay from the total amount of 60,000 yen. 1) If you know that your term of residence is shorter than two years in advance, then you will have to pay this amount when you move in. 2) If you realise that your term of residence will be shorter than two years during your stay, you will have to pay this amount when you leave. Example 1 - If the term of residence is one year: 2,500 yen x 12 months = 30,000 yen You have to pay 30,000 yen when you move in. 6

7 Example 2 - If you leave the hall after spending one year and five months. 2,500 yen x 7 months = 17,500 yen You have to pay 17,500 yen when you leave. 15. Cleaning and Sorting Garbage Each resident is responsible for cleaning his/her own room including the shower room. Vacuum cleaners are available free of charge from the office. Please separate combustible waste, incombustible waste, plastics, PET bottles, cans, glass bottles, recyclable used paper, used clothes and hazardous materials from each other and put them in the dedicated garbage storage area. Please follow Mitaka City s instructions to sort garbage. 16. Changing Rooms In principle, you may not change rooms. 17. Facility and Equipment Mitaka International Hall of Residence has the following equipment and facilities. < Inside the Room > Shower and Toilet Unit, Small Kitchen (with IH Cooking Heater), Desk, Chair, Closet, Bed (without a mattress and bedclothes), Air-conditioner, Roll-around Wagon, Escape Ladder (in every room on the 2nd and 3rd floors), TV antenna terminal, Internet Terminal and Socket < Common Facilities inside each Building > Lounge: Table, Sofa Other Common Facilities: Laundry Room, Mailbox * A laundry room that has coin-operated washing machines and driers is located on the 2nd and 3rd floors of each floor. < Common Facilities for All Residents > Common Hall: Desks, Chairs, Desk Lamps, TV set, Projector, Pianos, Ping-Pong Tables, Badminton Set, Storage Room Other Common Facilities: 7

8 Bicycle Parking Area, Garbage Storage Area, Tennis Court, Basketball Net < Free Rental Items > Irons (+ Ironing Boards), Vacuum Cleaners, Bicycle Pumps, Scales, Dollies, Hot Plate, Various Tools; Sets for Tennis, Badminton and Table Tennis, Basketball; * The University of Tokyo (including the hall 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 hall office. NOTES: You must follow the Rules and Regulations of the University of Tokyo Mitaka International Hall of Residence and use every facility and equipment with care. If you should destroy, damage or spoil any facility, equipment or fixtures, you will have to bear the restoration, repair or replacement cost. If you use the common hall or any other common facility to hold a meeting or event, please submit the completed application form and obtain permission, following the Rules of the Common Hall. What you organize should not bother any other resident and the facility should be restored to initial state after use. 18. Resident Card and Registration of a New Address (1) If you move into the hall 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.) 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. 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 Mitaka City Office of your new address at Mitaka International Hall of Residence. (2) If you are a resident in Japan If you are a resident in Japan and live in a city other than Mitaka City, you will have to 8

9 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 Mitaka City Office when you register your new address at Mitaka International Hall of Residence. The registration should be done within 14 days from the move. If you are a resident in Mitaka City, you can complete the two procedures at one time after your move into Mitaka International Hall of Residence. (3) Contact Information of Mitaka City Office Mitaka City Office Address: Nozaki, Mitaka-shi, Tokyo Telephone: Fax: (Switchboard) Office Hours: Monday Friday, 8:30 17:00 (Excluding national holidays and the period from 29 December 3 January.) 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 If you already live in Japan or arrive in Japan well before your move-in day, you could pre-visit the hall by arrangement with the hall office in advance. Your visit is accepted only between 10:00-16:30 of weekdays (Monday Friday excluding Saturday, Sunday, National holiday, Summer holiday [mid-august], New Year s holiday [29 December 3 January].) when the office staff are available. Please inform the hall office of the following by (Please see page 2) three days prior to your planned visit at the latest. 1) Room Number (only if you know) 2) Your Name 3) Permit Number (of Notification of Admission ) (only if you know) 4) Several Timeslots 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 hall by yourself. 9

10 21. Transport from the Narita International Airport and the Haneda Airport to Mitaka International Hall of Residence (1)Transport from the Haneda Airport and the Narita International Airport to Kichijoji Station Please refer to the following site: sai.html 1 Haneda Airport Kichijoji Station A. There is a limousine bus for Kichijoji available at Haneda Airport International Terminal. This should be the easiest way although it is comparatively less frequent and more expensive. B. At Haneda Airport International Terminal, please take the Keikyu Line bound for Shinagawa and Sengakuji, and get off at Shinagawa Station. At Shinagawa Station, please take the JR Yamanote Line bound for Shibuya and Shinjuku, and get off at Shibuya Station. At Shibuya Station, take the Inokashira Line (Express Train) for Meidaimae and Kichijoji, and get off at Kichijoji (Terminal Station). C. At Haneda Airport International Terminal, please take the Tokyo Monorail bound for Hamamatsucho, and get off at Hamamatsucho Station. At Hamamatsucho Station, please take the JR Yamanote Line bound for Shibuya and Shinjuku, and get off at Shibuya Station. At Shibuya Station, take the Inokashira Line (Express Train) for Meidaimae and Kichijoji, and get off at Kichijoji (Terminal Station). 2 Narita International Airport Kichijoji Station A. There is a limousine bus for Kichijoji Station available at Narita Airport International Terminal. This should be the easiest way although it is comparatively less frequent and more expensive. B. At Narita International Airport, please take the Keisei Skyliner and get off at Nippori Station. At Nippori Station, please take the JR Yamanote Line bound for Ikebukuro and Shinjuku and get off at Shinjuku Station. At Shinjuku Station, take the JR Chuo Line bound for Nakano and Tachikawa and get off at Kichijoji Station. C. At Narita International Airport, please take the JR Narita Express and get off at Tokyo Station (Terminal Station). At Tokyo Station, take the JR Chuo Line bound for Nakano and Tachikawa and get off at Kichijoji Station. * Special rapid trains do not stop at Kichijoji Station. 10

11 (2) Transport from Kichijoji Station to Mitaka International Hall of Residence At Kichijoji Station, please take the south exit (park exit) for the bus stops on the Inokashira-dori Street. (A large shop named Marui can be a landmark.) Please take the bus marked 吉 01 from Bus Stop 3 or the one marked 吉 06 from Bus Stop 4. They are bound for Musashisakai Minami-guchi and Chofu Eki Kitaguchi respectively. Please get off at Shinkawa-dori or Mitaka Nokyo-mae and walk to Mitaka International Hall of Residence, referring to 23. Simplified Map around Mitaka International Hall of Residence. 22. Transport from Hongo Campus and Komaba Campus to Mitaka International Hall of Residence (1) Transport from Hongo Campus to Mitaka International Hall of Residence Commuting Time: minutes 1) Please take one of the following three routes and go to Kichijoji Station. A. From Hongo-sanchome: Please take the Tokyo Metro Marunouchi Line bound for Tokyo and Shinjuku, and get off at Ochanomizu Station. Please walk to the JR Ochanomizu Station, take the JR Chuo Line bound for Shinjuku and Tachikawa, and get off at Kichijoji Station. (Special rapid trains do not stop at Kichijoji Station.) B. From Nezu and Yushima: Please take the Tokyo Metro Chiyoda Line bound for Otemachi and Yoyogi-uehara, and get off at Shin-ochanomizu. Please walk to the JR Ochanomizu Station, take the JR Chuo Line bound for Shinjuku and Tachikawa, and get off at Kichijoji Station. (Special rapid trains do not stop at Kichijoji Station.) C. From Todaimae: Please take the Tokyo Metro Namboku Line bound for Nagatacho and Shirokanetakanawa, and get off at Yotsuya Station. At Yotsuya Station, please take the JR Chuo Line bound for Shinjuku and Tachikawa, and get off at Kichijoji Station. (Special rapid trains do not stop at Kichijoji Station.) *To go from Kichijoji to Mitaka International Hall of Residence, please refer to (2) Transport from Kichijoji Station to Mitaka International Hall of Residence of 21. Transport from the Narita International Airport and the Haneda Airport to Mitaka International Hall of Residence described above. (2) Transport from Komaba Campus to Mitaka International Hall of Residence Commuting Time: minutes 1) At Komaba-todaimae Station, please take the Inokashira Line for Meidaimae and 11

12 Kichijoji, and get off at Kichijoji. 2) To go from Kichijoji to Mitaka International Hall of Residence, please refer to (2) Transport from Kichijoji Station to Mitaka International Hall of Residence of 21. Transport from the Narita International Airport and the Haneda Airport to Mitaka International Hall of Residence described above. <Information about Campuses> 1) Hongo Campus: < Nearby Train Stations > Hongo-sanchome Nezu Yushima Todaimae Marunouchi Line, Oedo Line Chiyoda Line Chiyoda Line Namboku Line 2) Komaba Campus: Komaba-todaimae Inokashira Line 12

13 23. Simplified Map around Mitaka International Hall of Residence : Bus Stop 13

14 プリペイ機入金機操作方法 Operation manual for pay machine 1 画面のどこでもよいので 軽く押してください Touch the screen. 2 ご入金ボタンを押してください Push the ご入金 key. いらっしゃいませご利用のお取引を押してください ご入金 Payments 3 入居者番号を入力後 確認ボタンを押してください Push your ID # (building and room number), push 確認 button. e.g.) A B 入居者番号を押してください 残金確認残金 Balance inquiry Clear 訂正 確認 Confirm 4 残金額が表示されたら 紙幣を挿入してください If the amount of inserted money is correctly shown on the screen, press the 確認. ご入金 必要金額を入金してください 入金額残金額 Payments Current Balance Deposit Amount Cancel 取消 0 円 0 円 5 必要な金額を入金したら確認ボタンを押してください 入金できるのは紙幣のみです 返金 釣銭は出ませんので注意してください Insert money and press the 確認. Only bills are accepted. No refund and change given. ご入金必要な金額を入金してくださいよろしければ確認をおしてください 入金額残金額 12,000 円 12,000 円 6 領収書を発行するかどうかの選択画面がでますが 支払いに関するトラブルを避けるため必ず領収書の発行を選択し 大切に保管してください 印刷中は領収書を引っ張らないでください To issue a receipt, select the はい button. Be sure to keep your receipt for reference in order to avoid troubles related to payment. Do not pull receipt in printing. 領収書を発行しますか はい Yes いいえ No Confirm 確認 お願い 基本料金等は 原則毎月 1 日に引き落とされます ( 変更する場合は事前に周知します ) 入金は前月の月末までにお願いします NOTICE The total amount of monthly expenses will be automatically deducted on the first day of every month. (Change of withdrawal day will be announced in advance.) Please do not forget to pay by the end of previous month. 事務室では両替はしていません No exchange at the office. 14

15 25. Important Matters during your Stay (1) Fire Prevention Please take extra care whenever you use fire. Fire-alarm boxes and fire extinguishers are available in the corridor on each floor and an escape ladder is available in each room on the 2nd and 3rd floors. Please become familiar with their locations and also with ways to handle them. The fireproof door near the stairs will be closed automatically in the event of fire. So, please do not put any stuff around that area. Please also note that the emergency exit at the end of the corridor cannot be opened from the outside. If you should find a fire in the hall, you will have to let other residents know that a fire has broken out by activating the nearest fire alarm, shouting or any other method including the use of a microphone (if available) to notify the entire hall. Then, please evacuate immediately, following the instructions of MSC Council s chairman, who acts as the leader of the hall s fire brigade. The person who found the fire first, the MSC Council s board member who is responsible for reporting and communication or the chairman also needs to report the fire to the fire station (119), telling the postal address, name of the building, nearby landmark and fire condition. (2) Earthquake When an earthquake occurs, it is recommended that you open the entrance door or windows in order to secure your evacuation route or extinguish a fire. It is often safer to stay inside a building, so you had better not rush out in panic. Please calm down and follow the instructions of the MSC Council s board member who is responsible for reporting and communication or its chairman. It is wise to take precautions on a daily basis, organising your room and its surrounding area to avoid injuries from tipping furniture or falling items. Another important point is that every resident should keep two to three days worth of preserved foodstuffs. The tentative evacuation spot for residents is Tokyo Metropolitan Mitaka Secondary School and the regional evacuation spot is Shinkawa Danchi. In the event of an emergency, the hall office will be your contact point. (From 17:00 to 9:00 on the following day, only a night-shift security guard is available.) (3) Illness and Injuries If you need to see a doctor due to an illness or an injury, please feel free to consult the hall office. If you should call an ambulance, please report it to the office. 15

16 (4) Travelling If you plan to stay outside the hall for some time, for example, for travelling, please report it to the hall office in advance. (5) Visitors You have to use a lounge to meet with your visitors. You must not let them stay overnight in your room. 16