Submissions

Procedure Flow for Tutors 

  1. Hired as a tutor by new international student’s academic advisor 
    (Supervisor submits the Tutor Application Form) 
  2. Tutor students submit the documents (to be submitted after the tutor is assigned) to the International Affairs Department office 
  3. Conduct tutoring
  4. Tutor students submit the documents (to be submitted after conducting tutor activities) to the International Affairs Department office 
  5. Payment of rewards

Required Documents (Immediately After Being Hired)

Check!

The following documents must be submitted to the International Affairs Department by the tutor student themselves. After being hired as a tutor, please make sure to submit them by the deadline.

Deadlines

Tutors hired in April and May: May 23, 2025
Tutors hired in June and July: July 4, 2025
Tutors hired in August and September: September 5, 2025

Required Documents

  1. Bank account registration form　

    Sample form here
  2. Copy of bankbook (Only international students who tutor, page containing account information) 
  3. My number notification form

    For required documents, please refer to the “Important Notes for My Number Notification Form” below.

Important Notes

Bank Account Registration Form

Access thebank account registration status page on the Okayama University network and check your registration status.

  • Submission is unnecessary: 
    If there is valid bank account registered under the “Bank Account for Travel and Honoraria（旅費・謝金等口座情報）” section. 
  • Submission is required:
    1. If there is no valid bank account registered under the “Bank Account for Travel and Honoraria（旅費・謝金等口座情報）” section. 
    2. If a bank account is registered under the “Salary Account Information” section, but not under the “Travel Expenses and Honoraria Account Information” section.
    (How to fill out the application form: Only the personal identification number should be filled in section ⑧ of the sample form. The information below section ⑨ is not required.) 
    3. If your student ID number has changed due to advancing to a higher program.
    4. If you wish to change the currently registered bank account. 
Note

Even if you have previously submitted your information for TA or similar employment, the registrations for salary and honoraria are separate. Please check that a valid bank account is registered under the “Bank Account for Travel and Honoraria（旅費・謝金等口座情報）” section. If the application form is not submitted by the deadline, honoraria payments cannot be made.

My Number Notification Form

If you have never submitted your My Number to Okayama University, please attach one of the following documents to the My Number Notification Form and submit it.
If you do not have either document 1 or 2, you will need to obtain a “Resident certificate (with My Number)” from City Office or the passport citizen service corner.

  1. Individual Number Card(both sides) 
    Called “My Number card”, a plastic card with photo that requires application to obtain.
  2. Notification Card” and Identification 
    A paper card which was discontinued in 2022 along with an identification document (such as a student ID or driver’s license). 
    *”Individual Number Notification (個人番号通知書)” cannot be used. 
  3. “Resident certificate (with My Number) ” and Identification 

Submission Destination

Bank Account Registration Form

Please submit either at the counter or as an email attachment. 

  • Submission address: dde7046●adm.okayama-u.ac.jp (Please replace ● with @)

My Number Notification Form

Please submit at the counter. Submission by email or on-campus mail service is not accepted. 

  • Tsushima Campus: International Affairs Department office (1F, Wing C, General Education Building) 
  • Shikata Campus: International Affairs Department Shikata Office (1F, Administration Office Building)
  • Kurashiki Campus: IPSR Office 
  • Misasa Campus: IPM Office

Required Documents (After Completing Tutor Activities) 

Those who have conducted tutor activities must submit the following documents by the deadline. Please be aware that if the documents are not submitted by the deadline, the payment will not be made. 
If you did not participate in tutor activities, submission is not required. In that case, please inform the International Affairs Department via email.

Deadlines

For tutors hired from April to July: August 1, 2025
For tutors hired from August to September: September 16, 2025
For tutors of JICA students: September 16, 2025

Required Documents

Post-tutoring Report (Required for all tutors) 

Please ensure you follow the guidelines below.

Check!
  • PRINT BOTH SIDES of the paper on one sheet (single-sided printing is not acceptable).
  • Fill out the form by hand using a ballpoint pen (correction pens or pencils are not allowed).
  • Signatures are required from both the tutor and the student’s supervisor. Please prepare these in advance.
  • If there are multiple tutors for one student, please submit the form together to verify the activity dates.
  • A sample is available in the Tutor Guide. 

Submission Destination

Please submit the documents in person at the designated office, where we will check for completeness.

  • Tsushima Campus: International Affairs Department office (1F, Wing C, General Education Building) 
  • Shikata Campus: International Affairs Department Shikata Office (1F, Administration Office Building)
  • Kurashiki Campus: IPSR Office 
  • Misasa Campus: IPM Office
ご注意ください

Your payment will be made on August 25 or September 25.
If you are scheduled to graduate or complete your program in September, please make sure not to close your registered bank account.