Submissions

Procedure Flow for Tutors

  1. Hired as a tutor by new international student’s academic advisor 
    (Academic advisor 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!

All the following are to be submitted by the tutoring students themselves to the International Affairs Department. 

Deadlines

For tutors
hired in October or November: Friday, November 1, 2024 
hired in December or January: Tuesday, January 7, 2025
hired in February or March: Tuesday, March 4, 2025

Required Documents

  1. Bank account registration form 　Click here for sample
  2. Copy of bankbook (Only international students who tutor, page containing account information) 
  3. My number notification form

Please read the following notes. 

Students who need to submit the documents

Bank Account Registration Form

  • Those who are new to tutoring
  • Those who tutored before but their student ID number has changed since then -> SubmitBank account registration form for change of status
  • Those who submitted the form for employment as a TA, part-time staff, medical staff, etc. (Submission required as it is handled differently!) 
Check!

If any of the following apply to you, you are not required to submit the form, but please inform us by email to dde7046●adm.okayama-u.ac.jp (replace ● with @) that you have previously submitted one. 

Students who DO NOT need to submit the form 

  • Those who tutored before and whose student ID number or account information has not changed 
  • Those who submitted this in the past for on-campus paid work, travel to conferences, etc. and whose student ID number or account information has not changed 

My Number notification form

  • Those who have never submitted the form to Okayama University in the past. 

You need to attach one of the following to your form: 

  1. “Individual Number Card (front and back)”
    -> Called “My Number card”, a plastic card with photo that requires application to obtain.
  2. “Notification Card” + “Student ID Card” or “Driver’s License”, etc. 
    ->A paper card which was discontinued in 2022, if you came to Japan before 2022, you can use this.
  3. “Resident certificate with My Number on it” and “Student ID Card” or “Driver’s License”, etc. 
    *”Individual Number Notification (個人番号通知書)” cannot be used. 

If you do not have 1 or 2, you will need to obtain a “Resident Certificate with Individual Number” at the City Hall or Passport Citizen Service Center.
Please apply as soon as possible. 

Check!

Those who have previously submitted the form to Okayama University are not necessary to submit the form, but please inform us by email to dde7046●adm.okayama-u.ac.jp (replace ● with @) that you have previously submitted one. 

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: Office of the Institute of Plant Science and Resources 
  • Misasa Campus: Office of the Research Institute for Planetary Materials

Documents to be Submitted After Conducting Tutor Activities 

Please submit the documents strictly according to the submission deadline.
Failure to submit by the deadline may result in no payment. 
If you did not perform any tutoring activities, you do not need to submit the form, but please notify us by email. 

Deadlines

For tutors hired from October to January: Monday, February 3, 2025
For tutors hired from February to March: Wednesday, March 12, 2025
For tutors of JICA students: Monday, February 17, 2025 

Documents

Post-tutoring Report　*MUST BE PRINTED DOUBLE SIDED! 

Check!
  • A sample of the report is available in the tutor guide.
  • Print both sides to make it one sheet.
  • Fill in the form with a ball point pen with your own handwriting.
  • Tutored student and their supervisor’s signature is required. Please take enough time to ask them.　
  • If there are two or more tutors for one international student, submit the report together so that we can check the overlap of working dates and times.　

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: Office of the Institute of Plant Science and Resources 
  • Misasa Campus: Office of the Research Institute for Planetary Materials
Note

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