Flowchart from Hiring Until Appointment of Researchers
(Accessible from outside)
The flow of procedures taken at AIMR when hiring and appointing a researcher has been organized in chronological order in the charts below:
Counting 6 months prior to the desired date of employment, (which differs depending on the application period) recruitment procedures need to be taken and since it involves multiple people to handle the matter, see to it that there is ample time to follow the procedures as seen in the flowcharts.
1. Open Call
6 months prior to appointment (Time frame may differ depending on the application period)
No. | PIC | Dealing Matters |
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1 | Host Research Laboratory (Faculty Staff) | PIC is to make employment requests to the General Affairs Section (aimr-jinji@grp.tohoku.ac.jp) by e-mail. |
2 | General Affairs Section | Recruitment Posting Application which will be on the AIMR website is sent to the host research laboratory. |
3 | Host Research Laboratory (Faculty Staff) | Preparation of Recruitment Posting Application and submission to the General Affairs Section. |
4 | General Affairs Section | Arrangements to post an ad on the AIMR website after receiving approval. |
5 | General Affairs Section | Arrangements to post an ad on the website of Tohoku University and JREC-IN. |
2. Screening
3 months prior to appointment
No. | PIC | Dealing Matters |
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1 | Host Research Laboratory (Faculty Staff) | After screening of applications, the selected candidate will be decided. |
2 | Host Research Laboratory (Faculty Staff) | Selected candidate’s CV and List of Achievements are sent to the Director of AIMR. |
3 | Host Research Laboratory (Faculty Staff) | Upon approval from the Director, the individual will be given unofficial notice of his/her employment. |
4 | Researcher himself/herself | Researcher is to notify the host research laboratory (faculty staff) of the result that the offer has been accepted. |
5 | Host Research Laboratory (Faculty Staff) | Host research laboratory is to report the results from the researcher to the Director and the General Affairs Section. |
6 | General Affairs Section | Working conditions are to be provided to the researcher. |
7 | Researcher himself/herself | Researcher is to reply to the General Affairs Section of accepting the working conditions and then the employment will be officially made. |
3. Hiring Procedures
2–3 months prior to appointment
No. | PIC | Dealing Matters | Japanese (national) researcher |
---|---|---|---|
1 | General Affairs Section | Prior to the date of appointment, the documents required are to be sent to the researcher. | |
2 | Researcher himself/herself | Submission of documents to the General Affairs Section. | |
3 | General Affairs Section | After checking the documents, the data will be registered. | |
4 | Host Research Laboratory | Host research laboratory is to submit an application form of Security Export Control to the Management Office for Safety and Health. | No action required |
5 | Host Research Laboratory (Secretary) | Host research laboratory is to provide a briefing to the researcher about the procedures to be taken until the date of his/her appointment (such as application for the visa, accommodation reservation). In correspondence to the desire of the researcher, contact will be made to IAC*1 (PIC for support of AIMR international researchers). Information to be provided to IAC
|
No action required |
6 | IAC*1 | Researcher will be given a briefing on a Certificate of Eligibility (COE). | No action required |
Briefing will be provided on the desired choice of accommodation.
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7 | Researcher himself/herself | Based on the information from IAC, Researcher will apply for COE on ISC's website system. | No action required |
Reservations will be made if the researcher desires to use the university house. | |||
8 | IAC | Contents of the application for the COE will be screened. | No action required |
- *1 IAC:AIMR International Affairs Center
- *2 ISC:Tohoku University International Support Center
1–2 months prior to appointment
No. | PIC | Dealing Matters | Japanese (national) researcher |
---|---|---|---|
1 | IAC | After the visa and housing matters are settled, a briefing on support from ISC will be provided to the host laboratory and the researcher himself/herself. | No action required |
2 | Researcher himself/herself or Host Research Laboratory (Secretary) | ISC will give assistance upon the researcher’s request.
Necessary Information*PIC of the host department is to input information from IAC
|
No action required |
3 | ISC*2 | Based on the application form, ISC will make arrangements for airline tickets, railway tickets and others including the private apartment after making adjustments with the host research laboratory (secretary) by online (ISC JIBUN Page). | No action required |
4 | Researcher himself/herself | Researcher is to receive the COE by email after the Sendai Regional Immigration Bureau issues it. | No action required |
5 | Researcher himself/herself | Researcher is to take the required documents and electronic COE to the Embassy in his/her country and apply for a visa. | No action required |
6 | General Affairs Section | Researcher is to receive by e-mail a “Notice of Employment” from the General Affairs Section. | |
7 | Researcher himself/herself | Researcher is to sign the “Notice of Employment” and file it to the General Affairs Section. | |
8 | Host Research Laboratory (Secretary) | Host research laboratory is to give a briefing about his/her assignments on the starting date of appointment. |
- *2 ISC:Tohoku University International Support Center
4. Appointment
Foreign researchers are required to arrive in Japan 1 day before the date of employment.
No. | PIC | Dealing Matters |
---|---|---|
1 | Researcher himself/herself | Inauguration ceremony |
2 | Researcher himself/herself | If individual is to perform duty in the building of AIMR, he/she must contact the Management Office for Safety and Health and take training on Safety and Health Education. |
3 | Researcher himself/herself | Provide to the Property Management Section (aimr-yodo@grp.tohoku.ac.jp) the application for the building card key together with the Safety and Health Education Record. |
5. Post Appointment Formalities
Within 1 week through 3 months
No. | PIC | Dealing Matters | Japanese (national) researcher |
---|---|---|---|
1 | General Affairs Section / Accounting Section | Required documents sent to the researcher. | |
2 | Researcher himself or Host Laboratory (Secretary) | Submission of documents to the General Affairs Section and Accounting Section. | |
3 | Researcher himself/herself | In case individual desires to commute by car, there is a need to apply for a parking permit from the Property Management Section. | |
4 | IAC/ISC | Accompanying when making contracts of usage of a mobile phone, Internet, and various formalities (PIC: ISC). | No action required |
5 | Researcher himself/herself | Finalizing the address of the residence and move-in (Travel expenses will be provided for only 2 days before the date of appointment). | |
6 | Researcher himself/herself | Applying to the General Affairs Section for usage of the e-Rad system to obtain external funds and to receive training by online. | |
7 | Researcher himself/herself | Following the guidelines from the Management Office for Safety and Health, he/she will need to get a medical checkup withing 3 months (only those who pertain). |
Contact
Inquiries related to personnel matters
General Affairs Section
E-mail: | aimr-jinji@grp.tohoku.ac.jp |
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Supportive activities for foreign researchers
International Affairs Center (IAC)
E-mail: | iac@grp.tohoku.ac.jp |
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Tel: | +81-22-217-5971 |