1. Documents to be Submitted

July 15, 20092009 Fall Student Exchange Program ParticipantsAcademic OfficeAPU Student Exchange ProgramPre-Departure Guidance1. Documents to be SubmittedMost of the documents that you must submit to the Academic Office prior to the start of your program, during yourprogram, and after your program ends, are able to be downloaded from our homepage (with some exceptions). Alldocuments must be submitted by the deadline. (※Please submit the documents via e-mail. There are somedocuments for which we require the student’s signature and seal. Documents such as these should be brought directlyto the Academic Office or sent to the Academic Office by post.)Downloadable AtAPU Home→Current StudentsAcademic Programs→Study Abroad→APU International→From APUStudent Exchange→ Documents to be SubmittedPeriod Documents to be Submitted Deadline CheckboxesExchange PeriodBefore Going on Exchange1 st Semester2 nd SemesterConsent Form (Must be signed and stampedPledge (Must be signed and stamped by both thestudent and guardian)Visa Application Report Form※Attach a copy of all the documents that yousubmitted when applying for your visaLearning Agreement→Either before or afterarriving at your host institution※Make sure that you attach the syllabi for all ofthe courses that you plan on takingTravel Itinerary Survey(Travel route from APU to your host institution)Contact Information Report Form※You must resubmit the form every time thereis a change in your contact information (address,cell phone, etc.)Learning Agreement→Either before or afterarriving at your host institution※Make sure that you attach the syllabi for all ofthe courses that you plan on takingCourse Registration Report 1 st SemesterStudent Exchange Report 1 st SemesterLearning Agreement※Attach course syllabiCourse Registration Report 2 nd SemesterWednesday, July 15 thWednesday, July 15 thWednesday, July 15 thAt least two weeks before courseregistration (in the case you mustregister for courses before yourprogram begins)Friday, August 7 thOne week after arriving※Deadline: Second Monday inSeptember (Sept. 14 th )At least two weeks before courseregistration (in the case you willregister for courses after yourprogram begins)Within one week of completingcourse registration※Deadline: Second Monday inSeptember (Sept. 14 th )Within 2 months after arriving※Deadline: Second Monday inNovember (Nov. 9 th )At least two weeks before courseregistrationWithin one week of completingcourse registration※Deadline: Second Monday inMarch (March 8 th )1

After Exchange EndsStudent Exchange Report 2 nd SemesterTravel Itinerary Survey(Travel route from host institution to APU)SurveyReturning Exchange Student InformationExchange Completion FormMust be signedand stamped by the studentCredit Transfer Request Form and transcriptsfrom the host institution※Please refer to the section on “CreditTransfer” in these guidance materialsWithin 7 months after arriving※Deadline: Second Monday inApril (April 12 th )One week prior to departing yourhost institution※Deadline:1 Sem. Exchange→1 st Monday inJanuary (Jan. 4 th )1 Year Exchange→1 st Monday inJune (June 7 th )One week after returning home※Deadline:1 Sem. Exchange→3 rd Mon. inJanuary (Jan. 18 th )1 Year Exchange→3 rd Mon. inJune (June 21 st )Within one month of returninghome※Deadline:1 Sem. Exchange→3 rd Mon. inFebruary (Feb. 15 th )1 Year Exchange→2 nd Mon. inJuly (July 12 th )※Important Note※Be sure to register with your home country’s Embassy or Consulate General (in the country of your hostinstitution) soon after arriving.2. Exchange PeriodIrrespective of the host institution’s dates, exchange periods at APU are as follows. (A student’s “status” can only bechanged on a semester basis.)Spring Semester April 1 st September 20 thFall Semester September 21 st March 31 st◇Not all of the host institutions academic calendars match the above schedule.※Spring Semester ExchangeSpring Semester1 st QuarterSpring Semester2 nd Quarter2Fall Semester1 st QuarterFall Semester2 nd QuarterStatus at APU Exchange Student Regular StudentCourse Registrationat APU― ― Not Possible PossibleHost Institution Exchange Exchange ExchangeEnds※Fall Semester ExchangeFall Semester1 st QuarterFall Semester2 nd QuarterSpring Semester1 st Semester―Spring Semester2 nd SemesterStatus at APU Exchange Student Regular StudentCourse Registration atAPU― ― Not Possible Possible

Host Institution Exchange Exchange ExchangeEnds―Students who are going on a one year exchange program and whose exchange period will end by the end of May, areable to register for 2 nd quarter classes for the 2010 Spring Semester and Summer Session courses. The courseregistration period will be the same as that for other APU students, so make sure that you check the Campus Terminal toconfirm when the course registration period is and register accordingly. We will use the information written in your“Consent Form” to confirm your exchange period. You will not be able to make any changes to this once you submitthe “Consent Form.”3. Credit Transfer1Credit Transfer Process1 Sixty credits is the maximum number of credits a student is able to transfer to APU. These 60 credits includecredits earned on student exchange, the exchange program with Ritsumeikan University, courses taken at the OpenUniversity of Japan, etc.2 Credit transfer will be evaluated based on the “Credit Transfer Request” form submitted by the student for creditsreceived at the host institution for undergraduate curricular subjects.3 It is not possible to transfer credits from subjects with absolutely no relation to those offered at APU (for examplesports or art-related subjects). During the credit transfer process, the courses that you have taken abroad at your hostinstitution will be compared to the curriculum here at APU. There are cases where courses designated as majorsubjects at the host institution will not be accredited as major subjects here at APU. If you have any questions orare uncertain about your course of study abroad, please put down any questions in writing and consult with theAcademic Office.4 Credit transfer will be calculated using UCTS (UMAP Credit Transfer Scheme) standards. Therefore, the number ofcredits received from your host institution is not necessarily equivalent to APU calculations.※ Japanese Committee http://econgeog.misc.hit-u.ac.jp/umapjp/index.html-ssi5 All transferred credits will be shown as “T” (transfer) on the student’s grade report.2. Documents to SubmitTo be submitted two weeks prior to the course registration period (the course registration period differs for eachhost institution):(1) Students should submit the 1APU Learning Agreement and 2 course syllabi to the Academic Office’s e-mailaddress (outbound@apu.ac.jp) during their host institution’s course registration period.(2) After receipt of the Learning Agreement, the Division of Academic Affairs will fill in the name of the course orgeneral subject category that it will be accredited as here at APU and return it to the student. CAP students shouldhave their CAP Advisor look at the list of courses that you would like to register for and decide whether or not theycan be transferred back to APU as CAP subjects. The Division of Academic Affairs will then make a decisionabout the courses that are not able to be accredited as CAP subjects.(3) You must submit a new “Learning Agreement” each time you want to make a change to the subjects that you want toregister.Within One Month After Returning to Japan(1) The returning student must submit the 1“Credit Transfer Request” form and a 2transcript from their hostinstitution to the Academic Office within one month after returning to Japan. (Deadlines to submit thesedocuments are listed on page 2.)(2) The Academic Office will send the student an e-mail to inform them of the credit transfer results. The AcademicOffice will give the student a “Student Grade Report” so that the student can confirm that the credits have beentransferred.3

◇ If it is determined that all necessary documents are not in order, then your request cannot be processed and creditscannot be transferred.◇ If a syllabus is not available, please submit a document that lists the following items:1) Subject Name 2) Grade (Year) Level 3) Course Content and Objectives4) TimetableDay/Period 5) Grading Method3. Subject Categories for Transferred CreditsThe subject categories that transferred credits will be counted as, differ according to the curriculum you are studyingunder. Be aware of what credits you have completed and what you need to fulfill before applying for a credit transfer.Once you have submitted your Credit Transfer Request form, it cannot be rescinded.Subject Categories (AY 2006 Curriculum Students)APUSubjectCategoryLanguage andFoundationEducationSubjectsTransfer MethodLanguagesEnglish, Japanese, AP Languages, other languages1. Credits will be transferred by category (Language Education) rather than by subject name.These will count as “Language and Foundation Education Subjects.”* If you meet the specified requirements you may apply for an exemption. (Please refer to the“Student Handbook 2009 -Undergraduate Academic Edition” pages 85-86Foundation Education Subjects1. As a rule, these will be transferred under an existing APU subject name.2. If no correlating subjects can be found in the APU curriculum the subject will be transferred a“Foundation Education Subject.”Major EducationSubjects1. As a rule, these will be transferred under an existing APU subject name.2. If no correlating subjects can be found in the APU curriculum, the subject will be transferred asa “Major Education Subject.”3. As a special measure only for exchange students, subjects that are deemed equivalent to amajor subject in the OTHER college can be counted as major subjects in your own college.◇ If you take classes held in English while on study abroad, after you have returned and applied for credit transfer,those foundation and major education subjects that you took in English will be counted as “Subjects Held in English.”Points to Remember◇ If credits you have taken have been transferred to APU as an APU subject, then you can no longer register to takethat APU subject.◇ If you have fulfilled the credit requirements for “Language Education,” “Foundation Education,” “CommonEducation Subjects” and “Major Education” fields, then subjects will be counted as General Electives.◇ You are required to figure out how many remaining credits you need to graduate by using the Campus Terminal.◇ If the number of credits transferred is an odd number, you will end up with credits you do not need to graduate (i.e.more than the required amount).4. Course Registration After You Return to APU1. Please register for courses at the beginning of the semester when you return to APU from your exchange program.Even if you are scheduled to return in the 2 nd Quarter, MAKE SURE that you register for courses at the beginning of thesemester. You can access the registration system from overseas.2. You may register for classes during the regular period. If you meet the requirements for priority registration, then youmay register early. The better of your two GPA’s (either your GPA from the semester prior to going abroad or your4

cumulative GPA) will be used to determine whether you are eligible for priority registration.3. Grade announcement dates and course registration schedules will be posted on the Academic Office homepage(www.apu.ac.jp/academic).5. Seminar Subjects Q&A※Please refer to the attached documents for detailed information.6. Taking Housou Daigaku University Subjects After Returning to APUDetails regarding credit transfer are available in materials that you can pick up from the Academic Office. Applicationperiod details and details on documents for submission will be made available on the Academic Office homepage. Pleaseconfirm the details and post your application in due time. Applications received after the deadline for whatever reason(postal delays, broken equipment etc,) will not be accepted.※You are not able to take Housou Daigaku courses during your exchange period.7. APU Tuition Payments During the Exchange ProgramTuition payment methods are different for Japanese students and international students. Both Japanese students andinternational students have been given information about tuition payments in the past guidance sessions. InternationalStudents must open a Japan Post Bank account and apply to have their tuition payments automatically withdrawn whilethey are on exchange. Tuition will be paid to APU in full during your exchange period so you must make sure that youput the entire tuition amount in your Japan Post Bank account before going on exchange. You may be expelled fromAPU for not paying your tuition during the exchange period so please make sure that you have completed the necessarypayment procedures. International students who are currently receiving APU Tuition Reduction Scholarships will havetheir scholarship reinstated once they return to APU.International students who have applied to have their tuition payments automatically withdrawn from their Japan PostBank account must remember to change the tuition invoice information before you depart on exchange. Please changethe name of the person to whom the invoice will be sent to your APU Student Exchange Coordinator and list the addressfor it to be sent to as “APU Academic Office.”8. Scholarship Payment During ExchangeProcedures vary according to the scholarship. Please refer to pages 37-39 of the “Student Handbook 2009 - Student LifeEdition” and take care of any necessary procedures at the Student Support Center. Please confirm with the StudentSupport Center or ask the institution responsible for the scholarship directly if you have any questions.9. Entering AP House after Returning to JapanInformation regarding available AP House rooms will be put on the APU website. Interested students should checkAPU’s website and carry out the necessary application procedures. It is not possible to guarantee a place in AP Houseupon your return, and priority is given to freshman/1 st year students.http://www.apu.ac.jp/studentsupport/modules/aphouse/index.php?id=24&sel_lang=englishPlease make any inquiries regarding AP House to the following address: apustu1@apu.ac.jp10. Applying for APU Documents While on ExchangeIn the case that you are unable to apply in person for a document issued by APU (APU transcripts, “Certificate ofEnrollment,”etc.), it is possible for someone to apply by proxy on your behalf. It is also possible to carry outprocedures by post. For more details please refer to pages 33-36 of the “Student Handbook 2009 – Student LifeEdition” or refer to the following website:http://www.apu.ac.jp/studentsupport/modules/office/index.php?id=32Please send any inquiries to the following address: shoumei@apu.ac.jp5

11. Overseas Travel InsurancePlease contact the Creo Human Office (1 st floor, A building) if you have any questions regarding Overseas TravelInsurance.TEL: +81-(0)977-78-1163The staff people in charge:Mr. OKADA Kidou okada@creohuman.co.jp or Ms. OKA Sumiyo oka@creohuman.co.jp12. APU Contact InformationRitsumeikan Asia Pacific UniversityAcademic Office1-1 JumonjibaruBeppu City, Oita Prefecture874-8577 JAPANTEL: 81-977-78-1101FAX: 81-977-78-1102Academic Office homepage: http://www.apu.ac.jp/apuint/Student Exchange Coordinators:Sarah Ono sarahono@apu.ac.jpYumiko Ono yoo61780@apu.ac.jpAcademic Office e-mail: outbound@apu.ac.jpWe will be contacting you via your APU e-mail account as well as by sending you “Personal Messages” on the APUCampus Terminal. Please be sure to check both regularly while you are on your exchange program.Late applications for Seminar Subjects and AP House will not be accepted. Please be sure to check the APU homepageand the Campus Terminal for information regarding Seminar Subjects and available openings in AP House.6