Complete guide to applying for exchange programs in Japan｜Tokyo University of Science and Technology case study + time to find a professor + differences in programs (ACAP/YSEP)

Highlights of this article

• Find out why professors are the key to success and why you should start now!
• ACAP vs YSEP Core differences (coursework vs research), one year vs half year trade-offs
• Letter Writing Templates and Follow-Up Rhythms: First Letter, Follow-Up, Thank You and Reply After Promise
• List of Application Documents and Timeline Reversal
• Common Mines and Pitfalls

Why do I need to start looking for a professor "right away"?

The most urgent task after getting an exchange place is to find a Japanese professor who is willing to accept you as a supervisor. Honestly, without existing connections, this step is quite challenging. Please note the following three points:

• Research Match Determines Your Acceptance Rate: Professors look at how well you match the research topic and how doable it is.
• Limited number of seats + reply may not be fast enough: Mid-semester and conference season replies will be delayed, so the earlier you start, the more flexible you can be in adjusting your aspirations.
• Informal consent is a big plus.: Although not required, having the support of a potential receiving professor makes the review more specific.

Personal Experience

At first, I sent a letter to a professor who specializes in seismic research, but I did not receive a reply for a long time. Then I decided to send a letter to a professor who used to lead the distance learning program at the University of East Science and Technology, only to find out that the professor I had contacted was retiring and was no longer accepting students.

Fortunately, the course professor understood my research interest and recommended me directly to another new associate professor, Sato, who was also focusing on vibration control and vibration isolation research. To my surprise, Mr. Sato replied quickly and warmly welcomed me to join his research lab. To this day, every time I read this encouraging letter, my heart is still filled with excitement and gratitude.

ACAP vs YSEP: What's better for you? (Take Eastern University as an example)

The two main types of exchange programs offered by EIU areResearch-based programsYSEP (Young Scientist Exchange Program)Programs with CoursesACAP (Academic Cooperation Agreement Program)The following is a comparison of the two. Here is a comparison of the two:

• YSEPThe main purpose of the exchange program is to conduct research with a supervising professor. There are no fixed course requirements, and both Japanese and English are available as languages for students who have a definite research plan, and the period of the exchange program can range from three months to one year.
• ACAPThe exchange program focuses on academic courses and requires students to participate in TUT's English-medium curriculum, which is conducted mainly in English and is suitable for students who wish to experience the environment of a Japanese university program for six months.

The actual situation is still based on the school's announcement in the current year, which is organized by public information and general experience.

Principles of Selection:

• Experience with a specific research topic, portfolio, or thesis reading → Preferred YSEP
• Want to take multiple courses, but have not yet decided on the direction of study → Priority ACAP
• YSEP and ACAP if you are not sure, double track if the timeline permits

One Year vs. Six Months: How to Choose the Right Time

• Research-based (YSEP): One year is recommended to be more stable; six months is usually only enough to complete the literature review and some of the practical work.
• Adjustment type (ACAP): Half a year is feasible, but align required and target courses; one year allows for a more complete portfolio of credits.
• Depends on your graduation schedule, thesis progress, and funding; check with the departmental office for credit and graduation thresholds if necessary.

Personal Experience

Most foreign students usually chooseACAPThe reason is that the application process is relatively simple and the exchange period is shorter. However, although I choseACAPI decided to apply for a one-year exchange program in order to gain a deeper understanding of Japan. There are several reasons behind this decision:

• in-depth studyMany of our seniors have told us that they feel that they have to go back to their home country just to get used to the environment after only half a year of exchange, which makes it impossible for them to carry out their research projects in depth. By choosing a one-year program, they have more time to devote to their research and achieve more substantial results.
• Language LearningThe one-year period gave me enough time to improve my Japanese language skills and integrate into local life, which will be very helpful for my future international career.
• Academic DepthThe one-year exchange will allow me to gain a deeper understanding and experience in my studies, laying a solid foundation for applying to graduate school or further study in the future.

Timing and Reversal (Proposed)

• at the same time as applying for the exchange at your home school:
  • Targeting research areas and keywords (e.g., seismic resistance, seismic restraint, BIM/CIM, bridge health monitoring)
  • Create a list of 3-7 professors: name, research lab, papers in the last 3 years, email, any exchange experience
  • Read 2-3 recent papers by each professor and organize 150-200 words of notes and possible entry points.
  • Prepare English/Japanese CV, Self-Introduction Presentation (within 5 pages).
• Immediately after receiving an on-campus selection:
  • Send an initial email (template below, with personal details)
  • 2 Weeks to Reply → First Courtesy Followup
  • If positive response is received → Prepare a 1-2 page research proposal (including motivation, background, methodological outline, expected contribution).
  • Adjust the planner for the intended professor according to the professor's instructions (see the professor)
  • Online briefings (10-20 minutes), as appropriate
  • If necessary, please provide a letter of confirmation that you are willing to accept the exchange student.
• After obtaining Neno:
  • Send the documents according to the process of the other school (also prepare the required information for ACAP/YSEP).

Writing a letter to find a professor template (can be translated into English template by yourself)

First contact

Subject: Prospective exchange student interested in your research on [Key Topic] - from [Your school/department]

professor [Surname] Mr./Ms. Hello:

My name is [Your name]Currently attending [Your school, department, grade]Research Interests [A/B/C]. Recently read about your relationship with the research lab at [Subject or title of paper, year] The results of the study are particularly important for the [Specific methods/results/applications] Feel inspired.

I plan on [Semester, year] Going as an exchange student [Target Schools] proceed [ACAP/YSEP]. It would be great to have your guidance in [Briefly summarize the directions you can take, 1-2 sentences]I'm sure it's available in [Time] Completion [Feasible milestones, e.g., experiments, small-scale numerical analyses, literature review + methodology reproduction]The

Attached is my CV (in Chinese/English) with a brief description of my past relevant experience below:
– [Competition/title 1, Quantitative results]
– [Course/tool 2, relevance to topic]
– [LANGUAGE CAPACITY]

If it is convenient, could you please assess the possibility of accepting me to join the Laboratory during that period? I would be happy to provide further information if required. Thank you very much for your time.

Best regards.
[Your name]
[School/Department]
[Email]

First Follow-up (Follow-up, +14 days)

Subject: Follow-up on exchange research opportunity (YSEP/ACAP) - [Your name]

professor [Surname] Hello:
Last time I sent you a letter, I wanted to ask if there was a chance to have a meeting with you at the [Semester] Join the research lab as an exchange student. To add to this, my current idea is [1-2 sentence summary]The projected output is [Stage I results]If this direction is not appropriate, would you suggest that I should make reference to the research laboratories? If this direction is not appropriate, am I advised to refer to the RLSD's [another topic]?

Thank you for your time and I look forward to hearing from you.
[Your name]

Positive Intentions Received (Reply & Thank You)

Professor [last name] Hello:
Thank you very much for your reply! I will add to your suggestions [Additional information/results needed]If you agree. If you agree, I'll contact you at [Date] I would like to ask if there are any internal procedures or documents required for you to be listed as a scheduled supervising professor. I would also like to ask if there are any internal procedures or documents required?

Thank you again.
[Your name]

List of Application Documents (research-oriented scenarios, adjusted according to the university's announcement)

After successfully obtaining a teacher's endorsement, the next step is to follow the MUST application process. Usually a contact person from the International Student Support Office will contact the candidate and ask for the following information:

• Letter of Recommendation: two letters.
• NENOSHIN: 1 letter
• Passport Copy
• Report Card
• Certificate of Award
• Other relevant papers

When preparing these documents, it is important to ensure that each of them is complete and meets the requirements to avoid delays in the application process.

Avoidance Checklist (8 most common things)

• Send only one professor, passive, etc. replies (increase diversification risk: 3-7 lists)
• Letters that are too long and not specific in terms of "what you can do".
• Letters without recent papers (at least 2-3, naming methodology or conclusions)
• No CV or link to your work
• No follow-up rhythm set (+14 days, +21 days)
• Treat ACAP/YSEP as interchangeable, document description does not match program nature
• Output commitments without timelines (professors value enforceability)
• Forgot to synchronize the preparation of the "Docket Professor and Docket Plan".

Frequently Asked Questions (FAQ)

Related Resources

• Young Science and Engineering Researchers Program (YSEP)
• Academic Course Access Program (ACAP)

Read Next

Let's go, let's read the next one!

Chapter 1.3

Scholarship Application

tjlink-global.com

Want a little refresher on the last one?

A complete guide to applying for Japanese exchange (home school process)｜Chuo University case study + documents, recommendation letter and timetable

Why is prioritizing your alma mater's exchange the most economical and secure? Take National Central University as an example, it provides a one-year backward schedule, online and paper document checklists, recommendation letter strategies, resume autobiography writing, and language sprinting experience.

tjlink-global.com

Or go back to the EP1 catalog for a different story?

EP1: Become an exchange student at Tokyo University of Science and Technology! (Former Tokyo Institute of Technology)

A boy who hated reading as a child, and even had his exam papers rubbed by his English teacher, was impressed by the Japanese construction technology during an intercollegiate exchange competition in Japan at his university, and made up his mind to go to Japan to study... Chapter 1: Preparation 1.1) Preparation for the Taiwan School...

tjlink-global.com