Basic Information & Office Procedures

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
• 2. Screening
• 3. Hiring Procedures
• 4. Appointment
• 5. Post Appointment Formalities

1. Open Call

6 months prior to appointment (Time frame may differ depending on the application period)

No.	PIC	Dealing Matters
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. Ref: Appointment and Renewal Ref: Recruitment Procedure
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
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. Ref: Appointment and Renewal
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. Ref: Safety and Health & Security Export Management	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 Full name of researcher Laboratory Position Planned date of hire Employment Period Preferred accommodation	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. University House Katahira or International House if he/she is eligible to use it. Private apartment If he/she prefers to rent an apartment, then ISC*2 will handle the applications.
7	Researcher himself/herself	Based on the information from IAC, Researcher will apply for COE on ISC's website system. Ref: Visa and Status of Residence (ISC website)	No action required
		Reservations will be made if the researcher desires to use the university house. Ref: Accommodation
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. Ref: Application to Receive Support (ISC website) Necessary Information *PIC of the host department is to input information from IAC 15. Name of PIC at the host department: IAC 16. E-mail address of PIC at host department:iac@grp.tohoku.ac.jp	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). Ref: Apply for Support Services (ISC website)	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

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. Ref: 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. Ref: Key Request

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). Ref: Travel Procedures
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. Ref: Applying for Research Fundings
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). Ref: Health Checkup & Disaster Prevention

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