FAQ for 2027 Research Student

Eligibility　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　

Q: Am I eligible to apply? 

A: The qualifications are as follows:
 1. You must be a Dutch national.
 2. You must be born on or after April 2, 1992.
 3. Please refer to the pages 1-3 of the application guidelines for more details about the   necessary qualifications. 

Q: Are there any restrictions on the fields of study eligible for the scholarship? 

A: Applicants should apply for the field of study they majored in at university or its related field(s). Moreover, the fields of study must be subjects which applicants will be able to study and research in graduate courses at Japanese universities. Please refer to the page 1 of the application guidelines for more details.

 

 Application　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　

Q: Where and when do I apply? 

A: Submit your complete application to the Embassy of Japan in the Netherlands by the designated deadline on our webpage ( https://www.nl.emb-japan.go.jp/itpr_en/c_mextrs.html).

Q: Can I send the application documents by email? 

A:  No. Applicants must submit all documents to the embassy of Japan in the Netherlands by post by the designated deadline. Applicants may choose to personally deliver their application to the embassy. The submitted documents will not be returned. 

 

Required Documents　　　　　　　　　　　　　　　　　　　　　　　　 

Application Form (FY2027)
Q: Where do I get the Application Form? 

A: Download the official FY2027 Application Form from the Study in Japan webpage: https://www.studyinjapan.go.jp/en/smap_stopj-applications_research.html . Make sure you use the correct year's form.

Q: What photo should I attach? 

A: Attach a recent color photograph:
 • Size: 4.5 cm x 3.5 cm
 • Taken within the last 6 months
 • Upper body, full face, no hat
 • Clear quality, printed on photo paper
 • Write your name and nationality on the back
You can also paste photo data digitally and print it out.

Q: Can I fill out the form by hand? 

A: The guidelines don't specify, but it's recommended to type the information for clarity. 

Placement Preference Application Form (FY2027)
Q: Will I definitely get my first choice? 

A: No. The Ministry of Education, Culture, Sports, Science and Technology (MEXT) will consider applicants’ preference, but it may not be met because of budgetary reasons.

Certified Academic Transcript
Q: How do I get a certified transcript? 

A: Request it from your university's administration office:
 • Specify that you need a "certified copy" or "gewaarmerkt afschrift".
 • Explain that it is for an international scholarship application.

Q: Can I just print my transcript by myself?

A: No. A transcript printed by yourself, or an unofficial copy is not acceptable. It must be officially certified by your university.

Q: What if my transcript is in Dutch? 

A: You must attach a translation in Japanese or English. 

Certificate of Graduation
Q: What is required for the Certificate of Graduation or degree certificate of the university attended? 

A: Submit Certificate of Graduation (graduated) or Certificate of Prospective Graduation (still studying). Attested copies acceptable. 

Q: What documents are required for Certificate of Graduation based on my academic background?

A:
(a) Already graduated from undergraduate: undergraduate graduation certificate
(b) Completed graduate degree: both undergraduate and graduate graduation certificates
(c) Pursuing undergraduate: prospective undergraduate graduation certificate
(d) Pursuing graduate degree: undergraduate graduation certificate & graduate prospective graduation certificate

Recommendation Letter
Q: Who should write this letter? 

A: The recommendation letter should be written by the president/dean or the academic advisor (such as your thesis supervisor or program coordinator) at your current or last university attended. If you are currently employed, you must also submit an additional recommendation letter from your present employer.

Q: Is there a required format? 

A: A sample format is available from the Study in Japan webpage: https://www.studyinjapan.go.jp/en/smap-stopj-applications-japanese.html, but the letter can be in free format. It should be on official university letterhead.

Medical Certificate
Q: What form should I use? 

A: Use the official FY2027 medical certificate form. Do not use a general medical certificate or a form from another year. Please download the form from the Study in Japan webpage: https://www.studyinjapan.go.jp/en/smap-stopj-applications-japanese.html 

Q: Who should complete it? 

A: A licensed physician (such as your GP) must examine you and sign the certificate.

Q: What if I can’t submit a complete medical certificate at the time of application? 

A: If you can’t submit a complete medical certificate, or if specific tests (such as chest X-ray) can’t be completed by the application deadline:
 • Submit an explanation letter along with your incomplete medical certificate. 
 • However, if you pass the Preliminary Screening, you must complete all the tests and submit the full medical certificate by the first screening. 

Important Notes About All Documents　　　　　　　　　　　　　　　　　　　　　　　
Q: Will my documents be returned? 

A: No. All submitted documents will not be returned, so keep copies for yourself.

Q: How should I organize my documents for submission? 

A: Please follow these instructions carefully:
1. Arrange documents in order from （1） to （11） (submit （8）~（11） only if applicable):
（1） Application Form
（2） Placement Preference Application Form
（3） Field of Study and Research Plan
（4） Academic transcript for all academic years of university attended
（5） Certification of graduation or degree certificate of the university attended
（6） Recommendation letter from the president/dean or the academic advisor at the
current or last university attended
（7） Medical Certificate
（8） Abstracts of theses
（9） Certificate of language proficiency
（10）Recommendation letter from the present employer
（11）Photograph(s) showing applicant's own works of art or a digitally recorded media of
musical performance
2. Write the document number (（1）, （2）, （3）, etc.) in the upper right-hand corner of the first page of each document.
 3. DO NOT USE A STAPLER - Do not staple or bind your documents together with staples.

 

Selection Process　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　

Q: How does the selection process work? 

A: There are three stages:
　1. Preliminary screening (by the Embassy of Japan in the Netherlands):
　　• Examination of submitted documents
　2. First screening (by the Embassy of Japan in the Netherlands):
　　• Examination of submitted documents
　　• Written examination (Both English and Japanese languages)
　　• Personal interview
　3. Final screening (by MEXT in Japan):
　　• Review of applicants recommended by the Embassy
　　• Final selection and university placement decision

Q: Where can I find sample questions for the written test?

A: They are available on the Study in Japan website: https://www.studyinjapan.go.jp/en/planning/scholarships/mext-scholarships/examination.html

Q: What if I am on a holiday, or otherwise cannot be present during the first screening period?

A: It is required to be physically present at the embassy during the first selection, and no online interviews will be conducted. We kindly ask candidates to take this into account when applying for this scholarship.

Q: When will I know the results? 

A: The schedule for notification is as follows:
At the beginning of July 2026: Results of the preliminary screening
Late July 2026: Results of the first screening
From January 2027: Results of the final screening

Q: What is required after passing the first screening?

A: Applicants who pass the first screening must contact Japanese universities directly to request letters of provisional acceptance and submit a Placement Preference Application Form to the Embassy of Japan in the Netherlands by the specified deadline.

Q: How many universities can I contact?

A: Three universities may be listed up on the form, but you may obtain a max of two letters of provisional acceptance and should contact no more than two universities at the same time.

Q: Can I contact universities after the deadline?

A: No. Contacting universities to request provisional acceptance on and after September 2, 2026 is not permitted.

Program　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　
Q: Through this program, can I obtain an academic degree from a Japanese university?

A: Yes, if you proceed to and complete a regular degree course at a Japanese graduate school. As a research student, you normally study as a non-degree student, but you may later advance to a degree program. 

Q: If I am selected, when will I begin to study in Japan? 

A:  Successful applicants will start their studies in April, September or October in 2027 and will arrive in Japan shortly before the start of the semester.