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International Exchange

JAIST International Seminar House Q&A

  1. Can I receive goods and services same as a hotel?
  2. How to reserve a room?
  3. I would like to make a reservation early because I’m in trouble if I run out of rooms.
  4. I tried to apply online for a room for short-term use but it did not show any vacancy.
  5. I successfully completed a booking application for short-term use but received a reject email. Why?
  6. When I apply for short-term use, can I do for multiple rooms at once?
  7. What is the difference between the segment for short-term use and medium-term use?
  8. Can I ask the staff of the Seminar House to handle complaints or problems related to my guest?
  9. When is the deadline of a booking application or booking change including cancellation?
  10. How much does it cost to use the Seminar House?
  11. Can anyone stay in the Seminar House?
  12. I wonder if a student of Tokyo Satellite campus are able to use the Seminar House.
  13. How about those who are employed as a Researcher, Postdoctoral fellow, or Research fellow? Can they stay in the Seminar House?
  14. Can students and their parents stay to take entrance exams of JAIST?
  15. Is it possible to check in after/before the check-in hour?
  16. What time is the entrance close?
  17. Should a user has to leave a room key to the Front Desk or the Administrative and Planning Section when he/she goes out?
  18. I have lost my room key and cannot enter the room. How should I do?
  19. What kind of amenities the Seminar House offers?
  20. Do you provide any food services? Is it fine to eat and drink alcohol in a room?
  21. Is smoking allowed in a room?
  22. Can I use a laundry?
  23. Can I expect English interpretation in the Seminar House?
  24. Can I ask the staff for room cleaning and linen exchange during the stay?
  25. I would like to know about services the staff of the Seminar House provides.
  26. Should I lock the door when I go out?

1. Can I receive goods and services same as a hotel?

JAIST International Seminar House (hereafter “Seminar House”) is not a hotel so that we hardly offer goods or services that are provided in a hotel. The Seminar House is a self-service type accommodation. Please understand that staff are not able to assist with room cleaning or linen exchange during a stay. We request users to clean up the room and throw away trash before checking out.

2. How to reserve a room?

The Seminar House is divided into two segments. Booking application for the segment of short-term use is available online while it for the segment of medium-term use should be done by email attached with an application form that is available to download from JAIST Intranet. Only JAIST faculty and administrative staffs are qualified as applicants. Any application from a User (Guest) or JAIST students are not acceptable.

3. I would like to make a reservation early because I'm in trouble if I run out of rooms.

To preserve the impartiality of booking opportunities, we will receive every booking application only from 3 months prior to a checking-in date. Application in the date earlier than 3 months will be rejected for both segments of short-term use or medium-term use.

4. I trided to apply online for a room for short-term use but it did not show any vacancy.

  • In case of fully booked or occupied, no room will be shown.
  • Application in the date earlier than 3 months is not available. For example, if you would like to check in on November 1, you can not apply on or before July 31, but can do from August 1.
  • Application will be closed 6 days before a checking-in date. Please make sure to apply until 7 days before the checking-in date.
  • You can apply for the segment of short-term use for continuous 29 nights and 30 days at the maximum, but you can choose only 6 nights and 7days online at the maximum for one application. If you would like to apply for more than 6 nights, please submit a new application in serial form. You will receive a confirmation email with a booking number every time. Please copy the booking number of the first application and past it in a remarks column of applications hereafter with a remark that a user will stay at in a row.
  • The Seminar House is close on the closure date. If you choose a closure day, no room will be shown.

5. I successfully completed a booking application for short-term use but received a reject email. Why?

  • Because of programmatic issue, you can choose weekend and holidays as a checking-in date, when you apply online. However, practically there is no staff on those days. Therefore, we do not accept to check in on weekend and holidays. Please reschedule the checking-in date for a business day.
  • We may reject the application if we judge you applied for a person who is not an eligible user.

6. When I make a reservation, can I apply for multiple rooms at once?

You can apply for only one room at once. If you need multiple rooms, please submit the application one by one. You will receive booking numbers for each application. Please share the number with your guests (users) and guide them to show the staff each number when they check in.

7. What is the difference between the segment for short-term use and medium-term use?

The segment for short-term use is an accommodation facility where users (guests) cans stay in for continuous 29 nights and 30 days at the maximum free of charge. Except for the closure date, weekend, holidays and JAIST anniversary of foundation (October 1), a staff is stationed between 9 o’clock in the morning and 6 o’clock in the evening. Bed and bath linens are available but since this facility is a self-service style accommodation, please note that the staff is not able to assist with exchanging linens. We also request all users to clean up their rooms and clear the used linens when they check out.

On the other side, the segment for medium-term use is an apartment where users can live in more than 1 month but within 4 months or less. The users need to pay the rent every months. Since we assign a part of JAIST Staff Lodgings as the Seminar House, all users are requested to observe rules of the Resident’s Association of JAIST Staff Lodgings and Nomi City and if users do not observe the rules, we may ask them to move out immediately. Inspection will be carried out when they check out to examine if they clean up the rooms and throw away trashes. Applicants (JAIST faculty and administrative staffs who applied for the rooms) are regarded as guarantors of the users so that they will be requested to guide the users if they have any difficulties in life at the Seminar House.

8. Can I ask the staff of the Seminar House to handle complaints or problems related to my guest?

The staff of the Seminar House and the Administrative and Planning Section of the Research Affairs Department are not able to be involved with it. When users need supports while staying in the Seminar House, we will contact applicants and ask them to take care of the users.

9. When is the deadline of a booking application or booking change including cancellation?

For short-term use, please make a booking application by 7 days before a checking-in date, and make a change or cancellation by the last business day before the checking-in date.

For medium-term use, please send us an application form by 2 weeks before a checking-in date. To make cancellation, please inform us by the last business day before the checking-in date. On the other hand, if you want to make a change, please inform us by five business days before the original checking-in date.

10. How much does it cost to use the Seminar House?

The segment for short-term use is free of charge.

The segment for medium-term use is charged daily rent. We will issue a monthly invoice to a medium-term user. Please make payment by a deadline on each month. Please note that we are not able to pay back once the payment has been done.

In addition to the rent, every medium-term user will be charged the Resident’s Association Membership Fee other than the rent.

11. Can anyone stay in the Seminar House?

Target users of the Seminar House are mainly researchers who are invite by JAIST faculty to conduct collaborative research as well as external students who participate in an event such as a collaborative seminar hosted by JAIST, and their escorting faculty. Moreover, if you invite someone from outside who is necessary for the education and research of our institute, they may have an eligibility to stay. Please inquire us in case you are not sure to judge if he/she is an eligible user.

Please note that JAIST faculty and students are not subject to the Seminar House.

12. I wonder if a student of Tokyo Satellite campus are able to use the Seminar House.

Fundamentally, guests inviting from outside of our institute are subject to the Seminar House. However, when students of Tokyo Satellite participate in an event such as a collaborative seminar with outside researchers or students and if there are adequate vacancies, they are able to stay in the Seminar House.

On the other hand, if they only attend a seminar of their affiliated laboratory at Ishikawa Campus, it is not acceptable to stay in the Seminar House.

13. How about those who are employed as a Researcher, Postdoctoral fellow, or Research fellow? Can they stay in the Seminar House?

We are afraid but they are not able to stay.

The Seminar House is not designed as a long-term residence for researchers hired internally. However, if the employment period of the researcher is more than 1 month but within 4 months or less, and if no prolongation of the employment period is planned and there are adequate vacancies in the segment, they might be approved to accommodate in the segment for medium-term use. Although, guests invited from outside resources are still our top priority.

14. Can students and their parents stay to take entrance exams of JAIST?

To preserve the equitability, we do not accept any examinee. There are no adequate space for all examinees in the Seminar House. Even if JAIST faculty intend to receive an examinee to his/her laboratory, we do not give preferential treatment to an individual.

15. Is it possible to check in after/before the check-in hour?

Check-in time of the segment for short-term use is between 3:00pm and 5:30pm except for the closure dates, Saturday, Sunday, national holidays and JAIST anniversary of foundation (October 1). If a user is not able to check in during the time, an applicant should receive a room key on behalf of the user. Please inform us by a business day before the check-in date. Check-out time is between 9am and 10am. Except for this hour, the staff might be out of office for cleaning or other assignments. Please return the room key into a post in front of the Front Desk office if the staff is not in the office.

Check-in time of the segment for medium-term use is from 9am to noon and from 1pm to 3pm except for the closure dates, Saturday, Sunday, national holidays and JAIST anniversary of foundation (October 1). If a user intend to user a room, an applicant will be requested to come to the check-in counter on behalf of the user the last business day before the date of use. Please contact the Administrative and Planning Section in advance. Check-out time is same as the check-in time. If the user departs on a closure date or out of the check-out time, we will request the applicant to come to the check-out counter the next business day after the departure on behalf of the user.

16. What time is the entrance close?

The entrance gate of the segment for short-term use is closed from 8pm to 9am next morning, but users are able to unlock with their keycard given on checking-in.

There is no entrance hall or gate in the segment of medium-term use so that no curfew is settled.

17. Should a user has to leave a room key to the Front Desk or the Administrative and Planning Section when he/she goes out?

No need to do so. Please keep it by yourself until you check out

18. I have lost my room key and cannot enter the room. How should I do?

Firstly, please make sure not to lose your room key. You will receive the room key in a card case with neck strap. Please put on the strap as well as possible while you stay in JAIST.

If you cannot meet anyone of the Front Desk or the Administrative and Planning Section after 6pm, please visit the Disaster Prevention Center with your host researcher (the applicant).

In case that you could not find the room key anymore, we need to exchange the whole key system including the cylinder for safety. All expense costed will be charged to the user.

19. What kind of amenities the Seminar House offers?

Bed and bath linens are available at the segment for short-term use. There is no further amenities such as shampoo and body soup, but those goods are available to purchase in a convenience store on campus. The staff make a bed for the first night but if users want to exchange bed linens after that, the staff is not able to assist with it. New linens are located in shelves at the entrance hall and in the Front Desk office. Please help yourself.

On the other hand, there is no amenities available at the segment for medium-term

20. Do you provide any food services? Is it fine to eat and drink alcohol in a room?

We do not provide food service. Please have a meal at JAIST canteen in the Institute Hall or at a restaurant off campus. You can also buy some food such as sandwiches and lunch box at a convenience store on campus.

Eating and drinking in a room is allowed but since the Seminar House is an academic accommodation facility, please do so within the bounds of law and common sense.

21. Is smoking allowed in a room?

Smoking is prohibited in all area on campus. Since both segments for short-term and medium-term use are located on campus, all area of the Seminar House buildings are designated to the smoking prohibited area. It includes balconies of each room and external area of the building.

22. Can I use a laundry?

A laundry machine is installed in each room of quad-type room in the segment for short-term use and of family/couple room in the segment for medium-term use.

There is no laundry machine installed in a single room in the segment for short-term use but users of those room are able to use a dedicated common laundry room.

Please bring your own detergent when you use the laundry. You can also purchase it in a convenience store on campus.

23. Can I expect English interpretation in the Seminar House?

The staff is not able to assist with English translation or interpretation.

If you think a user has difficulties to communicate in Japanese, someone who can speak English and Japanese should accompany the user at any necessary occasion such as check-in.

24. Can I ask the staff for room cleaning and linen exchange during the stay?

From the perspective of precaution of COVID-19 spread, we do not clean up a room nor exchange linens while a user stays. Please feel free to use a vacuum cleaner or a bloom installed in a room to clean up the room. We also ask all users to exchange linens by themselves. However, in case that a user spill some liquid or drink on Tatami or bed, or any occasion that we immediately need to remove stains or dirt is happened, please inform the Front Desk or the Administrative and Planning Section as soon as possible.

25. I would like to know about services the staff of the Seminar House provides.

The staff will correspond to check-in/check-out reception, facility failure and building maintenance only. Room cleaning will be carried out after a user checked out. If any other assistances are needed, we will ask an applicant or a host laboratory to take care of it.

26. Should I lock the door when I go out?

For security reasons, please make sure to lock up the room when going out.

For the segment of short-term use, the entrance gate of the building is unlocked between 9am to 6pm on business day and anyone can enter the building. Moreover, room keys does not adopted auto-lock system so that we would like to ask all users to check if the door is completely locked after they swipe the room key over the card reader and turn down the door knob.

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