Implementation Guideline

for JENESYS 2.0

（For the government/relevant organization of participating countries）

December, 2013

Japan International Cooperation Center

1. Project Outline (1) Overview On January 18, 2013, Prime Minister Shinzo Abe, during his visit to Indonesia, announced to undertake a new youth exchange programme between Japan and ASEAN Member States, among other countries, as “JENESYS 2.0.” It aims towards the revitalization of the Japanese economy, increasing visitors to Japan, and at the same time, promoting global understanding on Japanese values. Approximately 30,000 youths from the Asian/ Oceanian region will have an opportunity to participate in the programme. (2) Objectives To promote interest in Japan among youths in Asian and Oceanian countries,

by showing Japan’s strength and its attractions, including Cool Japan To raise awareness and understanding among youths in Asian and Oceanian

countries about Japanese sense of values and “Japan Brand” To lay a foundation for the future bond among the youths of Asian and

Oceanian countries, along with mutual understanding and friendship To strengthen the basis of diplomatic relations between Japan and respective

Asian and Oceanian countries by fostering youths of these countries to be Japanophiles

To revitalize Japanese local area by internationalization as well as nurture of youths as global human resources

(3) Implementation Structures The Government of Japan provides the funds necessary for implementation of the project for the ASEAN Secretariat(ASEC). Based on the agreement with the ASEAN Secretariat, JICE is responsible for the planning and operating invitation programme. JICE will also undertake travel arrangements in Japan. In operating the programme, JICE works in close cooperation with the Government of Japan, ASEC. (4) Necessary Procedures and responsibilities The necessary procedures and responsibilities for the programme implementation are as follows. The details of each procedure will be explained in the following items.

Responsible Organization in respective

countries

Embassy of Japan

JICE

1 Recruitment/Selection of Participants ✔ － －

2 Acquisition of Passport, Visa Application Form and Entry Form from Participants

✔ － －

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3 International Travel Arrangement (International flight, Visa application, Overseas travel insurance)

－ － ✔

4 Notification of Travel Information to Participants

－ － ✔

5 Support for departure from Participating countries

－ － ✔

6 Planning and operation of Programme in Japan

－ － ✔

7 Follow-up Matters － ✔ －

(5) Expenses Expenses borne by Participants and JICE are as follows:

Round trip international air tickets from/ to respective participating countries to/

from Tokyo by Economy Class, overseas travel insurance, accommodation in Japan, meals in Japan and transportation in Japan are arranged by JICE.

Participants are expected to cover personal expenses, such as passport fees, fees for vaccination, excess baggage charge, travel expenses between their home and departure port, fees for accommodation and meals in their countries.

＊Exception If participants need to take domestic flights to reach assembly point on the day of departure, round trip domestic air tickets from/ to nearest airport of their home to/ from capital city will be arranged by JICE. However, the maximum number of participants whose air tickets can be arranged will be less than one-quarter of all participants of each batch. (Number of people is shown in Attachment 1.)

(Domestic flights and accommodation will be arranged only for designated date by JICE. The expenses will not be reimbursed if participants arrange domestic flights or accommodation by themselves.)

Accommodation will be also arranged by JICE if participants need to arrive at capital city on one day before the departure or they need to stay at capital city on the day of returning to their countries because of the availability of domestic flights.

In case there are intended participants, the responsible organizations in respective countries are supposed to inform JICE in submitting participants’ name list.

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2. Recruitment/ Selection of Participants (1) Recruitment/ Selection of Participants The responsible organizations in respective countries are supposed to fairly recruit and select candidates in accordance with required qualifications which are shown in the Application Guidelines.

＊ See Annex 1 for the roles of supervisors. Further details of the roles of the

supervisors are explained upon the arrival in Japan by JICE staff.

(2)Acquisition of necessary documents After recruitment/selection of participants, the responsible organizations are supposed to submit the required documents to JICE.

*1 Participants’ List The responsible organizations are supposed to submit a shortlist of selected participants. It should include participants’ name, gender, date of birth, name of school and place of residence of each participant. *2 Necessary documents（Original） The responsible organizations are supposed to collect the following documents from the selected participants and submit them to the travel agency entrusted by JICE

by no later than 6 week before departure date so as not to delay the visa application procedure.

① Passport If selected participants do not have passport, or the validity of their passport does not cover the programme period,

the responsible organization are supposed to instruct them to obtain or renew it.

② Visa Application Form ････attached Form A visa is necessary to enter Japan.

Referring to the sample, each participant is requested to write their full name in BLOCK LETTERS and then sign using a ballpoint pen. Other areas on the form must be left blank. Regarding the photo, it must be 45mm X 45 mm in size. It shall not be pasted but stapled on the forms.

③ The Entry Form for JENESYS2.0････ attached Form Each participant is requested to fill in the Entry Form referring to the sample.

④ Passport-sized photo Passport-sized photo must be taken within 3 months for Entry Form and Visa Application Form. *Name and signature must be the same as those on the passport.

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3. International Travel Arrangement (1) International Flight JICE, after receiving all the necessary documents indicated in 2.(2), will arrange the round-trip international air tickets between each country and Japan for the participants. (2)Visa Application A travel agent entrusted by JICE will apply for visas on behalf of selected participants. (3)Overseas Travel Insurance Participants are provided with the overseas travel insurance throughout the programme. JICE shall undertake the purchasing procedures of the insurance for participants. (4)Notification of Travel Information and Support for Departure Before departure, Travel Agency will provide the participants ”Participants' Handbook” which contains information about assembly dates/times/points for departure, travel information and tentative programme, etc. It is important information for travelling to Japan to the participants. Participants are requested to fill out and bring “Medical Interview Sheet” that will be delivered by Travel Agent. In case that a participant has one of the following symptoms on the day of departure, supervisors will decide whether he/ she travel to Japan (in consultation with doctor if necessary).

□Feeling feverish or chill □Sore throat □Cough □Stuffy or runny nose □Headache or muscle ache

*Anyone with a body temperature over 38.0°C will not be allowed to travel to Japan. (5)Arrival in Japan The travel agent will welcome the participants at entrance of Narita/Haneda airport and take them to the hotel by bus. JICE staff will welcome the participants at the Hotel. (6)Return to Home countries JICE and a travel agent are responsible for the flight check-in at Narita/Haneda Airport in Japan. Supervisors are responsible for taking all the participants to the home country. JICE and the travel agent will provide necessary information on travel matters before the return to the home country.

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4. Programme in Japan (1) Composition In Japan, all groups have the same programme in Tokyo. After the programme in Tokyo, participants are divided into several groups for the programme in provincial area in Japan. (2) Programme and activity in Japan - Visits to Japanese corporations and experiencing cutting edge high technologies and products “made in Japan”. - Visits to provincial areas of Japan to enhance understanding of Japan’s strengths, local cultures, attractions, and values. - Engagement in first hand experiences on “Japan Brand” by visiting historical architectures, World Heritage sites, exhibitions promoting high-tech products in Japan. (3) Standard schedule of the Programme in Japan

Day Time Activity Day 1; All Day Assembly and departure to Japan Day 2; AM Arrival in Japan

PM • Briefing for supervisors • Arrival orientation

Day 3; AM Visit to a company/ facility PM Move to local area

Day 4; AM • Courtesy call on local government • Lecture on policy of local government

PM Observation on famous tourist spots/ historical constructions/ World Heritages/ local industries

Day 5; AM School exchange PM Meeting with host family

Day 6; All Day Home-stay Day 7; AM Farewell party

PM Workshop Day 8; AM Move to Tokyo

PM Reporting session Day 9; All Day Departure ＊There may be requests from host schools for youths to give a cultural performance or presentation at the school exchange and etc. (4)Coordinators

JICE shall arrange its own unique expert staffs called as “the coordinators” throughout the programme in Japan, from participants’ arrival to departure. These coordinators shall carry out a wide range of tasks and duties including supervision, interpretation. They accompany to all the sites where the programme is actually implemented and support for the youths in terms of their living and health.

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(5) Condition in Japan ・The programme schedule is set: and participants will not have time to meet someone (your relatives and friends in Japan) during the programme. ・Participants will stay at twin or triple rooms at accommodation. ・JICE will try to prepare the followings when necessary for religious reasons, however, they may not be always provided depending on situations.

＊time and place for prayers ＊meals suitable for food restriction for religious reasons

5. Follow-up Matters

The embassy of Japan will follow-up the participants’ activities (duties) to disseminate their experience on the visit to Japan with school, friends, people in local community, etc. Each participant is required to submit questionnaires on his/ her experience/ impression on the visit to Japan several times after returning to their countries. (2 months later, 1 year later etc.) 6. Japan International Cooperation Center (JICE)

Japan International Cooperation Center (JICE) has been involved in various international cooperation activities mainly for developing countries since its establishment in 1977. JICE contributes to the development of not only developing countries but international community through the implementation of the activities for strengthening mutually beneficial partnership between foreign countries and Japan.

Our main activities are the management of international training courses entrusted by ministries and agencies including Ministry of Foreign Affairs, Japan International Cooperation Agency (JICA), universities, local governments, public and private organizations, international organizations and foreign governments; youth exchange programmes; assistance for students from overseas; dispatching interpreters; Japanese language lessons; supporting conventions, seminars and projects, operation of supporting development education.

Besides the staff of 194, JICE has 1080 specialists who are specialized in 31 languages and engage in formulation, investigation, research, implementation and evaluation of projects by using their accumulated experiences and knowledge.

JICE, with our motto “Share knowledge and experience. For our world. For the future”, links “Japan’s technology, knowledge and experience” to the world and works on developing future leaders of each country through deepening mutual understanding and learning together with people in the world.

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＊Privacy Policy of JICE Personal information collected under the JENESYS 2.0 shall be treated in

compliance with Personal Information Protection Law. JICE ensures the appropriate handling of personal information.

JICE may provide personal information to travel agencies, publishers, cooperation organization, schools, host families, and etc. in order to operate and report the programme by means of Postage, fax or E-mail, and to send new information of JICE project. Personal information will not be used for any other purposes than operating and reporting the programme, and sending new information of JICE project.

The disclosure of personal information to JICE is at the sole discretion of the participants. If they don’t agree this, it might cause some difficulties in the operation of the programme and they are requested to understand and give the consent to the provision of personal information.

Attachment 1- List of JENESYS2.0 Invitation Programme 2- Entry Form 3- Visa application form 4- Visa application form（Sample） 5- Travel Agent contact information

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Annex 1

1. Supervision during the visitation to Japan and the return from Japan

④Assist with immigration procedures of applicable country

⑤See off the participants

(2) The day of departure fromJapan

*Any participant with health hindering aspects such as pregnancy, pre-existing medical conditions (including chronic diseases), temperature over 38.0C, or any otherhealth conditions is not allowed to travel.If you are unable to make the decision, or more than 10% of the group is deemed unfit for the travel, contact JICE through the travel agency.

⑤Assist with transit procedures at transit site, confirm the boarding gate

⑥Assist with Japan immigration procedures

(1) The day of arrival in Japan

②Assist with embarkation procedure, confirm the boarding gate

③Assist with transit procedures at transit site, confirm the boarding gate

③Have a pre-travel health check of participants

　・Make participants fill in the medical sheet and check what they have written. (Give the medical sheets to JICE staff upon arrival in Japan.)　・Check participants' body temperatures. ⇒If anyone has a health problem, make decision as to whether he/she can travel to Japan.*

④Help participants with their departure formalities, find the boarding gate, and confirm the number of participants.

①Check the return route of each participant.

The Roles of the Supervisors for Jenesys 2.0

In accordance with participation in Jenesys 2.0, close cooperation among supervisors and JICE staff is expected and highly appreciated for smooth and safe operation ofthe programme, in order to promote mutual understanding and exchange between participants and the youth of both Japan and other countries.

Supervisors shall responsively lead the participants to travel to, throughout, and from Japan. (Neither JICE staff or a travel agent will accompany the travel.) Check thehealth condition of participants, especially before travelling to Japan. If anyone has a fever or feels sick, the supervisor is responsible for the decision as to whether he/shecan travel to Japan. If any trouble occurs, handle it in an appropriate manner.

①Gather all of the participants and rollcall

②Distribute the passport, tickets, embarkation/disembarkation cards, etc. to the participants.

・The supervisor must be a teacher/professor of the high school/college the participating students are attending, and is responsible to protect and guide the students, and must accompany and be accountable in any situation where students get sick, injured, or any other instance where assistance is necessary. ・The supervisor must accompany the students throughout the whole duration of the programme. (This programme does not include any free time). ・Cash will not be provided; same meals, transportation, and hotels as the students will be provided. ・Twin rooms will be arranged for supervisor in general. (Room will be shared if the supervisors are of the same sex.) ・If homestay is part of the programme, supervisors will homestay as well. However, if any trouble occurs with the students during the homestay, the supervisor must put a halt onto his/her own homestay and tend to the matter.

*A cellphone will be lended to one supervisor during the stay.

★Terms and condition for the supervisors *1~2 supervisors per group consisting of 25~30 students

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Supervisors JICE Programme Coordinators JICE Staff

(1) Orientation

①Oversight of the schedule ①Programme planning

②Explanation of the visitation, observationsummary, and the aim of the programme

②Arrangement between the visitation andobservation sites

②Check for items left behind ③Guidance③Communication between the travel agencyand the coordinator

③Make sure everybody is aware of themeeting time ④Translation

④Reminder of the rules and bans⑤Addition of extra information pertaining tothe subject at that time

⑤Arrangement of speech by grouprepresentative for visitation/observation.

⑥Aid in encouragement of participant'sfurther awareness

⑥Supervise participant's health⑦Provide advise for living in Japan during thestay.

⑦Aid participants with questions aboutreligion and cultural habits. ⑧Checkup call during the homestay (*3)

⑧Assist during coverage by the media ⑨Checkup visit during the homestay

②Check and record participant's bodytemperature every morning ②Explanation of rules during the hotel stay

③Relay the rules of going out; givepermission

③Reminder of the meeting time and theschedule

④Make sure that the participant that went outis back

(*4) Check where they are going and make sure they know that they must return by 10:00PM. The participant must be together with one or more people.

If a participant becomes ill, one supervisor must accompany the sick participant with the coordinator to the hospital.

(3) Hotel

①Prelimiary check of the emergency routes of hotels and the venues

(*3) A cell phone will be provided by JICE during the homestay (one cellphone per family)

In case of an emergency, supervisors and JICE coordinators make an initial response by closely communicate with each other, and consult with the JICE headquarters.

JICE staff will follow with more details after arrival to Japan.

2. Emergency Protocol

(*1) Safety management lecture given at the orientation ・Regarding prevention of transimitting sickness (taking the body temperature in the morning, washing hands and throat, usage of masks and hand sanitizers, not sharing food and drinks.) ・Procedures for going to the hospital ・Constant reminders regarding situations such as robbery, lost items, incidents and accidents ・Procedures if a natural disaster (especially an earthquake) occur ・Check for allergies, the cause of allergic reactions, necessary procedures to take if the student gets sick, and the name of the medication the participant takes reguralry.

(*2) Includes the coordinator's emergency phone number

①Rollcall before leaving all sites

During the stay, separate the duties with JICE staff including the coordinator as shown below and cooperate together in order to manage the duties smoothly. Mainly thesupervisor must check the general status of the participant and report/discuss with status with the JICE coordinator.

①Give explanations on safety management to the participants (*1)②Distribute SOS(*2) card

2. During the stay in Japan

(2) During the programme