What This Does
Operate international joint research, invitations of overseas researchers, MOU/MOA, signing ceremonies, international workshops, liaison with overseas institutions, meetings across time zones, English emails, and travel expenses, visas, and safety confirmation. Do not act on behalf of others for international contracts or immigration decisions; instead, prepare information and work columns for confirmation with the relevant departments.
- Target Users: URA, international collaboration staff, research support staff, PIs, departmental administrative offices
- Issues to Solve: Coordination with overseas institutions involves time differences, documents, travel expenses, contracts, visas, safety, and language, causing tasks to become scattered
- Expected Effects: Reduce missed communications, schedule confusion, and delays in contract, export control, and safety confirmation
Required Inputs
- Case Type: International joint research, invitations, MOU, signing ceremonies, workshops, visits, online meetings
- Counterpart: Institution name, country, contact person, title, time zone, contact information
- Purpose and Deliverables: What you want to agree on, meeting materials, signed documents, research plan, event
- Schedule and Location: Candidate dates, time difference, visit location, travel, online URL
- Related Confirmations: Contracts, export control, travel expenses, visas, safety, insurance, personal information
- Materials(Optional): Invitation letter, draft MOU, minutes, research plan, participant list
What It Produces
- International Collaboration ToDo List: Schedule, owner, confirmation contact, status, deadline
- English Correspondence Draft: Schedule coordination, material requests, confirmation requests, follow-up
- Meeting and Visit Agenda: Organize time differences, purpose, decisions, participants
- Specialized Department Confirmation List: Contracts, export control, travel expenses, visas, safety, public relations
- Day-of Operations Notes: Participants, contact information, materials, interpretation, emergency contacts
Procedure
1. Confirm the case type and purpose
案件:
- 種別:
- 目的:
- 決めること:
- 成果物:
- 希望時期:
If there are MOUs, contracts, overseas shipments, or technology provision, branch to the specialized department early.
2. Organize time differences and schedules
| 候補日時 | 日本時間 | 相手先時間 | 参加必須者 | 制約 | 備考 |
|----------|----------|------------|------------|------|------|
Confirm the counterpart's holidays, academic terms, daylight saving time, and travel days.
3. Create an international collaboration ToDo list
| No | ToDo | 担当 | 確認先 | 期限 | 状態 | 備考 |
|----|------|------|--------|------|------|------|
Typical ToDos:
- English schedule coordination
- Confirm participants, titles, and affiliation notation
- Confirm MOU/contract draft
- Confirm export control
- Confirm invitation letter, travel expenses, visa, accommodation
- Confirm meeting materials, minutes, and photo publication
4. Create English correspondence
Subject: Meeting coordination for {project/event}
Dear {Name},
I hope this message finds you well.
We would like to arrange a meeting to discuss {purpose}.
Proposed time slots:
- {slot 1} JST / {local time}
- {slot 2} JST / {local time}
Agenda:
- {item 1}
- {item 2}
Could you let us know your availability by {deadline}?
5. Separate specialized department confirmations
| Area | Confirmation Items | Confirmation Contact |
|---|---|---|
| Contracts | MOU, joint research, NDA, data provision | International, contracts, legal |
| Export control | Technology provision, overseas sending, foreign institutions | Export control officer |
| Travel expenses and invitations | Travel expenses, honoraria, visas, taxation | International, accounting, human resources |
| Safety | Travel safety, insurance, crisis management | International, safety management |
| Public relations | Photos, web posting, institution name notation | Public relations |
Judgment criteria
| Judgment item | Points to check | Action |
|---|---|---|
| Time difference | Whether Japan time and local time are correct | State both |
| Contract | Whether MOU/NDA/joint research is involved | Confirm with the specialized department |
| Technology provision | Whether there are meetings, material sharing, or items to send | Confirm with export control |
| Visit | Whether there are visas, travel expenses, safety, or insurance | Confirm with international/accounting |
| Evidence | Whether agreed matters remain in minutes or emails | Send follow-up |
Common mistakes and countermeasures
| Mistake | Countermeasure |
|---|---|
| Time difference notation is ambiguous | Write JST and local time together |
| Treating an MOU as a light document | Confirm with the contract/international officer |
| Overlooking technology provision in online meetings | Include shared materials and agenda in export control confirmation |
| Travel expense and visa confirmation for invitations is late | Include it in the initial ToDo |
Quality standards
- Time differences, participants, purpose, deliverables, and deadlines must be clearly stated
- The level of detail must be such that English correspondence can be sent as is
- The confirmation contacts for contracts, export control, travel expenses, visas, and safety must be separated
- Agreed matters and unresolved matters must remain after the meeting
Available Tools
- Read: Reading MOU drafts, emails, research plans, participant lists, and itineraries
- Write: Creating English emails, ToDo tables, agendas, minutes, and confirmation request documents
- WebSearch / WebFetch: Checking counterpart institutions, holidays, time zones, and public information
- Bash: Formatting schedules, participant tables, and material lists