Dormitory move-in Guide for the International Residence No.3

Upon moving into the International Residence No.3, students are expected to follow the guidelines below:

1. Move-in Forms

Students are required to submit the Notice of Occupancy and Written Pledge Form ?(with a passport size your photo) to the Student Exchange Division within one week after your arrival date.

【Notice of Occupancy】

https://sanda.tufs.ac.jp/ryugakusei/applicationforir/

2. Bedding Fee

Students are required to pay for their bedding in cash within two weeks after arrival. The bedding fee is 12,100 Yen (including tax). Please bring the exact amount (no change) to the Student Exchange Division counter.

3. Dormitory Fee

Residents are required to pay the dormitory fee for each month by automatic debit on every 5th day* of the month. *: If the 5th falls on a weekend or holiday, then it would be on the next working day.

Note: Exchange students who do not receive a scholarship and whose period of stay is five months or less will be notified separately regarding payment options.

• Monthly fee for Dormitory 1: 32,000 JPY (including tax)
• Monthly fee for Dormitory 2: 31,000 JPY (including tax)

Below are the steps to start the payment:

1. Open a Japan Post Bank (Yucho Bank) account through Yucho Bank App and receive your cash card which will be sent to your mail box at a later date. For details, please be confirmed at the orientation.
2. Register your account information at the Student Exchange Division counter as soon as your cash card and PIN are ready. The deadline for registering an account is the 20th *of each month. *: If the 20th falls on a weekend or holiday, then it would be on the next working day.
3. Deposit the amount of your payment in your bank account via international money transfer or ATM. ATMs are located on campus or at convenience stores. For International money transfer, please follow the procedures at the originating bank.
4. Check your bank balance before the 5th of every month.

The first payment date after bank information registration will be the 5th of the following month. The first automatic debit will be for the unpaid amount from the month you move in to the month of settlement, so please make sure you have a balance more than the actual debit amount.

[The case you are in dormitory from April,]

If the account information registration is completed around May 20th, the first debit date will be around June 5th. In that case, the debit amount will be as follows:

• Dormitory 1: 32,000 JPY/month x 3 months (Apr/May/Jun) - Total 96,000 JPY
• Dormitory 2: 31,000 JPY/month x 3 months (Apr/May/Jun) - Total 93,000 JPY

[The case you are in dormitory from October,]

If the account information registration is completed around November 20th, the first debit date will be around December 5th. In that case, the debit amount will be as follows:

• Dormitory 1: 32,000 JPY/month x 3 months (Oct/Nov/Dec) - Total 96,000 JPY
• Dormitory 2: 31,000 JPY/month x 3 months (Oct/Nov/Dec) - Total 93,000 JPY

After the first automatic debit is completed, dormitory fee for one month will be deducted automatically from your bank account on the 5th* of each month. *: If the 5th falls on a weekend or holiday, then it would be on the next working day.

For more details about procedures for opening a bank account, it will be explained at the orientation.

Reminders:

• It will take about 3 weeks to receive your cash card (and PIN).?
• It could take 2-3 months to complete all registration procedures depending on?

the situation. Thus, the dormitory rent for the first 2-3 months will be deducted automatically in one time after all the procedures above are completed.

NOTE: Full monthly fee for the last month will be charged regardless of your move-out date.

4. Utility Fee

The following utility bills will be sent to you;

• Electricity: To be sent monthly.
• Water: To be sent every other month.

You may settle your payments at convenience stores or at the post office.

You are recommended to keep all the receipts until you move out of the dormitory just in case you may need them as proof of payment.

5. Dormitory Rules

• Students are advised to refrain from making unnecessary and excessive noises after 10 p.m. Please be considerate of your neighbors.
• Non-residents are PROHIBITED to stay in the dormitory.
• The Community Hall (1st floor in Dormitory 2) and the Lounge (1st floor in Dormitory 1) are available for meeting visitors. Please be reminded that hosting an overnight guest/s and subletting one’s room constitute a breach of the lease agreements and may result in eviction.
• Fuchu City requires citizens and institutions to dispose garbage in accordance to the city rules. Residents are required to segregate waste materials according to the types of products before disposal. Please make sure to put burnable waste in a plastic bag and be closed tightly. (No need to purchase the Fuchu City designated plastic bags.) There are garbage collection points on each floor of the dormitory. Please refer to the enclosed “How to dispose of garbage/ recycle resources” for further details.
• You are responsible for keeping your room clean and tidy. Please remove your shoes before entering the room.
• Please ventilate your room regularly to prevent mold and condensation due to humidity.
• When using the Induction Heating device in your room, please do not leave it unattended.
• Smoking is STRICTLY PROHIBITED in ANY AREAS of the dormitory including rooms and balconies. Please smoke in the designated area that is in front of Dormitory 2.
• Drinking alcoholic beverages is also PROHIBITED outside the rooms.

Note: Smoking and drinking alcoholic beverages are not allowed for people under 20 years old in Japan.

6. Tutors

We have resident tutors in each dormitory. One of them is on duty every day from 8 p.m. to 8:30 a.m. (11:30a.m. on weekends/ holidays) of the next day. You may contact the tutor of the day, when you have questions or concerns. Please refer to the schedule sheet and the self-introduction poster that were posted on the bulletin board at the entrance area of the dormitory.

Note: Both Japanese and English-speaking tutors are available.

7. Dormitory Manager

The dormitory manager is available from 11:30 a.m. to 8 p.m. daily. The management office for Dormitory 1 & 2 is located at the first floor of Dormitory 1. Management office is not available during lunch break – from 2 p.m. to 3 p.m. and short break – from 5:30 p.m. to 6 p.m.

8. Receiving packages

Receiving your packages by the dormitory manager is from 11:30 a.m. to 8 p.m. daily at the Dormitory management office.

A note will be posted to your mail box in case you have a package to receive.

Claiming of your package is from 11:30 a.m. to 8 p.m. at the dormitory management office located on the first floor of Dormitory 1.

Reminder: Cash on delivery and frozen/ refrigerated items are PROHIBITED.

Please specify your residence and room numbers. You may use this address for your reference

Address:

Tokyo University of Foreign Studies
International Residence No.〇 - Room 〇〇〇
3-11-2 Asahi-cho, Fuchu-shi, Tokyo JAPAN, POST CODE 183-0003

9. Gatherings / Events

The Community Hall in Dormitory 2 is available for gatherings and events. Please fill out the application form at the Student Exchange Division at least one (1) week before the gathering / event.

10．Facilities and Equipment

The facilities and equipment in Dormitory 1 and 2 are shared.

• Community Hall (Dormitory 2)
  Available for parties and gatherings. Fill out a request form at the Student Exchange Division counter at least one week before the event or gathering. Drinking/ eating is allowed.
• Lounge (Dormitory 1)
  Available for meeting visitors from 8 a.m. to 11 p.m. Drinking/ eating is not allowed in the Lounge
• Music Room (Dormitory 1)
  Available for playing musical instrument and there is a piano in the room. Drinking / eating is not allowed. Leave the room clean and tidy. Turn off the air conditioner unit and the lights before you leave the room.
• Japanese Culture Room (Dormitory 1)
  Available for cultural activities. Fill out a request form at the Student Exchange Division counter at least three days before the date of use. Leave the room clean and tidy.
• Kitchen (Dormitory 1)
  Available from 8 a.m. to 11 p.m. Always turn on the ventilator when using the kitchen. Make sure to close the windows and turn off all the electric devices, such as: stove, lights and air conditioner unit when you leave the room. Never leave your personal belongings or any garbage there.
• Study Room (Dormitory 1)
  Open from 8 a.m. to 11 p.m. daily, but during examination period it is open for 24 hours. Desktop computers, a printer and Wi-Fi are available for use. Turn off the lights, air conditioner unit and close the windows before you leave the room. Eating is not allowed in the Study Room.
• Flat Irons for Clothes
  Flat irons are provided in the following areas:
  -Dormitory 1: In the laundry areas on 3rd, 4th, and 5th floors.
  -Dormitory 2: In the shower rooms on every floor.
• Light Bulb
  Please ask the dormitory manager for a new light bulb, if burned out.
• Vacuum Cleaner
  Please use the vacuum cleaners which are in the entrance hall of Dormitory 1.

11．Internet

Each room has a Wi-Fi router. Please find ID and PIN indicated on the Wi-Fi router and choose “automatic connection” for all settings of your devices. Please be reminded that the LAN cables and Wi-Fi routers are university equipment.

Be reminded further, that students are PROHIBITED to send or receive large data files or to share software (including P2P) and illegally downloaded movies.

Moreover, computer virus could rapidly spread over all the computers in the dormitory via network. It is required that you install anti-virus software and keep OS and Office updated to prevent virus infections.

12. In Case of Sickness

Below are the steps to follow;

1. Take the right medication and have a good rest.
2. If you don’t get better, visit TUFS Health Care Center during daytime (from 10 a.m. to 3 p.m.) on weekdays. For emergencies or weekends, contact the dormitory manager (from 11:30 a.m. to 8 p.m.) or tutors on duty (8 p.m. to 11 a.m. the next day). Find the tutor work shift table on the bulletin board at the entrance hall.

Below are the contact information:?

• Dormitory Manager: 042-330-5800

3. If you are in a serious medical condition, dial 119 for an ambulance. If you can manage to call a taxi, you may call: (Juzen Taxi) 0423-62-6521 / (Keio Taxi) 042-382-9966.
4. The dormitory manager or the tutor on duty will find a hospital and make a reservation for you. They will also walk you to a taxi or an ambulance. We recommend you to ask one of your Japanese speaking friends to accompany you to the hospital.

Reminder: Make sure to bring the following;

• Health Insurance Card
• Residence Card
• Cash/ Credit car

NOTE: If you have signed up for the National Health Insurance, you will be charged 30% of the total amount to be paid in your medical fee, including medical examination, treatment, and prescription. Please make sure to bring your Health Insurance Card with you when seeing a doctor.

13. Off - campus Accidents or Incidents

Please call the Student Exchange Division immediately. During weekends, holidays, and weekdays after 8 p.m. to 11 a.m. the next morning, contact a tutor on duty and follow his/her instructions. Be informed that you are expected to report to the Student Exchange Division at your earliest convenience time once settled. Please refer to the contact details below:

• Student Exchange Division: 042-330-5185
• Dormitory Manager: 042-330-5800

14. Lost and Found

Please deliver lost and found items to the dormitory management office.? Unclaimed lost and found items after one year will be discarded.

15. Move-out

If you plan to (or if you are expected to) vacate the dormitory, please notify the Student Exchange Division by submitting the “Notice of Withdrawal” form at least one (1) month before your move-out date. Please read carefully the Notice of Withdrawal form with Move-out Guide, Checklist, and Oversized Garbage Disposal Guide. Moreover, be reminded that you will be charged the following month’s full-month fee, if you fail to inform us one month prior to your move-out date.

• NOTICE OF WITHDRAWAL

Contact us

Thank you for your understanding and cooperation.

Should you have any questions or concerns, please contact the Student Exchange Division.

• Student Exchange Division: 042-330-5185