Japan Study Tour

Date: October 15 to 18, 2023 (Reading Week)

Location: Tohoku University (Sendai), The University of Tokyo (Tokyo), Miraikan (Tokyo)

Japan Study Tour

Are you ready for an adventure that will ignite your passion for robotics and unleash your innovative spirit? We are thrilled to announce the highly-anticipated Japan Study Tour, an extraordinary opportunity for undergraduate students like you to delve into the captivating world of robotics. From October 15 to 18, 2023, get ready to embark on a four-day expedition that promises to be an exhilarating blend of immersive lab tours of prestigious universities.

Details

Date: October 15 to 18, 2023 (Reading Week)

Location: Tohoku University (Sendai), The University of Tokyo (Tokyo), Miraikan (Tokyo)

Number of participants: a maximum of 12

*When there is an oversubscription, selection will be determined by drawing lots.

Eligibility: Inno Wing Members (InnoHub, UG, TPg & RPg are all welcome)

Support to student: Innovation Academy will support each participant with a a maximum reimbursement of 70% of the following eligible items at cost:

  • round-trip airfare (including 20kg luggage)
  • hotel accommodation (3 star twin room shared with another student)
  • round-trip Shinkansen ticket from Tokyo to Sendai
  • admission fee of Miraikan

*Estimated cost of the trip: about HK$7,000

Tentative Itinerary
Date Time Activity
October 15, 2023 (Sunday)
Depart to Japan
Shinkansen to Sendai
October 16, 2023 (Monday)
9:00am - 11:00am
12:30pm - 2:30pm
Shinkansen to Tokyo
October 17, 2023 (Tuesday)
10:30am - 11:30am
1:00pm - 2:00pm
October 18, 2023 (Wednesday)
AM
PM
Back to Hong Kong

*Person-in-charge must be informed if participants cannot show up at the any of the scheduled gather time of the study tour.

*The person-in-charge reserves the right to modify the itinerary of the study tour based on the actual situation and time availability.

Application
Application requirement: [Deadline: September 17 (23:59)]
  • Complete the registration form by clicking the “Register Now” button above, or access the link: https://forms.gle/tw6HwDZhhLLSe7fr8
  • When there is an oversubscription, selection will be determined by drawing lots.
Announcement of lot drawing results:
  • Selected participants will be notified via email. Please kindly respond to the email and settle full payment on or before the before the designated deadline.
Notes to participants:
  • Participants are required to travel and stay with the team throughout the study tour, unless otherwise advised by tour leaders. No separate inbound and / or outbound travel arrangements will be entertained.
  • Participants are responsible for their own visa and travel document application or renewal, as well as any personal expenses incurred during the Japan study tour.
  • Participants are responsible for verifying whether they require a visa  application for their travel and ensure a successful visa application before departure. Kindly note that the processing time for visa applications to Japan typically requires 14 working days. Innovation Academy is not accountable for any losses incurred as a result of travel document-related issues leading to the inability to travel. Participants are advised to refer to the following webpage for detailed information regarding visa requirements for Japan: https://www.mofa.go.jp/j_info/visit/visa/index.html
Pre-trip briefing

All participants are required to attend the pre-trip briefing. It covers the details of the tour; reimbursement procedures and some key reminders.

Payment Arrangement
  • Participants must settle full payments of airfare and hotel accommodation directly to the travel agency on or before the designated date. Reimbursement will be made upon full attendance of all scheduled activities and submission of quality post-trip report.
  • Please note that no refund will be provided once the payment has been made. Innovation Academy does not handle any payment transactions in this regard.
Reimbursement Procedures
Participants will be able to reimburse up to a maximum 70% of total cost of eligible items at cost.
  1. Participants submit reimbursement claim form together with all the necessary documents, including the boarding passes, to Innovation Academy.
  2. Administration staff of Innovation Academy will process the application after receiving all the documents.
  3. Finance and Enterprises Office of HKU will reimburse the eligible amount to participants according to their bank account information provided in the Student Information System (SIS) in HKU portal. The whole process may take up to two to three months.
Insurance
Travel insurance provided by HKU:
  • Participants should note that the University only provides standard travel insurance coverage for overseas trips or study abroad programmes approved/arranged by the University. Before leaving Hong Kong, students are strongly advised to arrange their own travel insurance to better suit their needs, especially if they are planning to travel beyond the official programme period for personal leisure purpose. If students require additional or special insurance coverage, they will need to make their own personal arrangements at their own expense. The travel insurance coverage arranged by the University could not be extended to cover personal needs or leisure travelling arrangements. Participants should refer to Cedars webpage  (Click to learn more) for more details.
  • Participants are advised to read through Travel Insurance Arrangement for Students (Click to learn more) and other related documents, such as 24/7 Global Travel Emergency Assistance Programme and the FAQ.
Post-trip Activities
Participants are required to fulfill the following post-trip activities:
  • Present in a sharing session, if any, for Inno Wing members and other Engineering students at HKU on October 25, 2023 (Wednesday).
  • Upon the completion of the study tour, participants are required to submit a reflection report with not less than 500 words, together with a minimum of 3 good photos by October 31, 2023.
Important Timeline
Participants are required to fulfill all the following activities for reimbursement.
  • In case of unavailability to attend any of the following activities, it is necessary to obtain prior approval from Innovation Academy. Participants are required to submit a formal application to Innovation Academy, along with a valid explanation and supporting evidence, at least 48 hours before the start of the activity.
Date Activity
September 19, 2023 (Tuesday)
Confirmation of Participation
By September 21, 2023 (Thursday)
Full Payment Settlement
September 27, 2023 (Wednesday)
Pre-trip Briefing
October 15 to 18, 2023
Study Tour (Completion of all scheduled activities)
October 25, 2023 (Wednesday)
Post-trip sharing and presentation
By October 31, 2023 (Tuesday)
Submission of Reflection Report
By October 31, 2023 (Tuesday)
Submission of Reimbursement Application