Policies and Procedures
Check this page regularly! Information will be updated throughout the semester.
To stay on track, use the self-check at the end of each phase.
Access important Keio links and resources and get to know the place you’ll be calling home for the next semester in the Tokyo Resources section.
———– START PHASE ONE ———–
Confirm Your Participation: Due Within 2 Weeks of Admission
- Log in to your online application and confirm your participation in the program. Then complete the checklist of items on the “Pre-Departure Documents” tab.
- Once you complete the pre-departure process, and when registration opens, our office will register you for this program with a placeholder block of credits.
Please take the time now to review our website for details about the cost of your program. You may find our budgeting worksheet to be an important planning tool. We also encourage you to consider applying for study abroad scholarships as early as possible.
Submit Keio Online Exchange Application: Due October 5
Keio University Exchange Application
All students must submit the Keio University Exchange application online by October 5. Instructions for the application can be found on the Keio Incoming Exchange website.
Complete the online application and upload the following supporting documents:
- Study proposal
- One recommendation letter (Students can submit a recommendation from the same person as was used for the BU Study Abroad application, however, it must be in letter format.)
- Official academic transcript (must be an official BU transcript requested from the University Registrar, more information available here.)
- Certificate of health (You should schedule an appointment with Student Health Services to complete this form with a doctor as soon as possible. Please make every effort to get an appointment before October 5, if you are unable to do so, email your Program Manager to let her know. Keio is usually understanding if this requirement needs to be submitted later.)
- Passport copy
- Photo (passport sized photo can be taken at CVS)
- Certificate of financial support (detailed information on what is accepted for proof of financial support are explained on the Keio website.
- Application for Certificate of Eligibility (visa document)
Please make sure you review the detailed instructions for each supporting document and download the necessary forms here.
Official acceptance information will be sent to you by email in mid-December.
Academics at Keio University
Although you already submitted an Advisor Support of Participation form as part of your application, you may adjust your course enrollment plans as you learn more about your program. Be sure to do so in consultation with your academic advisor, especially if your courses were pre-approved. You should determine, preferably prior to the start of the program, the precise degree requirements these courses will fulfill. It is your responsibility to research how the courses taken abroad apply towards your overall academic requirements and progress toward your degree.
Registration
At Keio University, you will participate in the Keio International Program. You should refer to the Keio International Program website to review courses available.. Official registration does not happen until you arrive at Keio for the start of Orientation. You will take a language placement test upon arrival in Japan to determine your appropriate level of language study. Students meet with a Keio academic advisor during orientation to discuss and register for classes.
Grades at Keio
Keio University uses a five grade evaluation system. Grades earned at Keio will be converted to BU according to the conversion chart below. It is important to note that with Keio’s grading system an A is not the highest grade your can earn. It will be helpful for you to refer back to this chart throughout your semester at Keio to understand the grades you are earning.
| Keio Grade | Keio GPA | BU Grade | BU GPA |
| S | 4.0 | A | 4.0 |
| A | 3.0 | A | 3.0 |
| B | 2.0 | B | 2.0 |
| C | 1.0 | C- | 1.0 |
| D | 0.0 | F | 0.0 |
Credits at Keio: Course Combination Process (to be worked on prior to departure and finalized upon return)
Each language class at Keio is worth 1 BU credit, and each international class is worth 2 BU credits. For Keio courses to count towards a BU major/minor/college degree requirement, the course needs to hit a 2.5 credit minimum. As a result, the Course Combination Process will allow this credit minimum to be accomplished, if needed. Should any of the Keio courses be needed to satisfy a degree requirement, the student and Academic Advisor should:
1.)Identify related Keio courses
2.)Using the Course Combination Form, combine the related courses and assign them a new course name and total the credits.
3.)Update Degree Advice as needed once the courses post to the BU transcript.
Keio courses taken for elective credit, and not needed to meet BU requirements do not require the Course Combination Process. These Keio courses should still be individually included on the Course Combination Form. (List them on the left side and carry them over to the right side.) BU Study Abroad will list them at face value with the original title and number of credits.
The completion of this process is not finalized until after we have received your transcript from Keio as schedules and courses change, but it is critical that you meet with your Academic Advisor prior to studying abroad, discuss what courses you plan to take while at Keio, and talk about how you anticipate they’ll transfer back.
The approval of course combinations is entirely at the discretion of your department or advisor. BU Study Abroad does not assist with this process. Once you have returned and you and your advisor complete the Course Combination Form, you must return it to the Program Manager at BU’s Study Abroad office.
Please note: Your BU transcript cannot be updated until we have received this completed and signed worksheet.
Transcripts
After the end of the academic year, Keio will send a paper copy of your official transcript to BU Study Abroad. Transcripts are usually received in April for the fall semester and in October for the spring semester. In most cases, your BU transcript will not be updated to show your classes at Keio until June of the following year, or November (i.e., if you study at Keio from Fall 2024-Spring 2025, your BU transcript may not be completely updated before November 2025).
In order for BU update your transcript with your credits and grades from Keio, you must first complete the course combination process described above.
Complete the Phase 1 Self Check
Have you completed everything in Phase 1? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.
You should have completed:
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Submitted the Keio University Online Application – October 5
- Reviewed Academics at Keio University
———– END PHASE ONE ———–
———– START PHASE TWO ———–
Attend the Pre-Departure Meeting: DEC 7
PRE-DEPARTURE MEETING
A required pre-departure meeting for all students will take place in-person on Saturday, April 6th. Participation details, including the schedule and location, will be emailed by your Program Manager. This orientation will include important information to prepare you for your semester abroad and will also give you time and space to meet the other students studying in your program. Students who are not in the Boston area will be able to join via Zoom. A Zoom link will be shared via email prior to the pre-departure meeting to those who do not attend BU.
All students are required to participate. This meeting is intended to give you an overview of daily life, culture, health and safety, and academics on your program. You will also have the opportunity to ask your Program Manager any questions about what to expect as you prepare for your time abroad.
For those students that are unable to make the specified time, please email your Program Manager.
Please also note that this meeting is intended for participants of the program only. Due to FERPA (Family Educational Rights & Privacy Act), parents/guardians are not permitted to attend this session. We do, however, encourage you to share relevant information about the program with your parents, as we understand that they may be curious about what to expect from your experience abroad.
Apply for Housing at Keio University: Mid December
University accommodation
Exchange students typically live in the Shimoda dormitory while studying at Keio University. Housing information will be sent by e-mail in mid-December. The specific dates and instructions for the housing application period will be included in that email. Housing assignments are given on a first come first serve basis, please submit your application as soon as possible.
All exchange students are guaranteed housing at Keio as long as you submit your housing application on time. The Keio University housing coordinator will notify all exchange students if your housing application has been approved by the end of mid-December. If you have not heard from the housing coordinator by mid-December please contact the Keio Housing office. More information on accommodations including photos an be found here.
Dining
Some Keio University dormitories include weekday meals and others do not. If your dormitory does not provide meals, then you will pay for your food on your own. There are many dining options on campus and in the surrounding area.
Payments
You will pay your housing fees directly to Keio University. You will receive information from Keio on the cost, payment procedures, and payment deadlines.
There will be a Housing Orientation in which payments and deadlines will be explained. This Housing Orientation will be held after students check-in at their allocated dormitories. Details of housing orientation will be sent to each student separately ahead of time. Questions about your housing at Keio should be directed to the Keio Housing Coordinators at ic-housing-student@adst.keio.ac.jp.
Rent payment deadline will be set after the Keio orientation, so there is no need to pay the rent before moving in.
Visa Application: Review Immediately
Unless you have Japanese citizenship, you will be required to obtain a visa to study in Japan. In order to get the visa, you will need to apply at a Japanese consulate using the Certificate of Eligibility (COE) letter that you will receive from Keio. You cannot apply for a visa until you have your COE. As soon as you receive the COE, you should apply for the visa, by following the listed steps.
Step 1: Submit your COE Application Materials
The Certificate of Eligibility is a document issued by the Japanese government that confirms you are eligible for long-term stay in Japan. The COE is a vital part of your visa application. You cannot apply for a Japanese visa without it. Keio will apply for your Certificate of Eligibility from the Japanese Ministry of Justice, using the materials you sent them prior to your acceptance (the COE application form, emailed to ic-coe@adst.keio.ac.jp , along with #2 and #3 in the “Materials to Submit to BU Study Abroad” section above). As soon as the COE has been issued, Keio will mail it to the BU Study Abroad Office and Program Manager Sage Suorsa will contact you when it arrives. You can then apply for your student visa.
Step 2: Obtain a Valid Passport
You will need to have a current passport in order to apply for your visa; the passport must be valid for at least six months after your program’s end date. If you do not currently have a passport or yours will expire less than six months after the end of the program, you will need to apply for one or renew it immediately here. Expedited service is strongly recommended.
Step 3: Identify your Embassy or Consulate
Most BU students apply for their Japanese visa at the Boston Consulate. Please review their website closely for specific instructions. If you would prefer to apply in a different location in the U.S., you can search online for the Embassy or Consulate nearest you. At the Boston Consulate, appointments are not required. If you plan to attend any other Embassy or Consulate, you should call them in advance to determine their appointment policy. If you are a non-U.S. citizen and plan to apply while in your home country, please find the Embassy or Consulate nearest you.
Step 4: Gather Materials
Use the Japan visa checklist to organize your visa materials.
You need to bring the following documents to the Embassy or Consulate to apply for your visa:
- Certificate of Eligibility (Original)
- Photocopy of your Certificate of Eligibility
- Visa application form: you may use this sample form as a guide
- Valid passport
- One passport photograph
- Non-U.S. citizens must present the original and submit one photocopy of an I-20 or DS-2019 with the valid signature of an appropriate official allowing return to the U.S., in addition to the visa sticker.
For American citizens, no visa fee is required. For non-U.S. please refer to fees listed on consulate website.
Step 5: Apply for Visa
Bring all of the above materials to your Embassy or Consulate during stated business hours. If you fail to bring all of the required documents listed above, your visa application will not be processed. The normal processing time for complete applications is about 2 weeks.
Note: This information has been prepared by Boston University Study Abroad based on the most recent information provided by the relevant immigration agency (E.G. consulate, embassy, etc.). It is each student’s responsibility to compile and apply for their visa based on their specific citizenship. Visas are granted by foreign governments only, Boston University does not play a role in visa issuance, nor can we influence immigration policy. While we do our best to keep instructions as up-to-date as possible, visa requirements are subject to change without our knowledge. Ultimately obtaining a visa in a timely manner, and related costs incurred, are a student’s responsibility. Failure to acquire a visa will preclude participation in the program.
Review Flight and Arrival Information and Book Your Flight: Deadline DEC 1
Arrival Information
There is no group flight for this program, so each student will book his or her own travel to and from Japan. Once you’ve confirmed your travel please complete our independent flight form by DEC 31. Keep in mind that late arrivals and early departures are not permitted.
Arrival date: You should arrive at Keio in mid-late March. The start of orientation is in late March. Please review your Keio admission letter carefully for any changes to arrival and orientation dates.
Return date: Final exams at Keio last until late July/early August. Please wait to book your return flight until Keio gives you the last day of exams, so that you can be sure you will be present for all of your final exams.
Independent Flight Form: JULY 1
All students that choose to book an independent flight are required to submit travel plans to BU Study Abroad. Once you have confirmed your independent travel, you must submit the independent flight form by July 1st.
Please keep in mind that late arrivals and early departures are not permitted.
BU International Travel Registry: All study abroad students will be registered for the BU International Travel Registry. This tool provides information on your program site and sends travel alerts for your location throughout the semester. You will each receive a pre-departure email with more information.
Review International Insurance Coverage
International Health Insurance and Evacuation Coverage
All students participating in a BU Study Abroad program will be automatically enrolled in the BU Chubb International Travel plan which includes comprehensive health and evacuation insurance. Policy information will be sent to you via email approximately two weeks prior to your program start date. In the meantime, we encourage you to review the insurance information we provide on our website.
Domestic Health Insurance
Participants are required to retain their existing health insurance: study abroad insurance does NOT replace comprehensive, US-based health insurance as required by Massachusetts and US law. You may not participate in BU Study Abroad programs without certifying that you have US-based coverage or are purchasing the BU Student Health Plan.
Plan for Medications, Prescriptions and Healthcare Abroad
MEDICATIONS & PRESCRIPTIONS:
If you take regular medications, the best course of action is to bring enough medication to last the duration of your program (if allowable). Consult with your doctors prior to departure to obtain the necessary supply of your medications, as well as copies of the written prescriptions. Many insurance companies offer vacation waivers to accommodate being out of the country for several months.
If for any reason you cannot be prescribed or transport a full supply of your medication, you will need to see a doctor in your host city to be re-prescribed. Keep in mind that you should not plan to mail any medications due to customs regulations.
International SOS can help you manage your plan for your healthcare abroad with expert advice on how to navigate the local healthcare system and with personalized recommendations based on your specific medical needs. Students should contact the International SOS 24/7 Assistance Center at +1 215-942-8478 or via the International SOS Assistance App. ISOS can assist you to find out whether your medication is available in your host country and make a plan to avoid any disruption of care, including planning for healthcare needs and connecting you to quality healthcare professionals abroad.
DOCTORS & SPECIALISTS:
If you see a doctor or mental health provider for regular care in the United States, you will want to meet with your provider to discuss continuing your care abroad. As part of this conversation you may need to contact ISOS directly to find local medical providers.
ISOS can provide assistance with planning for your medical needs abroad, including:
- Availability of meducation, including shipment options and costs
- Standards of local medical care
- Confirming coverage of specific conditions or treatments
- Confirming insurance benefits
- Appointment scheduling assistance
- Filing a claim, or status of a filed claim
- Setting up guarantees of payment or direct payment to in-network doctors.
If you have any questions or need assistance preparing for your individual medical needs abroad, please contact Katie Mungovan, Assistant Director of Enrollment Services, at katiedoh@bu.edu. During your on-site orientation, you will also receive detailed information about how to access local health resources and what to do if you get sick.
GENERAL HEALTH PREPARATIONS:
Study abroad can be mentally and physically challenging, so it is important for you to prepare as much as possible now for your health and safety during your time abroad. We recommend that you consider the following:
- Make an appointment with your doctor for a checkup and discuss any medications you take.
- If you are experiencing any emotional, eating, or substance abuse issues, seek professional counselling and consider deferring your participation in an overseas program, if necessary.
- If you have had difficulties coping with change, stress or anxiety in the past (whether or not it was professionally diagnosed), or are hoping that time spent overseas will help you solve a problem facing you at home, or on campus, you should talk to a medical professional before studying abroad.
- If you anticipate needing any dental, optical, or other procedures, plan to have them completed before departure. If you wear contacts or glasses, plan to bring enough with you to last the full program.
- Take the time now to read the BU Study Abroad Health and Safety webpage.
- Consult the CDC website (specifically for "Extended Stay/Study Abroad" travelers) for country-specific health information. The CDC recommends being up to date on all routine immunizations for any travel abroad, and you should ask your doctor about any recommended vaccines or medications you may need based on your destination. Be sure to discuss these recommendations, as well as any other health conditions you may have, with your doctor before you depart.
Japan-Specific Health Information
Do you plan on bringing more than one-month’s worth of medication into Japan?
If so, you will need to:
1.) determine if that medication is legally allowed in Japan
2.) complete and submit a Yunyu Kakunin-sho (formerly called a Yakkan Shoumei) to the Japanese government.
The Yunyu Kakunin-sho (formerly called a Yakkan Shoumei) is a Japanese government form that grants permission to import more than one-month’s worth of medication. This process can take up to two weeks so please be sure to do this ahead of time if necessary. Please also remember, it is your responsibility to determine which medications you are legally allowed to bring in to Japan by reviewing the GeoBlue website.
Additional information about the Yunyu Kakunin-sho and a copy of the government form itself can be found at this link here.
Request Academic Accommodations & Additional Support
If you have a mental health, emotional, learning, or physical disability that would require reasonable accommodations in order to complete the requirements of the program, you must obtain approval from the BU Disability and Access Services office (DAS), even if you've worked with their office previously. To initiate the approval request process, contact DAS at access@bu.edu or by phone at 617-353-3658. Please note that certain accommodations that you receive on your home campus may not be available at your program site, so the earlier that you are in contact with their office for advising, the better. The process for arranging accommodations may take several weeks. Please note that we are unable to accommodate emotional support animals in our international programs.
If you are currently consulting with a mental health professional, you must seek their counsel about the advisability of your participation in a study abroad program, especially as related to your adjustment to new cultural, academic, and housing environments and the availability of therapeutic or medical support while you are away from your home campus. If you have questions about the support available at your program destination, please contact your Program Manager.
Complete the Phase 2 Self Check
Have you completed everything in Phases 1 and 2? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.
You should have completed:
(From Phase 1)
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Submitted the Keio University Online Application – October 5
(From Phase 2)
- Attended your pre-departure meeting – DEC 7
- Applied for Keio Housing – Mid-December
- Reviewed Visa Application Process
- Made any necessary doctors appointments and located your nearest travel clinic for immunizations.
- Made a plan for any medications, prescriptions or healthcare needs abroad
- Submit the Yakkan Shoumei (if necessary)
- Contacted BU Disability & Access Services to plan for academic accommodations and other support services (if necessary)
———– END PHASE TWO ———–
———– START PHASE THREE ———–
BU Students: The Fall 2024 payment deadline will be early August. You will use the StudentLink “Money Matters” tab to view and pay your bill, as usual. Any questions regarding your bill or making payments should be directed to BU Student Accounting Services at studenta@bu.edu. Non-BU Students: Please contact your home institution to discuss your specific billing arrangement with Boston University. Any additional questions regarding your bill or making payments should be directed to abroad@bu.edu. Additional information can be found on our Frequently Asked Questions page.Billing Deadlines
Apply for Keio's Buddy Program: Due late JAN - TBD
Keio Tomodachi Program (Buddy)
Keio Tomodachi Program is a great way to make friends with local students, learn about Japanese culture, and practice your language skills. Buddies are students at Keio University who volunteer to introduce you to the Japanese way of life. As a participant in the Keio Tomodachi Program, you will be part of a buddy group that consists of approximately 2-3 buddies and 3-4 international students. This program is optional but highly recommended. More information can be found here; applications for spring 2024 will open in January. You must apply for the buddy program by late January TBD.
Banking Abroad
It’s essential that you call your bank and credit card companies to let them know you’ll be studying abroad. You’ll need to tell them what country (or countries) you’ll be visiting, and the dates you’ll be away. If you don’t let them know, they may freeze your accounts, assuming your card has been used fraudulently. When you call your bank, you should ask them about the fees you may incur when using your debit/credit cards internationally.
Students studying at Keio are required to open a Japanese bank account in order to pay housing fees. More information on bank accounts will be provided in the Keio handbook and at orientation. You do not need to worry about opening an account until you arrive. It’s possible to add money to your Japanese bank account either through a transfer or by withdrawing money from your U.S. account and depositing it into the Japanese one. Credit card use is fairly limited in Japan, but credit cards are still good to have in case of emergency. You should plan on using your Japanese debit cards for daily expenses.
Banks: If you have a Citibank account in the US, there is no transaction fee to use Citibank ATMs in Japan. If you use another bank you should be able to use other debit cards (e.g., BoA) without too much of a problem while in Japan, though you will be limited as to which ATMs you can use.
Mobile Phones & Internet Access
- Make sure you have a local number for emergencies and ease of use
- Many students purchase a pre-paid mobile phone when they arrive in Japan, about $100
- Soft Bank and AU are popular carriers
- $30-40/month for unlimited plans
- You will receive more information during orientation
- Keep your current smartphone on “airplane mode” and use apps (WhatsApp/Viber) on Wi-Fi when it’s available.
- Skype/Facetime; think of alternatives too (e.g. have your parents call your mobile from Skype)
- Differences locally: wi-fi at residence can be spotty; less public wi-fi spots
Communication With Home
Most students who study abroad find that they are in less regular communication with their friends and family back in the US (or their home country). You’ll have a new routine, friends, commute, and a new time difference to account for. Because you’ll want to share your experiences with your loved ones, we recommend you consider the following before departure:
- If you currently speak to your parents everyday, for example, you may want to try and schedule a call every few days while you’re abroad. Some students make plans where they schedule a call every Tuesday and Thursday, or once a week on Sundays – whatever works for you! Remember that the best plan is one you can stick to.
- If you’re going to be traveling, let your family know how long you’ll be gone for, and where you’re going so they don’t worry if they don’t hear from you for many days. It’s also important that they know where you are for emergency communication purposes.
- You should download some of the free communication apps prior to departure, and help those with whom you’ll want to communicate to download them as well. Test them out together, so everyone knows how to use them. Examples are: Zoom, Facetime, Whatsapp, Facebook Messenger, WeChat, LINE, etc.
- You may experience some differences locally; for example, wi-fi at your residence can be spotty, fewer public wi-fi spots, etc.
'Being You' Abroad: Personal Identity and Cultural Perceptions
IDENTITIES ABROAD
As you prepare for your study abroad experience, you’ll want to consider aspects of your identity and how these may be perceived and treated in the culture you’ll be spending time in. You may encounter varying and even opposing perceptions of your identity, which could include your gender, sexual orientation, religious affiliation, ethnicity, and possibly several others. Although some of this will be covered in your on-site orientation, we encourage you to do some research into social norms, cultural mores, and local practices before your program begins. We want you to participate as much as possible in the host culture and should be prepared for the experience, which can be both personally challenging and rewarding.
Explore our resources for understanding how your experience may be impacted by your identity(ies).
ADDITIONAL RESOURCES
Packing List and Tips
- Tokyo Guide – Packing Suggestions
- Clothes for heat, humidity, and cold (extra if you are tall or wear a large size)
- Pack layers – Be sure to pack clothes you can layer, in case the weather changes suddenly.
- Rain Gear
- Shoes – Make sure you pack shoes which are comfortable, for all the walking you will do, but also easy to slip on and off as you may need to take them on and off during the day to stay in keeping with local customs.
- Plenty of decent socks – as mentioned above you will often need to take your shoes off
- Refillable water bottle
- Medication (prescriptions and over the counter)
- Towels
- Passport with student visa
- Flight itinerary
- All medication you will need for the duration of your program
- Yunyu Kakunin-sho certificate, if applicable
- Keio contact details and directions to your housing
- Photocopies of important documents (leave one set at home with family or friend)
- Extra glasses/contacts/solution
- Sanitary products and antiperspirant
- Toothpaste (Japanese toothpaste does not contain fluoride)
- Small hand towels to use as a towel in public restrooms
- Backpack or duffel bag to use on short trips
- Laptop, Ethernet cord
- Outlet adapter (similar to US, but only two prongs and both must be the same size)
Withdrawals: Deadline MAR 24
Have You Changed Your Mind?
If you are considering withdrawing from your Study Abroad program, please thoroughly review the Boston University Study Abroad Policy on Refunds. Please keep in mind that at any time after your admission to the program there may be non-recoverable costs associated with withdrawing from the program. Examples of non-recoverable costs for which you may be financially responsible may include, but are not limited to, charges related to housing, flights, academics, internships, or program-related activities.
It is important to note that the program starts APR 1 and is more than 12 weeks long. The last day to notify our office in writing of your withdrawal prior to being responsible for a portion of the program fee is 1 week before the first day of the program. Contact your Program Manager (Sage Suorsa) if you are considering withdrawing from the program.
Complete the Phase 3 Self Check
Have you completed everything in Phases 1, 2 and 3? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with your Program Manager and complete that task right away.
You should have completed:
(From Phase 1)
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Submitted the Keio University Online Application – October 5
(From Phase 2)
- Attended your pre-departure meeting – DEC 7
- Reviewed Visa Application Process
- Made any necessary doctors appointments and located your nearest travel clinic for immunizations.
- Made a plan for any medications, prescriptions or healthcare needs abroad
- Submit the Yunyu Kakunin-sho (formerly the Yakkan Shoumei) (if necessary)
- Contacted BU Disability Services to plan for academic accommodations and other support services (if necessary)
(From Phase 3)
- Applied for Keio Buddy Program (optional) – late JAN TBD
- Applied for Visa – Late FEB
- Called your bank and credit card companies to let them know you’ll be studying abroad. Asked about any banking reciprocity agreements they may have, as well as any fees you may incur.
- Decided if you’re going to use your current mobile phone abroad, or get a new phone after you arrive in (site). If you’re going to use your own phone, be sure to get it unlocked at least a week ahead of departure.
- Made a reasonable communication plan with your family and friends
- Settled your Boston University Student Account
- Reviewed your packing list and purchased any essentials
- Read your “In-Country Guide”
———– END PHASE THREE ———–
———– START CONTACT ———–
Program Contacts
As you prepare for and embark on your study abroad experience, you will be in contact with various staff members from BU Study Abroad, both in Boston and abroad. To avoid missing important information, please add “@bu.edu” to your address book. Please keep all emails in a folder for your reference as you prepare for your semester abroad. Here are the names and email addresses of some people who will be in touch with you this semester, and/or whom you may want to contact with questions.
Boston-Based Staff
- Sage Suorsa, Program Manager
Sage will be your primary contact during the pre-departure process. All questions and concerns you may have should be directed to her.
Keio University Staff
You can contact Keio directly with specific questions about your courses, university policies, dates, student life, and housing in Japan.
- Office of Student Services and International Exchange Services: ic-student@adst.keio.ac.jp
- Keio University Housing Coordinators: ic-housing-student@adst.keio.ac.jp
———– END CONTACT ———–
———– START CALENDAR ———–
Program Dates
The approximate Spring 2025 Keio Exchange Program:
- Mid-late March – Japanese Language Placement test
- Late March – Mandatory Orientation
- Late March – Student Course Registration
- April 1 – Classes Begin
- Late July – Semester Ends
Tentative Academic Calendar
You can view Keio University’s full Spring 2025 academic calendar here.
Neither late arrivals nor early departures are permitted. We urge students to not make any weekend or mid-semester break travel plans until they arrive on site and receive the finalized course and program schedule. During the semester, students must fulfill strict attendance requirements and will be very busy with classes, program activities, and assignments. If family and friends plan to visit, please schedule trips to take place before the start of on-site orientation, during a scheduled program break, or after the semester ends. The first and last weeks of the program are critical to students’ success and require your full attention. By timing visits to coincide with scheduled program breaks, you can meet attendance requirements and take full advantage of your study abroad experience.
———– END CALENDAR ———–
———– START GUIDE ———–
Keio University Resources
- Keio Student Exchange Program
- Keio Housing & Living Expenses
- Keio University Exchange Fact Sheet 2024-25
- Life at Keio
General Resources
Local Embassy
US Embassy in Tokyo, Japan
1-10-5 Akasaka
Minato-ku, Tokyo 107-8420 JAPAN
Phone: 03-3224-5000
E-mail
More information on US Citizen services available can be found here.
———– END GUIDE ———–
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Academic Policies for Students Directly Enrolling in Courses at a Foreign University
As a student who will be directly enrolled in one or more courses at a foreign university, you are subject to a set of specific policies that apply to your classes, credits, and grades on this program. You are expected to be familiar with these policies before going abroad. Please read the academic policies below and make sure you understand them fully. You may download a copy of these policies here. Contact your Program Manager if you have any questions.
ACADEMIC POLICIES FOR STUDENTS DIRECTLY ENROLLING IN COURSES AT A FOREIGN UNIVERSITY
You will be enrolled in a course or courses at a university whose policies, teaching methods, and grading systems will differ from Boston University’s. Please read the policies outlined below very carefully and refer to your program-specific informational materials, which may include additional policies that modify or supplement the below.
- Full-time status. You are required to maintain full-time student status, equivalent to 12 or more BU credits per semester, while abroad. You may need to take more than 12 credits at your host university in order to earn the equivalent of 12 BU credits. Some foreign universities require that you take more than 12 BU credits in order to meet their requirements for full-time status.
- BU degree progress. You are responsible for verifying with your department in advance how the classes you take abroad will apply towards your major or minor degree requirements. An Academic Worksheet is available to you for this purpose.
- Auditing classes. You are not permitted to audit classes while studying abroad.
- Registering for final exams. Some universities abroad require students to register in advance for their final exams. It is your responsibility to know whether you need to register for your final exam, and to do so by the deadline. At some universities abroad, failure to register for or take a final exam results in a failing grade for that course. Although some universities abroad allow their matriculated students more than one opportunity to sit for final exams, BU Study Abroad program participants will sit the final exam only once.
- Grading Conversion and Credit Transfer. It is a student’s responsibility to understand the grading system and grade conversion scale for their host university courses. Some courses offered abroad may carry fewer than four credits.
- Grades and transcripts. Boston University cannot edit, modify or changein any way the final grades that are issued by your host institution and indicated on your host university transcript. Any questions regarding your grades should be directed to your host university faculty. All grades assigned to you by the host institution will be recorded on your BU transcript and all grades earned abroad will be factored into your GPA. You cannot opt to omit courses taken abroad and/or grades earned abroad from your BU transcript.
- Pass/Fail. No credit will be given to courses taken Pass/Fail.
- Withdrawals. If you withdraw from one of your classes abroad and a ‘W’ appears on your host university transcript, that ‘W’ will also appear on your BU transcript. However, a grade of ‘W’ will not be recorded on your transcript retroactively and post-program.
- Incompletes and Failing Grades. No grades of ‘Incomplete’ will be given; all coursework must be completed with your host institution, including the completion of all final exams before the end date of your program. You will also receive an ‘F’ on your BU transcript for any class that is ‘Incomplete’ on your host institution transcript. A failing grade earned in a class taken abroad will appear on your transcript as an ‘F’ and will count towards your GPA. In keeping with BU academic policy, you will not earn academic credit for incomplete or failed courses even though the grades appear on your transcript and impact your GPA.
Boston University Study Abroad reserves the right to rescind admission to or continuation in any program if an applicant’s academic or disciplinary record is not satisfactory. Boston University students placed on expulsion, academic suspension, or residence separation are not eligible to participate for the duration of the sanction. Deferred separation status will be reviewed on a case by case basis. Non-Boston University students are expected to verify their eligibility to study abroad with their home institution. In addition, your Boston University student account must be in good standing. University policy requires the withholding of educational services, including participation in a BU Study Abroad program from any student whose financial obligations to the university are due and/or unpaid. In completing your online pre-departure forms, there are a number of terms and conditions that you have agreed to by your electronic signature. In addition, some policies are stated on our website and linked below. We suggest that you review the following with your family, parent/guardian or other interested party: All students should thoroughly review the Boston University Study Abroad Policy on Refunds. This policy applies to all students and should be thoughtfully read when considering a withdrawal from a program. If you have questions, please contact our office. All students should review the Boston University Study Abroad Privacy Notice.The Fine Print: Policies and Procedures
Academic, Disciplinary and Financial Standing
Students’ Responsibilities While Abroad
Policy on Refunds
Privacy Notice
