Application procedure

Please read the information on this page carefully to learn about the step-by-step procedure to apply for the HIF Japanese Language and Japanese Culture Program. Remember that getting transcripts and reference forms submitted can take some time. Please plan ahead.

Application Deadline: February 20, 2025 (Japan Standard Time)

For Applicants
How the System Works between Applicant & Reference Provider
For Reference Providers

FOR APPLICANTS

1. Create your account.

Visit the HIF Online Application Portal and click “Create your account (Applicant)”. In the registration form, you are asked to fill in your basic information (e.g., name, address, university, major). When the registration is complete, your ID and password will be automatically created and sent to your registered email address. If you do not receive them within 24 hours after submission of the form, please contact us (jj@hif.or.jp).

2a. Log into the online application portal, and submit the application documents.

You may work on the documents listed below in any order you want. You don’t have to complete all the documents in one sitting. However, since “save” or “resume” functions are NOT available in each form, you must fill out all required fields and submit each form in one sitting; otherwise, any information you entered won’t be saved and you have to start over. Once a form is submitted to HIF, a confirmation email will be sent to your email address and there will be no further chance of editing.

Japanese Educational Background Sheet: Japanese language courses you have taken, self-evaluation of your Japanese proficiency, your future plan to take a Japanese class, etc.
Sample Screen

Statement of Purpose: Length: 500-700 words
Language: in English
Question: Based on your understanding of our program’s three components and slogan, how can you contribute to our communities, including, but not limited to, the city of Hakodate, your host family and learning community?
Sample Screen

Official Grade Transcript: Contact the Registrar's Office at your institution to obtain a transcript that includes your Fall 2024 grades. Choose one of the following two ways to submit your transcript to HIF.
1) Online form: Scan all the pages of your transcript. Upload the scanned file(s) in the online application portal.
2) E-mail: Ask the Registrar's Office to email your transcript to jj@hif.or.jp in a secure format.
Sample Screen

Letter to Host Family: Write a letter to a host family, in Japanese and in your own handwriting. The use of generative AI and/or machine translation is NOT allowed. Writing in your own words is important, so that your host family as well as the selection committee can understand your Japanese proficiency accurately. If you are accepted into the program, HIF will send this letter to your host family before the program begins. Upload a scanned image of the letter to the online application portal.
Sample Screen

Consent Form: Download the consent form from the online application portal. Sign it, and upload a scanned image of the form.
Sample Screen

Application Fee (non-refundable): Make a payment through the PayPal (external link).
Regular: US$80
Late: US$100

2b. Contact your reference providers.

You need the following three documents submitted by your reference providers. Students who are currently taking a Japanese course often ask their course instructor to fill out both the Grammar Checklist and Reference A.

Grammar Checklist: To be filled by the applicant’s current or most recent instructor of Japanese.
Sample Screen

Reference A: To be filled out by an instructor of Japanese at a university (or an equivalent institution) who has taught the applicant for at least one semester/quarter and knows them well. A high school teacher or private tutor is not qualified to complete this form.
Sample Screen

Reference B: To be filled out by a faculty member who belongs to an institution of higher education and can evaluate the applicant in a classroom setting.
To be filled out by a someone other than in Reference A.
Sample Screen

Give your reference providers the URL of the HIF Online Application Portal to create an online account, and obtain their ID from them.
Use the ID to register them as a reference provider in your account. Once this step is done, a notification email will be sent to your reference provider and they will be able to access the form(s) in their account.
(See the illustration below.)

3. Application is complete.

A confirmation email will be manually sent to you by HIF Office. Please allow us 2-3 business days.

HOW THE SYSTEM WORKS BETWEEN APPLICANT & REFERENCE PROVIDER

FOR REFERENCE PROVIDERS

1. Create your account. (Skip this step if you have already created one for this year.)

An applicant asks you to write a reference to apply for the HIF Japanese Language and Japanese Culture Program, and gives you the URL to create your account. When the registration is complete, your ID and new password will be automatically created and sent to your registered email address. If you do not receive them within 24 hours after submission of the form, please contact us (jj@hif.or.jp).
If you are asked to write a reference for another applicant(s) after your account is created, you can skip this step and start with the next step.
Please note that you cannot use the account you created in previous years for this year’s application. You need to create a new account every year.

2. Provide the applicant with your ID. (ID only. Please keep your password confidential.)

The applicant needs your ID to register you as a reference provider. Once they enter your ID in their online application portal, a notification email will be sent to you and the form you are asked to fill out will appear in your account.
Please do not give the applicant your password.

3. Log into your online account and fill out the form.

Fill out the online form and submit. There are no “save” or “resume” functions available. Please make sure that you fill out all required fields and submit it in one sitting; otherwise, any information you entered won’t be saved and you have to start over.

Once a form is submitted to HIF, a confirmation email will be sent to your email address and there will be no further chance of editing.