MENU
Faculty

Official Trips

If any full-time faculty members (including Tokubetsu Kenkyu Kyoin) wish to go on duty trips, they must obtain an approval from the SFC Joint Steering Committee. The SFC Guideline for Duty Trip Applications was established by the SFC Joint Steering Committee on July 6, 2005 that placed limits on the number of substitute lectures in a semester.


The SFC Guideline for Duty Trip Applications


[PDF] Full-time, visiting, and non-tenured faculty members (14KB) (available in Japanese only)
[PDF] Tokubetsu Kenkyu Kyoin and full-time Researchers (5KB) (available in Japanese only)


Outline of the Guideline


*Avoid planning duty trips during semester-end examinations and entrance examinations.
*Makeup Classes and/or substitute lectures are permitted up to twice in a semester.
*Tokubetsu Kenkyu Kyoin must obtain approval from his /
her project leader before the matter is referred to the SFC Joint Steering Committee.



Procedure to be Followed Before Going on a Duty Trip


<When the letter of request / invitation is received by the Dean's Office or the Office of the President>


  1. The Dean's Office will send an email message to the faculty member, asking his / her intention of accepting the request/invitation of the trip.
  2. The faculty member must consult with the Academic Affairs Office to coordinate the classes during the period of the duty trip.
  3. If the faculty member decides to accept the request / invitation, he / she submits the necessary documents to the General Affairs Section,* then the matter will be referred to the SFC Joint Steering Committee (Faculty Board).  
  4. If the request / invitation is approved, the matter will be referred to the Office of Human Resource Management of Keio University Mita Campus.
  5. If the request / invitation is approved, a letter of acceptance will be sent to the invitee from the Dean's Office. If the letter is addressed to the President, Office of Human Resource Management of Keio University Mita Campus will send the letter of acceptance to the invitee.
  6. If the SFC Joint Steering Committee does not approve the request / invitation, both the faculty member and the invitee will be notified by the Dean's Office.
  7. If the faculty member went aboard on a duty trip, he / she must also submit [帰国届] or Notice of Return from Overseas to the General Affairs Section.

<When the letter of request / invitation is received by the faculty member>


  1. The faculty member must consult with the Academic Affairs Office to coordinate the classes during the period of the duty trip.
  2. The faculty member submits the necessary documents to the General Affairs Section.*
  3. The matter will be referred to the SFC Joint Steering Committee (Faculty Board). If the request / invitation is approved by the committee, the matter will be referred to the Office of Human Resource Management of Keio University Mita Campus.
  4. If the request / invitation is approved, a letter of acceptance will be sent to the invitee from the Dean's Office. If the letter is addressed to the President, Office of Human Resource Management of Keio University Mita Campus will send the letter of acceptance to the invitee.
  5. If the SFC Joint Steering Committee does not approve the request / invitation, both the faculty member and the invitee will be notified by the Dean's Office.
  6. If the faculty member went aboard on a duty trip, he/she must also submit [帰国届] or Notice of Returning from Overseas to the General Affairs Section.

*Note: The necessary documents must be submitted three business days
prior to the regular meeting of the SFC Joint Steering Committee.
If complete documents are not submitted or the submission of the documents fails to meet the deadline,
then the request / invitation will be deliberated upon at the next meeting of the SFC Joint Steering Committee.



Documents Required for Submission



  • Letter of Acceptance (if it is attached to the letter of request.)
  • Return envelope or note that shows the address of the invitee (if applicable)