Institution-wide Digital Support for Graduate Admissions Management: A Comparison of Application Guidelines at Japanese Top National Universities

• In Event: Poster Session 9
  In Poster Session: Institution-wide Digital Support for Graduate Admissions Management: A Comparison of Application Guidelines at Japanese Top National Universities

Proposal

Graduate admissions in higher education institutions (HEIs) are decentralized to allow for more specialized evaluation across disciplines compared to undergraduate admissions (Michel et al., 2019). This decentralization is further reinforced by the decentralized governance of graduate schools in Japanese HEIs (Yokoyama, 2006; Yonezawa, 2014; Huang et al., 2020), resulting in a dual decentralization of graduate admissions management. Evidence indicates that HEIs in major international student host countries have implemented digital systems and technologies providing institution-wide support for admissions management, including for international graduate students, to enhance efficiency, equity, and transparency (Mori et al., 2020; Tasatanattakool et al., 2023; Dinh-Cuong et al., 2024; Raman, 2024). These systems include, but are not limited to, chatbot-based inquiry processing, online application platforms that assist students from initial application to result notification, and AI-enabled document review and decision-making.
However, due to the dual decentralization of graduate admissions management, Japanese HEIs have lagged in adopting institution-wide digital support systems for managing international graduate student admissions (Inoue, 2022). As a result, increased faculty and staff workloads, inefficiencies in the admissions process, and a lack of transparency and data-driven recruitment strategies have been highlighted (Chikada, 2011; Cabinet Office, Government of Japan, 2023).
This paper adopts a comparative qualitative approach to examine the methods and tools employed in the application process for admissions and to identify the current status of the implementation of institution-wide digital support for international graduate student admissions management in Japan. A document analysis of application guidelines for international research students, published on the official websites of 112 graduate schools at the seven former Imperial Universities—considered top national universities in Japan—was conducted.
Despite the dual decentralized nature of graduate admissions management at Japanese national universities, the findings reveal significant convergence in processes across graduate schools within and between universities. Almost all graduate schools require prospective students to secure conditional acceptance from their primary advisors, complete specific application forms, and submit their applications in paper form, with a few exceptions allowing electronic submission. Additionally, while some schools provide downloadable application forms, many still rely on mailing or emailing the required forms to applicants. Payment of admission fees is generally managed by bank transfer or third-party online payment systems, with some schools offering both options. Notifications of admissions results are typically communicated by mail or email, with a few institutions posting results on their websites. Notably, five of the seven institutions have implemented institution-wide online application systems for conditional acceptance applications.
Thus, this paper argues that although international graudate student admissions management in Japan remain largely fragmented, paper-based, and labor-intensive, there is growing recognition of the need for digital tools to support these processes. While some institution-wide digital support is emerging in some of the top national universities, further efforts and investments are required to streamline admissions, increase efficiency and transparency, and transform the graduate admissions process. The expectations and concerns of key stakeholders, such as faculty and staff, regarding institution-wide digital support still need to be explored in the further study.

Authors

• Yan Li, Osaka Univeristy

• Kenji Inoue

• Susumu Date