Applying for the JET Program: The Reply Form and Other Documents

After I was notified that I was a shortlist candidate, I was required to submit MORE documents to JET. I really didn't realize how much paperwork was involved with the whole process.

In my case, I had to submit the reply form, a copy of my passport (valid until 2015), and two passport photos. These were due May 2nd. The three other documents required by JET - the criminal record check, the certificate of health, and proof of graduation - were given a later due date of June 20th, thankfully. 

The information to fill out on the reply form included checking yes or no to accepting the shortlist position, my address, if I had applied for a criminal record check yet, if I had dependents and if they were accompanying me, if I had dual nationality with Japan, choice of departure airport,  passport information, and if I already had a visa for Japan. There was also space to glue on the two passport photos.

My tips for filling out the reply form:

• Do it early! My form had to be in Toronto by May 2nd, NOT postmarked. You never know with mail, so get it done and send it out ASAP. Plus, a lot of people send their paperwork in near the deadline, so sending as early as you can will also relieve the coordinator of some work.
• Make your photos professional. Dress for your photos like you did for the interview. That little bit of extra effort might be the standout factor that causes a CO to pick you.
• Follow directions! Check and double check. If the form asks you to glue the photos, don't tape them or paperclip them. If it wants to you use black ink and all capitals, make sure you're doing it.
• Get tracking when you send your package off. It is worth any extra cost to have that peace of mind that your important documents actually arrived.

Tips for the criminal record check:

• If you can afford it, get the criminal record check and certificate of health done as if you were applying for early departure (even if you're not). Being able to send these off with your reply form will relieve some of your stress and minimize the number of post office visits you need to make.
• Get the ball rolling on your criminal record check ASAP. Right now. I mean it! It can take weeks or even months to get your check returned. In my case, the police only mail them out, so on top of that I had to wait for it to arrive in the mail. 
• In Canada, there is a bit of an issue with criminal record checks. The vulnerable sector check is what is usually required for teachers, however, these are no longer done for jobs outside of Canada. I could only obtain the regular police check, and the consulate was aware of this and accepted my check regardless. However, I have heard that you can get the vulnerable sector check if you tell the police that it is going to the embassy or consulate in Canada, not Japan.

Tips for the certificate of health:

• This is something else you should get started on as soon as you can, as it can be difficult to make appointments in time for busy doctors. In my case, my doctor only did examinations at certain times. I ended up going to my student health center. You can make appointments early on and cancel them without penalty if you need to, as long as you observe the doctor or clinic's policy.
• If you need to get the TB test instead of the x-ray (some doctors won't do x-rays without just cause), keep in mind that this may take several weeks. I opted for the 2-step test, because it makes it easier for any other TB tests I take in the future. This meant that I had to visit my clinic four separate times (I scheduled my examination for the 4th day as well to prevent a 5th visit). 
• Make sure your doctor fills out ALL the sections. Especially make sure that you can get your eyesight and hearing checked.
• Also make sure that you get a copy of the TB test results if you do that instead of the x-ray. They are required to be included with the certificate of health.

Tips for the proof of graduation:

• Somewhat obvious, but important to note: MAKE SURE YOU WILL GRADUATE ON TIME. When I applied in November, I had to get a letter written up by my counselling office which stated that I was expected to graduate in June 2014. This required a graduation check, so I knew exactly what factors my graduation hinged on. 
• Make sure you will get your actual diploma in time. In my case, I get my diploma on the day I graduate and no earlier. 

Turning in these documents on time is incredibly important, as late documents will disqualify you from the JET Programme. Late documents will make one alternate very happy, but you may not share their enthusiasm.

Also, make sure you get copies of everything you send to JET! It is important to keep copies for your own reference, just in case.

Lastly, I will quickly touch on another document you may be required to submit, which is registration for orientations. This is for both shortlisters and alternates. My consulate offered 8 orientations (2 were the same information) plus Japanese classes. I am required to submit my registration by May 16th. It is important to send this on time because the consulate needs to know how many people are attending which events.

Shortlist Reply Form is Sent!

Well, I stopped in at the post office on the 19th to finally mail my reply form! I also included my police check and certificate of health, since I had them done for my attempt at early departure. Hopefully they're acceptable..I tried to ask, but got no response, so...

I will have to mail out my proof of graduation after convocation in June. My package was successfully delivered yesterday (the 23rd)! Things are starting to feel more real...

I've been busy at home cleaning the house (for rental photos) and putting stuff we don't want to keep in the garage. I feel like I've already gotten rid of TONS of stuff but there is still SO MUCH MORE. So much stuff...

Bringing Dependents to Tokyo Orientation

"Tokyo Orientation" by chrysanta

One of the biggest concerns I had immediately after finding out I was shortlisted was whether or not my dependents would come along with me to Tokyo Orientation.

JET's official recommendation is that dependents wait 1-2 weeks before coming over. Their reasons are:

1. The orientation begins right after you arrive in Tokyo and you will not have time to look after your family.
2. Spouses and children may not participate in workshops and lectures at Post-Arrival Orientation or the prefectural orientation, and CLAIR cannot make arrangements for family members. 
3. Babysitting services at the hotel may not be available and the cost can be very high. 
4. Post-Arrival Orientation provides an opportunity for you to meet other JET participants residing in your area. This is a good opportunity to network, and not having to care for your family during orientation will ultimately be an opportunity for you to meet more people with whom you and your family may interact with once you arrive in your prefecture/designated city. 

JET also notes that participants are very busy getting settled in for the first few weeks.

To help me make a decision I decided to make a pros and cons list. I love writing things out like this when making decisions; I find it really helps.

Pros for Travelling Together

• Support from my spouse during a stressful period
• Could be less confusing for Yana if we're all together. She's never been away from me overnight.
• Simpler in terms of booking transportation and accommodation as we can just do it all through JET
• Any decisions about housing and other contracts can be made together and any help I get with setting up phones, bank accounts, etc. can include my spouse
• We'll be together, so no worries about me not having internet or phone service for a while
• Justin has only been out of the country once before, a while ago, so he doesn't feel comfortable travelling alone with a preschooler
• JET will book a suite for your family for Tokyo Orientation, so no sharing rooms
• If we arrive separately, I might have to take leave to pick them up and get them settled and do it all on my own (as opposed to when I arrive I will have help from my BOE)

Cons for Travelling Together

• The hotel in Tokyo would be expensive, plus paying for extra food
• It may be cheaper to book dependent flights if they have flexible departure dates
• The housing may be unfurnished, which could be a problem if there's no beds
• I would be busy with work stuff, so Justin and Yana would be on their own all day. That means a tired, jet-lagged adult watching a cranky, jet-lagged kid
• Going alone would give me time to network and meet people on my own

Expanding upon travel arrangements for dependents, it is your responsibility to ensure travel arrangements are made for your dependents, but JET will help you out. The JET travel agent can book tickets for your dependents, they can make travel arrangements from the airport to the hotel (for a fee), can arrange hotel accommodation in Tokyo, and can arrange travel from Tokyo to your contracting organization. Just make sure that your entire family has been included for all legs of travel.

When making my decision, I asked on the JET couples and families group on Facebook for opinions. I got all kinds of opinions. Some said waiting was best for helping children make the smoothest transition. Others said their spouse had waited, but if they had to do it over they would go together. Several people said they traveled together, which surprised me, as I thought more people would have gone separately. People also noted that I would be very busy for the first little while. Ultimately, the best advice I got was "Whatever your decision, just smile, don't justify it to anyone, and when anyone at your school or BOE comments simply stare at them like you think they are crazy for suggesting you should have left them behind."

Finding out JET Interview Results from Toronto

I was shocked and ridiculously excited when I heard the first interview results went out on March 31. I had gotten my notification of interview the day after those in the US had, so I was hopeful for hearing my results on April 1st. Alas, it was not so. Despite checking my email every hour, the inbox remained empty. After April 2nd came and passed with no email, despite the constant checking, I resigned myself to waiting until Friday. On April 3rd I checked my email twice in the morning, then left at 9:17am to take Yana to daycare and go to work. On my way to the daycare, I got a text from Justin (whom I had instructed to check my email every now and then). I had an email! Actually, two! I suddenly felt like I was going to have a heart attack and pee my pants at the same time. I can check my email on my phone, but I had to wait until I got to school to check it. However, I was suspicious about the two emails, as they did that last time when I got my notification of interview (one had attachments for documents). I figured this meant I was either an alternate or shortlisted!
I got to school around 10:10 and sat down to check my email:

"It is our great pleasure to inform you that you have successfully passed the second stage of the screening process for the 2014 JET Programme year, and you have been offered a Short-list position as an Assistant Language Teacher."


!!!!!!!!!!!!!!!!

I couldn't believe the words I was reading. I was actually betting on an alternate position, because I have bad luck like that. I was also increasingly more and more embarrassed about my performance at the interview the more I thought about it. I was sure I did very poorly.

Now, the funniest part about this is that when I got home from work I read the email properly and saw the timestamp for the first time. It turns out that 9:17 was EXACTLY when I was leaving the house with Yana. On top of that, Justin had checked earlier THAT EXACT SAME MINUTE and there had been no email! I had actually been home when it was sent, but we didn't hear the new mail ding because we were busy saying goodbyes. The only reason Justin realized, in fact, was because he heard the ding from the second email, which was sent at 9:25. Uncanny timing...