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Guidebook for SSEAYP
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(Tentative)
GUIDEBOOK
Ship for Southeast Asian Youth Program
2013
Cabinet Office, Government of Japan
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GUIDEBOOK
TABLE OF CONTENTS
TABLE OF CONTENTS…………………………………………………………………… 1
Chapter 1 Outline of the 40th Ship for Southeast Asian Youth Program in 2013
1. Origin ………………………………………………………………………… 4
2. Purpose ……………………………………………………………………… 4
3. Outline of the Program……………………………………………………… 4
4. Participants…………………………………………………………………… 5
5. Measures for Erring Participants…………………………………………… 7
6. Notice of Cancellation of Participation……………………………………… 8
7. Notice of Suspension of Participation……………………………………… 8
8. Reports Submission…………………………………………………………… 8
9. Emergency Treatments and Expenses……………………………………… 9
Schedule of the 40th SSEAYP in 2013…………………………………………… 10
Sailing Plan of the 40th SSEAYP in 2013………………………………………… 11
Schedule of Onboard Activities of the 40th SSEAYP in 2013…………………… 12
Chapter 2 Organization of the SSEAYP
1. Members……………………………………………………………………… 14
2. Administration……………………………………………………………… 14
3. Cruise Operating Committee (COC)……………………………………… 14
4. Discussion Program Steering Committee………………………………… 15
5. Youth Leaders (YLs) and Assistant Youth Leaders (AYLs)…………… 15
6. Solidarity Group (SG)……………………………………………………… 15
7. Group Leaders Meeting.…………………………………………………… 16
8. Sub-Committees…………………………………………………………… 16
Chapter 3 Activities
1. Life Onboard the Ship……………………………………………………… 18
2. Activities Onboard the Ship………………………………………………… 18
3. Activities in the Countries to be Visited…………………………………… 21
Chapter 4 Guideline for the Discussion Program and the Post-Program Session
1. Purpose……………………………………………………………………… 24
2. Theme………………………………………………………………………… 24
3. Structure……………………………………………………………………… 25
4. Proceedings…………………………………………………………………… 25
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5. Detailed Schedule……………………………………………………………… 28
Discussion Program Steering Committee……………………………………… 31
Chapter 5 Instructions for Participants
1. Duties and Responsibilities of the Participants …………………………… 34
2. General Instructions………………………………………………………… 34
3. Clothing …………………………………………………………………… 36
4. Health Care…………………………………………………………………… 37
5. Safety Rules Onboard the Ship……………………………………………… 38
6. Passport and Identification Card …………………………………………… 40
7. Currency Exchange…………………………………………………………… 40
8. Instructions for immigration Procedures in the Countries to be visited … 40
9. Customs Clearance in Japan ……………………………….……………… 41
Chapter 6 Facilities and Services Onboard
1. Facilities and Services Onboard ………………………………….………… 46
2. Communication Channels…………………………………………………… 48
(Reference) Facilities and Services Onboard in 2012 …………………………… 49
Chapter 7 Promotion of Solidarity among the Ex-Participants and
the Host Families during the 40th SSEAYP in 2013
1. Boarding of the Representatives of Alumni Associations ……………… 52
2. Representatives of Host Families……………………………………….… 53
3. Reunion Onboard for Ex-Participants of SSEAYP………………………… 53
Appendices
1. Addresses
2. Airmail Rates from the Ship and Japan
3. Climatic Conditions of the Prefectures to be Visited in Japan
CHAPTER 1
OUTLINE OF THE 40th SHIP FOR SOUTHEAST ASIAN YOUTH PROGRAM 2013
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1. Origin
The Ship for Southeast Asian Youth Program (SSEAYP) is based on the respective Joint
Statements issued in January 1974 between Japan and the Republic of Indonesia,
Malaysia, the Republic of the Philippines, the Republic of Singapore and the Kingdom of
Thailand. Brunei Darussalam, following the full independence and its admission to
ASEAN in January 1984, joined the Program in 1985. The Socialist Republic of Vietnam
joined in 1996 following its admission to ASEAN in July 1995, and the Lao People’s
Democratic Republic and the Republic of the Union of Myanmar joined in 1998 after
both countries were admitted to ASEAN in July 1997. Furthermore, in 2000 the
Kingdom of Cambodia also joined the Program following its admission to ASEAN in
April 1999. The Program is carried out by the Government of Japan with the active
participation and cooperation of these ten Southeast Asian countries.
2. Purpose
The aims of the Program are to promote friendship and mutual understanding among
the youths of Japan and the ten Southeast Asian countries, to broaden their perspective
on the world, and furthermore, to strengthen their spirit of international cooperation
and practical skills for international collaboration, and as a result, cultivate youth who
are capable to exercise their leadership skills in various fields in the globalizing society
and to contribute to the society in the areas such as youth development. These aims
can be achieved through sharing their lives onboard the ship, introducing each other
about their countries, participating in discussions and various exchange activities both
onboard and in the countries to be visited.
3. Outline of the Program
(1) Schedule The duration of the 40th SSEAYP in 2013 shall be fifty-one (51) days. The details of schedule and sailing plan are shown at page 10 and 11 of this Guidebook.
(2) Activities Onboard the Ship The Participating Youths (PYs) shall take part in the following activities in accordance with the schedule shown as at Page 12 and those decided by the Cruise Operating Committee (COC). (See Chapter 2, page 14) a) Discussion Program and Post-Program Session b) Solidarity Group Activities c) Club Activities d) National Presentation (Introductions of each country) e) Lectures f) Orientation for a safe voyage including a lifeboat drill g) Other activities approved by the COC
(3) Activities in the Countries to be Visited The participants shall take part in the following activities in Japan and the four countries to be visited, except in the country to be visited by the Delegation (comprising the Administrator, the National Leader of the concerned country, all Youth Leaders, and administrative staff members) in accordance with the programs
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arranged by the respective governments (or the reception committees): a) Courtesy calls and receptions b) Homestays (except National Leaders) c) Open Ship d) Institutional visits and interaction with local youths e) Other activities arranged by the respective governments/reception committees
(Other activities may be carried out only when there is sufficient spare time besides the activities listed above.)
Meanwhile, the Delegation shall take part in the following activities in the country to be visited in accordance with the programs arranged by the concerned government (or the reception committee): a) Courtesy calls b) Visits to youth-related facilities, cultural facilities, etc. c) Exchange of opinions with youth leaders in the country to be visited d) Other activities arranged by the concerned government/reception committee
(Other activities may be carried out only when there is sufficient spare time besides the activities listed above.)
(4) Working Language English shall be the working language throughout the Program.
4. Participants
(1) Participating Youths (PYs) a) Selection of PYs
Each government of Japan and the ten Southeast Asian countries (hereinafter referred to as each government) shall publicize the Program to young people in various fields and select PYs who meet the basic requirements stipulated below, in accordance with the required number of PYs. Each government shall ensure to balance the number of male and female PYs. The PYs for the Program shall be:
i) 18 to 30 years old as of a specific day in 2013 designated by each government;
ii) Able to participate throughout the Program; iii) Having a good command of English to participate in the activities both
onboard the ship and in the countries to be visited; iv) Sound in mind and body; v) Cooperative and adaptable to an orderly group life in accordance with the
Program schedule; vi) Having an interest and good understanding in the participating countries.
b) Duties and Responsibilities of PYs
Duties and responsibilities that the PYs shall hold throughout the Program are
as stated below:
(Duties and responsibilities of PYs)
The Participating Youths (PYs) shall participate in the Program with utmost efforts by
inculcating the objectives of the Program in themselves and carrying out the following
duties and responsibilities positively.
PYs shall:
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1. Participate in all activities onboard and in the countries to be visited; A PY must
obtain permission from the Administration with a valid reason whenever he/she
needs to be absent, be late or leave the place of activities;
2. Cooperate with other PYs and behave with discipline according to the program
guideline;
3. Follow the safety rules as provided;
4. Follow the decisions in the Guideline for the 40th Ship for Southeast Asian Youth
Program in 2013, etc.;
5. Follow the instructions clarified in the Guidebook (Chapter 5 - “Instructions for
Participants”);
6. Follow the guidance and instructions of the respective National Leaders and
administrative staff members regarding the above 5 items.
(2) National Leaders (NLs)
a) Selection of NLs
Each government shall designate a National Leader (NL) who will lead the PYs of his/her country and sits as a member of the COC. The Government of Japan suggests that the NLs would preferably be: i) From 31 to 39 years old, desirably in the late thirties; ii) Having participated in the Ship for Southeast Asian Youth Program as PYs. The Government of Japan, however, respects the final decision of the respective governments in the selection and designation of NLs.
b) Duties and Responsibilities of NLs
The duties and responsibilities that the NLs shall hold throughout the Program
are as stated below:
(Duties and responsibilities of NLs)
The National Leaders (NLs) are expected to take the leadership of his/her
contingent, provide advice and guidance to Participating Youths (PYs)
whenever necessary and to be responsible in ensuring compliance by their own
PYs with the regulations for the safety of the ship operation.
In particular, the following duties and functions shall be carried out by the NLs:
1. Convene the Cruise Operating Committee (COC), and discuss and decide the
fundamental matters governing onboard activities based on the Guideline for the
40th Ship for Southeast Asian Youth Program in 2013 and other necessary matters
decided by the Director for International Youth Exchange, Office for the General
Promotion of Policy on Youth Affairs and Childrearing, Cabinet Office, Government
of Japan;
2. Ensure that the PYs of his/her country are familiar with the matters indicated in the
Guideline or decided upon by the COC, and responsibly give guidance to the PYs to
follow the program schedules conscientiously.
3. Conduct contingent meetings and ensure smooth communication within their
respective contingents and make sure to share information and notices that are
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announced by the Administration;
4. Provide advice and guidance to the Group Leaders Meeting, the Discussion Program
Steering Committee or the Sub-Committees assigned to them as advisors whenever
necessary;
5. Observe whether their own PYs are positively participating in the Discussion Program
and their contents; and also participate in the Post-Program Session of their
contingents for the necessary advice and guidance in cooperation with the OBSC
representatives;
6. Prepare and deliver a speech at official programs such as the Flag Hoisting Ceremony;
7. Take a lead in guiding the PYs to follow the programs designed by the local reception
committees and to cooperate with the Administration for the smooth and safe
operation during the country programs;
8. Take a lead in their respective contingents and the Solidarity Groups in charge during
the port of call activities;
9. Be reachable to the PYs of own country by cell phone and be available for emergency
matters at any time during the homestay program;
10. Attend the Reunion Party Onboard at each port-of-call;
11. Report to their respective governments of evaluations and suggestions on country
programs that are raised in COC in order to be reflected in the better implementation
and operation of the next Program;
12. Attend the following meetings;
1) Briefing in COC
The briefing in COC is a meeting where the reception committee (which consists of
the concerned government and alumni association representatives) embarks the ship
in order to confirm country activities with the NLs when the ship arrives at the pier.
2) Other meetings which the Administration may request NLs to attend
13. Cooperate with the Administration as a contingent leader for smooth and safe
operation of the Program.
c) Measures when an NL is Unable to Perform His/Her Duties
When an NL is deemed unable to discharge his/her duties for whatever reason,
the government of that NL shall designate a new NL as replacement. Pending
the appointment of a new NL, the Youth Leader shall temporarily assume all
functions of the NL. In case the concerned government is unable to dispatch a
new NL, it may formally designate the YL or the AYL for the position.
5. Measures for Erring Participants
(1) The Director General for the General Promotion of Policy on Youth Affairs and
Childrearing, Cabinet Office of Japan (or the Administrator when the ship is on
cruise) may issue a warning or impose a disqualification on further participation of a
PY or an NL when he/she behaves contrary to the “Duties and Responsibilities of
the Participating Youths” or “Duties and Responsibilities of the National Leaders”,
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respectively, or other rules and regulations governing the Program.
(2) The warning and notice of disqualification shall be promptly notified to the
concerned PY or NL and as well as to the government of his/her country.
(3) A PY or an NL who is disqualified for above reasons must immediately return to
his/her country.
(4) Any PY or NL who has been disqualified from participation under Item 5.(1) shall
shoulder his/her own expenses incurred during this Program.
6. Notice of Cancellation of Participation
(1) The Director General (or the Administrator when the ship is on cruise) shall immediately admit a cancellation and notify that the qualification as a PY or an NL is called off when he/she: a) Expresses an intention to withdraw from the Program owing to unavoidable
reasons; b) Is recalled by the government of his/her country for any unforeseen serious
reasons. (2) A PY or an NL whose cancellation has been admitted must immediately return to
his/her country. (3) Any PY whose participation has been cancelled under Item 6.(1) shall shoulder
his/her own expenses for returning home. (However, the Government of Japan shall
pay the airfare of the PY (economy class except charges for excess luggage) to the
capital of his/her country in case where the “unavoidable reasons” are either (i) death
or critical condition of the concerned PY’s immediate family such as parents, children,
brothers, sisters, or spouse, or (ii) the concerned PY’s illness or injury which does not
allow him/her to continue the Program.)
7. Notice of Suspension of Participation
(1) The Director General (or the Administrator when the ship is on cruise, to be hereafter
applied in this column) may issue a notice of suspension of participation of a PY or an
NL and temporarily return him/her to his/her country when;
a) He/she expresses an intention to suspend his/her participation in the Program
owing to unavoidable reasons and the Director General specially approves it as
imperative case:
b) The government of his/her country expresses an intention to suspend
participation of a PY or an NL and the Director General specially approves it as
imperative case.
(2) Any PY or NL who suspends his/her participation in the Program under Item 7.(1)
shall bear the expenses to temporarily return to the country.
8. Reports Submission
The Administrator, respective governments, and all Japanese PYs shall submit reports
on the activities to the Cabinet Office of Japan.
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9. Emergency Treatments and Expenses
(1) The participants must personally shoulder any charges for excess luggage.
(2) The Government of Japan shall not be liable for any medical treatment, which is not
covered by the travel, medical and accident insurance paid by the Government of
Japan, except those administered by the ship doctor during the cruise.
(3) It is strongly requested that each government provides vaccinations (especially of
Influenza, Chicken Pox and Measles for the high risk of development) with the
participants or at least instructs them to take vaccinations prior to their participating
in the Program.
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Schedule of the 40th SSEAYP in 2013
Day Port of Call Remarks
1 Oct. 28 MonArrival of NLs, PYs, Facilitators and Host FamilyRepresentatives from ASEAN member countries
2 29 Tue Inauguration Ceremony, Reception & Orientation3 30 Wed Institutional Visits4 31 Thu Japan-ASEAN Youth Leaders Summit5 Nov. 1 Fri Japan-ASEAN Youth Leaders Summit
6 2 Sat Departure for Local Program Host Family Representativesreturn.
7 3 Sun Local Program8 4 Mon Local Program
9 5 TueReturn from Local Program, Embarkation to theShip
Representatives ofGovernments and AA ofASEAN countries arrive.
10 6 Wed 40th Commemorative Ceremony and Reception11 7 Thu Departure from Tokyo (16:30) Send-Off Ceremony
12 8 Fri Cruise 1Representatives ofGovernments and AA ofASEAN countries return.
13 9 Sat Cruise 214 10 Sun Cruise 315 11 Mon Cruise 416 12 Tue Cruise 517 13 Wed Cruise 6
18 14 ThuBerth in Ho Chi Minh City,Vietnam (10:00)
Country Program in Vietnam
19 15 Fri 20 16 Sat 21 17 Sun Departure (16:00) 22 18 Mon Cruise 723 19 Tue Cruise 8
24 20 Wed Berth in Bangkok, Thailand (10:00) Country Program in Thailand
25 21 Thu 26 22 Fri 27 23 Sat
28 24 Sun Departure (16:00) 29 25 Mon Cruise 930 26 Tue Cruise 10
31 27 Wed Cruise 11
32 28 Thu Cruise 12
33 29 Fri Berth in Singapore (10:00) Country Program in Singapore
34 30 Sat 35 Dec. 1 Sun 36 2 Mon Departure (16:00)
37 3 Tue Cruise 13
38 4 Wed Cruise 1439 5 Thu Cruise 1540 6 Fri Berth in Manila, Philippines (10:00) Country Program in the Philippines
41 7 Sat OBSC representativesembark.
42 8 Sun
43 9 Mon Departure (16:00) Facilitaors disembark andreturn.
44 10 Tue Cruise 16
45 11 Wed Cruise 17
46 12 ThuBerth in Naha, Japan (10:00)Departure (18:00)
47 13 Fri Cruise 1848 14 Sat Cruise 1949 15 Sun Cruise 20
50 16 Mon Berth in Tokyo (11:00)Debriefing Session, Farewell Ceremony andFarewell Party
51 17 TueDeparture of NLs and PYs from ASEAN membercountries
OBSC representativesreturn on 19.
ActivitiesDate
Homestay(2 nights, 3 days)
Homestay(2 nights, 3 days)
Homestay(2 nights, 3 days)
Homestay(2 nights, 3 days)
Homestay(2 nights, 3 days)
The contingent representatives & ADM visit Vientian, Laos from 21 to 22.
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Sailing Plan of the 40th SSEAYP in 2013
・
・ Bangkok
Naypyidaw
Vientiane
Kuala Lumpur
Tokyo
Manila
Bandar Seri Begawan
・
Phnom Penh
・
Jakarta
Ho Chi Minh City
・
・
Singapore
・
・
・
・
・
・
Hanoi
Naha
・
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Nov. 5 Thu
6 Wed
7 Thu
8 Fri
9 Sat
10 Sun
11 Mon
12 Tue
13 Wed
14 Thu 10:00 Berth (Ho Chi Minh City )
15 Fri Country Program in Vietnam
16 Sat
17 Sun 16:00 Set sail
18 Mon
19 Tue
20 Wed 10:00 Berth (Bangkok)
21 Thu Country Program in Thailand
22 Fri
23 Sat
24 Sun 16:00 Set sail
25 Mon
26 Tue
27 Wed
28 Thu
29 Fri 10:00 Berth (Singapore)
30 Sat Country Program in Singapore
Dec. 1 Sun
2 Mon 16:00 Set sail
3 Tue
4 Wed
5 Thu
6 Fri 10:00 Berth (Manila)
7 Sat Country Program in the Philippines
8 Sun
9 Mon 16:00 Set sail
10 Tue
11 Wed
12 Thu
13 Fri
14 Sat
15 Sun
16 Mon
17 Tue
11:00 Berth (Tokyo) Baggage Down Preparation for Debriefing Session
Debriefing Session
(16:00-17:30)
Farewell
Ceremony
(18:00-18:30)
Farewell Party(18:45-20:30)
Departure of NLs and PYs fromASEAN countries (6:00-)
Post-Program Session III(Discussion and designing of project by Contingent)
Preparation for Farewell Festival Farewell Festival
Post-Program Session IV(Finalization of project, Preparation for Debriefing Session)
Explanation of
Disembarkation
(14:15-15:15)
Contingent Meeting
(15:30-16:30)Preparation for Disembarkation
10:00 Berth (Naha, Japan) Immigration Procedure 18:00 Set sail
Voluntary Activity
Post-Program Session II(Introduction of AA Activities by Contingent)
SG Activity IV Voluntary Activity
Free Day (Half day) Reflecting country program by SG II Voluntary Activity
Post-Program Session I(Plenary Session)
Preparation for Immigration Voluntary Activity
Club Activity A(Preparation for Presentation)
Club Activity B(Preparation for Presentation)
Club Activity (Presentation)National Presentation
(Philippines)
Contingent
MeetingCOC Meeting
Free Day (Half day) Club Activity B(1) Voluntary Activity
Discussion Program(Self-Evaluation)
Club Activity B(2)National Presentation
(Myanmar)
Discussion Program(Wrap-up)
Discussion Program(Preparation for Presentation, DG Report making)
National Presentation(Malaysia)
Discussion Program(Presentation of Discussion Results)
National Presentation(Singapore)
ContingentMeeting
COC Meeting
ContingentMeeting
COC Meeting
Free Day (Half day) Reflecting country program by SG I Voluntary Activity
Discussion Program (Workshop for post-program projectsdesigning and implementing)
SG Activity IIINational Presentation
(Indonesia)
ContingentMeeting
COC Meeting
Discussion Program(Group Discussion V)
Free Day (Half day)National Presentation
(Laos)
Discussion Program (Introduction for post-program projectsdesigning and implementing)
SG Activity IINational Presentation
(Thailand)
Discussion Program(Group Discussion III)
Club Activity A(2)National Presentation
(Cambodia)
Discussion Program(Group Discussion IV)
Free Day (Half day)National Presentation
(Vietnam)
Discussion Program(Group Discussion I)
SG Activity INational Presentation
(Japan)
Discussion Program(Group Discussion II)
Club Activity A(1)National Presentation(Brunei Darussalam)
SG MeetingSub-committee Meeting
/Discussion Program Steering
Committee
Photo Session (by SG)Ship Tour
Voluntary Activity
Discussion Program(Introductory Program)
Lecture byAdministrator
(14:15-15:00)
Lecture by Captain(15:15-16:00)
Introduction for
Club Activity
(16:15-17:30)Voluntary Activity
Embarkation
Procedure
(9:00-11:00)
GL Meeting /Discussion Program
Steering Committee
(11:00-12:15)
Open Ship(13:30-14:45)
Send-off Ceremony
(15:15-15:40)
Set sail (16:30)
Contingent Meeting
(17:00-18:00)COC Meeting
Travel from regional program sites to TokyoOrientation(18:00-18:30)
Baggage up
Lifeboat Drill
(9:30-10:30)Orientation
(11:00-12:45)
40th Commemorative
Ceremony
(14:00-14:30)
40th Commemorative Reception
(15:00-16:00)Discussion Program
(Group Meeting)
Schedule of the Onboard Activities of the 40th SSEAYP in 2013 (Tentative)
Date 10:00~11:15 11:30~12:45 14:15 ~15:30 15:45~17:00 19:30~20:45
<<Institutional Visit relevant to the Discussion Group Themes>>
<<Homestay>>
Embarkation of OBSC Representatives (12/7)Disembarkation of Facilitators (12/9)
Delegates visit Laos by Air
<<Homestay>>
<<Homestay>>
<<Homestay>>
<<Institutional Visit in Naha>>
CHAPTER 2
ORGANIZATION OF THE SSEAYP
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1. Members
The members of the 40th SSEAYP in 2013 shall be as follows:
(1) Administration: Approximately 30
(Administrator, Deputy Administrator, Chief Administrative staff, Administrative
staff members)
(2) Facilitators: 8
(3) National Leaders (NLs): 11 (one from each participating country)
(4) Participating Youths (PYs): 319
(ASEAN member countries: 28 x 10 countries = 280, Japan: 39)
Total of approximately 370
2. Administration
(1) Duties of the Administration are:
a. Liaison and coordination with the Government of Japan and reception
committees of the participating countries
b. Planning and management of the activities onboard the ship
c. Management of the activities in the countries to be visited
d. Liaison with the ship crews
e. General and financial affairs
f. Liaison and coordination with the COC, the Discussion Program Steering
Committee, the Sub-Committees, and the Group Leaders Meeting
(2) The Director General for the General Promotion of Policy on Youth Affairs and
Childrearing appoints the Administrator, the Deputy Administrator and the
Administrative staff members.
(3) The Administrator represents the Government of Japan, manages and coordinates the
overall program. The Deputy Administrator assists the Administrator. The Deputy
Administrator takes up the position in case the Administrator cannot perform his/her
duties. The Administrative staff shall perform their duties under the Administrator’s
instructions.
3. Cruise Operating Committee (COC)
The duties and responsibilities of the Cruise Operating Committee (COC) are specified as
follows.
(Duties and Responsibilities of the Cruise Operating Committee)
The Cruise Operating Committee (COC) comprises of the National Leaders (NLs) from the
eleven participating countries, and the COC meetings shall be attended by the
Administrator and the administrative staff members appointed by the Administrator.
The Administrator and the staff members shall give advice and guidance to the COC
whenever necessary.
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The COC discusses and decides the fundamental matters governing onboard activities
based on the Guideline and other necessary matters decided by the Cabinet Office,
Government of Japan.
In principle, the COC meetings are held after departure from each port-of-call. The
Administrator or the NLs may also convene the COC whenever necessary.
The roles of a meeting chairperson and minutes taker shall be rotated among the NLs.
The COC shall:
(1) Discuss and decide the fundamental matters governing onboard activities based on the
Guideline for the 40th Ship for Southeast Asian Youth Program in 2013 and other
necessary matters decided by the Cabinet Office, Government of Japan;
(2) Give advice to the GL Meeting regarding the onboard activities whenever necessary;
(3) Give advice to the Sub-Committees regarding their respective activities whenever
necessary;
(4) Offer opinions that may be practical in the planning and operation of the Discussion
Program through the three NL members of the Discussion Program Steering
Committee;
(5) Review and confirm the country program of each port-of-call, and conduct an
evaluation of the activities after each country program.
4. Discussion Program Steering Committee
For the smooth operation of the Discussion Program and the Post-Program Session, the
Discussion Program Steering Committee shall be formed. It shall comprise of the
Administrator, the Deputy Administrator, some Administrative staff members, eight
Facilitators, three NLs and representative PYs (16 from groups and 11 from contingents).
It shall plan and implement the program.
The Facilitators shall carry out the affairs of the Discussion Program under the
Administrator’s instructions. They shall also provide necessary assistance to the
administrative staff members under the Administrator’s instructions whenever necessary.
The details of the Discussion Program and the Discussion Program Steering Committee
are shown in Chapter 4 of this Guidebook.
5. Youth Leaders (YLs) and Assistant Youth Leaders (AYLs)
One Youth Leader (YL) and one Assistant Youth Leader (AYL) shall be appointed from the
PYs of each country. The YLs are in charge of liaising and coordinating the activities of
the PYs of their respective countries. The AYLs assist the YLs. The YL and AYL of each
country must be from opposite sex.
In the event that a YL or an AYL cannot perform his/her duties, the government of the
YL/AYL’s country shall appoint a new YL/AYL from the PYs.
6. Solidarity Group (SG)
Eleven Solidarity Groups (SGs) are formed as basic groups for the activities onboard and
- 16 -
in the countries to be visited. Male and female PYs shall be equally assigned to each SG.
The YLs and the AYLs are appointed as Group Leaders (GLs) and Assistant Group
Leaders (AGLs), respectively, to each SG.
In the event that a GL or an AGL is unable to perform his/her duties, the COC will discuss
the procedure of replacement.
7. Group Leaders Meeting
The Group Leaders (GL) Meeting shall consist of the GLs and AGLs under the supervision
of the COC. The GL Meeting discusses the onboard activities and activities in countries
to be visited and offers opinions to the COC accordingly.
One or more NLs shall be appointed to provide support for activity management.
8. Sub-Committees
The Club Activity Sub-Committee and the SG Activity Sub-Committee shall be formed
under the supervision of the COC. Each Sub-Committee consists of a certain number of
PYs. The Sub-Committees discuss and decide their respective activities subject to the
approval of the COC.
One or more NLs shall be appointed to provide support for activity management in each
Sub-Committee.
CHAPTER 3
ACTIVITIES
- 18 -
1. Life Onboard the Ship
The daily timetable onboard is basically scheduled as follows:
7:00 Rising (Cabin Cleaning)
7:30 - 8:00 Exercise
8:00 - 9:00 Breakfast
9:15 - 9:45 Morning Assembly
10:00 - 11:15 Activities I
11:30 - 12:45 Activities II
12:45 - 14:15 Lunch
14:15 - 15:30 Activities III
15:45 - 17:00 Activities IV
18:00 - 19:30 Dinner
19:30 - 20:45 Activities V
23:00 Lights out
2. Activities Onboard the Ship
The activities onboard the ship shall be carried out in line with the above daily schedule
and the program schedule (Page 12). In principle, there are no activities onboard from the
time the ship enters a port-of-call country until the time the ship leaves the port.
(1) Discussion Program
See Chapter 4 – ‘Guideline for the Discussion Program and the Post-Program Session’.
(2) SG Activities
Each Solidarity Group (SG) shall carry out activities to deepen mutual understanding
and to promote friendship among PYs in each SG. The management of SG Activities
shall be decided by the SG Activity Sub-Committee, subject to approval of the COC.
a) Purposes
To enhance international friendship and mutual understanding
Exercise team building in a group consisting of PYs of Japan and ASEAN member
countries
b) Principle
Decide effective way for team building for SG consisting of PYs of Japan and ASEAN
member countries
Utilize the “SG Activity” time to introduce and learn about each other’s culture
Plan an activity where each SG member can work together towards the same goal or
direction while holding a role to contribute in the SG
Plan activities maintaining balance between activities done by each SG and by entire SG.
c) Roles of SG Activity Sub-Committee
Plan and conduct activities that deepen mutual understanding and promote friendship
among PYs in each SG
Define the concept or theme of each SG Activity session and plan activities in
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accordance with the defined concept
Decide venues for each SG Activity
d) Examples
Drama, group singing, recreation, sports and presentation
(3) Club Activities
The Club Activities aim to promote spontaneous communication among the PYs in
pursuit of their common hobbies and interests. Based on the applications submitted
by PYs, the Club Activity Sub-Committee decides on the club activities to be held
under the final approval of the COC.
The results of each activity shall be presented on a scheduled date before
disembarkation.
a) Purposes
To promote spontaneous communication among the PYs in pursuit of their common
hobbies and interests
To have profound understanding about each others’ culture by participating in one
Club Activity successively
To grasp the nature of the culture of other countries by mastering the arts or
performances (i.e. traditional crafts, songs and dances)
To develop leadership skills through experience teaching PYs of Japan and ASEAN
member countries
To have experience working together with PYs of Japan and ASEAN member countries
in unison to make the achievement
b) Principle
PYs teach about his/her country’s culture and the contents should include the
philosophy and value behind the culture
Activities should be something that allows everyone to participate in and the final goal
is to perform what each PY has learned at the presentation of the Club Activity
Basically one Club Activity should be completed within two sessions of Club Activity
Based on applications submitted by PYs, the Club Activity Sub-Committee decided on
the club activities to be held under the final approval of the COC.
Each PY shall choose to be either a participant or organizer for each “Club Activity A1,
A2” and “Club Activity B1, B2.” (note: If a PY chooses to be an organizer for the Club
Activity A1, he/she cannot change to become a participant of another club activity for
the Club Activity A2.)
c) Roles of Club Activity Sub-Committee
Decide the number of club activities to be set up, time schedule and contents of
activities based on the applications submitted by the PYs
Reserve the venue for each club activity
Design and conduct the final presentation
Develop and prepare a overall plan of four times of Club Activities and submit to the
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Administration
Book necessary materials and equipments for each club activity from the
Administration
d) Examples
Martial arts, traditional crafts and performances, songs, dances, playing musical
instruments
(4) National Presentation (Introduction of Each Country)
In National Presentation, each contingent shall introduce and present various aspects
of the country. PYs shall prepare this activity without interfering other onboard
activities. National Presentation is not an activity of competition and PYs should
note that they may minimize costumes and equipment and try not to overly decorate
the stage for their presentation. The content of the National Presentation shall be
considerate to other PYs as well as be safety-conscious (i.e. Balloons and party
crackers are not preferable to be used.)
Each contingent shall submit a planning paper to the Administration by one day
before the presentation.
Below is the outline of the National Presentation.
a) Contents: To introduce indigenous traditions, cultures, history, national character,
current situation surrounding youth in the country, current situation of
the youth etc. through musical performances, dances, skits,
explanations, video clips, etc.
b) Dates: Designated day for each contingent
c) Time: 75 minutes (time slot is as follows.)
i) 10 minutes: General Information (including history, national character, etc.)
ii) 5 minutes: Current Situation Surrounding Youth in the Country
iii) 60 minutes: Introduction of Indigenous Cultures and Traditions through
Musical Performances, Dances, Skits, etc.
d) Preparation: Starts from 17:00 hr. on the day of the National Presentation.
e) Decoration: As a general rule, decorations are allowed only on the stage.
Decorations which require use of stepladder are not allowed.
* In regards to decoration outside the stage, PYs may tie up the articles only if they
do not damage or leave any impairment in the ship. However, it is strictly
prohibited to hang decoration items from the ceiling of the Hall.
Exhibition will be held during the “Japan-ASEAN Youth Leaders Summit” in
Japan.
Contents: Introduction of political, economic and social aspects, etc.
Date: Thursday, October 31
(5) Orientation for a Safe Voyage
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Instructions and guidance for safe voyage including structure of the ship and
evacuation drill shall be given to the PYs.
(6) Other Activities
Other activities approved by the COC may be added.
If the activities require any material, PYs should submit the planning paper to the
Administration by the day before the activities.
3. Activities in the Countries to be Visited
The governments or the Reception Committee of the respective countries shall plan and
implement their country programs and may include some of the activities listed below:
(1) Courtesy Calls and Receptions
(2) Homestays
The PYs will experience a two night-three day homestay in the countries to be visited
including Japan.
(3) Open Ship
Host families and officials and individuals in the visited country who are involved in
the program may be invited.
(4) Institutional visits and interaction with local youths
CHAPTER 4
Guideline for the Discussion Program and the Post-Program Session
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1. Purpose
The Discussion Program intends to encourage the Participating Youths (PYs) (1) to deepen
their understanding of the current situation of the various fields in each country and motivate
them to act for solving problems in the respective fields; as well as (2-a) to promote mutual
understanding; (2-b) to improve the PYs’ skills in exchanging views with other participants;
and, (2-c) to enhance their abilities in presenting their own ideas in public, through a
free-flowing and active exchange of opinions.
Furthermore, it aims to equip the PYs with practical knowledge and skills that are necessary
for them to conduct post-program activities, to encourage them to come up with concrete
ideas for possible post-program activities and enhance their willingness to actively participate
in the post-program activities by providing opportunities for PYs to utilize the results of the
Discussion Program.
The Post-Program Session aims to deepen PYs’ understanding on the Alumni Association
(AA) of respective countries and the SSEAYP International which is the solidarity body of the
AAs, and allow PYs to design possible projects to realize their ideas for post-program
activities.
2. Theme
(1) Common Theme
The common theme for the Discussion Program and the Post-Program Session in SSEAYP
2013 shall be: “Youth Participation in Social Activities”
The youth, as young leaders, are expected to play an important role in the revitalization
and prosperity of their societies. This Discussion Program/ Post-Program Session aim to
raise PYs’ awareness of the importance of their participation in social activities, and to
enhance PYs’ willingness and encourage their active participation in the post-program
activities by providing opportunity for PYs to understand the current situation in each
country and to discuss activities that they can contribute in the various fields.
(2) Group Themes
The Discussion Program shall follow the common theme and under it are eight (8) “group
themes.” Each discussion group (DG) shall comprise of more or less the same number of
PYs from different contingents.
1) Corporate Social Contributions
PYs will understand the current status of Corporate Social Contributions in ASEAN
member countries and Japan as well as the significance of a corporation or an
enterprise’s engagement in social contribution activities. On that basis, PYs will
discuss how the youth can contribute to the society from various aspects as an
entrepreneur, a corporate employee, a public servant, a consumer, etc.
2) Cross-cultural Understanding Promotion
PYs will discuss what the youth can do to promote cross-cultural understanding, with
the end-view of establishing a multicultural cohesive society. The topic shall include
familiar issues such as family relationships and socio-cultural practices in the region.
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3) Environment (Natural Disaster Reduction)
PYs will understand the current situation and efforts for natural disaster reduction in
ASEAN member countries and Japan. On that basis, PYs will discuss what
approaches are needed in order to reduce damages from disasters which might occur
and to create society where people can live without fear.
4) Food and Nutrition Education
PYs will discuss what the youth can do to actualize sound dietary life throughout the
lifetime, by discussing traditional food culture, agriculture and food supply in ASEAN
member countries and Japan.
5) Health Education (Measures against HIV/AIDS)
PYs will understand the current status of measures against HIV/AIDS in ASEAN
member countries and Japan. On that basis, PYs will discuss what the youth can do
for health education, including measures against HIV/AIDS.
6) International Relations (ASEAN-Japan Cooperation)
PYs will understand the current status of partnership between ASEAN and Japan. On
that basis, PYs will discuss what you can do to enhance future partnership between
ASEAN and Japan.
7) School Education
PYs will understand the current status of school education in ASEAN member
countries and Japan. Subsequently, PYs will discuss the approaches of School
Education to develop human resource who can take an active role in the local and
global community. On that basis, PYs will further discuss how the youth can
contribute to support School Education.
8) Information and Media
PYs will understand the social impact of information and media of today.
Subsequently, PYs will discuss how actively and effectively people should use the
media to convey messages as providers of information as well as how carefully they
should choose information as recipients.
3. Structure
The Discussion Program and the Post-Program Session shall be implemented according to the
implementation plan to be issued by the Discussion Program Steering Committee. Please
refer to the details of the Discussion Program Steering Committee as the attached.
4. Proceedings
(1) Discussion Program
a. Pre-Program Activities/Requirements
The Government of Japan shall send questionnaires to the PYs through their respective
governments by late June to determine their preferred discussion themes. The
respective governments shall be requested to return the duly accomplished
questionnaires by July 19, Friday, 2013. The Government of Japan shall then prepare the
final discussion group assignments based on the questionnaire and other considerations.
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The Government of Japan will hold a Facilitators Meeting from August 12, Monday to
August 15, Thursday, 2013 to determine and finalize the objectives of each DG.
Thereafter, it will provide the PYs through the respective governments with basic
information (i.e. groupings, schedules, etc.) and pre-program assignments according to
their respective DG. The Facilitators may also provide the PYs with additional
information whenever necessary.
The PYs are expected to prepare for the Discussion Program by deepening their
knowledge on their respective group themes as well as to accomplish the pre-program
assignments.
b. Country Program in Japan
During the country program in Japan, the institutional visits relevant to the eight group
themes and the “Japan-ASEAN Youth Leaders Summit” shall be implemented as an
introduction to the Discussion Program.
The PYs shall participate in the “Japan-ASEAN Youth Leaders Summit” and engage in a
discussion with Japanese local youths, who are selected separately from the Japanese
PYs.
c. Activities Onboard
All PYs attend the Introductory Program, during which purposes and procedures of the
Discussion Program are explained, and PYs shall give presentations on particular cases of
social activities in their respective countries or communities. The Introductory Program
shall be organized by the Discussion Program Steering Committee. Subsequently, PYs are
encouraged to actively participate in their respective group discussions (Session I to V),
which shall be administered by the Facilitators. The content of Group Discussion I
include setting goals which individual PYs would like to achieve through the Discussion
Program.
After the group discussion I to V, there will be a session in which PYs will learn
approaches for designing and implementing projects from Facilitators in order to equip
them with practical knowledge and skills necessary for them in conducting social
contribution activities after the SSEAYP. In the following session, PYs will also practice
how to design concrete and feasible project(s) as hands-on experience in workshop, led
by the Facilitator and Discussion Program Steering Committee members by DG.
In the Discussion Program (wrap-up), PYs will review and summarize the opinions and
outcomes of discussions as well as the results of institutional visits.
In the Discussion Program (preparation for presentation and DG report making), PYs will
engage in the following activities based on the outcomes of the Discussion Program
(Wrap-up).
Prepare for the Presentation of Discussion Results
Make DG report which includes the process and contents of discussion activities
(Consolidated discussion report shall be submitted to the Administration through the
Discussion Program Steering Committee.)
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Presentation of Discussion Results is for the PYs to share the outcomes of each DG, to
learn and understand the different pictures of “Youth Participation in Social Activities”
and to increase their awareness on the social activities in which youth would be able to
engage in respective fields.
Discussion Program (Self-evaluation) is for PYs to reflect and evaluate their own
activities in the discussion activities. This session shall be led by the Facilitators and PY
Steering Committee Members by discussion group and PYs will organize their ideas
towards post-program activities based on the following guiding questions.
How much could you achieve the goals you set?
What have you gained from the group discussion besides the goals that you set?
How would you like to best utilize the outcomes of the discussion activities for your
post-program activities?
d. Country Program in Vietnam
During the country program in the Vietnam, visit to the institutions relevant to the eight
group themes shall be scheduled to further enhance the group discussion. The PYs are
expected to increase their awareness of “Youth Participation in Social Activities” under
their respective group themes by experiencing actual activities and exchange opinions
with experts and practitioners in those fields.
(2) Post-Program Session
Post-Program Session I (plenary session) will be organized and facilitated by the
representatives of each Alumni Association (OBSC representatives). This session shall
primarily contain the introduction of SSEAYP International (SI) which is the solidarity body
of respective Alumni Associations (AAs). This session intends to deepen PYs’
understanding of SI, its mission, objectives and activities, and encourage them to actively
participate or organize post-program activities under their respective AAs or SI. In
addition, the status of implementation and the outcomes of the projects which were
discussed and prepared by the previous years’ PYs during the Program shall be introduced,
so that PYs would have better image of the post-program activities and how they could act
in their own communities.
Post-Program Session II (by contingent) will be led by the OBSC representatives. In this
session, PYs will deepen their understanding of AA, activities done by both AAs and
former PYs in their respective countries. (For the contingent of Myanmar, this session will
be led by the NL and PY Steering Committee Members.)
In the Post-Program Session III (by contingent), PYs will discuss activities and projects
which they would like to conduct as their post-program activities in their respective
countries and communities and develop the project proposals by receiving advices from the
OBSC representatives.
In the Post-Program Session IV (by contingent), PYs will continue to work on project
proposed in the Post-Program Session III for finalization. PYs will also prepare for the
presentation at the Debriefing Session.
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At the Debriefing Session, each contingent will present proposal of their project as the
summary of the Post-Program Session.
5. Detailed Schedule
Pre-program
By the beginning of
June
Selection of Facilitators
The Government of Japan will determine the
Facilitators based on the recommendations by the
respective governments and/or Alumni
Associations.
Late June –
July 19
The Government of Japan will send the
questionnaires to PYs through the respective
governments to choose the group theme.
August 12 - 15
Facilitators Meeting (Tokyo)
The objective of each discussion group shall be
finalized.
By the beginning of
September
The Government of Japan decides the groupings of
PYs, provides pre-program assignments and
launches group-based mailing lists.
September 18-21 National Leaders Meeting (Tokyo)
By the time of
Embarkation
PYs shall deepen their knowledge on their respective
group themes in preparation for the Discussion
Program and accomplish the appropriate
pre-program assignments provided.
Country Program
in Japan
October30 Institutional visits relevant to group themes
October 30 –
November 1 Japan-ASEAN Youth Leaders Summit
Discussion
Program
(Onboard)
November 6
19:30-20:45
Group Meeting
Selection of Discussion Program Steering
Committee members
November 7
11:00-12:15
November 8
11:30-12:45
1st and 2nd meeting of Discussion Program Steering
Committee
Discussion of the details of implementation and
preparation for Introductory Program
November 9
10:00-12:45
Introductory Program
Explanation of Discussion Program
Presentation of social activities in each country
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November
10,11,12,13
10:00-12:45
Group Discussion I, II, III,IV
Country Program
in Vietnam November 14 Institutional visits relevant to group themes
Discussion
Program
(Onboard)
November 18
10:00-12:45 Group Discussion V
November 19
10:00-12:45
Discussion Activity
(Introduction for designing and implementing
projects)
November 20
10:00-12:45
Discussion Activity
(Workshop for project designing and planning)
November 27
10:00-12:45
14:15-17:00
Discussion Program
(Warp-up)
Discussion Program
(Preparation for Presentation of discussion results,
DG report making)
November 28
10:00-17:00 Presentation of Discussion Results
December 4
10:00-12:45 Discussion Program (Self-evaluation)
Post-Program
Session
(Onboard)
December 8
Meeting for Facilitators and OBSC Representatives
Outcomes of the Discussion Program and PYs’ ideas
and projects
Proposals shall be shared for the Post-Program
Session
December 11
10:00-12:45
Post-Program Session I (plenary session)
Introduction of SI and activities of SI and AAs
December 13
10:00-12:45
Post-Program Session II (by contingent)
Introduction of activities of respective AA and
former PYs
December 14
10:00-12:45
Post-Program Session III (by contingent)
Discussion and designing of post-program activities
December 15
10:00-12:45
Post-Program Session IV
Finalization of project designing and preparation for
the Debriefing Session
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December 16
16:00-17:30
Debriefing Session
Presentation of proposal of the project by contingent
Facilitators will arrive in Japan on October 28, and disembark from the ship and depart
from the Philippines on December 9.
OBSC representatives will assemble in the Philippines and embark on the ship in the
Philippines on December 7, and depart from Japan on December 19.
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Discussion Program Steering Committee
The following is the detail of the Discussion Program Steering Committee, which shall be
formed in accordance with the “Guideline for the 40th Ship for Southeast Asian Youth Program
in 2013.”
1. Organization Structure
The Discussion Program Steering Committee shall comprise of members as follows:
Administration (Administrator, Deputy Administrator, some Administrative Staff
members (in charge of the Discussion Program))
8 Facilitators (1 from each group)
3 National Leaders (in charge of the Discussion Program)
16 PYs representing the Discussion Groups (2 from each Discussion Group)
11 PYs representing the contingents (1 from each contingent)
2. Roles
(1) Roles of the Discussion Program Steering Committee
a. Plan and operate the Discussion Program
b. Plan and implement the Introductory Program to PYs
c. Understand and adjust progress of each group
d. Share the information of each group
e. Plan and implement the Presentation of Discussion Results
f. Put together the discussion reports
g. Plan and implement the Post-Program Session (in cooperation with OBSC
representatives)
(2) Individual Roles
a. Administration
Operate the Discussion Program Steering Committee (Ultimately, the Administrator
shall confirm the plan and operation of the Discussion Program and the
Post-Program Session.)
Provide guidance to the Facilitators
Confirm the objectives of each group theme proposed by Facilitators
Finalize the basic information and pre-program assignments for each group that will
be proposed by the Facilitators and send them to PYs through the respective
governments (excluding the detail information)
Prepare and arrange for the necessary resources and logistical requirements
b. Facilitators
Determine and propose the group objectives for approval of the Administration
Draft the basic information and pre-program assignments for approval of the
Administration
Coordinate and manage the assigned discussion group
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Facilitate the group discussions and give support and advice to the group members in
charge
Consolidate and summarize the activity records taken
Coordinate and manage the sessions of “Introductory Program,” “Introduction for
post-program project designing and implementing,” “Workshop for post-program
project designing and implementing” and “Presentation of Discussion Results”
Attend the meeting with OBSC representatives to turn over the outcomes of the
Discussion Activity as well as PYs’ ideas and proposals for post-program activities
c. National Leaders
Provide advisory and opinions regarding the plan and operation of the Discussion
Program and the Post-Program Session as representatives of the Cruise Operating
Committee
d. PY Steering Committee members
Assist the Facilitators to implement the group discussions
Coordinate with the Facilitators in preparing the sessions
Relay information from the group members to the Facilitators, and vice versa
Record the discussion proceedings in coordination with the Facilitators
Coordinate with the Facilitators in planning and implementing the Introductory
Program and the Presentation of Discussion Results
Coordinate the group discussion session of “Workshop for post-program project
designing and implementing“ in cooperation with Facilitators
Facilitate and manage the Post-Program Session III and IV in cooperation with the
OBSC representatives
CHAPTER 5
INSTRUCTIONS FOR PARTICIPANTS
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1. Duties and Responsibilities of the Participants
NLs and PYs have to participate in the Program with utmost effort by inculcating the
objectives of the Program on themselves and by carrying out their duties and
responsibilities under Chapter 1, Item 4 of this Guidebook (Page 5).
2. General Instructions
(1) General Matters
a. PYs must be aware of the daily schedules and act accordingly.
b. PYs should be punctual for each activity. Tardiness will hinder orderly group
life.
c. PYs must strictly observe the time to return to the ship, especially from the
homestay at the port of call.
d. Behavior within reasonable bounds is required for a relationship with a person of
opposite sex. They must refrain from any behavior in public which makes other
people feel uncomfortable in any cases.
e. Sexual harassment (e.g. using vulgar language and behaviors which make others
feel uncomfortable) is strictly prohibited. Sexual harassment is a punishable
offense.
f. The male and female cabin areas are strictly separated. It is not allowed that PYs
enter the cabins of opposite sex or allow any PY of opposite sex to enter own
cabin under any circumstances.
g. Use or possession of illegal drugs and drug paraphernalia is strictly prohibited.
h. Bringing any fruits/plants with a root, leaves or insects into the ship is prohibited.
(Bringing durians into the ship is prohibited under any circumstances.)
i. It is required to give consideration to cultural and religious practices of other PYs.
The following are some examples:
<Islam>
Do not serve pork and alcohol for they are prohibited.
Keep dogs away from Muslims for religious respect.
Refrain from shaking hands or using the left hand to pass things to other
persons to follow the local customs.
<Hinduism>
Do not serve beef for religious respect.
Refrain from shaking hands or using the left hand to pass things to other
persons to follow the local customs.
<Buddhism>
Refrain from placing a hand on one’s head, for it is believed that head is a
home of spirit.
(2) Notes on Onboard Accommodation
a. PYs are responsible for the safety of their own belongings. They should use
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safety boxes to keep valuables. They must put a name tag on each item of
their belongings. PYs are requested to report all lost and found articles to the
Administration.
b. PYs are responsible for the keys of their cabin and locker. When leaving the
ship for the activities at the port of call, PYs should lock their cabin and keep
the keys by themselves. If a PY lost a key, he/she must compensate the
required cost.
c. The bulletin board set near the Administration Office is for daily announcements
from the Administration to PYs as well as for the communication among the PYs.
PYs are requested to check the bulletin board regularly.
It is not allowed to post a notice or other items on the wall in the ship besides on
the bulletin board. If it is necessary to post a sign on the wall, it is required to
have an approval from the Administration.
d. The cabins should be cleaned by the occupants every morning.
e. Public spaces and facilities such as the Hall and the Sports Deck should be
cleaned by the users after use. Materials and sport items should be returned to
the Administration after use.
f. Trashes should be put into the trash cans or the wastebaskets in the ship. Do not
throw trashes overboard. Local regulations may be strictly applied for
environmental protection when the ship is in port.
g. Be careful not to break or tarnish the facilities in the ship. Contact the
Administration immediately if any equipment is damaged.
h. For drinking, it is strongly recommended to use the water served in the utility
room. The water in the shower room of each cabin is not potable.
i. Since the ship carries only limited quantity of water, each PY is requested to use
water sparingly, especially when doing laundry.
j. All inquiries and reports to the purser or the crew of the ship should be made
through the Administration.
k. It is strictly prohibited to enter to the areas indicated as Crew Only or
Administration Only. If any act violating this rule is found during the Program,
the Administrator may impose a disqualification on the further participation of
the concerned participants. This rule is in effective till the last day of the
Program (including the day of disembarkation in Tokyo), therefore the concerned
participants may be disqualified and their participation records may be deleted.
(3) Notes on the Homestay Program
a. The purpose of the homestay program is to have exchanges with the host families.
Therefore, it is not a free time and the PYs shall not carry out selfish or individual
activities (i.e. going out without informing the host family or the homestay
partners) during the homestay program.
b. The PYs shall be responsible for their belongings (particularly money and other
- 36 -
valuables). It is advised that the PYs do not carry large amounts of money to
avoid unnecessary troubles.
c. The PYs should not reply to the questions of their host family by simply and
blindly saying “Yes” because they cannot fully understand the language. In
such case, they first should try to clarify what have been talked as much as
possible before showing his/her intention of agreement or disagreement to avoid
troubles.
d. If a PY cannot understand the language spoken at the homestay, he/she shall
cooperate with the other PY homestay mate who stay with the same host family.
e. The PYs shall contact the NLs if there is a problem which they cannot solve on
their own at the homestay.
f. The PYs shall fully communicate with the host family in regards to the schedule
of the activities. They shall also confirm the rules on the payment of expenses
during the homestay period (i.e. admission fees, food and international phone
calls). In principle, the PYs shall pay for souvenirs and personal items.
g. The PYs shall always carry information of emergency contacts and identification
of their own.
h. The medical and accidental insurance shall cover medical expense for the PY’s
sickness and injuries during the homestay. However, the PYs shall bear the cost
not covered by the insurance.
i. The PYs should wear decent attire during homestay and should be respectful of
the social norms and religious customs of the host families.
3. Clothing
(1) Dress Code
In the SSEAYP, there is particular attire for every activity onboard and in the country
programs. The respective reception committees or the Administration designates the
attire suitable to the activities and all the participants are requested to strictly follow.
The codes for attire are as follow;
Code Attire Occasion A1 Uniform Courtesy call, ceremonies,
formal occasions A2 Uniform, without jacket B National dress or suit Receptions, etc.
C1 Smart casual (No T-shirts, No jeans, No sports shoes) Institutional visits,
homestays, etc. C2 Casual D Sporty (T-shirt, etc.) Exercise, etc.
(2) Notes on the Dress Code
a. T-shirts with collar is categorized in Attire C2.
- 37 -
b. Because all the spaces onboard the ship except the cabins are considered public
spaces, it is required that the participants do not walk around in pajamas or
sleeveless shirts outside the cabins.
c. For safety reasons, the participants are recommended to wear low-heeled shoes
onboard the ship. Slippers or sandals without straps are not allowed onboard.
d. Participants should wear a nameplate every time throughout the Program.
4. Health Care
(1) Before the Cruise
a. Certain medical treatments such as ophthalmology and dental surgery are not
available onboard. Participants are advised to undergo such treatments as
necessary in their home countries before departure.
b. Participants should bring medicines with which they are familiar.
c. Participants should be fully aware of their own allergies (to medicines, foods, etc.).
d. For prevention of infectious diseases, participants should have necessary
vaccinations (for Influenza, Chicken Pox and Measles) prior to the beginning of
the Program.
(2) During the Cruise
a. In order to fully and actively participate in the Program, the participants should
keep regular hours to maintain own health condition.
b. It is strongly recommended that the participants wash their hands with the
disinfectant alcohol “WELPAS” provided at the gangway and gurgle with oral
disinfectant upon return to the ship from outside activities.
c. Participants should be especially careful with foods that they are not accustomed
to eat.
d. If feeling sick, participants should immediately consult the Administrative nurses
before seeing the ship doctor.
e. When a participant is unable to go to the Dining Room because of sea sickness,
and other reasons, his/her cabin mates are requested to take and bring meals to
the cabin for him/her with the permission of the Administration. They are also
requested to return the plates and cutlery to the Dining Room as soon as he/she
finishes the meal.
f. In order to provide the medical treatment for a participant who is seriously ill,
necessary arrangements such as moving him/her to another cabin or taking
him/her to a hospital at the next port of call shall be made accordingly.
(3) Preventive Measures Against Influenza
New types of influenza spread all over the world, while avian influenza (more
commonly known as “bird flu”) has also continued to spread in wider areas, covering
Europe to Southeast Asia. Various strains of the virus have also caused fatal
- 38 -
infections even to humans. The following measures are strongly recommended for
prevention of being infected by the virus:
a. General prevention against influenza
Keep your hands clean. Wash your hands before you touch foods as well as
when you return to the ship from outside.
Gurgle with oral disinfectant when you return to the ship from outside.
Do moderate exercise, have enough sleep as well as eat a balanced meal.
When you cough or sneeze, cover your mouth with tissue paper to prevent the
virus from spreading.
Do not touch your eyes, nose and mouth with dirty hands.
b. Prevention against avian influenza
Stay away from places such as markets where live birds are being sold and do
not touch them.
When eat chicken or egg, take only properly cooked ones.
In case of having symptoms of fever, generalized fatigability, headache, muscular ache
as well as cough and runny nose, participants should consult the Administrative
nurses immediately.
(4) Seasickness
In general, the body will gradually become used to the rolling and pitching movement
of the ship. The following measures are recommended to prevent seasickness:
a. Take motion-sickness drugs in advance.
b. Have enough sleep.
c. Eat proper quantity of food. Be careful not to overeat or avoid being hungry for a
long period of time.
d. Do not stare at waves or any moving objects at close range.
e. Avoid being in places with strong rolling and pitching movement. The center of
the ship is relatively stable.
5. Safety Rules Onboard the Ship
(1) General Matters
a. It is strictly prohibited to enter to the areas indicated as “DANGER,” “STAFF
ONLY” or “KEEP OUT.” If any act violating this rule is found during the
Program, the Administrator may impose a disqualification on the further
participation of the concerned participants. This rule is in effective till the last
day of the Program (including the day of disembarkation in Tokyo). Therefore,
the concerned participants may be disqualified and their participation records
may be deleted.
b. Do not touch machineries, valves, or fire extinguishers.
c. It is not allowed to use candles, incenses, fireworks or crackers for safety reasons.
d. Most of the spaces in the ship is non-smoking. Smoking is permitted only in the
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designated places with ashtrays.
e. Do not use heating appliances (except hairdryers) in the cabins. Be sure to
disconnect electric appliances after use.
(2) While the Ship is Sailing
a. Be cautious when opening and closing the doors. They might swing shut or
open unexpectedly.
b. Do not open the closed curtains while sailing at night. Other vessels may
misread it as light signals.
c. Please observe the following cautions when the ship rolls or pitches heavily in
rough weather,
Do not go out on decks.
Hold onto the handrail when walking.
Stay away from doors which are prohibited to open.
(3) When Arriving or Leaving a Port
Stay away from the workplace where anchor ropes (the rope to fix the ship to the
pier) are scattered.
(4) In Case of Emergency
In case of emergency onboard, there will be announcement and alarm. All
participants are requested to put on a life jacket immediately and follow the
instructions of the ship crew calmly.
a. Life Jackets
One life jacket per passenger is stored in each cabin Participants are
requested to check the life jacket upon boarding.
Instruction of life jacket is shown in each cabin.
It is advised that passengers wear warm and thick clothing before putting on
the life jacket. Any questions and clarifications for the instruction shall be
directed to the ship crew.
b. Assembling on the Deck
After putting on the life jacket, participants must assemble on the deck following
the instructions given by the ship crew. It is important that passengers to follow
the instructions by the ship crew and refrain from acting individually.
c. Life boat
Participants must board the life boat designated to each passenger. The number
and location of the life boat are indicated beside the bed in the each cabin and
participants are requested to confirm them upon boarding. When evacuating,
act calmly following the instructions of the ship crew.
(5) Lifeboat Drills
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In order to prepare for the emergency case onboard, lifeboat drills shall be conducted
under the Captain’s command and supervision. Participants are required to confirm
the moorage of the lifeboat, storage of life saving equipments, instructions of
lifejackets as well as notes on the safety rules onboard.
6. Passport and Identification Card
(1) Passports shall be collected upon boarding the ship and kept by the Administration
throughout the cruise for the smooth immigration procedures. They shall be
returned to each participant when the ship arrives in Tokyo, Japan.
(2) One identification card shall be provided to each participant in lieu of the passport.
Each participant must always carry this identification card during the country
program at the port of call.
(3) Participants must take the identification cards from the ID rack located at the entrance
of the ship and return it to the same rack when they return to the ship. The
Administration use this ID rack to confirm the return of all the participants onboard.
(4) If a PY loses his/her identification card, he/she must submit a written explanation to
the Administration, noted by his/her NL.
7. Currency Exchange
(1) In principle, currency exchange should be personally handled by the participants at
authorized banks or major hotels in the countries to be visited including Japan.
(2) Participants should note that traveler's checks cannot be cashed at any ports of call
other than Japan since passports shall be kept by the Administration throughout the
cruise
(3) The Administration does not provide currency exchange service. Participants should
note that not all currencies are exchangeable even at major banks in Japan.
8. Instructions for Immigration Procedures in the Countries to be Visited
(1) Immigration Clearance
a. Quarantine
Each country has different standard of quarantine inspection and it also depends
on the country of departure as well as countries previously visited by each
participant.
b. Immigration
Passport and visas shall be individually inspected by immigration authorities.
Authorities may ask the reasons for entering the country, length of stay and other
questions.
c. Customs
Custom officers will inspect personal effects of each participant. Most countries
have restrictions on items such as tobacco, liquor, perfume and gifts.
- 41 -
(2) Embarkation Procedures
a. Quarantine
Quarantine inspection is not generally imposed on those leaving a country.
b. Customs
In general, customs formalities are simple. Details, however, vary from country
to country.
c. Embarkation
Passports and visas shall be inspected. In some countries, participants must
declare the amount of currency and other articles in their possession.
d. Baggage Limit in Flights
Prior to boarding the airplane, participants should keep their personal belongings
minimum taking account of the baggage limitation (depending on airlines).
Participants must personally pay for any excess-weight baggage.
9. Customs Clearance in Japan
On their arrival in Naha Port in Okinawa, Japan, all participants shall be requested to go
through customs clearance, and all baggage of each participant must be inspected.
(1) Customs Declaration
All participants shall fill out Customs Declaration Form. Those who have any
unaccompanied articles are requested to submit the Customs Declaration Form in
duplicate.
Those who have currency and coins or other means of payment exceeding one million
Japanese yen are requested to submit the “Declaration of Carrying of Means of
Payment, etc.” form.
(2) Duty Free Allowance and Tax
The duty-free allowance is shown in the attached chart. Articles exceeding the
specified duty-free allowance are subject to charges at the rates per item specified
hereunder.
(3) Prohibited and Restricted Articles in Japan
The following articles is prohibited or restricted to bring into Japan by law. Those
who act contrary to this prohibition may face punishments such as confiscation,
cassation. Those who try to export items such as drugs and firearms to another
country through Japan may also face punishments by law.
a. Prohibited Articles in Japan
i. Drugs, cannabis, stimulants including opium, cocaine, heroin.
ii. Firearms (pistols, rifles, machine guns, etc.), ammunition (bullets) thereof,
and parts of firearms.
iii. Counterfeit, altered, or imitated articles of coins, paper money, banknotes,
or securities.
iv. Books, drawings, carvings, and any other article which are detrimental to
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public security or morals (obscene or immoral magazines, video tapes,
DVD and child pornography, etc.).
v. Articles which infringe rights of patents, utility-models, designs,
trademarks, copyright, etc.
b. Restricted Articles to import to Japan
i. Plants (including fruits such as pineapples and oranges, and cut flowers,
vegetables and rice), animals and animal products (including meat, jerked
meat, ham and sausage, etc.) must be presented at the Animals and Plants
Quarantine Inspection prior to customs examination.
It is prohibited to import any tropical fruits (e.g. papayas, mangoes, litchis,
etc.), citrus, grapes, pepos and meat (e.g. beef jerky, ham, sausage and bacon)
from Asia.
ii. No one shall bring hunting rifles, air guns any firearms, swords with blades
over 15 centimeters long or knives with blades over 5.5 centimeters long into
Japan without permission of the National Public Safety Commission.
iii. No one shall import any CITES-listed articles without the CITES export
certificate.
- 43 -
Duty-free Allowance to Japan
Duty-free Allowance (Per Adult)
Tax Item
Volume or Value
Remarks
Alcoholic beverages 3 bottles One bottle contains approximately 760cc.
Per bottle (750mℓ)
Whiskey: ¥ 375
Brandy (700mℓ):¥ 350
Rum, gin, vodka:¥ 300
Liqueurs, distilled
spirits: ¥225
Wine, beer:¥ 150
Tobacco
Paper-wrapped
cigarettes only
1 carton
(10 boxes/
200 cigarettes)
1. Foreign-made cigars/cigarettes and Japan-
made cigars/cigarettes bought at an airport
duty-free shop or overseas are duty-free up
to the volume shown on the left.
2. For cigars/cigarettes brought in by people
living overseas, the duty-free allowance is
doubled for both foreign-made and Japan-
made.
Per 1 carton
¥ 2,200
Cigar only 50 cigars
Articles over the duty-free
allowance may be subject
to duties as follows:
1) Items to which only
consumption tax (5%)
are imposed.
For example, watches,
precious metal fountain
pens, gemstones (raw
gems), golf clubs,
calligraphic works and
paintings, compact disks,
and personal computers.
2) Items to which the
general customs duty
rate (15%) and
consumption tax (5%)
are imposed.
Other kinds
and/or
combinations
250g
Perfume 2 ounces One ounce is approximately 28cc.
Other Item
s
Items whose
total overseas
market value is
within ¥10,000
Combined
volume
2 neckties, with each costing ¥5,000, are duty-
free. In such cases, the ¥10,000 here is not to be
included in the duty exemption limit
of ¥200,000.
Items other than
the above
¥200,000
(Total
overseas
market value
for the
articles)
1. When the total value exceeds ¥200,000, the
articles with combined value of
within ¥200,000 are duty-free and the
additional articles are subject to duty.
Customs determines the amount of duty in
the most beneficial way for travelers by
deciding what articles will be made duty-
free.
2. For a single article with a value
exceeding ¥200,000, for example a handbag
with a price of ¥250,000, the entire amount
of ¥250,000 shall be subject to duty charges.
CHAPTER 6
FACILITIES AND SERVICES ONBOARD
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1. Facilities and Services Onboard
The facilities and services onboard in 2012 are shown as a reference on Page 49. The rules
governing the use of such facilities and services are as follows:
(1) Administration Office
a. Office Hours
The Administration Office is open from 8:30 a.m. to 9:30 p.m. everyday and
Administrative staff (including a nurse) is always present. Any change in the
office hours shall be informed though public announcement and/or through the
bulletin board.
b. Exclusive Use of Facilities
For the exclusive use of certain facilities (e.g. Hall, Theater, etc.) for meetings or
practices, PYs should make a reservation in advance. Only the representatives
of each activity (e.g. GL/YL, AGL/AYL, the representatives of Discussion
Program Steering Committee and Sub-Committees) can make a reservation for a
certain facility with the Administration Office up to 5 days in advance.
c. Use of Equipments and Other Items
Equipments and other items may be borrowed by the respective activity
organizers if PYs apply. These must be returned to the Administration
immediately after the activity.
(2) Clinic
A ship doctor and a ship nurse shall be stationed at the clinic. Participants may
consult or request treatment in the clinic during clinic hours.
a. Clinic Hours
The clinic shall be open from 9:00 to 11:15 a.m. and from 3:00 to 5:00 p.m.
everyday.
b. Notes on the Use of Clinic
i. PYs are requested to consult the Administrative nurse prior to consulting
the ship doctor, except on serious/urgent cases.
ii. In case a PY goes directly to the clinic on serious/urgent cases, this shall be
reported by anyone who has such knowledge to the Administrative nurse as
soon as possible so that the Administration will be aware of the health
conditions of the PY.
(3) Post Office
During the cruise, PYs may send and receive letters through the post office onboard
the ship.
a. Services Offered by the Post Office Onboard
i. Sales of postage stamps, postcards, and aerogram.
An aerogram is a sheet of stationery that folds into its own envelope with
- 47 -
printed prepaid postage. Only enclosures within 25 grams like a photo or a
slip of paper are permitted. It provides a message space three times larger
than that of a postcard and can be sent by air to any country in the world for
a low rate (a flat rate of 90 yen).
ii. Delivery of the following mail to any country in the world: letters, postcards,
printed matter, literature for the blind, small packets, and so on.
iii. Delivery of letters to PYs
Letters (not packages) from the family or friends of PYs are delivered to the
PYs though the Postal Officer onboard by addressing these to the Embassy/
Consulate-General of Japan at each port of call. (For addresses, refer to
Appendices.) Letters should be mailed to arrive a few days before the ship
arrives at each port-of-call.
b. Office Hours
i. The post office is open only during the cruise.
ii. The office hour is indicated on the wall of the post office.
c. Charges
i. Only Japanese yen is acceptable at the post office.
ii. For the airmail rates, refer to Appendices.
(4) Washing
a. Cleaning Service
i. Cleaning service hour is 1:00 - 2:00 p.m. (only during the cruise). The
cleaning service is not dry cleaning but water cleaning.
ii. The price is listed on the bulletin board.
b. Laundry rooms
i. PYs can wash their own clothing in the laundry rooms.
ii. The laundry rooms have washing machines, detergent and irons. PYs may
use these for free.
c. Sheets, pillow cases, and bath towels are changed weekly by the ship service.
(5) Other Facilities
a. Dining Room
i. Meals are usually served in buffet style at the Dining Room.
ii. The dining hours are as indicated in the daily schedule onboard the ship
(Chapter 3, Page 18).
iii. The dishes which contain pork or beef are clearly labeled. All kinds of meat
except pork are halal meat.
b. Utility Rooms
Drinking water, hot water and ice cubes are available.
c. Contingent Storage
One storage shall be provided for each contingent. (The key shall be kept by the
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respective NLs.)
d. Electric Outlets/Power Supply in Cabins
i. The electricity regulation used in cabins is AC/100V, 60Hz, 1.2KW capacity.
ii. It is desirable to bring a converter and a plug for Japanese use.
iii. Every cabin is furnished with a hair drier.
2. Communication Channels
(1) Information and instructions shall be given to PYs through the bulletin board and/or
public announcements.
(2) PYs are requested to use the bulletin board to share information.
Broadcasting announcements is made only by the Administrative staff members.
- 49 -
(Reference) Facilities and Services Onboard in 2012 Services Onboard Opening Hrs Reservation Remarks
Administration Office 08:30-21:30 -
Printing Room 0700-23:00 -
Clinic 09:00-11:15
15:00-17:00 -
Consult with Administrative Staff (Nurse) to make appointments.
Beauty Salon 13:00-18:30
19:30-22:00 Necessary
Can be used only during free time.
Open only during the cruise.
Reservation can be made during 13:00-16:00
Laundry Service 13:00-14:00 - Open only during the cruise.
Charged. Cash only. (Yen or US$)
Dining Room
8:00-9:00
12:45-14:15
18:00-19:30
- As indicated in the daily schedule.
Post Office - Open only during the cruise. See bulletin board.
Shop 12:30-14:00
18:30-22:00 -
Open only during the cruise.
Cash only (Yen or US$). Credit cards not accepted.
Self-Service Laundry &
Dry Room (Female/Male) 06:00-23:00 -
Can be used only during free time.
Free of charge.
Grand Bath 18:15-22:30 - Open everyday.
Swimming Pool 09:00-18:00 - Can be used only during free time.
Open only during the cruise.
Facilities Opening Hrs Reservation Remarks
Theater 09:00-23:00 Necessary Food and drinks are prohibited.
Hall 07:30-08:00 -
Used for exercise and flag hoisting ceremony in case of rain.
09:00-23:00 Necessary Food and drinks are prohibited.
Saloon 09:00-23:00 Necessary Food and drinks are prohibited.
Lounge
09:00-21:30 Necessary
21:30-22:30 -
Alcohol available only between 21:30-22:30
Cash only (Yen or US$). Credit cards not accepted.
Library 09:00-23:00 Necessary Food and drinks are prohibited
Veranda 09:00-23:00 Necessary
Japanese Room - - Can be used only for the special reasons.
Sports Deck 07:30-08:00 - Used for exercise and flag hoisting ceremony.
09:00-23:00 Necessary
Sun Deck 09:00-23:00 Necessary
Sky Lounge 09:00-23:00 Necessary
CHAPTER 7
Promotion of Solidarity Among the Ex-Participants and the Host Families during
the 40th SSEAYP in 2013
- 52 -
1. Boarding of the Representatives of Alumni Associations
(1) Purpose
The SSEAYP International (SI) is composed by the alumni associations of the
participating countries of SSEAYP to promote further unity and cooperation among
the associations. To this end, the representatives of the respective alumni
associations comprising SI are dispatched to the 40th Ship for Southeast Asian Youth
Program (SSEAYP 2013) to discuss next year’s management policy of SI, to prepare for
the publication of SI’s newsletter; SSEAYP NEWS, and to report the activities by SI as
well as ongoing activities by the ex-participants in the respective countries to the
Participating Youth of the SSEAYP 2013.
(2) Participants
One representative from each alumni association in Brunei Darussalam, Cambodia,
Indonesia, Lao P.D.R., Malaysia, the Philippines, Singapore, Thailand, Vietnam and
Japan, or a total of 10 representatives.
(3) Period
From December 7, 2013 (Saturday) to December 19, 2013 (Thursday)
(4) Activities
a) The representatives shall discuss onboard the ship the current and prospective
activities of SI.
b) The representatives shall have a meeting with the Facilitators in order to take their
findings and ideas into the Post-Program Sessions.
c) The representatives shall organize the following activities to the PYs of the 40th
SSEAYP during the Post-Program Sessions:
i. SI and its mission, objectives and activities shall be introduced, so that PYs would
deepen their understanding of SI and encourage them to participate in or
organize post-program activities under their respective Alumni Associations or
under SI.
ii. The status of implementation and the outcomes of the Action Plans which were
discussed and prepared by the previous years’ PYs during the Program shall be
introduced, so that PYs would have better image of the post-program activities
and how they could act in their own communities.
iii. PYs shall deepen their understanding of the SSEAYP Alumni Associations and
their activities in their respective countries, and, in concord with NLs, prepare the
Action Plans which they will actually implement as their post-program activities
in their respective countries or communities. The proposal of the Action Plans
should include specific dates of each activity, and it shall be reported at the
Debriefing Session.
iv. Other related matters.
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d) The representatives, in coordination with the International Youth Exchange
Organization of Japan (IYEO) which is the Alumni Association of Japan, shall
consolidate all articles to be published in the “SSEAYP NEWS” and prepare its
layout.
2. Representatives of Host Families
(1) Purpose
In the SSEAYP, PYs go to homestay (two nights - three days) in each port of call
county and in principle, it is done by the good will of the host families as volunteer
activity.
The Government of Japan invites the representatives of the host families of the
respective countries as a token of gratitude for their year long cooperation to host and
welcome the PYs at their homes. This also aims to provide opportunities with the
representatives to deepen understanding on the Program itself and consequently this
helps them operate the future homestay programs smoothly.
(2) Participants
Two representatives from country of Brunei Darussalam, Indonesia, Malaysia, the
Philippines, Singapore, Thailand and Vietnam, or a total of 14 representatives.
(3) Date
From October 28, 2013 (Monday) to November 2, 2013 (Saturday)
(4) Activities
a. The representatives pay a courtesy call on the Director General for the General
Promotion of Policy on Youth Affairs and Childrearing, Cabinet Office of Japan,
and receive the letter of appreciation.
b. The representatives meet and deepen friendship with the Japanese ex-PYs as
well as IYEO, the Alumni Association of Japan.
3. Reunion Onboard for Ex-Participants of SSEAYP
(1) Purpose
The Reunion Onboard aims to consolidate unity and fraternity among the ex-
participants of SSEAYP by providing them an opportunity to meet each other during
the visit of the 40th SSEAYP in each country.
(2) Organizers
The Alumni Associations of the respective countries shall organize Reunion Onboard
(3) Participants
All ex-participants of each country including the ex-National Leaders shall be invited.
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(4) Date and Time
Between 18:00 and 21:00 in one of the evenings when the PYs are participating in the
homestay program. For the preparation, organizers may embark the ship after 16:00.
Guests are requested to embark after 17:00.
(5) Venue of the Reunion
Onboard the ship while the ship is berthed for the port-of-call programs.
Venue shall be limited to Hall for the general assembly and Dining Room for the
party onboard.
(6) Management
The concerned alumni association plans and manages the Reunion Onboard under
the advice and guidance of its government or other agencies authorized to administer
the program.
(7) Program
a. First one hour (from 18:00 to 19:00) is to be allocated for the general assembly of
the hosting alumni association to discuss the necessary agenda.
b. The party onboard may be scheduled from 19:00 to 21:00.
(8) Others
Invitees should bring a boarding pass authorized by the Cabinet Office (one pass per
person).
APPENDICES
1. Addresses (1) Embassies / Consulate-General of Japan in Countries to be Visited
Country Address Tel
Vietnam
(Ho Chi Minh City)
c/o Ho Chi Minh Consulate-General of Japan
261 Dien Bien Phu Street, District 3, Ho Chi Minh
City, Viet Nam
(84‐8)
3933-3510
Thailand
(Bangkok)
c/o Embassy of Japan
177 Witthayu Road, Lumphini, Pathum Wan,
Bangkok 10330, Thailand
(66‐2)
696‐3000
Singapore
c/o Embassy of Japan
16 Nassim Road,Singapore,258390,Republic of
Singapore
(65)
62358855
Philippines
(Manila)
c/o Embassy of Japan 2627 Roxas Boulevard, Pasay City, Metro Manila, 1300, Philippines
(63-2) 551-5710
(2) Embassies of the Southeast Asian Countries in Japan
- Embassy of Brunei Darussalam -
6-5-2 Kita-Shinagawa, Shinagawa-ku, Tokyo, 141-0001 Japan
Tel: (+81-3)3447-7997
- Royal Embassy of Cambodia -
8-6-9 Akasaka, Minato-ku, Tokyo, 107-0052 Japan
Tel: (+81-3)5412-8521 / 2
- Embassy of the Republic of Indonesia -
5-2-9 Higashi-Gotanda, Shinagawa-ku, Tokyo, 141-0022 Japan
Tel: (+81-3)3441-4201
- Embassy of the Lao People’s Democratic Republic -
3-3-22 Nishi-Azabu, Minato-ku, Tokyo, 106-0031 Japan
Tel: (+81-3)5411-2291 / 2
- Embassy of Malaysia -
20-16 Nampeidai-machi, Shibuya-ku, Tokyo, 150-0036 Japan
Tel: (+81-3)3476-3840
- Embassy of the Republic of the Union of Myanmar -
4-8-26 Kita-shinagawa, Shinagawa-ku, Tokyo, 140-0001 Japan
Tel: (+81-3)3441-9291 / 4
- Embassy of the Republic of the Philippines -
5-15-5 Roppongi, Minato-ku, Tokyo, 106-8537 Japan
Tel: (+81-3)5562-1600
- Embassy of the Republic of Singapore -
5-12-3 Roppongi, Minato-ku, Tokyo, 106-0032 Japan
Tel: (+81-3)3586-9111 / 2
- Royal Thai Embassy -
3-14-6, Kamiosaki, Shinagawa-Ku, Tokyo 141-0021
Tel: (+81-3) 3222-4101
- Embassy of the Socialist Republic of Vietnam -
50-11 Moto-Yoyogi-cho, Shibuya-ku, Tokyo, 151-0062 Japan
Tel: (+81-3)3466-3311 / 3 / 4 (3) Cabinet Office of Japan
Third Youth Exchange Unit
Office for the General Promotion of Policy on Youth Affairs and Childrearing
Cabinet Office 3-1-1, Kasumigaseki, Chiyoda-ku, Tokyo, 100-8970 Japan
Tel: (+81-3)3581-2210 Fax: (+81-3)3581-1609
(4) SSEAYP Alumuni AssociationsAs of July 19, 2013
NAME AND ADDRESS NAME OF PRESIDENT / SECRETARY GENERAL
Persatuan BERSATU (SI Brunei Darussalam) Mr. Haji Jailani Bin Haji Ibrahim (1985 PY, 1995 NL), President
P.O. BOX 349, MPC, BB3577 Berakas, Brunei Darussalam Email: [email protected], Tel(Home): +673-2331529 Mobile: +673-8776823
http://www.sseaypbrunei.blogspot.com/ Mr. Haji Hassan Haji Shaari (1985 PY, 1990 OBSC), Secretary General
Email: [email protected], Mobile: +673-877-6155
Mr. Zulkifle Haji Asmad (1996 PY, 2003 OBSC), Deputy Secretary General 1 (International
Email: [email protected], Mobile: +673-864-8055
SI Cambodia Mr. Heng Soknang (2003 PY), President
c/o Youth Department, Ministry of Education, Email: [email protected] Mobile: +855-78 887777
Youth and Sport Mr. Sreang Kimlee (2004PY, 2012 NL), 1st Vice President
Bldg. 152, Norodom Blvd, P.O. Box 2441, Email: [email protected] Mobile: +855-12 888 377
Khan Chamkarmon, Sangkat Tonle Bassac, Ms. Hav Monirath (2005 PY), Secretary General
Phnom Penh, Cambodia Email: [email protected] Mobile: +855-12 299 804
SI Indonesia, Inc. Mr. Badaruzaman (2007 PY), President
Jl. Gedung Hijau 1, No. 5-B, Email: [email protected], [email protected]
Pondok Indah, Jakarta Selatan, DKI, 12310. Mobile: +62-878-82281818
Email: [email protected] Arisza Wiryawan (2005 PY) , Secretary General
URL: http://sseaypindonesia.blogspot.com Email: [email protected] Mobile: +62-81-61986330
Gabrielly Zwitveysie Allow, Secretary (2008 PY)
Email: [email protected] Mobile:+62-81-76038735
International Youth Exchange Organization of Japan Ms. Tomoko Okawara (1987 PY), President
Tokyo Nori Bldg. 6F, 2-35-14 Nihombashi Ms. Reiko Ohashi, Vice President
Ningyocho, Chuo-ku, Tokyo 103-0013 Japan Mr. Masanobu Shiratori (1993 PY, 2003 NL), Vice President
Tel: +81-3-3249-0767 Fax: +81-3-3639-2436 Ms. Atsuko Honda (2005 Facilitator), Secretary General
Email: [email protected]
URL: http://www.iyeo.or.jp/
KABESA (SI Malaysia) Mr. Suhairi Ab. Karim (1997 PY), President
Lot G-05, International Youth Centre, Email: [email protected] Mobile: +60-12-390-4696
Jalan Yaacob Latif (Jalan Tenteram), Bandar Tun Mr. Aidi Amin Mahat (1996 PY), Secretary General
Razak, Cheras, 56000 Kuala Lumpur, Malaysia Email: [email protected] Mobile: +60-17-267-1737
Fax: +60-3-9021-7488 Mohamead Nazri Shah bin mohd. Salleh (1996 PY)
URL: http://www.sseaypmalaysia.org/ Email: [email protected] Mobile: +60-12-652-1172
Email: [email protected]
SSEAYP International Philippines, Inc. (SI Philippines) Ms. Yvette C. Ledesma (1974 PY), Chairperson of the Board
36 Cordillera St, Mandaluyong City, Philippines 1550 Email: [email protected] Tel: +63-2-8281198 Mobile: +63-917-3012965
Tel: +63-2-8448734 / 5315963 Ms. Leah P. Florentino (1975 PY, 1992 OBSC), President
Email: [email protected] E-mail: [email protected] Mobile: +63-920-9134015
Ms. Ma. Theresa C. Cuerdo (1985 PY, 2011 OBSC), Vice-President National
E-mail: [email protected] Mobile: +63-915-7742077
SSEAYP International Singapore (SIS) Mr. Alvin Lee Thiam Siew (2004PY, NL2011), President
c/o National Youth Council Academy Email: [email protected] Mobile : +65-96622536
113 Somerset Road, Singapore 238165 Mr. Yacob bin Hussain (1992PY, 2003NL), 1st Deputy President
Email: [email protected] Email: [email protected] Mobile: +65-98156249
URL: http://www.sseayp.com/sis/ Mr. Tang Kwok Hoong Gerald (2007 PY), 2nd Deputy President
Email: [email protected] Mobile:+65-97695561
Ms. Koh Mui Hiang Jenny (1987PY, 1998NL), Secretary General
Email: [email protected] Mobile: +65-96661227
Association of the Ship for Southeast Asian Assist. Prof. Dr. Siripong Preutthipan (1991 PY, 2007 OBSC), President
Thailand (SI Thailand) Email: [email protected]
P.O. Box 24, Srinakhirinwirot Post Office, Dr. Gumpanat Boriboon (1997 PY), Secretary General
Bangkok 10117 Thailand Email: [email protected]
Email: [email protected] Mr. Woraphat Sungnoi (1997 PY, 2012 OBSC), Deputy Secretary General
URL: http://www.asseay.org/ Email: [email protected]
Tel: +66-81-553-6951 Fax: +66-2-3649-5000
Lao SSEAYP Alumni Association (LSAA) Mr. Aengphone Phaengsuwan (2008 NL), President
c/o Lao People’s Revolutionary Youth Union Ms. Keooudone Sengmanivong (2000 YL, 2001 NL), Vice President
Phonthan Road, Saysettha District, Email: [email protected]
Vientiane Capital, Lao P.D.R. Mr. Yangpao Payerver (2004 NL), Vice President
Tel/Fax: +856-21-416-727 Email: [email protected]
Vietnam Alumni Club of Youth Friendship Ms. Bui Diem Huong (2003 PY), President
c/o Youth International Cooperation Center (CYDECO) Email: [email protected]
62 Ba Trieu, Hoan Kiem, Hanoi, Vietnam
Tel: +84-4-62631935/62631942/62631938
Fax: +84-4-62631934
Email: [email protected]
SSEAYP International Ms Yoriko Ii, Secretary General
c/o International Youth Exchange Organization Ms. Yurie Shimizu (1999 PY), Deputy Secretary General
of Japan (IYEO)
Email: [email protected]
(As of July 1, 2013)
Zone 1 2 3 Zone 1 2 3
Destination
70 yen 80 yen 90 yen
90 yen 110 yen 130 yen
120 yen 150 yen 170 yen
190 yen 240 yen 290 yen
Up to 50g 220 yen 260 yen 300 yen 260 yen 330 yen 410 yen
Up to 100g 330 yen 400 yen 480 yen 330 yen 420 yen 530 yen
Up to 250g 510 yen 670 yen 860 yen 400 yen 510 yen 650 yen
Up to 500g 780 yen 1,090 yen 1,490 yen 470 yen 600 yen 770 yen
Up to 1 kg 1,450 yen 2,060 yen 2,850 yen 540 yen 690 yen 890 yen
Up to 2 kg 2,150 yen 3,410 yen 4,990 yen 610 yen 780 yen 1,010 yen
680 yen 870 yen 1,130 yen
750 yen 960 yen 1,250 yen
820 yen 1,050 yen 1,370 yen
890 yen 1,140 yen 1,490 yen
960 yen 1,230 yen 1,610 yen
N.B.: An airmail to Japan is applied to the zone 1. 1,030 yen 1,320 yen 1,730 yen
4,250 yen 5,460 yen 7,250 yen
130 yen90 yenUp to 25g
Up to 50g 160 yen 190 yen
Postcards 70 yen (uniform fare)
2. Airm
ail Rates from
the S
hip
and
Japan
The charge for literature in Braille is free. (Up to 7kg)
The regular size is 14-23.5 cm length, 9-12 cm width, and 1 cm thickness.
Asia, Guam,Marshall,Midway, etc.
230 yen
110 yen
Aerograms 90 yen (uniform fare)
Category
RegularSize (See
N.B.)
IrregularSize andRegular
Size over50g
Letters
Unit of Weight
Asia, Guam,Marshall,Midway, etc.
North America,CentralAmerica,Oceania, theMiddle andNear East,Europe
North America,CentralAmerica,Oceania, theMiddle andNear East,Europe
Africa andSouth America
Africa andSouth America
Unit ofWeight
Category
Up to 5,000g(for printedmatter only)
Printed
Matters
・
Small
Packets
Up to 550g
Up to 600g
Up to 650g
~
Up to 700g
Up to150g
Up to 200g
Up to 250g
Up to 300g
Up to 350g
Up to 400g
Up to 450g
Up to 500g
~ ~ ~
Destination
Up to 20g(for printedmatter only)
Up to 25g(for printedmatter only)
Up to 50g
Up to 100g
~
3.Climatic Conditions of the Prefectures to be Visited in JapanSG Prefecture October Nobember December
(。C) 23.0 16.3 11.2(。F) 73.4 61.3 52.2
(。C) 16.2 9.6 3.8
Tokyo (。F) 61.2 49.3 38.8(%) 65 58 52
(mm) 30.0 60.5 40.0(inch) 1.2 2.4 1.6(。C) 19.4 10.2(。F) 66.9 50.4
(。C) 9.9 4.0
A Aomori (。F) 49.8 39.2(%) 73 80
(mm) 26.0 30.5(inch) 1.0 1.2(。C) 21.2 13.6(。F) 70.2 56.5
(。C) 12.5 6.2
B Miyagi (。F) 54.5 43.2(%) 69 65
(mm) 31.0 22.0(inch) 1.2 0.9(。C) 21.2 13.6(。F) 70.2 56.5
(。C) 11.7 5.4
C Fukushima (。F) 53.1 41.7(%) 71 67
(mm) 16.5 17.0(inch) 0.6 0.7(。C) 22.2 15.2(。F) 72.0 59.4
(。C) 12.6 4.7
D Ibaraki (。F) 54.7 40.5(%) 77 74
(mm) 31.0 25.0(inch) 1.2 1.0(。C) 23.0 14.3(。F) 73.4 57.7
(。C) 12.9 6.8
E Fukui (。F) 55.2 44.2(%) 77 74
(mm) 16.5 17.0(inch) 0.6 0.7(。C) 22.5 15.0(。F) 72.5 59.0
(。C) 11.9 6.2
F Nara (。F) 53.4 43.2(%) 76 75
(mm) 26.5 25.5(inch) 1.0 1.0(。C) 23.6 16.3(。F) 74.5 61.3
(。C) 14.9 9.1
G Wakayama (。F) 58.8 48.4(%) 66 63
(mm) 69.0 37.0(inch) 2.7 1.5(。C) 23.3 15.5(。F) 73.9 59.9
(。C) 14.0 7.7
H Okayama (。F) 57.2 45.9(%) 65 66
(mm) 39.0 19.0(inch) 1.5 0.7(。C) 25.3 17.7(。F) 77.5 63.9
(。C) 14.9 7.9
I Kochi (。F) 58.8 46.2(%) 67 69
(mm) 52.5 53.5(inch) 2.1 2.1(。C) 23.9 16.5(。F) 75.0 61.7
(。C) 15.5 9.6
J Nagasaki (。F) 59.9 49.3(%) 69 69
(mm) 47.0 41.0(inch) 1.9 1.6(。C) 23.0 15.5(。F) 73.4 59.9
(。C) 13.9 8.3
K Kitakyushu (。F) 57.0 46.9(%) ‐ ‐
(mm) 28.0 40.5(inch) 1.1 1.6
Source: Japan Meteorological Agency
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