How are newly selected SYLFF fellows briefed about the SYLFF Program? In what ways are currently enrolled SYLFF fellows followed during their period of study/research? What approaches are successful? Unsuccessful? How is contact made and maintained with graduated SYLFF fellows? What is done to link graduated and currently enrolled SYLFF fellows? Is there a need for networking among SYLFF institutions? What are these needs? What are the priorities? How can networking among SYLFF fellows be encouraged? How can the new SYLFF database be used effectively?

　

The convenor first pointed out responses to responses to questions #7-12 in the questionnaire summary regarding the ways institutions keep track of their students and the need for networking among SYLFF fellows and SYLFF institutions.

　

The SYLFF database, developed and maintained by the Scholarship Division, was introduced. Each SYLFF institution is requested to regularly report information on new SYLFF fellows and any changes in the Steering Committee. As soon as it is received by the Scholarship Division, this information is input into the SYLFF database.

　

Regarding new fellows, each fellow is contacted directly and asked to provide more detailed information. Previously, the information on fellows was printed in the form of a hardcopy publication and distributed to all fellows and Steering Committee members. However, as of 2000, the database has been upgraded, and each fellow is now given a password to access the database directly and update his/her own information. Accurate information on fellows is important not only for keeping track of the SYLFF family, but also for implementing follow-up programs including all four of the newly planned follow-up programs (SYLFF Networking Program, SYLFF Regional Forums, SYLFF Fellows' Mobility Program, and SYLFF Prize). These programs rely on the availability of current and accurate information.

　

The database also contains information on SYLFF Steering Committee members and administrators at each institution. SYLFF "contact persons" are provided access to the database and the information about their own institution, and are able to update the information at any point in time. Whereas fellows have access only to their own data, SYLFF Contact Persons have access to both institutional data (information about the Steering Committee) and information about fellows.

　

Next, access to the database and data entry was explained. For detailed information about using the database please refer to the Appendix 11.

　

The Scholarship Division is setting-up a system where fellows and Steering Committee members will have broader access to information in the database, revamping its Website, setting-up a list serve and a bulletin board, and establishing a more interactive connection with SYLFF websites of each SYLFF institution.

　

In order to facilitate networking among SYLFF fellows, the challenge is how to motivate fellows for such a task. The best opportunity for this is while they are still at their home institution, and especially at the initial stages of their SYLFF fellowship. To motivate students, a structured approach will yield best results, and this process should include the following steps: (1)provide fellows with information about the SYLFF Program and clarify the potential of networking, (2)present fellows with a common task, a challenge that will provide the initial impetus for networking, (3)provide fellows with faculty members' active participation and support in handling this task, and (4)provide feedback.

　

Another important prerequisite for networking among fellows is networking among SYLFF institutions. At present, the SYLFF network is made up of institutions with varying degrees of cooperation. This network needs to be developed in order to lay the groundwork for fellows' networking. One example of such an initiative is the network that has been established among Howard University, University of the Western Cape, Massey University, York University, and the University of Sao Paulo, which began with a joint forum sponsored by the SYLFF Forum Program. In building a large network, one needs to start from small, local (preferably existing) networks (i.e. networking starts at home). Also, students need to be given the opportunity to interact and responsibility by being actively involved in the process.

　

Active participation in the program can be illustrated by the administration of the SYLFF Program at the University of Sao Paulo. First, fellows are assigned different tasks when welcoming visitors from The Tokyo Foundation or related institutions; this creates a feeling of responsibility and co-responsibility among fellows. They are also encouraged and often required to interact among themselves and to share the results of their ongoing research by, for example, inviting other fellows to thesis defenses or by inviting former fellows to give talks. While receiving the fellowship, fellows are also required to submit three progress reports, to make oral presentations to the Steering Committee and to other fellows, to provide feedback on each other's work, and to submit a final report. Meetings of fellows are a combination of academically demanding work (such as presentations) followed by informal interaction. Since this system was put into place, the completion rate of SYLFF fellows has been 100%.

　

The University of the South Pacific draws its student body from twelve island states. The SYLFF Program is based at the main campus. SYLFF fellowships are awarded to students at the Centre for Development Studies, and School of Social and Economic Development. Meetings are organized for fellows at the beginning of each semester. While receiving the SYLFF fellowship, students are required to submit progress reports.

　

Regarding graduated fellows, no contact is being made at present. There are several tasks at hand with regards to facilitating networking both current and graduated SYLFF fellows. First, to update contact information of the alumni. Second, to set up a biannual newsletter that would be at least partially edited by SYLFF fellows; this newsletter would be mailed to current and graduated SYLFF fellows. Third, to assist in establishing a local SYLFF fellows association, and to consider ways of financially supporting the association. Fourth, to consider establishing awards for the recognition of leadership roles and achievements. Finally, to organize workshops on leadership. These workshops would target both current and graduated fellows, and participants would receive "certificates of participation". These workshops could be organized as two-day workshops, with a following tentative schedule:

　

　

In spite of the size of the University of Helsinki, there are only 29 SYLFF fellows to date. Year 2001 marked the 10^th anniversary of the SYLFF Program at the University of Helsinki, and provided the impetus to begin tracing graduated fellows in order to invite them to the 10^th anniversary celebration. This is when the SYLFF Program at Helsinki began to acquire human faces and, more importantly, this made it possible for the Program to gain a face itself in the minds of fellows. Having managed to contact all 29 of the fellows was a tremendous success.

　

With regards to SYLFF fellows' networking, two prerequisites need to be fulfilled. First, this networking needs to be academically motivated. Second, intra-networking is the condition for international networking, i.e. it can only start locally and with modest goals, rather than grand designs.

　

As for regional meetings, another factor should be taken into account: cCurrently, the proposed forums tend to have a north-south axis, but a west-east axis will also be important.

　

Gretchen Amussen: The example of the University of Helsinki shows that, even if an institution has lost contact with former fellows, it is possible to bring them together. It is also important to assign responsibility to fellows, as this facilitates the process of networking among students; assigning responsibility can be done on both individual and institutional levels.

Xiaobo Lu: What happens if fellows refuse to provide the required information; concern about the sharing of personal information contained in the database was also expressed. Keita Sugai responded that fellows are given the choice to decide what information they provide can be shared.

Niels-Henrik Topp: Keeping track of graduated fellows is logistically difficult as well as time- and money-consuming. New opportunities to be initiated by the Scholarship Division should not be limited to fellows only; eligibility should be expanded to all graduate students affiliated with SYLFF institutions.

Maria Filomena Marques de Carvalho: Administration of fellow databases at respective SYLFF institutions was underscored.

Orlando Taylor: SYLFF fellows at Howard University are required to do a part of their dissertation abroad. Which universities will be willing to enter such a student-exchange network?

Mariann Tarnoczy: What is the basis for categorization of fields of study (page fourteen of the database manual)? Keita Sugai responded that it was used to start-up the database, and that the list is currentlyunder revision.

　

　

Participants were welcomed by the president of The Nippon Foundation, the donor of SYLFF endowments and funding source of all SYLFF-related programs and activity, followed by a complete history of the SYLFF Program, and an explanation of The Nippon Foundation's programs. The former included the program's vision and goals; during the latter the importance of education was underscored, and examples of the foundation's international projects were cited.

　

In conclusion, the president noted his "...strong belief that the most important factors in implementing international projects are continuity and persistence, followed by regular evaluation". Participants were also thanked for their support, and challenged to fulfill the vision and goals of the SYLFF Program.