IPAC Postdoc Application Guide
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IPAC Postdoctoral Application Guide Shuyi Lin1, Yuexin Huang2, Weidong Zhang3 IPAC, SJTU4 June 7, 2018 In China, postdoc is a special 2-5 year position. The application has to be approved by 4 aspects: • Host professor (The host professor makes the decision); • Department (The host professor prepares materials for checking); • University Postdoc Administration Office (The host professor prepares materials for checking); • State Postdoc Administration Committee (The website form you fill in). Stages There are 5 stages you should move through: I. Supervisor contact (1-3 weeks). • Contact with Prof. Weidong Zhang for your application of postdoc and research proposal. • Prof. Zhang may arrange different professors of his group as your supervisor. II. Online postdoctoral application (1-3 weeks). • Complete online forms and prepare documents required by SJTU. • You need to determine your arriving time and residence time. III. Confirmation of the terms and conditions. • Sign contract afterwards with electronic signature, or in scanned copy. 1 E-mail: llinshuyi@sjtu.edu.cn 2 E-mail: huangyuexin@sjtu.edu.cn 3 E-mail: wdzhang@sjtu.edu.cn 4 Homepage: http://automation.sjtu.edu.cn/ipac 1／36 IPAC Postdoctoral Application Guide IV. Visa and Residence Permit Application. • Z visa would take 3 weeks to issue, which permits your entry to China. • Residence permit should be applied after your arrival. V. Accommodation application. • How long it would take is hard to estimate yet. • If the accommodation has been approved, you need to PAY for your absence. Instructions Click HERE for instructions on stage II. Click HERE for instructions on stage IV. Contact us For problems in stages I and III, please contact Prof. Zhang. For problems in stages II and IV, please contact Yuexin Huang. For problems in stage V, please contact Yongheng Xu In the next few weeks, Zehua Jia would take charge of the postdoctoral application. For academic problems after you come to SJTU, please contact Dr. Shuyi Lin. We appreaciate your feedback whenever you have any questions about this guide; please click HERE to post a new issue. You may also refer to the on-line guide HERE. 2／36 IPAC Postdoctoral Application Guide Instructions on STAGE II Instructions on how to prepare your materials in stage II. II. Online postdoctoral application (1-3 weeks). • Complete online forms and prepare documents required by SJTU. • You need to determine your arriving time and residence time. These materials required at the website of SJTU Postdoctoral Management Office are shown in Figure 01. Figure 01 3／36 IPAC Postdoctoral Application Guide Official procedures for postdoc application in Shanghai Jiao Tong University (SJTU) are shown in Figure 01. There are 6 steps in total that you need to take. This instructions intend to explain the contents and guide you through the most important paperwork, which is step 3 and step 4. Step 1: Learn about discipline classification in SJTU, look for a lab that is your best match. Step 2: Contact the professor in charge. If he/she agrees on your application, then you have 10 more steps to do. • If declined, you will save yourself from all the following messy paperwork. Either way, congratulations! Step 3: Do the online application; fill in several forms. This is mandatory for all postdoc applications in China. • Click HERE for the details. Step 4: After finishing the online application, some documents shall be turned over to SJTU (流动站) for further check. • Click HERE for the details. Step 5: Wait for the official approval (博管办) of your application. • Click HERE for how to confirm the result. Step 6: Wait for admission notification to sign the contract later in stage III. 4／36 IPAC Postdoctoral Application Guide Details for Step 3 in STAGE II You could find the official website HERE. Go to the web, click the following icons, and then register an account. Figure 02 Figure 03 5／36 IPAC Postdoctoral Application Guide Figure 04 Figure 05 At this point, you have an account, and you will use it to finish the whole online application things. Make sure your registration info are absolutely correct, especially your passport number, you’re not allowed to change it for the second time. 6／36 IPAC Postdoctoral Application Guide Also, please fill in your full name at the ‘name’ column. Use your account to login the system, click “进出站申请” in the left panel, and begin to input your info. Upload a photo of yours. Format requirement for the photo is jpg/gif/png/bmp, size less than 300K. Click the “申请” button on the right as shown in Figure 06. A window pops as shown in Figure 07, please choose the item as shown in the picture, text for the last line should be “控制理论与控制工程”. Figure 06 7／36 IPAC Postdoctoral Application Guide Figure 07 Once you’ve finished the step shown in Figure 07, you should be able to see Figure 08 whenever you login the system. Click “继续填报” to continue. 8／36 IPAC Postdoctoral Application Guide Figure 08 Figure 09 shows all information you have to complete. We have numbered each single instruction, such as “1-1”, ”2-3”, etc. All items will be expanded and explained in the following text. Figure 09 【1-1】: This is written automatically. 【1-2】: Please see Figure 10. - Prof.Zhang’s name in Chinese is 张卫东. 9／36 IPAC Postdoctoral Application Guide Figure 10 【1-3】: Please see Figure 11. For foreign applicants, choose “否”. Figure 11 【2-1】: 【Basic personal information】. Please see Figure 12. • • • • • In the name column, fill in the full name; 【gender】: “female”-女; ”male”-男; 【marriage】: “married-已婚”; ”unmarried-未婚”; ” divorced-离婚”; ” widowed丧偶”; 【nation】: choose “外籍” (penult); 【ID】: choose “护照”. 10／36 IPAC Postdoctoral Application Guide Figure 12 【2-2】: 【Info about your Ph.D. degree】. Please see Figure 13. • • • • • • • • • • • ①: 【Ph.D. dissertation title】; ②: 【Ph.D. supervisor’s name】 (fill in the full name); ③: 【Have your got the Ph.D. diploma?】【Yes-是;No-否】 ④: 【When is your Ph.D. diploma issued?】 ⑤: 【When did you successfully defend your thesis?】 ⑥: 【In which country that you receive your Ph.D. degree?】 ⑦: 【From which university/affiliation that you receive your Ph.D. degree?】 ⑧: 【Primary discipline of your doctor’s degree?】 Such as “Control Theory and Techniques”; ⑨: 【Secondary discipline of your doctor’s degree?】 Such as “Control Theory and Control Engineering”; ⑩: 【Abstract of your Ph.D. dissertation】 (within 1000 words) ⑪: 【Awards, honors, achievements during Ph.D. study】 (within 1000 words) 11／36 IPAC Postdoctoral Application Guide Figure 13 【2-3】: Please see Figure 14. For foreign applicant please choose “否”. Figure 14 【2-4】: 【Education】. Please see Figure 15 and Figure 16. • 【degree】: “Bachelor”-本科;“Master”-硕士;“Ph.D.”-博士;“other”-其他. Figure 15 12／36 IPAC Postdoctoral Application Guide Figure 16 【2-5】: 【Working experience】. Please see Figure 17 and Figure 18. • 【identity】: “working staff-在职员工”;”visiting scholar-访问学者”;”postdoc-博 士后”. Figure 17 Figure 18 【3-1】: 【Spouse information】. Please see Figure 19. • • • • • • In the name column, fill in the full name; 【gender】: “female”-女;”male”-男; 【nation】: choose “外籍” (penult); 【ID】: choose “护照”; 【degree】: “Bachelor”-本科;”Master”-硕士;”Ph.D.”-博士;”other”-其他】 【Yes-是;No-否】 13／36 IPAC Postdoctoral Application Guide Figure 19 【3-2】: 【Children information】. Please see Figure 20 and Figure 21. • • • We notice that for foreign kids, fill in the passport number will be denied by the system. It seems that the system only accepts the identity number of Chinese citizens right now. So, if you cannot pass the “身份证号” column, which is a must-fill-in item, then we suggest you just leave all the kids info for blank. 【nation】: choose “外籍” (penult); 【schooling】: preschool-学前;primary school-小学;middle school-初中;high school-高中;other-其他. Figure 20 14／36 IPAC Postdoctoral Application Guide Figure 21 【4-1】: 【Publications】 Please see Figure 22 and Figure 23. • • 【conference type】: domestic academic conference-国内学术会 议;international academic conference-国际学术会议; 【journal type】: domestic journal-国内刊物;international journal-国际刊物. Figure 22 Figure 23 【4-2】: 【Project experience】 Please see Figure 24 and Figure 25. 15／36 IPAC Postdoctoral Application Guide • • • 【source】: Project launched by the nation-国家;project within state-省（自治 区，直辖市）;military project-军队系统;project from ministry-部委;project launched by your own-单位内部;others-其他; 【which kind of project】: Strategic Basic Research-战略性基础研究;Free Exploratory Fundamental Research -自由探索性基础研究;Applied Research Project-应用研究项目;Science and Technology Industrialization Project-科学技 术产业化项目;Social public welfare research project-社会公益性研究项 目;Scientific and technological conditions of construction and support services科学技术条件建设与支撑服务项目;others-其他; 【progress】: finished-结题验收;mostly done-主要内容已经完成;just launch项目启动阶段;others-其他. Figure 24 Figure 25 【4-3】:【About patent】 Please see Figure 26 and Figure 27. • 【type of the patent】: Design patents-外观设计;Utility model patents-实用新 型;Invention-发明专利;others-其他. Figure 26 16／36 IPAC Postdoctoral Application Guide Figure 27 【4-4】:【Published any book?】 Please see Figure 28 and Figure 29. • • • 【Yes-是;No-否】 【coauthor or not?】: if you write the book on your own, choose “独著”;if there are more than one author, choose “合著”;others-其他; 【author rank】: the ranking of your coauthor. Figure 28 Figure 29 【4-5】:【Honor and awards during PhD study】 Please see Figure 30 and Figure 31. 17／36 IPAC Postdoctoral Application Guide Figure 30 Figure 31 Now, you are half-way done. It’s time to use that lovely scanner of yours. 【5-1】: Please choose “外籍人员”. Figure 32 【5-2】: This is to inform you that • Prepare the documents proposed in【6-1】-【6-4】, scan them and upload them into the system. • The button in this colour • • means it is mandatory; and the button in another colour means it is optional. Documents in 【7-1】-【7-2】are generated automatically by the system (according to the info you’ve filled in). Please be aware that before you hit the “submit application” button in 【8】, you are allowed to withdraw what you’ve uploaded or change whatever the information you’ve filled in. Once you click【8】and submit them, you cannot revise anything. 18／36 IPAC Postdoctoral Application Guide 【6-1】: Click to download the .doc file. It should look like Figure 33. • • You only need to upload the first page of this file. “who’s in charge, sign and seal”: this is about where you save your personnel files. Please find the people in charge of your personnel files, ask him/her to sign and stamp the official seal. 【About personal profile】In China, we have personal files/archives that record our information. When a student moves from School A (in China) to School B (also in China), his archive is transferred from A to B. If the student moves from School A (in China) to School C (say, in the U.S.), due to the different system within two countries, apparently his personal archive will not be sent to USA. Also, School A will no longer keep his files. In this case, the student has to find an authorized agency (e.g. a legal Agency D) to store his files. When he comes back from USA and again works in China, say Company E, then, the human resources department of E will take over his personal files from D. 【For foreign applicants】 We understand that some countries do not hold such system on personal files. For applicants from those countries, we suggest that you get a sign and a seal from the latest university/company that you worked for. In Figure 33, ① is the talent service center, which refers to the agency D mentioned above, ② is the organization you worked for before you come to China. You can choose either ① or ② to get a seal. The seal should come from an authorized organization, and the signature should come from a person that is in charge of it (Don't sign your own name!) . In ②, the text means that your former employer says: this person now has no employment relationship with this organization, but we temporarily preserve his archive for him. 【Please note that】 The .doc file does not have an English version. The signature and seal can be in English. 19／36 IPAC Postdoctoral Application Guide Figure 33 【6-2】: Scan and upload your passport. 【6-3】: Scan and upload your Certificate of Doctor’s Degree. 【6-4】: Scan and upload the degree accreditation issued by the Chinese embassy in your country. 【7-1】: Download the file. 【7-2】: Download the file. 【8】: Click to submit the application. 20／36 IPAC Postdoctoral Application Guide Details for Step 4 in STAGE II You could find the official website HERE As you can see, you should hand over 8 documents in total. For foreign applicants who have not had a trusted friend in China, students from IPAC can help you. You have to prepare the documents in person, and send us through emails. Figure 34 1. 博士后申请表. This is the document generated automatically by the system, please see【7-1】in Step 3. 2. 专家推荐信. This is recommendation letter. You are required to handover 2 recommendation letters from experts in your research field. One of the experts should be your Ph.D. supervisor. 3. 博士后进站审核表. This is the document from【6-1】in Step 3. Here it requires both 2 pages. The second page should be filled by SJTU, so don’t worry about it. 4. 博士后科研流动站设站单位学术部门考核意见表. Filled by professors in SJTU. 5. 上海交通大学博士后工作计划协议书. You should fill the following page (Figure 35) within the document. 6. 博士学位证书. Scan your Certificate of Doctor’s Degree , the same as in【6-3】, Step 3. 7. 身份证复印件. This is the copy of your ID card. For foreign applicants, please scan your passport, the same as in【6-2】, Step 3. 21／36 IPAC Postdoctoral Application Guide Figure 35 22／36 IPAC Postdoctoral Application Guide Details for Step 5 in STAGE II You should be able to see the result HERE. After login in the system, choose “查看审 批结果” on the left panel. Figure 36 23／36 IPAC Postdoctoral Application Guide Instructions on STAGE IV IV. Visa and Residence Permit Application. • Z visa would take 3 weeks to issue, which permits your entry to China. • Residence permit should be applied after your arrival. Major steps: 1. 2. 3. 4. 5. 6. Apply for Visa Schedule Departure and Medical Examination Arrive and Register with the Local Police Register with SJTU Apply for Work Permit Apply for Residence Permit Apply for Visa Please submit the following documents by e-mail to us with documents attached. While submitting documents, please figure out which country where you would be and proceed your visa. You may select one Chinese Embassy/Consulate from available options that would be given later. Documents List Note: all documents except passport should be translated from non-Chinese into Chinese by qualified translation agency, since scanned copies in BOTH versions are required. 1. Information page in passport; 2. Photograph; – Bareheaded; – Recently taken in 6 months; – In white background; – No margin; – No less than 354 * 472 resolution. Health report; – Issued by the health and medical institution in recent 6 months; – NOTE: the health and medical institution should be recognized by the Chinese Embassy/Consulate. – If there is not enough time, please contact us to sign a commitment letter for a later physical examination. PhD degree certificate; – Certified by the Chinese embassy/consulate. 3. 4. 24／36 IPAC Postdoctoral Application Guide 5. 6. Certificate of work experience; – With seal or signature of your former employer on; – Including position, working hours, project you have ever done and contact information of witness. – If your employer may provide the certificate late, please let us know. Documents of family member(s). – Only if he/she is about to accompany you during post-doc program; – Photograph, health report (for who over 18) and passport as requested above; – Proof of your relationship (For instance, marriage certificate for your wife; birth certificate for your child). Tips: we recommend that you submit documents 1. and 2. of you and your family member(s) first, since it might take time to certify and translate other documents. Proceed Z Visa It would take about 2 weeks to issue NOTIFICATION LETTER OF FOREIGNER’S WORK PERMIT IN THE PEOPLE’S REPUBLIC OF CHINA, which you would receive by e-mail in soft copy. Kindly note that no hard copy would be dispatched. Please print the notification letter and take it to the Chinese Embassy/Consulate, as you select before, to proceed Z visa for yourself, and S1 or S2 visa for your family (which visa for your family depends on whether he/she would accompany you for over 180 days in China). Visa issue would take 5 days or so. Schedule Departure and Medical Examination Book air tickets to China by your own. Please negotiate with Prof. Zhang on your schedule before booking tickets. You are supposed to make an appointment for medical examination later for yourself (and your family over 16 years old). Click here for details. Arrive and Register with the Local Police Required to apply for residence permit within 30 days from the date of entry. If you would NOT stay in a hotel, then after your arrival in China within 24 hours, please remind the one who would provide you with accommodation of reporting to the police station - near where you are accommodated - for temporary residence permit. Take a medical examination ASAP in SITHC (Shanghai International Travel Healthcare Center) as you have made an appointment. When you finish medical exam, an address is required to dispatch medical report. Here is the address of IPAC: Room 205, SEIEE Building 2, SJTU, Dongchuan Road 800 (闵行区东川路 800 号， 上海交通大学电信群楼 2-205). 25／36 IPAC Postdoctoral Application Guide Register with SJTU When you first come to SJTU, please register in the postdoc office at the following address: Room 421, New Administration Building B (新行政楼 B 421 室). New Administration Building is the building with a bell tower on campus. At last you would receive a table (like Figure 37) that guides you on subsequent procedures. Figure 37 26／36 IPAC Postdoctoral Application Guide While registering, please give the table to staff to proceed; and take back at the end of each step. After you finish all the steps, please submit the table and photocopies of your bank card (issued in step 7 below) and passport to the postdoc office. Here are steps on the table (steps 2, 3 and 6 do not apply to foreigners) Step 1. Register with Postdoc Office Once you get the table, this step has been done. Step 4. Apply for Campus Card and jAccount Apply for a campus card and open your jAccount at Network and Information Center (next to the library). Campus card is your ID of SJTU membership, and also functions as prepaid card for dinners in canteens. You may need to save some money into campus card before you pay. jAccount is your virtual ID of SJTU, which would be used to apply for work permit later. If your full name is too long to print on campus card, please tell the staff there how to shorten your name. You need to set a 6-digit password for your campus card, which would be asked to input when you are about to pay over a certain amount. Once the username of your jAccount has been set, it could not be changed after. The password of your jAccount could be a combination of letters and numbers. Step 5. Join union for SEIEE (optional) Whether to join union is up to you. Member pay fees monthly for welfare from union. For details, please refer to the postdoctor office. Step 7. Apply for a bank card for business use (related to salary) Apply for a bank card in the hall of Financial Office, on the 1st floor of New Administration Building B. Since long term residence permit is required in this step, you may proceed steps 8 and 9 first. Steps 8 & 9. Register in the office of dept. of automation Take the table to Room 417, SEIEE building 2; then turn to Youren Chen (陈友仁). He would arrange your office. 27／36 IPAC Postdoctoral Application Guide Apply for Work Permit Work permit should be applied online, which is required for later residence permit application. Prerequisite 1. Z visa and temporary residence permit for you (and your family). 2. 3. Application report, which would be sent to you. – The report would be in Chinese, and submitted by SJTU on your behalf to Shanghai Administration of Foreign Experts Affairs. jAccount, which you have opened while registering in step 4. 4. Medical report, which would be dispatched in 5 days after medical exam. 5. Contract, which have been signed on stage III. Put in a request Log in with your jAccount HERE. Click 【流程】 (Progress) as shown in Figure 38. Figure 38 Under the tab 【服务大厅】 (Service Center), Choose 【国际交流】 (International exchange) as shown in Figure 39. 28／36 IPAC Postdoctoral Application Guide Figure 39 Click 【来华签证申请】 (Visa application in China) as shown in Figure 40. Figure 40 Choose 【申请《外国人工作许可证》或《外国人工作许可通知》】 (Apply for WORK PERMIT or NOTIFICATION LETTER) and 【《外国人工作许可证》申请（已 办理外国人工作许可通知）】 (WORK PERMIT application with NOTIFICATION LETTER issued)as shown in Figure 41, then click 【开始办理】 (proceed). 29／36 IPAC Postdoctoral Application Guide Figure 41 Input your passport number in the pop-up as shown in Figure 42. Then click 【检查】 (Check) to check whether your name matches. Click 【继续办理】 (Continue) if everything is correct. Figure 42 30／36 IPAC Postdoctoral Application Guide You would fill Work Permit Application Form as shown in Figure 43. Only items with a red star (*) beside are compulsory. Note important information in red. You could fill part of the form, and save draft to complete later. Figure 43 Review your request Once you have saved draft, you can reopen the form and continue to fill. On the homepage after logging in HERE, Click "Task" with a red 1 beside like Figure 44. Figure 44 Under the tab 【待办事项】 (To-do list), find the request you have put in and click as Figure 45. 31／36 IPAC Postdoctoral Application Guide Figure 45 Complete the form and submit Other information needed in 【基本信息】 (Basic Information) is shown in Figure 46. Figure 46 【来华信息】 (Information About Your Visit) is shown in Figure 47. Kindly note that those info in green would be specified below. 32／36 IPAC Postdoctoral Application Guide Figure 47 Please copy the following text to the input, except for 【在华紧急联系人电话】: • • • • • • • • • • • • • 【校内聘用单位名称】：电子信息与电气工程学院； 【电话】：021-34204019； 【校内聘用单位地址】：上海交通大学电信群楼； 【邮政号码】：200240； 【在华拟聘职务】：博士后； 【在中国工作任务】：科研； 【在华紧急联系人姓名】：张卫东； 【在华紧急联系人电话】：would be given in other ways； 【在华紧急联系人邮件】：wdzhang@sjtu.edu.cn； 【在华住址】：上海市闵行区东川路 800 号上海交通大学电信群楼 2-403； 【电话】：021-34204019； 【外国人来华工作分类标准】：高端人才 A 类； 【外国人来华工作分类标准（详细）】：优秀青年人才。 【来华相关信息】(Other info about your visit) is not compulsory. 【教育信息】(Higher education) should be input in Chinese. You may turn to someone for help with translation. Please note that there should be no gap in combination of 【教育信息】(Higher education) and 【工作信息】(Work experience); otherwise add 【自由职业】 (means freelancer) in Work experience. Click 【新增】 (Add) as shown in Figure 48 to add a new line. Input 【就读时间】 (attend date), 【就读院校】 (university), 【就读专业】 (department), 【教育类型】 (【全日制】for full-time; or 【非全日制】 for part-time), 【学位】 (degree), 【所 在国家】(country where your university is). 33／36 IPAC Postdoctoral Application Guide Figure 48 【工作信息】(Work experience) except 【单位地址】(address), should be input in Chinese. You may turn to someone for help with translation. Please input all work experience since higher education. If your work experience lasts for more than 10 years, only input work experience in recent 10 years. Click 【新增】 (Add) to add a new line. Input 【聘用时间】 (employment date), 【工作单位】 (employer), 【工作岗位】 (which post, such as management post or technical post), 【单位地址】 (address), 【担任职务】 (rank of position), 【工作任 务】 (work tasks), 【所在国家】 (country), as shown in Figure 49. Figure 49 【随行家属】(Family accompany info) CANNOT be changed afterwards once submitted. Input info as shown in Figure 50. Figure 50 While inputting 【教育信息】(Higher education), 【工作信息】(Work experience), or 【随行家属】(Family accompany info), if you add a blank line by accident, place the mouse pointer over right margin as shown in Figure 51. Then 2 options would appear; just click 【删除】 (delete), and select 【是】 (yes) in a pop-up to remove the line. Tips: the way how to add file slots to upload in 【所需附件】(Supplementary material) is similar. 34／36 IPAC Postdoctoral Application Guide Figure 51 【所需附件】(Supplementary material) is shown in Figure 52, which need upload related documents. Click button to upload file. Note that only those with 【*必 填】in red are compulsory, and the others are either optional or conditional. Those info in grey depends (on whether your family would accompany you in China, and whether you are over 65 years old). Translation of your doctor degree certificate should be verified by SEIEE. Please take translation of your doctor degree certificate to Room 317, Bldg 3 of SEIEE 【电院群楼 3 号楼 317 室】; turn to 杜北辰 (Beichen Du) for stamp. Figure 52 "approval of admission" is a document you would receive, which approves your admission to SJTU. After you make everything clear, click 【提交】 (submit) and confirm your submission. In the next few days, please check the status of your request as you do in the part Review Your Request. You would also receive a notice by email, call, or phone message about your request. Once your application is approved, you would receive an email with your application form attached. Check whether everything is correct (e.g. names would have been identical to what passport shows). 35／36 IPAC Postdoctoral Application Guide Afterwards print the application form,; put a tick by the paragraph of your promise; sign your name and date. Take it to Room 317, Bldg 3 of SEIEE 【电院群楼 3 号楼 317 室】; turn to 杜北辰 (Beichen Du) for stamp. Finally submit the form to visa office at Room 200, New Administration Building B 【新行政楼 B200 室】. Apply for Residence Permit It would take about 2 weeks to issue work permit. The documents for residence permit application might differ, depending on whether your work permit would be issued within 30 days from the date of entry. If your work permit would be still in process after 30-days limit, please timely turn to visa office for a letter, which would state your current situation. Then take the following documents to Minhang Visa center, Shanghai Exit-Entry Administration Bureau 【上海市出入境管理局 闵行受理点】 at Shenbei Road No.3 【申北路 3 号】. 1. Letter issued by SJTU; 2. Temporary residence permit issued by Police; 3. Health report; 4. Passport size photograph; 5. Original Passport; 6. Work permit if issued. At the Center you would fill in application form for requesting residence permit. After documents would be verified and collected, you would receive a receipt of submission (collection) of passport for residence permit. Once the residence permit is issued, it would be dispatched to SJTU. 36／36
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