Current Students

VISA/Status of Residence

VISA

When Kyushu University decides your enrollment, “Pre-Arrival Assistance” will send you a log-in ID and Password “Online Application System”by E-mail.

Please make sure that you can receive e-mail from the “jimu.kyushu-u.ac.jp”domain.

Please make sure to read this,
Guidance for Online Application System

till the end and enter necessary information to the “Online Application System”.

  1. Application for Certification of Eligibility for Status of Residence (CoE)
    This certificate will be required when you apply for your visa at Japanese embassy/consulate in the country where you reside.
  2. Housing (dormitories) application (only for students)
  3. Application for the free shuttle bus service (only for students)

When you get an e-mail, please access the Online Application System with your log-in ID and password informed from Kyushu University.

Pre-Arrival Assistance

Also, we will send you more information before you arrive at Fukuoka, so please check your e-mail regularly.

VISA

Based on the Immigration Control and Refugee Recognition Act, in principle a foreign national wishing to enter Japan is required to have a valid passport issued by the government of their own country with a visa issued by the Government of Japan.
The visa indicates that it is appropriate for the foreign national to enter and stay in Japan. Furthermore, holding a visa is only one of the requirements for entering Japan and does not guarantee that the holder of the visa will be able to enter Japan.
To apply for a visa, the applicant must apply in person to an embassy or consulate. There is no system by which a proxy can carry out the application procedures in Japan and visas cannot be obtained after arriving in Japan.

The Visa Information Telephone Service System,
The Ministry of Foreign Affairs of JAPAN (MOFA)
TEL:03-5501-8431(24 hrs/day)

Reference: MOFA website
Frequently Asked Questions

Certificate of Eligibility for Status Residence Status (CoE)

*Reference:
Immigration Bureau of Japan website

A Certificate of Eligibility is issued before a visa application by a regional immigration authority under the jurisdiction of the Ministry of Justice as evidence that the foreign national meets the conditions for landing in Japan, including the requirements that the activity in which the foreign national wishes to engage in Japan at the time of the landing examination is not fraudulent and is an activity that comes under a status of residence (excluding Temporary Visitor Status) stipulated in the Immigration Control Act.
A foreign national in possession of a CoE can get a visa issued more easily at an embassy or consulate within the standard processing period. Also, the landing permission will be given quickly if you show your CoE to an immigration officer.
CoE is valid for 3 months after it is issued, and it will become invalid if you can’t enter Japan in this period.

Kyushu University CoE Application

Kyushu University will apply for your CoE to the Immigration Bureau of Japan as your proxy. We can accept your application on the following online application system.
When Kyushu University decides your enrollment, we will send you a log-in ID and Password for “Online Application System” by E-mail.

【Deadline】

approximately two months prior to the scheduled arrival date in Japan

  • Please be sure to apply for your CoE by the deadline, as late applications may result in a possibility that permission for entry into Japan may not be granted by your scheduled date.
  • Because all information in the application for the CoE is related to your entry visa, please be sure to give us true and accurate information.
Applicants
  • International students and researchers who will stay at Kyushu University
    *excluding Temporary Visitor Status
  • Their marital partner and/or children
    *Application is accepted only if the applicant inputs their information at the same time.

Temporary Visitor Visa

International students and researchers whose scheduled stay is less than 90 days in total, and who will receive no salary from Kyushu University during their stay, they can apply for a “Short-Term Stay (Temporary Visitor)” by submitting the necessary documents to the Japanese embassy/consulate.

  • For further information, please refer to the Ministry of Foreign Affairs Website.
    Due to Visa Exemption Arrangements, visas are not required for nationals of certain countries and regions if certain conditions are met.
    Ministry of Foreign Affairs
  • For further information, please check Ministry of Foreign Affairs Website.
    When applying for a visa at an Japanese embassy or consulate, you might be requested to submit additional documents in some cases.
    Ministry of Foreign Affairs
  • For further information, please check the websites of the embassy/consulate of Japan.
    the embassy/consulate of Japan

*In case that you apply for a “Short-Term Stay (Temporary Visitor)”, you need to visit an Japanese embassy or consulate and do the application procedures by yourself.

Application deadline

Approximately two months prior to the scheduled arrival date in Japan
* Please be sure to apply for the Certification of Eligibility for Status of Residence (CoE) through our online application system by deadline, as late applications may result in a possibility that permission for entry into Japan may be not granted by your scheduled date.
Because all information in the application for the Certification of Eligibility for Status of Residence is related to your entry visa, please be sure to give us true and accurate information.

Attention!
  • Make sure to give yourself plenty of time when making the application, since it takes about 2 months to issue a COE.
  • The COE expires in 3 months. Be sure to acquire your visa and leave for Japan within 3 months after the issuance of COE.
Application Flow

The application submission to the Immigration Bureau of Japan from Kyushu University

Certificate of Eligibility for Status of Residence (CoE) to be issued by the Immigration Bureau of Japan and sent to Kyushu University

Certificate of Eligibility for Status of Residence (CoE) to be forwarded to the applicant by the EMS mail by Kyushu University

Visa application at the Embassy of Japan or Consulate-General of Japan

1. Application to be submitted to the Embassy of Japan or Consulate-General of Japan by yourself:

Necessary documents:
  • CoE
  • Passport
  • And others

* Please inquire the Embassy of Japan or Consulate-General of Japan what is necessary before submission.

2. Visa to be issued by the Embassy of Japan or Consulate-General of Japan:
CoE is valid for 3 months after it is issued. You need to entry Japan within the period.

Insurance

1. Overseas Travel Insurance
If you stay in Japan less than for 3 months, we recommend you should arrange an overseas travel insurance in your country before your departure.
Basically, you cannot join the overseas travel insurance after you arrive in Japan.

2. National Health Insurance
If you stay in Japan over 3 months, you are required to join the national health insurance.
When you go to a ward office for your foreign resident registration, please file an application for the insurance as well.

Entry to Japan
  1. Entry Japan with both your visa and Certification of Eligibility for Status of Residence
  2. Submit the Certificate of Eligibility for Status of Residence to an Immigration officer
  3. Obtain residential permission

Before Coming to Japan

If You Do Not Have a Status of Residence

In order to apply for a “College Student” status of residence, you will need to apply for a “Certificate of Eligibility” (COE).

For international students who do not reside in Japan, Kyushu University will apply for the COE on behalf of the student. (Only when the student is applying for a “College Student” status)

The application procedure is as follows:
For information on the necessary documents and where to send the documents, please make sure to check the information from the office of the department you are scheduled to enroll at.

For those who plan to enter Kyushu University as a MEXT student Japanese Embassies are responsible for the procedures related to status of residence (CoE)for entering Japan. For details, please contact the Japanese Embassy in your home country.

If your current status of residence is “College Student”

If you already have a “College Student” status of residence, be sure to apply for an extension of stay when necessary. You can apply from 3 months prior to the expiration date on your residence card. However, please note that Kyushu University cannot provide the necessary documents (for use by the organization you belong to) until 3 months prior to the day of enrollment. (for details of procedures, click here

リンク先がありません

If you wish to apply for extension of stay earlier, please do so through the educational institution you are currently enrolled in.

Attention! “College Student” status is only for individuals who are enrolled in an educational institution. If you do not belong to an educational institution, your status of residence may be cancelled by the Immigration Bureau. If there is an interval between the day you leave your current educational institution and the day you enroll at Kyushu University, you will need to apply for a “Certificate of Eligibility (COE).” For procedures to apply for a COE, click here.

リンク先がありません

If your current status of residence is other than “College Student”

If your status of residence is “Long Term Resident”, “Dependent”, etc., no application procedures are necessary. However, if you wish to change your status of residence to “College Student”, please apply for a change of status of residence. For details of documents and procedures for this process, click here.

リンク先がありません

* Please note that Kyushu University cannot provide the necessary document (for use by the organization you belong to) until 3 months prior to the day of enrollment.

If you are in Japan under “Temporary Visitor” status of residence

If you are currently in Japan with a “Temporary Visitor” status of residence, as a general rule, you will need to leave Japan to apply for a Certificate of Eligibility. For details of necessary procedures.

You could be punished for illegal residence if you repeatedly leave and enter Japan on a “Temporary Visitor” status to study at Kyushu University.

For Current Students

Extending your period of stay

You may apply to extend your period of stay from three months before your period of stay expires. Any stay after the expiration is punishable for illegal residence, so be sure to apply to the Fukuoka Immigration Bureau before termination.

Kyushu University only handles procedures concerning extensions under “College Student” status of residence. You will need to receive a University stamped application form from Kyushu University for use by the organization.

*International Exchange Student Division Office hours
(The hours when we can handle procedures involving status of residence):
9:00 to 16:00 (Mon. to Fri.)
(Closed from12:00 to 13:00 during spring and summer breaks) listener

Changing Your Status of Residence

If you wish to change your status of residence to “College Student”, see below. Kyushu University only handles procedures concerning your change of status of residence to “College Student”.
You will need to receive a University stamped application form from Kyushu University for use by the organization.

* International Exchange Student Division Office hours
(The hours when we can handle procedures involving status of residence):
9:00 to 16:00 (Mon. to Fri.)
(Closed from12:00 to 13:00 during spring and summer breaks)

Leaving / Withdrawing from Kyushu University

If you are leaving/withdrawing from Kyushu University, you will not be able to continue to stay in Japan under the “College Student” status of residence.
Please submit the “Notification of the Accepting Organization (leave)” to the Immigration Bureau within 14 days after leaving Kyushu University and promptly leave Japan or have your status of residence changed to one that is appropriate.

  • Please refer to the following site in order to submit the “Online Application System”
    Online Application System
  • When leaving Japan, please return your Residence Card at the airport.
  • Please inquire the Immigration information Center (TEL: 0570-013904, 03-5796-7112 (For IP phones, PHS, and calls from overseas) for further questions about changing status of residence.

For procedures regarding anything other than your status of residence matters, please inquire the office of the department you belong(ed) to.

Re-enroll at / Re-enter Kyushu University

You will need to newly obtain a Certificate of Eligibility (COE) in order for you to reenroll at or re-enter Kyushu University. (The International Exchange Student Division Office apply for your COE on your behalf.)

  • Please see here to confirm the necessary documents.
    リンク先がありません
  • Please send the necessary documents to the CIE as soon as you have all of them prepared.
  • Please make sure that you allow enough time to apply for the COE. The application should not take place immediately before your expected date of reenrollment/reentrance as it will take two to three months (including the time necessary for inspection) for the Immigration Bureau to issue your COE.

*The Certificate of Admission for Reenrollment/Reentry will be sent to you together with your COE. *Before coming to Japan, please make sure to obtain a student visa and enter Japan within three months after the date of issue of your COE.

Caution
  • You could be required by the Immigration Bureau to submit additional documents as necessary.
  • If you have decided to change the timing of your reenrollment/reentry for certain circumstances after you have received the COE, please immediately send the COE back to the Kyushu University International Exchange Student Division Office together with a brief explanation on the reasons for the change (free format).
  • If you are a person with multiple nationality and possess Japanese citizenship, you can not apply for the COE.
  • As the Immigration Bureau is responsible for the inspection to give you the residence status, Kyushu University shall not in any way be held liable in case you are not permitted to be given a residence status.

Studying abroad

Your student status at Kyushu University will become either “On leave” or “Studying abroad”. Please confirm with your School/Graduate School office.

If your student status is “on leave”

Your status of residence as “College Student” will be terminated, so be sure to return your residence card at the airport when leaving the country. You will need to apply for a “Certificate of Eligibility (COE)” when returning to Kyushu University.
for the application procedures for the COE. It will take 2 to 3 months to apply for the COE, so be sure to have plenty of time before your return to the university.

If your student status is “Studying abroad”

If you are studying abroad in one of the programs provided by the Center for International Education, you will receive instructions through your orientations before leave. If you are going abroad under any other programs, please inquire your School/Graduate School office.

If you want a part- time job (including TA/RA)

The “College Student” status of residence is for receiving an education in Japan. Therefore, when acquiring a part- time job, you must submit an “Application for Permission to Engage in Activity other than that Permitted under the Visa Status Previously Granted” to the Immigration Bureau.

How to apply

Take the following four documents, and go to the Immigration Bureau.
The process will take from two weeks to two months.

  • Application for Permission to Engage in Activity other than that Permitted under the Visa Status Previously Granted
    Application Form
  • Passport
  • Residence card
  • Student ID
Working hours

It is determined by law that “Activity other than that Permitted under the Visa Status Previously Granted”(part-time employment) shall be limited to 28 hours per week (As exceptions, 8 hours a day, 40 hours a week, during summer, winter, and spring breaks).
You must never work part-time beyond the working limit; you could be punished by repatriation, a fine, or imprisonment.
*You are prohibited from working par-time in entertainment and amusement businesses, and sex-related businesses. This includes work such as washing dishes or cleaning in ‘snack’ (sunakku) bars, nightclubs, and bars or cafes that serve food and drink to customers while entertaining them.

IF you are working part-time in Kyushu University

If you are a regular student working as a Teaching Assistant (TA) or Research Assistant (RA) at Kyushu University with a “College Student” status of residence, you do not need to apply for permission to engage in “Activity other than that Permitted under the Visa Status Previously Granted.” However, working hours as either a TA or an RA, or both a TA and an RA at Kyushu University must be under 20 hours per week.
*As a general rule, non-regular students (including exchange students) cannot work as a TA or an RA, but if circumstances allow non-regular students to work as a TA/RA, permission to engage in “Activity other than that Permitted under the Visa Status Previously Granted” will be needed. *Regular students who will be doing work other than as a TA/RA will need to apply for permission to engage in “Activity other than that Permitted under the Visa Status Previously Granted.”

If you are attending an internship

IF you are attending non-paid internships

No special procedures are necessary.

IF you are attending a paid internships

Regardless of whether or not the internship is a program provided by Kyushu University, you must submit the “Application for Permission to Engage in Activity other than that Permitted under the Visa Status Previously Granted.” For the procedures of application.

Permitted working hours

During academic terms: up to 28 hours per week
During summer, winter, and spring breaks: up to 8 hours per day, 40 hours per week
*If you plan to attend an internship during an academic term that exceeds 28 hours per week, you will need to apply for “Permission to Engage in Activity other than that Permitted under the Visa Status Previously Granted Exceeding 28 Hours Per Week” in addition to the “Application for Permission to Engage in Activity other than that Permitted under the Visa Status Previously Granted.”
Please take note that only those who satisfy certain conditions can apply.
For details on the conditions and necessary documents, please see the website below. (Japanese only)

Immigration Services Agency

If you have any questions, please directly contact the Immigration Bureau.
IF you are attending an internship abroad

You must check with your prospective employer about the necessary procedures and apply for a valid VISA status individually.

IF you are temporarily leaving Kyushu University to attend an internship

You will not be able to reside under a “College Student” status of residence, so promptly apply to change your status of residence to one that is appropriate. For information on which status you should apply for, inquire your prospective employer or the Immigration Bureau.

If you are temporarily leaving the university to attend an abroad internship, be sure to return your residence card at the airport when leaving Japan. You will need to apply for “Certificate of Eligibility (COE)” again when returning to the university. See here for the procedures of applying for COE.

リンク先がありません

If you are leaving Japan for vacation

If you are returning to your country during school vacations, or leaving Japan for travel, check “I am leaving Japan temporarily and will return” on your ED card, and present it at the airport (see here for a sample when filling out the ED card).

Immigration Services Agency

If you fail to return to Japan within one year from departure, you will lose your status of residence. If your period of stay is to expire before one year from departure, be aware that you must return by that date of termination.

For details, check the Immigration Bureau Website

Immigration Bureau Website

If you lose your residence card

If you do not carry your residence card with you, you can be fined an amount not exceeding 200,000 yen, so be sure to report your loss to the nearest police station as soon as possible. After you report to the police, go to the Immigration Bureau and apply for a reissuance.

Necessary documents
  • Application form for Reissuance of a Residence Card
    Application Form
  • Documents that can prove your loss (ex. Certification of report of lost property issued by police)
  • Your passport

* Also take your student ID with you, in case you are asked to present it.
For further details, see here

Immigration Services Agency

When your address changes

You must have the address on your residence card changed within 14 days of moving.

Procedure flow

Go to the ward/city office of your old address, submit a “tenshutsu todoke”, (notification of moving out) and obtain a “tenshutsu shomeisho” (Change of address certificate).

Within 14 days of moving in, go to the ward/city office of your new address and submit the “tenshutsu shomeisho” and “tennyu todoke” (notification of moving in) to register as a resident.

When the ward/city office changes the address on the back of your residence card to your new address, the process is completed.
*Be sure to change the address on your student ID as well. If you do not know how, inquire your affiliated school office.

For Graduate Students

If you are scheduled to return to your Country

The “College Student” status of residence is valid only during your enrollment. Your “College Student” status will be terminated after graduation, so please be sure to leave the country immediately. However, a one month stay is accepted for preparations (If you are short of one month to your date of termination, be sure to leave Japan before your status of residence expires). Be sure to return your resident card at the airport.
*If you must extend your stay for an inevitable reason for over one month, please inquire directly to the Immigration Bureau.

If you are willing to continue searching for work in Japan

Students seeking job opportunities in Japan may apply to change their status of residence to “Designated Activities” if certain qualifications are met. (with the exception of auditors, non-degree students, or research students)

Please refer to the Career Center web page and see “Continuing Job- Hunting Activities after Graduation”.

If you are scheduled to be employed in Japan

Your “College Student” status of residence is only valid during your period of enrollment. Your status will be terminated after graduation, so be sure to complete the procedures to change your status of residence. Please inquire your prospective employer for the specifics of the procedure.
If there is an open period between graduation and employment, inquire either your prospective employer or the Immigration Bureau to either leave the country or change your status of residence.

If you are planning to continue your studies

If you are enrolling in further studies at Kyushu University

Depending on your plans, you must submit the “Application for Extension of Period of Stay”for the specifics of the procedure. If there is an interval between graduation and enrollment, you must return to your country and apply for a “Certificate of Eligibility (COE)”. For the procedures of applying for COE, please make sure to check the information from the office of the department you are scheduled to enroll at.

If you are scheduled to enroll in Universities other than Kyushu University

Submit a “Notification of the accepting organization (leave)” to the Immigration Bureau within 14 days after your graduation from Kyushu University. You may submit at their office, through mail, or internet. For further details, see here

Immigration Services Agency

Please inquire your prospective university on the “Application for Extension of Period of Stay”.