PRE-DEPARTURE AND POST-ARRIVAL CHECKLIST FOR MID-LONG TERM RESIDENTS
What to do before coming to Japan and after arrival in Sendai
Note: the International Support Center (ISC) can provide assistance with procedures marked

Timeline

No.

Check Applicability

Category

To doi

Apply for COE.

a)

Follow the instruction from your host department and provide the necessary

Tick if

ISC

Tick ifapplicable

Assistancecompleted

PRE-DEPARTURE

information and document. The University will apply for COE on your behalf,

1

COE Application

Applicable to all foreign visitors who will be residing in Japan for over 90

and send the soft copy of your COE via e-mail.

→

days.

b)

o

o

**Please be advised that COE application and issuance generally takes 1-3
months (in some cases, it can be longer). Those who require COE to enter
Japan are strongly encouraged to make the application well in advance of
their planned departure date.

Do you have documents that need to be translated?
6-3 months

2Document Translation

beforedeparture*For those with family, an English or Japanese translation of marriage/birth certificate
is required for their dependent's COE, visa application, and resident registration in

Yes

→

i

Send the documents that need to be translated to translation services
available in your country. Bring the original and translated copy to Japan.

o

x

o

Sendai.

i

Apply for University Housinga)

For Staff Housing:

the staff housing, apply to move into the unit through your host department.

(International House / University House / TU Staff Housing)3

Tohoku University International Support Center

University Housing**Please take note that the option of university housing you can live in depends on
your status at TU. Please be sure to check with your host department on which
university housing you can apply to.

Inform your host department that you would like to live in a staff housing, and checkthe vacancy status of the staff housing you would like to live in. If there is a vacancy in

Do you plan to live in a university housing?
Yes

→

b)

For University House/International House:ooCheck availability and apply from the link below (for researchers only):

https://sup.bureau.tohoku.ac.jp/en/pre-arrival-e/researcher-e/**

Depending on availability, you may be put on the waiting list.

c)

Reference pertaining to housing:https://sup.bureau.tohoku.ac.jp/en/arrival-e/pre-e/find-a-place-e/1Timeline

No.

Check Applicability

Category

To doi

Apply for Tax Conventiona)

Check if you qualify for the reduction / exemption of income tax under the tax

Tick if

ISC

Tick ifapplicable

Assistancecompleted

o

x

o

o

x

o

o

x

o

convention, and the documents required for the application. Inform your hostdepartment in Tohoku University of your intention to apply for tax convention

Do you intend to apply for the reduction / exemption of tax under the

exemption.

tax convention?

4

Tax Convention

→

Yes

b)

Prepare all necessary documents before coming to Japan and submit them to yourhost department after arrival. (i.e.: relevant application forms, Prove of Residency/Tax(Tax conventions are treaties signed between countries to avoid double taxation and

Residency Certificate, etc.). Please take note that some documents take 2-3 months toprevent tax-evasion from both the country of residence and country of source)

be issued.

c)

For more information, refer to: https://www.mof.go.jp/english/policy/tax_policy/tax_conventions/tax_convetion_list_en.html
6-3 monthsi

Apply for Exemption

beforea)

Check if you are eligible for social security coverage exemption in Japan. Inform your

PRE-DEPARTURE

departure

employer in your country and your host department in Tohoku University of yourWill you be covered by the social security system in your country for the
5

International Social Security
Agreement

duration of your stay in Japan, and wish to exempted from Japan'ssocial security coverage under the International Social Security

intention to apply for the International Social Security Agreement.

→

Yes

b)

host department after arrival.

Agreement?

6

Visa Application

Applicable to all foreign visitors who will be residing in Japan for over 90
days.

c)

For more information, refer to:

https://www.nenkin.go.jp/international/agreement/index.html

iApply Visaa)

After receiving your COE, visit the Japan consulate in your country of residence and→Yes

Flight Ticket Purchase

If everything is in order, visa is normally issued within 5 working days.

i

Buy Flight Ticketa)After your visa has been issued, and your travel schedule has been confirmed,b)

As we are unable to give you a definite timeline of when your COE will be issued, wepurchase your flight ticket.
generally recommend our visitors to purchase their flight tickets only after their visas
have been issued. However, If you choose to purchase your flight ticket BEFORE your→

Applicable to all

submit your visa application together with all required documents.
(check if the Japan consulate in your country of residence require prior appointment)b)7Prepare all necessary documents before coming to Japan and submit them to your

COE/visa has been issued, we highly recommend getting a flexible ticket in case youroo

COE/visa fails to be issued in time.

c)

From 1month

If your host department will be reimbursing your travel costs, be sure to keep thereceipt, itinerary, and boarding pass, and submit it to your host department after
arrival.

beforeideparturea)8International Driving License

Tohoku University International Support Center

Will you be driving in Japan right after arrival?

Yes

Consider Getting International Driving License
Check the link below to see if your current driving license can be used to drive inJapan:
https://www.keishicho.metro.tokyo.lg.jp/multilingual/english/traffic_safety/drivers_licens
es/index.html→b)

If your current driving license cannot be used to drive in Japan, obtain an international**

foreign residents in Japan can also convert their foreign driving license to a Japanesedriving license, however, the process is quite complicated and it takes a long time.

o

x

o

driving license from the automotive department in your country of residence.

2

Timeline

No.

Check Applicability

Category

9

ISC Support Service

Do you require support after arrival in Sendai?

To do

Yes

→

i

Apply for Support Servicesa)Tohoku University International Support Center offers various support services tointernational researchers and faculty members free of charge.

b)

Tick if

ISC

Tick ifapplicable

Assistancecompleted

o

o

o

o

o

o

o

o

Visit the below link to learn more about the support services offered:https://sup.bureau.tohoku.ac.jp/en/application-main-e/

10

Confirmation of Support

PRE-DEPARTURE

From 1

Did you apply for support services?

month

Do you plan to live in a private apartment?

before(contract period is generally 2 years)

Yes

→

i

Communicate with us through your "Jibun Page" Accounti

For Private apartments:a)Refer to real estate websites and proceed to make the necessary applications to viewthe houses closer to arrival date. ISC can provide assistance in finding suitableYesapartments to rent. Refer to no.9 to apply for this support.

→

departureb)

Please note that in general, tenancy contract period is 2 years. Researchers may not
be able to secure a tenancy contract if their intended period of stay in the rental unit

Accommodation in Sendai

is 1 year or shorter.

(for those who will not be

11

moving into university housing)

Do need temporary accommodation until you can move into your longterm accommodation?

ii

Temporary accommodation:a)

If you plan to move into a private apartment (instead of university housing), thetenancy contract process may take around 2 weeks to complete. For that reason, youYes

may need to stay in a temporary accommodation until you can move into your new→

house in Sendai.
b)

The International Support Center can also offer assistance in making the reservation
for temporary accommodations. You may apply for this support from the link in item
no.9.

12

Visit Japan Web

Applicable to all→iComplete the Visit Japan Web Applicationa)

Go to the link below and complete the Visit Japan Web Fast Track registration:
https://vjw-lp.digital.go.jp/b)

Up to 3 days
beforedeparture

13

Documents to bring to Japan

Tohoku University International Support Center

Applicable to all

→

o

x

o

o

x

o

Please be sure to always check the latest entry requirement before your departure.

i

Compile the documents to bring to Japan.

a)General document checklist:Passport (with visa and COE)

Flight ticketHotel reservation



JSPS grant acceptance letter (if applicable)

Covid vaccination certificate (if applicable)Driving license (if applicable)

Tax convention documents/International Social Security Agreement (if applicable)b)Additional document for those with family:Translated marriage certificateTranslated birth certificate (for children)Vaccination records (for children)3

Timeline

No.

Check Applicability

Category

To doWill you be landing in one of the airports below?

14

Residence Card>>Narita Airport, Haneda Airport, Chubu Airport, Kansai Airport, New Chitose Airport,→

Yes

Hiroshima Airport, and Fukuoka Airporti

Receive your Residence Card at the airporta)Your Residence Card will be issued at the airport.

b)

Accept your Residence Card and check and confirm the details written on the card.

c)Your Residence Card will act as your ID while you are in Japan, and will takeTick if

ISC

Tick ifapplicable

Assistancecompletedoxoprecedence over the visa sticker attached in your passport. Be sure to keep it safe andalways carry it with you.

15

Check Into Accommocation→

Applicable to alli

Check into temporary accommodation, UH, IH, or SH.

*

Although new residents of Sendai are required to report to the ward office to submit
the resident registration notice within 14 days of arrival, You are not required to do so

o

o

o

o

o

o

while you are still living in the temporary accommodation. You may do so after you

ARRIVAL

have moved into your long term accommodation.

iFind Accommodation in Sendaia)Find prospective units that meet your preferences from real estate websites such as"Suumo" or "Heiwa Juutaku".

16(for those not moving into

Contact the real estate agents in charge of the unit, and go for a viewing of the units.

c)

Alternatively, you may also directly visit real estate agents (such as Tohoku University
COOP Real Estate Division) to consult with them and request for a viewing.

House viewing and tenancy
contractb)

Do you plan to live in a private apartment?
(instead of university housing)

d)

Yes

e)

UH/IH/SH)

Once you have decided on a house, proceed to submit an apartment leaseapplication. The property agent will conduct an eligibility screening and make the→decision
to approveis orreject yourbased
on your
submission
If your application
approved,
youapplication
can proceed
to signa tenancy
contract and moveinto the unit of your choice.

f)

You may refer to our website for more info about renting a house in Japan:
https://sup.bureau.tohoku.ac.jp/en/life-e/moving-e/

AFTER

g)

Due to the complicated nature of tenancy contract procedure in Japan, we highly
recommend first time visitors of Sendai to take full advantage of our support services
for tenancy-related matters. Kindly apply for our support online as stated in no.9.

iConnect Utility Supplies in your homea)Contact respective suppliers to make the arrangement to start the utility supply inyour home.

b)

As applications to start utility connection are generally done in Japanese language, ourcenter can assist you with this matter. Kindly apply for our support online as stated in

Do you need to make the arrangement to connect the utility supply in the house youwill be moving into?
17

Utility supply(gas, electricity, water)*The utility supply in most units in university housings are typically already connected
and does not require additional steps to use. Please check with the respective housing
management offices.

no.9.
Sendai Gas Bureau:
Phone application : 0800-800-8978

Yes→www.gas.city.sendai.jp/forms/gas-openTohoku Electric Power:
Phone application : 0120-175-366
https://web-entry.tohoku-epco.co.jp/kaishi/FM11/index



Sendai City Waterworks Bureau:
Phone application : 022-748-1111
https://www.suidou.city.sendai.jp/aqua/Tohoku University International Support Center

4Timeline

No.

Check Applicability

Category

To doiTick if

ISC

Tick ifapplicable

Assistancecompleted

Complete Resident Registration Process at the Ward Office
After your residential address in Sendai has been confirmed, bring your residencecard, passport, and for those with family members, the translated copy ofmarriage/birth certificate to the ward office to complete the registrations below:

18

Bureaucratic procedures at theward office

Applicable to all foreign visitors who will be residing in Japan for over 90 days.

→**You are required to report to the ward office within 14 days after you have
moved into your long-term residence in Sendai.

a)

For all

Residence registration*

We recommend that you also obtain a copy of a resident record certificate (juminhyo) as you may berequired to submit it to your host department or when you open a bank account etc.

*

The required content of the resident record differ according to purpose of submission. Kindly check withyour host department/our support staff of the contents that need to be included in your resident record
certificate.

b)

For those without an employment status at TU

National health insurance enrollment



AFTER

ARRIVAL*ooNational pension system enrollment
In some cases, those with employment status at TU are required to join the national health insurance
and national pension system. Please confirm this matter with your host department.

c)

For those with childrenChildcare benefit application

Child medical subsidy applicationd)

Our center can provide assistance in completing these procedures. Kindly apply forour support online as stated in no.9.

i

Submit Notice to the Post Officea)

We highly recommend all new residents of Sendai to submit a move-in notice to the
Post Office as well to notify them that you are the resident at your residential addres.
You can do it online or in person at the post office.

b)
20

Notice to the Post Office

Failure to do say may cause letters or packages being delivered to your address to beheld back at the post office until you can confirm that you are the resident of that→

Applicable to All

address.
c)

o

x

o

For online notice submission
https://mypage.jpid.pf.japanpost.jp/register/terms
https://welcometown.post.japanpost.jp/etn/#_ga=2.15300982.1991950044.1675907859294529691.1675907859

Do you need a Japanese bank account?

21

Banking**Please be informed that due to the high volume of application in Spring (at the
beginning of Academic year), the bank requires prior appointment to open a bankaccount.
**Please also take note that currently, Japanese banks are undergoing strict screening
procedures such as identity verification when opening an account. Slight mistake inthe application may cause your application to be rejected.

Yes

→

i

Open a Bank Accounta)Bring the items below and visit the bank to open an account:Passport

Residence cardPersonal seal (only if you have it)Proof of enrollment or employment/student or staff ID/JSPS grant acceptance letter/proof ofb)

incomeAlternatively you may also use Yucho app to open an account online. Refer to:https://www.jp-bank.japanpost.jp/app/app_kouzakaisetu.html

c)

o

o

Or fill out the Yucho Direct Plus application form online and mail it to the bank to
open an account without visiting the bank:https://jp-bank-kaisetsu.japanpost.jp/account_open/0010.php
If you decide to visit the bank to open an account, we highly suggest taking
advantage of our support service as the process may be complicated. Please refer tono.9 to apply for our support online.

Tohoku University International Support Center

5Timeline

No.

Check Applicability

Category

SIM card

22

Do you need a Japanese SIM Card?

To do

Yes

→

i

Get a SIM Carda)Bring the items below and visit the mobile service provider to get a local phone






number:Passport.
Residence card.
Personal seal (if you used it when you open your bank account).
Your bank book / ATM card / credit card.

b)

Our center can assist you with this matter. Kindly apply for our support online as

Tick if

ISC

Tick ifapplicable

Assistancecompleted

o

o

o

o

stated in no.9

IC Card or commuter pass

AFTER

ARRIVAL

23

24

TU ID Card (Employee ID Card)issuance

Do you use the train/bus to commute to the university?

Yes

Consider getting a reloadable IC Card or getting a commuter pass to make your→commute easier.
Follow the instruction of your host department to apply for employee ID card throughAre you employed at TU?

Yes

→

o

x

o

**Some employees need to be enrolled into the National Health Insurance andNational Pension system instead of MEXT. Please confirm with your host department
on whether you need to be enrolled into the National Health Insurance and National
Pension System

o

x

o

Follow the instruction of your host department to set up your e-mail account.

o

x

o

TU Groupware.

**Student ID will be issued to students upon enrollment.
Follow the instruction of your host department to enroll into the MEXT Mutual Aids

25

MEXT Mutual Aids Fund Social
Insurance and Pension

Tohoku University e-mail26

Fund Social Insurance and Pension.
Are you employed at TU?

Yes→

Are you employed/enrolled at TU?

Yes→(TU Mail for employees, DC Mail for students)

Follow the instruction of your host department to undergo the health screening
required at the start of employment/enrollment.

Health screening

27

Are you employed/enrolled at TU?

Yes→

Our support staff can accompany researchers and faculty members to the healthooscreening center to provide translation support. Please let us know if you need ourassistance.

i
a)
28

Tohoku University Network

Are you allowed access to the TU Network?

Yes→

Follow the instruction of your host department to access TU
Network.
For researcher/faculty members : GroupWare
https://gw.tohoku.ac.jp/garoon/cgi-bin/cbgrn/grn.cgi

b)

o

x

o

o

x

o

For students : Information Services for Education in Tohoku University
https://www.dc.tohoku.ac.jp/guide/index-e.html

i29

Campus Wi-Fi Eduroam

Are you allowed access to the campus Wi-fi?

Yes

→

a)

Follow the instruction of your host department to connect to andaccess TU wi-fi network.
For researcher/faculty members
https://www.tains.tohoku.ac.jp/contents/wireless/eduroam.htmlb)

For students:
https://www.dc.tohoku.ac.jp/guide/wifi/wifi.html

Tohoku University International Support Center6