User Manual for the Kyoto iUP Online Application System

1.

Necessary equipment for the online application2.

Before entering data for the online application

3.

List of required documents

4.

Create an account

5.

Home

6.

Application – Confirmation eligibility

7.

Application – Selection of faculty and division / department

8.

Application – Personal Information

9.

Application - Background

10. Application - Language Proficiency
11. Application - Standardized Tests<Examples>□In case of SAT (Scholastic Assessment Test)□In case of ACT (American College Testing)□In case of GCE A-level (General Certificate of Education Advanced Level)□In case of IB (International Baccalaureate)□In case of EJU (Examination for Japanese University Admission for International Students)□In case of AP (Advanced Placement)□In case of Other

12. Application Fee Payment
13. Document upload1

1. Necessary equipment for the online application(1) A personal computer with internet connection.
Smartphones are not available for the online application system.
(2) A scanner, which can make digital copies of written or printed documents such as schooltranscripts, certificate of graduation, test results, etc. If you cannot use a scanner, a picturetaken with a digital camera (or smart phone camera) is also acceptable. Image resolution
should be good enough so that all letters can be read.

Originaldocuments

PDF
data(Paper)
Imagedata

2. Before entering data for the online application
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We recommend that you prepare all the required documents and information before
entering data for the online application.
It will take some time to complete all sections. You do not need to complete all sections at
one time.
Each section has a “Next” button. If you press “Next”, entry in that section will be saved
automatically. In addition, you can save data at any time by pressing the “Save” button. The
saved data can be changed afterward.
You can log out at any time. When you log in again, you can continue data entry with the
saved data.
If you want to change the data you entered in the previous section, you can go back to theprevious section by pressing the “Back” button. After you change the data, please makesure to press the “Next” or “Save” button. By doing this, you can update your data.
You will be automatically logged out after 30 minutes of inactivity. Please make sure topress the “Save” button before you leave your seat. Also, press the “Save” button if you
have not entered any data for more than 30 minutes.
In principle, you cannot change any data, after you pressed the “Complete” button at theend of the final section. Please make sure that all information is correct before pressing the“Complete” button.
The required information and documents for the online application are shown below.

23. List of required documents(Supported file formats)① Digital identification photographFile upload

JPEG/JPG② Copy of passport

File upload

JPEG/JPG, PNG, GIF,PDF③ Application fee payment certificate

File upload

JPEG/JPG, PNG, GIF,PDF④ School transcripts

File upload or

JPEG/JPG, PNG, GIF,Request yourPDF

school to upload⑤ Certificate of graduation/ expected graduation (Form A)

File upload or

JPEG/JPG, PNG, GIF,Request yourPDF

school to upload⑥ Evaluation (Form B)
・Evaluator’s name

Request yourJPEG/JPG, PNG, GIF,

school to upload

PDF

・Evaluator’s email⑦ English proficiency test results orEnglish Proficiency Evaluation Form (Form C)・Examination place

・Examination date・ScoreInformation
File upload or

JPEG/JPG, PNG, GIF,(Form C) Request

PDF

your school toupload⑧ Standardized test results

Information

・Name of Test

・Organization

・Test date・Score/Grade・Subject/Level/Composite/Average

File upload or

JPEG/JPG, PNG, GIF,

Request yourPDF

school to upload⑨ Essay (Form D)

File upload⑩ Selection of faculty and department (up to three choices)

Information⑪ Personal information

Information⑫ Primary/Secondary and Higher Education

Information

・School Name・Address・Phone No・Website URL・Country/Region

・Enrollment period⑬ JLPT test score (if applicable)
・Examination place
・LevelInformation
・Examination date

File upload

JPEG/JPG, PNG, GIF,PDF⑭ Awards or Extracurricular activities (if applicable)
・Name of the activities

DOC/DOCX

・Period・Supervisor’s name and contact information

Information
File upload

JPEG/JPG, PNG, GIF,PDF

34. Create an accountClick on “Create an account”.

Enter your email address.

You will receive an email
to verify your email
address. Click the URL
stated on the email.

4Enter your name, date of birth, andpassword.
Regarding the date of birth, you should
follow the rule "YYYY-MM- DD"(including hyphen). (Ex. 2021-01-01)
You can log-in to the online
application system with your ID(email) and password.

55. Home

Application Guidelines ----- You can download the latest Application Guidelines here.
Please make sure to read it before entering data for the online
application.
You can find the guidelines on Kyoto iUP website also.
User Manual ---------------- You can download the User Manual for the Kyoto iUP Online Application
System here.
Please make sure to read it before entering data for the online
application.
You can find the manual on Kyoto iUP website also.
Message from admissions office --- You can read and reply messages from the Kyoto iUP Admissions Office.
This function will be available after you completed the online application.
Application -------------------------------- Enter all necessary information in this section.
Some documents such as JLPT score sheet and additional information(if applicable) can be uploaded on this section.
Document upload ---------------------- All necessary documents must be uploaded on this section.
Complete ---------------------------------- The “Complete” button will appear when you complete both“Application” and “Document upload” sections.
Your online application will be completed by pressing this button.

66. Application – Confirmation eligibility
Please check the box 1 and 2 following tothe instructions.

7. Application – Selection of faculty and division / department

Please select a faculty/department.
You can select up to three faculties/departments at the time of application.

8. Application – Personal InformationEnter your personal information following
to the instructions.

79. Application - Background

Enter information on the high school you
currently attend or have most recentlyattended.

Enter your educational history starting with mostrecently attended “Secondary/High School”.

If you currently attend University/College,
information on the University/College must beentered in the “Education after graduating thesecondary school” section below.

Example:Info1: High school↓

Info2: Junior high school↓

Info3: Elementary school
Regarding the URL of your school,
if your school does not have websites,
please put the URL of Kyoto iUP website.

810. Application – Language Proficiency

If you took a test at home, enter “Home”
in “Examination place”.

911. Application - Standardized Tests

Enter the information on yourstandardized test results. Use one line.
Check the "Submit later" box for test
results that cannot be submitted
during the application period but canbe submitted at a later date before
the Second Screening (Interview).

Press the “Add” button to add lines
if necessary.

<Examples> In case of SAT (Scholastic Assessment Test)

10 In case of ACT (American College Testing) In case of GCE A-level (General Certificate of Education Advanced Level)
You can enter
predicted scores.

 In case of IB (International Baccalaureate)
You can enter
predicted scores.

11 In case of EJU (Examination for Japanese University Admission for International Students)
Do not forget to upload your test voucher in the "Document Upload" page.

 In case of AP (Advanced Placement) In case of Other

When you choose “Other” in “Name ofTest”, enter the name of your test
directly in the box below.

If your score has
not been available
yet, enter “NA” in“Score/Grade”.

1212. Application Fee Payment
Please follow the instructions on the screen.
Do not forget to keep the "Payment Certificate for Examination Fee*" after completing the payment. You aresupposed to be required to upload the certificate to the "Document Upload" page.
The certificate can be obtained from "Confirm application details" in the top of "TOP" page in EXSS website.

Confirm the “Application Content”.
If you click the “Payment certificate PDF output” buttonin the “Payment Method” section, you can download thecertificate.

*Sample of "Payment Certificate for Examination Fee"13

13. Document uploadAll of the documents listed in this section must be uploaded to complete your application.

To send a request to your school to upload the documents, please enter information on a box
shown below and press “OK”. An email with the URL link to the upload page of the Online
Application System will be sent to the email address which you entered.

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The status of the documents isshown as “Uploaded at 2023****”
when the documents have been
uploaded to the Online Application
System.

• The status of each document changes from “Not completed” to “Completed” when one ofthe documents has been uploaded to the system.
•If you requested more than one school to upload the documents, please make sure all of thedocuments which you requested have been uploaded to the Online Application System before
you complete the application.

•If your request email does not reach your school, please ask your school to try the following steps:-Check their Junk Email folder just in case the email got delivered there, not to the inbox.

-Add "office@iup.kyoto-u.ac.jp" to their personal safe sender settings so they can receive the email.

-Use another email address. It has been confirmed that the accounts of Hotmail, Gmail, andYahoo mail work well to receive emails sent from the Online Application System.

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