[machine translation][Notice]Acceptance of Foreign Researchers under New Border Control Measures

On February 24, 2022, the Ministry of Health, Labor and Welfare (MHLW) announced
new border control measures, which will be implemented from March 1, as shown in
Attachment1.Therefore, we would like to ask you to inform the faculty and staff
concerned about the above.
If you wish to accept a new foreign researcher, etc., please confirm theprocedures in Appendix 2 and Appendix3.Each department is responsible forsubmitting the attached "Application for New Entry" to the International Planning
Division by electronic file.

No application is required for Japanese returnees

and re-entry for foreigners.
We are currently discussing with JTB about the possibility of outsourcing a partof the immigration support services. We will inform you when it is ready.
Accordingly, Kyudai Kokoku No. 23, dated November 19, 2021, is abolished.

Attn:Takeshi Kuramoto
International affairs Division,
International Department
E-mail：nyukoku@jimu.kyushu-u.ac.jp

[machine translation]

New Measures for Waterfront Measures

Attachment 1

The following three are the main measures

1.

Reduction of waiting period at home after entry
into Japan

2. Permitted to use public transportation within 24
hours of entry
3. Revision of restrictions on new entry of foreigners*For details, refer to the Ministry of Health, Labor and Welfare
website.https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_00209.html[Japanese Only]
11. Reduction of waiting period at home after entry into Japan

In principle, the waiting period is 7 days.
Whether or not the applicant is from a "designated waitlist country".
Whether or not he/she has a valid H1N1 vaccination certificate.
Depending on the above, the waiting period and location after entry will be changed as follows.

1

DesignatedCountries○

Vaccination
Certificate

Quarantine

×

3 days at the facilities

2

○

○

7 days at your own place

3

×

×

7 days at your own place

4

×

○

No quarantine

Negative result of COVID19 test on the third dayfrom the entry into Japan
may leave self-quarantine

・Designated Countries P８【Reference1】
・Vaccination Certificate【Reference2】
・Voluntary testing (PCR test, etc.) P10【Reference3】2

2. Use of public transportation within 24 hours of entry
・Public transportation (even during the waiting period athome) is allowed up to 24 hours after the airport
quarantine inspection (specimen collection).
・Limited to the minimum necessary route when travelingfrom the airport to home or other place to wait for home,etc.

3

3-1. Revision of restrictions on new entry of foreigners
Newly arrived foreign nationals will be allowed to enter Japan from March 1
under the supervision of the person (company, organization, etc.) in charge of receiving them.
The purpose of the visit is "other than for sightseeing.
← PDF preparedby the Ministry of
Health, Labor andWelfare（Japanese Only）
See next page.

※ No prior application procedures are required for Japanese nationals returning to Japan and foreigners re-entering Japan.
※ For procedures at the University, please go to the next page.

4

3-2. How to apply at the University for new entry of foreign
researchers, etc.
（

④ Acceptance Certificate(PDF) issued②Submit Form
Application for New
Entry⑪ Travel to Japan

International
Department⑤ Acceptance
Certificate (PDF)

Foreign
researchers, etc.

Faculty
Administrative
Offices①Submit required
information on foreign
researchers, etc.

⑥Acceptance
Certificate (PDF)

person in chargeof acceptance⑦受付済証（PDF）を送付⑩査証取得の連絡、
渡航日の連絡★緊急時の対応や待機期間の健康管理は、部局事務部もしくは受入担当者にて行うことになります。

・Airline Ticket Arrangement
・Arrangement of hotel accommodations
for the waiting period・Acquisition of MHLW application
・Visit Japan Web Service Registration
・PCR test within 72 hours prior to
departure・Prepare visa and passport
・Prepare vaccination certificates⑧
Acceptance
Certificate
andnecessary
documents⑨Visa
IssuedJapanese embassies
abroad, etc.

）

Entrants,Returnees Follow-up System

Ministry of Health, Labour and Welfare③ Application to the
MHLW system53-3. The University's System for Newly Arrived Foreign
Researchers, etc.
The organization responsible for accepting foreign nationals is "National University Corporation Kyushu
University.
【 International Department 】
1,Enter information on new foreign arrivals and other information into ERFS.
2.Agree to the terms of the pledge.
3.Send the Acceptance Certificate (PDF) to each faculty.
【Faculty】
1.I agree to the covenants. Dean applies to the International Office.
2.Send the Acceptance Certificate (PDF) to the prospective entrant.
3.The faculty will manage and support the incoming students.
4.If the applicant seeks to shorten the waiting period, the department will arrange for PCR testing, etc.
【Foreign researchers, etc.】
1,The applicant submits the acceptance certificate and a set of visa application documents to theconsulate or consulate abroad.
2.The consulate will issue the visa after screening.
3.Install MySOS. After entering the country, the health status and location information are confirmed
through MySOS (Entrant Health Location Confirmation App).
※ No prior application procedure is required for Japanese nationals returning to Japan andforeigners re-entering Japan.
Please check P11【Reference4】for the contents of the pledge.
6４. Returnees and Re-entrants• Unlike newly arrived foreigners, no prior application procedures
are required.
• Please confirm your required waiting period according to the tablein P1.
• As with newly arrived foreigners, travel by public transportation ispermitted within 24 hours after the airport quarantine inspection
is completed.
• To shorten the waiting period, you must arrange your own PCR
test on the third day of entry. However, public transportation is
not allowed.
7

【Reference 1】Designated Countries
The information below changes frequently.
Please refer to the following URL for the latest
information.
Ministry of Health, Labour and Welfare website
https://www.mhlw.go.jp/stf/covid19/bordercontrol.html

8

【Reference2】vaccination certificate
https://www.mhlw.go.jp/content/00090
3661.pdf

9【Reference3】Shortened waiting period 3rd day PCR test, etc.
１

https://www.mhlw.go.jp/content/00090366.pdf
２ About "MySOS" Manualhttps://www.hco.mhlw.go.jp/manual/en.php

10【 Reference4】 The following are the commitments that universities must makewhen accepting researchers11【Reference5】【Border Measures Japan】
https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html
https://www.mhlw.go.jp/content/000903661.pdf【Pledge】
https://www.mhlw.go.jp/content/000863646.pdf

12[machine translation]
Attachment 2

Revision of restrictions on new entry of foreigners
1.Measure Contents
The university is responsible for the entry of foreign researchers, etc., and enters theirinformation into the Entrants, Returnees Follow-up System (ERFS) and applies for theirentry.

2.Who is eligible for the measures
Foreigners entering the country for the following purposes(1) Short-term stays of three months or less for business or employment purposes (e.g.,short-term visiting researchers)(2) Long-term stay (foreign researchers, etc.)

3.From application to entry into Japan
See Attachment 3.

4.Application Procedures(1) Preparation
Faculties are required to set up a person in charge of receiving the incoming foreigner(host faculty or administrative staff) who will take care of the health of the incoming
foreigner and deal with him or her if he or she tests positive.
When preparing a new entry application, the person in charge of receiving the applicant
should meet with the person entering the country to prepare the application.
At that time, please explain to the person entering the country the matters to be compliedwith in Appendix 4 "Instructions to Entrants" and " Pledge(2) Documents to be submitted
New Entry Application Form [Form] (Excel file)If any changes occur prior to entry into Japan
If there are any changes to the submitted application, please report the changes on the"Application for New Entry" form.
Vaccination certificate (copy)
A copy of the vaccination certificate is not required to be submitted in advance, butwill be needed at the time of entry if the applicant wishes to have a "shortened waiting
period". The person in charge of receiving the applicant must check in advance whether
the certificate is valid or not, so please obtain it from the person entering the country at
the time of application.
(3) Submission method
Each departmental office should compile the documents to be submitted (2) from theperson in charge of receiving the application.
Please save the file in the PJ folder (\\nas\PJ 水際対策提出用).
By 2:00 p.m. every day, the international department will enter the contents of theapplication forms saved by 2:00 p.m. into the ERFS and save the "Acceptance Certificate"issued by 4:00 p.m. on the same day in the PJ folder.

5. after application(1) Upon receiving the Acceptance Certificate (PDF), the person in charge of receiving thevisa application should immediately send it via e-mail to the person entering Japan andinstruct him/her to take the necessary steps to apply for the visa.
Please refer to the following for the documents required for visa application.
＜Ministry of Foreign Affairs HP＞
https://www.mofa.go.jp/j_info/visit/visa/index.html＜List of each diplomatic mission＞
https://www.mofa.go.jp/about/emb_cons/over/index.html/If you need a Certificate of Eligibility (CoE) (for long-term stay), please check the"About proxy application for Certificate of Eligibility (CoE)" on the following
website, as the University applies for it on your behalf.
https://www.isc.kyushu-u.ac.jp/intlweb/en/student/visa/The period of validity of a Certificate of Eligibility that has already been issued isconsidered valid if the host institution submits a petition stating that they are able

to continue to accept the applicant as per the activities at the time of application for
Certificate of Eligibility. https://www.moj.go.jp /isa/content/930005022.pdf(2) Immigrants must be tested for novel coronavirus infection within 72 hours prior to
departure and obtain a "negative" test certificate from a local medical institution using
the prescribed format. For details, please refer to the following.
(Ministry of Health, Labor and Welfare: Submission of Test Certificate)https://www.mhlw.go.jp/content/000807573.pdf(3) Upon entering Japan, the foreigner must be covered by private medical insurance(including travel insurance that covers medical expenses during the period of stay) or theJapanese public medical insurance system. The person in charge of receiving theapplicant should check the status of the insurance.
(4) After entering Japan, immigrants are required to install the necessary applications(immigrant health whereabouts verification application (MySOS), contact verification
application (COCOA)) and set up location information such as Google Maps.
https://www.hco.mhlw.go.jp/manual/pdf-en/detail.pdf(5) The waiting period varies depending on whether or not there is a valid certificate ofthree doses of vaccine and whether or not the traveler is from a designated country or
region. See below.

Designated Countries
https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html
Vaccination Certificate
https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html(6) In the unlikely event of a positive case, please contact the public health center withjurisdiction over the standby facility and follow their instructions.
(7) If the person entering the country wishes to shorten the waiting period and the person

in charge of reception can accommodate the request, please arrange for a PCR test, etc.
(PCR test or antigen quantification test).
The person in charge of receiving the applicant should report the negative results of thetest, etc. to the MHLW through MySOS on or after the third day after entry into Japan.
(8) As for laboratories, please refer to the following website when arranging PCR tests, etc.,
as they are limited to the medical institutions or laboratories listed in the following
websites.
https://www.c19.mhlw.go.jp/search/english/index.html

6. points to keep in mind
(1) The University facilities (Ito Guest House, etc.) cannot be used as a waiting area. Pleasereserve a waiting area at a hotel or other such facility.
(2) Please follow the notification from the International Student Exchange Division
regarding the new entry of privately financed international students.
(3) Please note that expenses related to waterfront measures, such as the cost of PCR tests,
etc., expenses related to lodging at the waiting area, and expenses for transportation, etc.,
are to be borne by the respective departments (or by the entrant).
(4) The Q&A describes the new measures in detail.
[Japanese Only]
https://www.mhlw.go.jp/content/000907573.pdf(5) In case of violation of the Pledge or the Pledge (individual),
The name of the university or other institution will be made public.
Thereafter, ERFS may not accept the application.
(6) Please refer to Attachment 5 for items that need to be addressed by the person in chargeof receiving the application, among the pledges of the person in charge of receiving theapplication.

Attachment 3[machine translation]

Entry Flow (for both returnees and new arrivals)
・・・Newly arrived foreigners only, returnees are not required.

Please check the table below to determine if there is a waiting period and how long the immigrant has been on the waiting list.
Matter
1 Meeting with people
entering the country

1 month before departure

2 Submit to the international
department

Contents

implementor

備

Entrant Faculty

Describes the contents of Pledge

考〇Preparation of New Entrant Application (Form)〇

Prepare a certificate (copy) of 3 vaccinations〇〇*Only for those who apply(Form) New Entrant Application Form submitted to PJ folder\\nas\PJ水際対策提出用

of International Department [from International Department to〇Ministry of Health, Labor and Welfare].
Send a PDF file to the person when you receive the〇acceptance certificate.

In addition to the visa application form, passport, photo, and certificate of
3 Visa Procedures

Submit the acceptance certificate and required documents to
the Japanese embassy or consulate abroad

acceptance, the following documents are required.
〇

For short-term visas, a letter of invitation, a letter of guarantee, a schedule ofstay, and documents showing the applicant's ability to pay for the trip.
For long-term, a certificate of eligibility is required.

4 Arrangement of tickets, etc. Airline flights
Accommodations for the waiting period (check the table below

If the case applies to Table 1 below, the person will be placed on standby at a〇

facility designated by the government (quarantine station). In such cases, thegovernment will pay for the PCR test, etc.

for waiting periods)
5 Enrollment in private medica Subscription Procedures
6 Conduct health monitoring
1 Weekly before departure

7 Installing the Application

Questionnaire Web Entry

COCOA

certification〇

into Japan.
Access to Questionnaire Web〇

https://arqs-qa.followup.mhlw.go.jp

MySOS
Location data storage settings

8 Obtaining inspection

Insurance policies and other documents may be checked at the time of entry〇

https://www.hco.mhlw.go.jp/manual/pdf-en/detail.pdf

Obtain a "Negative Test Certificate within 72 hours before
departure" from a medical institution in the country/region

In principle, the prescribed format should be used for the inspection certificate.
〇

Refer to the Ministry of Health, Labor and Welfare Web sitewhere you are staying.

https://www.mhlw.go.jp/content/000807573.pdf

9 Quarantine and immigration [Quarantine]at the airport

Present a certificate of test (negative) within 72 hours prior toEntering Japandeparture.
Submit a written pledge (personal)
Certificate of 3 doses of vaccine (only for those who have〇received 3 doses of vaccine)[Immigration]
Visa confirmation
Confirmation of application installation# PCR testing

As a rule, the patient waits in the airport until the PCR test is
conducted and the results are available.

Table 4 below (valid certificate of 3 vaccinations + non-designated country) No〇

waiting required.

Transfer to waiting place# Transfer toMove to the hotel by yourself. (or be picked up by the person in charge ofaccommodations andstandby

Travel to accommodations or home, etc., and wait (3 or 7days) for 24 hours after airport quarantine.

# Health status report, etc.
Waiting period

application (MySOS)〇

If the patient becomes symptomatic, the person in charge of receiving the〇〇Center contacts you.

Waiting Period Table

visitors will promptly contact the "health center in charge" and have the patient
receive medical treatment at a designated medical institution.
PCR test on the 3rd day

Report to the Immigration Health Verification Center using the
Waiting period ends when the Immigration Health Verification

If Table 1 below applies, the applicant will be placed on standby at a facility
designated by the government (quarantine station).

Introduction and functionality of contact verification apps
MySOS app.

〇〇

Health follow-up during the waiting period through the
Location data storage via map apps, etc.

# PCR test (3rd day of entry)

reception)〇〇

If positive, promptly report the test result on MySOS and receive instructions.
If the case is to wait for 7 days, PCR test is not required.

[machine translation]

Attachment 4

Explanatory notes for incoming visitors
Please review the pledge.

□

https://www.mhlw.go.jp/content/000863646.pdf□ Take the receipt and necessary documents to the Embassy of Japan for visa processing.
Please contact the Embassy of Japan for the necessary documents.
□ Obtain a negative test certificate within 72 hours before departure.
□ Refer to the attached document for necessary information on Japan's water bordermeasures, including inspections and standby measures upon entry.
□ Prepare a smart phone and install applications, etc.
(1) Install MySOS (a health and residence verification application for immigrants) andconfigure the necessary settings.
(2) Input information such as inspection certificates into MySOS as much as possible before
entering Japan, and complete the screening process in advance.
(3) Use the Visit Japan Web Service (a web service that enables entry procedures such asquarantine, immigration inspection, and customs declaration at the time of entry into
Japan).
(4) Consider fast-tracking to facilitate quarantine.
MySOS
English: https://www.hco.mhlw.go.jp/manual/pdf-en/summary.pdf
Visit Japan Web
English: https://www.digital.go.jp/en/services/visit_japan_web
Fast Track
English: https://www.hco.mhlw.go.jp/fasttrack/en/(5) Access and answer the questionnaire WEB.
https://arqs-qa.followup.mhlw.go.jp*If you do not have a smart phone available
You will need to borrow a smart phone at the airport when you enter the country.
□ Check the designated country/region and vaccination certificate together with the person

in charge of acceptance to determine waiting facilities, aircraft, etc.
During the waiting period after entry into Japan, contact with the person in charge of□reception should be made daily.
□

If the waiting period is to be shortened, a PCR test is required in consultation with theperson in charge of acceptance.
□

If the applicant becomes symptomatic or positive for novel coronavirus infection or

becomes unwell during the waiting period, he/she should promptly notify the person in
charge of acceptance.
Thoroughly prevent infection ((1) wearing masks, (2) thorough hand disinfection, and□(3) avoidance of the "three closets (hermetically sealed, dense, and close together)").
□Comply with the laws and regulations of Japan.

□

If the pledge is violated, the name of the university or other institution may be madepublic.In addition, the name of the university, etc. may be made public, and applications
from that university, etc. may not be accepted in the future.

[machine translation]

Attachment 5
Organizing Pledges
The following is a list of items to be pledged by the university when accepting foreign
researchers, etc., which must be handled by the person in charge of the acceptance.
1 Institutions accepting foreign nationals shall appoint a person responsible for thefollowing actions
1) Application through the ERFS, 2) Securing standby facilities, etc., 3) Measures toprevent transmission of novel coronavirus infection, and 4) Responses in the event ofsymptoms, positive cases, etc.
→

Each department at the University is required to appoint a person in charge ofacceptance.

2 If there are any changes in the information entered, ensure that the applicant re-registers
through ERFS before entering the country.
→

Please contact the international department if any changes occur.

3 In case an entrant becomes symptomatic or positive for novel coronavirus infection, or
becomes unwell, etc., the person in charge of acceptance should have information on thelocation and hours of operation of medical institutions in the vicinity of the waiting area.
→

Once a waiting area has been determined, the person in charge of acceptanceshould check with nearby medical facilities.

4 Provide necessary information on Japan's water border control measures, including
inspection and waiting measures at the time of entry, to those entering Japan throughrelevant websites and materials.
→

The person in charge of acceptance should provide the same materials to the arrivals.

5 Entrants must have a smartphone before entering the country. (1) install MySOS before
entering Japan, (2) enter information such as inspection certificates into MySOS before
entering Japan whenever possible and complete screening in advance, and (3) use the Visit
Japan Web Service .
If they do not have a smartphone available, inform them that they will need to borrow one

at the airport upon arrival in Japan.
The person in charge of acceptance should guide visitors according to the "Explanatory notes→

for incoming visitors".
6 Secure waiting facilities for incoming visitors and provide information on means oftransportation to ensure that visitors are able to move to such facilities.
The person in charge of acceptance should check the designated country/region→

and the vaccination certificate together with the applicant to determine the waiting facility.
7 Confirmation of the health status of the person entering Japan shall be made daily by
telephone, e-mail, etc., regarding the person's waiting period, at a waiting facility, andhis/her health status (except when the person is waiting at a facility designated by thequarantine station).
In addition, if the Center for Health Confirmation of Entrants or the relevant administrative
agency is notified that an entrant has violated his/her pledge, such as not waiting at a
waiting facility (violation of the contents of the pledge that the entrant pledges at the timeof quarantine upon entry), the entrant shall cooperate in correcting or investigating such
violation.
The person in charge of acceptance should try to contact the incoming immigrants→

on a daily basis.
8 For those who enter the country, if the waiting period is shortened, arrange to receive aninspection that meets the requirements.
If the waiting period is shortened, the person in charge of acceptance should arrange for PCR→

testing, etc.
9 If an entrant becomes symptomatic or positive for novel coronavirus infection, or becomes
unwell, etc. during the waiting period, the entrant should be promptly taken to a medical
institution, if necessary. In addition, if instructions are given by the public health center,etc., they must follow the instructions.
In the event of a positive case, the receiving officer should contact the health centre or other→authority with responsibility for the waiting location by telephone.
As Fukuoka City has a consultation dial, it is recommended that the waiting place be set to
Fukuoka.
Fukuoka City New Coronavirus Infectious Disease Consultation Dial.
092-687-5357(24 hours a day, available in 19 languages)

※ The following information should be provided to incoming visitors according to the "Explanatory
notes for incoming visitors".
10 Ensure that the following infection prevention measures are taken against persons
entering the country.
1) wearing a mask; 2) thorough hand disinfection; 3) avoidance of "close, dense and close
together".
11 Comply with laws and regulations related to the waterfront system, such as the
Quarantine Law, the Law on Prevention of Infectious Diseases and Medical Care forPatients with Infectious Diseases, and the Immigration Control and Refugee Recognition
Law.
12 In the event of a breach of the above pledge or a breach of the contents of the written
pledge that the entrant pledges at the time of quarantine upon entry (including cases of
misrepresentation in either case). In such cases, from the perspective of preventing the
spread of new coronavirus infection, the name of the company, organisation,etc. of theperson responsible for receiving the visitor may be made public, and the application fromsuch a person responsible for receiving the visitor may not be accepted in the future.