［machine translation］
Kyushu University

No.29

September 12, 2022
To
The deans of each department
The head of each department or division
Director of each section
General Manager of Audit OfficeDirector, International Affairs Division
Satoshi Tsuzuki

Acceptance of Foreign Researchers under New Measures for Border (Notification)

On August 25, 2022, the Ministry of Health, Labour and Welfare (MHLW) announced newmeasures to strengthen border measures. As of September 7, 2022, if you have a vaccination
certificate, you are not required to submit the inspection certificate within 72 hours prior to
departure from Japan.
Therefore, we would like to ask you to inform the relevant faculty and staff of the above.
As in the past, new incoming foreign researchers who wish to enter Japan are still required
to register with the Entrants-Returnees Follow-up System (ERFS).
Accordingly, the "Notice on the Acceptance of Foreign Researchers under the New
Measures for border (Notification)" dated June 2, 2022, No. 11 of the Kyushu University isrepealed.

Attn:International Affairs Division,
International Department Kuramoto
Extension: 90-2213
E-mail: nyukoku@jimu.kyushu-u.ac.jp

[Machine translation]

Attachment 1

Regarding the new border measures (31)

【Changes from the previous version】

All returnees and entrants who hold a valid
vaccination certificate shall not be required tosubmit proof of inspection within 72 hours
prior to departure.
・For a valid vaccination certificate, see the following URL:
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/border_vaccine.html
・The quarantine measures to be applied can be checked using the form at thefollowing site.
https://www.hco.mhlw.go.jp/

1［machine translation］
R4.9.6 changes are shown in red
Attachment 2

New Entry of Foreign Nationals
Details of Measures
Under the "Revision of Restrictions on New Entry of Foreign Nationals," a new entry will bepermitted under the control of the person responsible for receiving the foreign national (not an
individual, but a university), who applies for the necessary information in the MHLW system(Entrants-Returnees Follow-up System (ERFS)).

2. Target
Foreign nationals entering the country for the following purposes:(1) Short-term stays for three months or less for business or employment purposes (short-term
visiting researchers, etc.)(2) All, long-term stays (foreign researchers, etc.)

3. Process from application to entry into Japan
See Appendix 3.

4. Application procedures(1) Preparation
Set up a person in charge of receiving foreigners who will be in charge of health care forincoming foreigners and handling them in case their result of inspections are positive (hostteacher or administrative staff).
The person in charge of receiving the new entry application should prepare it in consultation
with the person entering the country. At that time, please explain to the person entering thecountry the matters to be complied with in Appendix 4 "Instructions to Entrants" and "Written
Oath (Individual)".
(2) Documents to be submitted
New Entry Application Form [University Form] (Excel File)In the event of any changes prior to entry into Japan
If there are any changes regarding the submitted application, please report the changes by
the "Application for New Entry form”.

Vaccination certificate (copy)
Vaccination Certificate (copy) is not a document to be submitted but is required at the timeof entry if the applicant wishes to "shorten the waiting period". The person in charge ofreceiving the applicant must check in advance whether the certificate is valid or not, so pleaseobtain it from the person entering the country at the time of application.
(3) How to submit the application① The administrative office of each department shall compile the documents submitted by
the person in charge of receiving the application (2) and submit them to the office of thehost department.
Please save the file in the PJ folder②The International Division enter the contents of the application form saved by 2:00 p.m.
every day into the Entrants, Returnees Follow-up System (ERFS), and save the "Receipt of Acceptance " issued by 4:00 p.m. on the same day in the PJ folder.

5. After application(1) Upon receiving the Receipt of Acceptance (PDF), the person in charge of receiving theapplication should immediately email it to the person entering the country and instruct
him or her to proceed with the visa application.
Please see below for the documents required for visa application.
＜Ministry of Foreign Affairs of Japan
https://www.mofa.go.jp/mofaj/toko/visa/index.html<List of foreign embassies and consulates>.
https://www.mofa.go.jp/mofaj/annai/zaigai/list/index.html
If you need a Certificate of Eligibility (CoE) (for long-term stay), please check the"Application for Certificate of Eligibility (CoE) by proxy" on the following website.
https://www.isc.kyushu-u.ac.jp/intlweb/student/visa
The period of validity of a Certificate of Eligibility that has already been issued is deemed
to be valid when the host institution, etc. submits a written request 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
・It is now possible to apply for a short-term stay visa that is valid for multiple-use.
Please note that the person in charge of acceptance will be deemed to have agreed to the "Pledges"

of the multiple trips of all entrants over the course of a year. If you wish to apply, please select"〇"in the column on the Form of the "Application for multiple-use visa (1 year)" New Entry
Application Form.
(2) Immigrants must be tested for coronavirus infection within 72 hours prior to departure andobtain a "negative" test certificate from a local medical institution using the prescribed
format. See below for details. However, all returnees and entrants who hold a valid
vaccination certificate are not required to submit a test certificate within 72 hours prior to
departure.
(Ministry of Health, Labour and Welfare: Submission of Inspection Certificate)https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_00248.html
Please fill out the form on the following website to confirm your information.
https://www.hco.mhlw.go.jp/(3) Upon entry into Japan, all immigrants are required to have private medical insurance(including travel insurance that covers medical expenses during the period of stay) or
Japan's public medical insurance system. The person in charge of receiving the applicantsshould check the status of the insurance.
(4) Immigrants are required to install the necessary apps (App for keeping a record of your andyour family’s health and medical care (MySOS) and Contact Confirmation App(COCOA)) after entering the country.
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_00250.html(5) Simplification of immigration procedures (Fast Track)
Please pre-register the following information required for quarantine and use the Fast Track.
①

Questionnaire Web ②Pledge ③ Vaccination Certificate④

Certificate of inspection within 72 hours prior to departure (please prepare image data)*A valid vaccination certificate does not require a certificate of inspection within 72 hours.
https://www.hco.mhlw.go.jp/(6) About Visit Japan Web Service
This is a web service that allows you to perform immigration procedures such as quarantine,
immigration inspection, and customs declaration at the time of entry into Japan.
Please register in advance from the following URL separately from Fast Track.
https://www.digital.go.jp/policies/visit_japan_web/

(7) The waiting period depends on the country/region and the availability of a valid
certificate of vaccine as follows:
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_00209.html
classification

red

Valid vaccine

Pre-departure

certificate

test

Without

3-days quarantine facility waiting
requiredwithyellow

Waiting period after entry into the country(+ negative facility test)""Stay at home for 3 days + negative
voluntary test."

Without(If not inspected, 5 days waiting)

with
blue

Without-

No waiting.

withCountry/Region Classification
https://www.anzen.mofa.go.jp/index.html
Classification of Countries and Regions (as of September 2, 2022)
https://www.anzen.mofa.go.jp/covid19/pdf2/0902_list.pdf
Information on valid vaccination certificateshttps://www.mhlw.go.jp/stf/seisakunitsuite/bunya/border_vaccine.html(8) In the unlikely event of a positive case, please contact the health center with jurisdiction
over the waiting facility and follow its instructions.
(9) If the immigrant wishes to shorten the waiting period and the receptionist is able toaccommodate the request, please arrange for a PCR test, etc. (PCR test or antigen
quantification test). On or after the third day after entry, have the person register thenegative results of the test, etc., with the Immigration Health Verification Center via the
App for keeping a record of your and your family’s health and medical care (MySOS) .
The immigrant will be notified through the app that the waiting period is over. If theysubmit the application by 6:00 p.m. on the same day, they will be notified that thewaiting period will be lifted from the following day (4th day).
(10) Testing organizations are limited in order to receive the reduced waiting period, pleaserefer to the following website to arrange for PCR testing,https://www.c19.mhlw.go.jp/search/6. Points to keep in mind
(1) It is not possible to use the University's facilities (Ito Guest House, etc.) as a waiting area.
Please reserve a waiting area at a hotel or other facility.
(2) Please follow the notification of the International student exchange division regarding the
new entry of international students.
(3) Please note that expenses related to border control measures, such as the cost of PCR
tests, etc., expenses related to spending at the waiting area, and expenses fortransportation, etc., are to be borne by the respective departments (or by the entrant).
(4) Please check the Q&A on "New Measures for Strengthening border Measures" for acomprehensive description of the measures to be taken this time.
https://www.mhlw.go.jp/content/000945020.pdf(5) In the event of a violation of the pledge of the person in charge of receiving theparticipants or the written pledge (individual) (including cases of misrepresentation ineither case), the name of the company/organization responsible for receiving theparticipants will be made public from the viewpoint of preventing the spread of newtype coronavirus infection. In addition, the "Online Application for New Entry ofForeign Nationals" from the person responsible for receiving the applicant may not be
accepted thereafter.
(6) Please refer to Appendix 5 for items that need to be addressed by the person in charge ofreceiving the application.

Attachment 3[machine translation]

Entry Flow (for both returnees and new arrivals)
・・・Newly arrived foreigners only, returnees are not required to apply
Please confirm the existence and duration of the waiting period
according to the Quick Reference Table of Waiting Periods for Immigrants.

1

MatterContents

Meeting with people

Explanation of the contents of the "Instructions to Entrants"

entering the country

and "Pledge
Correspondence with the individual to prepare an application
form for a new immigrant (campus form)
Prepare a certificate (copy) of 3 vaccinations

implementor

N B

Entrant Faculty
〇
〇

〇

〇

*Only for those who apply

1 month before departure departure 1

Submit to the international Submit (campus form) Application for New Immigrants to2

department

the PJ folder of the International Office〇【From the international division to the
Ministry of Health, Labour and Welfare】【Application to the
Ministry

Send a PDF file to the person when received the certificate ofof Health, Labor andacceptance〇

Welfare】
In addition to the visa application form, passport, photo, and certificate of3

Visa Procedures・Submit the required documents such as certificate ofacceptance to the Japanese embassy or consulate abroad

acceptance, the following documents are required.
〇★For short-term： a letter of invitation, a letter of guarantee, a schedule of stay,and documents showing the applicant's ability to pay for the trip.
★For long-term：a certificate of eligibility is required.

Arrangement of tickets, etc.
4・Accommodations for the waiting period (check the table

Enrollment
5

1 Weekly before departure6★If the case falls under the category that requires a waiting period, you will be・flight ticket〇

placed on standby at a facility designated by the government (quarantine station).

below for waiting periods)

In such cases, the government will bear the costs, including PCR tests, etc.

・Enrollment Procedures

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

in private medical

Japan.

〇

insurance
Install of the App for・App for keeping a record of your and your family’s healthkeeping a record of yourand medical care (MySOS)

and your family’s health・Contact Confirmation Application COCOA

Ministry of Health, Labour and Welfare, Immigration Health Confirmation Center〇

https://www.hco.mhlw.go.jp/

and medical care (MySOS)

7

Obtaining the inspection

・Obtain a "(Negative) Certificate within 72 hours before

certification

departure" from a medical institution in the country/region
where you are staying.

Quarantine measures will change depending on the place of stay before entering
the country and whether or not you have had the third vaccination, so please〇check the applicable quarantine measures first.
Please fill out the form on the site below for confirmation.

Please refer the following URL:
Fast Track allows
quarantine procedures
to be done prior to entry
into the country
8

https://www.hco.mhlw.go.jp/

https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121【Quarantine procedures to be done prior to entry into
Japan】
・Fill out the Questionnaire form

Fast Track:・Fill out the pledge form

https://www.hco.mhlw.go.jp/fasttrack/

・Confrimation of the validity of vaccination certificates

Applicable to those entering from Narita International Airport, Haneda Airport,

・Confirmation of the validity of inspection certificate within

Central Japan International Airport(Centerair), Kansai International Airport,

72 hours prior to departure

Fukuoka Airport.

・Install and log in to the MySOS(App for keeping a record of
your and your family’s health and medical care).

9

Register for Visit Japan・After obtaining the inspection certificate, register for the

Web Service

Visit Japan Web Service.

Visit Japan Web Services:
https://www.visitjapan.digital.go.jp/Web/〇Web service for immigration procedures such as quarantine, immigration
inspection, and customs declaration at the time of entry into Japan.

Entering Japan

10

Quarantine and【Quarantine】

immigration

Fast-track (quarantine is completed by showing the screen

at the airport

on the smartphone)【Immigration】

Refer to 【Waiting period after entry into Japan】 below for the waiting period〇

after entry into Japan and whether or not inspections are required.

Confirmation of visa, etc.

PCR testing

airport until the PCR test is conducted

11

Transfer

1213

・As a rule, both returnees and new arrivals waits in theand the results are available.

Move to accommodations

・Move to accommodation or home, wait (3 or 7 days), andand wait

travel is possible for 24 hours after the airport quarantine,

Health status report, etc.

・Health follow-up during the waiting period through the app(MySOS)・Save location information by using map apps, etc.

PCR test and waiting period at the time of entry will be omitted depending on
the classification of the country/region and submission of the vaccination〇

certificate.
Immigrants or the person in charge pick them up and〇〇If the patient becomes symptomatic, the person in charge of receiving the〇〇

Waiting period・Install of contact confirmation app and start to use it.
PCR test (3rd day of entry) ★Only applicable persons
using the app (MySOS)

patient should immediately contact the "health center in charge" and havethe patient receive medical treatment at a designated medical institution.
・PCR testing is conducteed on the third day.

・Reporting to the Immigration Health Monitoring Center
14

move to the waiting area.

・In case of a positive test result, immediately report the test result via MySOS
〇

〇

app

・Waiting period ends when the Immigrant Health Monitoring

and receive instructions.

Center contacts you.

・PCR test is not required if the patient waits for 7 days

for those who waiting only〇

Waiting Period Table

Please check the latest information from the URL below
https://www.anzen.mofa.go.jp/

［machine translation］
R4.9.6 Changes are shown in red

Attachement 4

Explanatory notes for entrants□ Please visit the Embassy of Japan for visa application with the required documents for "Receipt ofAcceptance and Issuance of Visa". Please contact the Embassy of Japan for the necessary documents.
□ Obtain a certificate of (negative) test within 72 hours before departure*A valid vaccination certificate does not require a certificate of inspection within 72 hours.
Please fill out the following website to confirm the necessary quarantine measures.
https://www.hco.mhlw.go.jp/□ Refer to the attached document for necessary information on Japan's border measures, including
inspection and waiting measures at the time of entry.
□ Install necessary applications and register information on smart phones.
(1) Install MySOS (the App for keeping a record of your and your family’s health and medical care)and register necessary information such as inspection certificates so that Fast Track can be used
for smooth quarantine procedures
MySOS
Japanese: https://www.hco.mhlw.go.jp/manual/pdf-jp/summary.pdf
English: https://www.hco.mhlw.go.jp/manual/pdf-en/summary.pdf
Fast Track
Japanese: https://www.hco.mhlw.go.jp/fasttrack/
English: https://www.hco.mhlw.go.jp/fasttrack/en/(2) Use of the Visit Japan Web Service (a web service that enables entry procedures such asquarantine, immigration, and customs declarations at the time of entry into Japan).
Visit Japan Web
Japanese: https://www.digital.go.jp/policies/posts/visit_japan_web
English: https://www.digital.go.jp/en/services/visit_japan_web□ If you do not have a smartphone, you have to rent a smart phone at the airport at the time of entry
into the country,□ Check the designated country/region and vaccination certificate together with the host person incharge to determine waiting facilities, flight schedule, etc.
□ During the waiting period after entry into Japan, the immigrant should be contact with the person in
charge every day.
□ If the immigrant wants to shortened a waiting period, a PCR test is required after consulting withthe person in charge of, and if the PCR test is not taken, the applicant must wait for 5 days.
□ If immigrants become symptomatic or positive for novel coronavirus infection or feel unwell during
the waiting period, they must promptly notify the person in charge of receiving the applicant.
□ Thorough infection prevention measures ((1) wearing non-woven masks, (2) thorough handdisinfection, and (3) avoidance of "3Cs (Closed spaces, Crowded places, and Close-contact
settings)")□ Comply with the Japanese laws and regulations.
□ If the pledge is violated, or if the contents of the written pledge that the immigrant pledges at thetime of quarantine at the time of entry are violated (including cases of misrepresentation in eithercase), the name of the company/organization, etc. responsible for receiving the immigrant may bemade public. In addition, the name of the company or organization responsible for receiving theforeigner may be made public, and the "online application for new entry for foreigners" from theresponsible person may not be accepted in the future, from the perspective of preventing the spreadof new coronavirus infection.

[machine translation]

Attachment 5
Arranging the pledges of the person in charge of acceptanceAs the person in charge of accepting visitors to Japan (Kyushu University National University
Corporation), the following items are required
The following is a list of items to be handled by the person in charge of receiving the application.
(a) The person in charge of receiving the newcomers shall be the person in charge of "online
application for new entry of foreigners" concerning the newcomers, securing waiting
facilities, etc., and taking measures to prevent transmission of new-type coronavirus
infection, symptomatic conditions, and positive cases, etc.
→ Each department of the university appoints a person in charge of receiving students.
(b) If there are any changes in the information entered, ensure that the applicant reregisters through the "Online Application for New Entry for Foreigners" before entering
Japan.
→ International Division will handle the case. However, if there is a change in the "date ofscheduled entry" or "waiting facility" after the visa is issued
In this case, it is not necessary to contact the International Office, as re-registration is not
required.
(c) In case an immigrant becomes symptomatic or positive for novel coronavirus infection,or becomes unwell, etc., information on the location and hours of medical institutions in
the vicinity of the waiting area should be obtained.
→ Once the waiting area has been determined, please check with the receptionist to confirm nearby
medical facilities.
(d)Provide necessary information on Japan's water border control measures including
inspection and waiting measures at the time of entry to through relevant websites andmaterials to those who enter Japan.
→ The person in charge of reception should provide the English version of the same material to theincoming students.

(e) In cases where the entrant is able to prepare a smartphone prior to entry, the entrant

should be informed that he/she should (1) install MySOS (App for keeping a record of yourand your family’s health and medical care) prior to entry, (2) whenever possible, enter
information such as inspection certificates into MySOS prior to entry and complete thescreening process in advance, and (3) use the Visit Japan Web Service (a web service thatenables quarantine, immigration inspection, and customs declaration entry procedures at
the time of entry). Japan Web Service (a web-based service that enables immigration
procedures such as quarantine, immigration inspection, and customs declaration at thetime of entry into Japan).
If a smart phone is not available, inform the entrant that he/she will need to borrow one at
the airport at the time of entry.
→ The person in charge of receiving visitors should guide them according to the "Instructions for
Visitors".
(f) Secure waiting facilities for entrants and provide information on the means oftransportation to ensure that entrants are able to move to such facilities.
→ The receiving officer should check the designated country/region and vaccination certificate
with the applicant to determine the waiting facility .
(g)Confirming daily, by telephone, e-mail, or other means, about the person's status at a
waiting facility during the waiting period and about his/her health condition (except in thecase of waiting at a facility designated by the quarantine station). The applicant shall be
required to make a report to the quarantine station by phone or e-mail. In addition, if theCenter 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 time of quarantine
upon entry), the entrant shall cooperate in correcting or investigating such violation.
→ Make sure that the incoming person is contacted daily by the receptionist.
(h)For those who enter the country with a shorter waiting period, arrange to undergo an
inspection that meets the requirements.
→ (If the waiting period is to be shortened.)
The person in charge of acceptance should arrange for PCR testing, etc.
(i) If an immigrant becomes symptomatic or positive for novel coronavirus infection, or
becomes unwell, etc. during the waiting period, the immigrant should be promptly taken toa medical institution as necessary. In addition, if instructions are given by the public healthcenter, etc., they should follow the instructions.
→ If a positive case occurs, the person in charge of receiving the patient should respondby calling the public health center, etc. that has jurisdiction over the standby location.

Since Fukuoka City has a consultation dial, it is recommended that the standby location be set in
Fukuoka.
Fukuoka City Consultation Dial for Consultation on Infectious Disease of New Type Coronavirus(Medical examination and consultation center)(Phone number: 092-711-4126（Open 24 hours a day)(Consultation with the special dial for foreign residents 092-687-5357 (available 24
hours a day, in 19 languages))
Narita Branch Office, Inba Public Health Center 0476-26-7231
International University of Health and Welfare Narita Hospital Reservation Center
0476-35-5576
Narita Tomisato Tokushukai Hospital 0476-93-1001

The following information should be provided to visitors to Japan according to the "Instructions to
Visitors".
(j)Ensure that all co-inhabitants take thorough measures to prevent infection (1) wear nonwoven masks, (2) thoroughly disinfect hands, and (3) avoidance "3-Cs (Closed spaces,
Crowded places, and Close-contact settings)".
(k) Comply with laws and regulations related to the border control system, such as the
Quarantine Law, the Law Concerning Prevention of Infectious Diseases and Medical Carefor Patients of Infectious Diseases, and the Immigration Control and Refugee Recognition
Act, etc.
(l) If the above pledge is violated, or if the content of the written pledge that the person
entering Japan makes at the time of quarantine upon entry is violated (including cases of
misrepresentation in either case). In addition, the name of the company or organization
responsible for receiving the foreigner may be made public, and the "online application for
new entry for foreigners" from the responsible party may not be accepted in the future fromthe viewpoint of preventing the spread of new coronavirus infection.