Application Procedures for Exchange Students
October 2024/April 2025 Enrollment
The University of Tokyo is a research-oriented University. As such, a part of our unique culture here at the Universityof Tokyo is that every student belongs to a laboratory under a supervising professor. Therefore, you as an exchange
student must also find a professor who will accept you in his/her lab and supervise you during your exchange program.
(It is not recommended for you to only participate in course work, but you can undertake course work during yourresearch period.)
1. REQUIREMENTS FOR ELIGIBILITY(1) You must be from a University which has a bilateral agreement with Graduate School of Information Science andTechnology at UTokyo and be nominated by said home University.
(2) You must be a master’s or doctoral level student and must have written proof (Nomination Letter) of it.
(3) You must remain enrolled at your home university while you are in this exchange program.
2. PERIOD OF APPLICATION
October Enrollment

Documents to Upload

Period of Online Application

First Deadline

Proof of Acceptance

Monday, Mar. 24 to Friday, Apr. 5, 2024, 17:00 (JST)Second Deadline

Rest of the Documents

Monday, Mar. 24 to Friday, Apr. 19, 2024, 17:00 (JST)*When Friday, April 19, 17:00 (JST) passes, the online application page will be closed.
April Enrollment

Documents to Upload

Period of Online Application

First Deadline

Proof of Acceptance

Monday, Sep. 24 to Friday, Oct. 4, 2024, 17:00 (JST)Second Deadline

Rest of the Documents

Monday, Sep. 24 to Friday, Oct. 18, 2024, 17:00 (JST)*When Friday, October 18, 17:00 (JST) passes, the online application page will be closed.
3. APPLICATION PROCEDURES①

First, you must decide to which department you want to apply, and under which professor to take academic
instruction. You need to contact him/her yourself by e-mail and obtain the professor’s approval (informalacceptance via email is enough.)
When you write a professor, please send him/her your 1) CV, 2) research plan (please use "[Form A] ResearchPlan"), and 3) transcripts.
You can find prospective professors using the web pages below:
http://www.i.u-tokyo.ac.jp/edu/intro/index_e.shtml (Search by department)
http://www.i.u-tokyo.ac.jp/news/search_e/search-a_e.shtml (Search by keyword)②Receive an ID and password for Online Application System from your University’s exchange coordinator. Then, go
to the WEB Application System from our exchange program web page and create your account.

https://www.i.u-tokyo.ac.jp/edu/entra/exchange_students_e.shtml③

After getting informal acceptance from your prospective supervising professor, please upload the emails which
you corresponded with him/her (please include all of the conversation) to the Online Application System in PDF
form by the deadline.

④

Prepare all the required documents (see the list below), then upload them during the application period.

【The deadline for uploading: 17:00(JST), April 5, 2024/October 4, 2024】
No.
1

Documents
Proof of acceptancefrom the prospective
supervisor

Remarks
File names
Email correspondence or letter that shows informal 01Accept.pdf
acceptance from the prospective supervising professor at theGraduate School of Information Science and Technology, theUniversity of Tokyo. Must be in PDF form.

【The deadline for uploading: 17:00(JST), April 19, 2024/October 18, 2024】
No.

Documents

Remarks★

Application form

2

Nomination letter

This will be automatically uploaded to your “My Page” N/Athrough WEB Application System when you finish entering
the required information.
In ENGLISH
02Nominate.pdf
This must be created by your exchange coordinator. This must
include the information below.
--Current degree level and year (e.g., Undergrad 4th year)--Degree level and year when taking part in Exchange at
IST, UTokyo (e.g., Master's 1st year)--Expected graduation date from your home university(must be after the exchange program ending date.)3(1)Graduate leveltranscript3(2)Undergraduate leveltranscript

File names

In ENGLISH
031TransG.pdf
Official transcript (grades) of scholastic record issued directlyby all the universities and/or colleges attended.
VERY IMPORTANT NOTE:
・Transcript must include the date that EACH class was taken(e.g., 9.2022, S21 etc.)
・Grading System must be attached
In ENGLISH
032TransU.pdf
Official transcript (grades) of scholastic record issued directlyby all the universities and/or colleges attended.
VERY IMPORTANT NOTE:
・Transcript must include the date that EACH class was taken(e.g., 9.2022, S21 etc.)
・Grading System must be attached4Letter ofRecommendation

In ENGLISH
04LOR.pdf
From either a department chair or a faculty advisor, whoknows you well, of the university or college attended. Thismust be signed (digital signature is accepted) and dated
within six months of the submission deadline.

5Passport copy

The ID page with your name, face photo, date of birth, etc.

6

CoE Application form

Form 106COE.xlsx
This must be in Excel form.
You must look at the “sample form” BEFORE you start fillingout the form.
You must write all the answers and the circles in BLACK color.

7(1)Bank statement

In ENGLISH
071Bank.pdf
The certified bank statement must show the actual amount
you or your supporter has in your/his/her account under
your/his/her name.
・Your/your supporter's own name must be clearly stated

05Pass.pdf

・The balance must be equivalent to at least 100,000 to
150,000 JPY for each month of study in Japan・The certificate must be written on the bank's letter-headed
paper, with an official stamp of the bank・The date of issuance should be clearly stated7(2)Scholarship certificate

In ENGLISH
072Scholarship.pdf
Make sure that the information below is included in thedocument.
・Name of the funding source・Postal address and a contact person for the funding source
・Applicant's status with this funding source
・Terms and conditions of the scholarship- Full or partial scholarship- Scholarship period- Scholarship value per month7(3)Letter of Financial
Guarantee

In ENGLISH
073Guarantee.pdf
Form 2The home and work phone numbers on this letter mustmatch the numbers you write on the CoE application form.

8

Other

(If applicable)
08Append.pdf
Submit any certificates for special abilities, such as language
proficiency certificates, etc.

4. SELECTION
The Graduate School of Information Science and Technology will make selections at the Education Council following
the document screening.

5. CREDIT REQUIREMENT
You must enroll in a minimum of 6 periods (10 hours) per week. * 1 period = 105 minutes
At least one of the courses must be a non-language course.
*You can take more than 6 periods per week as long as you can manage.
*If you are doing only “research”, you must register “IST Research Projects” course and work in a lab more than 10hours per week.
6. IMPORTANT NOTES(1) Applications will not be accepted if the specified documents are not submitted by the submission deadline indicatedabove.
(2) Applicants will be notified of the selection results in the end of May to July for October enrollment and the end of
November to December for April enrollment. Applicants who pass selection will be notified of the admission
procedures and documents to prepare. These procedures must be completed within the designated period.
(3) Non-Japanese applicants must obtain a visa permitting admission to a Japanese graduate school, as stipulated in
the “Immigration Control and Refugee Recognition Act (Law No. 319, 1951),” by the time of enrollment procedures.
(4) The Certificate of Eligibility (CoE) applied for as an exchange student can only be used to enroll as an exchange
student. If you will be enrolling as a different status, a new Certificate of Eligibility (CoE) needs to be obtained.
(5) Personal information disclosed through the application process, including the applicant’s name and address, will beused for: 1) applicant screening (application processing and screening); 2) admission notification; and 3) enrollment
procedures. For those enrolled at this school, the above personal information will also be used for: 1) administration
procedures (student registration, academic records, etc.) and 2) student support (health management, etc.)(6) Those who make any false statements in their personal history, application, and/or in any other accompanying
forms, statements or documents may have their admission rescinded even after being admitted.
(7) Submitted documents will not be returned under any circumstances.
(8) The University of Tokyo has established “The University of Tokyo Security Export Control Regulations” in accordancewith Japan’s “Foreign Exchange and Foreign Trade Act”, and rigorously implements security export control for potential
students before and after their enrollment on the basis of these regulations. In particular, pre-enrollment screenings
are mandatory for all international students and also for Japanese students in certain circumstances.
Please be aware that applicants who fall under any of the conditions set out in the Act may not receive permission toenroll at the university or may have their research activities restricted after their enrollment.
6. INQUIRIES
Yuri Marugata / Kaori Sato / Yoshiko Reynolds
Office of International Relations (OIR)
Graduate School of Information Science and Technology (IST)The University of Tokyo
Engineering Building No. 8, 1F
7-3-1 Hongo, Bunkyo-ku, Tokyo 113-8656, JAPAN
Phone: +81-3-5841-4478
E-mail: istoir.t@gs.mail.u-tokyo.ac.jp2023/12/14