Guidance for

Pre-Arrival
AssistanceInternational Student Exchange Division, Kyushu University

Hearty welcome from the International Student Exchange Division.
We are here to assist international students in navigating the proceduresof entering Japan through our dedicated support system, “Pre-Arrival
Assistance”.
This system was designed to guide you through the required procedures
before arriving in Fukuoka. Please note that even if you currently live inFukuoka, you must read the following instructions and provide yourinformation accordingly.

June 2024
International Student Exchange Division

CONTENTS

Click on the table of contents to jump to each page.

1. Confirm your situation

03

2. Procedures to enter Japan04

3. Pre-Arrival Assistance05

Step1 : Basic Information

07

Step2 : CoE Application

21

Step3 : Dormitory Application30

Step4 : Travel Details etc.

32

4. Bringing Medicine
INQUIRY35

1. CONFIRM YOUR SITUATION
Before begining the entry procedures, please read from ① to ⑦ and identify which situation best fits your case.
The procedure varies depending on your unique circumstances.
MEXT① MEXT

Already have your CoE② JICA

Changing yourcourse of study

Those who already have a valid Certificate of Eligibility (CoE)
as a Kyushu University student.

Those who are awarded a MEXT (Ministry of
Education, Culture, Sports, Science, and Technology)
scholarship.

JICA

Those who are awarded scholarships by the JICA
agency.

Japanese Resident③ Japanese Resident

Those who are already living in Japan and will moveto Fukuoka, or already live in Fukuoka.

Japanese Nationality⑤ Already have your CoE

Others⑥ Changing your course of study

Those who will change course of study at Kyushu University.
(e.g. Research student→Master student at Kyushu University)⑦ OthersThose who can’t find a relevant status among options ①～⑥.

④ Japanese Nationality

Those who are Japanese passport holders with aJapanese Nationality.

32. PROCEDURES TO ENTER JAPANPlease make sure that you are well-informed about the entry procedures to Japan in advance.
As you will get a "Student" visa, it is recommended to arrive in Japan a few weeks prior to the commencement of yourenrollment period. Upon arrival, utilize this time for preparations related to your student life, NOT for sightseeing activities.
Pre-Arrival AssistanceEnter information in“Basic Information”

Visa*

Certificate of Eligibility(CoE) *

It takes about 2 months or more to issue your
CoE. Therefore,we strongly encourage you to
submit your information as soon as possible!

Refer to page18-19 to confirm whether
you need to apply for CoE or not.

Buying Airline ticket

Arrival in Fukuoka

The waiting time to get your visa depends on the application
status at the Japanese embassy/consulate in your country.

*For those who already live in Japan / have a Japanese Nationality
Japanese Resident

Japanese Nationality

You don’t need to apply for a Certificate of Eligibility
and visa. Please skip those steps.

43. PRE-ARRIVAL ASSISTANCE
Log in to the system【Pre-Arrival Assistance】
https://supportcenter.jimu.kyushu-u.ac.jp/student/base/login/login.php

User ID: 00000・・・・・
5-digit number

Password:・・・・・・・・

IMPORTANT!
ID that have been issued before May 2024 CANNOT
be used. You will NOT be able to apply for your CoE or
dormitory if you log in with your old ID.

5

Please read the details on the following pages and start your procedures.
Once you log in to the system, you’ll see the screenshot below.
STEP1. Basic Information

STEP3. Dormitory【Page7 to Page20 】【Page30 to Page 31 】

All international students
are required to enter theirinformation here.

STEP2. Certificate of Eligibility【Page21 to Page29 】

If you wish to stay in thedormitory provided by
Kyushu University, please be
sure to apply from here.

STEP4. Travel Details etc.
【Page32 to Page34 】

If you need to apply for a CoE,
please enter your information
here.

Please enter your flight scheduleand other details here after
obtaining your visa and airline
ticket.

Please check page18-19 to
make sure whether you need
to apply for a CoE or not.

*Please do NOT purchase yourairline ticket until your visa
procedures are completed!

You can check the status of your “CoE Application”
and “Dormitory Application” here.

A notification will appear if your CoE application needs revisions
or if additional documents needs to be submitted. Kindly verify it
and reply to "imm.s@jimu.kyushu-u.ac.jp" if needed.

6

STEP 1

basic
information

BASIC INFORMATION
Regardless of whether or not you apply for
CoE or dormitory, all international students
are required to enter their basic information.

7

PERSONAL INFORMATION

Kyudai Taro

キュウダイ タロウ

Names should be in the following order:
Last name→First name→Middle name

Following information has been filledby the International Student Exchange
Division. If there are any mistakes,
please update it or contact us at“imm.s@jimu.kyushu-u.ac.jp”-Email address-Name in English-Name in Katakana (Japanese)-Nationality/Region-Date of birth-Gender8THE PASSPORT DATA
If you have your passport;
Select “Attachment/添付” and upload thedata of your passport.
It should be clear without any shadows,
and only JPEG or PNG files are acceptable.
T h e r e c o m m e n d e d s i z e i s u p t ﻿o 1 , 0 0 0 p i x e l s
in height×1,000 pixels in width.

If you had NOT have your passport
yet or pending;Select “Under application/申請中”.
Once you get your passport, pleaseproceed to update your information.

9

FACE PHOTO
Please prepare a formal face photo data.

Unit: millimeter (mm)IMPORTANT!
A snapshot, a photo from your identification
cards, or licenses are NOT acceptable.
Submitting an inappropriate photo may causedelays to your CoE application procedures.

10

Before uploading your face photo, please check the following list.
The face photo taken by "smartphone" is acceptable as long as it corresponds to the below standards.

【Checklist for face photo】
It is taken within 6 months from the submission date.
File is PNG or JPEG.
The ratio of the photo is 4:3.
The recommended size is 400 pixels in height×300 pixels in width.
Your face should be straightforward without wearing
any hats, caps, or head covering. *Hijab is acceptable.
The background is plain or light-colored with no shadows.
The top of your head is NOT cut off in your photo.
Sharp and clear.
NO shadows on your face.
Normal face expression.
NOT the same photo as when you applied for CoE in the past.

Do not use photos takenof "printed photos."

11

EXAMPLES OF INAPPROPRIATE PHOTOS▼Does NOT meet the specified dimensions or standards

off -center

Face is angled to the side

Glasses frame
covers eyes

Glasses frame isexceedingly large▼ Partially obscured face

▼ Difficult to identify

Expression differs greatly
from normal expression(without a smile is better)

Shadow in background

The light is reflectedin the glasses

A dark or deep blue
background color makes it
difficult to determine an outline

Body is angled

Part of face iscovered with a mask

Not clear due to focus
issue or shaking of camera

Eyes are obscuredby hair

A shadow on faceby Hijab

Shadow on face

12

RESIDENCE CARD

What is a “residence card”?
It is an identification card issued to people who have been given a
residency period more than three months when they enter Japan.
https://www.moj.go.jp/isa/applications/procedures/whatzairyu_
00001.html

If you do NOT have your residence card;
Select “No/無し”

If you have your residence card;
Select “Yes(Attachment)/有り(添付)”.
Then, enter the details of your residence status
and upload the data of your residence card.

13

CURRENT ADRESS/ DEPARTURE LOCATION
Please enter your current address and your phone number.
Also, please choose the departure location for Kyushu University. If your departure location differs from your
“Current address/ 現住所” section, then please enter the country/region information of your departure location.

If you move to Japan from overseas;

Please select “ Traveling to Kyshu University from outside of Japan/日本国外から九州大学への移動”.

If you move within Japan;

Please select “Traveling to Kyushu University from within Japan/ 日本国内から九州大学へ移動”.

14

RECORD OF LIVING IN JAPANPlease answer whether you had lived in Japan before or not. It does NOT include traveling and short-period staying.

What is “My number card”？
The My Number card is an ID card used to confirm one's
identity in Japan.

If you have NOT previously lived in Japan ;Select “No/無し”

https://www.kojinbango-card.go.jp/en-kojinbango/

If you had lived in Japan before;
Select “Yes/有”.
Then, answer the question about “MY NUMBER Card”
as well.

15

TAX IDENTIFICATION NUMBER
If you have a “Tax identification number” in your home country, please enter the number.
If you’re not sure about it, please choose “My jurisdiction of residence does not have a taxpayer identification
number system. / 現在の居住国/地域は納税者番号制度がない。
”.

Click the link to access information about the
tax identification number in your country.

16

COE APPLICATION

What is “Certificate of Eligibility”?
"The Certificate of Eligibility (CoE)” is a certificate thatserves to demonstrate compliance with conditions forlanding in Japan. Presenting the CoE can expedite visa
issuance and immigration review upon entry into theJapan. It is typically a mandatory step for mostinternational students.
https://www.moj.go.jp/isa/applications/procedures/161.html

Check page18-19 to make sure whether you need toapply for a CoE.
If you need to apply for a CoE;
Select “Yes/有”If you do NOT need to apply for a CoE;
Select “No/無”.
Then, select the reason why you don’t need to apply
for a CoE.

17

Please find your situation from the below list and check if you need to apply for a CoE.
The list continues on the next page.
Pre-Arrival System (*If NO need for applying CoE)

Situation

CoE

MEXT

✕
JICA

Japanese Resident✕

Details✕[Reason]・You can apply for a visa without a CoE.
*For Japan-Korea joint Exchange Program in Science andEngineering students:→If your visa has expired while taking a break from school for
personal reasons, you have to apply for a CoE.

Please choose“ I am a MEXT Scholar”.

・The agent will normally handle the CoE process on yourbehalf.
Please ask them first and follow their instruction.
If they ask you to apply for a CoE by yourself, please contact
us again (imm.s@jimu.kyushu-u.ac.jp).

Please choose“ A different organization (such as
JICA) will arrange my CoE insteadof Kyushu University”.

・If you currently live in Japan and have a valid residential
status(exclude Temporary Visa), you don’t need to apply for a
new CoE.

・You can enter Japan with a Japanese passport, so you do
NOT need to apply for a CoE.

Japanese Nationality[Request for Certificate of
Eligibility application]

Please select “NO”
Please choose“ I currently have a valid residential
status(for Japan)”.

Please choose“ I am a Japanese passport holder
with a Japanese citizenship”.

18Pre-Arrival System (*If NO need for applying CoE)

Situation

CoE

Details
・In order to complete the necessary procedures upon arrival(ex. dormitory/City Ward/Bank/etc.), a new ID and Password
will be provided to those who already have issued a CoE.
Please re-enter the necessary information on the “Pre-Arrival
Assistance".

Already have your CoE[Request for Certificate of
Eligibility application][Reason]Please select “NO”

Please choose“ I already have a valid CoE with me”.

【No CoE application required】
If a CoE is still valid and you won’t change your course of
study etc.
【CoE application required】
If a CoE is expired or you change your course of study.
Changing yourcourse of study

Others〇〇・If you change your course of study (e.g., From a research
student to a master's student) or your department/graduate
school in Spring 2024, you must re-apply when you pass theentrance examination.

・You NEED TO apply for a CoE in the most cases.

19

DORMITORY APPLICATIONIMPORTANT!
-If your admission period has changed, you needto reapply for a dormitory.
-If you already reside in Fukuoka city, you will NOT
be able to apply for dormitory selection.

If you apply for dormitory;
Select “Yes/有”If you do NOT apply for dormitory;
Select “No/無”.
Then, select the reason why you don’t need to apply
for a dormitory and enter the date of arriving inFukuoka.

20

STEP 2

COE APPLICATION
If you need to apply for a Certificate of
Eligibility (CoE), you are required to enter
your information in this section.

CoE
application21

Flow until the issuance of CoE
It takes about 2 months or more to issue your CoE counting from the time we accept your application throughthe Pre-Arrival Assistance. PLEASE ENTER YOUR INFORMATION ASAP!!

STEP

STEP

STEP

STEP

Enter your information in the “CoE application” section on Pre-Arrival Assistance.
Read page 23-27 to check how to submit your information in the CoE application section.

The International Student Exchange Division will check your CoE application form before submitting
it to the Immigration Bureau.
If there are any mistake or additional documents are needed, we will send you a message throughPre-Arrival Assistance. Therefore make sure you don't miss any emails from us!!

Screening by the Immigration Bureau.
Please note that it is difficult to give an exact date of issuance since the final decision is made by the
Fukuoka Regional Immigration Bureau.

Once the CoE is issued, the Immigration Office will email it to us. We will then upload it as a PDF file
to your Pre-Arrival Assistance page and send you a notification via email.
P﻿lease check page29 for more details.

22How to enter your information
personal history
There is a section for the past 5 years of education and employment history (fill in only the history after high school graduation)in the CoE application. Please refer to the following examples for instructions on how to fill out and enter your personal history.
If your most recent education history is high school and you don't have any work experience, you can leave thissection blank.

Example① : If you graduated university and have work experience(Position, the name of University / Company)

Example② : If you are currently in school
Please leave blank the Year and month of "Finish" if you have not graduated yet.

23

▼If more than 5 years have passed since your last education
If it has been more than 5 years since your last graduation, you will need to submit the following additional
documents for CoE application. The documents should be prepared in Japanese or English and uploaded to
the Pre-Arrival Assistance.

Documents to be submitted
1. Resume (Must have a written education and work history)
2. Reason why you decide to go study abroad
3. Your Future Career Path (Your career plan)*You can put them in one file.

24

METHOD OF FUNDING to pay FOR expenses while in Japan
It is required to submit a proof of payment aka payment certificate to apply for CoE. “Payment Certificate” is a document thatcertifies and proves that you can pay your expenses during your stay in Japan.
Please note that the number of files that can be uploaded through Pre-Arrival Assistance is limited. If you exceed the limit,
please send the remaining to us via e-mail.
E-mail address: imm.s@jimu.kyushu-u.ac.jp
The amount of the payment certificate should prove more than 80,000 JPY per month.
Please see the example below on how to calculate it.
Example① If you’re planning to stay for 6 months

80,000 JPY( for a month) × 6 months = 480,000 JPY
Example② If you’re planning to stay for 2 years(*If you’re planning to stay for more than 1 year, you’re only required to prove the expenses for the first 12 months.)

80,000 JPY ( for a month) × 12 months= 960,000 JPY
Check the next 2 pages for more details of different certificates!

25

【Options of your financial support】
Please check the table below, select the sponsor(s) who will pay for your stay, and upload the "Proof of Payment Certificate"of the selected sponsor(s) to the Pre-Arrival Assistance page. If you have selected more than one supporter to cover yourexpenses, please submit the Payment Certificates for all the supporter(s) you have selected.

Financial support

Examples of documents to be submitted

Yourself

Deposit certificate / the copy of bankbook

Those who live in outside of Japan(Ex; parents, relative, etc)

Deposit certificate / the copy of bankbook

Those who live in Japan(Ex; parents, relative, etc.)

Deposit certificate / the copy of bankbook

d. “Scholarship/ 奨学金”

Scholarship, Student loan

The certificate of scholarship award or student
loan published by a scholarship institution

e. “Others/ その他”

Not applicable to “a”-“d”

Documentation proving that you have sufficient funds

Options on Pre-Arrival Assistancea. “Self/ 本人負担“b. “Supporter living abroad/ 在外経費支弁者負担“c. “Supporter in Japan/ 在日経費支弁者負担“26Before you submit your payment certificate, please make sure that the following information is written in your document.
If you are unsure whether your submitted documents meet the requirements, please contact us.

IMPORTANT!

Documents should be written in JAPANESE or ENGLISH.
If not, please submit it with an English translation.

Example 1: A deposit certificate
The amount per month is more than 80,000 JPY.
The name of the account holder(should be the same as the name in "Method of Support“)
The name of the bank
The amount balance
The date of issuance (issued within 3 months from the submission date)

Example 2: A certificate (Letter) of Scholarship Award / Student Loan
The amount per month is more than 80,000 JPY.
Your name
The name of the scholarship institution(The name of the company or university, etc.)
The amount of scholarship (Total or Monthly)
The period of receiving the scholarship27

If you wish to bring your family and live in Japan
together
Permission from your supervisor and your department is required in advance.
Thus, if you wish to come to Japan with your family members, please make sure tocontact the International Student Exchange Division first.
Also, please understand that if you come to Japan with your family, you are fully
responsible for all aspects of your and your family’s life in Japan.
Your family members might need a CoE to apply for a “Dependent visa.”
So please make an inquiry about the visa procedure to the Japanese
Embassy/Consulate in your country. If you need a CoE for your family members,
please enter their information on “Pre-Arrival Assistance" as well as yours after getting
the permission of your supervisor and your affiliated department.

For MEXT scholarship students;
MEXT

The Ministry of Education, Culture, Sports, Science and Technology basically does
NOT allow MEXT Scholarship students to bring their families together.
Also, in accordance with the policy of Ministry of Education, CoE will not be granted tofamily members of MEXT students in principle by the immigration bueau.
Therefore, if you wish to bring your family members to Japan, please kindly do so by
yourself after you have established your own environment in Japan.

28

After receiving a CoE issuance notice
A CoE is required when applying for a visa at the Japanese embassy/consulate and landing permission.
Please note that the CoE is valid for 3 months from the issuance date.
【1】Download your CoE from the Pre-Arrival
Assistance【2】Present it when you apply for a visa at yourembassy and for landing permission at the airport

Once a CoE is issued, it will be uploaded to the left
bottom of the portal page in the Pre-Arrival Assistance.

Please show the downloaded data on your smartphone orprint it out in advance.

*Only electronic CoE will be issued

You can check the sample of CoE from the following link or
the below QR code;

https://www.moj.go.jp/isa/content/001394999.pdf▼Sample of CoE

Click

29

STEP 3

dormitory
application

DORMITORY APPLICATION
if you wish to live in a dormitory provided by
Kyushu University, please apply from this section.
If you are already residing in Fukuoka city,
unfortunately you will NOT be able to apply forthe dormitory selection.

30

If you want to live in the dormitory provided by Kyushu University, please be sure to apply through our systemafter reading the following notices and our Application Outline.

Due to a limited number of rooms, please be sure to apply as soon as possible !!
APPLICATIONOUTLINEAPPLICATIONDEADLINE
RESULT OF THE
SELECTION

https://www.isc.kyushu-u.ac.jp/intlweb/web/wp-content/uploads/2024/06/dorm_application_outline-2024.6.pdf

5p.m., 31st July (Wed), 2024 *Local time in Japan*If you receive this guidance for “Pre-Arrival Assistance” after 31st July 2024, you may apply past the deadline.

Late August 2024 by e-mail

IMPORTANT!
All applicants are subject to a screening for dormitory selection. Although we doour best to provide a room that meets your request, you may NOT be assigned
to the room you wish as a result of screening due to a limited number of rooms.
We kindly ask for your understanding.

31

STEP 4TRAVEL DETAILS ETC.
Please fill in this section after getting
your visa and airline ticket.

traveldetails etc.
32

AIRLINE TICKETIMPORTANT!

Please DO NOT purchase an airline ticket before receiving your visa.
*We will NOT be responsible if you cannot catch your flight due to a visa issue.

MEXT

JICA

▶ For those who are awarded MEXT scholarship / JICA scholarship
The Japanese government or the agent of JICA will arrange your airplane ticket.
Please enter your flight schedule in Pre-Arrival Assistance as soon as you receive yourflight ticket.

Japanese Resident

Japanese Nationality▶ For those who already live in Japan / have a Japanese Nationality
Please arrange your travel to Fukuoka by yourself.
If you have already decided on the day you will arrive, please report your arrival date
and the schedule in Pre-Arrival Assistance.

Already have your CoE

Changing yourcourse of study▶ To all other international students
Once you have obtained your VISA and confirmed that you can enter Japan, pleasearrange your airline ticket yourself. After that, please enter your schedule in Pre-Arrival
Assistance.

Others33

City Ward Procedures & Bank
We will hold a "Guidance session for city ward procedures & bank".
If you have been selected to enter “Ito Harmony House”, “Dormitory1~3”, or “Settle International”,
you will be able to apply to participate in the guidance session on the “ Travel Details, etc.”
section.

-Ito Harmony House-Dormitory 1-Dormitory 2-Dormitory 3-Settle International-Other dormitories-Private apartments

You can NOT apply until your dormitory has been selected. The guidance details will beannounced with other support services by e-mail. Please check the details in advance.

*For those who already live in Japan / have a Japanese Nationality
Japanese Resident

Japanese Nationality

The guidance session will be held for those who move fromoverseas with foreign nationality. We kindly ask for yourunderstanding for those who already live in Japan or haveJapanese nationality are NOT eligible for it.

We will send information regarding the city ward procedure and opening a bank account before orafter you enter Japan. So please check your inbox for our e-mail (imm.s@jimu.kyushu-u.ac.jp)
regularly.

34

4. BRINGING MEDICINEBringing Medicines to Japan for Personal Use
In Japan, there are restrictions on bringing medicine (Over-the-counter drugs) from overseas.
Please check the following website for more information and procedures if needed.

【The website of Ministry of Health, Labor and Welfare(MHLW)】
https://www.mhlw.go.jp/english/policy/health-medical/pharmaceuticals/01.html▼Scan QR code and access MHLW website

35

FOR INQUIRYInternational Student Exchange Division,
Kyushu University
imm.s@jimu.kyushu-u.ac.jp
https://www.isc.kyushu-u.ac.jp/intlweb/en/student

We are looking forward to meeting you allat Kyushu University!!