Ritsu-Mate Enrollment Procedures

Registration Manual（ for Undergraduate English-basis
Applicants ）• This manual is a user guide for enrollment procedures with Ritsu-Mate.

Publish date: August 2024

Table of Contents■Introduction■Login■Upload of COE and VISA related Documents(Only for International Students)■Online Enrollment Procedure
1. Registration and Correction of Personal Information
2. Registration and Correction of Family Information
3. Registration and Correction of Health Information
4. Pledge Form
5. Agreement of Personal Information
6. <Applicants who do not have Japanese Nationality>
Registration and Correction of International Student
Information
7. Photo Upload for Student Information Card
8. Completion of Internet Enrollment Procedure2

Introduction
IMPORTANT NOTESApplicants are highly recommended to go through this manual when using Ritsu-Mate.

All times in this manual indicate Japan Standard Time (UTC+09).

-System Maintenance--Session Timeout--Read Carefully-

Access interrupted from7:30 PM on Wednesday to
5:30 AM on Thursday*

Automatic log-out after
90 minutes of inactivity.

Consult this manual
thoroughly*In case of an urgent interruption, Maintenance Schedule will be announced on the Welcome page.

Prepare the items below before you start using Ritsu-Mate Supported Browser• Windows:• MacOS:• iOS10:• Android 7.0:

Microsoft Edge, Internet Explorer 11.0, Google Chrome, Mozilla Firefox
Safari 10 or latest
Apple Safari
Google Chrome COE Application Handbook (Only for International Students)
 Documents to upload Personal and Parent’s/Guardian’s information

3All Students
Login

Access Ritsu-Matewww.ritsumei.ac.jp/applicants/[English]You can switch from Japanese to English by clicking
on "English" in the top right-hand corner of thescreen.

• Click Login[Account & Password]
Account & Password will be notified by email.

✕Not to Use

4Only for International Students
Upload of COE and VISA related Documents

My Page“My Page” will open when you login. Click “COE Document Upload”.

5Upload of COE Documents

Step 1: Select Admission Method(s)The Admission Method will be displayed

The Entrance Examination (s) which you can upload COE documents for is as follows.

２11) Make sure that there are no errors with ‘College/Graduate School’ and ‘Admission Method’.
‘Scholarships’ shows percentage of ‘Tuition Reduction Scheme for International Students’
if you are honored. The amount of tuition reduction is shown as below.
Enrollment

April

September

Percentage of Tuition Reduction

Shown asTuition Reduction Scheme 100% One Year

TRS100OY

Tuition Reduction Scheme 50% One Year

TRS50OY

Tuition Reduction Scheme 20% One Year

TRS20OY

Tuition Reduction Scheme 100% Fall Semester*

TRS100FS

Tuition Reduction Scheme 50% Fall Semester*

TRS50FS

Tuition Reduction Scheme 20% Fall Semester*

TRS20FS* Period of award for the Tuition Reduction Scholarship is 1 year (2 Semesters: Fall and Spring
Semesters) from initial enrollment.

2) Click “Sel” after confirming the details above.

6

Upload of COE Documents

Step 2: List of COE Documents
The registration menu will be displayed. Download the required documents and submit them according
to the instructions of After Admission page (http://en.ritsumei.ac.jp/e-ug/apply/afteradmissions.html/).

https://en.ritsumei.ac.jp/e‐ug/apply/after_docs.html/

3

1

2

1) The documents to be uploaded are displayed.
2) The submission status of each document is displayed.
3) You can access the page by clicking ‘Reg’.
You can start upload from any of the listed documents.

7

Upload of COE Documents

Step 3: Confirmation of Submitted Documents••••

Files must be in pdf, docx, xlsx, or jpeg format
File names should NOT contain space
Each file size should be less than 9MB.
If you wish to upload more than two documents in one section, combine them into one document
before uploading• Click 参照…button to select a file from your device• Click Confirm to proceed

Click this button andbrowser your file to be
uploaded.

Confirm the uploaded documents and click “Confirm” if there are no errors.

You cannot delete the file once you click “Register”. In case youwant to replace the document, please contact the International
Admissions Office.

8

Upload of COE Documents

Step 3: Confirmation of Document Submission
Upload all necessary documents by repeating steps 2 and 3.

https://en.ritsumei.ac.jp/e‐ug/apply/after_docs.html/

If you click “Reload”,
Status of Submission will
be updated.

Only for those who hold a Residence
Card （在留カード） of Japan.

Upload your Planning Form for Payment of Expenses in Japan and Statement of Financial
Support on this section. You don’t have to upload anything in “Statement of Financial Support”
field.

9

All Students
Online Enrollment Procedures

Overview of Online Enrollment Procedures• Designated period for the enrollment procedures varies according to College andAdmission Method. Check the “After Admission” website relevant to yourapplication.
• Please note that required items for registration are different for each College,
Admission, method, and nationality.
• There are completed procedures that cannot be edited upon completion. Pleasebe careful when entering details.

Items for Registration

Subject

Registration

Revision

Reference1

Registration and Correctionof Personal Information

All enrollees

○

○

○

2

Registration and Correctionof Family Information

All enrollees

○

○

○

3

Registration and Correctionof Health Information

All enrollees

○

○

○

4

Pledge Form

All enrollees

○

×

×

5

Agreement of Personal
Information

All enrollees

○

×

×

6

Registration and Correctionof International Student
Information

Students without Japanesenationality only
（including Special permanent
residents ”特別永住者”, Longterm residents ”定住者”,
Permanent residents ”永住者”）

○

○

○

7

Photo Upload for Student
Information Card

All enrollees

○

×

○

10

Online Enrollment Procedures
Top PageOnce the Online Enrollment Procedures period has begun, the “Online Enrollment Procedure” will appear
after login.

RITSUMEI Taro’s
Page

11

Online Enrollment Procedures
List of Enrollment Procedures
Examination information you have passed is displayed here.

２

➊

➋

1

Check the following information (College/Graduate School, Department/Major, Major/Course andApplication No.).
“Examination date” ︓For Admission Methods without examinations, the result notification date isdisplayed here instead.

2

Press “Proceed” of the row corresponding the course you are admitted to.

12Online Enrollment Procedures

The menu screen for registration is displayed.
*Below is an example of what is displayed.

3

1

2

*Not to use

1

Items that require registration will be shown.

2

The date and time of your final registration will be shown.

3

The display will be switched to the Reg/Create screen when you press the corresponding buttons. You canregister the items in any order.

13

1. Registration and Correction of Personal Information
Step(1) Registration of Personal Information
On the “Online Enrollment Procedures” screen, press the “Reg” for the “Registration and Correction of Personal Information”.

Register your personal information. You can modify the information in “Registration and Correction of Personal Information”
during the designated period for online procedures. The information is displayed using the data at the time of your application.
Make changes if necessary. If you do not need to make any changes, proceed to the next step.
[Name ・ Name (Katakana) ・Gender・Date of Birth】
Your name will be registered based on your application information and university’s regulation,and it cannot be modified.
Contact the International Admissions Office if there is any change needed.
（Japanese Applicants）: Put your name as shown in your Certificate of Residence or family
register. Do not use the English Alphabet. Also put your name in Katakana.
（Applicants without Japanese Nationality）︓ Put your name as shown in your passport orCertificate of Residence in the English Alphabet. Use CAPITAL LETTERS for your Family name.

【1st Nationality and 2nd Nationality】

RITSUMEITaro
RITSUMEI
Taro

Select your nationality. If you have dual nationalities and one of them is Japanese, select Japanfor the 1st Nationality.
If neither of them is Japanese, select the nationality of the passport that you use when entering
Japan.

[Postal Code & Prefecture](Only applicable for Japan residents)
The postal code can be automatically entered by clicking on the magnifying glass button next tothe “Postal Code” field, and directly entering andsearching for the postal code on the search screen.
(Overseas Address)
Postal Code: Enter "999-9999."
Prefecture: Enter "Other than those above."[City （Address A）, Street No. （Address B）, Building （Address C）]

Room 111, ABC Building, DEF st.

(Overseas Address)
Address A: Your address
Address B: (if more spaces are required, use Address B Field as well.)Address C: Your Country and Postal Code （E.g.: China, 123456）

Ritsumei District, RU City

※If you are living outside of Japan, instead of using City, Street No., Building, follow above
Address A, B and C method.

Republic of Korea, 12345※The maximum number of characters you can use to enter information for any of these fields is
40. In case of exceeding the maximum number of characters, use abbreviations instead.
EG: St. (Street), Blvd. (Boulevard)（Only applicable for Japan residents)
If you are living in Japan, write in Japanese.

【Home Telephone Number・Mobile Telephone Number】
Be sure to enter a telephone number that can be used to get in touch with you as it will benecessary to contact you about the enrollment procedures. Either a “Home Telephone Number” ora “Mobile Telephone Number” must be entered. If outside Japan, enter the country code as well.

141. Registration and Correction of Personal Information

Step (1) Registration of Personal Information
Parent’s/Guardian’s Information/Tuition Fee Billing Address (who is responsible for the payment of your tuition fees) aredisplayed based on the information you submitted for your application. Make changes if necessary. If you do not need tomake any changes, proceed to the next step.

Room 111, ABC Building, DEF st.
Ritsumei District, RU City

Republic of Korea, 12345【Parent’s/Guardian’s Information】
Select your father, mother, brother, sister, or spouse as
Parent/Guardian. If none of the above relatives can become aParent/Guardian, fill in the address, name, etc., of a someone who is
not a dependent and can reliably fulfill their responsibilities as a
Parent/Guardian.
※If your Parent/Guardian resides outside Japan, enter the overseas
address (Parent/Guardian does not need to reside in Japan or be a
Japanese citizen).
※For the address outside of Japan, use the English alphabet. (Do not
use Chinese Characters or Hangul etc.)

Room 111, ABC Building, DEF st.
Ritsumei District, RU City

Republic of Korea, 12345【Home Telephone Number / Mobile Telephone Number】
Either a “Home Telephone Number” or a “Mobile Telephone Number”
must be entered.

15

1. Registration and Correction of Personal Information

Step(1) Registration of Personal Information
Parent’s/Guardian’s Information/Tuition Fee Billing Address are displayed based on the information you submitted for yourapplication. The Parent’s/Guardian’s Information/Tuition Fee Billing Address is for sending bill for your Tuition Fees after
enrollment. As we only send bills to address in Japan, appoint a person who resides in Japan and enter the address. If
you cannot find such a person, put your name and address in Japan.

[Tuition Fee Billing Address] (Japan Address Only)
This is the address where the bill for your Tuition Fees will be sent after
enrollment. Appoint a person who resides in Japan and enter theaddress.
※If you cannot appoint a person, put your name and address in Japan.

Kyoto
Room 111, ABC Building, DEF st.
Ritsumei District, RU City

Republic of Korea, 12345【Home Telephone Number/Mobile Telephone Number】
Either a “Home Telephone Number” or “Mobile Telephone Number”
needs to be entered. Enter hyphens if they are missing.

【Emergency Contact Information】
The emergency contact may be different from your Parent/Guardian.

16

1. Registration and Correction of Personal Information

Step(2) Education Information Registration
Confirm the information registered at the time of your Application. Click “Confirm” if there are no errors.

[Each Columns]
After your application, we changed your Education Information
appropriately based on your application Documents.
If you find items to be corrected, contact International Admissions Office.

ABC High School, USA
Foreign School171. Registration and Correction of Personal Information

Step(3) Confirmation of Personal Information
If there are no errors, click “Register”.
Click “Back" to return to the previous screen if you need to make any changes.

RITSUMEITaro
RITSUMEI
Taro〜Some sections are omitted〜181. Registration and Correction of Personal Information

Step(4) Completion of Registration of Personal Information
The registration of personal information is completed.
You can return to the menu screen by clicking “Completed”.

On the menu screen, the date and time will be displayed in the “Final Registration Date” section.
You can make changes during the designated period for online enrollment procedures.

19

2. Registration and Correction of Family Information

Step(1) Registration of Family Information
Click “Reg” below for the “Registration and Reference of Family Information”.

2020/12/22 13:37:26

Family information will be used when providing information to your Parent/Guardian from Ritsumeikan University and Ritsumeikan University
Parents Association of Student Education Assistance or in case of an emergency etc. Enter the information at the time of your enrollment(expected information acceptable). You cannot modify this information once it is registered. Notify the International Admissions Office if
any corrections or changes need to be made.
You have to enter the “Name” and “Daytime Contact Number” of either your “Father”,“Mother” or “Other”.

【Parent’s/Guardian’s Information】
If you have neither a father nor mother, you do not need to enter information here.
Enter your Parent’s/Guardia’s information in the columns below. If you are aninternational student whose parents reside overseas, enter the overseas address(your Parent/Guardian does not need to reside in Japan).
※For the address outside of Japan, use the English alphabet. (Do not use Chinese
Characters or Hangul etc.)【Organization/Company Name, Occupation Code】
Select the Occupation Code from the above link “Alumni Code/Occupation Code”.
You do not need to enter if your Parent/Guardian is a housewife, a pension recipientor has no occupation etc. This data will be used for statistics so select a code of asimilar occupation if you do not know which to select.

【Daytime Contact Number/Email Address】
This contact information will be used by the university and Ritsumeikan University
Parents Association of Student Education Assistance, including in case of an
emergency. Enter contact information that can be reached during the daytime.

【Alumni Code/Graduation Year】
Select the Alumni Code/Occupation Code from the link above and enter thegraduation year only if your Parent/Guardian is an alumni of Ritsumeikan
University or its affiliated schools.

If the Parent/Guardian is not the father or mother, select the applicable relationshipto the applicant and enter the information below, starting from the name.

202. Registration and Correction of Family Information

Step(1) Registration of Family Information
If your sibling is currently enrolled in a college at Ritsumeikan University (excluding graduate schools), theRegistration Fee (5,000 yen) for the Ritsumeikan University Parents Association of Student Education
Assistance will be refunded. Enter the information as below and click “Confirm”.

【Student ID Number】
If your sibling is currently enrolled, enter the current student ID number. If he/she
was enrolled in the past, enter the student ID number at the time of graduation. You
do not need to enter if the number is unknown.

If you have 4 or more applicable siblings, enter the information of the oldest 3. If
twins or siblings enrolled at the same time, enter their “Name”, “Name (Katakana)”,and “College” only.

21

2. Registration and Correction of Family Information

Step(2) Confirmation of Family Information
Confirm your Family Information and click “Register”.

〜Some sections are omitted〜222. Registration and Correction of Family Information

Step(3) Completion of Registration of Family Information
Registration of Family Information has been completed. Click “Completed” to return to the menu.

Completion of Registration of Family Information
You have successfully registered your family information.

On the menu screen, the date and time will be displayed in the “Final Registration Date” section.
You can make changes during the designated period for online enrollment procedures.
You cannot make any changes after the designated period for online enrollment procedures. Notify “MANABI
Station” on your campus if you need to make any changes after enrollment.

23

3. Registration and Correction of Health Information

Step(1) Registration of Health Information
Click “Reg” below for the “Registration and Reference of Health Information”.

After checking the contents, enter the date of measles and rubella vaccination, and click “Confirm". If you never had measles andrubella vaccines or not sure, you can leave the "2. Record of vaccination" section blank, and just click "Confirm".

24

3. Registration and Correction of Health Information

Step(2) Confirmation of Health Information
Confirm your Health Information and click “Register”.

〜Some sections are omitted〜25

3. Registration and Correction of Health Information

Step(3) Completion of Registration of Health Information
Registration of Health Information has been completed. Click “Completed” to return to the menu.

On the menu screen, the date and time will be displayed in the “Final Registration Date” section.
You can make changes during the designated period for online enrollment procedures.
You cannot make any changes after the designated period for online enrollment procedures. Notify“Medical Service Center” on your campus if you need to make any changes after enrollment.

26

4. Pledge Form

Submit Pledge form
Click “Reg” below for the “Pledge Form”.

After reading the pledge carefully, please tick the “I agree” box and click the “Register” button.
Please make sure that the <Yourself> column is filled out by the student and <The Parent / Guardian (or aperson who will accept the identity> column is filled out by the parents or family members.

Once Register is completed, “Reg” button disappears and you
cannot make any changes after registration has been completed.

27

4. Pledge Form

Submit Pledge form
Registration of Pledge form has been completed. Click “Completed” to return to the menu.

On the menu screen, the date and time will be displayed in the “Final Registration Date” section.
You cannot make any changes after registration has been completed.

28

5. Agreement of Personal Information

Submit Consent to Use of Personal Information
Click “Reg” below for the “Agreement of Personal Information”.

After reading the Consent to Use of Personal Information carefully, please tick the “I agree” box and click the“Register” button.
Please make sure that the <Yourself> column is filled out by the student and <The Parent / Guardian (or a person
who will accept the identity> column is filled out by the parents or family members.

Once Register is completed, “Reg” button disappears and you
cannot make any changes after registration has been completed.
29

5. Agreement of Personal Information

Submit Content to Use of Personal Information
Registration of Agreement of Personal Information has been completed. Click “Completed” to return to the menu.

On the menu screen, the date and time will be displayed in the “Final Registration Date” section.
You cannot make any changes after registration has been completed.

30

6. <Applicants who do not have Japanese Nationality>
Registration and Correction of International Student Information

Step(1) Register International Student Information
Applicants who do not have Japanese Nationality must register international student information. This includes
Special permanent residents, Permanent residents and Long-term residents.
Registration is not necessary for those who are Japanese nationality or have dual nationalities that includes Japanesenationality.
If you have dual nationalities and neither of these include Japanese citizenship, enter the information of the passport you
use when entering Japan.
Click “Reg” for “Registration and Correction of International Student Information” on the Online Enrollment
Procedures page.

31

6. <Applicants who do not have Japanese Nationality>
Registration and Correction of International Student Information

Step(1) Register International Student Information
Register your international student information. You can modify your information on “Registration and Correction ofInternational Student Information” during the designated period of the online enrollment procedures. You do not need toenter any undecided items before entering Japan. Click “Confirm” when you finish entering the information.

【Name（alphabet）】
Please enter your Name as indicated in the Registration and Correctionof Personal Information, Registration of Personal Information section.

【1st Nationality and 2nd Nationality】
Select your nationality. If you have dual nationalities and one ofthem is Japanese, you do not need to register.
If neither of them is Japanese, select the nationality of thepassport that you use when entering Japan.
【 Resident Status 】
Special permanent resident: Select “Special permanent
resident”.
Other than special permanent resident: Select“International Student”.
【Resident Status・Expiry Date】
You do not need to enter these items if you are a Special
permanent resident or if they are undecided.
【Financial Aid】
Select "Privately financed." (If you are a MEXT Scholarship
recipient, however, select "MEXT Scholarship.")

Select whether or not you haveexperience studying in Japan in
the past on a Japanese
government scholarship.
Enter if you have learning experience at aJapanese language organization before yourenrollment.

【Japanese Language School Code・Japanese
Language School Name】
Click on the magnifying glass button, enter theJapanese language school name, and search.

【Enrollment Date・Graduation Date】

The name of the Japanese language school will be enteredautomatically. If you cannot find it with this search function, enter“099” and input the name of the school manually.

Enter the enrollment date and graduation datewith the format of “YYYY/MM”.

32

6. <Applicants who do not have Japanese Nationality>
Registration and Correction of International Student Information

Step(2) Confirmation of International Student Information
This is the confirmation page for international student information.
If there are any errors, click “Back” to modify. If not, click “Register”.

33

6. <Applicants who do not have Japanese Nationality>
Registration and Correction of International Student Information
Step(3) Completion of Registration ofInternational Student Information
Registration of international student information is complete. Click “Completed” to return to the menu.

Registration date and time will be displayed in the “Final Registration Date” section on the menu screen.
You can modify this information during the designated period of the online enrollment procedures.

34

(Not to Use)
Create mailing label for Enrollment Documents
English-medium Undergraduate Applicants will not use “Download mailing label for enrollment documents”
function, but do send documents as indicated in “After Admission” website.

Not to Use

35

7. Photo Upload for Student Information Card

Step(1) Preparing the Photo for Student Information Card（About Photos）• Please prepare your photo data which taken from the front in photo booth/photo studio. If you cannot
prepare, please pay attention to the following guideline and take a photo with a digital camera,
smartphone etc. Please do not retaking an existing paper photo with your smartphone or scanning to
avoid to make the image rough.
• You may use photo wearing high school uniform, but keep in mind that the photo will be usedthroughout your college years as your student ID photo.
• The photo must be in color, clear background and face must look straight forward. You must not wear
head covering except for medical and religious reason.
• It is preferable to upload the ID photo you used for your application to Ritsumeikan University. If it is nolonger available, upload a new photo clearly showing that the individual on the new photo is the same
person.
• Ritsu-Mate only accept jpg, jpeg, gif or png. For each file name, use only alphabets, numbers, “ .
(period)”, “ – (hyphen)”, or “ _ (under bar)”. “ (space)” cannot be contained in filenames.

【Acceptable】* If you used smartphone to take your ID photo,use browser of the smartphone to login to
Ritsu-Mate for easy upload.

【Not Acceptable】

Not facing front

Not clear
Background

Face is hidden by hand

Not neutral expression

Multiple person in photo

Wearing sunglasses andhead covering（unless it’s for religious or
medical reasons）

Too big

Illustration by Manki Miho, College of Image Arts and Sciences36

7. Photo Upload for Student Information Card

Step(2) Upload the ID PhotoOn the “Online Enrollment Procedures” screen, press the “Reg” for the “Photo Upload for Student
Information Card”.

Click “Edit”.

37

7. Photo Upload for Student Information Card

Step(2) Upload the ID Photo
Click “Select a file” and select a photo for your student ID card.

238

7. Photo Upload for Student Information Card

Step(2) Upload the ID Photo
Use “Enlarge”, “Reduce”, “Rotate left” and “Rotate right” to edit your photo.

2

Use the dark figure within the blue frame to adjust sizeand placement of the photo.
You can drag the blue frame to adjust placement.

A preview of student ID card will appear at the bottom of
the page.
If it appears OK, click “Finish editing and close the tab”.

39

7. Photo Upload for Student Information Card

Step(3) Confirm Uploading Photo
Make sure the ID photo appears on the preview is the one you chose.
If there are no further needs for editing, click “Next”.
If there are, click “Edit” and resume editing.

40

7. Photo Upload for Student Information Card

Step(3) Confirm Uploading Photo
Uploaded ID photo will appear on preview.
Check the list if the photo fulfil the condition, and click “Confirm” content of upload.

41

7. Photo Upload for Student Information Card

Step(3) Confirm Uploading Photo
Photo on the preview will be uploaded.
If you wish to change the photo, click “Back”
If you wish to proceed with the photo, click “Submit”.
Once uploaded, you cannot replace or edit your ID photo.

427. Photo Upload for Student Information Card

Step(4) Student ID Photo Uploaded
The upload is completed.
Click “Completed” to return to menu.

“Final Registration Date” shows the date you registered your ID photo.
Once upload is completed, “Reg” disappears and you can no longer make change.
“Ref” button appears and you can refer to the uploaded photo.

438. Completion of Internet Enrollment Procedure

Completion of Internet Enrollment Procedure

No postal mail or email will be sent to you to notify completion of the procedure.
If the date appears on “Final Registration Date” as shown below, your procedure is completed.
※If you are a Japanese National, you do not need to do “Registration and Correction of International
Student Information.
※English-medium Undergraduate Applicants will not use “Download mailing label for enrollment
documents” function.

44