Okayama University
Tutor Guide
April 2024

What is a Tutor?
 Tutors are students who, under the guidance of theinternational student’s supervisor, devote a certain
amount of time to provide individualized
extracurricular guidance to international students who
have just arrived in Japan, in terms of daily life
support, education, and research. The purpose of thisprogram is to improve the students' lives, study, andresearch results, as well as to promote the tutors'
interest in international understanding and cooperation,and to achieve educational effects.
 Even international students who are fluent in Japanese
may have concerns about living in a different culture.
Tutor students play an important role in assisting
students not only with their studies on campus but
also in helping them build a foundation for living in adifferent culture. As the first point of contact for many
international students at the university, tutors areoften seen as their first supporter or friend. Please
support international students in their transition to
university life and help them feel welcome in a new
cultural environment.

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Contents
1 Tutor Activity Contents
4
1-1 Outline of Activities
1-2 Checking the International Students’ Information 5
7
1-3 Support Immediately After Arrival
20
1-4 Support While Residing in Japan21
1-5 Support When Returning to Home Country

2 Tutor Activity Checklist
2-1 Acts Not Recognized as Tutor Activities
2-2 Cautions Regarding Tutor Activities
2-3 Period and Number of Hours Available
for Tutor Activities
2-4 Documents and Deadlines for Submission(after the tutor is assigned)
2-5 Documents and Deadlines for Submission(after conducting tutor activities)

3 Inquiries
4 Reference Flowchart

Flowchart of Procedures from City Office toOpening a Bank Account

22
23
25
26
27

30

31

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1. Tutor Activity Contents
1-1 Outline of Activities
the International Students’
p.5-6
１ 1-2 Checking
Information

２ 1-3 Support Immediately After Arrival
Meeting on Arrival, Support for Dormitory

p.7-19１ Procedures and Apartment Search, etc.

p.8-9

２ Procedures and Guidance

p.10-18

３ Course Registration

p.19

４ University Japanese Language Course

p.19(On and Off Campus)

３ 1-4 Support While Residing in Japan

p.20

４

p.21

1-5 Support When Returning toHome Country4Preparation Guide for New International Students
This guide is designed to provide new international students
with the necessary information and procedures before andafter their arrival in Japan. Tutors are also advised to checkthis guide for smooth guidance.
https://intl.okayama-u.ac.jp/support/admissions/preparationguide/

1-2 Checking the International Students’
Information
 At Okayama University, necessary procedures differ
depending, for example, on the status of the international
student and whether or not they are receiving a scholarship.
Therefore, it is important to confirm the basic information
about the international student you are tutoring.
<Basic information on the student you are tutoring>
Personal information: Please ensure you handle it appropriately.
Furigana
Name (Alphabet/Chinesecharacters)
Home country
Address in Japan
Mobile phone
number/email address
Student status

Period of study

Regular student (undergraduate, graduate) /Non-regular student (research student, special auditing
student, special research student, Japanese studies student(NIKKENSEI), Teacher training student (KYOKENSEI))

Name and contact detailsof advising professor
Whether or not receiving
a scholarship5

Furigana
Please use the same katakana spelling for all procedures.
Ex. City Office (National Health Insurance card), opening a bankaccount, mobile phone contract, etc.

Student status
The procedures at OU vary depending on the student’s status.
Ex. City Office (Exemption from National Pension payment, etc.),
course registration, etc.

Period of study
By confirming in advance the arrival and return dates to Japan, it will
be easier to follow up on the necessary procedures upon their arrivaland before their departure back to their home country.

 Whether or not receiving a scholarship□ MEXT Scholarship (scholarship provided by the Japanese Government)□ Honors scholarship for Privately-Financed Students("Gakushu-Shoreihi")□ JASSO Scholarship (Certain short-term international students
e.g. special auditing students, special research students, etc.)□ Other private scholarship□ Privately funded (= no scholarship)*Scholarships from foreign (other than Japanese) governments aretreated as “privately funded” in this guide.
Other items to check
Besides language, the lifestyle is different. It is important to check forand take into account any religious or daily lifestyle restrictions (e.g.,
alcohol, food, prayer, etc.) that should be considered.

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It is not necessary to support everything.
Please give support for all kinds of procedures while
communicating when necessary with the international student’s
advising professor and the international student you are tutoring.

1-3 Support Immediately After Arrival
Day of  Meeting the International Student on Arrival(*Please consult with supervisor)
arrival Support for Dormitory Proceduresand Apartment Search

p.8
p.9

 Shopping Assistance After Arrival Procedures at City OfficeSoonafter  Opening a Bank Accountarrivalp.10
p.13

 Procedures for Taking Out Insurance

p.16

 Guidance for All Kinds of Orientations, etc.

p.17

 Support for Mobile Phone Contractp.17

 Tour of the Campus, Research Labs andOther Facilities
 Tour of the University Surroundings

p.18

 How to Separate Trashp.18

By start  Course Registrationofclasses  Procedure for the University Japanese

Language Course

p.19
p.19

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1. Meeting the International
Student on Arrival
When meeting the international student upon arrival, there aremany things you need to keep in mind, such as this is the firsttime you will meet each other, whether the flight is on time ornot, problems possibly occurring at customs, and more.
The International Affairs Department provides an Okayama
University access guide to all new international students.
As many of them are able to reach the university by themselves,please consult with their supervisor about whether or not it isnecessary to meet them upon arrival.

<Meeting location>
 Welcome them the international student at Okayama Station
or at Okayama Airport.
<Things to bear in mind when meeting on arrival>
 Prepare a photo of the international student so that you areable to recognize them when you meet.
 Prepare a welcome sign, etc.
 Prepare steps you can take in case there is miscommunication,or the flight is delayed, and you are unable to meet theinternational student.
 Ensure you have contact details for the international student
and their supervisor.

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2. Support for Dormitory
Procedures and Apartment Search<Students who live in Dormitory for International Students>
April enrollees can move into the dormitories from April 1. Please assist
with the check-in process as necessary, referring to the reception hours
specified in the table below.

From April 1 to April 3, reception hours will be extended.

<Private apartments>
International students who are unable to move into the above
dormitories or choose to decline this option must find private apartments.
If searching after arriving in Japan, please inquire at the Okayama
University Co-op (Peach Union) or nearby real estate companies.

9

When crowded, the procedures may take over fourhours to complete, and it may not be possible tocomplete them if you arrive in the evening.
To avoid crowds, it is advisable to go soon after theoffice opens at 8:30 am.

3. Procedures at City Office Pick up documents at the Int’l Affairs Department (IAD)・ The International Affairs Department office is on the 1st floor of theGeneral Education Building C.
・ Required for students staying in Japan for more than three months.
・ Please allow enough time when you visit City Office.

 Complete procedures at City Office:
1. Registration of address (Within 14 days after obtaining an address in Japan)
2. Subscribing to the National Health Insurance system
3. Subscribing to the National Pension system and taking theprocedure for exemption (20 years of age or over)
4. Obtaining a copy of the residence certificate(Only for students receiving a scholarship)
・ Necessary for opening a bank account.
・ Please obtain a certificate that shows “My Number” on it.
・ A fee of 300 yen is required to obtain a copy of the residence certificate.
・ Window No.1 on the first floor of Okayama City Office is an exclusive
window for foreign nationals.

What to bring・Passport
・Residence Card (if student has one)
・Student ID card (if student has one)
・Application for Residence Registration (distributed at IAD)
・Application for National Health (distributed at IAD)
・Preliminary Questionnaire for resident registration(distributed at IAD)
・Request form for a copy of residence certificate(only for students receiving a scholarship)
・JPY 300 for issuance of certificate(only for students receiving a scholarship)Sample entry andaccess to City Officehttps://intl.okayamau.ac.jp/en/support/ad
missions/orientation/

10

＜Procedures at City Office during recuperation＞

After determining your address, it is required to complete procedures at City
Office within 14 days. However, if the international student you are tutoring is
recuperating from an infectious disease or other reasons, please go to City Office
after recuperation.

<Timing of sending the residence card and health insurance card>
If the international student does not have a residence card, the residence card
will be sent by post to the address that has been registered in one to two weeks
after taking the procedures. The National Health Insurance card will also be sentby post in about one week.

<Subscription to the National Pension system>
Subscription to the National Pension system is compulsory under law even forinternational students who are 20 years of age or over. However, since almost allinternational students are eligible for exemption from pension payments, pleasetake the procedure for exemption and at the same time as taking thesubscription procedure. As procedures differ depending on the student status of
the international student, it may be necessary to show a student ID card then.

<Individual Number (“My Number”) Notice>
For all international students who have completed the procedures at City Office,a “Individual Number Notice” will be delivered their homes by post after about 3
weeks. Previously, a “notification card” was delivered, but this was altered to a
“Individual Number Notice” from May 25, 2020.
My Number is required to open a bank account and for all kinds of contracts, but
this Individual Number Notice cannot be used as a “document certifying a “My
Number” or as an “ID”. It is necessary to apply for the issuance of a copy of theresidence certificate (with My Number) or a My Number card, as needed.

11

<Requesting a copy of the residence certificate with My Number
on it>For scholarship recipients
These students will receive a “Request form for a copy of
the residence certificate” when the city office documents are
given out.
Please check that the “Urgent (至急)” has been printed on
the request form, and take it to City Office as it is.
A copy of the residence certificate will be issued the next day.
Please pick it up at the Okayama International Center's
Okayama City Passport Citizen Service Corner on the B1 floor
or at City Office.
This form is not provided to privately funded international
students. Please request the form at City Office if it is required.

For non-scholarship recipients
You can request a certificate and receive it on the same day, starting one
week after the registration of residence. It can be obtained not only at
Okayama City Office but also at the Okayama International Center's
Okayama City Passport Citizen Service Corner on the B1 floor.
It can also be obtained at Kitakata Post Office, but please follow the rules
as the post office asks not to request from them.
Note that a fee of 300 yen is required for issuance.

12

Once the procedure is completed, a bankbook will be
issued on the spot, or in some cases, it may be mailed
at a later date. A cash card will be mailed at a later date.

4. Opening a Bank Account For scholarship recipients:

Please receive the necessary documents at the International Affairs
Department (1st floor, General Education Building C). Recipients of
MEXT Scholarship, Honors Scholarship, and JASSO Scholarship are
required to open a bank account at Japan Post Bank.

 For non-scholarship recipients:

Opening a bank account is not mandatory. If the international
student you are tutoring wishes to open an account, it isrecommended to wait a while as it gets crowded in April andOctober.

 Opening a Japan Post Bank account:

Please fill out the application form from the website below inadvance and bring the printed form to the window if possible.
The website is available in a total of 16 languages, including
English, Chinese, and Vietnamese.
Japan Post Bank – Opening a bank accounthttps://jp-bank-kaisetsu.japanpost.jp/account_open/0010.php

What to bring *There are slight differences depending on the bank・Residence card
・Student ID card or Certificate of student status･Personal seal (self-inking stamp is not acceptable)
・Copy of residence certificate with “My Number” on it or My Number card
・Official documents that can confirm the student's katakana name (pension
application copy, national health insurance card, etc.)
・ID Number of home country (if student has one)13

<Cautions when opening a bank account>

It can be very challenging for international students who do not yet have astrong understanding of Japanese to open a bank account on their own. If it
is determined that the individual is unable to communicate effectively, thebank may refuse to open an account. Assistance from a tutor can be helpful,
but in the case of Chugoku Bank, it is necessary to have a university
professor or staff accompany the international student to the bank.
Additionally, during busy times such as April and late September to October,
it is important to arrive at the bank before 2pm to ensure that you haveenough time to complete the necessary procedures. If you arrive after 2pm,
there is a possibility that the process may take longer and may need to becompleted on the following day.
Opening a bank account for international students is becoming stricter
every year in order to prevent crime and fraud. When you open a bankaccount, you will be asked to confirm the purpose of using the account.

After opening a bank account, please inform your tutored student of
the following instructions: Record their transactions in the passbook at least once a month.
 When returning to their home country, it is their responsibility toclose the account themselves. They cannot delegate this task tosomeone else.
 If they extend their period of stay in Japan, they need to bring theirresidence card and bankbook to the bank and complete thenecessary procedures at the window. If this process is notcompleted, there is a possibility that their account will be frozen.

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<Student ID card>
Students will receive a student ID card about a week after entering theuniversity. Students, such as those who are receiving a scholarship, who needto open a bank account quickly can use a “Certificate of Student Status” forregular students or a “Certificate of Enrollment” for non-regular students
instead of a student ID card.

<Purchasing a personal seal>
Be sure to purchase a personal seal before opening a bank account. A seal with
Chinese characters that approximate the pronunciation of name of the student
you are tutoring are also acceptable, but please note that ink-included stamps
like Shachihata cannot be used. Seals can be purchased at 100-yen stores, or
you can have a seal made in your name at a seal shop for about 1,000 yen.

<ID Number in home country>
If they have an ID Number in their home country, it is required when opening abank account. Please take care: If they do not check their ID Number
beforehand, it may not be possible to open an account.
Ex. Tax Identification Number, Social Security Number, National Insurance
Number, Identity Card Number, etc.

<Closing a bank account before returning to the home country>
Please inform your tutored student that they must close the bank accountbefore returning to their home country at the end of the period of study. If thestudent returns to the home country without closing the account, the accountmay be frozen. This means that it may not be possible to use the account if or
when the student returns to Japan to study again. As some scholarships cannot
make scholarship payments to any account except the one designated, thetutor should also confirm that they have closed their account before leaving.

15

To know which insurance policy to take out,
please check at the faculty or graduate school
the international student belongs to.

5. Procedures for Taking Out Insurance
Okayama University requires all students to take out one of
the insurances, 1 to 3.

•The coverage depends on the type of insurance to join.
•JPY 5,800 - JPY 19,000 per year (Includes JPY 4,000 CO-OP
membership fee)
•Membership fee returned in full if procedures are taken before
returning to the home country.

•JPY 650 for the basic policy. For personal injury.

2. Liability Insurance for Student Pursuing
Education and Research (LSR)•JPY 340 – JPY 500 per year
•Against injury to other persons or damage to other people’s
property.

•Coverage period can start from as short as one month and you
can choose your coverage type.
•The application process can be completed online.
•Information about the insurance will be distributed along withcity office documents for new international students at theInternational Affairs Department.

International
Affairs Dept.

3. Comprehensive Insurance for Students
Lives Coupled with Gakkensai

Student Support Division,
Academic Affairs Dept.

2. Personal Accident Insurance for Students
Pursuing Education and Research (PAS)

University
CO-OP

1. The University CO-OP Student
Comprehensive Mutual Insurance

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6. Guidance for All Kinds of Orientations
and Support for Mobile Phone Contract
Please review Preparation Guide for New International
Students p. 47-52 with your tutored student and check thedates, times, and things to bring.

Campus Life Orientation
Compulsory

Information on immigration, safety
and crime prevention, healthmanagement, student life, daily life,
etc. are explained for int’l students toachieve a meaningful student life.

Dormitory Orientation
Compulsory
for dormitory residents

This is to inform new residents of therules and expectations for living in thedormitory.

https://intl.okayamau.ac.jp/en/support/ad
missions/orientation/

Purchasing a SIM card

Medical Checkup
Compulsory

We have special SIM plans and fees for
OU students. SIM cards can bepurchased on the day of the info
sessions, which will be held afterCampus Life Orientations.

Please check the Health Service
Center website below and make an
appointment through the medical
checkup reservation system.

Only for those who are interested

https://intl.okayamau.ac.jp/en/support/ad
missions/orientation/

https://www.okayamau.ac.jp/user/hokekan/english/index.html

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7. Tour of the University Surroundings
and How to Separate Trash
Fukui Dormitory

International House

Kuwanoki Dormitory& Shared House

HokaiinBranchof Chugoku
Bank

HAPPY’S Tsushima

Shopping Mall
Kitakata P.O.

〒

Intl Affairs Dept.
Tsushima Mall
Tsushima P.O.

Restaurant area〒

Kusuri no Rabu
Okakita Branch
Seal shop
Hanko noShigenaga

Kusuri no Rabu
Ishima BranchIntroduce new students to places where food and money are involved
as a priority.
・ Convenience stores, supermarkets, restaurants, and eateries
・ Banks, post offices, and ATMs・ Others: Recycle stores, mobile phone stores, 100-yen shops, DIY stores, etc.



Review with them how to separate trash, noting the following.

・ Whether to throw out trash using the designated Okayama City (yellow) trash bags
・ When to throw out flammable trash
・ How and when to throw out non-flammable or “resource” trash
・ International students living in the dormitory will be issued
a warning card if they do not follow the rules for separating
and disposing of trash as stated in the Rules and Regulations.

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8. Course Registration and Procedures for
the University Japanese Language Course Course Registration

How to take courses will be explained to international students in theorientations, etc. in the faculties, graduate school, or programs thatthey belong to.
Please offer support to the international student you are tutoring if
the student faces difficulties with course registration.

 University Japanese Language Course

The University Japanese Language Course consists of Japanese
language classes that all Okayama University international students
can take regardless of the faculty or graduate school they belong to.
When registering for the course, the procedure may vary dependingon whether the student has previously studied Japanese or theirstudent status at Okayama University. Please check the following
website.

Center for Language Education,
Institute for Promotion of Education and Campus Life
https://www.ipec.okayama-u.ac.jp/language/japanese/19

If you are not clear about the scope of the tutor’s
duties, please consult with the advising professor
or the International Affairs Department.

1-4 Support While Residing in Japan Tutoring and consultation on lectures, researchexperiments, practical classes, etc.
 Support for round-table classes and for seminar
preparation and reports
 Supplementary checking of reports, research papers, etc.
 Use of facilities related to the field of specialization
 Explanation of special terminology
 Japanese language tutoring Introductions to and explanations of Japanese culture andcustoms Study support for graduate school entrance exams, etc.
 Accompaniment in the case of going to a hospital

20

When you are unsure about university procedures, please check at
the International Affairs Department or at the faculty or research
department, etc. the international student you are tutoring
belongs to. Act early; do not wait until the last minute.

1-5 Support When Returning to HomeCountry Issuance of certificate of achievement, certificate ofcompletion, etc.
 Report the scheduled departure date and flight to the facultyor graduate school your tutored student belongs to Procedures for moving out of the dormitory or apartment
・ Take care over the notified deadline for moving out.

 Procedures for closing the bank account・ Scholarship recipients and students who have automatic debits or transfersin the month when returning to the home country need to take care about
the date when they close their bank account.

 Procedures at the city office for moving out of the city
・ It is necessary for the international student to take their passport andresidence card to City Office.
・ Take the procedures for withdrawal from the National Health Insurance
system, hand back the insurance card, and ensure that unpaid insurance
premiums are fully paid.

 Terminating contracts for utilities, etc.
・ Inform the electricity and gas companies and the waterworks department of
the day of vacating the apartment, etc. and pay off any outstanding
charges.
・ Terminate mobile phone and Internet contracts.

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2. Tutor Activity Checklist
2-1 Acts Not Recognized as Tutor Activities
 Activities such as having meals, sightseeing,
and transportation services that are not related
to supporting students' academic, research,and daily life are not recognized as tutoring
activities.
 While online activities are permitted, they are
only allowed for international students who are
currently residing in Japan. Simply receiving
updates on their current situation does not
qualify as tutoring activities.

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2-2 Cautions Regarding Tutor Activities
 The following apply to the tutor's activities.
✓ Activities should be conducted
between 7AM and 10PM.

✓ Up to 4 hours of activity per day.

This applies per tutor.
Those who serve as tutors
for more than one int’l
student should be awareof this.

✓ The total working hours, including other employment
or paid work such as TA, should not exceed
7 hours and 45 minutes per day.
*This should include one-hour break.
Continuous activity for more than 5 hours is not allowed.
For example, you may work 4 hours from 8AM to 12PM,
and 3 hours and 45 minutes from 1PM to 4:45PM.

✓ The total working hours, including other employment
or paid work such as TA, should not exceed
29 hours per week.
✓ If an international student is a tutor, their total working
hours, including other part-time jobs, should not exceed
28 hours per week.
*Tutoring is considered a non-qualified activity, and violation may
result in disciplinary action under the Immigration Control Act.

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 If a tutor exceeds the maximum number ofavailable tutoring hours, no rewards will be paid forthe additional hours. However, there is no problem
if a tutor works less than the maximum number ofavailable hours.
 One tutor can tutor more than one international
student, but cannot tutor more than one student at
the same time. The reward is only for one student.
 Two tutors may tutor one international student, but
not the same student at the same time.
 If a tutor or tutored international student is
employed as a TA or part-time researcher, or
participates in classes, research/business trips,
training, conferences, overseas travel, or paper
presentations, tutoring cannot overlap with those
activities. Tutoring is possible on Saturdays,
Sundays, and holidays. Please also be careful
regarding days necessary for travel.
 Tutor cannot work unless the tutor student has
subscribed to a compensation system such as the
Gakkensai.

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2-3 Period and Number of Hours
Available for Tutor Activities
Period For international students enrolling from April to July 2024

➡ April 1 – July 31, 2024
 For international students enrolling from August to September 2024

➡ August 1 – September 15, 2024
 For JICA students➡ April 1 – September 15, 2024

Maximum number of hours
Tutored student’s student status is Regular student, research student, or teacher training student➡ Total 25 hours or less during the period
 Special auditing student, special research student, or Japanesestudies student (period of study is 5 months and more)➡ Total 15 hours or less during the period New JICA students➡ Total 75 hours or less during the period(50 hours for enrolled JICA students)

25All of the following are to be submitted by the tutoring student.
The form can be downloaded from the website of Institute of Global
Human Resource Development. If you have submitted the forms
before, please inform us by email.
https://intl.okayama-u.ac.jp/en/staff/students/tutor/submission/

2-4 Documents and Deadlines for Submission(after the tutor is assigned)
Deadline for Submission:
For tutors hired in April or May ➡ Fri, May 17, 2024
For tutors hired in June or July ➡ Fri, July 5, 2024
For tutors hired in August or September ➡ Fri, Sep. 6, 2024
1. Registration Form of your bank account＋ Copy of bankbook (Only international students who tutor)
 People who need to submit✓ Those who are new to tutoring✓ Those who tutored before but their student ID number has changed since then✓ Those who submitted the form for employment as a TA, part-time staff, medical
staff, etc. (Submission required because it is handled differently!) People who DO NOT need to submit✓ who tutored before and whose student ID number or bank account information
has not changed✓ who submitted this in the past for on-campus paid work, travel to conferences, etc.
and whose student ID number or bank account information has not changed

2. My Number Notification Form
Please submit this form at the International Affairs Department office.
Submission by on-campus mail cannot be accepted.

26

No payment will be made after the deadline.

2-5 Documents and Deadlines for Submission(after conducting tutor activities)
Deadline for Submission: Must be met!!
For tutors hiredfrom April to July ➡ Thu, August 1, 2024
from August to September ➡ Tue, September 17, 2024
for JICA students ➡ Tue, September 17, 2024
1. Post-tutoring Report✓ Print both sides to make it as one sheet
and fill it out with a ballpoint pen.

If there are two or moretutors for one international
student, please submit thereport together so that we
can check the overlap ofworking dates and times.

✓ Must be filled in by the tutor in their own handwriting.
✓ The signatures of the tutored international student and theirsupervisor are required.
✓ Submit the form at the International Affairs Department Office.
We will check for any incompleteness on the spot.
*Shikata Campus: Submit to the IAD Shikata office (1F, Admin Office Bldg.)*Kurashiki Campus: Submit to the IPSR office*Misasa Campus: Submit to the IPM office✓ If you did not do any tutor activities, no report is required.
Please notify the International Affairs Department by email.

27

28

29

3. Inquiries
International Affairs Department
Place: 1F, General Education Building C, TsushimaCampusPhone: 086-251-7439
Email: dde7046@adm.okayama-u.ac.jp(All inquiries)

International Affairs Department
Shikata OfficePlace: 1F, Administration Office Building (North),Shikata Campus
Phone: 086–253–6554
Email: dde7046@adm.okayama-u.ac.jp(All inquiries)30

4. Reference Flowchart

Flow chart of procedures from City Office to opening a bank account(Tutor Guide p.10-15)

Yes
No
ProceedArrival of intl.
student in Japan

Receive city office
documents at theInternational Affairs
Department office*1: With My Number on it.
Application at Okayama City
Passport and Citizens’
Service Corner on thebasement 1F of the
Okayama International
Center is recommended.
NOT at Kitakata Post Office.

Fill in all documents
and take proceduresat the city officeNo

Scholarship
recipient

Open bankaccount as needed

Yes

Obtain copy ofresidence certificate(*1)

Open account at
Japan Post Bank

Complete scholarshipprocedures at theInternational Affairs
Department

Finish31