December 1, 2023

FAQ
Regarding Certificates of Eligibility (CoE)NOTE: The information is subject to change without notice.

Kyoto University International Service OfficeDecember 1, 2023

FAQ Regarding Certificates of Eligibility (CoE)Contents
NOTES:.......................................................................................................... 2
Glossary ........................................................................................................ 2
1.Visa and Status of Residence ....................................................................... 3
2.Certificate of Eligibility (CoE) ....................................................................... 4
2.-1 CoE and Visa Applications .............................................................................. 4
2.-2 Expiration date of CoE .................................................................................... 7

3.Proxy Application of CoE by KUISO .............................................................. 8
3.-1 Documents required for Proxy Application of CoE by KUISO ................................ 8
3.-2 CoE Application for Accompanying Family Members: ”Dependent”....................... 10
3.-3 Withdrawal of Certificates of Eligibility ............................................................. 11
3.-4 Appropriate time to request KUISO to make a Proxy Application ........................ 11

4.Extension of Period of Stay and Change of Status of Residence .................. 12
4.-1 Application for an “Extension of Period of Stay” ............................................... 12
4.-2 Application for a “Change of Status of Residence” ............................................. 13

5.Special Re-entry Permission ...................................................................... 15
6.Points-Based Preferential System for Highly Skilled Foreign Professionals .. 16
7.Other Matters ........................................................................................... 16
7.-1 Short-term stay visa .................................................................................... 16
7.-2 Residence Card ........................................................................................... 18
7.-3 Permission to engage in activities other than those permitted under the status of residence ...... 18

8. Related Links ........................................................................................... 19

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NOTES:
1) The regulations regarding Certificates of Eligibility (CoE) are subject to change
as deemed necessary by the Immigration Bureau.
Please contact the Kyoto University International Service Office or
the Immigration Bureau in your residence area with any inquiries.
Immigration Bureau website: https://www.moj.go.jp/isa/about/region/index.html
2) A Certificate of Eligibility (CoE) is required when an international researcher or
student applies for a visa at the Japanese embassy or consulate general prior toarrival in Japan.

NOTES:

Glossary3) The regulations regarding Certificates of Eligibility (CoE) are subject to change*The following definitions have been abbreviated. Detailed definitions are available on theas deemed necessary by the Immigration Bureau.
Immigration Bureau website.

Please contact the Kyoto University International Service Office or
the Immigration Bureau in your residence area with any inquiries.
[Certificate
of Eligibility (CoE)]
Immigration Bureau website: https://www.moj.go.jp/isa/about/region/index.html
A certificate that is required when applying for a visa.
4) A Certificate of Eligibility (CoE) is required when an international researcher or[Visa]

student applies for a visa at the Japanese embassy or consulate general prior to
An official certificate issued by a Japanese embassy or consulate general that permits thearrivalin Japan.
bearerto enterJapan and specifies the reason/purpose of their stay.

[Short-term stay visa]
Often referred to as “tourist visas,” short-term stay visas are issued for purposes such assightseeing, family visits, business meetings, etc. It is not permitted to be employed inJapan on a short-term stay visa.

[Status of residence]“Status of residence” specifies the types of activities which the holder (a foreign national) is
permitted to engage in while in Japan. Different types of statuses of residence permit
different types of activities. Foreign nationals who enter Japan on short-term stay visas havethe status of “Temporary Visitor,” which permits them to engage in activities such assightseeing, family visits, etc., but they are not permitted to be employed. Working parttime with Temporary Visitor” status of residence is regarded as illegal employment.

[Residence card]“Residence Cards” are issued to foreign nationals who will reside in Japan for mid- to longterm periods. the details on the card include the holder’s name, basic personal information,
status of residence, and period of stay. Foreign nationals are obliged to carry their resident
card at all times. Please refer to item 7.-2 for further information.

[Mid to long-term Residents]“Mid to long-term residents” are defined as foreign nationals with permission to stay inJapan for over three months. Foreign nationals whose approved period of stay is less than
three months are not regarded as mid- to long-term residents, and they will therefore not
be issued with a resident card.

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1.Visa and Status of Residence

■
■

■

■

Q

What is a visa?

A

A visa is an official document that permits a foreign national to legally enter
Japan and specifies the reason for their visit or stay. It is issued by aJapanese embassy or consulate general (under the jurisdiction of the
Ministry of Foreign Affairs) and affixed in the holder’s passport. Visa
application procedures must be completed by applicant at the relevantJapanese embassy or consulate general.

A Certificate of Eligibility (CoE) is needed in order to apply for a visa.
A visa is, in principle, valid for three months from its date of issue and may be used only
once. A visa loses its validity once the holder has completed their immigration
procedures.
The period of validity of a person’s visa and the period of validity of their status ofresidence are not the same. Foreign nationals can apply to extend their period of stayat the Immigration Bureau. Please see item 4.-1 for further information.
Related item: 4.-1 Application for an “Extension of Period of Stay”

Q

What is “Status of residence”?

A foreign national’s “status of residence” specifies the activities that they
are permitted to engage in while in Japan. Depending on the type of statusof residence granted, certain activities may not be permitted.
■ The International Service Office submits proxy applications for the following four typesof status of residence: “Professor,” “Cultural Activities,” “Student,” and “Dependent.”
A

Permitted activities and requirements for each different status of residence:“Professor”: Permitted to engage in research, research supervision, andteaching at a university (or equivalent educational institution) or professional
training college in Japan.
“Cultural Activities”: Permitted to engage in artistic or academic activities forwhich the foreign national receives no income, or specialized research related toJapanese art or culture.
“Student”: Permitted to receive education at a university, professional training
college, or senior high school, or a take a senior high school course at a school for
persons with special needs.
“Dependent”: Issued to individuals who are the spouse or child of (and financiallydependent on) a foreign national residing in Japan under one of the following
statuses of residence: Professor, Cultural Activities, or Student.
■ Please note that KUISO does not submit proxy CoE applications for status ofresidence types other than those listed above.
Please contact your Immigration Bureau directly with any inquiries:
Immigration Bureau website: https://www.moj.go.jp/isa/about/region/index.html

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Q

Our department will host a doctoral student as an international research
associate. As they are a student in their home country, will their status ofresidence be “Student”?

A

It depends on the position that they will assume at Kyoto university.
Even if they are a student at their home university, if they are hosted asa researcher or faculty member at Kyoto University (e.g. international
research associate, assistant teaching staff, etc.), “Student” residence
status is not appropriate. In such cases, “Professor” or “Cultural
Activities” will be the appropriate status of residence.

2.Certificate of Eligibility (CoE)
2.-1 CoE and Visa Applications
Q

A

What is a Certificate of Eligibility (CoE)?
A CoE is a certificate that is required when applying for a visa at aJapanese embassy or consulate general. Usually, the applicant’s (e.g. a
student or researcher’s) host institution in Japan prepares all of therequired documents and submits the application to the Immigration
Bureau.
From March 17, 2023, CoE, which were previously only issued as printed
documents and sent to applicants overseas by postal mail, can now also
be received electronically by email.
CoEs issued for proxy applications by KUISO will be issued electronicallyby email by the Immigration Bureau, and provided to the applicants via
KUISO’s online system.

■ A CoE itself cannot be used as a visa.
A CoE is one of the documents required to apply for a visa at a Japanese embassy or
consulate general, and a visa is required for foreign nationals to legally enter Japan.
■ A CoE is not required for short-term stay visa applications.
■ Immigration Bureau website: https://www.moj.go.jp/isa/applications/procedures/10_00136.html

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Q

Our department will host international researchers and students, and they need
to obtain CoEs for their visa applications. How can we assist them in obtaining
the required CoEs?

A

The Kyoto University International Service Office (KUISO) will submit proxyapplications for the CoEs. Please request the proxy applications throughthe KUISO online application system.

■ The online application system can be accessed via the KUISO website at the following

URL: https://kuiso.oc.kyoto-u.ac.jp/facultystaff/coe_application_for_staff/■ Please note that the online application system is only accessible via the campus network.
■ KUISO also accepts requests for proxy CoE applications for international researchers andstudents who will be hosted at labs/offices located outside of Kyoto prefecture(e.g., the Center for Ecological Research in Shiga, the Institute for Geothermal Sciencesof the Graduate School of Sciences in Oita, the Center for the Evolutionary Origins of
Human Behavior in Aichi).
■ CoEs are issued by the Immigration Services Agency of Japan (under the jurisdiction of
the Ministry of Justice).

Q

A

Our department is going to host Japanese government-sponsored international
students. Do they need CoEs to applying for their visas?
International students who will receive Japanese Government (MEXT)
Scholarships do not need CoEs to apply for their visas.
The students should personally apply for “Student” visas at the relevantJapanese embassy or consulate general, submitting their MEXT
Scholarship Certificate (or equivalent document) together with theirapplication.

Q

Our department is going to host a student who is already enrolled at a language
school/college in Japan. Does the student need to obtain a CoE?

A

If the student has “Student” residence status, then a new CoE is not
required. Please provide the student with information on how to extend
their period of stay.

■ A notification regarding the student’s change of institution of affiliation must be
submitted to the Immigration Bureau within 14 days of the change.
■ KUISO website: https://kuiso.oc.kyoto-u.ac.jp/en/visa/residence/5

December 1, 2023

Q

After enrolling as a research student for one year, I plan to proceed to a master’s
program. Can I apply for a CoE for a status of residence that will enable me tostay in Japan for three years?

A

The approved period of stay is determined according to the period statedin the acceptance certificate (admission letter, etc.) issued by theuniversity. As you have not yet been officially accepted into the master’s
program, your period of stay will be determined according to your periodof enrollment as a research student.

■ The period of stay granted depends on the type of status of residence. For example, if
the status of residence is “Professor,” one of the following periods of stay will be granted
depending on the period of enrollment at the university: 5 years, 3 years, 1 year, or 3
months.
■ Please visit the KUISO website for information about other statuses of residence.
Statuses of residence for which Kyoto University provides proxy applications:
https://kuiso.oc.kyoto-u.ac.jp/en/before_arriving/aboutvisa/

Q

A

How long does it usually take for a CoE to be issued after an application is
submitted to the Immigration Bureau?
It is recommended to prepare the required documents well in advance.
The usual periods required for the issue of each category of CoE are as
detailed below:“Professor” and “Cultural Activities”: approximately two to three weeks*“Student”: approximately three to four weeks**Indicates the time required after submitting all of the necessary
documents to the Immigration Bureau.

■ It can take over one month for CoEs to be issued at times when the Immigration Bureau
is receiving a large number of applications. For example, you may have to wait longer
than usual for your CoE to be issued during January–February and July–August, whenmany people are preparing for university admission.
■ The time required to process applications can also be longer for cases in which the
Immigration Bureau requests the applicants or host laboratory/faculty to submit
additional documents, for instance, if the research content involves matters of the
security export control.

■Q

Our department is planning to host an international researcher/student, but they
are currently staying in a country that is different from their nationality. Will the
researcher/student be able to apply for a visa in that country?

A

Please contact the Japanese embassy or consulate general where theresearcher/student intends to apply for their visa to inquire about thismatter.

If a person submits a visa application to a Japanese embassy or consulate general in acountry other than that of their nationality the application may be rejected. In this case,the applicant may have to return to their home country.

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Q

An international researcher/student that our department is hosting has asked us
to be a guarantor for their visa application. Can we agree to do so?

A

Usually the international researchers/student’s host professor serves as
their guarantor. However, please follow the regulations of the specific hostlaboratory/faculty, if any.

Being a guarantor does not entail accepting any legal responsibility for the applicant. A
guarantor is regarded as a person who will provide any required guidance to theresearcher/student to ensure that they can securely and consistently pursue the purpose
for which they came to Japan (research, study, etc.).

Q

How long does it take for a visa to be issued?

A

It usually takes five business days. Please contact the Japanese embassy
or consulate general to confirm the actual time required.

2.-2 Expiration date of CoE

Q

I have received CoE, but my arrival in Japan been postponed. Should I keep the
CoE until my new schedule for arrival is confirmed?

A

A CoE is valid for three months. Foreign nationals must ensure that their
CoE and visa are both valid when entering Japan.

■ It is not possible to enter Japan with a valid visa only. The CoE and visa must both bevalid.
■ If the intended date of arrival is delayed, and it will not be possible to arrive in Japan
before the CoE’s expiration date, you will need to return your CoE to the Immigration
Bureau and apply for a new CoE.
■ Related item:3.-3 Withdrawal of Certificates of Eligibility

Q

My CoE has expired, but my visa is still valid. Will I be permitted to enter Japan?

ANo, you will not. You are required to have both a valid CoE and a valid visa
to enter Japan.

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3.Proxy Application of CoE by KUISO
3.-1 Documents required for Proxy Application of CoE by KUISO■

Q

One of the documents required for the CoE proxy application is a certificate ofenrollment/ acceptance/employment. What exactly is it?

A

It is a certificate that states the conditions under which an international
researcher or student is being accepted by Kyoto University.
For example:
In the case of researchers: a certificate of acceptance, certificate of
employment, etc.
In the case of students: a letter of acceptance, admission letter, certificate
of research activities, etc.

The certificate must be issued by the section in charge of issuing certificates in thehost department/faculty in accordance with the faculty’s regulations.

■

The official seal may be omitted if permitted by the host department/faculty. A
certificate issued by the host professor is not acceptable.

■

With the exception of certificates that cannot be re-issued, the certificate must havebeen issued within three months prior to the submission of the application to the
Immigration Bureau.

■

In the case of "non-regular students" (research students, special auditing students,
short-term international students, etc.) the certificate must include the details of thestudent’s weekly study/research hours (should be at least 10 hours per week).
Separately issued weekly study/research hour certificates are also acceptable.

Examples of “weekly study/research hours” certificates■

For the CoE proxy application for students who are returning to the university, insteadof the letter of acceptance, admission letter, etc., both a certificate of enrollment stating
the period of the leave of absence and an academic transcript are required.

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Q

A

If an international student will return to the university after a temporary absence,
what documents are required for KUISO to make a proxy application for the
student’s CoE?
A certificate of enrollment, academic transcript, and document showing
the reason for the temporary absence such as a copy of a notification ofleave of absence.

■ The certificate of enrollment must include details of the period of the leave of absence.
■ If you are unable to obtain an academic transcript due to reasons such as taking aleave of absence from the university immediately after enrollment, please inform us ofthat fact.
■ Students who will return to the university after military service must submit a military
service certificate in English (or translated into English or Japanese).

Q

When hosting an international researcher, is it necessary to include the amountof salary/compensation that they will be paid in the acceptance letter or thefunding certificate?

A

Yes. The amount (total or monthly) and the payment period should beindicated in the acceptance letter or funding certificate.

Q

I’d like to upload the acceptance letter from Kyoto University and a scholarshipcertificate issued by my home university. The former is in English and the latteris in German. Do I have to provide Japanese translations of such documents thatare officially issued by institutions?

A

Please provide documents written in Japanese or English. For documents
issued in other languages, please provide a summary in Japanese or
English (may be written by the international researcher/student
themselves).

Q

Will all of the certificates submitted for the CoE application be returned once theapplication procedures have been completed?

A

If the certificates are required to be returned, please inform KUISO whensubmitting the request for the CoE proxy application (or earlier). In
principle, the Immigration Bureau does not return submitted certificates ordocuments.

Q

Does the international student’s host faculty need to complete the “Organization”
section of the CoE application in advance?

A

No, KUISO will complete the “Organization” section of the CoE application.

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Q

I am currently in process of renewing my passport. Will my CoE application besuspended until I submit the new passport number?

A

The new passport number is not required for the CoE application. Please be
sure to notify us that your passport is currently in process of renewal.

The number of the passport that you use to enter Japan does not have to be the sameas the number provided in the CoE application.
Please note, however, that the spelling of your name on the old and new
passports must be exactly the same.

■ KUISO will contact the applicant directly to explain the procedures regarding the passport renewal.

3.-2 CoE Application for Accompanying Family Members: ”Dependent”
Q

My spouse and children will accompany me to Japan. Can I ask KUISO to submit
proxy applications for their certificates of eligibility?

A

Yes, you can.
The international service office will apply for their certificates of eligibility
together with yours. Their CoEs will be for “Dependent” residence status.
You will be required to provide us with an officially issued copy of yourmarriage certificate and birth certificates for all children.

Please note the following:■ Only the spouse and children of an international student/researcher are legally eligible
to stay in Japan with “Dependent” residence status. Please note that parents, siblings,
common-law partners, and fiancé(e)s are not eligible for “Dependent” status underJapanese law.
■ If your spouse or children will only be in Japan temporarily in order to visit you, they are
not eligible for “Dependent” residence status and must obtain a short-term stay visa.
■ KUISO can only simultaneously submit CoE applications for a spouse and children in thefollowing circumstances:-The duration of their stay will exceed the period permitted by a short-term stay visa.
-The spouse/children will enter Japan at approximately the same time as theinternational student/researcher.
■ In the following circumstances, KUISO cannot simultaneously submit CoE applications
for a spouse and children:-The person who supports the dependents (i.e. the international student/researcher),
has already been living in Japan for a period of time.
■ For further information, please refer to the KUISO website:
https://kuiso.oc.kyoto-u.ac.jp/en/visa/family/

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December 1, 2023
3.-3 Withdrawal of Certificates of Eligibility

QA

I have submitted my CoE application to the Immigration Bureau, but my travel toJapan has been canceled. Should I withdraw the application?
Please inform KUISO if your travel to Japan is canceled.
KUISO will withdraw your application on your behalf.

■ If the only issue is that your intended date of arrival will be delayed, you can still use your
CoE provided it is still valid.
■ If it will not be possible to arrive in Japan before the CoE’s expiration date, you will needto return your CoE to the Immigration Bureau and apply for a new CoE.
■ Related item：2.-2 Expiration date of CoE

3.-4 Appropriate time to request KUISO to make a Proxy ApplicationQ

It is several months until our department will host an international
researcher/student, but can we apply for KUISO to submit their CoE proxyapplication via the online system?

A

Yes, you can submit the application in advance, and KUISO will contact theinternational researcher/student at a suitable time.

■ The CoE is valid for three months. We usually arrange for CoE applications to besubmitted to the Immigration Bureau two months prior to the persons intended date ofarrival in Japan.
■ Any certificates submitted to the Immigration Bureau must have been issued within
three months of the date of submission of the application. Please be sure to check theissue date of all certificates before uploading them to the KUISO system.

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December 1, 2023
4.Extension of Period of Stay and Change of Status of Residence

Applicants must visit the Immigration Bureau in person to apply for
an Extension of Period of Stay/Change of Status of Residence.

4.-1 Application for an “Extension of Period of Stay”

Q

An international student who was accepted as a research student will now enroll
in a master’s degree program. Does the student need to complete any procedureswith KUISO?

A

The student must apply for an “Extension of Period of Stay” at the
Immigration Bureau. KUISO does not handle such applications. The
procedure must be completed by the student themselves.

■ For further information, please refer to the KUISO website below.

https://kuiso.oc.kyoto-u.ac.jp/en/visa/extension/

Q

A

In the “Organization” section of the application form, there is a field to enter the“Name of Representative,” and affix their seal. Who should be the representative,
and which seal is appropriate?
Please enter the name of the dean of the host faculty in the “Name ofRepresentative” field. The seal is no longer required in the latest version of
the application form.

Q

How many months before the expiration date can I apply for an “Extension of
Period of Stay?”A

The Immigration Bureau accepts applications for an “Extension of Periodof Stay” approximately three months before the end of the currently
approved period of stay. The standard processing period is two-to-fourweeks.

■ Please refer to the website below for more information.

Immigration Bureau website: https://www.moj.go.jp/isa/applications/procedures/16-3.html

Q

My approved period of stay will end before the procedures to extend my periodof stay/change my status of residence is completed. Am I permitted to remain in
Japan in such circumstances?

A

A “grace period” may be applied when the processing time of suchapplications exceeds the expiration date of the period of stay. You may be
granted permission to remain in Japan until the application is processed.

■ KUISO website: https://kuiso.oc.kyoto-u.ac.jp/en/visa/extension/■ Immigration Bureau website:
https://www.moj.go.jp/isa/applications/procedures/tokureikikan_00001.html

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4.-2 Application for a “Change of Status of Residence”

Q

An international student who was accepted as a research student willsubsequently be employed as a researcher. Do they need to complete any
procedures via the International Service Office?

A

The student must apply for a “Change of Status of Residence” at the
Immigration Bureau. The International Service Office does not handle suchapplications. The procedure must be completed by the student themselves.

■ KUISO website: https://kuiso.oc.kyoto-u.ac.jp/en/visa/extension/

Q

In the “Organization” section of the application form, there is a field to enter the“Name of Representative,” and affix their seal. Who should be the representative,
and which seal is appropriate?

A

Please enter the name of the dean of the host faculty in the “Name ofRepresentative” field. The seal is no longer required in the latest version of
the application form.

Q

I’m an international researcher/student and I am a national of a country which
has visa exemption arrangements. As my enrollment was approved at short
notice, there was not sufficient time to arrange for an appropriate visa, so I
entered Japan with a short-term stay visa, although I will stay in Japan for morethan 90 days. How can I change my status of residence?

A

As a foreign national, you must acquire the correct status of residence foryour activities in Japan before arrival. In this situation, the Immigration
Bureau may deem that you have entered Japan on an improper visa. Pleasecontact the Immigration Bureau immediately and follow their instructions.

■The Immigration Bureau has issued instructions that people should not attempt tochange their status of residence from short term stay to another status.
■ If the Immigration Bureau instructs you to apply for a Certificate of Eligibility, pleasecontact the International Service Office.

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December 1, 2023■

Q

I’m an international student who will graduate from the university soon, and I
have received an employment offer in Japan. My current “Student” residence
status will expire after my graduation. Can I stay in Japan until my employment
commences?

A

Provided they meet certain requirements, students who receive an
employment offer before or after graduation may be able to change theirstatus of residence to “Designated Activities” in order to stay in Japan until
their employment begins.

KUISO website: https://kuiso.oc.kyoto-u.ac.jp/en/visa/change_of_status/designated_activity/Q

I’m an international student who will graduate from the university soon and am
currently seeking employment in Japan. My current “Student” residence statuswill expire after my graduation. Can I stay in Japan till I find employment?

A

If you do not find employment by the time you graduate, you may bepermitted to change your status of residence to “Designated Activities”
provided certain conditions are met. Please contact the Immigration
Bureau.

Q

I’m an international student and will take a leave of absence. Can I continue tostay in Japan with “Student” residence status?

A

You are not permitted to stay in Japan with “Student” residence statusduring a leave of absence. You are required to leave Japan as soon as
possible. If there are any specific reasons that you must remain in Japan,
please consult with the Immigration Bureau before taking the leave ofabsence. Please note that KUISO cannot handle such matters.

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December 1, 2023
5.Special Re-entry Permission■

Q

I’d like to temporarily return to my home country. Do I need to obtain a new visa
to re-enter Japan?

A

Please apply for a “Special Re-entry Permission.” Special Re-entry
Permission enables you to re-enter Japan without obtaining a new visa
provided your passport and residence card are valid, and you re-enter
Japan within one year from the date of departure.

If your approved period of residence will expire in less than one year after your departurefrom Japan, you must re-enter Japan before the expiration date of the approved periodof residence.
Please refer to the following websites for further details. KUISO website:
https://kuiso.oc.kyoto-u.ac.jp/en/visa/residence/■ If you leave Japan without Special Re-entry Permission, you must acquire a new
Certificate of Eligibility and a new visa in order to re-enter.
■ Applicants must visit the Immigration Bureau in person to apply for an Extension of
Period of Stay/Change of Status of Residence. If the applicant will be unable to returnto Japan in time to begin the necessary procedures, they must begin the procedures
before leaving Japan.

Embarkation and Disembarkation Card for Re₋Entrants (available at airports in Japan)
Immigration Bureau website:https://www.moj.go.jp/isa/publications/materials/re-ed_index.html

Please be sure to select [ 1 ] at the departure inspection,
if you are leaving Japan with Special Re-entry Permission.

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December 1, 2023
Q

I’ve applied for an Extension of Period of Stay/Change of Status of Residence, andhave been waiting for it to be approved. In the meantime, can I leave Japan with
Special Re-entry Permission?

A

Yes, you can. However, you are strongly recommended ensure that you arecontactable by the Immigration Bureau, in case they need to confirm yourapplication.

■ The applicants need to start the procedure before leaving Japan if they cannot return toJapan by the time the procedures required are started.

6.Points-Based Preferential System for Highly Skilled Foreign
Professionals
Q

What is the Points-Based Preferential System for Highly Skilled Foreign
Professionals?

A

This system provides the preferential immigration treatment for highly
skilled foreign professionals who contribute to capital and labor, or are
expected to generate innovation in industries in Japan.

◼ KUISO website: https://kuiso.oc.kyoto-u.ac.jp/en/visa/for_highly_skilled/Q

One of the documents required to apply for preferential immigration treatment
through the system is evidence that the applicant is affiliated with an organizationthat has receives financial support related to innovation. How can obtain such a
document?

A

The International Service Office can provide a document showing that
Kyoto University receives financial support related to innovation. Pleasecontact us at the following email address to request the document:[kuiso-coe@mail2.adm.kyoto-u.ac.jp ].

7.Other Matters
7.-1 Short-term stay visa
Q

What is a short-term stay visa?

A

A short-term stay visa is issued for activities such as sight-seeing,
recreation, visiting family members, business meetings, etc. It is often
referred to as a “tourist visa.” A Certificate of Eligibility is not required toapply for this type of visa.

■ Persons holding short-term stay visas are not permitted to engage in activities for which
they are paid or remunerated.
■ In principle, the Immigration Bureau does not accept applications to change status ofresidence from “short-term stay” to another status. Such applications will be rejected,
except in extraordinary circumstances.

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Q

I want to visit Japan to attend a meeting to organize future collaborative research.
I will stay for one week and receive no remuneration during the visit. Can I enter
Japan on a short-term stay visa?

A

If you are a national of a country which has visa exemption arrangements,a short-term stay visa is not required. If not, please acquire a short-term
stay visa.

◼ Please refer to the following website for further information.
Ministry of Foreign Affairs: https://www.mofa.go.jp/j_info/visit/visa/short/novisa.html■ Most visa exemption arrangements between Japan and other countries/regions allow
national of those countries to stay in Japan for up to 90 days without obtaining a visa.
However, the duration permitted is different for different nationalities. Please contact theJapanese Embassy in your country/region for specific information.
■ If you receive remuneration or payment that the Immigration Bureau regards asearnings, you might not be permitted to enter Japan on a short-term stay visa.

Q

Does the International Service Office provide assistance with short-term visa
applications?

A

Unfortunately, we don’t provide such support. Please consult your hostfaculty office.

■ If you are planning to attend an academic meeting (symposium, conference, etc.), but
are not a national of a country with visa exemption arrangements, please apply for ashort-term visa. For details of the application procedure and requirements, pleasecontact your nearest Japanese embassy or consulate general. Please note that you
cannot apply for a short-term visa if you receive any form of payment or
remuneration.
■ Documents, such as an invitation letter, letter of guarantee, etc., which are required
when applying for a short-term visa should be issued by your host professor or hostlaboratory/faculty.
■ Please refer to the website below for detailed information.
Ministry of Foreign Affairs website: https://www.mofa.go.jp/j_info/visit/visa/index.html

QI’ll will be hosted by Kyoto University as a researcher, and I need an invitation
letter issued by the university/host laboratory in order to apply for a short-term
visa. Can I ask for one to be issued via the International Service Office’s online
system?

A

The International Service Office does not provide assistance with shortterm visa applications, and the online system does not have a function torequest invitation letters. Please contact your host laboratory directly.

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December 1, 2023

Q

I entered Japan on a short-term stay visa since, as the planned duration of myvisit was less than 90 days. However, I’d like to extend my stay in Japan tocontinue my research. Is it possible to extend my stay in Japan if I apply to the
Immigration Bureau for an “extension of period of stay?”A

An extension of period of stay is only approved in an extraordinary
circumstance, such as if you require medical treatment. We recommended
that you return to your home country, and then re-enter Japan with a new
visa that is appropriate for your activities.

7.-2 Residence Card
Q

Where and how can I obtain a residence card?

A

A residence card will be issued upon arrival if at the following airports: New
Chitose Airport, Narita International Airport, Haneda Airport, Chubu
Centrair International Airport, Kansai International Airport, Hiroshima
Airport, or Fukuoka Airport. If arriving at any other airport, the residencecard will be issued later and sent by mail to mid to long-term residents once
they have registered their residential address at the local municipal office.

■ Residence cards are issued to “mid- to long-term residents” (who are granted a periodof stay of four months or more).
■ Residence cards are not issued to persons who enter Japan on a “short-term stay” visa,
or those whose period of stay is three months or less.
■ If you receive approval to extend your period of stay, and the additionally approved
period is four months or more, you will be issued with a residence card.
■ When an “Extension of Period of Stay” or “Change of Status of Residence” is approved,
a new residence card will be issued.
■ Related item: 4.-1 Application for an “Extension of Period of Stay”

7.-3 Permission to engage in activities other than those permitted under the
status of residenceQ

We would like to ask an international researcher in our laboratory to do sometranslation work. Would that be legally acceptable?

A

Please contact the Immigration Bureau and follow their instructions.

■ In the past, there have been cases in which a foreign national with "professor" status ofresidence of was required to apply for “permission to engage in activities other thanthose permitted under the status of residence,” because translation was not deemed to
be a type of work that is covered by "professor" residence status.

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December 1, 2023

Q

We’d like to hire an international student as a research assistant (RA). Does thestudent need to apply for “permission to engage in activities other than permitted
under the status of residence?”A

If hiring an international student as a RA or TA who assists witheducation/research at the university, the student does not need to obtain“permission to engage in activities other than those permitted under the
status of residence.”■

KUISO website: https://kuiso.oc.kyoto-u.ac.jp/en/visa/work_permit/■

Please contact the Immigration Bureau in your residence area if you have any questions.
Immigration Bureau website: https://www.moj.go.jp/isa/about/region/index.html

Q

I will graduate from the university in one week, but my status of residence is valid
for a few more months. Can I engage in part-time work until the end of theapproved period?

A

No. International students lose their student status upon graduation.
“Permission to engage in activities other than those permitted under the
status of residence” is applicable to the individual’s status as a student, andyou will therefore not be able to engage in such activities (i.e. part-timework) once you have graduated and lost your student status.

8. Related Links◆

Immigration Services Agency of Japan
https://www.isa.go.jp/en/index.html◆

Ministry of Foreign Affairs of Japan: Visas
https://www.mofa.go.jp/j_info/visit/visa/index.html◆

Kyoto University International Service Office: Visas and Status of Residence
https://kuiso.oc.kyoto-u.ac.jp/en/before_arriving/aboutvisa/

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