- Important Formalities For Self-Supporting Students, Foreign Governments/Private Foundation Scholarship Recipients, etc. This information is meant for those to be enrolled in the Graduate School of Agriculture & Life Science/Faculty of Agriculture, The University of Tokyo, from April 2015. Prior to the arrival in Japan What to do Preparing the documents to bring along (depending on your needs): Photographs (about 10, 3.5 cm 4.5 cm size) Cash/Traveler s check (about 1,000 US dollars) Travel insurance (optional) Graduation certificate (Original) and Transcript (Original) Any other documents you consider necessary Self-supported students, especially those who wish to apply for scholarships after arrival in Japan, are advised to bring at least three copies each of the Graduation Certificates and Transcripts. Finding accommodation: If you do not get accommodation in the dormitory, request your supervising professor to help you in finding accommodation. The following links may be useful: The University of Tokyo Housing Office: http://www.u-tokyo.ac.jp/en/administration/housing-office/housing/index.html OICE website of our graduate school: http://www.a.u-tokyo.ac.jp/english/oicehp-e/accommodation.html (See Information for international students looking for accommodation.) Some private accommodations: Asia Bunka Kaikan: http://www.abk.or.jp/accommodation/index.html (in Japanese only for the details) Uphill International House of Studies: http://www.tomisaka.jp/uphill/uphill_en.htm (walking distance from our graduate school, furnished, no key money or deposit required) The University of Tokyo CO-OP: 1 / 13
http://www.univroom.com/utcoop/ (in Japanese only) Familiarize yourself with the transportation/directions from the airport: If your laboratory does not arrange for someone to pick you up at the airport, please be prepared to travel to the university or your guesthouse/apartment, etc. from the airport. Confirm the route and transportation fees from the airport to the university or accommodation in advance. Following links will provide you the necessary information: http://www.narita-airport.jp/en/ (Narita Airport) http://www.tokyo-airport-bldg.co.jp/en/ (Haneda Airport) At the airport of entry (immigration) Important note Check your residence card carefully at the airport immigration: Residence card will be issued to those who have a student resident status (except for those on three months or less residence period) at the airport immigration. Please check if your information appearing on the card is correct as soon as you receive your residence card from the immigration officer. It is especially important to confirm if your name indicated on the card is exactly the same as the one shown in your passport. If there are any errors such as misspelling and missing space between your names, ask the immigration officer to correct immediately. Otherwise, you will have to go to the Tokyo Immigration Office personally for correction/procedures afterwards. Even if the information on your residence card is slightly different from the one in your passport, you will not be able to complete official formalities at the bank, etc. (such as opening a bank account). Upon Arrival What to do Move into the Dormitory: The Housing Office, The University of Tokyo, has sent Notification of Admission through the Online System for Todai Accommodations (OSTA) to those who have been selected as residents in the University of Tokyo International Student Dormitory. Prospective residents of International Hall of Residence (Mitaka, Oiwake, and 2 / 13
Toshima) are requested to follow the instruction in the email sent from the Housing Office. Prospective residents of International Lodge (Komaba, Shirokanedai, and Kashiwa) are requested to download the Must-read for Future Residents of respective lodges from the following link and confirm necessary communication with the office and move-in procedures, etc.: http://www.u-tokyo.ac.jp/en/administration/housing-office/download/index.html Bedding material (e.g. bed cover, blanket, pillow, etc.) is not provided. However, some dormitories rent it out to students. Contact the respective dormitories about the rental procedure, etc. Application forms can be downloaded from the following link: http://www.u-tokyo.ac.jp/en/administration/housing-office/download/index.html Report on your place of residence to the ward/city office in the area of residence (within 14 days after your place is decided): Required for reporting ( Move-in notification ): Residence card (received at the airport immigration at the time of your entry into Japan), Passport National Health Insurance: Apply for National Health Insurance at the ward/city office in the area of residence. Required for application: Residence card (received at the airport immigration at the time of your entry into Japan), Passport Open an account at a bank: Bank account is necessary for receiving scholarship transfer and for payment (electronic withdrawal/transfers) of monthly rent, utility expenses, telephone bills, tuition fees, etc. Please enquire with the bank about the procedure for opening an account. For your reference, most banks require the following documents, etc.: Passport Residence card (The residence card should indicate the address of your residence where you can surely receive your bank book and card that will be sent by post afterwards.) 3 / 13
Student ID card (or Certificate of Enrollment) Seal Bank of Tokyo-Mitsubishi UFJ Account Opening Service by UTokyo (PDF) Apply for Admission Fee/Tuition Fee Exemption (if desired): Only regular students are eligible to apply. Period of Application for Admission Fee Exemption: February 12 ~ March 16 Period of Application for Tuition Fee Exemption: March 12 ~ April 9 For further details, refer to the following link: http://www.a.u-tokyo.ac.jp/english/oicehp-e/exemption.html University Enrollment Procedures: Period: March 12 ~ March 16 Venue: Regular students: Conference Room 141, Faculty of Agriculture Bldg. 3 Research students: Graduate Student Section, Students Center What to submit: College Register Form Copy of Residence card ( Student resident status should be indicated.) Transfer of Entrance Examination/Admission Fees Receipt Form (C-Form) Degree Certificate of the university/graduate school attended (for those who did not submit at the time of application) Certificate of withdrawal (only for those who cancelled their enrollment in another university) Tuition fee deposit account remittance request form (except research students) Pay the fees (*): Entrance Examination Fee: Pay the fee at a bank and submit the C-Form to the university. Admission Fee: (1) If you apply for admission fee exemption, submit the receipt during the enrollment procedure. (2) If you do not apply for admission fee exemption, pay the fee at a bank and submit the C-Form during the enrollment procedure. Tuition Fee: (1) If you apply for tuition fee exemption, do not pay the fee until the screening result 4 / 13
is informed. (2) If you do not apply for tuition fee exemption, the fee will be deducted from your bank account in May *Only master s and doctoral students are eligible to apply to Admission/Tuition fee exemption. *If the fees will be transferred directly to the university s bank account by your scholarship foundation/university/government, our school s accounting section should be informed about it beforehand. Email Address Registration: Submit the registration form to the OICE. Registration for Scholarship Application (if desired): This registration is required if you wish to apply for scholarships through the university. Prospective recipients of private foundation scholarships, etc. need not register. Period for Registration: First Period: March 6 ~ March 25 Students who register during the first period will be able to apply for the scholarships posted on the OICE website on and after April 1, 2015. Second Period: March 26 ~ April 10 Students who register during the second period will be able to apply for the scholarships posted on the OICE website on and after May 1, 2015. For more information, refer to the following link: http://www.a.u-tokyo.ac.jp/english/oicehp-e/scholarship.html Apply for Japanese Language Course (if desired): Refer to the OICE website for the further details: http://www.a.u-tokyo.ac.jp/english/oicehp-e/japanesecourse.html Participate in the Guidance of our graduate school/faculty (regular students only): Graduate students: Date: April 3, 9:30 am ~ Followed by the departmental guidance from 13:00 pm Undergraduate students: 5 / 13
Date: April 3, In the afternoon Followed by the guidance of respective majors Receive your student ID card: Graduate students joining the master s or doctoral course in April will receive the student ID card during the respective departmental guidance. *Those joining as research student can collect from the Graduate/Undergraduate Student Section. Apply for IC (SECOM) card: IC (SECOM) card and code number are required to enter the building of the Faculty of Agriculture at night (20:00 hr to 8:00 hr next morning), weekends and holidays. Apply at the Graduate/Undergraduate Student Section. OICE Guidance: The guidance will take place at the Office for International Cooperation and Exchange (OICE). Please attend one of the following sessions. Date: April 6 (Mon) 10:30 ~ 11:30, 14:00 ~ 15:00, or Date: April 7 (Tue) 11:00 ~ 12:00 Meeting Place: OICE, Faculty of Agriculture Bldg. 3, Room 101 (1st floor) URL: http://www.a.u-tokyo.ac.jp/english/oicehp-e/newstudents.html Participate in the Orientation for New International Students (if desired): Date: April 9 (Thu) Time: 14:30 ~ 18:00 (Registration starts at 14:00 hr.) Refer to the International Center s link for the further details: http://www.ic.u-tokyo.ac.jp/ic/orientation/index_e.html Participate in the Entrance Ceremony (if desired): Students joining the master s and doctoral course are eligible to attend. Date: April 13 (Mon) 14:20 hr ~ Venue: Nippon Budokan Map: http://www.nipponbudokan.or.jp/about/access.html (in Japanese only) Register for classes offered in the S1 term: Students register through UT-mate. (Except research students) 6 / 13
Registration period: April 6 ~ April 20 Join the Japanese Language Support by our graduate school/faculty (if desired): Our graduate school/faculty offers the Japanese language support NOGAKUBU NIHONGO NO KAI. If you are interested, contact the OICE. For further details, refer to the following link: http://www.a.u-tokyo.ac.jp/english/oicehp-e/japanesecourse.html About student commuter pass (regular students only): Students enrolled in the regular undergraduate/master s/doctoral course (except for research students) can avail the student discount on train pass. Go to the train station and purchase the pass. Students will be asked to show the certificate for purchase of student commuter pass (distributed by our graduate school/faculty), student ID, and residence card. Undergo Medical Check-up: Students must undergo the medical check-up every year. The further details can be downloaded from the following link: http://www.a.u-tokyo.ac.jp/english/oicehp-e/reminder/20150227-1-1e.pdf This check-up will take place at the Hongo/Komaba Health Service Center, the University of Tokyo. Library Tour in English (University Library for Agricultural and Life Sciences): Date: April 17 (Fri) 13:00 ~ Further details will be uploaded on the following link: http://www.lib.a.u-tokyo.ac.jp/lib/index-e.php In case of having stayed in Japan since before admission Report to the Immigration Office: If you have been enrolled in/affiliated with another institution (university or graduate school, etc.) in Japan until your enrollment in the University of Tokyo, you need to report on the change of the affiliated institution to the Immigration Office. Submit a form either online, personally, or by postal mail within 14 days after your enrollment in the University 7 / 13
of Tokyo. For online submission, do the needful from the following link: https://www.ens-immi.moj.go.jp/na01/naa01saction.do;jsessionid=0058fb69c0e40d 8840C39B98B87A4BFAS01?hdnGng=L2 Office for International Cooperation & Exchange (OICE) Tokyo Tourism Info The University of Tokyo (For International Students) Useful Links http://www.a.u-tokyo.ac.jp/english/oicehp-e/index.html All information (including scholarship, accommodation, reminders, etc.) to be conveyed to the international students enrolled in our graduate school/faculty is regularly updated on the OICE website. http://www.tourism.metro.tokyo.jp/english/ For information on Tokyo (such as climate, money, transportation. Phone, internet, etc.) http://www.u-tokyo.ac.jp/en/ International Student Guide Book can be downloaded from this link. Contact Information Tel: +81-3-5841-8122 (from outside Japan) Office for International Cooperation & 03-5841-8122 (from within Japan) Exchange (OICE) Email: oice@ofc.a.u-tokyo.ac.jp Tel: +81-3-5841-0583 (from outside Japan) International Student Section 03-5841-0583 (from within Japan) Email: ryugaku@ofc.a.u-tokyo.ac.jp 8 / 13
Procedures during your enrollment in our graduate school/faculty What to do Where to go/submit, etc. Note Registration for classes (Except research students) Register through the UT-mate during the registration period each term. Medical Check-up Health service Center, Hongo/Kashiwa/Komaba Branch Students must take a medical check-up every year. For details, refer to the website of the University s Health Service Center: http://www.hc.u-tokyo.ac.jp/en/index. html Tuition Payment Regular students: Pay via electric withdrawal from the bank account (in May and November) University HP: http://www.u-tokyo.ac.jp/en/prospective-students/tuition_fees.html Research students: Pay Via bank transfer and submit the C-Form to the Graduate Student Section Registration of (update on) address and email Regular students: Register/update through the UT-mate on the website. Research students: Register/update at the counter of Graduate/Undergraduate Student Sections. Change of Address 1. Ward/City offices In case you move out to another ward/city: Go to both offices in the area of your old and new residence 1 Submit the move-out notification at the ward/city office in the area of your old residence before you move out. 2 Complete the formalities at the ward/city office of your new residence within 14 days after you move in. In case you move within the same ward/city: Submit the change-of-address notification to the ward/city office. 9 / 13
2. Undergraduate/Graduate Student Section Regular students: Update your address via UT-mate. Research students: Report to the Undergraduate/Graduate Student Section. 3. Bank Must report to the bank about change of address. Extension of period of stay 1. International Student Section Obtain the institutional seal on the application form before submitting to the immigration office. 2. Immigration Office Report changes in status of residence International Student Section Submit a copy of your Residence card after you obtain the renewed one. About overseas visit http://www.a.u-tokyo.ac.jp/english/oicehp-e/notification/20140307ove rseasvisit-e.pdf Application for Overseas Study Trip International Student Section Overseas visit for academic research/purpose Submit the application form with supervisor s seal before departure. *If the period of the trip is more than two months, additional procedures will be required. Hence, make sure that you consult the Graduate Student Section in advance. Notification of Return to Japan After you return to Japan, obtain your supervising professor s seal on the notification form and submit it along 10 / 13
with a copy of passport page showing immigration stamps (departure/entry dates). Notification of Overseas Visit/Tempor ary Visit to Home Country Notification of Return to Japan International Student Section Overseas visit for personal reasons (visiting home country or sightseeing, etc.) Submit the application form with supervisor s seal before departure. After you return to Japan, obtain your supervising professor s seal on the notification form and submit it along with a copy of passport page showing immigration stamps (departure/entry dates). A special re-entry permit system In accordance with the new Special Re-entry Permit System, Re-entry Permit from the Immigration Bureau is not required as long as you return to Japan again within one year after your departure. However, if your period of residence expires in less than one year after your departure, you must re-enter Japan before the expiry date. For further details, refer to the following website: http://www.u-tokyo.ac.jp/en/prospective-students/visa_change.html Work Permit 1. Immigration Office 2. International Student Section Submit a copy of your residence card (both sides). Student Travel Discount Certificate/ Enrollment Certificate/ Academic Certificates Issuing Machine in the Students Center Research students can apply only for Enrollment Certificate and Research Project Certificate at the service counters in the Students Center. 11 / 13
Transcript Notice of Absence from School for the semester/ Resuming Attendance/ Leaving School Department Support Team Consult the OICE beforehand if you plan to apply for the leave of absence, etc. Important note for absence/ withdrawal from the university: If you take a leave of absence, you are expected to return to your home country. If you continue to stay in Japan with Student status of residence for more than three months during the leave of absence from the university, your status of residence may be revoked according to the Immigration-related Act. Doing part-time jobs during the leave of absence from the university is strictly prohibited. After you withdraw from the university, you must leave Japan even if the period (of a Student status of residence) still remains valid. If you wish to continue staying in Japan after graduation/withdrawal from the university, you need to change your status of residence. Report on the affiliated institution (at the time of leaving the university due to graduation/c Immigration Office (submit either online, personally or by postal mail) Complete the procedures within 14 days after leaving the university. For online submission, do the needful from the following link: https://www.ens-immi.moj.go.jp/na 01/NAA01SAction.do;jsessionid=005 8FB69C0E40D8840C39B98B87A4BFA S01?hdnGng=L2 12 / 13
ompletion/wi thdrawal, etc.) Report on the affiliated institution (at the time of transferring to another institution, etc.) Complete the procedures within 14 days after transferring to another institution. For online submission, do the needful from the following link: https://www.ens-immi.moj.go.jp/na 01/NAA01SAction.do;jsessionid=005 8FB69C0E40D8840C39B98B87A4BFA S01?hdnGng=L2 13 / 13