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Procedures for Staying in Japan

2023年7月11日更新

Procedures for Staying in Japan

For extension of period of stay
Temporarily leaving
Taking leave of absence/resuming studies/leaving school
Inviting your family to Japan/Having your family stay in Japan
Childbirth

For extension of period of stay

All procedures related to staying in Japan are hereunder referred to collectively as “immigration procedures.” To stay in Japan beyond the period permitted upon your arrival, you are required to apply for extension of the period of stay at the Immigration Services Agency of Japan (hereinafter, the “Immigration Services Agency”).

Application period: The Immigration Services Agency accepts applications for extension of the period of stay about three months before the end of the period of stay. Be sure to submit an application to the International Affairs Office at least one month before the end of the period of stay and follow the procedure at the Immigration Services Agency before your visa expires.
Required documents:

For all international students
Residence card
Application for Extension of Period of Stay	Fill out an Application Form “For Applicant” part 1, part 2, and part 3, and submit to the International Affairs Office before filing the application with the Immigration Services Agency. Submit the Application Form “For Applicant” together with the Form “For Organization” part 1 and part 2 completed by the International Affairs Office to the Immigration Services Agency.	Download Checklist Example
Passport	Present to the International Affairs Office when submitting your application form for extension of the period of stay. The photograph must contain no other objects or people except the applicant, and must have been taken within the last 3 months. Notes: 1. You must be facing forwards and looking straight at the camera with no hat. 2. Your photo must be taken against a plain background without any objects or patterns. 3. You must write your name on the back of the photo.
Student ID
Photograph (4 cm long x 3 cm wide)
Japanese revenue stamps （shunyu inshi）equaling 4,000 yen	Required when the residence card is received. You may purchase revenue stamps at a post office, convenience store, etc.
Documents proving your financials to cover all expenses during your stay in Japan	Inquire with the Immigration Services Agency about whether this information is required, depending on individual circumstances. e.g. In case you pay expenses yourself, a certificate of your bank account balance, a scholarship certificate, etc. might be required.
For Japanese Government Scholarship students
Certificate of MEXT Scholarship	Apply to the International Affairs Office for issuance of the certificate. (The process of issuance takes one week from the date of receipt of application.)	Download
For JASSO Honors Scholarship students
Certificate of JASSO Honors Scholarship	Apply to the International Affairs Office for issuance of the certificate. (The process of issuance takes one week from the date of receipt of application.)	Download
For undergraduate and graduate students
Certificate of enrollment	Automatic certificate issuing machine is on the 2^nd floor of the Student Service Center.
Academic transcript	Automatic certificate issuing machine is on the 2^nd floor of the Student Service Center.
Certificate of enrollment (as a research student)	Required for those continuing education into graduate school. Apply to the International Affairs Office for issuance of the certificate. (The process of issuance takes one week from the date of receipt of application.)	Download
Written statement of reason	Required to submit a written statement of reason produced by your supervisor if you repeat a year or fail to complete your doctoral studies withing a fixed term.
For research students
Certificate of enrollment	Apply to the International Affairs Office for issuance of the certificate. (The process of issuance takes one week from the date of receipt of application.)	Download

Note: Once your application for extension of the period of stay is granted and a new Residence Card is issued, bring your residence card to the International Affairs Office or send the photo data of both sides of your Residence Card to the International Affairs Office (ryunai@cc.ocha.ac.jp).

Tokyo Regional Immigration Services Bureau（新しいウインドウが開きます）
Tel: 0570-013904

Temporarily leaving

When returning home on an extended holiday or leaving Japan temporarily for any purpose, the University needs to know your emergency contact details. Please do not fail to complete the following procedures BEFORE your departure.

Registration with the Icoru system

Please resgister in Icoru. Icoru is a system to confirm your safety and provide advice to ensure your security during your stay abroad.

Submitting the Temporary Leave Notification

Please fill in the Temproary Leave Notifiation
Once you submit your form, an auto email will be sent to your supervisor, requesting the permiossion of your leaving.
When your supervior permits your leave, you will receive an approval email from the International Affairs Division.

It is not necessary to notify the International Affairs Division after returning to Japan .

Re-entry permission

A re-entry permission is granted prior to departure by the Minister of Justice in order to simplify the immigration (entry and landing) procedures in cases where foreign nationals residing in Japan temporarily leave the country with the intention of re-entring. If you re-enter Japan within one year (also within the expiration date of your resident status) to continue the same activitity, "special re-entring permit" is applied and you will not be required for a "re-emtry permit."

Taking leave of absence/resuming studies/leaving school

Taking a leave of absence or leaving school
If you take a leave of absence for three months or longer, or leave the University (complete withdrawal from enrollment), you are required to promptly leave Japan or change your visa status from “Student” to another appropriate status of residence.
Notice that if an international student with the “Student” status continues to stay in Japan without taking courses or doing research at the University, the status of residence will be revoked.
Make sure to consult with the Immigration Services Agency for the procedure to change the status of residence in case of taking a leave of absence.
Resuming studies
If you wish to resume studies after taking a leave of absence, you are required to newly obtain a Certificate of Eligibility for Residence Status.
For applying for issuance of a Certificate of Eligibility for Residence Status, you are advised to consult with the International Affairs Office, International Student Service Section（ryunai@cc.ocha.ac.jp）well in advance.

Inviting your family to Japan/Having your family stay in Japan

If you are from a country that requires dependent visas, as a procedure for inviting your family in your home country to stay in Japan in a short term, you are required to submit the following documents to the Immigration Services Agency and receive a Certificate of Eligibility for Residence Status, which your family will need to receive a visa from the Japanese Embassy or consulate in their home country. However, family members permitted to stay in Japan are limited to your spouse and children.

Required documents:

Certificate of Eligibility for Residence Status
(an application form is available at the Immigration Services Agency.
Document proving your financial ability to support dependents (e.g. Certificate of international student on MEXT Scholarship, certificate of scholarship recipient, a bank balance certificate, a document proving remittance from your home country)
Certificate of enrollment
Document proving family relationship (e.g., marriage certificate, birth certificate, or family register)
Photograph (a clear 4×3 cm photograph with no hat and a blank background)

Childbirth

If you become pregnant during your stay in Japan, please consult with the Ochanomizu University Health Care Center and your research supervisor to decide whether you would like to deliver the baby in Japan or in your home country, and whether or not you take a temporary leave of absence from studies.
If you decide to deliver your baby in Japan, follow necessary procedures as below.
After the childbirth, obtain a birth certificate issued by your doctor or midwife.

Necessary procedures:

（1）Birth Certificate
You are required to present a birth certificate and a Maternal and Child Health Handbook and register the birth on the Family Register with the municipal office of your residence within 14 days of childbirth. If you need to acquire status of residence for the child, apply for a certificate of receipt of birth registration after filing the birth registration.

（2）Acquisition of Status of Residence for the Child
Apply to the Immigration Services Agency for status of residence with documentation such as the birth certificate within 30 days of birth, if you plan to spend more than 60 days in Japan with your child after the childbirth. As required paperwork varies depending on the status of residence you are applying for, inquire with the Immigration Services Agency for details.

（3）National Health Insurance
If you wish to enroll your child in the Japan’s National Health Insurance (NHI) System, follow the procedure at the municipal office of your residence, along with the above procedures (1) and (2). Note that if you, the mother, are enrolled in the NHI, you are eligible to receive a childbirth lump-sum allowance. Apply for the allowance along with the procedure for enrolling in the National Health Insurance.

（4）Infant medical assistance
A subsidy system for medical care of babies and infants is available to partially cover medical bills at a medical institution. Inquire with the municipal office of your residence for details.

（5）Child support allowance
A child allowance is offered to mothers caring for children who have not yet finished junior high school education (aged 0 to 15 years old). Inquire with the municipal office of your residence for details.

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