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Legal Procedures for Living in Japan
During your stay in Japan, you are required to follow the “Alien Registration Law” and the “Immigration Control and Refugee Recognition Act” and to file the procedures shown below. These procedures are indispensable in securing your identification in this country. Read each explanation thoroughly and make sure you complete all necessary procedures without fail.
1. Alien Registration
The “Alien Registration Law” requires all foreigners residing in Japan to complete registration procedures at a municipal office in the district of residence within a specific period of time after arrival in Japan. In the case of new entry in Japan, application must be made in the area of residence within 90 days of/after disembarkation. You are obliged to carry your Alien Registration Card at all times.
Documents/Papers necessary for registration
(1) Application (form) for Alien Registration <available at the municipal offices>
(2) Passport
(3) 2 copies of your photo (4.5 x 3.5 cm, either colored or black/white, taken within the last 6 months)
The Alien Registration Card will be issued about 3 weeks after the date of application.
Change of registered information
If there has been a change in your address, status of residence, authorized period of stay etc, it must be reported within 14 days to the municipal office of your district of residence. Your passport and Alien Registration Card are necessary for application.
Period of validity and renewal
For those residents whose status is “College Student,” their Alien Registration Cards are valid / effective until their birthday of the fifth year after the date of registration. Renewal must be made within/no later than 30 days after expiry date. Renewal procedures are the same as the ones for initial application.
2. Change of Status of Residence
International students at either Undergraduate or Graduate level are expected to have “College Student” status of residence. First year students who still have “Pre-college student” status are required to immediately change it to “College Student” at the Immigration Bureau. The Bureau only receives your documents on the day of application. You will be informed of the results later.
After your Status of Residence is changed, you must submit a photocopy of the renewed Alien Registration Card or of your passport (pages which carry your photo and visa information) to the Office of International Education at Imadegawa or Kyotanabe Campus.
Documents necessary for change of Status of Residence
(1) Application (form) for change of status of residence
<forms are available at the Immigration Bureau>
(2) Copy of Confirmation of Enrollment (or Certificate of Attendance if you are a current student)
(3) Passport
(4) Alien Registration Card
(5) Fee of 4,000 yen
* For some applicants, additional documents might be required, e.g. documents proving the applicant’s capacity to fund his or her academic and living expenses. Applicants are expected to contact the Immigration Bureau in person to ask about the documents they need early enough to submit the application in time.
Documents proving your capacity to fund your expenses are as follows:
[1] Self-supporting students
Bank account balance statement or certificate of scholarship
[2] Students receiving funds from their home country
Certificate of remittance or bankbook of the account of the sponsor
[3] Students having expenses paid by other Japanese residents
guarantor’s certificate of employment and yearly income
(certificate of tax payment or certificate of tax deducted)
documents certifying payments will be made
<forms designated by the Immigration Bureau>
3. Extension of Period of Stay
International students who stay in Japan for their study must, every year or two, apply for an extension of period of stay before the date of expiry. Application can be made at the Immigration Bureau from 2 months before the expiry date. The Bureau only receives your documents on the day of application and will inform you of the result later. After your period of stay is renewed, you have to update the information on your Alien Registration Card, and submit photocopies of your passport (pages showing your photo and visa information) or your Alien Registration Card to the Office of International Education at each Campus.
Documents required for application of extension of period of stay
(1) Application for extension of period of stay
<forms available at the Office of International Education>
(2) Certificate of Attendance
Issued by the automatic issuing machines installed at following locations:
Kyotanabe Campus Lobbies on the 1F of Shigyokan, 1F of Rikagakukan and 1F of Mukokukan
Imadegawa Campus Lobbies on the 1F of Kofukan, 2F of Kambaikan and 1F of Jinshinkan
Students of Center for Japanese Language must apply for the certificate at the Office of International Education.
*If you are either a new student, proceeding to an upper program, changing status from Special Student to Regular Student or entering the undergraduate/graduate program from the Center for Japanese Language and Culture and applying for the extension of period of stay before the date of your enrollment, please submit the Confirmation of Enrollment instead.
(3) Academic transcript
(4) Passport
(5) Alien Registration Card
(6) Fee of 4,000 yen
* For some applicants, additional documents might be required, e.g. documents proving their capacity to fund their academic and living expenses. Each applicant is expected to contact the Immigration Bureau in person to ask about the documents they need early enough to make application in time.
Academic Transcript
(Issued at the same place as Certificate of Attendance)
During certain periods of the year (from the beginning of February to middle of March, for example), transcripts for the entire academic year cannot be issued (only the transcripts for the spring semester are available at such times). Please contact the Office of International Education if you need a document explaining the reason of unavailability.
Documents proving your capacity to fund your expenses
See "Documents proving your capacity to fund your expenses"
4. Re-entry Permit
When you leave Japan temporarily during your period of stay (to visit your home country or travel abroad during a long vacation), be sure to obtain a Re-entry Permit from the Immigration Bureau before your departure. Generally, Re-entry Permits are issued on the day of application. Failure to obtain this permit will make invalid the remaining period of stay. This means you cannot return to Japan as scheduled, for you are required to obtain visa once again for re-entry to Japan. Also, students whose visa expiry date is approaching need to renew their visa before applying for Re-entry Permit, since re-entry is allowed only for the period of validity of the current visa. Those with Re-entry Permit have no need of alien registration on their re-entry. You must bring with you your Alien Registration Card when you depart Japan.
Documents necessary for Re-entry Permit application
(1) Application for Re-entry Permit
<forms are available at the Office of International Education>
(2) Student ID Card
(3) Passport
(4) Alien Registration Card
(5) Fee / Single re-entry :3,000 yen Multiple re-entries :6,000 yen
5. Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted
No employment is allowed for those with the status of “College Student.” However, you can work part-time by obtaining “Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted,” so long as the job does not affect your study. Please be reminded that working at places of or related to entertainment and amusement businesses (such as nightclubs, bars, or Pachinko parlors) are forbidden. Working at these types of places, as well as working without obtaining necessary permission, may result in penalty or deportation from the country.
The number of hours permitted is a maximum of 28 hours per week (8 hours per day during summer, winter and spring vacations specified in the university regulations). DO NOT work longer than these maximum hours permitted. Application must be made through the Office of International Education. Direct application at the Immigration Bureau is not possible. Please note that the university will turn down requests from those with poor academic records and/or unsatisfactory attendance.
The period allowed is limited in principle to the period of validity of your visa. When you apply for extension of period of stay, do not forget to re-apply for “Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted” at the same time.
Documents necessary for application
(1) Application for “Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted”
<forms are available at the Office of International Education>
(2) Photocopies of both sides of your Alien Registration Card
(3) Photocopy of the notice of academic records
(not the academic transcripts; the document issued at the beginning of each semester)
(4) Photocopy of the confirmation list of courses registered
[Place to submit application and pick up the permission]
Offices of International Education at both campuses
[Deadline for submitting application to the Center for Japanese Language and Culture]
17:00 of the 1st and 15th day of every month in principle
*Deadline will vary during holiday periods such as Golden Week, summer and year-end vacations
*Since applications will be submitted to the Immigration Bureau only twice each month, you must plan your application accordingly.
Permission will be issued about 10 days after the date that applications are submitted (the day after the deadline in principle)
[Notice]
It takes some time before permission is issued. Therefore, those planning to work part-time must apply for permission beforehand, even if they are not yet sure where they will work. Also, those who obtained their “Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted"must submit a “Certificate of Employment" to the Office of International Education.
6. Location of Immigration Bureau
Osaka Immigration Bureau, Kyoto Branch
Level 2, Kyoto Second Local Joint Government Bldg., 34-12 Higashi-Marutamachi, Marutamachi Kawabata Higashi-iru, Sakyo-ku, Kyoto-shi, Kyoto-fu 606-8395
TEL:075-752-5997 FAX.075-762-2121
300m east of Keihan Marutamachi Station
in front of the bus stop "Kumano Jinja Mae"
Osaka Immigration Bureau
1-29-53 Nanko-kita, Suminoe-ku, Osaka-shi 559-0034
TEL:06-4703-2100
* You can ask about immigration or other procedures at “General Information Center” located in the same building. TEL:06-4703-2150
* Brief walk from Cosmosquare Station, Subway Chuo Line
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