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Entry and status of residence in Japan due to the effects of the COVID-19 infection

Procedures for Privately-Funded International Students (Updated on 3 August 2022)

According to the latest Japanese border measures effective on March 1, 2022, new entries of foreign nationals will be resumed with the certain conditions fulfilled. As for international students’ cases, only under the management of the person/institution in charge of acceptance, in this case Kumamoto University, new entries can be permitted. Therefore, please ensure to properly follow the instructions from the University to proceed with your immigration and travel procedures. First and foremost, do not book your flight until the University give you a go-ahead. The steps of your procedure go as follows;

[Things to Check Prior to Travel]
☆Expiry date of your passport: If it has under one year left, ensure to renew it before your travel even though it is currently valid.
☆Expiry date of your COE:
 Date of issue is between January 1, 2020 and April 30, 2022 → valid until October 31, 2022
   Date of issue is between May 1, 2022 and July 31, 2022 → valid for 6 months from the issue date
   Date of issue is After August 1 → valid for 3 months from the issue date
    *If you have newly enrolled in October, 2022 or your status has changed (e.g., from undergraduate to Master’s, from Master’s to Doctoral, from research student to undergraduate/post-graduate, etc.) you need to obtain a new COE to match your new status.
☆If you have received a booster shot (the third inoculation,) you may be subject to exemption from or shortening of the quarantine period after your entry to Japan etc. Please check the Ministry of Health, Labor and Welfare website for the specifications of a valid inoculation certificate.

[0. Log in to Kumamoto University Moodle]
Students who will enroll in Kumamoto University in October 2022 should access the following URL and log in to Kumamoto University Moodle using the temporal ID and password provided by Kumamoto University via email.
 URL:https://md.kumamoto-u.ac.jp/c/nocas.php
 
[1. Entering your information on New Entry Application System]
Please access the following URL and enter your information on New Entry Application System through Kumamoto University Moodle.
 URL:https://md.kumamoto-u.ac.jp/course/view.php?id=101993
 *Students who will enroll in October 2022 and who wish to log in to Moodle, please be sure to follow the procedure [0 Log in to Kumamoto University Moodle].
 
[2. Issuance of “Certificate for Completion of Registration to the ERFS system”]
After properly filling out the form mentioned in section 1, below documents, which are required to apply for your visa at the Embassy, will be sent to the contact e-mail address entered.
- “Certificate for Completion of Registration to the ERFS system” (in PDF format )
- “Declaration” (a document needed to declare the validity of your COE; it will be sent to those in need)
  
[3. Visa Application]
Submit all the required documents including the ones listed in section 2 and apply for your visa at the Embassy.

[4. Confirmation of itinerary]
Please ensure to properly follow the instructions from the University proceeding with travel arrangement and quarantine location. We will inform you the details of the procedure when we send the "Certificate for Completion of Registration (Uketsukezumi-sho)" so please be patient.

[5. What to prepare at the time of entry]
□Please check the latest information on border measures in Japan.
     https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_00209.html    

□Utilization of Fast Track / Bisit Japan website
    These are a way to handle some procedures such as quarantine, immigration and customs declaration in advance, before you enter Japan. Be sure to use it.
  ・Fast Track(Website of Ministry of Health, Labour, and Welfare)    
      https://www.hco.mhlw.go.jp/fasttrack/
       ※English version and Chinese version are available.   
  ・Visit Japan Web Service(Website of Digital Agency)    
      https://www.digital.go.jp/en/services/visit_japan_web
   

Henceforward, any updates will be announced on this page, so please check back often to see the latest information.

Re-entry to Japan for International Students Temporarily Returning to Their Home Countries

Foreign nationals who have temporarily left Japan are still allowed to re-enter Japan, but are required to submit proof of COVID-19 testing within 72 hours prior to departure, not to use public transportation for 14 days after entry, to stay at home or in accommodation for 14 days, and to take additional quarantine measures such as storing location information. For details and the latest information on re-entry procedures and methods, please check the website of the Japanese embassy or consulate general in your country of residence.

(Japanese) https://www.mofa.go.jp/mofaj/annai/zaigai/list/index.html
(English) https://www.mofa.go.jp/about/emb_cons/mofaserv.html

Before leaving Japan, please consult with your supervisor and be sure to submit an overseas travel form to the undergraduate or graduate school's academic affairs office.

As described in the section of Kumamoto University's "The Correspondence to the Outbreak of the COVID-19", you should do your best to prevent the spread of the COVID-19 infection and check your health.

International student whose resident card has expired while leaving Japan

If you are unable to apply for the extension of your period of stay because you were not allowed to enter Japan or for any other reason, and the expiration date has passed, you must apply for a Certificate of Eligibility (COE). To apply for a Certificate of Eligibility, please submit the following documents to the International Student Office through your representative. Once the Certificate of Eligibility (COE) has been issued, we will send it to you through your representative, please apply for visa at the Embassy of Japan.

Documents required for application
  1. Application for Certificate of Eligibility (Student Visa)
  2. One 4cm x 3cm photo, taken within three months before the application, without a hat, no background, and clear
  3. 404 yen worth of stamps
  4. Copies of your residence card (front and back)
  5. A copy of your passport

International students and their family members who are unable to return to their home countries due to the effects of the COVID-19 infection

Students and their family members who are unable to return to their home country due to the effects of the new coronavirus infection [Status of Residence: Specified You can apply for [Activity (non-working, 6 months)] (As of June 26, 2020)

Documents required for application
  1. Application for Change of Status of Residence (Form II (Other)) - 4 sheets for the applicant
  2. One 4cm x 3cm photo, taken within three months before the application, without a hat, no background, and clear
  3. Confirmation of reasonable reasons for the difficulty of returning to the country (e.g., the embassy or A copy of the Ministry of Foreign Affairs' website, a copy of the airline's website, etc.)
  4. Residence card
  5. passport
  6. Certificate of graduation (or completion) from an educational institution on or after January 1, 2020. (In the case of family members is a "certificate of graduation (or completion)" of the applicant's spouse or parent.)
  7. Checklist of documents to be submitted (Be sure to check "yes" if you want to do a part-time job.)
  8. Fee: 4,000 yen
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