Doshisha University Office of International Students

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  3. Procedures for current students

3.Procedures for current students

(1)Application for Extension of Period of Stay

To extend your period of stay, you must apply for an extension of period of stay at the Immigration Bureau. Application can be made from 3 months before the expiry date of your current visa until the expiry date.

【How to extend period of stay】

  1. Please bring your student ID card and the following 【Documents required for application for Extension of Period of Stay】 (1) to (6) to the Office of International Students.
  2. After the office checks the forms, students must bring the following 【Documents required for application for Extension of Period of Stay】 (1) to (5) and (7) to the Immigration Bureau. The Immigration Bureau only receives your documents on the day of application and will inform you of the result at a later date.
  3. When the extension of period of stay is permitted, you must submit a copy of both sides of your renewed Residence Card to the Office of International Students (students of the Center for Global Education and the Center for Japanese Language and Culture need to submit it to the Office of the Center for Global Education and Japanese Language).

【Documents required for application for Extension of Period of Stay】

(1)
Application for Extension of Period of Stay 《forms are available at the Office of International Students》
  • Paste a photograph (4cm x 3cm, front face, no hat, no background, taken within 3 months) with your name written on the back.
Application for Extension of Period of Stay (Students at Imadegawa Campus)[PDF 224KB]
Application for Extension of Period of Stay (Students at Kyotanabe Campus)[PDF 224KB]
(2)
Certificate of Attendance (issued at the automatic issuing machines)
  • Students of the Center for Global Education and the Center for Japanese Language and Culture need to apply for the certificate at the Office of the Center for Global Education and Japanese Language.
  • If you are either a new student, proceeding to an upper program or changing status from Special Student to Regular Student, please submit the Certificate of Admission instead.
(3)
Academic transcript (issued at the automatic issuing machines)
  • During certain periods of the year (from early February to mid-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 explain the reason for not being able to obtain the most updated transcript at the Immigration Bureau if necessary.
  • New students will be asked to submit Academic Transcript, Certificate of Attendance (which shows the attendance rate) and Certificate of Graduation from the previous school attended.
(4)
Passport
(5)
Residence Card
(6)
Course registration check sheet (Download from DUET and print to submit)
*If you are unable to download the document for some reason, contact your faculty/graduate school of fice for a solution.
*Please submit the above document and it will be checked and filed by OIS. The submission to the Immigration Bureau is unlikely to be required, if you are a regular student.
(7)
Fee of 4,000 yen (by revenue stamps)
*You need to pay the fee, when you receive a new residence card.
*Revenue stamps (Shunyu-inshi) are available at post offices or convenience stores.
*Depending on the situation of each applicant, additional documents such as proof of your capability of payment for daily expenses

【Notes】

  • Automatic certificate issuing machines are located on below.
  • Depending on the situation of each applicant, additional documents might be required to prove the capacity to fund daily expenses and tuition. Please check with the Immigration Bureau what kind of documents you should enclose and apply well in advance. Documents that prove the capacity to fund daily expenses and tuition are as follows.
Self-supporting students
A balance statement issued by a bank or certificate of scholarship etc.
Students receiving funds from home country (parents or other relatives etc.)
Certificate of remittance or bankbook under the name of the sponsor with the record of remittance
Students receiving funds from a third person residing in Japan
Guarantor’s certificate of employment and yearly income (Certificate of tax payment or certificate of tax deducted), Letter of Sponsorship (forms designated by the Immigration Bureau) etc.
If additional documents are required by the Immigration Bureau, please be sure to also report and submit them to the Office of International Students. 

(2) Application for Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted (Part-time Work)

International students with “Student” resident status are not allowed to work, but may be able to have a part-time job on the condition that it will not be a hindrance to study by obtaining the “Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted” from the Immigration Bureau.
Students who engage in paid activities to assist education or research [Teaching Assistant (TA), Research Assistant (RA), Student Assistant (SA), Tutor for Study and Research Support for International Students, etc.] based on the contract with Doshisha University will not need the above Permission. If you plan to do a part-time work other than these activities, you need obtain the Permission.

【How to apply】

1.
Please submit the following documents 【Documents required for application for Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted】 (1) to (4) to the Immigration Bureau for the application.
2.
As soon as the permission is issued by the Immigration Bureau, please submit a copy of the following to the Office of International Students.
  • both sides of Residence Card
  • passport (the page where the “seal of verification of permission” is pasted)
3.
Please submit “Certificate of Employment (prescribed form of Doshisha University)”the Office of International Students after you get a part-time work.
Certificate of Employment[PDF 160KB]

【Documents required for application for Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted】

(1)
Application form  《forms are available at the Office of International Students》
(2)
Student ID card
(3)
Passport
(4)
Residence Card(※photocopy not acceptable)

【Notes】

  • 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). Note that anyone working longer than these maximum hours permitted may be denied extension of period of stay.
  • Also, part-time jobs at places of entertainment and amusement businesses (nightclubs, bars, pachinko parlors, etc.) are forbidden. If by any chance you work at these kinds of places, or engage in part-time works without the above permission, you may be punished or deported from the country.
  • You cannot work part-time during a leave of absence and depending on conditions of the scholarships you are receiving.
  • This permission is required in the case you participate in a paid internship program in Japan as well.''

(3)Extension of Period of Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted (Part-time Work)

The permission is only valid within the period of validity of your status of residence. 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.

【How to extend the period of permission】

1.
Please submit the following 【Documents required for extension of Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted】 (1) to (4) to the Immigration Bureau for the application.
2.
As soon as the permission is issued by the Immigration Bureau, please submit a copy of the following to the Office of International Students.
  • both sides of Residence Card
  • passport (the page where the “seal of verification of permission” is pasted)
3.
If you change the place of part-time work, please submit the Certificate of Employment (prescribed form of Doshisha University) to the Office of International Students.
Certificate of Employment[PDF 160KB]

【Documents required for extension of Permission to Engage in Activity other than that Permitted under the Status of Residence Previously Granted】

(1)
Application form  《forms are available at the Office of International Students》
(2)
Student ID card
(3)
Passport
(4)
Residence Card(※photocopy not acceptable)

(4)Temporary return to home country and departure from Japan

Foreign nationals with a valid passport and Residence Card (a special permanent resident certificate in the case of special permanent residents) who plan to re-enter Japan within one year (two years for special permanent residents) from the date of departure to continue their activities in Japan do not need to obtain the re-entry permit in advance in principle (Special Re-entry Permit System). However, in the case your period of stay will expire before one year from the departure date, the special re-entry permit is valid until the expiry date.

【How to apply for Special Re-entry Permit】

At the time of departure at the airport, check the box “Departure with Special Re-entry Permission” on the ED (Embarkation and Disembarkation) Card and present it and your Residence Card to the immigration officer, informing your intention to re-enter Japan.

【Cases where application for Re-entry Permit is required】

If you are planning to leave Japan for more than 1 year (2 years for special permanent residents), you need to obtain a Re-entry Permit from the Immigration Bureau in advance as before. Valid period of the Re-entry Permit is maximum 5 years (6 years for special permanent residents) within the range of your period of stay. If you are planning to leave Japan for more than 1 year (more than 2 years for special permanent residents), please prepare the following documents and apply for a Re-entry Permit to the Immigration Bureau in advance as before. Re-entry Permit is normally issued on the day of application.
  • Application for Re-entry Permit  《forms are available at the Office of International Students》
  • Student ID card
  • Passport
  • Residence Card
  • Fee for single re-entry 3,000 yen (for multiple re-entry 6,000 yen)

【Notes】

  • Those whose passport has the comment “Residence Card will be issued at a later date” and those who carry a certificate of alien registration, which is equivalent to Residence Card or special permanent resident certificate, are also eligible for Special Re-entry Permit.
  • If you have departed from Japan on a Special Re-entry Permit, you will not be able to extend that permit while abroad. You will lose your resident status if you fail to re-enter Japan within 1 year (2 years for special permanent residents) of your departure. The remaining period of your stay will be invalid and you will not be able to re-enter Japan unless you obtain a visa again. If you are planning to leave Japan for more than 1 year (more than 2 years for special permanent residents), please apply for a Re-entry Permit to the Immigration Bureau in advance as before.
  • Please ask the Immigration Bureau if you are not sure whether you are eligible for departing from Japan on a Special Re-entry Permit.

(5)Study Abroad while enrolled at Doshisha University

Depending on the type of study abroad program, you may be either considered as taking a leave of absence or as remaining enrolled at Doshisha University. If your enrollment status is changed to “leave of absence,” your resident status as “Student” will be terminated and you will no longer be allowed to remain in Japan. To apply for a leave of absence, please refer to (6) Leave of Absence.

【Procedures concerning study abroad while enrolled at Doshisha University】

1.
Consult with the office operating the study abroad program or the administrative office of the faculty / graduate school you belong to on academic matters and necessary procedures after the study abroad program.
2.
Fill in the form “Points to confirm for taking a leave of absence, study abroad or withdrawal” at the Office of International Students.
3.
If you live in a dormitory accommodation for international students managed by Doshisha University, arrange to vacate the room as soon as possible.

【Notes】

Check with the administrative office of the faculty / graduate school you belong to or the office operating the study abroad program about how the study abroad is dealt with and what your enrollment status will be.

(6)Leave of Absence

If you take a leave of absence, your resident status as “Student” will be terminated and you will no longer be allowed to remain in Japan. You must leave Japan at the soonest.

【How to apply for a leave of absence】

1.
Firstly, consult with the administrative office of the faculty / graduate school you belong to (regarding academic matters in particular).
2.
Then, consult with the Office of International Students (regarding status of residence, reduced tuition, scholarship and dormitory accommodation).
3.
Submit the Request for Leave of Absence to the administrative office of the faculty / graduate school you belong to and be explained about the necessary procedures after the period of leave of absence.
4.
Be explained about the points to note regarding leave of absence at the Office of International Students.
5.
If you live in a dormitory accommodation for international students managed by Doshisha University, arrange to vacate the room as soon as possible.
6.
Depart from Japan at the soonest.


【Notes】

  • If your status of residence is “Student” and you remain in Japan without engaging in any study activities for a long time (generally 3 months or longer), you may be deported or penalized.
  • Taking a leave of absence is regarded as “not engaging in study activities.” The Immigration Control Act prohibits foreign nationals from remaining in Japan for study/research during a leave of absence from school.
  • If you live in a dormitory accommodation for international students managed by Doshisha University, you must vacate the room while you are on a leave of absence.

(7)Fee Waiver for Students Taking Military Leave

Regular students taking a leave of absence from the university due to their compulsory military service in their home country may be eligible for a waiver of the fee normally charged to students taking a leave of absence (60,000yen for a semester/120,000yen for a year) by submitting an official certificate to be approved by the faculty council of the faculty/graduate school of which they belong to.

Eligible students

Regular students serving the compulsory military service of his/her country.
Contact your faculty/graduate school office for detailed information.

【Procedure:】

Administrative Office of the Faculty / Graduate School you belong to
1.
Report your military leave of absence and receive a prescribed form for "Request for leave of absence".
2.
Be informed of the period of leave of absence and the necessary procedures to take when the period of leave of absence is over.
Office of International Students (Imadegawa / Kyotanabe Campus)
3.
Submit the certificate of military service (must be original) with Japanese translation (translation is not necessary when the certificate is prepared in English). If the certificate is not yet obtained, obtain and submit it to OIS as soon as possible.
4.
Be informed of necessary procedures regarding student visa and scholarships.
Approval by the faculty council
Administrative Office of the Faculty/Graduate School you belong to
5.
Be informed of the fees for taking a leave of absence. Receive and submit a prescribed form for refund of fees.

【Notes】

  • As with the case of normal leave of absence, students taking a Military Leave will lose the “Student” resident status and cannot remain in Japan during such period of absence.
  • The total period of absence shall not exceed the following years regardless of reason.
    • Undergraduate: 4 years
    • Graduate school Master’s program: 2 years
    • Graduate school Doctoral program: 3 years
    • Combined MA/PhD programs: 5 years
    • Professional degree program: 2 years
  • Students are required to pay the fee for the semester after the end of the period of ‘Military leave of absence’. Failure to complete this procedure may result in withdrawal from the university. Please seek advice at Administrative Office of Faculty or Graduate school in advance.
  • It takes a considerable amount of time to review your application for a military leave. Please contact the office of the Faculty/graduate School you belong to and the Office of International Students well in advance for further details of the procedure.

(8)Re-enrollment after leave of absence

When you re-enroll after a leave of absence, you need to obtain a status of residence as designated in the Appended Table I of the Immigration Control and Refugee Recognition Act (“Student” in principle).

【How to re-enroll】

1.
Contact the Office of International Students by email, around November if you wish to re-enroll from the spring semester and around May if you wish to re-enroll from the fall semester, and be explained about how to obtain a student visa.
2.
Next, submit the following 【Documents required for obtaining the Certificate of Eligibility】 (1) to (5) to the Office of International Students. The Office of International Students will apply by proxy for the Certificate of Eligibility (COE) at the Immigration Bureau with the documents submitted.
3.
After the COE is issued, the Office of International Students will send it to you.
4.
Before departing for Japan, submit the COE and other required documents to the Japanese Embassy or the Japanese Consulate in your home country and apply for a student visa.
5.
Please enter Japan after receiving the student visa.
  • Consult with the administrative office of the faculty / graduate school you belong to regarding academic matters.

【Documents required for obtaining the Certificate of Eligibility】

(1)
Application for Certificate of Eligibility
Application for Certificate of Eligibility (Students at Imadegawa Campus)[PDF 470KB]
Application for Certificate of Eligibility (Students at Kyotanabe Campus)[PDF 247KB]
(2)
A copy of passport (the page that shows your photograph)
  • If you are currently applying for a passport, submit a copy of an official ID issued by the government or equivalent public institution of your home country as a substitute and replace it with a copy of passport as soon as you receive it.
(3)
2 photographs (4cm H x 3 cm W)
  • Write your name and birth date on the back of the photograph.
  • The photograph must be one taken within 3 months, front face, no hat, no background. Printed digital image and candid photograph are not acceptable.
(4)
Documents that prove the capacity to fund necessary expenses for staying in Japan for one year (Choose a method of funding from (a),(b) and (c) below and prepare the respective necessary documents (all must be issued within 3 months)).
  • The expenses for one year is【living expenses (minimum 1.2 million yen) + university fees for one year】
(a)
If the applicant supplies the funds by him/herself
  • Certificate of scholarship (the amount, duration of the scholarship, and the name of sponsoring foundation or institution should be indicated)
【If the scholarship does not cover all the expenses, all of the following documents are additionally required】
  • Bank account balance statement of the applicant
    • The balance statement should be issued be issued by a bank which is able to transfer the funds to Japan in Japanese yen.
    • The balance statement should show sufficient funds to cover the expenses for one year.
  • Certificate of Employment of the applicant
  • Certificate of Annual Income of the applicant
(b)
If a family member, relative etc. of the applicant supplies the funds (if there are multiple sponsors, documents for all of them are required)
  • Statement of Financial Support (prescribed form)   Statement of Financial Support[PDF 51KB]
    • The form must be filled out by the sponsor(s).
    • Must be filled out in Japanese or English. If filled out in another language, a Japanese translation by a professional translator must be attached.
  • Bank account balance statement in the sponsor’s name
    • The balance statement should be issued by a bank which is able to transfer the funds to Japan in Japanese yen.
    • The balance statement should show sufficient funds to cover the aforementioned expenses.
  • Certificate of Employment of the sponsor(s)
  • Certificate of Annual Income of the sponsor(s)
    • For a sponsor who is self-employed, the following two documents are required.
  ・Certificate of Registration as a Business Owner
  ・Taxation Certificate that shows the annual income
  • Document to prove the sponsor’s relationship with the applicant (one of the following: a copy of the Family Register, Resident Card, or Public Certification of Kinship)
(c)
If a sponsor residing in Japan supplies the funds (if there are multiple sponsors, documents for all of them are required)
  • Statement of Financial Support (prescribed form) Statement of Financial Support[PDF 51KB]
    • The form must be filled out by the sponsor(s).
    • Must be filled out in Japanese or English. If filled out in another language, a Japanese translation by a professional translator must be attached.
  • Tax Certificate indicating the sponsor’s total income for the previous year (one of the following: Withholding Tax Slip, copy of Final Income Tax Return, Residential Tax Return or Income Tax Certificate)
  • Document to prove the sponsor’s relationship wit the applicant
    • If the sponsor is a relative of the applicant, one of the following: a copy of the Family Register, Resident Card or Public Certification of Kinship
    • If the sponsor is an acquaintance or a friend, an explanatory note mentioning the relationship with the applicant and a picture taken together, etc.
  • You may be required to additionally submit, as appropriate, a certificate concerning the occupation of the sponsor (Certificate of Employment), Certificate of Residence including all members of the household (or Certificate of Items Stated in Resident Register), Certificate of Seal Registration, or a bank account balance statement.
(5)
Academic transcript and Certificate of Attendance
  • Ask the administrative office of the faculty / graduate school you belong to to issue them and forward them to the Section for International Students, Office of International Students, Imadegawa Campus.

【Notes】

  • It usually takes about 2 to 3 months until the COE is issued, including the period of screening at the Immigration Bureau. Be sure to apply for the COE at least 3 months prior to the date you wish to be re-admitted.
  • Doshisha University will only apply by proxy for the COE for the status of residence of “Student.” If you wish to obtain a different status of residence, you must apply directly to the Immigration Bureau on your own.
  • Additional documents may be required by the Immigration Bureau.
  • Please note that the COE will become invalid after 3 months from the date of issuance.
  • Those who have dual citizenship of Japan and another country cannot apply for the Certificate of Eligibility.
  • Permission for the Certificate of Eligibility is granted by the Immigration Bureau. If and when such permission is not granted, Doshisha University takes no responsibility.

(9) Withdrawal

If your enrollment status and study/research activities are lost as a result of withdrawal or expulsion from the university, you will no longer be allowed to keep the resident status as “Student” and must return the visa. You may not remain in Japan with the same resident status or work part-time. You must either change the status of residence to an appropriate one or leave Japan immediately.

【How to withdraw from the university】

1.
Consult with the administrative office of the faculty / graduate school you belong to (regarding academic matters in particular).
2.
Then, consult with the Office of International Students (regarding status of residence, reduced tuition, scholarship and dormitory accommodation).
3.
Submit the University Withdrawal Form to the administrative office of the faculty / graduate school you belong to.
4.
Be explained about the points to note regarding withdrawal at the Office of International Students.
5.
If you live in a dormitory accommodation for international students managed by Doshisha University, arrange to vacate the room as soon as possible.
6.
Submit the “Notification concerning an organization for the activity” to the Immigration Bureau.
7.
Depart from Japan at the soonest.

【Notes】

  • If you remain in Japan with the status of residence “Student” after withdrawing or being expelled from the university, you may be deported or penalized.
  • If you live in a dormitory accommodation for international students managed by Doshisha University, you cannot continue to live there after withdrawing from the university.
  • In the case of withdrawal or expulsion, you must submit the “Notification concerning an organization for the activity” to the Immigration Bureau within 14 days. For more details, please see the website of the Ministry of Justice.