Relocating to Japan

Contents

  1. Timeline
  2. What to be Provided by OIST during relocation
  3. Visa application – Visa acquisition
  4. Required Process before/after arrival  
  5. Information websites
  6. FAQs

  >>Go for general Relocation Information (PhD)

[Picture] OIST at sunset

  • Passport (or Japanese Driver's License)
  • Residence card (if non-Japanese)
  • National pension book(if you have)
  • MY NUMBER card/notification
  • Inkan stamp (If you have. Required for Japanese.)
  • 転出証明書 (Certificate of Deregistration) (If issued)
  • 国保喪失証明書 (Loss of national health insurance Certificate)(If applicable)
  • 所得証明書 (Income certificate)

Please let us know the earliest date you can depart when you acquire visa.
OIST will determine your relocation schedule depending on the timing you obtain visa.
Please see below for timeline of relocation.

September 2020 Enrollment (remotely) Students

January 2021 Enrollment Students

Group A:
November: Relocation> December: Program prior to PhD*> January: Enrollment to PhD program
 *Program prior to PhD might be scheduled depending on arrival date to Okinawa and availability in lab spaces. However this is not always confirmed.
 *Financial support (approx. 2,400 JPY/working day) is provided during December.

Group B:
December: Relocation> January: Enrollment to PhD program

Please note that there is a chance that your enrollment term might be postponed in case you cannot depart for Japan by mid-December.

Relocation support

1. Transfer allowance

2. Reimbursement for Relocation expenses

Flight

One-way air ticket for you, your spouse, and your child(ren).

(From the closest airport to your current home to Okinawa)

Arranged and covered by OIST.

Ground transportation

  • from the airport of entry to Japan to the hotel for quarantine: Arranged and covered by OIST.
  • Transportation from the hotel for quarantine to the airport: Arranged by you and reimbursed by OIST. Applicable for Public transportation (Bus, Train).
  • From Naha airport to OIST: Arranged and covered by OIST.

Accommodation for quarantine

Accommodation for quarantine on arrival to Japan: Arranged and covered by OIST

Per-diem is provided accordingly during quarantine (for 14 days) upon arrival at OIST (see the chart for the amount).

Meals provided at Hotel Amount of per-diem (JPY/day)
Not provided or Only breakfast 2,400
Breakfast + Lunch/Dinner 1,200
Breakfast and Lunch +Dinner Not paid

Insurance

Upon arrival to Japan, you must have a valid medical insurance.
It will be arranged and provided by OIST.

PCR test

  • At your country (Pre-entry PCR test): on your own cost
    (If countries and Regions which are Subject to Denial of Permission to Entry.)
  • At the entry to Japan: free of charge
  • At OIST: Arrange by yourself, covered by OIST
 



According to the Ministry of Foreign Affairs, you will need to prepare the following documents to apply for your visa.
OIST will help you prepare 3-5, please refer to and follow the instructions below.

Note: It is your responsibility to collect necessary information and documents. Make sure to
         double check
with the embassy or consulate you intend to apply for your visa if you have
         everything you need
.

------------------------------------------------------------------------------------------------------------------------------------------------------------

1.  Visa Application Form 

You can download the form from the website of the Japanese embassy/consulate in your area. 

      For more details check here.  

2.  Passport

3. Certificate of Eligibility  

- If you have already applied for your CoE >> Student Affairs will send it to you when it’s ready. 

             - If you have not applied for your CoE >> Follow instructions here to apply.

*CoE issued between 2019/Oct/1 - 2021/Jan/29 will be valid for six months from the day entry restrictions are lifted, or until April 30, 2021 whichever comes first. You will have to submit a statement from the host organization at the time of your visa application. 
 
For those with CoE issued before October 2020: OIST will send you an updated version of your certificate of registration via email as well as written pledge. Please print that out and submit it at the time of your visa application. See here for details.

 

4.  Written Pledge (2 copies)

As the written pledge is only available in Japanese, we have created a separate form with translations of the sections you need to understand and agree to. Please access the following link and submit the form.  

>> https://groups.oist.jp/grad/written-pledge 

Personal information you have provided to the Student Affairs Section (name, nationality, passport number, etc.) will be used to complete the written pledge. We will send it to you when it's ready, make sure to print 2 copies for your appointment.

5.  Other Required Documents (if applicable) 

- Confirmation Letter
Your Certificate of Registration explains that your enrollment was postponed due to COVID-19 in the remarks section. We have also signed the written pledge to confirm that you are still wanted here and that your travel is essential. If the embassy tells you that it’s not enough and asks for a letter that states “the hosting organization (OIST) is still able to accept the applicant as the same status of activity indicated in the COE”, please let us know.

- Employment Certificate of the Sponsor 
Your offer letter includes information regarding your monthly assistantship provided by OIST. Please submit that and let us know if that doesn't work.

- Flight information
Some embassies or consulates may ask for your flight information in order to apply for a visa. In that case, please confirm if you need an issued ticket of your flight, or just a tentative schedule.  

a.  Issued ticket: The Graduate School usually issues ticket(s) only after your visa is issued. If an issued flight ticket is necessary, provide proof of this requirement (screenshot of the website, email from the embassy, notice, etc.) 

b.  Tentative schedule: Search for your flight online and submit as your tentative flight schedule (DO NOT BOOK)

 - Hotel information during 14-day self quarantine
            Some embassies or consulates may ask for hotel information upon arrival in Japan in order to apply for a visa.

   In case you are asked self-quarantine hotel information at the time of Visa application, please provide the following information as tentative according to port of entry:
 

                        Narita airport: Hotel Nikko Narita

                       Haneda airport: Hotel Mystays Haneda
 

             *The above are tentative. Actual hotel arrangement could be other hotels depends on availability of the hotel rooms.

 

           - If you require any other additional documents, please let us know.  

------------------------------------------------------------------------------------------------------------------------------------------------------------

When your visa is ready, 1. please send a scanned copy to the Student Affairs Section by uploading it to the secure link here.   2.  please let us know the earliest date you can depart via email.

*For security reasons, DO NOT send it via email 

*Example on how to upload

Countries and Regions which are Subject to Denial of Permission to Entry

Relocation flow and Check list [Download]

Before Departure

Health monitoring

Daily temperature check is required for 14-days prior to the departure. If any of common symptoms of COVID-19 including fever of 37.5°C or higher, respiratory symptoms, strong feeling of weariness (fatigue) are recognized, it is necessary that the trip to Japan be cancelled.

*If any symptoms are recognized, please report immediately.
*Please fill out the form and submit on the 14th day(day before departure) by replying to the sender of the final email before departure.
*Please keep monitoring until departure.

Pre-entry PCR test

You must obtain a certificate of pre-entry testing result in the country/region of departure within 72 hours before departure (from the sampling time(Note: departure time of the flight)).

(Note: This format (Word) filled and signed by one of the medical institutions designated and listed by the government of each country/region (in case such lists are available) is considered to be valid. So, in principle, please use this format. If the applicant cannot find a medical institution which accepts the above-mentioned format, the applicant can submit an optional format document with the following information in English. Please note that in case any of the following required information is missing, the applicant may be denied permission to enter Japan as falling under the relevant provisions of the Immigration Control and Refugee Recognition Act.

  1. Personal information of an applicant (name, passport number, nationality, date of birth, sex),
  2. Proof of authenticity of the COVID-19 test result (test method (only limited to the sample and test method mentioned in the format), result, date of the sampling, date of test result, date of issuance of the test), and
  3. Information of a medical institution(the name and address of a medical institution /the name of a doctor/stamp seal(or sign by doctor)).

In addition to original certificate (issued in print from), copy (issued and received electronically (such as by email)) is also acceptable. In any case, the certificate must be submitted upon arrival in print from. Please be sure that the certificate is printed on paper before arrival.

Private medical insurance

At the time of entry, it is mandatory to have a private medical insurance.
OIST will arrange it for you and send you an Insurance Policy and a User Guide. Please bring a hard copy when you relocate.

Also please follow the instruction in the user guide and install the insurance application on your smart phone. Its activation code is written in your personal insurance policy.

Necessary documents

  • Eligible Visa
  • CoE (Certificate of Eligibility)
  • Certificate of pre-entry PCR test results (original or copy)
  • Written Pledge (Printed 2 copies)
  • A copy of Private Insurance Policy (Above)

See HERE for other regular documents to bring to OIST.

Installation of applications on your smart phone

  • COCOA (COVID-19 contact tracing application) designated by the Ministry of Health, Labor and Welfare to their smart phone by the arrival in Japan and ensure that the application remains active for 14 days after entering to Japan. Your Bluetooth must be turned on for the COCOA application to record COVID19 contact information. Please do not forget to turn it on before your departure.
     
  • Location Record. The traveler must retain their location date through map application data for 14 days after entering to Japan.
    Setting instruction

If you forget to install these apps before leaving for Japan, you will not be allowed to enter Japan.


Entering Japan

Required Documents

*Documets below will be provided during your flight to Japan

  • Questionnaire
  • Health Card
  • Description and Agreement on the Handling of Personal Information for Health Verification Using the LINE App, etc. [Original] (English translation)
    **There is only the official form written in Japanese.
  • Other documents depending on the airport
PCR test at airport

Please follow the instruction from the airport staff and take a PCR test.
*You need to wait in the airport until the result revealed.

If the result was positive...
Please follow the instruction of the staff in the airport and report to the Graduate School Emergency (gs-emergency@oist.jp)immediately.
 

Health Report

Reporting health condition everyday via smart phone application LINE is required by the Japanese government.
Considering the limited access rights to install the LINE, we will report instead of you, so please submit the web form everyday BY NOON.

COCOA

COCOA is provided by the Ministry of Health, Labour and Welfare. Installing this app is required when entering Japan.

Your Bluetooth must be turned on for the COCOA application to record COVID19 contact information. Please do not forget to turn it on before your departure.

    How to install COCOA: https://www.mhlw.go.jp/content/10900000/000647649.pdf
 

Location Record

The traveler from Countries and Regions which are subject to Denial of Permission to Entry is required to retain their location date through map application data for 14 days after entering to Japan.
Setting instruction
 


Going To The Hotel

Ground transportation

OIST will arrange a hired taxi for you.

Goverment announcement: "The traveler must limit the means of transportation to one of the following for 14 days after entering Japan: private car, vehicles owned by the host company / organization, rent-a-car, hired car."
 

*Transportation from the hotel to the airport after 14-day quarantine: Public transportation (Bus, Train) available, arranged by you and to be reimbursed by OIST if applicable.

Hotel for self-quarantine

OIST will arrange hotel for your self-quarantine. In principal, you are not allowed to leave the hotel until you complete 14-day quarantine.

In case you are asked hotel information during self-quarantine at the time of Visa application, please provide the following information as tentative according to port of entry:

Narita airport: Hotel Nikko Narita

Haneda airport: Hotel Mystays Haneda
 

*The above are tentative. Actual hotel arrangement could be other hotels depends on availability of the hotel rooms.

Instructions while Quarantine

  • Health report:
    Reporting health condition everyday via smart phone application LINE is mandated by the Japanese government.
    Considering the limited access rights to install the LINE, we will report instead of you, so please submit the web form everyday BY NOON.

FYR: COVID-19 consultation center of each area (Japnese only)
 

  • Apps on your smart phone:
    Keep using COCOA and taking Location Record.
     
  • OIST PCR test:
    Upon arrival at OIST, three PCR tests are required.
    Student Affairs Section will register for you and inform the schedule by email.
    If you have not recieved registration confirmation email 3 times by 10th day of quarantine, please inform us.


On Arrival at OIST

Ground transportation from Naha airport to OIST

We will arrange a ground transportation for you.

Accommodation

If your assigned on-campus room is a shared room...

We will provide a non shared room located off campus until 1st OIST PCR test gets negative.
After you get tested negative for the 1st PCR test, please move to assigned on campus accommodation by using OIST shuttle bus.
(Shuttlet bus time table: https://groups.oist.jp/bfm/shuttle-bus-schedule)

OIST PCR test

Upon arrival at OIST, three PCR tests are required.
Please carefly read everything written in the page below.

OIST Invited PCR Test Registration:
https://groups.oist.jp/pcrtesting/oist-invited-pcr-test-registration

*DO NOT register by yourself.(It will be done by Student Affairs Section.)
*If you will stay at Modern Palace (Temporary accommodation) for the 1st PCR test, please submit the kit into the box installed in front of room#301 by 9:00am.


Countries and Regions which are Subject to Denial of Permission to Entry

Relocation flow and Check list [Download]

Before Departure

Health monitoring

Daily temperature check is required for 14-days prior to the departure. If any of common symptoms of COVID-19 including fever of 37.5°C or higher, respiratory symptoms, strong feeling of weariness (fatigue) are recognized, it is necessary that the trip to Japan be cancelled.

*If any symptoms are recognized, please report immediately.
*Please fill out the form and submit on the 14th day(day before departure) by replying to the sender of the final email before departure.
*Please keep monitoring until departure.

Private medical insurance

At the time of entry, it is mandatory to have a private medical insurance.
OIST will arrange it for you and send you an Insurance Policy and a User Guide. Please bring a hard copy when you relocate.

Also please follow the instruction in the user guide and install the insurance application on your smart phone. Its activation code is written in your personal insurance policy.

Necessary documents

  • Eligible Visa
  • CoE (Certificate of Eligibility)
  • Written Pledge (Printed 2 copies)
  • A copy of Private Insurance Policy (Above)

See HERE for other regular documents to bring to OIST.

Installation of applications on your smart phone

  • COCOA (COVID-19 contact tracing application) designated by the Ministry of Health, Labor and Welfare is highly recommended to be installed to your smart phone by the arrival in Japan. Your Bluetooth must be turned on for the COCOA application to record COVID19 contact information. Please do not forget to turn it on.
  • Location Record. The traveler from Countries and Regions which are not Subject to Denial of Permission to Entry is highly recommened to retain their location date through map application data for 14 days after entering to Japan.
    Setting instruction


Entering Japan

Required Documents
  • Eligible Visa
  • CoE (Certificate of Eligibility)
  • Written Pledge (Printed 2 copies)
  • A copy of Private Insurance Policy

*Documets below will be provided during your flight to Japan

  • Questionnaire
  • Health Card
  • Description and Agreement on the Handling of Personal Information for Health Verification Using the LINE App, etc. [Original] (English translation)
    **There is only the official form written in Japanese.
  • Other documents depending on the airport

Health Report
(Reccomended)

Reporting health condition everyday via smart phone application LINE is recommended by the Japanese government.
Considering the limited access rights to install the LINE, we will report instead of you, so please submit the web form everyday BY NOON.

COCOA
(Reccomended)

COCOA is provided by the Ministry of Health, Labour and Welfare. Installing this app is highly recommended before heading for Japan.

Your Bluetooth must be turned on for the COCOA application to record COVID19 contact information. Please do not forget to turn it on before your departure.

    How to install COCOA: https://www.mhlw.go.jp/content/10900000/000647649.pdf

Location Record
(Reccomended)

Location Record. The traveler from Countries and Regions which are not Subject to Denial of Permission to Entry is highly recommened to retain their location date through map application data for 14 days after entering to Japan.
Setting instruction


Going To The Hotel

Ground transportation

OIST will arrange a hired taxi for you.

Goverment announcement: "The traveler must limit the means of transportation to one of the following for 14 days after entering Japan: private car, vehicles owned by the host company / organization, rent-a-car, hired car."
 

*Transportation from the hotel to the airport after 14-day quarantine: Public transportation (Bus, Train) available, arranged by you and to be reimbursed by OIST if applicable.

Hotel for self-quarantine

OIST will arrange hotel for your self-quarantine. In principal, you are not allowed to leave the hotel until you complete 14-day quarantine in the hotel.

In case you are asked self-quarantine hotel information at the time of Visa application, please provide the following information as tentative according to port of entry:
 

Narita airport: Hotel Nikko Narita

Haneda airport: Hotel Mystays Haneda
 

*The above are tentative. Actual hotel arrangement could be other hotels depends on availability of the hotel rooms.

Instructions while Quarantine

  • Health report:
    Please submit the web form everyday BY NOON.

FYR: COVID-19 consultation center of each area (Japnese only)

  • Apps on your smart phone:
    Keep using COCOA and taking "Location Record".
     
  • OIST PCR test:
    Upon arrival at OIST, three PCR tests are required.
    Student Affairs Section will register for you and inform the schedule by email.
    If you have not recieved registration confirmation email 3 times by 10th day of quarantine, please inform us.


On Arrival at OIST

Ground transportation

From Naha airport to OIST, we will arrange a ground transportation for you.

Accommodation

If your assigned on-campus room is a shared room...

We will provide a non shared room located off campus until 1st OIST PCR test gets negative.
After you get tested negative for the 1st PCR test, please move to assigned on campus accommodation by using OIST shuttle bus.
(Shuttlet bus time table: https://groups.oist.jp/bfm/shuttle-bus-schedule)

OIST PCR test

Upon arrival at OIST, three PCR tests are required.
Please carefly read everything written in the page below.

OIST Invited PCR Test Registration:
https://groups.oist.jp/pcrtesting/oist-invited-pcr-test-registration

*DO NOT register by yourself.(It will be done by Student Affairs Section.)
*If you will stay at Modern Palace (Temporary accommodation) for the 1st PCR test, please submit the kit into the box installed in front of room#301 by 9:00am.


OIST Response to COVID-19

Ministry of Justice (MOJ)

Information related to Novel Coronavirus Infection(COVID-19)

Regarding refusal of landing to prevent the spread of COVID-19 disease

Ministry of Foreing Affairs of Japan (MOFA)

Phased Measures for Resuming Cross-Border Travel
(Procedures to be Followed and Forms to be Submitted for Entry into/ Return to Japan)
(Countries and Regions which are not Subject to Denial of Permission to Entry(Travel Advice & Warning on Infectious Diseases Level 2))

Phased Measures for Resuming Cross-Border Travel
(Procedures to be Followed and Forms to be Submitted for Entry into/ Return to Japan)
(Countries and Regions which are Subject to Denial of Permission to Entry(Travel Advice & Warning on Infectious Diseases Level 3))

Information related to Novel Coronavirus Infection(COVID-19) from Immigration Services Agency

 
Regular Relocation FAQ, please visit HERE.

Q. I'm coming from the Banned country, can I still go to Japan?
A. Yes you can, but you need to follow some rules, please check  3. Visa application - Visa acquisition and 4. Required Process before/after arrival.

Q. Regarding to "written pledge", I need it when I apply for visa. I don't understand Japanese. I need a copy of it.
A. Please refer to 3. Visa application - Visa acquisition.

Q. I am informed that the plane tickets are issued only after the student has uploaded a copy of their visa to OIST, but the flight ticket is a requirement to get my visa. How would the process work in this particular case?
A. After we confirm that issued e-ticket is mandatory for visa application, we will arrange e-ticket. Please provide us the evidence. (screen shot of the website, e-mail/notice from embassy)

Q. Does OIST provide a place to stay for quarantine after arrival?
A. Yes, we arrange and provide accommodation for quarantine.

Q. How it will be the PCR test schedule when OIST will be closed for new year holiday?
A. We will arrange your flight and schedule which you could complete your test for 3 times and it won't be overlapped with new year holiday.

Q.  Were you able to install “COVID-19 Contact-Confirming Application (COCOA)”?

  • Problem: Yes, I was able to install it, but I cannot accept the Terms of Use (My WiFi and 4G work fine but is says it’s a “Network connection error”) 
  • Answer: You will be able to do so when you arrive. As this app was created to be used in Japan, you have to be connected to a network here. Please try to accept Terms of Use & activate the app when you arrive. If you are still unable to, try uninstalling the app and install it once again. 

 

  • Problem: Unfortunately, I cannot install the app. I have an iphone 6 (iOS12.4.8) and it does not fulfill the requirements to use the app.  The phone is still working fine so I would like to avoid buying a new phone. I could ask around if someone has an old phone that has the expected requirements. 
  • Answer: This app can only be used with an OS (Operating System) version of Android 6/iOS 13.5 or higher. If you are not able to install or use the app, you will not be able to enter Japan as you are required to bring a smartphone with the COCOA app installed. Unfortunately, OIST cannot provide you with a smartphone at the moment. 

 

  • Problem: Unfortunately, I was not able to install it. It seems to be not available in my location.
  • Answer: This app was created to be used in Japan so it may not be available in the App store in your country. If that is the case, explain to the immigration officer that you were not able to install it in your country, but you will install it right away upon your entry. Please make sure that your OS version is Android 6/iOS 13.5 or higher. 
Regular inquiry (Weekdays 9:00-17:30)
Phone: 098-966-2271
E-mail: gs-support@oist.jp

Emergency  (Anytime when emergency)
OIST HELPLINE: 098-966-8989
Emergency email: gs-emergency@oist.jp