Relocation Information (PhD)
Welcome to OIST!
The Student Support staff will help you prepare for your relocation. Prior to your arrival in Japan (OIST), make sure you have organized crucial things like your visa, insurance and accommodation.
[IMPORTANT] Please click the banner above and read through the countermeasures at OIST.
1. Student Visa
If you are an international student coming to Japan, you will need a 'student' visa prior to your arrival in Japan.
Please follow the instruction on the visa for international students page and begin your application process immediately as it may take weeks and sometimes months to acquire a visa.
One-way ticket from the airport that is closest to your current home to Okinawa for you, your spouse and your child(ren). OIST Graduate School will arrange and purchase a flight ticket in order to obtain your student visa to be issued. You must select a desired arrival date and nearest airport from your home in the Incoming Student Survey and the Graduate School will arrange your flight accordingly.
Please arrange the shipment yourself after visa acquisition and get reimbursed the cost after your arrival by claiming Relocation Expenses. Please make sure the delivery date is after your move-in date at OIST campus housing.
For payment/reimbursement, please submit a "Relocation Travel & Expense Report" ("Relocation Expense Report") to Student Affairs Section.
You can download the form below↓
3.1 Transfer allowance
After your arrival, you will receive a transfer allowance directly to your bank account. It is a fixed amount. This allowance is to help cover the various expenses you incur related to your move to Okinawa such as your visa fee, ground transportation, customs and import taxes, etc.
Family transfer allowance:
Spouse & Child 12 years of age or older = 2/3
Child under 12 years of age = 1/3
3.2 Relocation Expenses
Reimbursement of Relocation Expenses can only be provided ONCE for goods received WITHIN ONE YEAR from the date of relocating in Okinawa.
Only for those meet the following conditions below.
*Payer's name has to be you.
**We only accept waybills that list your name as both the sender and recipient.
***Must submit receipts that includes descriptions of items will be send.
Relocation Expenses for the move of your household goods can be reimbursed up to the maximum level stipulated in the appended table. The rate in the table for country of your residency immediately before your move to Okinawa will apply.
Any moving costs that exceed these limits or that are for items OIST cannot cover (listed below) will be at your own expense.
Only following expenses will be reimburesed.
Customs and import taxes
<Note> Moving with your pets
If you bring pets to Okinawa, all related costs need to be borne by you and are not covered by OIST. Please refer to this website (http://www.maff.go.jp/aqs/english/index.html) for detailed moving procedures. It may take up to 6 months or more to complete all the moving procedures for your pet(s) depending on where you plan to import your pet(s) from.
Please note that you must pay for any difference in cost between the most economical simple flight ticket for which OIST is responsible and the flight ticket you had to choose to bring your dogs.
- 1.Send parcels through any international delivery service of your choice. Please make sure the delivery date is after your arrival date. We cannot receive parcels on your behalf nor store them before your arrival.
Your address in Japan
OIST Graduate Univerity, 1919-1 Tancha, Onnason, Kunigami-gun, Okinawa 904-0495 Japan
*Building name and Room number.you will be given this information by 2 weeks before of your arrival
- 2.Keep the original receipts and waybills with you.
*Payer's name has to be you.
*We only accept waybills that list your name as both the sender and recipient.
- 3.Submit your receipts and waybills to us upon your arrival. (we will request them).
- 4.The reimbursement will be made to your bank account directly. The reimbursement process takes about a month after the submission of the necessary documents.
- *Everything besides baggage you fly with is categorised as unaccompanied baggage and you could send it as Duty-free/Tax-free. To do so, you must understand the Duty-free/Tax-free Allowance regulations, the amount of expected customs/taxes, and what items are prohibited, and follow all the necesary procedure. Please make sure to refer to the links below.
- ✓Personal effects and unaccompanied baggage for personal use are free of duties and/or taxes within the allowance. Items such as liquor and tobacco are still subject to duties and/or taxes. Please refer to the link below for details.
- ✓Be sure to clearly write “unaccompanied baggage” on the parcels before you send them.
- ✓2 copies of the Customs declaration forms(http://www.customs.go.jp/english/passenger/index.htm) must be submitted for customs clearance at your arrival airport in Japan. Please have them stamped and keep one of the two copies.
- ✓After receiving the Arrival Notification Form from the airline company, shipping company, carrier, or other company, please follow their instructions.
- ✓After completing the customs clearance procedures, you can take possession of your baggage.
- ✓Unaccompanied baggage must be in your custody within six months after your arrival.
- Procedures for Passenger Clearance: http://www.customs.go.jp/english/summary/passenger.htm
Procedures for Declaring Unaccompanied Articles to Customs: http://www.customs.go.jp/english/c-answer_e/keitaibetsuso/7102_e.htm
4. Student Housing Information
5. Documents to Bring
All students must complete their enrollment with the following documentation:
1. Original Transcript (in English) OR a notarized copy
2. Original Diploma (in English) OR Original Certificate of Graduation (in English) OR a notarized copy of Diploma or Certificate of Graduation
*All documents submitted to OIST should be in English otherwise an English translation (unofficial one is acceptable) is required. Please note who provided the translation (including if you translated it yourself).
1. Original Driver's license (Must)
2. Either of following documents is required:
2-1. Drive in Japan with your original driver's license.
- If your license issuance country listed here Obtain International Driving Permit(IDP) before your departure. *Make sure that the IDP is based on 1949 Geneva Convention on Road Traffic
- If your license issuance country listed here Have JAF translate your license after the arrival.
*2-3 months before your IDP or/and your original driver's license expires, please start the process to exchange your license to a Japanese one.
2-2. Drive in Japan with Japanese license.
If your country is not listed on either lists in section 2-1. and wish to drive in Japan, you need to have valid Japanese Lisesne. Please contact email@example.com and start making arrangement as necessary.
|After enrolling at OIST, you will need to join the National Health Insurance system independently. If you joined the Health Insurance system under your parents, please ask your parents to get a “Soshitsu Shomeisho” and send it to you after you have started the gap program or OIST enrollment.
Before you come to OIST, please submit a Tenshutsu-todoke to your current municipal office. Then, you will obtain a Tenshutu-shoumeisho (Certificate of Moving-out) which is required to register at your new address (Onna Village).
You will need to bring:
|Please obtain this at your municipal office. Whether or not you have worked before, you will need to bring a Shotoku Shomeisho (Income Certificate) to the municipal office. This is to calculate how much you must pay for National Health Insurance.
|If you have a Nenkin Techo (Japanese pension book), please bring it with you. You will need your Nenkin Number.
It will be required when you register at the municipal office.
|If you have a bank account that you would like your benefits or payments to be paid into, please bring it with you. You can also open a new bank account at local banks in Okinawa.
My Number Card (Individual Number Card)
|If you have not applied, please bring the notice. You might need it in some situations.
JASSO Student Loan
|If you received a scholarship/student loan from Jasso and you would like to request an exemption from payment while studying at OIST, please inform Student Affairs Section after you have enrolled to PhD program with the degignated form from JASSO.
6. National Pension
Please check the link below especialy about "Social security agreements"and decide wheather you pay or apply for exemption of the payment before municipal office visit.
*We do not accept any inquiries about Social security agreements. Please check with the pension office of your country.
OIST Medical Center provides health services to the OIST community.
Please read the health information thoroughly prior to coming to OIST.
If you will bring any medicine, including over-the-counter, and/or medical equipment, please make sure to contact our Health Center. firstname.lastname@example.org
Students are strongly recommended to submit an immunization record to OIST health center.
The purposes of this record are
1. to provide appropriate information in case of any infectious disease outbreak
2. to understand your own vaccination history and take appropriate
3. to help you when you go abroad in the future
Please fill out this form before entering OIST and submit it here, secured by Giga CC, file transfer system.
OIST health center appreciates your understanding and corporation in advance.
[For your child(ren)]
If you plan to relocate with your child(ren), they are entitled to medical support and some vaccinations by the local municipality after their registration. Please see here for detail. (Resource Center website).
“Vaccination Record From” is required to submit as one of the necessary information at the time of registration to the municipal office.
It is strongly recommended to prepare the English part of the form before your departure and please bring the filled form when you visit the municipal office.
For further inquiries about the Japanese vaccination system, please contact Health Center.
8. Student Buddy System
We received the message below from the OIST Student Council.
We think the student buddy system is beneficial for you.
Please sign up if you are interested in the system.
The Student Council launched the Student Buddy System in 2015 as A) a way for new students to get to know existing students and B) an easy way for new students to ask questions about what life is really like at OIST and in Okinawa. Buddies are paired with new students based on country, language, field of study, hobbies, etc. If you would like to participate, please fill out this short form so that a Buddy can contact you.
If you have any concerns, please feel free to contact us: email@example.com.
We are looking forward to meeting you @ OIST soon!