Visa for International Students

For PhD Students (and Special Research Students)

If you are an international student, you must obtain a 'Student' visa for studying in Japan. 
The OIST Student Relocation staff will provide administrative support to obtain a visa. 

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Overview: Certificate of Eligibility (CoE) and the Student Visa 

 

International students must obtain a student visa prior to their study at OIST. In order to apply for the student visa at the Japanese embassy or consulate in your area, you will receive Certificate of Eligibility for Status of Residence (CoE).

The whole visa application process may take six to ten weeks, thus it is crucial for incoming students to fill out the CoE form accurately as soon as possible so that students obtain their student visas in time.

 

Before start the proess, please see this website : CoE and Visa

 

To obtain a "Student" Visa

 

I. Complete submisson of materials for the Certificate of Eligibility (CoE)

 

<Materials>

 

<How to send>

Send the materials to Student RelocationTeam by uploading them via "GiGaCC" [For PhD / For Special Research Students] (Instruction)
Please name each file as “CoE application form_your Given name, FAMILY NAME” .
For CoE application form, please submit excel sheet.


Student Relocation Team will submit the CoE application form to the Immigration Office in Japan.
Normal processing time is a few weeks to a month.
After the issuance of CoE, it will be air-mailed to you.

 

II. Apply for the Student Visa at the nearest Japanese Embassy/Consulate 

 

1. Check visa application procedure and required documents with Japanese Embassy/Consulate where you intend to apply and prepare for visa application form and other documents as necessary.


2. Obtain CoE from OIST by airmail.

 

3. Go to the nearest Japanese Embassy/Consulate and apply for the student visa 

Documents to submit

 

4. After successfully obtaining your student visa, send a scanned copy of the visa by uploading it via "GiGaCC" [For PhD / For Special Research Students] (Instruction)

Please name the file as “Visa_your Given name, FAMILY NAME”

 

For valid Japanese residence card holders

Ⅰ. If you already have a valid Japanese visa or residence card, send a scanned copy of it via "GiGaCC". [For PhD / For Special Research Students] (Instruction)

Ⅱ. Further Paperwork

a) Those who are under the status of residence "Student(留学)".
Further paperwork: Notification of the Accepting Organization
You are required to submit the notification to the immigration office within 14 days after the change (enrollment at OIST) happens as necessary.

b) Those who are under the status of residence "Spouse of Japanese national(日本人の配偶者等)".
No paperwork is required.

c) Those who are under the status of residence other than above, such as "Cultural Activities(文化活動)", "Dependent(家族滞在)"
Further paperwork: Application for change of status of residence.
You are required to change the status to "Student" as soon as you are enrolled at OIST. Please wait for our contact.

To obtain a "Dependent (Family)" visa for your spouse or child(ren) 

 

When you plan to relocate with your family members, each family member has to have valid CoE and visa.

I. Complete submisson of materials for the Certificate of Eligibility (CoE)

<Materials>

  1. Scanned copy of the family member's passport
  2. Photo data (passport quority, taken the last 3 months)
  3. CoE Application Form for family(Updated on 9/1/2022)
  4. Documents that certify the personal relationship between you and your family member, as well as an English translation of these documents (e.g. a scanned copy of an original Marriage Certificate, birth certificates, and family registers that indicate the relationship)

<How to send>

Send the materials to Student Affairs by uploading them via "GiGaCC" [For PhD / For Special Research Students] (Instruction)
Please name each file as “CoE application form_first name of your family, FAMILY NAME” .

Travel and Relocation Team will submit the CoE application form to the Immigration Office in Japan.
Normal processing time is a few weeks to a month.
After the issuance of CoE, we will send by air-mail.

II. Apply for the Family Visa at the nearest Japanese Embassy/Consulate 

Please read : CoE and Visa

1. Check visa application procedure and requered documents with Japanese Embassy/Consulate where your family intend to apply and prepare for visa application form and other documents as necessary.
2. Go to the nearest Japanese Embassy/Consulate and apply for the family visa.
3. After successfully obtaining family visa, send a scanned copy by uploading via "GiGaCC" [For PhD / For Special Research Students] (Instruction)
    Please name the file as “Visa_your family's Given name/FAMILY NAME”

 

When you plan to bring your family members, each family member has to have valid CoE and visa.
Since you are already in OIST, their visa sponsor will be you. (Not OIST)

I. Apply for Certificate of Eligibility (CoE) at the immigration office

Please conatct immigration office in advance and make sure what kind of documents you need to submit.

<Materials>

  1. Scanned copy of the family member's passport
  2. Photo data (passport quority, taken the last 3 months)
  3. CoE Application Form for family(Updated on 9/1/2022)
  4. Documents that certify the personal relationship between you and your family member, as well as an English translation of these documents (e.g. a scanned copy of an original Marriage Certificate, birth certificates, and family registers that indicate the relationship)
  5. A copy of the front and back of your Residence Card
  6. Official documents that shows your income or ability to support your family during the entire stay in Japan.
  7. Certificate of registration from OIST
  8. Return Envelope (Letter pack plus is recommended.)

<How to send>

After you receive family's CoE, please send it to them by Airmail.

 

II. Your family apply for visa at the nearest Japanese Embassy/Consulate 

Please read : CoE and Visa

1. Check visa application procedure and requered documents with Japanese Embassy/Consulate where your family intend to apply and prepare for visa application form and other documents as necessary.
2. Go to the nearest Japanese Embassy/Consulate and apply for the family visa.
 

 

Contact: gs-relocation@oist.jp