Visa for International Students

For PhD Students, Special Research Students and Science Communication Fellows

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

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 HERE for more details about the CoE and Visa.

To obtain a "Student" Visa

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

<Materials>

  1. Scanned copy of your passport
  2. Photo data (passport quority, taken the last 3 months)
  3. CoE Application Form for students(Updated on 22/4/2022)
     

<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_your Given name/FAMILY NAME” .
For CoE application form, please submit excel sheet.


Student Affairs Section 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.
  How to fill Visa application  form: CoE and Visa
2. Receive a package enclosed CoE from OIST Student Affairs
3. Go to the nearest Japanese Embassy/Consulate and apply for the student visa 
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 hold a valid residence card send a scanned copy of the visa by uploading 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 relocation with your family members, each family member has to have valid visa. Please follow the instruction below.

*CoE application has to be submitted for each family member.
*Only family members who has official certificate to proof relationship to you (i.e. Marriage certificate, Birth certificate) can apply for CoE and visa.

Documents for the Dependent Spouse CoE Application.
Send required documents to Student Affairs by uploading them via "GiGaCC" [For PhD / For Special Research Students] (Instruction)
Please name the file as “CoE application documents (family: first name of your family)_your Given name/ you FAMILY NAME

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 9/4/2021)
  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)

<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” .

Student Affairs Section 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 

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.
    How to fill Visa application form
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”

 

Contact: gs-support@oist.jp