【Faculty of Engineering, Graduate School of Engineering, BASE and Graduate School of Advanced Interdisciplinary Science】Procedures for Accepting Special Research Students and Special Auditing Students (staying over 90 days)

This page provides information on the procedures, required documents, and contact offices for accepting special research students and special auditing students whose stay exceeds 90 days at Faculty of Engineering, Graduate School of Engineering, BASE and Graduate School of Advanced Interdisciplinary Science. 

STEP 1. Application for Security Export Control (Acceptance of Foreign Nationals)

We ask that any faculty member who will accept foreign nationals submit a security export control application via Google Form (on-campus only).
After applying, Security and Export Control Office will contact you about conducting a hearing.

■Click here (on-campus only) for an overview of security control management

Currently, this applies to students primarily engaged in research activities at graduate schools. If there is a possibility that university's technology may be transferred overseas by the student, please submit the Security Export Control Application Form. The application will be reviewed by the Security and Export Control Office. 

Please submit the application for the security export control screening at the time of the student's application for admission. As the review may result in a decision that acceptance is not permitted, we recommend completing the confirmation process before giving informal consent to accept the student.
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The review process takes about 2 weeks from the time of application.

STEP 2. Submit Student Acceptance Application

Please contact the Educational Affairs Section of the Koganei Student Support Office regarding the student you would like to accept, and submit the required documents to the responsible section. Once the acceptance is approved, they will inform you of the approval and the necessary procedures.

＊After acceptance approval, students who are newly coming to Japan are required to obtain a Certificate of Eligibility (COE) and apply for a visa. Since these procedures take several months, we recommend submitting the application of acceptance approximately 6 months prior to the planned start date. 

＊If the student to be accepted has already arrived in Japan and holds a valid residence status by the research start date, the application deadline will be 2 months prior to the start date.

STEP 3. Application for Certificate of Eligibility

3-1.Preparing Documents for Certificate of Eligibility (COE) Application (for organization)

Please obtain and complete the form "Application for Certificate of Eligibility (for organization part 1 and 2)" from the Student Support Section of Koganei Student Support Office, and submit it back to the same section. After checking the contents and affixing an official seal, the forms will be sent to you.

They also check the contents of the “Application for Certificate of Eligibility (for applicant part 1, 2, 3)” prepared by the student. Please feel free to send it to them for review.

＊This section provides information for students newly arriving in Japan.

＊For students who have already arrived in Japan:

・If they have already obtained the required status of residence by the time of enrollment, they do not need to obtain a new status of residence or visa. Therefore, STEP 3 and STEP 4 are not necessary.

・Depending on the current status of residence, it may be necessary toextend the period or change the status.

・If students entered Japan on a short-term stay visa, changing the status of residence within Japan is generally not permitted unless there are special circumstances. In such cases, students must return to their home country and apply for a student visa. Obtaining a Certificate of Eligibility is required to acquire a student visa.

3-2.Submission of COE application documents to the Immigration Bureau on behalf of the applicant (can be outsourced)

Students' TAUT supervisors submit the following documents tothe Tachikawa Branch Office of the Tokyo Regal Immigration Services Bureau.​

It takes approximately 1 to 3 months from application to issuance.
（Residency examination processing period）

Please note that the Certificate of Eligibility is valid for 3 months from the date of issue. If you do not obtain a student visa and enter Japan within 3 months after receiving the certificate, it will become invalid.

■If you would like to receive the Certificate of Eligibility by email, you must complete user registration in advance.
For more details, click here【Immigration Services Agency】 Regarding electronic certificate of eligibility

■If outsourcing to the legal administrative services corporation IMS (paid service)■
If you would like to use this service, please contact the Student Support Section of the Koganei Administration Division.

For details, clickhere (on-campus only)

3-3.Send the obtained Certificate of Eligibility to students

■If received via postal mail from the Regal Immigration Services Bureau:
Please send a double-sided PDF copy of the Certificate of Eligibility by email, or send the original document to researchers by international mail.

■If received by email from the Regal Immigration Services Bureau:
Please forward the email to students. If received by email, students can apply for the visa by presenting the email at the visa application counter.

STEP 4. Apply for a Student Visa

After receiving the Certificate of Eligibility, students should apply for a student visa at the Japanese embassy or consulate in their place of residence.

Application documents page (Japanese, English）
【Ministry of Foreign Affairs of Japan】List of Japanese Embassies and Consulates (Japanese, English）

STEP 5. Application for International Houses (if necessary)

Students can apply for residence in the International Houses if there are vacancies. First, check availability with the Student Support Section of the Educational Affairs Office, then apply through the Educational Affairs Section at the Koganei campus. Applications are accepted from 2 months before the enrollment date, after approval. For details, click here.

＊Booking is not available.

＊The above applies to single rooms.

＊Couple Rooms and Family Rooms are available through an open application process. For details such as the application period, please contact the Student Support Section, Educational Affairs Office.

＊Since the number of rooms is limited, if you are unable to secure a room, you will need to arrange for a private apartment or other accommodation.

(Reference) Information on Off-Campus Student Dormitories and Accommodations

STEP 6. Tutor Application (if necessary)

Those who plan to be enrolled at our university for more than 3 months and are foreign students issued a residence card are eligible to use this service.
The applicable period and hours are, in principle, as follows:

・Degree-seeking undergraduate international students: 1 year after enrollment (80 hours of support provided)

・Degree-seeking graduate international students: first 6 months after arrival in Japan (20 hours of support provided)

・Japanese Government (MEXT) Scholarship research students: first 6 months after arrival in Japan (20 hours of support provided)

・International students with a residence card and enrollment over 3 months: first month after arrival in Japan (15 hours of support provided)

For details, click here