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

This page provides information on the procedures, required documents, and contact offices for accepting special research students, special auditing students and short-term research students whose stay is 90 days or less 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.

In the case of short-term research students, screening must be completed before the acceptance is approved by the Dean of the Graduate School of Engineering.

The review process takes about 2 weeks from the time of application.

STEP 2. Student Acceptance Application

【Submit by 2 months before the start date of acceptance (3 to 4 months in advance if applying for a short-term stay visa)】

Please contact the person in charge if you have a student you wish to accept, and submit the necessary documents to them. Once the acceptance is approved, they will inform you of the approval and guide them through the necessary procedures.

＊Application Period for Those Requiring a Short-Term Stay Visa

The short-term stay visa is not required for nationals of certain countries and regions. However, those who do need to obtain the visa must apply for it themselves in their country of residence after receiving acceptance.

Normally, the visa is issued about 1 week after the application; however, during busy periods or depending on circumstances, it may take around 1 month or longer.

Therefore, for those who need to obtain a short-term stay visa, we recommend submitting their application approximately 3 to 4 months before the start date of acceptance.

Whether or not students need to apply for a short-term stay visa can be checked on the following website.

【Ministry of Foreign Affairs of Japan】Visa Exempted Countries and Regions (Japanese page,English page）

STEP 3. Visa Application (if necessary)

If students need to obtain a short-term stay visa, they must apply at the Japanese diplomatic mission in their country of residence. 
For a short-term stay visa, obtaining a Certificate of Eligibility is not required.

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

STEP 4. Application for Residence in the International House (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 relevant office. Applications are accepted from 2 months before the enrollment date, after approval. For details, 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