Procedures for Hosting International Researchers (Faculty and Graduate School of Agriculture, BASE, and Advanced Interdisciplinary Sciences)

This page provides information on the procedure flow, required documents, and contact points for hosting foreign researchers visiting our university under Faculty and Graduate School of Engineering, BASE, and Graduate School of Advanced Interdisciplinary Science (excluding employed foreign researchers).

In the case of a stay of 90 days or less

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 viaGoogle Form (on-campus only).
After applying, Security and Export Control Office will contact you about conducting a hearing.

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

Approval must be obtained prior to the final acceptance decision by the Dean of the Graduate School of Engineering. As the screening may result in the researcher not being approved, we recommend completing it before giving a preliminary acceptance.

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

STEP 2. Submit Student Acceptance Application

Please submit application forms at least 2 months before the start date. For Professor visa applicants, please apply about 4 to 5 months in advance.

Please notify the Koganei Strategic Planning Office if you have an international researcher you wish to accept, and submit the necessary documents. Once the acceptance is approved, we will inform the host faculty member of the approval and related procedures.

If the individual qualifies for a professor visa, they will need to obtain a Certificate of Eligibility and complete the visa application process. Since these procedures can take several months, we recommend applying about 4 to 5 months before the planned start date.

STEP 3. Visa Application (if necessary)

Please confirm which visa category the visiting researcher to be hosted falls under, and have the researcher apply at the nearest Japanese embassy or consulate in their country of residence.

■ Reference【Ministry of Foreign Affairs of Japan】VISA (Japanese, English)

STEP 4. Application for Residence in the International House (if necessary)

The only on-campus accommodation available for international researchers is the International House. Applications can be submitted if there are vacancies.
Please check for available vacancies with the Student Affairs Section of the Educational Affairs Office, and then submit an application form for residence to the Koganei Strategy Planning Office. Applications can be submitted only after the acceptance has been approved and within 1 month prior to the expected start date of the visiting researcher's appointment. For details, please see 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 Affairs Section of the 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

In the case of a stay exceeding 90 days

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 viaGoogle Form (on-campus only).
After applying, Security and Export Control Office will contact you about conducting a hearing.

Clickhere for an overview of security control management (on-campus only)

Approval must be obtained prior to the final acceptance decision by the Dean of the Graduate School of Engineering. As the screening may result in the researcher not being approved, we recommend completing it before giving a preliminary acceptance.

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

STEP 2. Submit Student Acceptance Application

Please submit your application approximately 4 to 5 months before the start date of accepting international researchers

Please notify the Koganei Strategic Planning Office if you have a foreign researcher you wish to accept, and submit the necessary documents. 

After acceptance has been approved, newly arriving international researchers are required to obtain a Certificate of Eligibility and apply for a visa. Since these procedures can take several months to complete, we recommend submitting the application of acceptance approximately 4 to 5 months before the intended start date.

If the researcher to be accepted has already arrived in Japan and holds a valid residence status by the start date of acceptance, the deadline for acceptance application is 2 months prior to the start date.

Once the acceptance is approved, they will notify you of the approval.

STEP 3. Application for Certificate of Eligibility

3-1.Check the Residence Status for the International Researcher

This information is intended for international researchers who are newly arriving in Japan. Please confirm which of the following residence statuses applies to the prospective international researcher.

3-2.Request for Issuance of Institutional Documents for COE Application

Please request the Koganei Strategic Planning Office to prepare the "Application for Certificate of Eligibility (for organization)."
Application forms to be completed by the foreign researcher are available for download from the following website.

■Status of residence: Professor​
■Status of residence:Cultural Activities​

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

Please sumbit the following documents tothe Tachikawa Branch Office of the Tokyo Regal Immigration Services Bureau.

It takes approximately one to two 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 issuance. If the researcher does not enter Japan within 3 months after obtaining 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)■
Preparation of the application form, collection of required documents from the international student, and proxy submission to the Regal Immigration Services Bureau can be outsourced.
If you would like to use this service, please contact the Koganei Strategy Planning Office.

For details, click here (on-campus only)

3-4.Send the obtained Certificate of Eligibility to international researchers

■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 researchers. If received by email, researchers can apply for the visa by presenting the email at the visa application counter.

STEP 4. Apply for a Visa

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

Application documents page
・Professor Visa（Japanese, English）
・Cultural Activities Visa (Japanese, English)

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

STEP 5. Application for Residence in the International House (if necessary)

The only on-campus accommodation available for international researchers is the International House. Applications can be submitted if there are vacancies.
Please check for available vacancies with the Student Support Section, Educational Affairs Office, and then submit an application form for residence to the Koganei Strategy Planning Office. Applications can be submitted only after the acceptance has been approved and within 1 month prior to the expected start date of the visiting researcher's appointment. For details, please seehere.

＊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