Residence and Registration Procedures

Residence Card and notification of "moving-in"

When you enter Japan from Tokyo (Narita and Haneda), Osaka (Kansai) and Nagoya (Chubu) airports, besides having a seal of landing verification stamped in your passports, you receive a Residence Card. Please be sure to carry your Residence Card with you at all times. If you are found not be carrying the Residence Card with you, you will be to fined up to 200,000 yen.

1. Initial Procedure
   You are asked to visit the ward office where you live with your Residence Card and notify your address within 14 days. 
   *Note: Those who have not received a Residence Card should take their Passport which should have a stamp stating that "A Residence Card is to be issued on a later date". 
2. A Copy of Resident Record
   When you register at your local ward office, you can apply for a copy of resident record.
3. Changes in Registered Items
   Any change in your name, date of birth, sex, nationality, etc., must be reported at the immigration bureau of Nagoya within 14 days.
4. In case of Loss of the Residence Card
   If you lose your Residence Card, you are required to apply for the reissuance of the Residence Card at the immigration bureau within 14 days of the day you realized.

Application for the National Pension System

The National Pension System is a social security system run by the Japanese Government, where contributing members are entitled to receive a pension when they reach the age of 60 and retire from work or become disabled through sickness or injury. Not only Japanese citizens, but also foreign residents over 20 years old are required to apply for the national pension at their local government wards whilst they are living in Japan. In principle, once having subscribed to the national pension, foreign residents must pay a monthly premium of 14,980 yen (as of April 2012). However, international students may be exempted from paying pension premiums. At the same time as subscribing to the National Pension System, degree-seeking students should apply for a 'special exemption to student payment' (Gakusei nofu tokurei) and non-degree-seeking student should apply for a 'payment waiver' (menjo).

You will probably receive the bill for your pension premium before receiving the result of your application for exemption from payment. However, do not pay the premium until you have received the result, which takes the form of a post-card. If your application for exemption is rejected, please proceed to pay the premium; otherwise, no payment is necessary.

Application procedures for pension payment exemption must be repeated every year. Please inquire at your ward office for further information.

Extension of Period of Stay

As an international student with a "College Student" resident status, your initial period of stay in Japan will be 4years and 3 months, 4 years, 3 years and 3 months, 3 years, 2 years and 3 months, 2 years, 1 year and 3 months, 1 year, 6months or 3 months. The initial period of stay is decided regardless of your anticipated period of study. Therefore, if you wish to remain in Japan after the expiration of your initial period of stay, you must apply for an extension at the Nagoya Regional Immigration Bureau. Application for extension can be done 3 months prior to the day of expiration, so be sure to file for the application of extension as early as possible so as to avoid any inconveniences.

〈Application procedures and necessary documents〉

1. Application form for extension of period of stay (College Student)
   ＊Free copies of the form are available at the Nagoya Regional Immigration Bureau and can also be downloaded from the Website of the Ministry of Justice (http://www.moj.go.jp/).
2. 1 photo (4cm×3cm）
   ＊The photo should have been taken within 3 months of application, full face view directly facing the camera, no hat, clear and without any background images.
   ＊Photo should have the person's name on the back and be stuck to the designated part of the application form.
   
3. Valid Passport and Residence Card
4. Certificate of university enrollment (showing expected period of study) and Official academic transcript 
   Note1: In case of research students, in addition to the certificate of university enrollment, you will need an official document from your School outlining your research, and indicating the hours spent on the research. Please note that a written statement from your academic advisor is inadequate.
   Note2: If the applicant has failed to graduate within the expected period and must remain in Japan for this reason, a statement explaining the reason for failing to meet the graduation requirements must be submitted.
5. 4,000 yen revenue stamp (available at the Immigration Bureau)
6. Documents showing that the applicant has sufficient resources to independently support himself or herself. The following documents are usually requested by the Immigration Bureau:
   • Certificate of scholarship stipend
   • Applicants Bank statement certifying bank balance or a copy of the bank book
   • Where the applicant is to be financially supported by another person, documents showing such resources or ability in respect to the supporter, i.e., a bank statement payment, payment of tax certificate (including statement of gross income), certificate of tax deduction, or a certificate of income tax return.
   • Certificate of remittance

＊In some cases, additional documents will be requested by the Immigration Bureau

〈Important points to note〉

• Please attach a Japanese translation when materials are written in foreign languages
• In principle, all submitted materials will not be returned. Therefore, if there are any important documents that you want returned to you, please notify the official when handing in your application documents.

Application for a Part-time Work Permit

It is not permitted to work when on a "College Student" visa. International students who wish to work on a part-time basis in order to supplement their academic fees and other essential expenses are required to apply for a part-time work permit. International students who work without a work permit and those who fail to follow the regulations pertaining to the permit will be fined, and in some cases, subjected to forced deportation. Please be extra careful. The maximum hours of work a student can undertake, where permission has been granted, are limited to 28 hours per week. However, during long holidays, all students with permits may work a maximum of 8 hours a day.

Application for a part-time work permit can be done at the port of entry (immigration section of the airport upon arrival). Those who want to apply later after entering Japan can also do so by taking the following documents to the Nagoya Regional Immigration Bureau.

〈Application procedures and necessary documents〉

1. Fill out the "Application for Permission to Engage in Activity Other Than That Permitted under the Status of Residence Previously Granted (Shikakugai-Katsudo-Kyoka-Shinseisho)" form which can be downloaded from the Website of the Ministry of Justice.
2. Residence Card
3. Valid Passport

※Application is free of charge

〈Precautions when doing part time work〉

• For new students, we recommend that you do not start doing any part-time work until you have a full understanding of your study and research schedule. When you want to start doing part-time work, please make sure that you have obtained approval from your university supervisor.
• Long holidays refer to the summer, winter and spring breaks
• The permit is given for a length within your granted period of stay. Therefore, you need to reapply for the permit whenever you apply for an extension of your period of stay.
• After you apply or reapply for the permit, please photocopy both sides of your Residence Card and take it to the international student office in your school.
• Working for and doing business in the adult entertainment venues or related industries is strictly prohibited. (The "entertainment industry" includes working in pubs, bars and night clubs, mahjong rooms, pachinko parlors, and any venue related to the adult entertainment and sex industry).
• International students cannot work during their leave of absence from school
• For part-time work such as TA (Teaching Assistant) or RA (Research Assistant) done under contract with Nagoya University, you do not need to apply for the part-time work permit.
• Students should show their Residence Card to their employers indicating the regulations pertaining to the permit (Time limitation, work type limitation, etc.).
• When selecting a part time job, you should confirm the following content in advance.
  • Whether the work affects your studies (for example, working late at night might affect your studies the following day)
  • Whether there are any problems pertaining to the work content (including safety, insurance in case of accidents, whether it is a permitted work type, etc.)
  • The employment conditions (payment, transportation expense payment, working hours, etc.)
  • The payment method (whether daily or week or monthly payment, cash or bank transfer, tax payment, etc.)
• It is recommended that you ask your employer to draw up a work contract stipulating employment conditions, including the payment conditions.
• Working at midnight, can cause adverse changes in your daily life pattern which could negatively affect your health and undermine your academic performance which is your primary goal in Japan.

Temporary leave, Re-entry and Permanent leave

■Temporary leave

Please follow the procedure below.

1. Get an approval of your academic supervisor.
2. Fill in the Nagoya University Overseas Travel Database. Nagoya University ID and pass word are required. URL: http://intl.ecis.nagoya-u.ac.jp/tokou/
3. Print out the document and obtain the signature and a seal of your academic supervisor.
4. Submit the document to the office of your school.

■Re-entry permission

You are not required to apply for a re-entry permit, if you have a valid passport and a Residence Card and will be re-entering Japan within one year of your departure to continue your activities (This is called a special re-entry permit).

At departure, you are required to present your valid passport and your Residence Card to the immigration officer and submit the ED card. If you wish to re-enter Japan using the special re-entry permit, please be sure to put a tick on the appropriate check-box on the ED card.

When you leave Japan with a special re-entry permit, you cannot extend the effective period outside of Japan. If your period of stay expires within one year after your departure, please ensure that you re-enter Japan before the expiration of your period of stay.

If you go overseas for more than one year, you will be required to apply for a re-entry permit at the Immigration Bureau before your departure.

〈Application procedures and necessary documents〉

1. Application form for Re-entry permit
2. Valid passport
3. Residence Card
4. Student ID or a card of certificate of enrollment
5. Fee: Revenue stamp of 3,000 yen (for single re-entry) or 6,000 yen (for multiple re-entries)

■Permanent leave (Return the Residence Card)

If you have a Residence Card and are not planning to come back to Japan, you are required to return your Residence Card to the immigration officer at the port of departure.

Change of Resident Status

You are required to make a change in your resident status whenever your approved status in Japan changes at the Immigration Bureau. In this case a new Residence Card will be issued. For example, this refers to students who become employed at a company.

■At end of your program at Nagoya University (Graduation, completion, withdrawal, expulsion, etc.):

Even if your "College Student" resident status is valid after the end of your program at the Nagoya University, you must leave Japan immediately. If you want to remain in Japan, you are required to change your resident status.

■Activities involving management of business or remuneration

You are strongly prohibited from engaging in such activities with a "College Student" resident status. If you engage in such activities without changing your resident status, you may be subject to punishment and deportation.

〈Application procedures and necessary documents〉

The following materials should be submitted to the Immigration Bureau.

1. Application for Change in Status of Residence (available at Immigration Bureau)
2. Statement explaining the reason for the change in status. Please include a clear and detailed description of your new activity.
3. Valid passport
4. Residence Card
5. 1 Photo (4cm×3cm)
6. 4000 yen revenue stamp (available at Immigration Bureau)

Inviting Family Members to Japan and Necessary Procedures after their Arrival in Japan Application for Certificate of Eligibility

In order to have your family stay with you in Japan, you will usually need to go to the Immigration Bureau in person and apply for a Certificate of Eligibility for your family. Only your spouse and any children that you may be supporting will be eligible. It is necessary that you have stable financial income to support your family throughout their stay in Japan.

〈Application procedures and necessary documents〉

1. Application for Certificate of Eligibility (Dependent)
2. Photo (4cmx3cm)　of each family member (Not necessary for members under 16 years old) 
   ＊The photo should have been taken within 6 months of application, full face view directly facing the camera, no hat, clear and without any background images.
   ＊Photo should have the person's name on the back and be stuck to the designated part of the application form.
3. A return envelope (standard-size self-addressed, affixed with a necessary stamp for simple registered mail, "kan-i-kakitome")
4. Proof of your relationship with the family members who will join you. For example, proof of marriage registration or marriage certificate for spouse, birth certificate for children, etc.
5. A copy of your Residence Card or your passport
6. Certificate of enrollment issued by the office of your school　
7. Proof that you will be able to support your family throughout their stay in Japan (Student's bank statement indicating balance of deposit, certificate indicating amount and tenure of the scholarship, etc.)
8. Your student ID card

※ In some cases, additional documents will be requested during the examination process by the Immigration Bureau.

 

• The documents written in foreign languages should be submitted with their translation in Japanese.
• In principle, all submitted materials will not be returned. Therefore, if there are any important documents that you want returned to you, please notify the official when handing in your application documents.
• For some countries additional documents may be requested when your family applies for "dependent visa" at the Japanese Embassy or Consulate. Please enquire in advance.
• The process to get the Certificate takes one to several months depending on the number of applicants and other conditions. Enquire at the Immigration Bureau.
• After you get the Certificate issued, you will send it to your family and your family will apply for the dependent visa at the Japanese embassy/consulate.
• The Certificate is valid for 3 months. Your family should obtain the visa and arrive in Japan within this period.
• At the port of entry, your family will get a verification of landing and obtain their Residence Card.

Notification of Place of Residence for the Family Members

Within 14 days of moving to the new residence, the family members should visit the Ward Office and submit the moving-in notification. They should take their Residence Card and, in case they live in the same household with you, they should also take an official proof of their relationship with you (marriage certificate, birth certificate, etc.). Official documents written in foreign languages should be submitted with their translation in Japanese. An additional document with the name, address, and seal or signature of the person who translated the documents should be submitted as well. You yourself may translate the documents. All the submitted documents should be original. For any original documents that you want returned, please notify the official when handing in your application documents. With the moving-in notification, the family members should apply for National Health Insurance, National Pension System, and other official programs if eligible.

Extension of your Family Members' Period of Stay

Family members who wish to extend their period of stay in Japan should file an application for extension of period of stay. Application for extension can be done 3 months prior to the day of expiration, so be sure to file for the application of extension as early as possible so as to avoid any inconveniences.

〈Application procedures and necessary documents〉

1. Application form for updating the validity period of the resident card ("Dependent" resident status)
2. Photo (4cmx3cm)　 (Not necessary for members under 16 years old) 
   ＊The photo should have been taken within 3 months of application, full face view directly facing the camera, no hat, clear and without any background images.
   ＊Photo should have the person's name on the back and be stuck to the designated part of the application form.
3. Applicant's valid passport and Residence Card
4. Proof of your relationship with the family members who will join you. For example, proof of marriage registration or marriage certificate for spouse, birth certificate for children, etc.
5. Your Residence Card or copy of your passport
6. Your certificate of enrollment issued by the office of your school
7. Document certifying your income 
   (Your bank statement indicating balance of deposit, certificate indicating amount and tenure of the scholarship, etc.)
8. 4,000 yen revenue stamp (available at the Immigration Bureau)

Application for Acquisition of Status of Residence for Newborns (Report of Birth)

When a child is born to two foreign nationals in Japan, an application for acquisition of status of residence must be made within 30days of birth. However, if the child is leaving Japan within 60 days of birth, the application is not necessary. First, you submit the registration of birth at a ward office. When you submit it, the name and the date of birth of your child will be listed in the resident record of your household. The application should be made by either parent at the Nagoya Regional Immigration Bureau.

〈Application procedures and necessary documents〉

1. Application for permission to acquire status of residence
2. Documents certifying birth (e.g. "Certificate of Acceptance of Birth Report" issued by the ward office, etc.)
3. Questionnaire (available at the Immigration Bureau)
4. Passports of both parents
5. Residence Card of the parent taking the documents to the Immigration Bureau
6. A copy of the resident record (Certificate of Items Stated in Resident Register) of the other parent who is not going to the Ward Office
7. A copy of resident record (Certificate of Items Stated in Resident Register) of the child
8. Maternal and child health handbook (Boshi-Techo)

＊A photo is not required for this application.

＊The "Certificate of Items Stated in Resident Register" is called "juminhyo-kisaijiko-shomeisho" in Japanese.

【Nagoya Regional Immigration Bureau】

http://www.immi-moj.go.jp/english/soshiki/kikou/nagoya/nagoya.html

5-18 Shoho-cho, Minato-ku, Nagoya 455-8601

• College Student Section
  Tel:052-559-2117～8
• General Information Center
  Tel: 0570-013904 (Or 03-5796-7112)

Business hours: 9:00-16:00
(Mon.-Fri., except national holidays)

 

Change of Address: "Notification of Moving-In", "Notification of Moving-Out" and "Notification of Change of Your Address "

When you move to Nagoya city from another city, or move from one ward to another ward within Nagoya city, you need to notify the ward offices of your old residence and of your new residence. In all cases, do not forget to carry your Residence Card when submitting the documents at the Ward Office. The details are given below.

Notification of Moving-In

• Moving to Nagoya from another City
  When you move to Nagoya city from another city, you need to notify the ward office of your new address within 14 days of your moving in. In this case, you need to submit a "move-out certificate" as a part of your moving-in application.
• Moving to a different ward within Nagoya City
  When you move from one ward to another within Nagoya city, you need to notify the ward office of your new address within 14 days of your moving in as well. In this case, you will not need to submit a "move-out certificate."
  Notification of moving-in will be accepted only after you move in. The ward office will not accept it if you have not yet done so.

Notification of Moving-Out

When you move out from Nagoya city, you are required to notify the ward office of your moving out and obtain a "move-out certificate" before you move to another city.

In case you are going back to your home country or region and have no plan to come back to stay in Japan, or if you will be away from your residence for more than one year, you are required to notify the ward office of your moving out.

Notification of Change of Your Address (Moving within the same Ward)

When you move within the same ward, you need to notify the ward office of your change of address within 14 days of the change.

Notification of change of your address will be accepted only after you move to your residence. The ward office will not accept it if you have not yet done so.

Application for a Copy of Resident Record

In a number of cases you may be required to submit a copy of your resident record. To get a copy of your resident record, you need to apply at the ward office. The application fee is 300 yen.

For Those Who Have Alien Registration Cards

1. Alien Registration Card is valid until the expiry date of your current resident status (It is deemed to be a Residence Card.).
2. "Special Re-entry Permission" is also applied to those who have Alien Registration Card. In this case, please never forget to carry your Alien Registration Card when you go overseas.
3. If you change your address, the new address will be written on the back of your Alien Registration Card. However, other information will not be written on the back.
4. Alien Registration Card is deemed to be Residence Card only in the Immigration Act. Therefore, it might not be deemed to be Residence Card in other areas of government services.
5. You can change your Alien Registration Card to Residence Card at Nagoya Regional Immigration Bureau. When you apply to change, you will be required to submit application form, one photograph, passport and Alien Registration Card. You do not need to pay any fee for the change.