On-campus Procedures

Student Information Sheet

If you start your studies at the National Institute of Fitness and Sports in Kanoya, please fill out the necessary data on the “Student Information Sheet” form as part of the enrollment process, attach a photo and submit these to the Admissions Section at the Department of Educational Affairs Office.

Notice of Temporary Leave

If you leave Japan temporarily during your studies in Japan on a trip or to return to your home country, make sure to submit a Notice of Temporary Leave form to the Academic Research, Library and Information Systems Office. Also, if you’ll be gone for a week or longer, please contact your dorm administrator (if you reside on campus) or your landlord (if you live in an apartment).

Notice of Changes in Student Information

Please make sure you submit a Notice of Changes in Student Information Form to the Academic Research, Library and Information Systems Office if you move and your address changes, if your phone number changes, if the contact name, address in your home country changes, etc.

  • Notice of Changes in Student Information:PDF(176KB)

Application Form for Letter of Recommendation (to change your visa status for the purposes of job hunting activities)

Those with a visa status of “International Student” who wish to stay in Japan and start job hunting prior to graduation may change their visa status to “Designated Activity Visa” so they could remain in the country even after graduation / completion of university courses to look for a job. Since a Recommendation Letter from the university is necessary for the application for this change at the Immigration Bureau, please fill out the Application Form and submit it to the Career Support Section at the Department of Educational Affairs Office.

Off-campus Procedures

Basic immigration procedures can be completed at the Kagoshima branch of the Fukuoka Immigration Bureau in Kagoshima City as described below and including extension of period of stay. For more detailed information, please contact the immigration offices such as the Kagoshima Branch of the Fukuoka Immigration Bureau. Please remember that you’ll need to attach a Japanese translation of all documentation written in languages other than Japanese.

Extension of Period of Stay

The “International Student” Visa allows a period of stay in Japan of 2 years and 3 months / 2 years / 1 year and 3 months / 1 year / 6 months (depending on the term of study). For this reason, if you wish to continue your studies beyond this time period, you must extend your stay. To complete this procedure, please visit the Immigration Bureau any time between 3 months prior to and 1 day before the expiration date of your visa. It is illegal to remain in Japan beyond the expiration date of your visa without renewal, and will lead to deportation.
You will need the following documents and fees submitted as part of the procedure that extends your stay.

  1. Application Form for Permission of Visa Renewal:PDF(3.56MB) / Excel(115KB)
    Application Form “Institution/Organization Affiliation Form 1/2”, prepared at the Academic Research, Library and Information Systems Office.
  2. Certificate of Enrollment (issued by the Department of Academic Affairs)
  3. Academic Transcript (same as above)
  4. Passport
  5. Residence Card or Alien Registration Card
  6. Processing Fee: JPY 4,000

(In the course of the proceedings, it is sometimes required to submit documentation in addition to the above, so follow instructions from the Immigration Bureau.)

Change of Visa Status

As a general rule, your visa status should be “International Student” if you study or conduct research as an international student at a university. Please keep in mind that those holding a visa other than “International Student” will not be eligible for various services provided to international students (scholarships for international students, tutoring services, etc.).
You will need the following documents and fees submitted as part of the procedure that changes your visa status.

  1. Application Form for Permission to Change Visa Status
    Ministry of Justice website:The form to be used differs depending on your visa status (purpose of staying)
  2. Passport
  3. Residence Card or Alien Registration Card
  4. Copy of Authorization for Enrollment or Certificate of Enrollment
  5. Processing Fee: JPY 4,000
  6. Documentation to prove coverage of financial expenses: evidence of money transfers, copy of passbook at banking institution, etc.

(In the course of the proceedings, it is sometimes required to submit documentation in addition to the above, so follow instructions from the Immigration Bureau.)

Temporary Departure and Re-entry

In case you want to leave Japan temporarily during your stay to return home or visit another country, contact your supervising professor and obtain his/her permission. Please make sure to notify the Academic Research, Library and Information Systems Office as well as the administrator at the dorm or other place where you live (in case of apartments, the landlord).
Additionally, if you are an international student who holds a valid passport and a residence card, as a general rule, it is not necessary to obtain a re-entry permit before you leave if you plan to return to Japan within 1 year of departure to continue your activities (this system is called “Special Re-Entry”).

Regarding visa status for job-hunting purposes following graduation from university

You may remain in the country for 360 days at most (2x180 days) for the purposes of job hunting following graduation using a “Designated Activity Visa”.
For the Recommendation Letter from the university that is necessary to be able to change your visa status to “Designated Activity Visa”, you must fill out the application form available for this purpose and apply at the Career Support Section at the Department of Educational Affairs Office. For more detailed information about the application process, please contact the immigration offices, starting with the Kagoshima Branch of the Fukuoka Immigration Bureau.

Part-time jobs and activities outside of those permitted by your visa

The “International Student” visa status does not allow you to participate in employment activities (activities of operating income-generating businesses or activities where you receive payment). However, part-time employment during your stay abroad is allowed, with the exception of some jobs such as those in the entertainment industry, as long as it doesn’t interfere with your study or research.
In the worst case, you will be forced to leave the country if you take on part-time job activities without obtaining permission to engage in activities outside the scope of your visa, or obtain permission, but take on jobs that are forbidden, or if you work over the hours allowed. On several occasions recently, international students were caught after they were tricked into taking on part-time jobs that are forbidden, so if you have any doubt, please get in touch with the Academic Research, Library and Information Systems Office immediately.
You will need the following documents and fees submitted as part of the procedure that allows you to engage in activities outside those permitted by your visa.

  1. Application Form for Permission to Engage in Activities Outside the Scope of your Visa:PDF(94KB) / Excel(41KB)
    ※ Application Form for International Students upon Entering Japan:Excel(29KB)
  2. Travel documentation (passport)
  3. Resident Card or Alien Registration Card
  4. Student ID Card

(In the course of the proceedings, it is sometimes required to submit documentation in addition to the above, so follow instructions from the Immigration Bureau.)

※ NOTE

  • During long school breaks, you may engage in part-time job activities for no more than 8 hours/day.
  • For positions within the university such as TA, RA, etc., you do not need to obtain permission to engage in activities outside the scope of your visa.
  • You may not work at places within the entertainment industry (such as clubs, etc. with hosts and hostesses) or those related to the entertainment industry (pachinko, mahjong parlors, game centers). In these establishments, you are forbidden to work even in jobs such as washing dishes or cleaning.

National Health Insurance

International students who are registered as resident aliens and are expected to remain in Japan for over 1 year are obligated to join the same “National Health Insurance” as Japanese nationals. (Those on “Short-term Stay” or “Study Abroad (Study term 6 months)” cannot join this system.) For medical treatments covered by this National Health Insurance system, 70% of the medical expenses are paid by the insurance and the remaining 30% is your obligation. If you need to go to the hospital, do not forget to take your insurance card with you.

Procedure for Joining the National Health Insurance System

Please join the “National Health Insurance” system at City Hall.
Single international students who did not earn money in the previous fiscal year can get their insurance fee reduced by submitting a “Simple Income Declaration Form”. Additionally, for the next years, you can reduce the insurance premium payment by submitting this document yourself at the City Hall every year (in February-March).
Every year, information is sent out through the postal service regarding insurance premiums and deadlines for payment. If you’re delinquent on paying the insurance fee, you will be charged late payment fees, so make sure to submit payment prior to the specified deadline.
Additionally, if you move, go to the city/district office at your new address and join the health insurance system again. Please return your old insurance card to the previous city office, and settle any insurance balance you owe.
Check out the details of this procedure on the website of the city office where you applied for your resident card, to make sure you’re not missing any steps in the process, etc.