Leaving Procedures
This page explains instructions for leaving Japan for the exchange students in JYPE, IPLA, DEEP, and COLABS.
(Last updated: June 4, 2024)
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Leaving Procedures
Start the following procedures approximately 4 weeks prior to your departure date from Japan.
・DEPARTMENT, LABORATORY, LIBRARY, etc.
AOBA WARD OFFICE (Map)
You should visit the Aoba Ward Office with the following items about two weeks before your scheduled date of return to your home country. The Ward Office is open on weekdays between 8:30-17:00.
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1. Residence Card 2. National Health Insurance Card 3. Passport 4. Cash (About JPY 6,000) 5. Social Security and Tax Number Notification Card (card with your 12-digit “My Number”) |
Refer to the link below for details of procedures at the Aoba Ward Office.
Payment of National Health Insurance Premiums for the Last Month of Your Stay
If your premiums are automatically deducted from your bank account each month, please follow the procedure at the ward office. If you are leaving Japan in February and are paying premiums monthly at a convenience store or bank, you should pay the bill due on January 31 (the 8th payment = 第8期). Do not pay the bill due on February 28 (the 9th payment = 第9期) and follow the instructions at the ward office. Please note that if you return to your country without paying the last premium, you may get in trouble the next time you enter Japan. See this page for more details.
REPORT OF YOUR RETURN FLIGHT
Please report your departure information to the university through the below form.
DEPARTMENT, LABORATORY, LIBRARY, etc.
● Report your departure date to your academic advisor once it is fixed and ask for any additional documents required for your department
when leaving.
● Return all borrowed items such as room keys and books to the appropriate places.
● IPLA students should return their student ID cards to the Incoming Student Exchange Section (6-C) of the Student Exchange Division. Exchange students in JYPE, DEEP, and COLABS should return their student ID cards to either the academic affairs office of their department or the Incoming Student Exchange Section (6-C) of the Student Exchange Division.
DORMITORY
● Check your term of residence indicated on your Residence Permit.
● Follow the moving-out instructions provided by your housing office.
● Dormitory staff will inspect your room; some additional fees may incur if any damages and/or insufficient cleaning results are found.
● Confirm how to settle your final payment and other necessary procedures with your housing office.
JASSO SCHOLARS
● Submit the designated below online form when the exchange program ends.
[H-2] Report of JASSO Student Exchange Support Program (Short-term Study in Japan)
OTHER ESSENTIAL PROCEDURES
● Closing your bank account at the branch office (open weekdays only 9:00-16:00) (Details here)
● Ensuring that any payment-related contracts are cancelled (e.g. Cellphone like LINEMO)
● Returning your Residence Card at the departure counter at the airport
● Disposing of any personal items on your responsibility (e.g. bicycle)
Period of Stay
All exchange students in JYPE/DEEP/IPLA/COLABS are asked to return to their home universities after the program at Tohoku University ends to complete their coursework. For the Spring Semester, exchange students are registered as students at Tohoku University until September 30 (IPLA: August 31), and for the Fall Semester until March 31 (IPLA: February 28). Note that it is illegal to continue staying in Japan under a student visa after those dates even if the residence card is still valid. In most cases, students participating in the Spring semester are permitted to stay in the dormitories until August 31, and students participating in the Fall semester until February 28. A student visa requires a minimum of 10 hours of class time per week. Legally speaking, staying on a student visa until the end of the enrolment period is not a problem, however, it is not recommended because of liability issues in case of accidents or incidents while travelling. Therefore, regardless of their dormitory move-out date, exchange students must leave the dormitory and return to their home country as soon as their coursework is complete.
Academic Transcript
Official transcripts and other certificates will be sent via email directly to the student around April or October.
| Semester Attended | Fall | Spring |
|---|---|---|
| Transcript Issuance | April | October |
GRADE INQUIRY valid until the end of your exchange period
● Your grades can be checked through the Student Affairs Information System (except IRTLab) with your Tohokudai ID and its password.
Please refer to: Checking Grades Online
● IRTLab grades for COLABS students are not registered and will not appear in the Academic Affairs Information System; IRTLab grades can be viewed in the transcript.
● Grades for the Japanese Language Program at Kawauchi (JLPK) courses can be checked on the JLPK Academic Affairs System here with your Nihongo ID and its password. This applies only to JYPE and COLABS students. Note that this website is accessible only within the Tohoku University campus.
● Your Tohoku University's Google account will be disabled about a month after the program ends. Please save your important emails and files to another location.
Survey
The Student Exchange Division conducts a quick survey at the end of each semester. Your feedback and comments will help us improve our exchange programs for better as every one of your survey voice matters. We would appreciate it if you take a few minutes to answer the following survey by the deadline of February 28, 2025.
Stay Connected
Even though your exchange term will end, we hope you will stay connected with Tohoku University through our Newsletter, Facebook and Twitter, etc., as well as the friendships you gained here!
Incoming Student Exchange Section, Student Exchange Division, Tohoku University
Office Hours: Monday-Friday 8:30-12:30, 13:30-17:15
Counter #6-C, 2nd floor, Education and Student Support Center (A01), Kawauchi Campus,
41 Kawauchi, Aoba-ku, Sendai, Miyagi, 980-8576 Japan
Contact Form / studyab ＠ grp.tohoku.ac.jp
Tel: +81(0)22-795-3745
Please include your program name in the email so we don't miss your email.
Information for Incoming Exchange Students
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