Preparing to Arrive – Spring 2026
This page explains instructions for exchange students in JYPE, IPLA, DEEP, and COLABS for the period between their acceptance and departure to Japan.
(Last updated: November 25, 2025)
Welcome to Tohoku University!
We are delighted that you have chosen to study with us. This page highlights the things you must do before leaving for Japan. Please follow the instructions below and submit the necessary applications by the deadlines. Make sure to check this page regularly and prepare the following accordingly. We look forward to welcoming you to Tohoku University!
A Certificate of Eligibility is usually issued in early or mid-March. They are often issued very last minute. It is up to the Immigration Office to determine when they are issued, and the university has no control over the process. Please note that the university cannot tell you when your COE will be issued.
1: Apply for COE
A Certificate of Eligibility (COE) is required to obtain a student visa before coming to Japan. Tohoku University will apply for your COE on your behalf at the Sendai Regional Immigration Bureau. The official application results will not be announced until January or February, however, it would be too late to apply for COE if you wait until February and that is why we are asking all applicants to apply for COE before the result announcement.
Please read the following materials 1 through 3 first, then submit your COE application through the COE Web Application System by the deadline, December 12, 2025.
Note that COE applications of those not accepted into the program will be withdrawn later. Also, note that entering Japan as a tourist is not allowed. If you enter Japan on a tourist, you may have to return to your home country and reapply for a student visa.
● 1. Application for COE *Be sure to check the information sheet
The information sheet contains the details you should enter when applying for the COE. For content common to all programs, please enter exactly the same information as on the information sheet. For questions where the required input differs by program, please fill in the information applicable to your specific program.
Note: Tuberculosis screening: Individuals with Filipino, Vietnamese, or Nepalese nationality may be subject to screening. Please be sure to check the website below.
Japan Pre-EntryTuberculosis Screening
● 2. Photo Specification
● 3. Frequently Asked Questions
Deadline: December 12, 2025 for all applicants who applied for IPLA, COLABS, JYPE, and DEEP for the Spring 2026 Semester.
Applying For Student Visa
Sendai Immigration Bureau will send your COE electronically by email once it is issued. As soon as you receive the COE, apply for a student visa at your nearest Japanese embassy/consulate general. It may take longer to issue the COE in some cases, however, we ask for your patience as Tohoku University has no control over the process. Please note that the timing for submitting applications to the Immigration Bureau varies depending on the program, and therefore the timing for the issuance of COEs may also vary depending on the program.
When preparing visa application forms, you need to write the information regarding "Guarantor or reference in Japan" on the second sheet of the Visa Application Form. If you have an acquaintance in Japan, you can write the information. If not, please write the following information. Note that the page is password protected; the password will be sent via email around the time when the COEs are issued.
Information for "Guarantor or reference in Japan" on VISA Application Form
The earliest date you can enter Japan is determined as follows. You may not enter Japan before the specified date. Tohoku University is responsible for your well-being in Japan as your visa sponsor.
| Spring Enrollment | Fall Enrollment | |
| Estimated COE Issuance* | Early or Mid March | Early September |
| Visa Processing Days | Approx. 5 working days or more | |
| Entry in Japan | After March 26 | From September 21 onwards |
*COE issuance schedules are subject to change.
For inquiries about COE and Visa, please contact the International Support Center via the contact form here.
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IMPORTANT:
This is the end of the information on COE applications and Visa applications. Please disregard the items listed further on, as the information has not yet updated at this stage.
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2: Apply for Dormitory
All exchange students (JYPE/IPLA/COLABS/DEEP) must live in the university dormitories. Here is how to apply: first, please read and understand the following four documents below. Carefully consider which dormitories you wish to apply for and decide your top four preferences. Then submit the Dormitory Application Form by the deadline, January xx, 2026. Dormitory allocation and check-in procedures will be announced in early September.
● 1. Application Guide
● 2. Dorm List
Deadline: January xx, 2026 for the Spring 2026 New Exchange Students.
Tips on Choosing the Right Dormitories for You
●Once you move in, you cannot move to another dormitory in the middle of your stay, so consider which campus you will spend the most time on.
● University House Aobayama is strongly recommended if your lab is located on Aobayama Campus.
● The subway, the city bus, and the free campus bus are available to commute to the campuses.
● City Bus/Subway Passes are available for students at a discounted price.
● For those who are tight on budget; UH Aobayama is the newest dormitory and is very nice, but the total dorm fees will be the most expensive of all dorms at about 40,000 yen monthly. For those who cannot afford it, International House or University House Sanjo are affordable.
● Visit the Finding Accommodation page to learn more. (University House / International House)
List of Dormitories Exchange Students Are Allowed To Apply For
Aobayama area:
Sanjo area:
3: Japanese Language Programs at Kawauchi (JLPK) - Required for JYPE, IPLA, and COLABS -
All new students participating in JYPE, IPLA, and COLABS are asked to submit this JLPK Form by the deadline. This form is to collect the necessary information to register you for the Japanese Language Program Registration System.
Deadline: February xx, 2026, for the JYPE, IPLA, and COLABS Students
Note:
- Double Degree or DEEP students do not need to submit this form.
- You will NOT be able to take any JLPK courses if you miss the deadline for submission.
- Late submission is NOT accepted.
- Only the most recent data you submitted will be accepted if you submit the form more than once during the registration period.
4: Academic Accommodations - Optional -
You may request academic accommodations due to your physical and/or mental health difficulties before the semester begins if you need support during your stay.
Academic Accommodations Request Form
Deadline: Mid-March 2026
5: Photo Release Agreement
We, the Student Exchange Division, might take photos, screenshots, and some videos of you in our events, which may be used for publicity on our websites or leaflets, etc. Let us know your preference via the following form by the deadline of March xx, 2026.
6: Plan to Travel to Japan
Booking Your Flight
It is recommended to book your flight after receiving your COE because COEs are often issued last minute. In the worse case, you cannot obtain the student visa before the departure date and this has actually happened recently. However, you may purchase the ticket before receiving the COE at your own risk if it's too late for you to do so in March. In addition, it is suggested to book a refundable/changeable flight ticket. The university will not be liable for any costs incurred as a result of any delay/cancellation etc. of your travel. Please note that the arrival airport of your flight must be one of the following airports: Narita, Haneda, Chubu, Kansai, New Chitose, Hiroshima, and Fukuoka Airport. In case you enter through any other airport, including Sendai Airport, you won't be able to receive your residence card at the airport, which would cause delays in residence procedures in Sendai, which we'd like to avoid.
Recently, there have been cases of exchange students departing their home country and entering Japan after sightseeing in a third country. However, please note that this is not allowed. You must enter Japan directly from your country of residence with a student visa. It is not a problem to take a connecting flight.
Available dates for moving into the dorms are as follows: March xx,xx,xx and xx. Orientations for exchange students are planned to be held on April xx and other administrative procedures will be done on the first week of April. Therefore, please expect to arrive in Sendai by the morning of March xx. In case you cannot make it to move into the dorm by April xx due to an unexpected event, you can still move in on weekdays in April.
Submitting the Arrival Information Form - Required -
After booking your flight to Japan, please submit the Arrival Information Form, where you can book your move-in orientation for the dormitory. By submitting this form, the university will know when you will arrive at the dormitory and by when your room should be ready for move-in. The deadline to submit this form is March xx, 2026 at 8:30 JST.
Deadline: March xx, 2026 for the Fall 2025 New Exchange Students
Note: Once your COE is issued, you can book your flight and submit your arraival information.
Preparing the Required Documents, Pledge and Oath - Required -
All exchange students are required to sign the documents on the day of orientation. Please review the contents of Pledge and/or Oath in advance.
| JYPE, COLABS, DEEP | IPLA | |
|---|---|---|
| Oath | ||
| Pledge |
Not Required |
Receiving the Residence Permit by Email
Your assigned dormitory, room number, residence permit, and student ID number will be emailed to you around early March. A resident permit is required when you check in to the dormitory. Once you receive it, please save it on your smartphone or print it out and bring it with you when you come to Japan. To open the link to the permit, you will need to request access using your Google account.
Applying for bedding- Optional -
A bedding rental service is available for the following dormitories as they are not equipped with bedding. You can find an application form and more details at "Moving in Procedures and Access to Dormitories" on the Getting Started in Japan– Spring 2026 page. If you wish to apply, please download the application form for your allocated dormitory and fill it out. Email it to a respective contact 7 days before your move-in date. Applications can be accepted starting March xx, 2026. Your email subject should include bedding rental, your dormitory, and your room number. (e.g.) "Bedding rental: University House Sanjo II A100" You may also prepare your own bedding.
A bedding rental service is available for the following dormitories:
- International House Sanjo (1/2)
- University House Sanjo (A/B)
- University House Sanjo (II/III)
Planning Your Trip From Airport To Dormitory
Once you have booked your flight, we recommend that you research how to get from the airport to the dormitory. You need to come to your dormitory by yourself as there is no pick-up service available. It usually takes at least 6 hours to get from Narita or Haneda Airport to the dormitories at Tohoku University, even if you take the Shinkansen, the bullet train. Therefore, if your flight arrives in the afternoon, it is difficult to move into the dormitory on the same day. In that case, please book a hotel room in Tokyo or Sendai, stay one night, and move into the dormitory the next day. Alternatively, you can take an overnight bus from Tokyo and arrive in Sendai early the next morning. Note that the dormitories are not open for move-in on weekends and national holidays. Below are links to some useful websites.
Purchasing Overseas Travel Insurance - Optional -
You can arrange overseas travel insurance before your departure. After October xx, you will be covered by the student insurances and the National Health Insurance. However, you are not covered for the period between the arrival date in Japan and September xx. If you wish to join overseas travel insurance for this period, you may do so in your country by departure.
7: First Meeting - Required for JYPE, COLABS, and DEEP -
This is applicable for JYPE, COLABS, and DEEP students only. You should have a first online meeting with your academic advisor at Tohoku University to introduce yourself and discuss your study plan/research themes with them before the semester starts. For detailed instructions, please visit the following page.
First Online Meeting with Your Academic Advisor
8: Prepare Funding
The average living cost is approximately 80,000 yen per month (reference). Make sure you have secured enough money to cover your stay. It is recommended to bring a bank card, credit card, and/or debit card issued by an international bank or company. You can use the following Bank ATMs in Japan to withdraw cash in yen.
For those receiving the JASSO Scholarship:
The first stipend is expected to be transferred to your Japanese bank account about two months after your arrival. This is due to the Japanese budgetary system and financial procedures at Tohoku University. Therefore, you cannot rely on the JASSO Scholarship to meet your immediate financial needs after you arrive in Japan.
Submissions and Deadlines
*If you need various certificates, please apply using the Certificate Request Form at the bottom of this section.
To summarize all the steps mentioned above, here is a list of submissions with the deadlines.
| Step | Task | Deadline |
|---|---|---|
| 1 | COE Application |
December 12 |
| 2 | Dorm Application |
January xx |
| 3 | JLPK Application |
February xx |
| 4 | Academic Accommodation (optional) |
Mid-March |
| 5 | Photo Release Agreement |
March xx |
| 6 | Arrival Information Form |
March xx |
| 7 | Pledge and Oath |
Submit them at Orientation |
| 8 | Bedding Application (optional) |
7 days before your move-in date |
| 9 | First Meeting for JYPE, COLABS, and DEEP |
March 20 |
| - |
(you can upload designated forms such as learning agreement） |
Submit the Request Form as needed |
Next Step
This is the page you should refer to next:
Contact: Tohoku University, Student Exchange Division
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
Please include your program name or applicant ID in the email so we don't miss your email.