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GLOBAL LEARNING CENTER,
TOHOKU UNIVERSITY

Pre/After Arrival (AY2026 DD)

Instructions for students participating in the Double Degree Program
Last Updated:  March 27th, 2026

 

  　　　　               　　　　     

★Certificate Request Form: Certificates for Applying for Scholarships, etc.  *To prepare for the issuance of end-of-term academic transcripts, it will be closed from March 4-25/September 4-25.                     

  • ★JASSO Scholarship: We will send you a Google application form in late November or early February. Please refer to "Financial Support" for more details.

 To-Do List  (For 2025.10~ For enrolled DD students)

★For newly enrolled M1 DD students: As instructed by your Graduate School, you will need to join Inbound Futaigakuso Insurance.

If you apply online, please refer to Online Application Guide Spring2026 for step by step instructions and more.

 

1. Apply for the Deduction of National Health Insurance Payment (2026.4~)

    You will receive a notification "仙台市国民健康保険料関する申告書" from the Ward Office in a blue envelope. Please bring it to our office or refer to the sample to complete the blank FORM.

    Then, put it into the small blue envelope and post it.   
2. National Pension Exemption (2026.4~)

    You should apply for the pension exemption for the Japanese administrative year in April (the next period is 2026.4~2027.3).

    Please refer to the FORM sample to complete and submit it to the Life Support section in person. Note that a photocopy of your master's student ID card is necessary. We will help you finish it if you need help.

3. About the Japan Post Bank Account (Yucho) (2026.5~) 

    After you entered Japan six months ago, please visit the Kawauchi JP bank to change your residence status from "Non-resident" to "Resident". Additionally, please contact us if you require assistance.

    Please avoid transferring funds within six months, as the "Non-resident Domestic Remittance in Yen" will incur a fee of 7,500 JPY, except for receiving the JASSO scholarship. 

4. Renew your Residence card (2026.6~)

    It is advisable to apply for a residence card extension at the immigration office three months before it expires. Please refer to the website and email the International Support Center with any questions.

     Apply for COE

    A certificate of eligibility (COE) must be issued before applying for a student visa and travelling to Japan. Please read the following materials first, then submit your COE application.

     

    ● 1. Why do you need a COE, and how do you access the web application system

    ● 2. How to enter your information in the web application system

    ● 3. Photo Specification

    ● 4. Frequently Asked Questions

     

    Please complete the COE Application Web Form after reviewing the instructions. 

    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

    ● Reference: COE Information Session for Spring 2024

     

    COE Application Deadline:

    Enrolment Term Deadline
    Spring 2026 New DD Students(KTH) December 19th, 2025
    Fall 2026 New DD Students(France) May~June, 2026

     

    However, the issuance in some research fields may take longer (over three months in some cases); therefore, we ask for your patience because we can't control the process.

     

    Entering Japan After The Specified Date:

    Spring Enrollment Fall Enrollment
    COE Issuance Early March Late August
    *Visa Processing Days Approx. 5 working days or more
    Entry in Japan After March 26, 2026 Late September

    Starting March 1, 2026, Residence Card, which serves as residence permit in Japan will be issued at Sendai Airport to individuals who become "mid-to-long-term residents" upon receiving a new landing permission.

     

    *Once COE is issued, you will be notified. As soon as you receive your COE, apply for a student visa at your nearest Japanese embassy/consulate general.

     

    For pre and post arrival information, please jump to Moving Into section.

    Dormitory

    Please read the Important documents carefully.

     

    - Important Note: Guidelines
    - Dormitory Application Form

    ☆Dormitory Application for new 2026 DD students is now open

     

    ★ Double Degree Program students are eligible to live in a Tohoku University dormitory during their study (2.5 years); however,  students must apply annually for an extension.

         DD students will receive a notice of application form from their affiliated graduate school in mid-June or December every year.

    ★ Comparison Chart for Bedding, Internet, Equipment, and Other Services. (Only UH Aobayama can use credit cards so far.)

        Note: As of 2023, the UH Katahira was no longer available to international students.

    ※NO SMOKING! You may be charged over ​JPY​100,000 for repairs if you smoke in the dormitory.

    ★ Private Apartments

     

    Campus and Dormitory location:

    ★Map and Access from Sendai Station

      - Both the Aobayama and Kawauchi campuses have subway stations on campus, and you can walk between them.
      - A Free shuttle service between campuses is also available, except in the Sanjo area. From Sanjo dorm to Kawauchi campus on foot: around 40 minutes, City Bus (1-3/hour): 12 minutes (about JPY300 one-way)

    Moving Into

    Please provide your flight and arrival date on the Arrival Information Form.
    Deadline: March 8, 2026 for the Spring 2026 New Exchange Students

    ★If you have not received your COE yet, you can submit the arrival form once it is received.

     

    Upon arrival at the dormitory, you can enter your room after attending a move-in orientation on working days.
    Dorm Guide for new comers Spring 2026

     

    Be sure to read the following information about your dormitory before your arrival. Location map and access to dormitories are available here.

    Bringing electric home appliances or furniture into your room is restricted (except for PCs).

    University House Aobayama

    - Moving in Procedures (New!)

    - Rules and Conditions (UH)

    - Access Map

    International House Sanjo 1

    - Moving in Procedures (New!)

    - Rules and Conditions (IH)

    - Direction Card

    - Access Map

    International House Sanjo 2

    - Moving in Procedures (New!)

    - Rules and Conditions (IH)

    - Direction Card

    - Access Map

    University House Sanjo (A/B)

    - Moving in Procedures (New!)

    - Rules and Conditions (UH)

    - Direction Card

    - Access Map

    University House Sanjo II

    - Moving in Procedures (New!)

    - Rules and Conditions (UH)

    - Direction Card

    - Access Map

    University House Sanjo III

    - Moving in Procedures (New!)

    - Rules and Conditions (UH)

    - Direction Card

    - Access Map

     

    Newly Updated Rent applicable to new comers Spring 2026

    Residence Procedures (DD,2026)

    A list of documents that give you brief information on how and what to do for local residence process:

    01-1_Support Services for International Students Enrolling at Tohoku University

    02-1_Support for Bureaucratic Matters

    03-1_Support for Opening a Bank Account

    04-1_[City of Sendai] Special counter for foreign nationals (2026 Spring)

     

    STEP 1: Resident Registration at the Ward Office (Ward Office Special Venue, AER Building 5th Floor）

    Click!➡ Task

    At the Ward Office

    1. Resident registration.

    2. Join the Japanese National Health Insurance and receive your insurance card. (You should pay approximately JPY 1,800 monthly.)

    3. Enroll in the Japanese National Pension Plan and apply for the exemption. (No payment after the exception.)

    These processes will take approximately 2 to 3 hours in total to complete. But don't worry; the university staff will help you with the paperwork.

    Date and Time

    Dates: March 31, April 1, 2, 6, 7, 8 and 9 

    Time: 9:00 am - 5:00 pm (Last entry 4:00 pm)

     

    To schedule a date and time for the procedure at the Ward Office Special Venue, you have to log in to the dedicated website and apply for the service. 

    Follow the instructions【English】[City of Sendai] Special counter for foreign nationals (2026 Spring) to make a reservation via the online form. 

     

    You will also need to make an appointment to get support from our TU International Support Center.

    Visit this page for How to Apply for Support Services . Select the items you need support for including bank account setup. When it's successfully done, you will receive a confirmation email with a link to access your ”My Page”.

    Meeting Place

    Ward Office Special Venue (Google map)  5th Floor AER Building（Available only March 31, April 1, 2, 6, 7, 8 and 9）

    Address: 1-3-1 Chuo, Aoba ward, Sendai city 980-0021

    【How to get there】

    For those living in UH Aobayama, it's best to take the subway and get off at Sendai Station.  For those living in Sanjo dormitories, you can take the local bus bound for Sendai station or via Sendai station and get off at Sendai station. From Sendai station to the venue, it takes about 3 minutes on foot.

     

    For those who can not visit the  Special Venue before April 9th (weekday only), please go to the Aoba Ward office directly. If applicable, discuss it with our TU International Support Center for more.

    Aoba Ward Office (Google map), Conference Room on the 4th floor. 

    Address: 1-5-1 Kamisugi, Aoba ward, Sendai city 980-8701

     

    For those living in UH Aobayama, the best option is to take the subway and get off at Aoba-Dori Ichibancho station. From there, it takes approximately 20 minutes on foot.

    For those living in Sanjo dormitories, please take the local bus or walk for approximately 45 minutes. Taking a taxi costs about 2,000+ JPY.

    Things to Bring

    Reservation confirmation email, Residence card, passport, Tohoku University Student ID card, and dormitory residence permit in PDF or the original.

    Notes

    A reception desk will be set up at the Aoba Ward Office; staff will assist international students from Tohoku University with these procedures. We suggest bringing something to pass the time, as the ward office is swamped during the school entrance season.

    Q & A

    If you have any questions, check the FAQ first. If the FAQ does not address your question, please contact the address below.
    sim004015@city.sendai.jp

     

     

    STEP 2: Opening a Bank Account to Receive the JASSO Scholarship

     

     

    Click! ➡ Task

    You can open a Japan Post bank account using an app. University staff will assist you in applying in person using a tablet.

    Date and Time

    Please visit the venue at your convenience during the following hours of operation. The bank account application takes approximately 30 minutes. 

    Opens: April 1st, 2026 through April 10th, 2026 from 9:00 am to 4:00 pm every day (excluding weekends)

    Venue

    Lounge on the first floor of the International Exchange Building (A12) on Kawauchi Campus (map), close to the Kawauchi subway station.

    Things to Bring

    Residence card, passport, Tohoku University Student ID card, dormitory residence permit and Japan's National Health Insurance card if available.

    *Your Katakana name on the application form must be exactly as shown on your National Health Insurance card.

    Notes

    All DD students are required to open a JP Bank account using the smartphone app called "Yucho Direct Plus" unless they have a special request. 

    Inbound & Gakkensai Insurance (mandatory)

    As Japanese National Health Insurance (similar to the social security system in France) covers 70%, you must purchase the insurance below to cover the remaining 30%.  

    1. ➡ Gakkensai Insurance:  Personal Accident Insurance for Students Pursuing Education & Research

    2. ➡ Inbound Futai Gakuso Overview:  Comprehensive Insurance for Students Coupled with "Gakkensai Insurance" 

        ➡ Inbound Futai Gakuso Details(Sc.)

        ➡ Inbound Futai Gakuso Details

    Insurance premiums vary slightly depending on your department and the length of your stay. Please refer to the table below. A handling fee will apply in addition to these amounts. 

     

    Graduate School of Science

    		 Other Graduate Schools

    Period of Study

    Special Research Student

    (one semester)

    Master Course

    (two years)

    Special Research Student

    (one semester)

    Master Course

    (two years)
    1. *Gakkensai - - - -
    2. **Inbound Futai Gakuso 10,280 25,700 10,480 26,190
    Total (Yen) 10,280 25,700 10,480 26,190

    *Payment for Gakkensai insurance made by School

    **How to be enrolled:

    You can purchase Inbound Futai Gakuso insurance plan online - Refer to page 3 of Inbound Futai Gakuso Details / Inbound Futai Gakuso Details(Sc.) to scan QR code and find step by step instructions as you move for information to select.

    Once you apply online as soon as possible, you can make the payment at any convenience store around here.

    Please make sure you keep the receipt as you need it later - Upload a copy of the receipt Google Form and keep the original. Please note : This Google Form is for New Special Research Students who just arrive in Japan this Spring 2026.

    JLPK (Japanese Language Programs at Kawauchi)

    Introduction: Japanese levels are numbered 1 (beginner) through 6 (advanced). Students can select classes that match their skills in various subjects, such as comprehensive Japanese, reading, listening, writing, usage, and kanji. Students in level 4 (intermediate) or higher can participate in international co-learning seminars on various topics. Along with Japanese students. Level 5 (upper intermediate) or higher-level students can take lectures on Japanese culture.

    Please visit JLPK Website to see Course Guide AY 2026 for course registration and Syllabus to find classes that suit your needs/level.

    You can watch video online before you start➡  Orientation for the Japanese Language Program at Kawauchi (video slides)

    • Orientation

    • DD students don't have a formal orientation to physically attend during this period as a newly arrived student, instead, you can watch mandatory Orientation for International Students online.

    • Make sure you fill out the Orientation Videos Access Form  to get a password and a link to view these important contents on the videos at pre/post arrival.

     

    • You will attend an orientation of your graduate school when you enroll as a full-time Master student.

    • Graduate schools' educational section will inform you of the details in April (INSA Lyon, EC Lyon) and in October (KTH). 

     

    Welcome Week for New International Students Spring 2026

    The Welcome Week offers new international students workshops that provide important information on daily life in Sendai, minimum necessary language skills, and opportunities to make new friends!

    Please check out the website and apply if you are interested. 

    Deadline: March 29th (Sun.)

    Tohokudai ID

    The Tohokudai ID is used to access the Tohoku University Portal Site, register for courses, access campus Wi-Fi, and more. We will provide the Tohokudai ID and initial password in person, and then you can set up a campus Wi-Fi connection using the ID. Please note that campus Wi-Fi will not be available before October 1st. 

    Campus Wireless LAN Service

     

    Chest X-rays :TBA

    The fall Chest X-ray examination will be conducted at the Student Health Care Center (map) on Kawauchi Campus on October 8 and 9.

    It is not mandatory for all double-degree students newly admitted as Special Research Students in the Fall. 

    However, if you want to take the X-ray, please make an appointment using the online reservation system between October 1 and 6, 2025.

    For more information, please refer to the websites below.

     

    ● Instructions on AY2024 Fall Chest X-rays 

    ● Book an Appointment Online for X-rays

    ● Website of Student Health Care Center, Tohoku University

     

    International Student Help Desk

    The Tohoku University International Student Help Desk (hereafter Help Desk) is staffed by Tohoku University students who will answer all of your questions. The Help Desk is open throughout the semester; no appointment is needed. Visit their Facebook or Instagram for open hours and further details.

    Help Desk

     

    SIM Card

    If you need a SIM card, we recommend contacting the "Help Desk" for assistance through Support Services after completing all registrations and opening a bank account. Buying it at the local mobile phone stores might be refused since there is a lack of translators. Alternatively, purchasing a SIM card at the airport or through an online retailer in advance is a better option.  

     

    Useful Websites

    1. TU Support
    2. Sendai Tourism, Convention and International Association (SenTIA)
    3. Dining and Shops on Campus

    4. Other discount passes and tickets.

    Academic Accommodations

    Please refer to the link below if you need support during your stay due to physical and mental health difficulties before the semester begins.

    Academic Accommodations Request Form 

    Travel to Japan (Things To Do)