Preparing for Arrival (2024 DD)/To-Do List for M1 DD Students
Instructions for students participating in the Double Degree Program
(Last Updated: April 25th, 2024)
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★JASSO Scholarship: We will send you the Application Form in late November or early February. Please refer to "Financial Support" for more details.
1. National Health Insurance Deduction (2024.4~)
You will receive a notification from the ward office in a blue envelope. Please bring it to our office or refer to the sample to fill in the blank FORM marked with a yellow pen. Then, put it into the small envelope in the blue envelope and post it.
2. National Pension Exemption (2024.4~)
You should apply for the pension exemption for the Japanese administrative year in April (the exemption period is 2024.4~2025.3).
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 achieve it if you need help.
3. About the Japan Post Bank Account (Yucho) (2024.5~) 💡
After you entered Japan six months ago, please go to the Kawauchi JP bank to change your residence status from "Non-resident" to "resident". Also, please contact us if you need help.
Please avoid transferring funds within six months because the "Non-resident Domestic Remittance in Yen" will be paid a fee of 7,500 JPY, except for receiving the JASSO scholarship.
4. Renewal Your Residence card (2024.6~)
It is better to apply for the residence card extension at the immigration 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 by May 29, 2024.
● 1. Why you need COE, and how to access the web application system
● 2. How to enter your information in the web application system
● 4. Frequently Asked Questions
Please enter the COE Application Web Form after going through the instructions.
● Reference: COE Information Session for Spring 2024
COE Application Deadline:
| Enrolment Term | Deadline |
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| Spring 2025 New DD Students(KTH) | MM, DD,2024 |
| Fall 2024 New DD Students | May, 29, 2024 |
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:
Visiting Japan as a tourist is not allowed before the specified date below.
| Spring Enrollment | Fall Enrollment | |
| COE Issuance | Early Mar. | Late Aug. |
| Visa Processing Days | Approx. 5 working days or more | |
| Entry in Japan | After March 15 | After September 17 |
COE issuance schedules are subject to change.
Apply for Dormitory (TBA)
Please read the Important documents carefully.
- Important Note: Guidelines
- Dormitory Application Form
Deadline: MM/DD 2024, for the Spring 2023 New Double-Degree Students.
What else do you think I should know about the dorms?
★ Double Degree Program students are eligible to live in a Tohoku University dormitory during their study (2.5 years) and must apply annually for an extension.
DD students usually receive notice of application from their affiliated graduate school in the middle of June every year.
★ Fees: Comparison Chart for bedding, Internet, equipment, and other services. (Only UH Aobayama can use credit cards so far.)
※NO SMOKING! Smoking is forbidden in all dormitories and campuses. You may be charged over JPY100,000 for repairs if you smoke in the dormitory.
※ There's a reminder that no changes to the applied dormitory are permitted after registration unless there are exceptional circumstances (e.g., health concerns, etc.). Please select and apply carefully.
Campus and Dormitory location:
★Map and Access from Sendai Station
- All four campuses are conveniently connected by a subway. 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.
Aobayama area (Aoba Ward): (right next to the Aobayama campus, free shuttle bus, Metro train)
Sanjo area (Aoba Ward): only city bus.
- we recommend riding a bicycle or on foot to the Kawauchi, Katahira campus. From Sanjo dorm to Kawauchi campus on foot: around 40 minutes, City Bus (1-3/hour): 12 minutes (JPY400 one-way)
Moving Into the Dormitory
You can move into the dormitory on the date and time requested on the Arrival Information Form. Upon arrival at the dormitory, you must attend a 30-minute move-in orientation. After that, you will be allowed to enter your room.
Please refer to the Moving in Procedures and contact the Student Exchange Division from here if you cannot arrive at the dormitory at the scheduled time due to flight delays.
Moving in Procedures and Access to Dormitories
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).
First Payment of Dormitory Fees
The first payment for the dormitory will be for October and November, plus the deposit. It depends on the dormitories, but you will be asked to pay approximately 70,000 to 90,000 yen in cash via bank transfer at a bank ATM shortly after moving in. Please be prepared for that. Students living in the UH Aobayama can pay by credit card alternatively.
Residence Procedures (DD) - VERY IMPORTANT
STEP 1: Resident Registration at the (Aoba) Ward Office
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Click!➡ Task |
1. Resident registration. 2. Join Japan's National Health Insurance and receive your insurance card. (You should pay it monthly; the amount is around JPY 1,800.) 3. Enroll in Japan's National Pension Plan and apply for the exemption. (No payment after the exception.) These processes will take about 2-3 hours in total to complete. The university staff will help you with the paperwork there. |
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Date and Time |
Please go to the Aoba Ward Office by yourself on the following dates: (TBA) |
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Meeting Place |
Aoba Ward Office (Google map), Conference Room on the 4th floor. Address: 1-5-1 Kamisugi, Aoba ward, Sendai city 980-8701
How to get there: For those living in UH Aobayama, it's best to take the subway and get off at Aoba-Dori Ichibancho station. From there, it takes about 20 minutes on foot. Although inconvenient for those living in Sanjo dormitories, please take the local bus, walk around 45 minutes on foot, or take a taxi (about 2,000 JPY). |
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Things to Bring |
Residence card, passport, and dormitory residence permit in PDF or the original. |
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Notes |
A reception desk will be set up for Tohoku University international students at the Aoba Ward Office to assist them with these procedures. Please come there at the specified time on the selected date. We suggest bringing something to kill time, as the wait will be extended because the ward office is swamped during the school entrance season. In addition, it would be best if you stayed there and could not leave the building while waiting. |
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How to Reschedule |
If you cannot make it on your assigned date, please visit the ward office on the earliest day possible during the period below. Available dates at Aoba Ward Office: (TBA) Office hours: 8:30 am - 3:00 pm (You are encouraged to arrive as early in the morning as possible.) |
STEP 2: Opening a Bank Account is mandatory in Japan for those receiving the JASSO Scholarship.
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Task |
Open a Japan Post bank account using an app. University staff will help you apply in person using a tablet. |
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Date and Time |
The bank account application takes approximately 15 minutes. Open hours: (TBA) |
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Venue |
Lounge on the first floor of the International Exchange Building (A12) on Kawauchi Campus (map) Close to the Kawauchi subway station. |
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Things to Bring |
Residence card, passport, Tohoku University Student ID card, and Japan's National Health Insurance card. *Your Katakana name on the application form must be exactly as shown on your National Health Insurance card. |
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Notes |
All DD students are required to open a JP Bank account using a smartphone app called "Yucho Direct Plus" unless they have a special request. Note that you can only open an account after completing the procedures at the ward office. Please contact us about your request. |
Inbound Insurance for All International Students (mandatory)
1. ➡ 💡 Gakkensai Insurance: Personal Accident Insurance for Students Pursuing Education & Research
2. ➡ 💡 Inbound Futai Gakuso: Comprehensive Insurance for Students Coupled with "Gakkensai Insurance" for International Students
Student Exchange Division will apply for them on your behalf, so there's no need to fill out applications. Insurance premiums vary slightly depending on your department and the length of your stay. Please refer to the table below. When transferring the money, a handling fee will be charged in addition to these amounts.
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Graduate School of Science |
Other Graduate Schools | |||
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Period of Study |
Special Research Student (one semester) |
Master Course (two years) |
Special Research Student (one semester) |
Master Course (two years) |
| 1. Gakkensai | 1,000 | 1,750 | 1,000 | 1,750 |
| 2. Inbound Futai Gakuso | 9,150 | 23,060 | 9,350 | 23,340 |
| Total (Yen) | 10,150 | 24,810 | 10,350 | 25,090 |
At the beginning of the semester, you must pay the fees in cash with the payment slips at the ATM. We will help you with the payment. Please follow the instructions below:
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Task |
You can pay the two types of student insurance by cash at the Kawauchi Post Office's ATM. University staff will assist you with handling the money transfer at the ATM. Keep the receipts, as the graduate section will require copies later. |
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Date and Time |
September and October, between 8:30 am to 5:15 pm. |
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Meeting Place |
6-C counter of the Student Exchange Division (map) Or Kawauchi Post Office (Google map) |
| Notes |
Two payment slips include cash for the insurance amount and 550 yen for handling fees. We will help you with payment. Making an appointment with me in advance is necessary. Please visit the 6-C counter of the Student Exchange Division (map) between 8:30 a.m. and 5:15 p.m. Also, to avoid mistakes in the amount of your insurance payment, you are not allowed to pay by yourself without assistance from the university. |
Japanese Language Programs at Kawauchi (JLPK)
Introduction: Japanese levels are numbered 1 (beginner) through 6 (advanced). Students can select classes matching their stories in various subjects, such as comprehensive Japanese, reading, listening, writing, usage, kanji, etc. Students in level 4 (intermediate) or higher can participate in international Co-learning Seminars on a variety of topics together with Japanese students. Level 5 (upper intermediate) or higher-level students can take seminars on Japanese culture.
➡ Orientation for the Japanese Language Program at Kawauchi (video slides)
We will let you know how to participate and the detailed information before the Spring (the end of March) / Fall semester (the end of September) starts.
Tohokudai ID and Password & Campus Wi-Fi
The Tohokudai ID is used to access the Tohoku University Portal Site, register your courses, access campus Wi-Fi, and more. We will give the Tohokudai ID and initial password in person, and then you can set up a campus Wi-Fi connection with the ID. Note that you cannot use campus Wi-Fi before October 1.
International Student Help Desk
The Tohoku University International Student Help Desk (hereafter Help Desk) is staffed by Tohoku University students who will help 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.
SIM Card
If you need a SIM card, we recommend you ask the "Help Desk" for help through the 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, buying a SIM card at the airport or through an online shop in advance would be better.
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) from November 2022
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- Please refer to the TU Support before your departure.
- ・Packing Your Luggage
- ・Japan Transit Planner
Orientation & First Meeting
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For all newcomers: Orientation for Incoming Students 2023 Fall (International Support Center)
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-DD students will attend the orientation of their graduate schools when they enrol as full-time students.
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The graduate schools' educational section will inform DD students of the details in April (INSA Lyon, EC Lyon) and October (KTH).
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-The first meeting depends on their academic supervisor's schedule. Please contact the supervisor when you make sure of the departure date.
Prepare Funding
The average monthly living cost is approximately 80,000 yen. Therefore, make sure you have secured enough money to cover your stay.
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You can use Bank ATMs in Japan to withdraw cash in Japanese Yen.
For example: -
✓ JAPAN POST BANK
✓ SEVEN BANK
✓ AEON BANK
Estimated Living CostContact
- Incoming Student Exchange Section
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41 Kawauchi, Aoba-ku, Sendai, Miyagi,
980-8576 Japan(Office Hours) Monday-Friday 8:30-12:30, 13:30-17:15
Contact us via the Contact Form.
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For the certificate: Certificate Request Form.
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