Getting Started in Japan – Spring 2024
This page explains instructions for exchange students in JYPE, IPLA, DEEP, and COLABS for the period after their arrival in Japan and the first few weeks on campus.
(Last updated: March 7, 2024)
- Moving Into Dorm
- Orientation
- Ward Office
- Bank Account
- Insurance
- Tohokudai ID
- Map & Directions
- Useful Websites
Moving Into the Dormitory
You can move into the dormitory on the date and time that you have requested on the Arrival Information Form. Upon arrival at the dormitory, you must attend a 30-minute registration meeting first. After that, you will be allowed to enter your room. In the unlikely event that you cannot arrive at the dormitory at the scheduled time due to flight delays, etc., you should contact the Student Exchange Division from here. Please note that the available time to move in is between 9:00 and 16:00 on weekdays. If you wish to send your luggage from the airport to the dormitory, please specify that it should arrive on or after the day you move in. Make sure to include the following information on a delivery slip: full name, program name, dormitory address, and room number.
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.
Reminders:
- Must read: Important Note
- No airport/Sendai station pick-up service is available.
- No parking space is available for exchange students.
- 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 April and May, plus the deposit. It depends on the dormitories, but you will be asked to pay approximately 70,000 to 100,000 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. If you have any questions about dorm fees, please ask the management office of your dormitory.
Orientations
Before the semester begins, an orientation will be held for each program to explain the curriculum, course registration, etc. Attendance at the orientation is mandatory. Make sure you know the date, time, and location of your program's orientation.
| Program | Date | Time | Place | Material | Things to Bring |
|---|---|---|---|---|---|
| IPLA |
Tuesday, April 2, 2024 |
10:00-11:30 |
A200, Lecture Rooms A, Kawauchi Campus (A02): Map |
N/A |
Signed oath, Activity Fee (10,000 yen in cash) |
| COLABS | 13:00-14:00 |
A101, Lecture Rooms A, Kawauchi Campus (A02): Map |
COLABS Guide (TBA) |
Signed pledge and oath |
|
| JYPE | 14:30-15:30 |
A106, Lecture Rooms A, Kawauchi Campus (A02): Map |
JYPE Guide (TBA) |
||
| DEEP | 16:00-17:00 |
A106, Lecture Rooms A, Kawauchi Campus (A02): Map |
DEEP Guide (JP) (TBA) |
||
| JASSO Scholarship
Guidance (Mandatory for all recipients) |
※Must be watched by the date of your first scholarship receipt. |
Not specified; watch the online video |
Google Classroom ※Accessible from April 1st, 2024. Please wait for the invitation email. |
Google Classroom |
none |
| Japanese Class Orientation for JYPE/COLABS Students |
There will be no face-to-face orientation. |
Not specified; watch the online video and read the guide carefully |
|
none |
|
| Orientation for International Students
(Mandatory for all students) |
Available for watching anytime online | Not specified; watch the videos by April 21 |
Fill out the Orientation Videos Access Form to get a password and a link to view videos |
none |
Course Information for Spring 2024 Semester
Course information for Spring 2024 will be finalized and will be available in late March. For your reference, please refer to the course information for the past Spring semester offered in the previous year. Note that the courses offered for Spring 2024 may differ from the courses offered last year.
2024 Spring Welcome Week - Optional -
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 visit the link below for details.
Application deadline: March 24, 2024
First Meeting with Academic Advisor - For JYPE, COLABS, and DEEP -
JYPE, COLABS, and DEEP students will have a first meeting with their academic advisor to get to know each other and discuss their study plans. For details, please refer to Instructions.
Residence Procedures - VERY IMPORTANT -
Once you arrive in Sendai, there are mainly three things to get done before the semester starts. They are 1) Resident Registration at the Aoba Ward Office, 2) Opening a Bank Account with Japan Post Bank, and 3) Paying the Student Insurance. These procedures are complicated and they must be done in the exact order described below. The university will help you with these procedures. Please read carefully and follow the instructions.
STEP 1: Resident Registration at Ward Office
|
Task |
You will do three things at the Aoba Ward Office: 1) Resident registration, 2) Join Japan's National Health Insurance and receive your insurance card, and 3) Enroll in Japan's National Pension Plan and apply for the exemption. These processes will take about 2-3 hours in total to complete. The university staff will help you with the paperwork at the ward office. |
|---|---|
|
Date and Time |
You are assigned to go to the Ward Office the day after moving into the dorm. If the office is closed on the next day of your move-in day, please go on the next available day. The Ward Office is open on the following dates:
Dates: March 26, 27, 28, 29, 31, April 2, 3, 4, and 5 Meeting Time: 8:45 AM |
|
Meeting Place |
Aoba Ward Office (Google map), Conference Room on the 9th 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. For those living in Sanjo dormitories, it is not very convenient, but you can either take the local bus, walk the whole way for 35 minutes, or take a taxi and share a ride with your friends. |
|
Things to Bring |
Residence card*, passport, dormitory residence permit in PDF or a hard copy, Social Security Number (US citizens and US green card holders only), a note of your name in Japanese Katakana (Student Exchange Division will email you your finalized name in Katakana)
*If you enter Japan through Sendai Airport and do not have a residence card yet, that's ok and you can still do the procedures without the residence card. |
|
Notes |
There will be a reception desk set up for Tohoku University international students at the Aoba Ward Office to assist them with these procedures. Please come to the ward office at the specified time on the specified date. You should bring something to kill time as the wait will be long because the ward office is very busy during the school entrance season. You need to stay in the ward office and cannot leave the building while waiting. |
|
How to Reschedule |
If you cannot make it on your assigned date, you should visit the ward office on the earliest day possible during the period below. No need to contact any office or staff to reschedule.
Available dates: March 26, 27, 28, 29, 31, April 2, 3, 4, and 5 Office hours: 8:45 am - 3:00 pm (You are encouraged to arrive as early in the morning as possible.)
If you need to visit the ward office after April 8, it is still possible to do so. In this case, please contact the Student Exchange Division by email for further instructions. |
STEP 2: Receiving Your Welcome Package at the Student Exchange Division
After successfully completing the procedures at the Ward Office, please come to pick up your Welcome Package, which includes the student ID, the original residence permit, etc. Please come during one of the sessions below:
Date: March 27, 28, and 29. Time: 4:00 - 4:30 PM
Date: April 1 Time: 11:00-12:00 AM ←NEW!
Meeting Place: Meeting Room on the 4th floor of Building A01 on Kawauchi Campus (map)
In case you cannot make it to any of the sessions above, please visit the 6-C Counter of the Student Exchange Division anytime during office hours, 8:30 AM - 5:00 PM. The office is located on the second floor of building A01 on Kawauchi Campus (map).
STEP 3: Paying the Student Insurance
All exchange students are required to enroll in the two types of insurance below:
1. Personal Accident Insurance for Students Pursuing Education & Research (Gakkensai Insurance)
2. Comprehensive Insurance for Students Lives Coupled with "Gakkensai Insurance" for International Students (Inbound Futai Gakuso)
Student Exchange Division will apply for them on your behalf, so there's no need to fill out applications on your part. 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.
|
|
School of Science |
School of Medicine / Dentistry |
Other Departments | |||
|
Period of Study |
1 semester |
2 semesters |
1 semester |
2 semesters |
1 semester |
2 semesters |
| 1. Gakkensai | 1,000 | 1,000 | 1,020 | 1,020 | 1,000 | 1,000 |
| 2. Inbound Futai Gakuso | 9,150 | 13,060 | 9,350 | 13,340 | 9,350 | 13,340 |
| Total (yen) | 10,150 | 14,060 | 10,370 | 14,360 | 10,350 | 14,340 |
You need to pay the fees in cash with the payment slips at the ATM by March 29, so that the insurance to be effective after April 1. If you cannot pay by the 29th, you should pay as soon as you can. The university will help you with the payment. Please follow the instructions below.
Instructions for JYPE, DEEP, and COLABS Students
|
Task |
Paying the two types of student insurance by cash at Kawauchi Post Office's ATM. University staff will assist you with handling the money transfer with an ATM. Keep the receipts as you will need them later. |
|---|---|
|
Date and Time |
March 29, April 1, 2, 3, 4, and 5 between 10:00-11:00 am.
Please meet the staff at the Kawauchi Post Office during one of the above sessions. The staff will be there to help you with payment. Appointment is not necessary. |
|
Meeting Place |
Kawauchi Post Office (Google map) |
|
Things to Bring |
2 types of payment slips (you receive them in your welcome package), cash for the amount of insurance including 550 yen of handling fees |
|
How to Reschedule |
If you cannot make it to any of the above sessions due to unavoidable circumstances, please come to the 6-C counter of the Student Exchange Division (map) anytime between 9:00 am - 12:00 pm or 1:30 - 4:30 pm on April 1 - April 5 with the money and payment slips when it is convenient for you. A staff member will accompany you to the Kawauchi Post Office and assist you with payment. You do not need to email or make an appointment in advance. Also, to avoid mistakes in the amount of your insurance payment, you are not allowed to pay by yourself without assistance from the university. You must make your payment with a university staff member. |
Instructions for IPLA Students
Please arrange a schedule with your tutor and ask them to help you with the payment. You can meet up with your tutor at the Kawauchi Post Office. To avoid mistakes in the amount of your insurance payment, you are not allowed to pay by yourself without assistance from the university. You must make your payment with your tutor.
STEP 4: Opening a Bank Account
It is mandatory to have a bank account in Japan for those who will receive the JASSO Scholarship. All JASSO Scholarship recipients are asked to open an account as instructed below. Those who do not receive the scholarship do not necessarily need to open a bank account. But if you wish to have one, please follow the instructions below. Those who do not receive the JASSO Scholarship or do not wish to have a bank account in Japan can skip STEP 4.
|
Task |
Open a Japan Post bank account using a Japan Post Bank's app. University staff will help you apply in person using a tablet. |
|---|---|
|
Date and Time |
Please come to the venue whenever it is convenient for you during the below open hours. The bank account application takes approximately 15 minutes. However, you may be asked to wait some time if the venue is busy. Note that the JASSO Scholarship recipients are strongly recommended to open an account on April 1 or 2.
Open hours: April 1 - April 10 from 8:45 am - 4:00 pm every day (excluding weekends) |
|
Venue |
Lounge on the first floor of the International Exchange Building (A12) on Kawauchi Campus (map) |
|
Things to Bring |
Residence card, passport, Tohoku University Student ID card, Dormitory Residence Permit, and Social Security Number (US citizens and US green card holders only) |
|
Notes |
Banks are very busy during the school entrance season, therefore, all Tohoku University exchange students are asked to open a JP Bank account using a smartphone app. Note that you cannot open an account before completing the procedures at the ward office.
<Exception> Opening a bank account at a bank counter: |
STEP 5: Submitting a Copy of your Residence Card to the University
After going to the Ward Office to get the residence registration done, you should have your dorm address printed on the back of your residence card. Please take pictures of your residence card etc. with your phone, and submit them via the form below. The university is responsible for keeping the international students' residence card numbers.
Submission deadline: April 21 at 11:59 pm, 2024
Residence Card Copy Submission Form for IPLA
Residence Card Copy Submission Form for JYPE and DEEP
Residence Card Copy Submission Form for COLABS
Note: If you are a Japanese national and entered Japan using your Japanese passport, please submit the above form except for the part for the residence card copies.
STEP 6: Applying for Additional Support Services (Optional)
The International Support Center provides various other support services such as getting a cell phone contract and buying a sim card. If you wish to apply for these additional services, please refer to the "Support Services" below and apply through the Support Services. Details of what kind of additional support services are offered are mentioned on the website below.
Support Services
"Support Services" is an online application system where you can apply for additional support services. You will receive an email from the International Support Center inviting you to My Page of "Support Services" in late March. Follow the instructions in the email and set up your password to log in to your My Page. Please note that you do not need to fill out the application form mentioned in Step 2 here; For exchange students, your step starts with "Step 3: Receive My Page Login Details." All exchange students will receive the email of My Page login details and they should set up a password whether they will apply for additional services or not. However, if you do not need to apply for additional services, there is little opportunity to use this system. You are at least asked to log in and check when you receive a message from the system. Make sure to read the instructions available on your My Page as well.
This is the end of all the steps of the necessary resident procedures.
Tohokudai ID and Password & Campus Wi-Fi
Tohokudai ID is used to access the Tohoku University Portal Site, register your courses, access campus Wi-Fi, etc. You will receive your ID and initial password in your welcome package. Starting April 1, you can set up a campus Wi-Fi connection with your Tohokudai ID. Note that you cannot use campus Wi-Fi before April 1. See below for instructions.
Map and Directions
Tohoku University strongly encourages exchange students to commute to campuses using public transportation or walking for safety. Commuting by bicycle carries huge risks and there have been many accidents that exchange students got involved in before.
Subway and Bus Commuting Guide
日本語はこちら
Other Information and Useful Websites
Discount Pass, "Gakuto Sendai Free Pass"
The Gakuto Sendai Free Pass, a discount pass for Sendai city public transportation is available for students who use Sendai City Bus or Subway to commute to the campuses. The pass can be purchased at Sendai Station (Subway, not JR), Kōtōdai-Kōen Station, etc. It is required to present your student ID when purchasing the pass.
Note:
-This pass cannot be used for the following buses; Loople Sendai, Miyagi Shuttle Bus to Rakuten Seimei Park Miyagi, and Miyagi Kotsu Bus.
-A student discount for JR is NOT available for exchange students.
Gakuto Sendai Free Pass (Japanese only)
Other discount passes and tickets
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
Buying a SIM card is quite complicated, so we strongly recommend you ask your tutor for help or get help through the Support Services. You can buy one at local electronics stores (such as Yodobashi Camera) or online, but note that you cannot sign a contract before you complete the residence registration at the ward office. You will need your residence card, passport, and credit card. In some cases, a credit card or a debit card issued in your country may not be accepted. It is also helpful to bring an official document such as the National Health Insurance card that has your name and address written in Japanese.
Certificate Request Form
Exchange students can request a certificate using the certificate request form. If you need a signature on a document for your home university or need any kind of certificate from Tohoku University, please always request it through this form. Requests can be accepted before, during, and after participation in the exchange program.
Useful Websites
1. TU Support
2. Sendai Tourism, Convention and International Association (SenTIA)
3. Dining and Shops on Campus
Next Step
This is the page you should refer to next:
Note: This page is not ready for the Spring 2024 semester. It will be updated by the end of March.
Go back to the top page:
Contact
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.