Important Notice for Exchange Programs
As of January 27, 2021
ATTENTION:
- We will make an important announcement regarding the possibility of the Spring 2021 by February 10, 2021.
- Information below is subject to change according to the measures imposed by the Japanese government as well as Tohoku University.
Notice to Those Who Are Planning to Enter Japan
(To: Exchange Program Applicants/Participants)
The Ministry of Foreign Affairs of Japan (MOFA) has announced that foreign nationals will be incrementally permitted to enter Japan after going through prescribed procedures.
Here are the procedures to be followed by our exchange students after the screening result announcement and before/during the participation in the programs.
Contents
1. Submitting a designated form
4. Receiving EMS (COE) and "a written pledge"
7. Purchasing private medical insurance
8. Submitting Travel Schedule Report Form
9. Monitoring your health for 14 days before depature
10. Obtaining a certificate stating a negative result of a COVID-19 test
11. Installing the COVID-19 contact tracing application
12. Questionnaire from the Government
13. Undergoing a COVID-19 test at the airport in Japan
14. Activating the COVID-19 contact tracing application
15. Activating the location data collection of the map application
16. Staying in a hotel room near the airport during the quarantine period (14 days)
17. PCR Test Result Report and 14 Days Health Check Report
18. Complying with the regulations by the Government of Japan and the university
19. Responding to all communication from the university
Before Arrival:
1: Submitting a designated form*
(*"Matters to be Observed when being issued a Pledge")(JPN/ENG)
When?
- After the announcement of the screening result (before COE application)
Why?
- To obtain "a written pledge".
What is "a written pledge"?
- This is a pledge issued by Tohoku University.
- You need this document for visa application and entry inspection (at the airport in Japan).
How to submit?
[1] Download a designated form (JPN/ENG)
[2] Read its contents thoroughly and fill out the form
[3] Submit it via a online form*
(*to be instructed in due course)
2: Applying for COE*
(*"Certificate of Eligibility")
When?
- After the announcement of the screening result
What is "COE"?
- COE (Certificate of Eligibility) is necessary if foreign people stay in Japan for longer than 60 days and is required to obtain a student visa.
How to apply?
- Via COE Web Application System* (Tohoku University will apply for your COE on your behalf at the Sendai Regional Immigration Bureau.)
(*to be instructed in due course)
How long does it take?
- About 1 month (It may take longer in some cases).
How to receive it?
- The COE will be sent to your registered mailing address by Express Mail Service (EMS) once it is issued.
3: Apply for Dormitory
- Exchange students are required to live in a Tohoku University dormitory for the full period of their studies.
- Before applying for dormitory, please read through the Important Note.
- A designated application form will be sent via email to the selected applicants after the screening result announcement.
- We will inform you of your dormitory allocation and check-in procedures in due course.
4. Receiving EMS (COE) and "a written pledge"
COE
- The International Support Office sends the COE by EMS (Express Mail Service) to the postal address that you entered on the COE web system.
- The International Support Office will send you an e-mail containing the tracking number of the package.
- Please reply to the International Support Office to confirm you received the COE.
Inquiry for COE and visa: International Support Office
"A Written Pledge"
- The Incoming Student Exchange Section will send you a copy of "a written pledge" (PDF) by email after the COE issurance.
- The copy of the pledge is required when you apply for visa and enter Japan.
5: Applying for visa
When?
- After receiving the original of COE by EMS and a copy of "a written pledge" (PDF) by email
Where to apply?
- At your nearest Japanese embassy/consulate general
Inquiry for COE and visa: International Support Office
6: Booking your flight/Hotel
ATTENTION: Never make reservations (flight/hotel room near the airport) before you receive your COE.
Flight
- It is strongly suggested to book a refundable/changeable flight ticket due to the current uncertain circumstances.
- We will not be liable for any costs incurred as a result of any delay/cancellation etc. of your travel due to the COVID-19 situation.
- Due to the location of the hotels arranged by the travel agency (see below), the arrival airport of your flight must be either Narita or Haneda airport.
Hotel Room and other transportation
- Travel reservations must be made via the travel agency specified by Tohoku University after you receive the COE.
- The travel agency will help you arrange the following items at your own expense:
- - Transportation from Airport to Hotel
- - A Hotel room for Quarantine
- - Transportation from Hotel to Sendai
- You will be guided with more information/instructions regarding the travel agency in due course.
7: Purchasing private medical insurance
- You must take out private medical insurance (including travel insurance covering medical expenses during your period of stay in Japan) before entering Japan.
- The website mentioned on our TU Support page introduces some of travel insurances that you can purchase online upon your arrival in Japan. If you wish to purchase one, please contact to the insurance company directly.
8: Submitting "Travel Schedule Report Form"
- Once the reservations (flight/hotel room near the airport) are made and the arrival date is confirmed, register your arrival information via Travel Schedule Report Form* within TWO weeks after receiving your COE.
(*to be instructed in due course)
9: Monitoring your health for 14 days before depature
- Daily temperature check is required for 14-days prior to the departure.
- If any of common symptoms of COVID-19 including fever of 37.5°C or higher, respiratory symptoms, strong feeling of weariness (fatigue) are recognized, it is necessary that the trip to Japan be cancelled.
- It is not necessary to submit the result of this health monitoring for 14 days prior to the departure before traveling to Japan. Instead, this result must be included on the "Questionnaire" distributed on the plane.
10: Obtaining a certificate stating a negative result of a COVID-19 test
- A certificate of pre-entry testing result in the country/region of departure within 72 hours before departure (from the sampling time) needs to be obtained.
- Designated Format filled and signed by one of the medical institutions designated and listed by the government of each country/region is considered to be valid.
11: Installing the COVID-19 contact tracing application
- The airport quarantine officer and the immigration officer will check installation and set-up of the necessary applications (COVID-19 contact tracing and map applications).
- The necessary preparation in this regard must be completed by then.
- “COVID-19 Contact-Confirming Application”(COCOA) Installation Guide (JPN/ENG)
Upon Arrival:
12: Submitting the "Questionnaire" distributed on the plane
- During your flight to Japan, the "Questionnaire" will be provided for you to fill on the airplane.
- You must complete it before proceeding to the immigration screening.
13: Undergoing a COVID-19 test at the airport in Japan
14: Activating the COVID-19 contact tracing application
- “COVID-19 Contact-Confirming Application” Information Website (JPN/ENG)
15: Activating the location data collection of the map application
- Retain location data for 14 days (after entering Japan via the map application)(Instruction*)(*only available in Japanese)
After Arrival:
16: Staying in a hotel room near the airport during the quarantine period (14 days)
- You MUST NOT use any public transportation until the 14-day self isolation has completed, so you have to book and stay in a hotel room near the airport during the quarantine period.
- The total expenses for the quarantine is expected to be 200,000 JPY or more and students have to cover all by themselves.
17: PCR Test Result Report and 14 Days Health Check Report
- You are required to report* to us the results of the PCR Test you took when entering Japan, immediately.
- Daily Health Condition Report* (Once a day for 14 days via Google Form)(Health Check Report) is required.
(*to be instructed in due course)
18: Complying with the regulations by the Government of Japan and the university
19: Responding to all communication from the university
*Note: The orders, contents and deadlines of the steps above are subject to change depending on the COVID-19 situation.
Important Note
- The total expenses for the quarantine is expected to be 200,000 JPY or more and students have to cover all by themselves.
- Additional 250,000 JPY or more will be needed as an initial cost to start life in Sendai.
- For your information Only selected applicants will be supported by the JASSO scholarship and the first payment will be made around 2 months after the semester starts.
- Any other financial support by Tohoku University is not planned to be offered at this point due to the budget restriction.
Details of The Estimated Initial Expenses
200,000 yen
・Accommodations: 140,000 JPY
・Food: 30,000 JPY for 15 days
・Transportation: approx. 30,000 JPY
250,000 yen
・Dormitory Fee: 80,000 JPY for 2 months
・Deposit: 30,000 JPY
・University Insurance: 20,000 JPY
・Food, Books etc.: 120,000 JPY
Reference
Also refer to the website of MOFA for its details:
"Phased Measures for Resuming Cross-Border Travel" (JPN/ENG)
"Procedures to be Followed and Forms to be Submitted for Entry into/ Return to Japan"(JPN/ENG)
Q&A
Q. Can I share an accommodation with my friend(s) who will arrive in Japan at the same time?
A: You are required to stay at your accommodation by yourself for 14 days after entering Japan, and you must NOT come into contact with anyone else.
Q. Do I need to take the Japan's National Health Insurance as well as the travel insurance?
A: Yes, you do, as the purpose of those insurances are different.
- Japan's National Health Insurance = it is essential to take medical care at hospital/clinics during the participation period in Japan
- Private Travel Insurance = it covers for the entire journey between your home country and Japan, including on your way to Japan, the self isolation period and on your way home.
Q. For how long does it take until the results of the test* at the airport are known?
*mentioned in the designated form (refer to "STEP 1")
A: According to the official website (Ministry of Health, Labour and Welfare/written in Japanese), its average waiting time is around 1-3 hours, despite the fact that there is a possibility to be taken up to 1 day if there is any retest required.
Q. Does the self isolation needs to be arranged near the international airport in Japan (i.e. Narita Airport)?
A: You MUST NOT use any public transportation until the 14-day self isolation has completed, so you have to book and stay in a hotel room near the airport during the quarantine period.
Q. What is the procedures in the context* of "You must confirm the procedures necessary to begin living in your new residence (student dormitory, staff apartment, etc.) in Japan."? (*mentioned in the designated form)
A: You will be instructed by us regarding the student dormitory arrangement later on, so you will go through the procedures then.
Tohoku University
Student Exchange Division
41 Kawauchi, Aoba-ku, Sendai, Miyagi,
980-8576 Japan
CONTACT
Monday-Friday 8:30-12:30, 13:30-17:15