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GLOBAL LEARNING CENTER,
TOHOKU UNIVERSITY

Preparing to Arrive – Fall 2022

Information for the exchange students in JYPE, DEEP, IPLA, and COLABS enrolling in Fall 2022. (Last updated: August 30, 2022)

Important Information

※Important Information※
(Click the image above)

 

 

 

Notice:

COEs are usually issued in late August or early September. 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.


The Decision for the Fall 2022 Exchange Programs (JYPE, COLABS, and DEEP):

For the Fall semester of the JYPE, COLABS, and DEEP programs, we have decided to hold them onsite in person. However, in the unlikely event that you are unable to obtain a VISA and cannot travel to Japan by the end of October, unfortunately, you may not be able to participate in the program. In such a case, please notify Tohoku University from the coordinator of the partner university.

 

 

Welcome to Tohoku University!

 

We are delighted that you have chosen to study with us. This section highlights the things you must do before starting the exchange. 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!

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. Please read the following materials (Form 1 and Form 2) first, then submit your COE application by the deadline, June 15, 2022. Please note that entering Japan as a tourist is NOT allowed.

 

- Form 1: Instructions for COE and Student Visa Applications
- Form 2: Information Sheet for the COE Web Application

 

You will be guided to the COE Application Web Form after going through the Form 1 and 2.

 

COE Application Form Deadline:

Enrolment Term Deadline
Spring 2022 New Exchange Students January 18, 2022
Fall 2022 New Exchange Students June 15, 2022

 

 

Apply For Student Visa:

Tohoku University will send your COE by Express Mail Service (EMS) 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.

 

- Information for VISA Application Form

 

Entering Japan After The Specified Date:

You may not enter Japan before the specified date below. Tohoku University is responsible for your well-being in Japan as your visa sponsor.

 

 

Spring Enrollment Fall Enrollment
COE Issuance Early Mar. Late Aug.
EMS Delivery Days Approx. 5 days
Visa Processing Days Approx. 5 working days or more
Entry in Japan After Mar. 15 After Sept. 17

COE issuance schedules are subject to change. (as of May 2022)

 

For inquiry for COE and Visa, please contact: International Support Center

2: Apply for Dormitory

All Exchange Students (JYPE/IPLA/COLABS/DEEP) must live in the university dormitories. Please read and understand the Important Note below. Then submit the Dormitory Application Form by the deadline, June 15, 2022. Dormitory allocation and check-in procedures will be announced later.

 

- Important Note
- Dormitory Application Form
 Deadline: June 15, 2022 for the Fall 2022 New Exchange Students

 

Dormitories for Exchange Students

Residents will be charged for utilities besides rent and maintenance fees.

Comparison Chart for bedding, Internet, equipment, and other services

 

Aobayama area:

University House Aobayama

Sanjo area:

University House Sanjo (A/B)

University House Sanjo II

University House Sanjo III

International House Sanjo 1

International House Sanjo 2

Campus and Dormitory location:

Map and Access from Sendai Station

 

- All four campuses are conveniently connected by subway.

 Both the Aobayama and Kawauchi campuses have a subway station on campus, and you can walk between the campuses.
- A Free shuttle service* between campuses is also available. *Currently out of service to prevent the spread of COVID-19
- Approximate Time Required From Sanjo Area To Kawauchi Campus
 On foot: 40 minutes, City Bus (1-3 buses/hour): 12 minutes (about 400 yen one-way)
 City Bus/Subway Passes are available for students at a discounted price.

 

3: Japanese Language Programs at Kawauchi (JLPK)

All new students participating in JYPE, IPLA, and COLABS should submit this JLPK Form by the deadline, July 1, 2022.

 

JLPK Form

 

Submission Deadline:July 1, 2022

 

Note:
- Double degree or DEEP students do not need to submit this form.
- This web form is to collect necessary information for the Japanese Language Program Registration System.
- 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

Academic Accommodations Request Form

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.

5: Photo Release Agreement

Photo Release Agreement Submission

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, July 1, 2022.

 

Photo Release Agreement Form for Exchange Programs

6: Travel to Japan (Things To Do) as of July 2022

Important: All exchange students newly coming to Japan this Fall must read and follow the instructions stated in the following document, "Predeparture Instructions (Attachment 3)". Procedures for entry into Japan will proceed as described in this document. Note that the first step, "1. Permission to Travel to Japan" is already done for all exchange students; your next step will be "2. Apply to Travel to Japan". This step, you can submit the Student Entry Application after receiving your COE.

 

Predeparture Instructions (Attachment 3)

Writen Pledge (Attachment) *It is required only for those who need to stay in quarantine.

 

 

The following describes matters not covered in the Predeparture Instructions (Attachment 3).

 

 

Booking Your Flight

It is recommended to book your flight after receiving your COE. 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 August or September. In addition, it is suggested to book a refundable/changeable flight ticket due to the current uncertain circumstances of COVID-19. The university 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. 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.

 

FYI, available dates for moving-in to the dorms are as follows: September 20, 21, 22, 26, 27, 28, and 29. We highly recommend moving in on September 26, 27, or 28. An orientation for exchange students is planned to be held on September 29.

 

Update: For those who will not be able to move into the dorm by the 29th, you can still move in on weekdays in October.

 

 

Submitting the Arrival Information Form - Required -

After obtaining your visa and booking your flight to Japan, please submit the Arrival Information Form, where you can book your move-in orientation for the dormitory. By submmitting 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 September 7 at 23:59 JST.


UPDATE: We have been receiving many inquiries from students who have not received their COE yet, or who do not think they will be able to get their VISA by September 7. If this is the case, please fill in as much information as you can at this point and submit the form by the deadline. Then please re-submit the form as soon as you have all the missing information. The Arrival Information Form remains open after the deadline.

Arrival Information Form

 

 

Preparing the Required Documents, Pledge and Oath - Required -

All exchange students are required to sign the documents, Pledge and/or Oath. Please download and print out the documents at home. Read and sign the documents using a black pen. Bring the signed, original doucments with you when you come to Japan. You will be asked to submit them to the Student Exchange Division.

 

 

JYPE, COLABS, DEEP IPLA
Oath

Oath

Sample

Oath

Sample

Pledge

Pledge

Sample

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 late August. The resident permit is required when you check in to the dormitory. Once you receive it, please save it on your smart phone or print it out and bring it with you when you come to Japan.

 

 

Applying for Bedding - Optional -

A bedding rental service is available for the following dormitories as they are not equipped with bedding. See the application form for details. If you wish to apply, please download the application form of your allocated dormitory below and fill it out. Email it to a respective contact 5 days prior to your move-in date. Applications can be accepted starting September 1, 2022. Your email subject should include bedding rental, your dormitory, and your room number. (e.g.) "Bedding rental: University House Sanjo II A100"

 

Click to download the application forms in Word file:

 

 

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 1, 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 30. If you wish to join a overseas travel insurance for this period, you may do so in your country by departure.

 

 

7: First Meeting

JYPE, COLABS and DEEP students only

Instruction

 

8: Prepare Funding

The average living cost is approximately 80,000 yen per month. Make sure you have secured enough money to cover your stay.

- 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.
 ✓ JAPAN POST BANK
 ✓ SEVEN BANK
 ✓ AEON BANK
- Estimated Living Cost

 

For those receiving the JASSO scholarship:
- First stipend will be transferred about two months after your arrival.
 This is due to the Japanese budgetary system and financial procedures at Tohoku University.

 

 

Next Step

This is the page you should refer to next:

 

 

Contact: Tohoku University, Student Exchange Division

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