{"id":44908,"date":"2021-01-05T17:46:06","date_gmt":"2021-01-05T08:46:06","guid":{"rendered":"https:\/\/www.insc.tohoku.ac.jp\/english\/?page_id=44908"},"modified":"2022-01-07T16:21:26","modified_gmt":"2022-01-07T07:21:26","slug":"important-notice-for-exchange-programs","status":"publish","type":"page","link":"https:\/\/www.insc.tohoku.ac.jp\/english\/exchange\/important-notice-for-exchange-programs\/","title":{"rendered":"Important Notice for Exchange Programs"},"content":{"rendered":"

ATTENTION: <\/b><\/span><\/p>

- We will make an important announcement regarding the possibility of the Spring 2021 by February 10, 2021.<\/span><\/p>

- Information below is subject to change according to the measures imposed by the Japanese government as well as Tohoku University.<\/span><\/p>

 <\/p>

Notice to Those Who Are Planning to Enter Japan<\/span><\/b><\/p>

(To: Exchange Program Applicants\/Participants)<\/span><\/p>

 <\/p>

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.<\/span><\/p>

Here are the procedures to be followed by our exchange students after the screening result announcement\u00a0and before\/during the participation in the programs<\/span>.<\/p>

Contents<\/b><\/h2>

 <\/p>

Before Arrival:<\/a><\/span><\/b><\/p>

1. Submitting a designated form<\/a><\/p>

2. Applying for COE<\/a><\/p>

3. Applying for Dormitories<\/a><\/p>

4. Receiving EMS (COE) and \"a written pledge<\/i>\"<\/a><\/p>

5. Applying for visa<\/a><\/p>

6. Booking your flight\/Hotel<\/a><\/p>

7. Purchasing private medical insurance<\/a><\/p>

8. Submitting Travel Schedule Report Form<\/a><\/p>

9. Monitoring your health for 14 days before depature<\/a><\/p>

10. Obtaining a certificate stating a negative result of a COVID-19 test<\/a><\/p>

11. Installing the COVID-19 contact tracing application<\/a><\/p>

 <\/p>

Upon Arrival:<\/a><\/span><\/b><\/p>

12. Questionnaire from the Government<\/a><\/p>

13. Undergoing a COVID-19 test at the airport in Japan<\/a><\/p>

14. Activating the COVID-19 contact tracing application<\/a><\/p>

15. Activating the location data collection of the map application<\/a><\/p>

 <\/p>

After Arrival:<\/a><\/span><\/b><\/p>

16. Staying in a hotel room near the airport during the quarantine period (14 days)<\/a><\/p>

17. PCR Test Result Report and 14 Days Health Check Report<\/a><\/p>

18. Complying with the regulations by the Government of Japan and the university<\/a><\/p>

19. Responding to all communication from the university<\/a><\/p>

 <\/p>

Important Note<\/a><\/span><\/b><\/p>

Reference<\/a><\/span><\/b><\/p>

Q&A<\/a><\/span><\/b><\/p>

Contact<\/a><\/span><\/b><\/p>

Before Arrival:<\/b><\/h2>

1: Submitting a designated form*<\/b><\/span><\/p>

(*\"Matters to be Observed when being issued a Pledge\"<\/i>)(JPN<\/a>\/ENG<\/a>)<\/p>

 <\/p>

When?<\/b><\/span><\/span><\/p>

- After the announcement of the screening result (before COE application)<\/p>

 <\/p>

Why?<\/b><\/span><\/span><\/p>

- To obtain \"a written pledge\"<\/i>.<\/p>

 <\/p>

What is \"a written pledge\"<\/i>?<\/b><\/span><\/span><\/p>

- This is a pledge issued by Tohoku University.<\/p>

- You need this document for\u00a0visa application<\/b>\u00a0and\u00a0entry inspection<\/b> (at the airport in Japan).<\/p>

 <\/p>

How to submit?<\/b><\/span><\/span><\/p>

[1] Download a designated form (JPN<\/a>\/ENG<\/a>)<\/p>

[2] Read its contents thoroughly and fill out the form<\/p>

[3] Submit it via a online form*<\/p>

(*to be instructed in due course)<\/p>

 <\/p>

2: Applying for COE*<\/b><\/span><\/p>

(*\"Certificate of Eligibility\"<\/i>)<\/p>

 <\/p>

When?<\/b><\/span><\/span><\/p>

- After the announcement of the screening result<\/p>

 <\/p>

What is \"COE\"<\/i>?<\/b><\/span><\/span><\/p>

- COE (Certificate of Eligibility<\/i>) is necessary if foreign people stay in Japan for longer than 60 days and is required to obtain a student visa.<\/p>

 <\/p>

How to apply?<\/b><\/span><\/span><\/p>

- Via COE Web Application System* (Tohoku University will apply for your COE on your behalf at the Sendai Regional Immigration Bureau.)<\/p>

(*to be instructed in due course)<\/p>

 <\/p>

How long does it take?<\/b><\/span><\/span><\/p>

- About 1 month (It may take longer in some cases).<\/p>

 <\/p>

How to receive it?<\/b><\/span><\/span><\/p>

- The COE will be sent to your registered mailing address by Express Mail Service (EMS) once it is issued.<\/p>

 <\/p>

3: Apply for Dormitory<\/b><\/span><\/p>

 <\/p>

- Exchange students are required to live in a Tohoku University dormitory for the full period of their studies.<\/b><\/p>

- Before applying for dormitory, please read through the Important Note<\/a><\/b>.<\/p>

- A designated application form will be sent via email to the selected applicants after the screening result announcement.<\/p>

- We will inform you of your dormitory allocation and check-in procedures in due course.<\/p>

 <\/p>

4. Receiving EMS (COE) and \"a written pledge<\/i>\"<\/b><\/span><\/p>

 <\/p>

COE<\/b><\/span><\/span><\/p>

- The International Support Office sends the COE by EMS (Express Mail Service) to the postal address that you entered on the COE web system.<\/p>

- The International Support Office will send you an e-mail containing the tracking number of the package.<\/p>

- Please reply to the International Support Office to confirm you received the COE.<\/p>

 <\/p>

Inquiry for COE and visa: International Support Office<\/a><\/p>

 <\/p>

\"A Written Pledge<\/i><\/b>\"<\/span><\/span><\/p>

- The Incoming Student Exchange Section will send you a copy of \"a written pledge<\/i>\" (PDF) by email after the COE issurance.<\/p>

- The copy of the pledge\u00a0is required when you apply for visa and enter Japan.<\/p>

 <\/p>

5: Applying for visa<\/b><\/span><\/p>

 <\/p>

When?<\/b><\/span><\/span><\/p>

- After receiving the original of COE by EMS and a copy of \"a written pledge<\/i>\" (PDF) by email\u00a0<\/p>

 <\/p>

Where to apply?<\/b><\/span><\/span><\/p>

- At your nearest Japanese embassy\/consulate general<\/p>

 <\/p>

Inquiry for COE and visa: International Support Office<\/a><\/p>

 <\/p>

6: Booking your flight\/Hotel<\/b><\/span><\/p>

 <\/p>

ATTENTION: Never make reservations (flight\/hotel room near the airport) before you receive your COE<\/b><\/u>.<\/span><\/p>

 <\/p>

Flight<\/b><\/span><\/span><\/p>

- It is strongly suggested to book a refundable\/changeable flight ticket due to the current uncertain circumstances.<\/p>

- 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.<\/span><\/p>

- 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<\/b><\/u>.<\/p>

 <\/p>

TU Support: At the Airport<\/a><\/p>

 <\/p>

Hotel Room and other transportation<\/b><\/span><\/span><\/p>

- Travel reservations must be made via the travel agency specified by Tohoku University<\/b><\/u> after you receive the COE.<\/p>

- The travel agency will help you arrange the following items at your own expense:<\/p>