{"id":76123,"date":"2026-04-27T15:09:25","date_gmt":"2026-04-27T06:09:25","guid":{"rendered":"https:\/\/www.insc.tohoku.ac.jp\/english\/?page_id=76123"},"modified":"2026-04-30T09:27:54","modified_gmt":"2026-04-30T00:27:54","slug":"preparing-to-arrive","status":"publish","type":"page","link":"https:\/\/www.insc.tohoku.ac.jp\/english\/exchange\/preparing-to-arrive\/","title":{"rendered":"Preparing to Arrive - Fall 2026"},"content":{"rendered":"

Welcome to Tohoku University!<\/span><\/b><\/span><\/p>\r\n

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We are delighted that you have chosen to study with us. This page highlights the things you must do before leaving for Japan. 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!<\/p>\r\n

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Notice:<\/b><\/span> \r\n

A Certificate of Eligibility is<\/span>\u00a0usually issued in early or mid-September. They are often issued very last minute. 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.<\/span><\/b><\/p>\r\n<\/div>\r\n

1: Apply for COE<\/h2>\r\n

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. The official application results will not be announced until mid- May, however, it would be too late to apply for COE if you wait until mid- May and that is why we are asking all applicants to apply for COE before the result announcement.<\/span><\/p>\r\n

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Please read the following materials 1 through 3 first, <\/span> then submit your COE application through the COE Web Application System\u00a0<\/span>by the deadline, <\/span>May 14, 2026<\/b>.\u00a0<\/span>Note that COE applications of those not accepted into the program will be withdrawn later.\u00a0 Also, note that entering Japan as a tourist is not allowed.<\/span><\/p>\r\n

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\u25cf 1. Instruction for COE Application<\/a>\u3000*Be sure to check\u00a0the information sheet\u00a0<\/a>
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The information sheet<\/b><\/span>\u00a0<\/span>contains the details you should enter when applying for the COE. For content common to all programs, please enter exactly the same information as on the information sheet. For questions where the required input differs by program, please fill in the information applicable to your specific program.<\/p>\r\n

<Note><\/b><\/p>\r\n

\u30fbPlease add the three email addresses below to your safe sender list to prevent them from being marked as spam(studyab \uff20 grp.tohoku.ac.jp, supportoffice \uff20 grp.tohoku.ac.jp, supportoffice \uff20 g-mail.tohoku-univerisity.jp).<\/p>\r\n

\u30fbWe recommend using personal email address instead of home university email when applying for the COE because there were issues in the past with our emails not being delivered.<\/p>\r\n

\u30fbTuberculosis screening: Individuals with Filipino, Vietnamese, or Nepalese nationality may be subject to screening. Please be sure to check the website below.<\/strong><\/span><\/p>\r\n

\u00a0 \u00a0 Japan Pre-EntryTuberculosis Screening<\/a><\/p>\r\n

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\u25cf 2. Photo Specification <\/b><\/a><\/p>\r\n

\u25cf 3. Frequently Asked Questions<\/span><\/b><\/a>\u3000<\/p>\r\n

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COE Web Application System<\/a><\/b><\/p>\r\n

Deadline<\/b>: <\/span>May 14, 2026 <\/b><\/span>for all applicants who applied for IPLA, COLABS, JYPE, and DEEP for the Fall 2026 Semester.<\/span><\/p>\r\n

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Applying For Student Visa<\/h3>\r\n

Sendai Immigration Bureau will send your COE electronically by email 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. Please note that the timing for submitting applications to the Immigration Bureau varies depending on the program, and therefore the timing for the issuance of COEs may also vary depending on the program.<\/span><\/p>\r\n

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When preparing visa application forms, you need to write the information regarding \"Guarantor or reference in Japan\" on the second sheet of the Visa Application Form. If you have an acquaintance in Japan, you can write the information. If not, please write the following information. Note that the page is password protected; the password will be sent via email around the time when the COEs are issued.<\/span><\/p>\r\n

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Information for \"Guarantor or reference in Japan\" on VISA Application Form<\/a><\/b><\/p>\r\n

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The earliest date you can enter Japan is determined as follows. You may not enter Japan before the specified date. Tohoku University is responsible for your well-being in Japan as your visa sponsor.<\/p>\r\n

 <\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n
<\/td>\r\nSpring Enrollment<\/b><\/td>\r\nFall Enrollment<\/b><\/td>\r\n<\/tr>\r\n
Estimated COE Issuance*<\/td>\r\nEarly March<\/td>\r\nEarly September<\/td>\r\n<\/tr>\r\n
Visa Processing Days<\/td>\r\nApprox. 5 working days or more<\/td>\r\n<\/tr>\r\n
Entry in Japan<\/td>\r\nAfter March 18<\/td>\r\nFrom September 21 onwards<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n

*COE issuance schedules are subject to change.<\/p>\r\n

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For inquiries about COE and Visa, please contact the International Support Center via the contact form here<\/a>.
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\r\n---\u00a0 \"The following content has not yet been determined. We will provide an update as soon as it is finalized..\"\u00a0 -------------------------<\/b><\/span><\/p>\r\n

2: Apply for Dormitory\u00a0<\/h2>\r\n

All exchange students (JYPE\/IPLA\/COLABS\/DEEP) must live in the university dormitories. Here is how to apply: first, please read and understand the following four documents below. Carefully consider which dormitories you wish to apply for and decide your top four preferences. Then submit the Dormitory Application Form by the deadline, July XX, 2026<\/b>.<\/span> Dormitory allocation and check-in procedures will be announced in early September.\u00a0<\/p>\r\n

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\u25cf 1. Application Guide\u00a0<\/b><\/span><\/p>\r\n

\u25cf 2. Dorm List\u00a0<\/b><\/span><\/p>\r\n

\u25cf 3. Access Map<\/b><\/a><\/span><\/p>\r\n

\u25cf 4. Important Note<\/b><\/a><\/span><\/p>\r\n

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Dormitory Application Form<\/a><\/b><\/p>\r\n

Deadline<\/b>: July XX, 2026 <\/b><\/span>for the Fall 2025 New Exchange Students.\u3000<\/p>\r\n

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Tips on Choosing the Right Dormitories for You<\/b><\/h4>\r\n

\u25cfOnce you move in, you cannot move to another dormitory in the middle of your stay, so consider which campus you will spend the most time on.<\/p>\r\n

\u25cf University House Aobayama is strongly recommended if your lab is located on Aobayama Campus.<\/span><\/p>\r\n

\u25cf The subway, the city bus, and the free campus bus<\/a> are available to commute to the campuses.<\/p>\r\n

\u25cf City Bus\/Subway Passes<\/a> are available for students at a discounted price.<\/p>\r\n

\u25cf For those who are tight on budget; UH Aobayama is the newest dormitory and is very nice, but the total dorm fees will\u00a0 be the most expensive of all dorms at about 40,000 yen monthly. For those who cannot afford it, International House or University House Sanjo are affordable.<\/p>\r\n

\u25cf Visit the Finding Accommodation<\/a> page to learn more. (University House<\/a> \/ International House<\/a>)<\/p>\r\n

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List of Dormitories Exchange Students Are Allowed To Apply For<\/b><\/h4>\r\n

Aobayama area:<\/b><\/p>\r\n

University House Aobayama<\/a><\/p>\r\n

Sanjo area:<\/b><\/p>\r\n

University House Sanjo (A\/B)<\/a><\/p>\r\n

University House Sanjo II<\/a><\/p>\r\n

University House Sanjo III<\/a><\/p>\r\n

International House Sanjo 1<\/a><\/p>\r\n

International House Sanjo 2<\/a><\/p>\r\n

3: Japanese Language Programs at Kawauchi (JLPK) - Required for JYPE, IPLA, and COLABS -<\/span><\/span><\/h2>\r\n

All new students participating in JYPE, IPLA, and COLABS are asked to submit this JLPK Form by the deadline. This form is to collect the necessary information to register you for the Japanese Language Program Registration System.<\/span><\/p>\r\n

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JLPK Form\u00a0<\/a><\/b><\/p>\r\n

Deadline<\/b>: July XX, 2026,<\/b><\/span> for the JYPE, IPLA, and COLABS Students<\/p>\r\n

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Note:
\r\n- Double Degree or DEEP students do not need to submit this form.
\r\n- You will NOT be able to take any JLPK courses if you miss the deadline for submission.
\r\n- Late submission is NOT accepted.
\r\n- Only the most recent data you submitted will be accepted if you submit the form more than once during the registration period.<\/p>\r\n

4: Academic Accommodations - Optional -<\/span><\/h2>\r\n

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.<\/p>\r\n

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Academic Accommodations Request Form\u00a0<\/a><\/b><\/p>\r\n

Deadline: Mid-September 2025<\/strong><\/p>\r\n

5: Photo Release Agreement<\/h2>\r\n

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 of September 5, 2025<\/b>.<\/p>\r\n

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Photo Release Agreement Form\u00a0<\/a><\/b><\/p>\r\n

6: Plan to Travel to Japan\u00a0<\/h2>\r\n

Booking Your Flight<\/h3>\r\n

It is recommended to book your flight after receiving your COE because COEs are often issued last minute. In the worse case, you cannot obtain the student visa before the departure date and this has actually happened recently. 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 September. In addition, it is suggested to book a refundable\/changeable flight ticket. The university will not be liable for any costs incurred as a result of any delay\/cancellation etc. of your travel. 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.\u00a0<\/p>\r\n

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Recently, there have been cases of exchange students departing their home country and entering Japan after sightseeing in a third country. However, please note that this is not allowed. You must enter Japan directly from your country of residence with a student visa. It is not a problem to take a connecting flight.\u00a0<\/p>\r\n

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Available dates for moving into the dorms are as follows: September XX, XX, XX, and XX. <\/b>Orientations for exchange students are planned to be held on September 28<\/b><\/u><\/span> and other administrative procedures will be done on the last week of September and the first week of October. Therefore, please expect to arrive in Sendai by the morning of September 27. In case you cannot make it to move into the dorm by September 29 due to an unexpected event, you can still move in on weekdays in October.<\/p>\r\n

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Submitting the Arrival Information Form - Required -<\/span><\/span><\/h3>\r\n

After booking your flight to Japan, please submit the Arrival Information Form, where you can book your move-in orientation for the dormitory. By submitting 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 XX,\u00a0<\/span>2026 at 8:30 JST<\/b>.<\/p>\r\n

Arrival Information Form\u00a0<\/a><\/b><\/p>\r\n

Deadline<\/b>: September XX, 2026 <\/b><\/span>\u00a0for the Fall 2025 New Exchange Students\u00a0<\/p>\r\n

Note: Once your COE is issued, you can book your flight and submit your arraival information.<\/p>\r\n

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Preparing the Required Documents, Pledge and Oath - Required -<\/span><\/span><\/h3>\r\n

All exchange students are required to sign the documents on the day of orientation. Please review the contents of Pledge and\/or Oath in advance.\u00a0\u00a0<\/span><\/p>\r\n

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 <\/p>\r\n\r\n\r\n\r\n\r\n\r\n
<\/th>\r\nJYPE, COLABS, DEEP<\/th>\r\nIPLA<\/th>\r\n<\/tr>\r\n
Oath<\/th>\r\n\r\n

Oath<\/a><\/span><\/p>\r\n<\/td>\r\n

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Oath<\/a><\/span><\/p>\r\n

*Sample<\/a><\/p>\r\n<\/td>\r\n<\/tr>\r\n

Pledge<\/th>\r\n\r\n

Pledge<\/a><\/span><\/p>\r\n

Sample<\/a><\/p>\r\n<\/td>\r\n

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Not Required<\/p>\r\n<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n

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Receiving the Residence Permit by Email<\/h3>\r\n

Your assigned dormitory, room number, residence permit, and student ID number will be emailed to you around early September. A resident permit is required when you check in to the dormitory. Once you receive it, please save it on your smartphone or print it out and bring it with you when you come to Japan. To open the link to the permit, you will need to request access using your Google account.<\/p>\r\n

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Applying for bedding- Optional -<\/span><\/h3>\r\n

A bedding rental service is available for the following dormitories as they are not equipped with bedding. You can find an application form and more details at \"Moving in Procedures and Access to Dormitories\" on the Getting Started in Japan<\/span>\u2013 Fall 2025 page<\/span>. If you wish to apply, please download the application form for your allocated dormitory and fill it out. Email it to a respective contact 7 days before your move-in date<\/strong>. Applications can be accepted starting September 1, 2026<\/strong>. Your email subject should include bedding rental, your dormitory, and your room number. (e.g.) \"Bedding rental: University House Sanjo II A100\" <\/span>You may also prepare your own bedding.<\/span><\/p>\r\n

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A bedding rental service is available for the following dormitories<\/span>:<\/b><\/p>\r\n