J

International students

1 Procedure for Residency Status

Residence Card

The Immigration Bureau issues a Residence Card to all foreigners who plan to stay in Japan for three months or longer. If entering Japan via Narita Airport, Haneda Airport, Chubu Airport, Kansai Airport, Hiroshima Airport, Fukuoka Airport or New Chitose Airport, your passport will receive a Landing Permission stamp, and a residence card will be issued.
For those entering via any other airport (including Okayama Airport) in Japan, Landing Permission will be stamped in your passport along with a note stating 'A Residence Card will be issued at a later date.' In this case, the Residence Card will be issued to you after you have reported your local Japanese address to the local municipal government office. As a general rule, the Residence Card will be mailed to this address from the Regional Immigration Office.

Obligation to Carry the Residence Card

The Residence Card must be carried at all times. You must produce this card upon request by a police officer or other government officer. Failure to do so may result in a fine and/or imprisonment.

Change of Address: Procedure at the local municipal government offices

All information shown on your Residence Card must be current. If you are moving to another city / town, you are required to report your move to your prior local municipal government office with jurisdiction over the address you resided at before moving. When you relocate, your new address must be reported, and your Residence Card submitted to the local government office of your new residence, no later than 14 days from the date of relocation. When this procedure is completed, your new address will be shown on the back of your Residence Card.

Changes in Information on the Residence Card (other than change of address) or Loss / Damage of the Residence Card: Procedures at your local Regional Immigration Bureau

Residence Card changes (other than change of address) such as name, date of birth, gender, nationality, or region, must be reported and your Residence Card submitted to the local regional immigration office no later than 14 days from the date on which the change took place. When the procedure is completed, your Residence Card will be re-issued.
If you lose your Residence Card or if it is damaged, you must report this situation to the regional immigration office as soon as possible.

[Sample Residence Card]

Front

Back

Notification of Place of Residence

Within 14 days of arrival in Japan, you are required to register your residential address at your local Municipal Government Office. If you fail to report your place of residence, for no justifiable reason, your Status of Residence may be canceled.

Those who receive a Residence Card at the Airport

Those who have received a Residence Card at the airport must go to their local Municipal Government Office with their Residence Card and register their residential address. The local government office will note this address on your Residence Card.

Those who do not receive a Residence Card at the Airport

After completing notification of place of residence at your local municipality, a Residence Card will be mailed to your address in Japan about 2 weeks after completing this procedure. Until the Residence Card is received by you, a ‘Copy Certificate of Residence’ is necessary to prove your status and must be carried at all times.

Those who have moved to Okayama City from Other Cities in Japan

When you report your move away from your former municipality, the office will issue you with a ‘Moving Out Certificate’. You must bring the ‘Moving Out Certificate’ to your new municipal government office in Okayama City and report your new residence within 14 days of moving into your new residence.

Extension of Residency Period

Staying in Japan beyond the authorized residency period is illegal and may lead to deportation or criminal penalties. You must report to the local regional immigration bureau (or its branch office) 3 months in advance of the expiration of your period of residence and apply for an extension of your stay in Japan. Please note that the Application Form for 'Extension of Period of Stay' has sections that must be filled in by the Center for Global Partnerships and Education. Persons seeking an extension of stay should apply in advance to the Center. If the extension of stay is approved by the Immigration Bureau, you must report this approval to the Center for Global Partnerships and Education.

Required Documents
  1. Application Form for Extension of Period of Stay (official form from the Ministry of Justice) (The application form is available at the Center for Global Partnerships and Education.)
  2. Passport
  3. Copy of your Residence Card (both sides)
  4. One photo (4 cm × 3 cm)
  5. Fee payment form (with a ¥4000 revenue stamp attached)
  6. Certificate of university enrollment (issued within the last 3 months)
  7. Certificate of academic transcripts (issued within the last 3 months)
  8. Document certifying financial ability to cover all expenses during residence in Japan
    *If covered by the applicant: Savings deposit passbook, etc., and other documents that certify outstanding balance in the account
    *In case of overseas money transfer: Document, etc., certifying that foreign currency has been exchanged into Japanese yen
    *In case of coverage by a person supporting expenses in Japan: Certificate of employment of the person providing financial support and other documents certifying income and documents identifying the relationship with the applicant
  9. Certificate of scholarship
  10. Certificate of part-time employment issued by the employer
  11. Certificate of exemption from tuition payment
  12. Copy of National Health Insurance Certificate
Change in Residency Status

An 'International Student' refers to a person whose residency status is recognised as a 'Student' in Japan. Students having a residency status such as 'Dependent (of a family residing in Japan),' or 'Spouse or Child of Japanese National’, 'Spouse or Child of Permanent Resident,' are not regarded as having 'International Student’ status.
Those receiving scholarship grants, or attending tutoring programs, for example, specifically for international students, must apply for 'International Student' residency status. Students who have entered Japan on a residency status other than 'Student' should apply for a residency status change and follow the procedure at a local Regional Immigration Bureau promptly after admission to the university.

Temporary Departure from Japan and Special Re-entry Permit Program

If you are going to leave Japan temporarily to return to your home country or for research purposes with the intention of ultimately returning to Japan, the following steps must be taken before departure.

  1. Obtain permission from your Academic Advisor.
  2. Submit the form for temporary leave to your Faculty or Graduate School.
  3. If you live in a dormitory, you need to inform the manager of your dormitory.

Special Re-entry Permit System

Foreign nationals in possession of a valid passport and Resident Card who will be re-entering Japan within 1 year of their departure, to continue their activities in Japan will, in principle, not be required to apply for a re-entry permit. (This is called the ‘Special Re-entry Permit System’.) When you leave Japan, be sure to present your Residence Card and check the column indicating your intention to depart by the Special Re-entry Permit System on an Embarkation / Disembarkation (ED) Card for a Special Re-entry Permit. There are no fees involved in this procedure.
Foreign nationals who have departed from Japan on a special re-entry permit will not be able to extend the year abroad permitted while overseas. Please note that foreign nationals will lose their resident status if they fail to re-enter Japan within 1 year of their departure or before the expiration of the current Residence Card. If there is a possibility that you may not be able to re-enter Japan within 1 year, you need to obtain a 'Re-entry Permit' at the Regional Immigration Office in advance of your departure from Japan.

Engaging in activities outside the scope permitted (permission for part-time work)

An international student residing in Japan as a 'College Student' is not permitted to work. However, a part-time job is possible with permission, only if the work does not interfere with your studies and the purpose of the work is to cover academic or living expenses in Japan. If you want to work part-time, you have to apply for permission at one of these facilities: ① at the airport when you enter Japan, or after arriving in Okayama, ② consult with the Center for Global Partnerships and Education office after arrival in Okayama, ③ go to the Okayama Branch Office of Hiroshima Immigration Bureau. Although the Center for Global Partnerships and Education Office will give advice and information, you must apply on your own.

** Application for 'Engaging in activities other than those Permitted under the Status of Residence Previously Granted' is available at the port of entry for those who satisfy the following criteria:

  • A person entering Japan for the first time (excluding those who enter using a re-entry permit)
  • A person for whom 'Student' residence status has been established and their Residence Card has been issued.

    ※Please note that working part-time without permission, exceeding the number of working hours permitted in a week, and / or working at a prohibited type of business may lead to criminal punishment or deportation.
    Please follow the following rules when working part-time:
  • The number of working hours may not exceed 28 hours per week. However, working hours during spring, summer and winter breaks, designated by the University, should be no more than 8 hours per day. (*The limit in working hours does not apply to Teaching Assistants (TAs), Research Assistants (RAs), and other activities involved in educational and research assistance.)
  • Work at an adult entertainment business or related businesses such as bars, pubs, pachinko parlors, etc., is prohibited.

※When you have a part time position related to activities assisting education, such as a TA or an RA, based on a contract with a university, permission for such activities is not required. Please note that all types of part-time work, excluding the aforementioned, require permission before starting the job.

Required Documents

  1. Filled in Application for 'Engaging in activities other than that Permitted under the Status of Residence Previously Granted
  2. Passport
  3. Residence Card (or Alien Registration Certificate)

Tax Convention (Income tax exemption for international students’ income from part-time jobs.)

Some (22) countries have tax treaties with Japan and offer regulations for tax exemption for international student income from part-time jobs. International students, working part time, in these countries shall be exempted from income tax, if the income is within the conditions for tax exemption.
When you have a part-time job, income tax will be automatically deducted from your salary. However, you may apply for exemption from income tax by submitting the appropriate documents in accordance with the income tax law. When starting a part time job, please obtain 2 copies of the tax exempt notification forms from the Center for Global Partnership and Education. Fill in this form and give it to your employer. Please come to the Center for Global Partnerships and Education Office for more information about Income Tax Exemptions for International Students for the particular home country tax exemptions. For the list of countries which have regulations for tax exemption, see the URL below:
http://www.okayama-u.ac.jp/user/ouic/up_load_files/pdf/sozeizyoyaku.pdf(only in Japanese)

Important notes if you have a leave of absence from school
  • Return to your home country once leave of absence is granted!
    If an international student leaves the university for more than three months for a leave of absence and stays in Japan, their ‘Student,’ status will be revoked. In the worst-case scenario, deportation procedures may be implemented.
  • Do not work part time in Japan!
    When you have a leave of absence from the university, you cannot work (part time or full time). 'Activities other than those permitted' status is not authorized during leave of absence from school.
Important notes after graduation

Even if the student's period of stay remains valid, a student loses their 'Student' residence status after graduation, completion of a course of study, or withdrawal from the University and is not authorized to remain in Japan. If the student plans to remain in Japan for job-hunting activities, remaining in Japan without changing residence status will lead to 'Cancellation of Residence Status.'

Resident status after graduation ('Specific Activities' visa)

When international students, who are enrolled in Okayama University as regular students, want to continue seeking employment in Japan after graduation, the status of residence must be changed from 'Student' to 'Designated Activities (6 month period)’. The period of stay may be renewed only once for a maximum total period, including the one extension, of 1 year.  To obtain a change to this status, a letter of recommendation from the University is required when applying.
Job-hunting activities cannot be continued using a 'Student' visa after graduation from the University.

Required Documents
  1. Application form for Change of Status of Residence
  2. One photo (4 cm ×3 cm)
  3. Passport
  4. Residence Card (or Alien Registration Certificate)
  5. Documents certifying financial ability to cover living expenses (photocopy of bank passbook, certificate of outstanding balance in bank account, etc.)
  6. Certificate of graduation from the University to which the person was enrolled most recently
  7. Letter of recommendation issued by the University to which the person was enrolled until most recently for continued job-hunting activities
  8. Evidence materials that substantiate that the person is engaged in continued job-hunting activities
Issuing a Letter of Recommendation

The letter of recommendation is issued at the Center for Global Partnerships and Education Office.
* As a general rule, a letter of recommendation cannot be issued after graduation.

Please apply for the Letter of Recommendation at the Center by submitting the following documents:

  • Application for Letter of Recommendation (for the 'Designated 'Activities' visa required for job-hunting.) Note: The signature and seal (inkan) of your academic advisor is required on the application. Copies of this application are available at the Center of for Global Partnerships and Education Office.
  • Documents certifying financial ability to cover expenses (photocopy of bank passbook, certificate of outstanding balance in bank account, etc.)
  • Certificate of Expected Course Completion or Certificate of Expected Graduation.
  • Reference materials that substantiate that the person is engaged in continued job-hunting activities.
Important notes
  • Documents that certify that the student is engaged in continued job-hunting activities are, for example, record of career counseling at Okayama University Career Development Center, Japanese job placement office 'Hellow Work', record of visits to various business enterprises and records of attendance at employment seminars. Activity engagements should be up to and at least 6 months old. Moreover, job-hunting activities targeted to business enterprises that are remotely related to the academic pursuits, academic department and acquired qualifications of the international student will not be recognized as job-hunting activities, due to the very low possibility of a work visa being issued.
  • Please submit a 'Job-hunting Activity Status Report' to the Center for Global Partnerships and Education Office once a month without fail in the first 6 months of the issuance of a 'Specific Activities' Visa. If this report is not regularly submitted, the Letter of Recommendation necessary for the 6 month extension of this visa status will not be issued by Okayama University.
  • Please notify the Center for Global Partnerships and Education in case of any change in address, when you decide to leave Japan, or when your employment is determined.

※Please refer to Appendix for the Okayama Branch Office of Hiroshima Regional Immigration Bureau.。

2 Student Life

Tutorial System

This tutorial system is set up for international students (residential status: ‘studying overseas’) to receive advice and help from tutors in the same way that they give advice to Japanese students about their studies and daily life. As a general rule, eligible international students are limited to undergraduate students, graduate students, and some research students for whom their academic supervisor approves that they need individual guidance. This service is available for the first 6 months on enrollment at Okayama University. For further details, please contact the administration office at the Center for Global Partnerships and Education.

Japanese Language Education

Center for Liberal Arts and Language Education
  1. Classes
    The Center for Liberal Arts and Language Education offers Japanese language classes to international students enrolled in the university. The Japanese language course offers seven levels of classes. Please refer to the Japanese Language Course Catalog or visit the website for details.
    https://www.iess.ccsv.okayama-u.ac.jp/kikan/japanese/
  2. Nihongo Cafe (にほんごカフェ)Sakura
    The Japanese Cafe Sakura is a place where international students and Japanese students can strengthen cultural exchange through Japanese language. Students studying Japanese can receive help with their language studies.
    Location: L-cafe in the General Education A Building annex
    Date: Every Monday and Thursday, 16:15 -17:15
    https://www.iess.ccsv.okayama-u.ac.jp/global-edu/page-2/

Center for Global Partnerships and Education

WAWA Japanese Language Class

The International Students Advice section at the Center for Global Partnerships and Education has WAWA, a volunteer group aiming to support international students. WAWA provides Japanese language classes mainly to the families of international students and researchers. Students can join these classes anytime during the term. Applications for classes can be made at the Center.
WAWA: In addition to offering Japanese language classes, WAWA also organizes cultural events and provides tutoring support for international students. Please contact at the Center for Global Partnerships and Education office for details. (TEL: 086-251-7439)
Basic Classes: Wednesdays, 14:00 - 15:00
Intermediate Classes: Wednesdays, 15:00 - 16:00

International Student Associations

International Student Associations promote friendships between international students enrolled at Okayama University and Japanese students, alumni, and local residents. Please contact the administration office at the Center for Global Partnerships and Education for details.

TEL: (086) 251-7439
Home Page:http://www.okayama-u.ac.jp/user/ouic/japanese/interstudents/students_current/3-11foreign_student_association.html

* Current International Student Associations at Okayama University.

The international student associations by country of origin and region at Okayama University consist of the groups below. These groups also act independently.

  • African Student Association(ASU)
  • Indonesian Student Association
  • Egyptian Student Association
  • Korean Student Association
  • Chinese Students Association
  • Bangladeshi Student Association
  • Vietnamese Student Association
  • Okayama University Latin American Students’ Association
  • Malaysian Student Association
  • Okayama Muslim Students’ Association (OMSA)
  • Myanmar Student Association
  • Taiwanese Student Association
  • Pakistani Student Association

Okayama University International Alumni Association (OUIAA)

International students coming to Okayama University automatically become members of the Okayama University International Alumni Association at the time of enrollment. You are strongly invited to participate in the general meeting of the OUIAA, which is held in October every year, and in related events. After your graduation or the completion of your coursework, you are invited to join your regional branch and participate in their activities. For more details, contact the OUIAA Office.

Tel: 086-251-7039
URL:http://alumni.ouic.okayama-u.ac.jp/index.html
For the list of OUIAA branches (as of December 2016), see page 129 of the appendix.

3 Scholarships

There are various scholarship programs for privately-financed international students, providing financial stability while pursuing studies at Okayama University. The Center for Global Partnerships and Education collects details of program applications from relevant undergraduate and graduate schools at the University and posts them on its noticeboard and webpage. When accessing the web site address below, click "For Current Students," then proceed to "Scholarship" for information on the right side of the page.
http://www.okayama-u.ac.jp/user/ouic/english/interstudents/jasso_en.html

If you wish to apply for a scholarship, please note that your place in the scholarship recommendation ranking will be lowered if you do not attend the Campus Life Orientation for New International Students.

Eligibility (excluding holders of Japanese Government, Monbukagakusho: ‘MEXT Scholarships’)

Only students who meet all of the following criteria can apply.

  1. Students who have NOT repeat the year due to the academic performance.
  2. Students whose Grade Point Average, based on the following calculations, is 2.3 or higher for both graduate and undergraduate levels.
    Calculation of Grade Point Average (3-level scale):
    (Number of credits with A and A+ grade × 3) + (Number of credits with B grade × 2) + (Number of credits with C grade × 1)} / total number of registered credits
  3. Monthly allowance from family should not exceed ¥90,000.
  4. Students who are dependents of a household in Japan having an annual household income of less than ¥5 million.
  5. Students who do NOT hold a Monbukagakusho: MEXT scholarship, Interchange Association, Japan (IAJ) scholarship, nor a government-sponsored international student.
  6. Student who have finacial difficulty.
  7. Students who had NOT been taken disciplinary action against by Okayama University.
  8. Students who satisfy other criteria for scholarship eligibility.

Application Procedure

Please follow the application guidelines for each scholarship and submit the necessary documents by the specified deadline to the Center for Global Partnerships and Education (either at Tsushima Campus or Shikata Campus). If you are on another campus, please apply through the relevant personnel in charge of academic affairs in your research center.
In addition, please download the application form from the Center for Global Partnerships and Education website.
For those applying for scholarships that require a “direct application”, please do so without going through University administration, you must handle this application privately.

Scholarship Selection Criteria

Scholarship programs involving applications through the University, establish a ranking system in accordance with the University's scholarships screening guidelines. The number of students to be recommended are chosen from the top and then in descending order.
Ranking is based on the following criteria: (1) academic performance; (2) course year; (3) personal character (whether there had been immigration law violation or school rule violation in the past) and (4) finacial difficulty (whether the student or his/her spouse has received a scholarship the previous academic year or not).

# A "spouse" is defined as a person with whom the student has de facto marital relationships (such as living in the same residence), even without legal marital status.

Important Notes When Applying for Scholarships

  1. If an application is submitted to one scholarship program, the applicant is NOT allowed to apply for another scholarship program. Please select the scholarship program carefully, based on information in ‘(5). Major Scholarship Programs’ below.
  2. If any false information is found in the documents submitted, the scholarship will be cancelled immediately, and any grant funds already received must be returned.
  3. If an applicant is chosen to receive a scholarship through a "private application", without University mediation, you must report the receipt of this award / scholarship to the Center for Global Partnerships and Education.

Major Scholarship Programs

  1. JASSO Honors Scholarship for Privately-Financed Students (known as "Gakushu-Shoreihi")
    This scholarship grant is provided to a student of outstanding academic performance and character, who finds studying at university difficult due to financial reasons. A monthly stipend of \48,000 is paid to the student in an undergraduate or graduate program for 1 year. The application acceptance period is normally open from early to late April each year.
  2. Scholarship from Other Private Scholarship Foundations
    Please check the bulletin boards of the relevant offices of the University's undergraduate and graduate schools, the bulletin board of the Center for Global Partnerships and Education, or the Center's webpage. When accessing the web site address below, Click "For Current Students," then proceed to "Scholarship" for information on the right side of the web page. http://www.okayama-u.ac.jp/user/ouic/english/interstudents/jasso_en.html

# Please note that information on scholarship application periods, monthly stipends, etc., are those of the previous academic year and may not be applicable.

4 Medical Care, Insurance and Japanese National Pension

National Health Insurance

Foreign residents who have been granted a visa, valid for more than 3 months, are required to enroll in the National Health Insurance regardless of their visa status (except those who have a short-term or diplomat visa). All foreign nationals who stay in Japan for mid to long term range are required to join the National Health Insurance system even if they already have insurance in their own home country. Applications are accepted at the municipal office of the city (town, village) where the resident lives in Japan. By paying this insurance premium, insurance will cover about 70% of medical charges, including hospitalization and the student will only pay approximately 30% of the medical expenses. This insurance also covers dental treatment.

National Health Insurance Card (Hokensho)

After signing up for National Health Insurance, you will receive an insurance card by registered mail. Please keep it in a safe place. In addition, please remember to take your National Health Insurance Card with you when you visit the hospital and show this at the reception desk. However, this insurance does not cover general health checks, preventative injections, cosmetic surgery, orthodontics, pregnancy and childbirth. Since this card is available all over Japan, please take the insurance card with you when you travel within the country.

Premium Payment of Insurance

After signing up for National Health Insurance, an insurance premiums payment booklet will be sent by post at a later date (it may arrive up to 2 months later depending on the timing of procedures at the municipal office). You must pay the insurance premiums through a bank or convenience store. Residents should ask the city (town, village) office about the amount of the premium for National Health Insurance because it is based on the annual income of the insured person. In many cases, international students, whose income in Japan is low, will receive a reduction in the monthly premium after completing the appropriate application procedures.

Other Important Items of Note

Please note that if you avoid joining the National Health Insurance, you will face enormous costs (100% of medical cost) if you require medical treatment. Be sure to take the card with you when you see a doctor.
In case you change your residential address, name or head of household, please notify this change to the city office where the National Insurance Card was issued within 14 days. Please bring the insurance card with you at that time.
If you have any questions, please contact the following section directly.

National Health Insurance and Pension Division
Phone 086-803-1130
Fax 086-803-1734
Address 1-1-1 Daiku Kita-ku Okayama-shi Okayama
700-8544
Open 8:30-17:15 (Monday-Friday)
Closed Weekends, holidays and year-end New Year holiday
National Health Insurance Card (example)

Japanese National Pension

Enrolling in the national pension plan

All people that reside in Japan and are 20 years of age or older (including international students) are required to enroll in the national pension plan. Contribution payment (fee) is 16,490 yen/month as of fiscal 2017.
When you receive a blue Pension Handbook and National Pension Contribution Payment Slip, save it and do not throw it away (even after you leave Japan)

Exemption of the Contributions

You may be exempt from contribution payments if you are a student and your income is low, and if your application for exemption is granted.
You can apply for the exemption of the Contributions at the same time of enrolling in the national pension plan.

Social Security and Tax Number System

Social Security and Tax Number System started in October, 2015. Municipalities will issue a single 12-digit Individual Number nicknamed “My Number” to each and every person who holds a resident record in their city. The Number will be used for administrative procedures related to social security, taxation, and disaster response beginning in January 2016.
You will receive the number by registered mail later.
Use of Individual Numbers for any purpose that is not stipulated by law and providing numbers to others are prohibited. The number will serve you for your life time, please take proper steps to protect it.
For details, refer to the following website; http://www.cas.go.jp/jp/seisaku/bangoseido/english. html (English)

5 Student Housing

International Student Dormitories

Okayama University has four dormitories for international students. They can live in these facilities for up to a maximum of one year from the date of their entrance to the university. Those who fall under the category of ‘Priority Student’ will be given preference. Residents are not permitted to change a dormitory or a room after moving into a specific dorm.
※Okayama University is a completely non-smoking environment. Dormitories are also non-smoking in all locations including public spaces, shared areas and private rooms. Only 1 person is permitted per room. If your spouse lives in Okayama Prefecture, you cannot live in a dormitory. In this case, please contact the Center for Global Partnerships and Education as soon as possible. Visitors are not allowed to lodge or stay overnight in your room. If we discover that you have a visitor lodging or spending the night in your room, you will be asked to leave the dormitory immediately.
For more details, pictures and maps please refer to the housing web page:
http://www.okayama-u.ac.jp/user/ouic/english/interstudents/3-05dormitory_en.html ※International Students excluding Priority Students
Where there are more applicants than available rooms, residency is decided on a lottery basis.

Kuwanoki Dormitory for International Students
Monthly rent (North Wing): ¥16,000 (South Wing): ¥14,000

Fukui Dormitory for International Students
Monthly rent: ¥28,000

International House
Monthly rent: ¥27,000

International Share House
Monthly rent: ¥23,000

* Admission fee for each dormitory: ¥30,000
* Television license and internet included in the rental charge.
Utility fees for electricity, gas & water are charged separately.
* All Dormitory rents are subject to change.

Private Apartments

To rent a private apartment, visit the University Cooperative (CO-OP (1st floor of the Peach Union building) for recommendations and listings.
Rents for apartments near the University differ by building age, location, environment, room size, and available facilities. On average, the rent is in the 30,000 to 50,000 yen range.
Please note that renting an apartment or other private housing in Japan may require a deposit, key money, real estate agent brokerage and other expenses, as well as a guarantor. If it is necessary to have a guarantor for a new lease contract, students are required to use a private guarantor company specified by the real estate agencies, etc.

Rent / Apartment Size Examples

Room type Apartment/Studio
4.5-mat size (approx. 7.4 ㎡) ¥30,000~¥40,000
6-mat size (approx. 9.9 ㎡) ¥38,000~¥50,000
Remarks Private kitchen, bathroom and toilet

Rent-Related Costs

Fee Name Amount Required Description
Deposit 1 to 3 months rental fee A deposit paid to the owner/landlord when the contract is signed for unpaid rent, and/or damages and repairs necessary upon vacancy. Returned to the tenant, minus fees.
Key Money(Reikin) 1 to 2 months rental fee Fee paid to owner/landlord on signing contract. 1-2 months' rent. Non-refundable
Agent Fee 1 month Rental fee Commission fee paid to the intermediary real estate agent.

6 Advice Services for International Students

Staff Responsible for International Students

Okayama University has an office specifically to take care of international students in the Center for Global Partnerships and Education and at every faculty and graduate school. If an international student has any questions in their academic or daily life, please feel free to go to that section of the faculty, graduate school, or the Center for Global Partnerships and Education for consultation.

Faculty/Graduate School Section in Charge Telephone No./E-mail
Faculty of Letters Faculty of Letters Student Affairs office, Graduate School of Humanities and Social Sciences 086-251-7370
ggg7363@adm.okayama-u.ac.jp
Faculty of Education Graduate School of Education Teacher and Student Support Office 086-251-7588
hgg7598@adm.okayama-u.ac.jp
Faculty of Law Faculty of Law Student Affairs Office, Graduate School of Humanities and Social Sciences 086-251-7364
ggg7363@adm.okayama-u.ac.jp
Faculty of Economics Faculty of Economics, Student Affairs Office, Graduate School of Humanities and Social Sciences 086-251-7365
ggg7363@adm.okayama-u.ac.jp
Faulty of Science★ Administration Office for Faculty of Science, Instruction and Student Section 086-251-7778
igx7778@adm.okayama-u.ac.jp
Medical School Instruction and Student Section (Faculty of Medicine), Graduate School of Medicine, Dentistry & Pharmaceutical Sciences.
Instruction and Student Section (Faculty of Health Sciences), Graduate School of Medicine, Dentistry & Pharmaceutical Sciences
086-235-7022
kdd7020@adm.okayama-u.ac.jp

086-235-7984
Dental School Instruction and Student Section (Dental School), Graduate School of Medicine, Dentistry & Pharmaceutical Sciences 086-235-6628
mag6627@adm.okayama-u.ac.jp
Graduate School of Health Sciences Instruction and Student Section (Faculty of Health Sciences), Graduate School of Medicine, Dentistry & Pharmaceutical Sciences 086-235-7984
Graduate School of Medicine, Dentistry & Pharmaceutical Sciences Graduate Office (Medicine) Graduate School of Medicine, Dentistry & Pharmaceutical Sciences
Instruction and Student Section (Dental School), Graduate School of Medicine, Dentistry & Pharmaceutical Sciences
Instruction and Student Section (Pharmaceutical Sciences) Faculty of Pharmaceutical Sciences
086-235-7987
kdf7986@adm.okayama-u.ac.jp

086-235-6628
mag6627@adm.okayama-u.ac.jp

086-251-7923
ngg7923@adm.okayama-u.ac.jp
Faculty of Pharmaceutical Sciences Administrative Office for Pharmaceutical Sciences, Instruction and Student Section 086-251-7923
ngg7923@adm.okayama-u.ac.jp
Faculty of Engineering Instruction and Student Section 086-251-8015
ogg8018@adm.okayama-u.ac.jp
Faculty of Environmental Science & Technology★ Administration Office for Faculty of Environmental Science and Technology, Instruction and Student Section 086-251-8817
pgg8420@adm.okayama-u.ac.jp
Faculty of Agriculture★ Administration Office for Faculty of Agriculture, Instruction and Student Section 086-251-8286
qgg8286@adm.okayama-u.ac.jp
Graduate School of Humanities and Social Sciences Graduate School Section, Graduate School of Humanities and Social Sciences 086-251-7362
ggg7372@adm.okayama-u.ac.jp
Graduate School of Natural Science & Technology (Doctor’s Course), (5 years Ph.D. Course) Graduate School Section, Graduate School of Natural Science & Technology 086-251-8575
agf8576@adm.okayama-u.ac.jp
Graduate School of Environmental and Life Science (Doctor’s Course)
Graduate School of Natural Science & Technology (Master’s Course, Engineering)
Graduate School of Interdisciplinary Science and Engineering in Health Systems 086-251-7771
agf8576@adm.okayama-u.ac.jp
Discovery Program for Global Learners Office for Global Discovery Program 086-251-7915
kyomu_discovery@adm.okayama-u.ac.jp
Center for Global partnerships and Education Office 086-251-7051
istudent@cc.okayama-u.ac.jp

★Including Master’s Course Students

List of International Student Advisors

Advisors below and center for Global Partnerships and Education(GP) Office can handle any number of issues including serious issues, such as money, tuition fees, accommodation, immigration, residence, family matters, or medical care.

Advisors

Name Sex Faculty/Graduate School Location Office Hour
Telephone
E-mail
Mariko Uzuka F Center for Global Partnerships and Education General Education Building C302 Mon.-Fri. ◎ 10:00~17:30
Appointment only by e-mail or at Center for Global Partnerships and Education
086-251-8533
muzuka@cc.okayama-u.ac.jp
Hirotsugu Kobuchi M Graduate School of Medicine, Dentistry & Pharmaceutical Sciences Shikata Campus
General Education Research Building 4F
Mon. ◎ 16:00~17:30
Appointment only by e-mail
hkobuchi@md.okayama-u.ac.jp
Ryoichi Tsutsumi M Graduate School of Humanities and Social Sciences Graduate School of Humanities and Social Sciences 5F Room No. 525 Wed. 17:50~19:00 ◎ Appointment only by e-mail
tsunko@cc.okayama-u.ac.jp
Yoko Hirota F Graduate School of Humanities and Social Sciences Studies of Humanities and Social Sciences 5F Room No. 520 Appointment only by e-mail
yokoh@okayama-u.ac.jp
Kenichirou Yasuba M Graduate School of Environmental and Life Science Faculty of Agriculture 3F Thu. 16:00~17:30 ◎ Appointment only by e-mail
Phone: (086)251-8304
ysbken@okayama-u.ac.jp
Shuji Jinbo M Graduate School of Natural Science & Technology Graduate School of Natural Science & Technology 7F Room No. 703 Thu. 16:15-17:45 ◎ Appointment only by e-mai
jimbo@kiso.it.okayama-u.ac.jp

*Advisory Office (General Education Building E101) are available without an appointment.
Please contact the Center for Global Partnerships and Education if you cannot come to the office during office hours. You can consult after office hours by appointment only.

*The schedule is subject to change.
◎=English available.

Contact of GP Office

Center for Global partnerships and Education Office
Location: General Education Building C, 1st floor
Email:istudent@cc.okayama-u.ac.jp

7 Returning to Your Home Country

When Your Departure Date from Japan has Been Determined

There are various administrative procedures that must be completed before your departure from Japan. Some procedures must be done at the University, some related to everyday living and those required on the date of your departure. Check the items below to start preparations and to be sure not to forget anything.

Example of Exiting Procedures at the University

  • Notify your academic advisor of your date of departure.
  • Check with the Center for Global Partnerships and Education and your academic department for the correct exiting procedures.
  • Request an issue of your transcript, certificate of completion, or any other academic documents well in advance of your departure.
  • Report your contact address (mailing address, telephone number, email address, etc.) of your home country residence.
  • Return your student ID.
  • You must report the date of departure and flight schedule to the academic affairs personnel in charge of your academic department.

# If there are problems regarding procedures at the university, consult and check with the Center for Global Partnerships and Education.

Examples of Exiting Procedures Outside the University

  • If you are residing in a dormitory: Submit your intent to vacate report to the manager of the dormitory at least one month before vacating. Complete payment of the dormitory fee and service fees before the month in which you vacate your room.
    # Clean the room thoroughly for inspection by the dormitory manager the day before you intend to vacate.
    # For further details check the notice for vacating rooms for each dormitory.
  • If you are residing in a private apartment: Notify the landlord or the property management company no later than 1-2 months before the date you intend to vacate the apartment. Please note that you may be charged extra rent if there is delay in notification. Make the notification at the earliest date possible.
    # Clean the room thoroughly for inspection by the landlord or property management company on the date you intend to vacate it.
    # You may be charged renovation expenses and housecleaning fees, depending on the condition of the room and terms of contract. Be sure to restore the apartment to its original state as far as possible extent when vacating.
    # People enrolled in the Comprehensive Renters' Insurance for Foreign Students are required to go through a cancellation procedure at the Center for Global Partnerships and Education.

Banking-Related Matters:

Bank account closure, cancellation of credit card and cashing card and cancellation of automatic withdrawals
Please go to your bank personally and submit your bankbook, cash (ATM) card and registered seal for bank account closure. Do not forget to cancel any automatic withdrawals.
# Normally, banks are open only during weekdays (Mondays through Fridays, excluding national holidays). They are open from 9:00 a.m. and close at 3:00 p.m. Post offices close at 4:00 p.m.

Municipal Office Procedures:

You must go to the local municipal office to report your intention of departing from Japan, withdraw from the national health insurance program, return your health insurance card and settlement of unpaid insurance premiums.
Procedures for this kind of reporting of your departure should be done at the local municipal office several days before your date of departure. (Bring your passport and residence card.) Withdrawal from the national health insurance program, return of your health insurance card and the settlement of any outstanding fees including unpaid insurance premiums, if any.
# Withdrawal procedure is necessary to prevent continued billing for your national health insurance premiums.

Cancellation of Service Contracts:

Utility fees (electricity, gas & water), phone bills, NHK subscription fee and cancellation of mobile phone contract
Report that you are vacating (departing from Japan) to the electric power, gas and water utility companies, and settle any unpaid accounts.
Do not forget to cancel contracts for mobile phones and Internet services.
# Please note that if settlement of your personal accounts cannot be completed before departure due to unavoidable reasons, be sure to have a friend, colleague, settle all unpaid charges.

Disposal of Unwanted Items:

Notify the local municipal office.
Disposal of unwanted items, in accordance with local rules for your place of residence, must be sorted into burnable, unbreakable and large -sized garbage categories, accordingly. Do not leave items in your room when vacating. Also, dispose of anything in the refrigerator. Do not leave anything that was not in your room / apartment before you moved in.

Shipping Belongings:

Making arrangements for shipping your belongings to your home country before departure.
Post office: Parcel posts can be sent by air post, economy (SAL) air post and surface post. Delivery by air is swift but expensive. Surface post is cheaper but may take several months for delivery. For a relatively low charge and quicker delivery, economy (SAL) air post is recommended. For details, inquire at your local post office or check information on the website below.
# Practical Guide for International Students (Japan Post):
http://www.post.japanpost.jp/int/ems/ryugaku/intl_student/index_en.html

Service Delivery Period, Restrictions
EMS (Express Mail Service) Up to 30 kg, delivery about 2~4days、cool delivery service available
Air Mail※ 3~6 days delivery, most expensive rate
Economy Air Mail(SAL)※ 6~13 days( depending on the country)、less expensive rate
Surface Mail※ 1~3 months, cheapest rate

Professional Moving Company: There are companies that will ship your items internationally. One of them is Yamato Transport.
http://www.kuronekoyamato.co.jp/ytc/customer/send/services/oversea/

Forwarding Mail:

Mail via the post office can be forwarded to a friend in Japan (service limited to one year). If necessary, make arrangements personally with your friend and go to the local post office to register the forwarding address.

Your Embassy in Japan:

You must report your return to your home country to your embassy/consulate in Japan.

Returning Your Residence Card

On the day of departure, you must surrender your residence card to the immigration officer at the airport when leaving Japan.

8 Appendix

Ⅰ Okayama Branch Office, Hiroshima Regional Immigration Bureau
Address Okayama Second Joint Government Bldg., 1-4-1
Shimo-Ishii, Kita-ku, Okayama City, Okayama
Phone number 086-234-3531
Office hours (Service counters) 9:00 to12:00, and 13:00 to16:00
(except for Saturdays, Sundays and national holidays
Ⅱ Okayama City Municipal Office (main office)
Address 1-1-1Daiku Kita-ku Okayama city
Phone number 086-803-1000(representative)
Opening hours From Monday to Friday From 8:30 am to 5:15pm
Closed on national holidays and year-end and new year holidays.