Various certifications & applications (official notification)
1 Student ID Card
Your Student ID is important when you need to prove that you are a student at Okayama University. It will be delivered to you at the time of enrollment. Please always carry it and keep it carefully so that it will not be lost or damaged.
Please note that our college student ID card includes an IC function and a magnetic stripe function.
Function of Student ID card
- Identification
- IC Function
Access to the University Library and book-lending system, registration for annual medical examinations, access to university buildings and rooms, attendance management in classes and the automatic certificate issuing machine. - Magnetic Stripe / Swipe Function
Use for entrance to university buildings and rooms - This is your membership card for Okayama University Co-op shops and restaurants Use the IC function for Co-op electronic money ' momoca ', meal card, and co-op points.
NB: -
- Please be sure to present it when you take regular exams at this university.
- You can not lend it or transfer it to another person.
- On graduation, completion, withdrawal, removal, or any other conclusion or cancellation of your student status, please return it immediately to the undergraduate / graduate school office of your department.
- In case of loss / theft or damage, please promptly apply for your ID card to be reissued.
- When purchasing tickets on public transport for commuting, submit your student ID Card to the ticket vendor for a ticket discounted to student prices.
- Be sure to carry your student ID Card whenever you board any means of public transport using your regular commuter pass or other student discount ticket. Present it whenever an attendant requests it.
- It is possible to damage the IC and magnetic stripe / swipe function, so please handle your ID Card carefully.
Reissue
For reissue of student ID card, please make the following application: -
- Loss / Theft / Damage /Magnetic Swipe Strip Fault / IC Fault
Please apply for a new one to be reissued promptly. Please read the homepage and contact the office for further information about student ID.
- When it expires
When the card expires, you will be issued a new one automatically as long as you are enrolled in the same faculty or graduate school. We will post the time and place to pick up your new card on the bulletin board and in the section concerning student ID information on the university homepage.
Contact point for student ID Cards
Planning Division Education Support Group, General Education Building A, 2nd Fl.
(Students belonging to the Shikata district and night course should contact the Academic Affairs and Student Office in their own department or graduate school.)
2 Password Notification
On admission, you will be sent a 'Password Notification' stating your 'Okayama
University ID' ('Okadai ID')and password. You need these whenever you use
university computers or log in to the Academic Affairs System(Gakumu system).
By entering your Okadai ID password and student number or student ID card
into the automatic certificate issuing machines on campus, you can issue
Student Discount Certificates or various other certifications by yourself.
Please keep your password notice information in a secure place because it will be used even in classes.
※ If you lose your Okadai ID and password, please promptly inform the Center for Information Technology and Management.
3 Issuance of Certificates
Certificate Type and Issuance Procedure
There are some certificates that can be issued immediately using the automatic certificate issuing machine, and some that can only be obtained at your Academic Affairs and Student Office, or other appropriate counter.
Certificates that require application to any appropriate counter (ie: not automatically), can not be issued immediately.Depending on the certificate, it may take about one week to issue, so please allow sufficient time to obtain these certificates.
| Certificate type | Counter; Office | Use & Remarks |
|---|---|---|
| Student Passenger Discount Certificate | Automatic Certificate Issuing Machine |
|
| Certificate of Commuting to School | Center for Student Support | Necessary for commuter pass ticket purchase. Issued immediately on application. |
| Certificate for travel to official teaching practice / other practice. | Center for Student Support | Necessary for purchasing travel tickets to commute during any practical courses outside the university.It takes about two to three weeks from application to issue. |
| Certificate of Student Group Discount | Center for Student Support | For the use of students traveling in a group to activities outside the university. Please bring your own application form. |
| Academic Transcript Certificate | Automatic Certificate Issuing Machine | This information can be confirmed on the Web, so please do not use the Automatic Certificate Machine unless you need the certificate. |
| Certificate of Enrollment | Automatic Certificate Issuing Machine | |
| Certificate of Graduation / Certificate of Completion | Automatic Certificate Issuing Machine | Only for undergraduate / graduate students in their final year. |
| Certificate of Degree Conferral | Automatic Certificate Issuing Machine | Only for graduate students in their final year |
| Results of Health Check medical certificate |
Automatic Certificate Issuing Machine Health Service Center |
Note: A Health Examination Certificate will only be issued for students who took the health examination. The certificate can only be issued within the academic year that you took the examination. For details, please check at the Health Service Center counter or Okayama University Website. |
Using the Automatic Certificate Issuing Machine
Your Okayama University student number and password for the Academic Affairs System are necessary.
Another option is to use your student ID card instead of entering your student number.
NB: -
Note:
You may not be able to issue some certificates depending on the type of
certificate you need, and your faculty or graduate school policy. If the
machine shows error messages, please contact the appropriate undergraduate
or graduate Academic Affairs and Student Office Counter. Regarding Student
Discount Certificates please contact the Student Support Division at the
Academic Affairs Department at the Tsushima campus and the Academic Affairs
group of your faculty or graduate school at the Shikata Campus.
Location of Automatic Certificate Issuing Machine
- General Education Building A, 1st Fl. next to the entrance lobby
- University Union, South Campus Welfare Facility (Peach Union) 1st Fl.
- Faculty of Medical School Administration Office Building, 1st Fl.
4 Authorized Absence / Withdrawal / Study Abroad.
University permission is required by student application for the following: - Authorized Absence, return to school, withdrawal, study abroad, transfer of faculty, transfer of department, change of maiden name. The procedure may be complicated, so please contact the Academic Affairs and Student Office appropriate to your faculty as soon as possible to enquire about details of procedure, method etc.
It is not possible to change dates for these applications once they have been initiated.
5 Change of Name, Address.
Change of Address or Billing Addressee for Tuition Fee Payment
If there is a change in your current address, contact information (phone
numbers, emails etc) or your permament address, please promptly enter the
changed details into the Academic Affairs System (Gakumu system).
If there is a change in the billing details for your tuition fee payments
or your guarantor, please notify the accounting group at your faculty or
graduate school.
Changed Name ・ Change of Country of Permanent Residence (Domicile)
If you have changed your name and/or domicile, fill in the prescribed form and submit it to the Academic Affairs and Student Office of your faculty or graduate school.
In addition, if you have notified us of the changed name, we will issue a new student card with the new name, and will contact you from the Academic Affairs Department, Planning Division (Application for a new student ID Card is unnecessary).
Use of Maiden Name・Common Name
if you wish to use your maiden name or a common name, please contact the Academic Affairs and Student Office, which is your faculty or graduate school.
A common name is a name other than the real name that is widely used in place of the name on the family register(excluding maiden name).
6 Parking Permit for Cars, Motorcycles.
For those entering the university campus in an automobile, motorcycle , general motorized bicycle or Specified small motorized bicycle(hereinafter referred to as 'vehicles'), a parking permit is necessary. Vehicles with no permit will be clamped.
For more information, please check the Okayama University home page. (Japanese only)
For information on parking permits see here (Japanese only)
7 Notification of Theft, Lost & Found
Please be aware of the possibility of theft or any related damage. Be sure to promptly report theft or deliver any lost and found items to the Academic Affairs Group and Student Office Counter in your faculty or graduate school or the Academic Affairs Department, Planning Division. Please deliver wallets or cash to the Center for Student Support, promptly.
8 Student Performance in an Event on Campus or Outside the University
≪On Campus≫
Prior to the event, please notify the relevant department that manages the site of the event and obtain permission for the event.
≪Outside the University≫
Please notify the appropriate undergraduate faculty or graduate school related to the student organization that will conduct the event and get permission to hold it.
* Student Club Circles
Please notify and obtain permission from the Center for Student Support (Tsushima Campus) or the Graduate School of Medicine Dentistry and Pharmaceutical Sciences, Academic Affairs and Student Office (Shikata Campus).