Immigration

 

1. Alien Registration

Under alien registration regulations, all foreign nationals residing in Japan for more than 90 days must register at their local ward office.

(1) Initial Registration
Foreign nationals must apply for alien registration during their first 90 days in Japan.However, it is strongly advised that university students apply immediately after their arrival, as the Alien Registration Certificate will be necessary for university registration procedures.The following items are required when registering:

• Application for Certificate of Alien Registration
• Valid passport
• 2 photos (4.5cm x 3.5cm) taken within 6 months of application

Issuance of the certificate will take about two weeks and can be obtained at your ward office after present-ing your passport.Please remember to carry this card with you at all times.If you are found not to be carrying the certificate with you, you will be fined up to 200,000 yen.

(2) Certificate of Registered Matters on Alien Registration
When students register at their local ward office, they can apply for a Certificate of Registered Matters on Alien Registration.(The price of a certificate is 300 yen).The certificate will be necesary for university registration procedures and other matters until issuance of the Alien Registration Card.

(3) Changes in Registered Items
Any change in your period of stay, status, address, name, etc., must be reported to the (new) local ward office within 14 days.When you change your address, please also make sure that you inform the bank branch or the post office of your account.

(4) Certificate of Alien Registration Re-application
The card is valid for 5 years.You will need to reapply within 30 days after the expiration date on your card.The procedure is identical to the initial registration.

(5) Leaving Japan Without Re-entry Permit
Foreigners who leave Japan without a re-entry permit, will be asked to return their Alien Registration card at the point of departure.

(6) In case of Loss of the Certificate
The Alien Registration Certificate is an important ID card.If you lose your certificate, you are required to inform the police (a telephone call is permissible) and apply for the reissuance of the certificate at the ward office within 14 days of the day on which you have become aware of the loss.Necessary documents are the same as at the first time of application.

2. Application for the National Pension System

The National Pension System is a social security system run by the Japanese Government, where contributing members are entitled to receive a pension upon when they reach 60 years old and retire from work or become disable through sickness or injury.Not only Japanese citizens, but also foreign residents over 20 years old are required to apply for the national pension at their local government wards whilst they are living in Japan.In principle, once having subscribed to the national pension, foreign residents must pay a monthly premium of 15,020 yen (as of 2010). However, international students may be exempted from paying pension premiums.At the same time as subscribing to the National Pension System, degree-seeking students should apply for a `special exception to student payment' (Gakusei nofu tokurei) and non-degree-seeking student should apply for a `payment waiver' (menjo).
You will probably receive the bill for your pension premium before receiving the result of your application for exemption from payment.However, do not pay the premium until you have received the result, which takes the form of a post-card.If your application for exemption is rejected, please proceed to pay the premium; otherwise, no payment is necessary.
Application procedures for pension payment exemption must be repeated every year.Please inquire at your ward office for further information.

Showa Ward Office
Address : 3-19, Ayuchi-dori, Showa-ku, Nagoya 466-8585
Tel : 052-731-1511
Near Gokiso station of Sakuradori line (exit No.8)

Tempaku Ward Office
Address : 201, Shimada 2-chome, Tempaku-ku, Nagoya 468-8510
Tel : 052-803-1111
Near Shimada bus stop

Chikusa Ward Office
Address : 8-37, Kakuozan-dori, Chikusa-ku, Nagoya 465-8508
Tel : 052-762-3111 Near Ikeshita station Higashiyama line (exit No.2)

Meito Ward Office
Address : 50, Kamiyashiro 2-chome, Meito-ku, Nagoya 465-8508
Tel : 052-773-1111
Near Hongo station of Higashiyama line (exit No.1)

3. Extension of Period of Stay

As an international student with "College Student" visa status, your initial period of stay in Japan will be 27 months, 24 months, 15 months or 12 months, regardless of your anticipated period of study.Therefore, if you wish to remain in Japan after the expiration of your initial period of stay, you must apply for an extension at the Nagoya Regional Immigration Bureau.Be sure to file the application for extension between 3 months and 10 days prior to the day of expiration.
You will need to submit the following items:

(1) Application form for extension of period of stay ("College Student")

(2) Certificate of enrollment

(3) Official academic transcript
In the case of research students, an official document from your School outlining your research, and indicating the hours spent on the research is sufficient.Please note that a written statement from your academic advisor is inadequate.
Note: If the applicant has failed to graduate as expected and must remain in Japan for this reason, a statement explaining the reason for failing to meet graduation requirements must be submitted.

(4) Valid passport and Alien Registration Card

(5) ¥4,000 revenue stamp (available at the Immigration Bureau)
  * In some cases, additional documents will be requested by the Immigration Bureau as follows:

(6) Documents showing that the applicant has sufficient assets to maintain himself / herself independently.

• Certificate of scholarship stipend
  
• Bank statement certifying bank balance or a copy of bank account book
  
• Where the applicant is to be financially supported by another person, documents showing such assets or ability in respect to the supporter, i.e., a bank statement payment, payment of tax certificate (including statement of gross income), certificate of tax deduction, or a certificate of income tax return.
• Certificate of remittance

(7) Documents pertaining to Permission of Activities not included in Visa Status (Part-time work)
Documents issued by the employer, specifying the applicant's working place, working hours and salary.
  * Please attach a Japanese translation when materials are written in foreign languages.

4. Activities which are not included in Visa Status (Part-time Work)

International students who wish to work on a part-time basis are required to apply for permission to participate in activities that are not included in their visa status. International students who work without a work permit, and those who fail to follow the regulations pertaining to the permit, will be fined, and in some cases, deported.
The maximum hours of work a student can undertake, where permission has been granted, are limited to 28 hours per week.During long vacations, all students with permits may work a maximum of 8 hours a day.

<Procedures for obtaining Permission to Work>
(1) Fill out the following form and submit a photocopy to your school's Student Affairs Office;
Application for Permission to Engage in Activity Other Than That Permitted Under the Status of Residence Previously Granted (Shikakugai-Katsudo-Kyoka-Shinseisho)
(2) Take the form, your alien registration card and your passport to the Nagoya Regional Immigration Bureau to apply for permission to work.
(3) After obtaining permission to work, submit a photocopy of the Name and Permission to Work pages in your passport to your school's Student Affairs Office.

•  Permission to work is not granted automatically upon application. In the event that a student's academic record or class attendance proves academically unsatisfactory, a student will not be permitted to work.
• 'Long vacation' refers to the summer, winter and spring vacations of Nagoya University.
• Working at adult entertainment businesses or related industries is prohibited.
• The period of the work permit is limited to the period of the applicant's student residence permit. When students extend their residence status, they need to apply for a new work permit.
• International students cannot work during an absence of leave from school.
• It is not necessary to apply for permission to work if you work as a teaching assistant or a research assistant at Nagoya University.
• Nagoya University advises new international students not to start working before they are familiar with their class and research schedule(seminars, lab experiments, etc.). It is recommended that you get your academic advisor's approval before starting a part-time job.The permission to work is not granted automatically upon application. In the event that a student's academic record or class attendance proves academically unsatisfactory, a student will not be issued with a permit.
  

5. Temporary Leave and Re-entry

If, for any reason, you wish to temporarily leave Japan during your stay, you must remember to follow these procedures:
◆ Inform the office of your school and also obtain the approval (and signature stamp <inkan>) of your aca-demic advisor.
◆ Apply for re-entry permit at the Nagoya Regional Immigration Bureau. In principle, permission is granted upon application.
*If your period of stay is due to expire during your time abroad an application for extension must be filed before your departure.
*Be sure to carry your alien registration card with you when you leave Japan.

<Application for Re-entry>
(1) Application for a re-entry permit (available at the Immigration Bureau)
(2) Valid passport
(3) Alien registration card
(4) Student ID or a card certificate of enrollment
(5) ¥3,000 revenue stamp for a single re-entry and ¥6,000 for a multiple re-entry (available at the Immigration Bureau)
■Re-entry Permits & Multiple Visas
Foreigners in possession of a multiple-visa, who intend to leave Japan temporarily, may choose to do one of the following:

① Leave Japan, having obtained a re-entry permit, and re-entry using the permit.If choosing this option:
●It is neccessary to apply for re-entry permit at the immigration bureau prior to departing from Japan.
●One's period of residence remains unchanged.Where foreigners are in possession of a re-entry permit, a temporary absence from Japan does not affect the initial period of residence granted.
●Upon re-entry to Japan it is not neccessary to recommence alien registration procedures at the appropriate city hall or ward office.

② Leave Japan without completing any additional immigration procedures, and re-enter using the multiple visa.If choosing this option:
●It is not necessary to apply for a re-entry permit at the immigration bureau prior to departing from Japan.
●One's period of residence starts anew upon re-entry to Japan.Hence, any application for an extension of stay is, in effect, delayed.
●Upon re-entry to Japan it is neccessary to recommence alien registration procedures at the appropriate city hall or ward office. (All foreigners leaving Japan without a re-entry permit are required to submit their alien registration card to an immigration official at the port of departure.)
    International students are strongly advised to obtain a re-entry permit prior to temporarily leaving Japan.
As outlined above, international students departing Japan without a re-entry permit will be required to submit their alien registration card to an immigration official at the port of departure.Consequently, when re-entering Japan, they will have to proceed anew with alien registration and health insurance applications.Moreover, as alien registration ID numbers change with the issurance of new card, administrative records at Nagoya University will also need to be altered.

6. Change of Visa Status

You are required to make a change in your visa status whenever your approved status in Japan changes.For example, this refers to students who become employed at a company and also to high school students or vocatinonal school students who become college students.Even if your “College Student" visa is valid after the completion of your program at Nagoya University you must change the visa status if you want to remain in Japan.You will need to make this change before participating in any activity that requires a new status.Failing to do so, or accepting unauthorized rewards at the workplace may lead to punishment and deportaion in some cases.

<The following materials should be submitted to the Immigration Bureau>
(1) Application for Change in Status of Residence (forms Part 1 and 2 , available at Immigration Bureau)
(2) Statement explaining the reason for the change in status.Please include a clear and detailed description of your new activity.
(3) Valid passport
(4) Alien registration card
(5) ¥4,000 revenue stamp (available at Immigration Bureau)

7. Entry into Japan of Family Members and Extension of Period of Stay as a “Dependent"

7-1 Application for Certificate of Eligibility

In order to have your family stay with you in Japan, you will usually need to go to the Immigration Bureau in person and apply for a Certificate of Eligibility for your family.Only your spouse and any children that you may be supporting will be eligible.Since the visa may in some cases be issued without this Certificate, you should first ask the Japanese Embassy in your country about the necessary documents.

<To apply, you will need the following>
(1) Application for Certificate of Eligibility (“Dependent")
(2) Proof of your relationship with the family members who will join you
(Proof of marriage registration, marriage certificate for spouse and birth certificates for children in English or Japanese)
(3) A copy of your alien registration card or your passport
(4) Certificate of enrollment issued by the office of your school
(5) Proof that you will be able to support your family throughout their stay in Japan
*Student's bank statement indicating balance of deposit or remittance form from home country
＊Monbukagakusho scholarship students should present a certificate indicating amount and tenure of the scholarship
(6) One photograph (4cm x 3cm) of each family member (taken within 6 months prior to application)
(7) A self-addressed return envelope affixed with a 430 yen stamp

◆In some cases, additional documents will be requested by the Immigration Bureau.
◆The process to get the Certificate takes one to several months depending on the number of applicants and other conditions.Please ask at the Immigration Bureau.
◆The Certificate is valid for 3 months and your family should arrive in Japan within this period.
◆When your family applies for the visa in your country, other documents in addition to the Certificate of Eligibility may be requested.Please inquire at the Japanese Embassy / Consulate or Ministry of Foreign Affairs in advance.

7-2 Extension of Period of Stay as a “Dependent"

The necessary documents for `Extension of Period of Stay as a Dependent' are as follows.
(1) Application form for extension of period of stay  ("Dependent")
(2) Documents certifying the personal relationship between the applicant and the person who to support him/her (e.g., Certificate of Registered Matters on Alien Registration File of all family members)
(3) A copy of your alien registration card or your passport
(4) Certificate of Enrolment of the person who is to support the applicant
(5) Documents certifying the income of the person who is to support the applicant (Certificate of scholarship stipend, bank balance, etc.)
(6) Applicant's valid passport and alien registration card
(7) 4,000 yen revenue stamp (available at the Immigration Bureau)

8. Application for Acquisition of Status of Residence

Where a child is born to two foreign nationals in Japan, an application for acquisition of status of residence must be made within 30 days of birth. However, if the child is going out of Japan within 60 days of birth, this application is not needed.The application should be made by either parent at the Nagoya Immigration Bureau.

<Necessary documents>
(1) Application for permission to acquire status of residence
(2) Documents certifying birth (e.g."Certificate of Acceptance of Birth Report"issued by the ward office, etc.)
(3) Questionnaire( available at the Immigration Bureau)
(4) Passports of both parents
(5) Alien registration card of the either parent who takes the procedure at the Immigration Bureau
(6) A copy of alien registration card or a certificate of registration matters of the either parent who does not take the procedure at the Immigration Bureau.
(7) Alien registration card of the child
(8) Material and child health handbook(Boshi-Techo)

Nagoya Regional Immigration Bureau
5-18 Shoho-cho, Minato-ku, Nagoya City, 455-0075
●College student Section Tel: 052-559-2117 / 2118
●General Information Center Tel: 052-559-2151 / 2152
  Business hours: 9:00-16:00
  (Mon.- Fri. , except national holidays)
URL: http://www.immi-moj.go.jp
Transportation: 1 minute walk from ‘Nagoya Keibajo-mae' station on the Aonami line.