Immigration

Residence and Registration Procedures

(Updated in September 2017)

International students in Japan are required to comply with the following procedures. For more specific details, please refer to sections noted in the parentheses.

For further information about the laws or regulation for residence in Japan, please refer to the web page of Immigration Bureau of Japan.

1. Upon arrival in Japan

2. Until the Expiration Date of Period of Stay

3. Change of Resident Status

4. Part-time Work

5. Change of Address (Moving)

6. Temporary Leave

7. Inviting Family Members to Japan and Necessary Procedures after their Arrival in Japan

8. Nagoya Regional Immigration Bureau

1. Upon arrival in Japan

Residence Card

When you enter Japan from Tokyo (Narita and Haneda), Osaka (Kansai) and Nagoya (Chubu) airports, besides having a seal of landing verification stamped in your passports, you receive a Residence Card. Please be sure to carry your Residence Card with you at all times. If you are found not be carrying the Residence Card with you, you will be fined up to 200,000 yen.

  • Changes in Registered Items
    Any change in your name, date of birth, sex, nationality, etc., must be reported at the immigration bureau of Nagoya within 14 days.

  • In case of Loss of the Residence Card
    If you lose your Residence Card, you are required to apply for the reissuance of the Residence Card at the immigration bureau within 14 days of the day you realized.

Registration (Initial Procedure at the Ward Office)

You are asked to visit the ward office where you live with your Residence Card and notify your address within 14 days.

*Note: Those who have not received a Residence Card should take their Passport which should have a stamp stating that "A Residence Card is to be issued on a later date".

  • A Copy of Resident Record
    When you register at your local ward office, you can apply for a copy of resident record (300yen/copy). This copy may be used during other procedures after your arrival in Japan, so be sure to register as soon as you arrive in Japan.

  • An Individual Number (nicknamed "My Number")
    It is a 12 digit number assigned to individuals living in Japan under the Social Security and Tax Number System. Foreigners registered as residents in Japan will also receive an Individual Number.
    If you are registered as a resident in Japan, Individual Number is printed on the notification card that you receive from the ward office of your registered address. You must keep it securely.

    When to use the Individual Number

    -You will present your Individual Number to the tax procedrues, such as when filing your tax return.
    -You will present your Individual Number to your employer for use for tax and social security procedures.
    -You will present your Individual Number to the bank or post office when sending or receiving money to or from other countries.
    etc.

    When you submit your Individual Number, you will also need to present your personal ID (e.g., Residence Card).
    For details, plsease refer to Cabinet Office HP
    http://www.cas.go.jp/jp/seisaku/bangoseido/otherlanguages.html


Application for the Japanese National Pension System (JNPS)

The National Pension System is a social security system run by the Japanese Government, where contributing members are entitled to receive a pension when they reach the age of 60 and retire from work or become disabled 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 16,260 yen (as of April 2017).
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 exemption to student payment" (Gakuseinofutokurei) 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.

*When you apply for a special exemption to student payment, you must show your student ID and another document to prove your identity.

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)

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)

Application for the Japan National Health Insurance (JNHI)

For details, please see the page of "The Medical and Health Care System".

2. Until the Expiration Date of Period of Stay

Extension of Period of Stay

As an international student with a "Student" resident status, your initial period of stay in Japan will be 4 years and 3 months, 4 years, 3 years and 3 months, 3 years, 2 years and 3 months, 2 years, 1 year and 3 months, 1 year, 6 months or 3 months. The initial period of stay is decided 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. Application for extension can be done 3 months prior to the day of expiration, so be sure to file for the application of extension as early as possible so as to avoid any inconveniences.

 -Application procedures and necessary documents-

  • Application form for extension of period of stay (Student)
    Free copies of the form are available at the Nagoya Regional Immigration Bureau or from the website of the Immigration Bureau (http://www.immi-moj.go.jp/english/tetuduki/kanri/hituyou_syorui.html).

  • 1 photo (4cm X 3cm)
    • The photo should have been taken within 3 months of application, full face view directly facing the camera, no hat, clear and without any background images.
    • Photo should have the person's name on the back and be stuck to the designated part of the application form.

  • Valid Passport and Residence Card

  • Certificate of university enrollment (showing expected period of study) and Official academic transcript
    • Note 1: In case of research students, in addition to the certificate of university enrollment, you will need an official document from your School outlining your research, and indicating the hours spent on the research. Please note that a written statement from your academic advisor is inadequate.
    • Note 2: If the applicant has failed to graduate within the expected period and must remain in Japan for this reason, a statement explaining the reason for failing to meet the graduation requirements must be submitted.

  • 4,000 yen revenue stamp (available at the Immigration Bureau)

  • Documents showing that the applicant has sufficient resources to independently support himself or herself. The following documents are usually requested by the Immigration Bureau:
    • Certificate of scholarship stipend
    • Applicant's bank statement certifying bank balance or a copy of the bank book
    • Where the applicant is to be financially supported by another person, documents showing such resources 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

  *In some cases, additional documents will be requested by the Immigration Bureau.

  (Important points to note)
  • Please attach a Japanese translation when materials are written in foreign languages.
  • In principle, all submitted materials will not be returned. Therefore, if there are any important documents that you want returned to you, please notify the official when handing in your application documents.
3. Change of Resident Status

After you quit or finish your "Student" resident status and you begin to perform new duties with a new affiliation, you are required to make a change in your resident status at the Immigration Bureau. For example, this refers to students who become employed at a company in Japan, you must apply for your new status before you begin work.

  • At end of your program at Nagoya University (gaduation, completion, withdrawal, expulsion, etc.):
    Even if your "Student" resident status is still valid after graduation or completion of your program at Nagoya University, you must either leave Japan immediately or change your resident status. Having graduated or completed your program, you are no longer participating in "student activities".
    The immigration Bureau reserves the right to "revoke the resident status" of persons who are engaging in activities not covered by their resident status. If your resident status is revoked, you will be regarded as an illegal resident and will be subject to detention and deportaion.

  • Regarding the "Designated Activities" resident status for continuing job-hunting activities
    This status is for the purpose of students to continue job-hunting activities after graduation or completion of their program. Students who have not been participating in job-hunting activities, non-degree seeking students and ABD candidates are therefore not eligible to apply for this status.
    Moreover, the University must issue a letter of recommendation evaluating the student's accomplishments during job-hunting activities. Therefore, the University cannot recommend students who have not demonstrated any results during their job-hunting activities. You will be asked to submit documents verifying your continued job-hunting activities. Do not delete or throw away emails and screening result documents from companies you have applied. Students who apply for the "Designated Activities" resident status with the letter of recommendation from the University may still be denied by the Immigration Bureau. Please apply for your letter of recommendation by the deadline set by each department.


  • Activities involving management of business or remuneration
    You are strongly prohibited from engaging in such activities with a "Student" resident status. If you engage in such activities without changing your resident status, you may be subject to punishment and deportation.


  • Regarding withdrawal with All But Dissertation (ABD) status from doctoral program and leave of absence
    After withdrawing (ABD) from a doctoral program or while on leave of absence, your "Student" resident status will in principle no longer apply, and you wil be unable to remain in Japan because you are not currently engaged in "Student" activities. Therefore, please retun to your home country temporarily.

 -Application procedures and necessary documents-

 The following materials should be submitted to the Immigration Bureau.

  • Application for Change in Status of Residence
    Free copies of the form are available at the Nagoya Regional Immigration Bureau or from the website of the Immigration Bureau (http://www.immi-moj.go.jp/english/tetuduki/kanri/hituyou_syorui.html).
  • Statement explaining the reason for the change in status. Please include a clear and detailed description of your new activity.
  • Valid passport
  • Residence Card
  • 1 Photo (4cm X 3cm)
    • The photo should have been taken within 3 months of application, full face view directly facing the camera, no hat, clear and without any background images.
    • Photo should have the person's name on the back and be stuck to the designated part of the application form.
  • 4,000 yen revenue stamp (available at Immigration Bureau)

4. Part-time Work Permit

It is not permitted to work when on a "Student" visa. International students who wish to work on a part-time basis in order to supplement their academic fees and other essential expenses are required to apply for a part-time work permit. 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, subjected to forced deportation. Please be extra careful. The maximum hours of work a student with a part-time work permit can undertake are limited to 28 hours per week. During long holidays, students with part-time work permits may work a maximum of 8 hours a day.
Application for a part-time work permit can be done at the port of entry (immigration section of the airport upon arrival). Those who want to apply later after entering Japan can also do so by taking the following documents to the Nagoya Regional Immigration Bureau.

 -Application procedures and necessary documents-

  • Fill out the "Application for permission to engage in activity other than that permitted under the status of residence previously granted (Shikakugai-katsudo-kyoka-shinseisho)". Free copies of the form are available at the Nagoya Regional Immigration Bureau or from the website of the Immigration Bureau (http://www.immi-moj.go.jp/english/tetuduki/kanri/hituyou_syorui.html).
  • Residence Card
  • Valid Passport
   *Application is free of charge

Precautions when doing part time work
For new students, we recommend that you do not start doing any part-time work until you have a full understanding of your study and research schedule. When you want to start doing part-time work, please make sure that you have obtained approval from your university supervisor.
  • Long holidays refer to the summer, winter and spring breaks
  • The permit is given for a length within your granted period of stay. Therefore, you need to reapply for the permit whenever you apply for an extension of your period of stay.
  • After you apply or reapply for the permit, please photocopy both sides of your Residence Card and take it to the international student office in your school.
  • Working for and doing business in the adult entertainment venues or related industries is strictly prohibited. (The "entertainment industry" includes working in cabaret clubs, bars and night clubs, mahjong rooms, pachinko parlors, and any venue related to the adult entertainment and sex industry).
  • International students cannot work during their leave of absence from school.
  • There are some part-time jobs such as TA (Teaching Assistant) or RA (Research Assistant) done under contract with Nagoya University that do not require a part-time work permit.
  • Students should show their Residence Card to their employers indicating the regulations pertaining to the permit (time limitation, work type limitation, etc.).
  • When selecting part-time job, you should confirm the following content in advance.
    • Whether the work affects your studies (for example, working late at night might affect your studies the following day)
    • Whether there are any problems pertaining to the work content (including safety, insurance in case of accidents, whether it is a permitted work type, etc.)
    • The employment conditions (payment, transportation expense payment, working hours, etc.)
    • The payment method (whether daily or week or monthly payment, cash or bank transfer, tax payment, etc.)
  • It is recommended that you ask your employer to draw up a work contract stipulating employment conditions, including the payment conditions.
  • As it is based on your annual income for current year, the premium of the National Health Insurance for the next year may increase, and the rate of payment waiver of the National Pension premium may be reappraised and adjusted. For further information, inquire at your ward office.
  • You are required to pay taxes based on the amount of you earn at your part-time job. Depending on the amount of your annual income or the tax treaty between your country and Japan, you might get an exemption or tax deduction. Also in the case income tax is automatically withheld from your monthly pay, you might get a tax refund by filing a final tax return. If there is any questions about your part-time work pay, check with your employer. Also, we recommend that you keep all documents such as your contract and wage slips.

    * The period you can file your "final return" is between the 16th of February and the 15th of March. Plese check the information about taxes and "final retun" at the sides below.


    The requirement of "final return" and the way to final report varies depending on the situation of each. If you have any questions, you can refer to the associations below:

    • Nagoya Tax Agency telephone consultation (English, Portuguese)
      Tel: 052-971-2059
5. Change of Your Address (Moving)

Notification of "Moving In", "Moving Out" and "Change of Address"

When you move to Nagoya city from another city, you need to notify the ward office of your old residence and of your new residence. In all cases, do not forget to carry your Residence Card when submitting the document at the ward office. The details are given below. You are also required to change of your address in your National Healath Insurance card, National Pension Book, and "My Number" card.

  • Notification of Moving In "Tennyuu-todoke"
    • Moving to Nagoya from another city
      When you move to Nagoya city from another city, you need to notify the ward office of your new address with 14 days of your moving in. In this case, you need to submit a "move-out certificate" as a part of your moving-in application.
    • Moving to a different ward within Nagoya City
      When you move from one ward to another within Nagoya city, you need to notify the ward office of your new address within 14 days of your moving in as well. In this case, you will not need to submit a "move-out certificate."
      Notification of moving-in will be accepted only after you move in. The ward office will not accept it if you have not yet done so.

  • Notification of Moving Out "Tenshutsu-todoke"
    When you move out from Nagoya city, you are required to notify the ward office of your moving out and obtain a "move-out certificate" before you move to another city.
    In case you are going back to your home country or region and have no plan to come back to stay in Japan, or if you will be away from your residence for more than one year, you are required to notify the ward office of your moving out.

  • Notification of Change of Your Address "Tenkyo-todoke"
    When you move within the same ward, you need to notify the ward office of your change of address within 14 days of the change.
    Notification of change of your address will be accepted only after you move to your residence. The ward office will not accept it if you have not yet done so.
6. Temporary leave, Re-entry and Permanent leave

  • Temporary leave
    Please follow the procedure below.
    • Get an approval of your academic supervisor.
    • Fill in the Nagoya University Overseas Travel Database. Nagoya University ID and pass word are required.
      URL: https://tokou.iee.nagoya-u.ac.jp/tokou/
      Print out the document and obtain the signature and a seal of your academic supervisor.
    • Submit the document to the office of your school.

  • Re-entry permission
    You are not required to apply for a re-entry permit, if you have a valid passport and a Residence Card and will be re-entering Japan within one year of your departure (or before the expiration of your residence period) to continue your activities (This is called a special re-entry permit).

    At departure, you are required to present your valid passport and your Residence Card to the immigration officer and submit the ED card.
    If you wish to re-enter Japan using the special re-entry permit, please be sure to put a tick on the appropriate check-box on the ED card.

    When you leave Japan with a special re-entry permit, you cannot extend your residence period outside of Japan. If your period of stay expires within one year after your departure, please ensure that you re-enter Japan before the expiration of your residence period.

    If you go overseas for more than one year, you will be required to apply for a re-entry permit at the Immigration Bureau before your departure.

  •  -Application procedures and necessary documents-

    • Application form for Re-entry permit
      *The form can be downloaded from the website of the Immigration Bureau (http://www.immi-moj.go.jp/english/tetuduki/index.html)
    • Valid passport
    • Residence Card
    • Student ID card or a certificate of enrollment
    • Fee: Revenue stamp of 3,000 yen (for single re-entry) or 6,000 yen (for multiple re-entries)

  • Permanent leave (Return the Residence Card)
    If you have a Residence Card and are not planning to come back to Japan, you are required to return your Residence Card to the immigration officer at the port of departure.
7. Inviting Family Members to Japan and Necessary Procedures after their Arrival in Japan

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. It is necessary that you have stable financial income to support your family throughout their stay in Japan.

 -Application procedures and necessary documents-
  • Application for Certificate of Eligibility (Dependent)
    Free copies of the form are available at the Nagoya Regional Immigration Bureau or from the website of the Immigration Bureau (http://www.immi-moj.go.jp/english/tetuduki/kanri/hituyou_syorui.html).
  • Photo (4cmx3cm) of each family member
    • The photo should have been taken within 3 months of application, full face view directly facing the camera, no hat, clear and without any background images.
    • Photo should have the person's name on the back and be stuck to the designated part of the application form.
  • A return envelope (standard-size self-addressed, affixed with a necessary stamp for simple registered mail, "kan-i-kakitome")
  • Proof of your relationship with the family members who will join you. For example, proof of marriage registration or marriage certificate for spouse, birth certificate for children, etc.
  • A copy of your Residence Card or your passport
  • Certificate of enrollment issued by the office of your school
  • Proof that you will be able to support your family throughout their stay in Japan (Student's bank statement indicating balance of deposit, certificate indicating amount and tenure of the scholarship, etc.)
  • Your student ID card

 *In some cases, additional documents will be requested during the examination process by the Immigration Bureau.

 (Notes)
  • The documents written in foreign languages should be submitted with their translation in Japanese.
  • In principle, all submitted materials will not be returned. Therefore, if there are any important documents that you want returned to you, please notify the official when handing in your application documents.
  • For some countries additional documents may be requested when your family applies for "dependent visa" at the Japanese Embassy or Consulate. Please enquire in advance.
  • The process to get the Certificate takes one to several months depending on the number of applicants and other conditions. Enquire at the Immigration Bureau.
  • After you get the Certificate issued, you will send it to your family and your family will apply for the dependent visa at the Japanese embassy/consulate.
  • The Certificate is valid for 3 months. Your family should obtain the visa and arrive in Japan within this period.
  • At the port of entry, your family will get a verification of landing and obtain their Residence Card.

Notification of Place of Residence for the Family Members

Within 14 days of moving to the new residence, the family members should visit the Ward Office and submit the moving-in notification. They should take their Residence Card and, in case they live in the same household with you, they should also take an official proof of their relationship with you (marriage certificate, birth certificate, etc.). Official documents written in foreign languages should be submitted with their translation in Japanese. An additional document with the name, address, and seal or signature of the person who translated the documents should be submitted as well. You yourself may translate the documents. All the submitted documents should be original. For any original documents that you want returned, please notify the official when handing in your application documents. With the moving-in notification, the family members should apply for National Health Insurance, National Pension System, and other official programs if eligible.



Extension of your Family Members' Period of Stay

Family members who wish to extend their period of stay in Japan should file an application for extension of period of stay. Application for extension can be done 3 months prior to the day of expiration, so be sure to file for the application of extension as early as possible so as to avoid any inconveniences.

 -Application procedures and necessary documents-
  • Application form for updating the validity period of the Residence Card ("Dependent" resident status)
    *The form can be downloaded from the website of the Immigration Bureau (http://www.immi-moj.go.jp/english/tetuduki/kanri/hituyou_syorui.html))
  • Photo (4cmx3cm)  (Not necessary for members under 16 years old)
    • The photo should have been taken within 3 months of application, full face view directly facing the camera, no hat, clear and without any background images.
    • Photo should have the person's name on the back and be stuck to the designated part of the application form.
  • Applicant's valid passport and Residence Card
  • Proof of your relationship with the family members who will join you. For example, proof of marriage registration or marriage certificate for spouse, birth certificate for children, etc.
  • Your Residence Card or copy of your passport
  • Your certificate of enrollment issued by the office of your school
  • Document certifying your income (Your bank statement indicating balance of deposit, certificate indicating amount and tenure of the scholarship, etc.)
  • 4,000 yen revenue stamp (available at the Immigration Bureau)


Application for Acquisition of Status of Residence for Newborns (Report of Birth)

When a child is born to two foreign nationals in Japan, an application for acquisition of status of residence must be made within 30days of birth. However, if the child is leaving Japan within 60 days of birth, the application is not necessary. First,you submit the registration ofbirthat award office.When you submit it, the name and the date of birth of your child will be listed in the residentrecord of your household.The application should be made by either parent at the Nagoya Regional Immigration Bureau.

 -Application procedures and necessary documents
  • Application for permission to acquire status of residence
  • Documents certifying birth(e.g. "Certificate of Acceptance of Birth Report" issued by the ward office, etc.)
  • Questionnaire (available at the Immigration Bureau)
  • Passports of both parents
  • Residence Card of the parent taking the documents to the Immigration Bureau
  • A copy of theresident record (Certificate of Items Stated in Resident Register) of the other parent who is not going to the Ward Office
  • A copy of resident record (Certificate of Items Stated in Resident Register) of the child
  • Maternal and child health handbook (Boshi-Techo)
 * A photo is not required for this application.
 * The Certificate of Items Stated in Resident Register is called "juminhyo-kisaijiko-shomeisho" in Japanese.
8. Nagoya Regional Immigration Bureau

Address: 5-18 Shoho-cho, Minato-ku, Nagoya City, 455-0075
Transportation: 1 minute walk from ‘Nagoya Keibajo-mae station on the Aonami line.

Student and Trainee Inspection Division
Tel: 052-559-2117 or 2118
Business hours: 9:00-16:00(Mon.-Fri. except national holidays)

General Information Center
Tel: 0570-013904 (Or 03-5796-7112)
Business hours: 8:30-17:15   (Mon.- Fri. , except national holidays)

URL: http://www.immi-moj.go.jp/english/soshiki/kikou/nagoya.html

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