The following are some points to note when applying for a Certificate of Eligibility. Frequently Asked Questions are listed here.

How to apply

• Faculty/staff members are not required to specify the status of residence when requesting a CoE application. The Osaka Regional Immigration Services Bureau shall decide the appropriate status of residence after the International Service Office has confirmed the application requirements and submitted the application.
• Requests for a CoE application can only be made by Kyoto University faculty and staff members.
• Requests for a CoE application can only be made through the Online Application System.
• CoE application requests are also accepted from faculty and staff at Kyoto University facilities located outside Kyoto Prefecture.

When to Apply

• Applications should be made via the Kyoto University International Service Office approximately two to three months before the researcher or student is scheduled to arrive in Japan.
• The International Service Office will do its best to process late applications. Please be aware, however, that the time required for the Osaka Regional Immigration Services Bureau to issue a certificate can vary, and if the issue of a researcher or student’s Certificate of Eligibility is delayed, then they may not be able to enter Japan on their planned date of arrival.

Submission date of application documents to the Osaka Regional Immigration Services Bureau

• A Certificate of Eligibility is valid for three months after its date of issue, and persons arriving in Japan must have BOTH a valid CoE and visa. The International Service Office will submit the CoE application documents to the Osaka Regional Immigration Services Bureau at an appropriate time, provided the request is received sufficiently early.

Standard processing period

• Certificates of Eligibility are generally issued approximately three weeks after the submission of an application. However, during peak seasons it may take over four weeks for a CoE to be issued.
• The process may take longer when the submission of additional documents is requested by the Osaka Regional Immigration Services Bureau.