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The Online Application System for Certificate of Eligibility (Faculty & Staff only)

The Kyoto University International Service Office will apply for Certificates of Eligibility (CoE) for international researchers, students, and their family members upon request by their host professor or an appropriate staff member in their department of affiliation.

In the case of an exchange student from a partner institution, the International Education and Student Mobility Division will make the application on the student’s behalf.

attention Important

Japanese Government (MEXT) scholarship students do not need to apply for a Certificate of Eligibility, and may apply for a student visa without one. Such students should contact the Japanese embassy or consulate general in their home country to inquire about the student visa application.

anchor1 Persons Eligible to Apply through the International Service Office

The visa categories applicable to persons coming to Kyoto University are “Professor,” “Cultural Activities,” “Student,” and “Dependent.” Please refer to this chart for more details.

anchor2 Applying for a Certificate of Eligibility

To apply for a Certificate of Eligibility, please log in to the online application system provided by the International Service Office. Please see the chart of the CoE application procedures for more details.

STEP 01
3 months prior to arrival
Request the International Service Office (KUISO) to apply for the CoE
img01
① Request a CoE application though the online application system.
② KUISO will send a notification of application receipt to the faculty/staff member who submitted the request (please contact us if you do not receive the confirmation).
STEP 02
KUISO prepares the application documents
img02
③ KUISO sends the online application URL to the international researcher/student by email, and prepares the CoE application documents.
STEP 03
2 months prior to arrival
KUISO submits the application documents to the Osaka Regional Immigration Services Bureau
img03
④ KUISO will notify the faculty/staff member that the application documents have been submitted to the Osaka Regional Immigration Services Bureau. (Issue of the CoE will take approximately 3–4 weeks.)
STEP 04
1.5 months prior to arrival
Certificate of Eligibility issued
img04
⑤ KUISO will receive the CoE from the Osaka Regional Immigration Services Bureau.
⑥ KUISO will send the applicant the CoE by courier.
⑦ KUISO will notify the faculty/staff member that the CoE has been dispatched.
STEP 05
CoE application procedures completed

anchor3 Points to Note when Applying

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

(Reference)Please also see “在留資格関連Q&A集” for detail.
教職員ポータル > ファイル管理 >文書共有 > 企画部 > 国際交流課> 国際交流国際交流サービスオフィス

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.

Visa Applications

  • The issue of a visa generally takes approximately five working days (excluding weekends and holidays).

anchor4 Online Application System for Certificates of Eligibility

To apply for a Certificate of Eligibility, log in to the online application system as described below.

Notice

  • An SPS-ID and password are required to log in to the system.
  • If your do not know your SPS-ID or password, please contact the Institute for Information Management and Communication (IIMC)

Institute for Information Management and Communication
Tel. ex.: 16-5323 / E-mail: support@iimc.kyoto-u.ac.jp

System operating manual (in Japanese)

Please see the manual for details of how to use the system.

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