早稲田大学 VISA STATUS | Waseda University
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renewal
Changing your status of residence
To Elective course students / Research students
Leaving / Withdrawing from Waseda
Reenroll at / Reenter Waseda
Studying abroad
If you want a part-time job (including TA/RA)
If you are attending an internship
If you are leaving Japan for vacation
  You may apply to extend your period of stay from three months before your period of stay expires. Any stay after the expiration is illegal residence, so be sure to apply to the Immigration Services Bureau to extend the period of stay before termination.

Waseda University only handles procedures concerning extensions under "Student" status of residence. You will need to receive a stamped application form from Waseda University.

Procedures vary depending on the handling office.
Please click here for more details.

▼【Procedures】

▼【Handling offices】

▼【Documents】

▼【How to Submit a "Status of Residence Notification Form"】


【Procedures】

The Flow of the Application for Extension of Period of Stay
STEP1:Check the expiration date.
If the expiration date on your Residence Card is within the next three months,
you need to apply for extension of period of stay.
STEP2:Prepare the documents necessary for application.
STEP3:Submit the documents you prepared to the office and have them checked. Receive the "Application Form for Extension of Period of Stay"
(a two-sheet form for organization)
STEP4:Submit the application documents to the Immigration Services Bureau.
STEP5:Inspection by the Immigration Services Bureau.
It will take about two weeks to two months for the inspection results.

You may be asked to submit additional documents by the Immigration Services Bureau. If you are notified to do so, please prepare the documents promptly. If you are asked to submit documents issued by Waseda University, please let us know as soon as possible.
STEP6:A postcard with the inspection results will reach you.
STEP7:Go to the Immigration Services Bureau to receive the results.
*If you could not extend your status, please contact the CIE.
STEP8:Please submit a "Status of Residence Notification Form"to the office of your undergraduate school or graduate school within 14 days.
【Attention!】
We may file a report to the Immigration Services Bureau stating that you are a "missing person"
if you: do not carry out the procedures to extend your period of stay (illegal stay); do not submit a copy of your Residence Card to Waseda after extending your period of stay; or do not respond to inquiries (via telephone, email, or other forms of communication) from Waseda.

【Handling offices】

Handling Offices Applicable Students
School office on Nishi Waseda campus (Graduate) School of Fundamental/Creative/Advanced Science and Engineering
School office on Tokorozawa campus (Graduate) School of Human/Sports Sciences
Office of School for International Liberal Studies・Office of Graduate School of International Culture and Communication Studies School of International Liberal Studies, Graduate School of International Culture and Communication Studies
The Center for Japanese Language Japanese Language Program
School office on Honjo Campus Graduate School of Environment and Energy Engineering
School office on Kitakyushu Campus Graduate School of Information, Production and Systems
The Center for International Education All students except above

【Documents】

Submit the documents you prepared to the office, receive the "Application Form for Extension of Period of Stay (a two-sheet form for Organization)", and go to the Immigration Services Bureau to apply.

<Attention!>

  • The application form for organization may be issued from 3 months prior to the expiration of your period of stay.
  • If you fail to receive the application form for organization and go to the Immigration Services Bureau without it, you will need to prepare all of the following documents again.
  • We ask you for your understanding that if you fail to prepare all documents, the application form for organization cannot be issued.

Application form for Extension of Period of Stay 【PDF】 【EXCEL】
(3 pages for applicant【Paste your photo, taken within the last 3 months】)
*Use black ink when filling out. Erasable ink such as "FRIXION" cannot be used. Double-sided printout is not accepted.
Examples for Application form for Extension of Period of Stay

Passport, Residence Card, Student ID

Certificate of Enrollment(obtainable from automatic issuing machines of certificates on campus)
*Certificate of Admission (Students before enrollment)

Transcript(obtainable from automatic issuing machines of certificates on campus)
*If you have entered/will enter Waseda University from another educational institution and apply for extension of period of stay for the first time at Waseda University, you will also need to submit a transcript and a certificate of (expected) graduation from your immediate past school. If such certificates are not issued, please submit the equivalents thereof.

Other certificates (Only if you are applicable to one of below. Please request the office of your undergraduate/graduate school to issue the certificate.)
*Certificate of Course Enrollment: only for those who are currently elective course students or were elective course students last academic year at Waseda.
*Certificate regarding research contents: only for research students and prospective research students.

Documents concerning defraying expenses
Documents that show balance of payments/deposits for the past year prior to the date the documents are created (it must show the name of the bank and account holder)
ex. a photocopy of the bankbook, a photocopy of details of online banking, etc.
*If some parts show only total amounts because you have not updated the notebook, please go to the bank and ask them to issue the details of the parts.

Description of Expenses (use designated form) 【PDF】 【WORD】
*Along with the "Documents concerning defraying expenses", this form is to confirm you have enough funds to pay fees during your stay. Please separately write staying expenses depending on methods of payment. Further, be sure that what is written in this form is the same as what is written in "22. Method of support to pay for expenses while in Japan" in the "Application for Extension of Period of Stay."

《For reference》Staying expenses in Tokyo (including tuition): an average of 160,000 yen/month
(cited from JASSO’s Result of an Annual survey of International Students in Japan 2019)
https://www.studyinjapan.go.jp/ja/_mt/2021/06/seikatsu2019.pdf

<Notes>

  • Certificates issued in Japan must have been produced within 3 months. Certificates issued in countries other than Japan must have been produced within 6 months.
  • In some cases, submission of additional documents to the Immigration Services Bureau is required.
    (ex. Certificate of Scholarship, statement of reasons, etc.)
  • In some cases, the submission of additional documents is required.
  • If you demonstrate substantially poor academic performance and/or fail to pay the course fees, the extension of stay may be declined.
  • Documents written in languages other than Japanese or English must be accompanied by Japanese or English translation.
  • Your student ID must be current and the address must match the address on your residence card.
  • The documents necessary for the extension of period of stay for other statuses are listed in the following webpage.
    https://www.isa.go.jp/en/applications/procedures/16-3.html

Certificate for Payment of Fee is necessary in order to receive the residence card.
Please obtain a revenue stamp for 4,000 yen. (You can also buy it at the Immigration Services Bureau.)


【How to Submit a "Status of Residence Notification Form"】

Within 14 days of receipt of a new Residence Card, please follow the instructions below to submit a "Status of Residence Notification Form" to the office of your undergraduate school or graduate school.
【Attention】 The form cannot be submitted to the CIE office. Additionally, entering the university premises is prohibited during the entrance exam period.

◆Submitting the form to the office in person

  1. Download and print either the 【PDF】 or【Word】 version of the "Status of Residence Notification Form."
  2. Fill in the date of submission as well as your Student ID Number, photocopy both sides of your Residence Card, and affix the copies to the form.
    If a residence card was not issued because your application was unsuccessful, please attach an image of the passport page where the issued Status of Residence is shown.
  3. Submit the form at the reception desk of the office of your undergraduate school or graduate school.

◆Submitting the form via email

  1. Download the "Status of Residence Notification Form" 【Word】 file and open.
  2. Input the date of submission and your Student ID Number, paste images of both sides of your Residence Card into the document, and save.
    If a residence card was not issued because your application was unsuccessful, please attach an image of the passport page where the issued Status of Residence is shown.
  3. Send the Word file as an email attachment to the office of your undergraduate school or graduate school.

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