Changing your status of residence

Procedures

1. Step 1

   Prepare the documents necessary for application.

2. Step 2

   Submit the documents you prepared to your handling office in the designated way and have them checked. Receive a two-sheet form for organization.

3. Step 3

   Apply at the Immigration Services Bureau.

4. Step 4

   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.

5. Step 5

   A postcard with the inspection results will reach you.

6. Step 6

   Go to the Immigration Services Bureau to receive the results.

   Certificate for Payment of Fee is necessary to receive the residence card. Paste a revenue stamp (obtainable at a post office and the Immigration Services Bureau in Shinagawa) in the amount shown in your postcard.
   *If you could not change your status, please contact the CIE.

7. Step 7

   Please submit information on your status of residence to the University 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 submit information on your status of residence to Waseda after changing your status of residence; or do not respond to inquiries (via telephone, email, or other forms of communication) from Waseda.

Handling offices and How to Submit

How to submit via email

• Scan or take pictures of all the required documents, attach them to email and send it to the respective office.
  NOTE:For "Passport", you must submit the page showing both your passport number and face photograph.
  For "Residence Card" and "Student ID Card", you must submit both sides (front and back) of each card.
• Email heading：Change of Status of Residence: Full name (Student ID number)
  e.g.）"Change of Status of Residence: Taro Waseda (1A191234)"
• In the main text of the email, clearly indicate your postal code, address, and phone number.
• Please check your email regularly as the office will contact you if your documents are incomplete.
• It takes about a week for the university to send the documents after receiving your email.
  Please note that it will take longer if the documents submitted are incomplete.

Documents

Submit the following documents [1] to [5] to your handling office in the designated way, receive the "Application Form for Change of Status of Residence (a two-sheet form for organization)," and go to the Immigration Services Bureau with the documents [1] - [4], [6] and [7] to apply.

Attention

• The form for organization cannot be issued unless all the necessary documents are submitted. If you fail to receive it and go to the Immigration Services Bureau without it, later you will need to prepare all the necessary documents again even if you only need the form for organization.
• There are some cases where submission of additional documents to the Immigration Services Bureau is required.

1. Application form for Change of Status of Residence

   • PDF
   • Excel

   Form for applicant, parts 1-3 [Paste your photo, taken within the last 6 months]
   Examples for Application form for Change of Status of Residence

   • Use black ink when filling out by hand. Erasable ink such as "FRIXION" cannot be used.
   • Double-sided printout is not accepted.
   • To the Immigration Services Bureau, submit a five-sheet application form including the form for organization, parts 1 and 2, issued by the university.
2. Passport, Residence Card, Student ID (its address must match the address on your residence card)

   • At the Immigration Services Bureau, you only present them. They will not be collected.
3. Certificate of Enrollment (Online delivered destination-specific digital certificates are not acceptable.)

   • Certificate of Admission for students before enrollment (Request the office of your undergraduate/graduate school to issue the certificate.) Notification of Acceptance is not acceptable.
   • If you have been enrolled at Waseda for one semester or more, submit a transcript as well.
   • Certificates must have been produced within 3 months.
   • You can use the Certificate Issuance Service (Online Application) to obtain a certificate of enrollment and a transcript. See here for details.
4. Study/Research Certificate for non-degree students (If you need a Waseda issued certificate, request the office of your undergraduate/graduate school to issue one.)

   • If you are a current or prospective elective course student : Certificate of Course Enrollment which shows courses registered for 10 hours or more per week.
   • If you are a current and prospective research student : Certificate of Research Contents which shows the period of research, research theme, name of supervisor, etc.
5. Description of Expenses (Use designated form. For University confirmation only. No need to submit to the Immigration Services Bureau.)

   • PDF
   • Word

   • Based on your passbook records, etc. for the past approximately one year, please enter the expenses for your stay (tuition + living expenses) separately according to the method of payment (however, if there are any changes, please write your plans after the change). The information in this document should be consistent with "22. Method of support to pay for expenses while in Japan" on the Application for Change of Status of Residence form.
6. Source documents for Expenses (Submit to the Immigration Services Bureau only. No need to submit to the university.)

   • Submit to the Immigration Services Bureau the following source documents on which you based the amount of expenses in [5]
     ･Photocopy of Passbook records/Net banking statements
     Submit a record of deposits and withdrawals for the past year showing the amount secured and paid for living and tuition expenses. If you have a record in multiple passbooks, submit all the records. The page showing the bank name and the account holder’s name is also required for identification purposes. Have the bank issue the individual details for the portion where only the total sum of transaction amounts by a batch booking is recorded for a certain period.
     ･Scholarship Certificate (If you are receiving one.)
   • For how to apply for a scholarship certificate, refer to the following website:
     Scholarship, Waseda University
     ・Others (In the case you cannot submit a passbook record or a net banking statement)
     Document to show the bank balance of your financial supporter, Remittance Certificate, Letter of Reason (if you keep the expenses in cash), etc.
   • The above are some examples. Follow the Immigration Services Bureau’s instructions if they request other documents.
   • Documents written in foreign languages other than English must be accompanied by Japanese or English translation. You can translate yourself.
7. Documents related to the activities that fall under the status of residence at the time of application (Submit to the Immigration Services Bureau only. No need to submit to the university.)

   (1)Letter of Reason as to why you change your status (No designated format. Use one side of A4 sized paper)
   (2)Documents related to the activities that fall under the status of residence:
   Depending on your status, submit the documents below:
   ･ Working status : Copies of pay stub or Certificate of withholding tax, Certificate of Working period or Certificate of (planned) resignation
   ･ Designated Activities for job hunting : Documents to show the job hunting activities
   * Contact the Immigration Services Bureau directly if your status is other than listed above.
   * Additional documents may be requested by the Immigration Services Bureau depending on the situation.

How to submit Information on Your Status of Residence

Within 14 days of receipt of a new Residence Card, please submit the information on your status of residence to the University through the Residency Check Form below:

Residency Check Form
https://forms.office.com/r/AtTdE1nn22

• If you were not granted a residence card as a result of your application, you will be required to submit an image of the ID page of your passport and the page showing your status of residence and the period of stay.
• If you are a new student, you can submit the form only after you get your Waseda ID.