international student guidebook the institute of … · 2021. 2. 2. · the institute of technology...
TRANSCRIPT
INTERNATIONAL STUDENT GUIDEBOOK
Introduction
Welcome to the Tohoku Institute of Technology.
The Institute of Technology has produced over 27,000 alumni since its establishment in 1964 and contributed to the
development of Japanese industry and economy, especially in the Tohoku region.
Useful information is provided in this “International Student Guidebook” to help you as you live and study in Japan.
Please ask the Student Affairs Office staff at Yagiyama Campus if you have any questions.
We hope this “International Student Guidebook” will help you to enjoy your time studying in Japan.
Contents
Campus life in 2011
Facilities of T.I.T.
(1)Library
(2)Wellness center
(3) ‘Manabi Nandemo Soudanshitsu’̶Academic counseling office
Everyday life
(1)Cultural study for foreign students (Cultural exchange)
(2)Club activities
(3)Student ID card
(4)Student discount (Proof of eligibility for a discounted JR pass)
(5)Tutor system
(6)Japanese language class
(7)Supervisor of foreign students
(8)How to sort and dispose of garbage
(9)Change of your phone number or e-mail address
Travel to and from T.I.T.
(1)Bicycle
(2)Motor vehicle
(3)Shuttle bus
(4)Public transport (Bus, Subway, etc.)
(5)Car
Tuition
(1)Admission fee
(2)Payment (tuition)
Scholarships
(1)Scholarships for foreign students
(2)Procedures to apply for a Japanese government scholarship
Alien registration (new/change/renewal)
(1)Procedures to obtain an alien registration card
(2)Changes to an alien registration card
(3)Renewal of an alien registration card
Procedures for a visa
(1)Extension of period of stay
(2)Change in visa status
(3)Re-entry permit
Passport
(1)Loss of passport
(2)Renewal of passport
National health insurance
Insurance
(1)Motorcycle and car
(2)Disaster and Accident Insurance for Student Education and Research
Medical check-up
(1)Medical check-up on campus
(2)Vaccination against measles
(3)Hospitals that provide medical treatment in foreign languages
Employment assistance
Part-time job
Residential information
(1)Information on residing in Sendai
(2)Terms related to renting an apartment
(3)Other information
Post office/Bank
(1)Post office
(2)Bank
City hall/Ward office
Counseling center
(1)English hotline and Hotline with interpreting support (Chinese, Korean, Tagalog, and Portuguese)(Sendai
International Exchange corner)
(2)Miyagi Support Center for Foreign Nationals (Miyagi International Association)
Emergency contact number
Preparing for an earthquake
Procedures prior to returning home
Map of where to find the Sendai Immigration Bureau
Simplified chart of years according to the Japanese and Western calendars
Campus life in 2011
･First semester: Mon., April 11, 2011 ‒ Fri., July 29, 2011
･Second semes:ter: Thu., September 15, 2011 ‒ Fri., January 27, 2012
･Summer vacation: Fri., August 5, 2011 ‒ Tue., September 13, 2011
･Winter vacation: Mon., December 26, 2011 ‒ Fri., January 6, 2012
･University Festival: Fri., October 14, 2011 ‒ Mon., 17
･University Foundation Day: Wed., October 19, 2011
･A one-day field trip will be held in around November to help international students to gain a better understanding of
Japanese culture and history. You are invited participate in the trip.
Please refer to “2011 Syllabus” for a detailed schedule of tests and makeup lectures.
Facilities of the T.I.T.
(1)Library
･Yagiyama main library and Nagamachi branch library …… 9:00‒19:00 (Mon.‒ Fri.)
*You need your student ID card.
*Please refer to the Library Guidebook for further information, such as services offered by the library and dates of
closure.
(2)Wellness center
Health Services Office
The Health Services Office promotes student health by offering medical check-ups, health counseling, and emergency
treatment for a sudden (mild) illness or (slight) injury.
The Office is not a hospital, so medical treatment beyond first aid is not provided, but the Office will refer ill or injured
students to a medical facility if necessary.
･Yagiyama Health Services Office: Building No.1, 1F…… 8:30‒17:00 (Mon.‒Fri.) Tel: 022-305-3133
･Nagamachi Health Services Office : Building No.3, 1F……8:30‒17:00 (Mon.‒Fri.) Tel: 022-304-5506
Counseling Office (CO)
The Counseling Office offers counseling about mental and physical concerns. Counseling is confidential, so please
feel free to visit the office in person.
Counseling appointments 10:00‒16:00
･Yagiyama CO: Building No.1, 1F (Mon., Tue., Wed., and Fri.) … Tel: 022-305-3130
･Nagamachi CO: Building No.3, 1F (Thu. and Fri.) ……………… Tel: 022-304-5587
･Wellness Center Office: Yagiyama Campus Building No.1, 1F … Tel: 022-305-3131
(3)Manabi Nandemo Soudanshitsu̶Academic counseling office
The “Manabi Nandemo Soudanshitsu,” or Academic counseling office, provides needed counseling to students who are
eager to expand their studies or who have academic concerns.
If necessary, counselors will refer you to a teacher in the relevant field of study. They also help you to obtain
information to help you resolve problems or they may refer you to the “Student Affairs Office” or “Wellness Center” if
need be.
Yagiyama Campus Building No.5, 1F.....9:00‒16:30 (Mon.‒Fri.) Tel: 022-305-3444
Email: [email protected]
Everyday life
(1)Cultural study for foreign students (Cultural exchange)
A one-day field trip will be held in around November for international students to have an opportunity to learn about
Japanese culture and history. The trip is free of charge.
In 2009, international students and Japanese students and staff visited a museum and made a pendant of the Jomon
period in Matsushima. In 2010, students and staff visited Yamagata Prefecture and made a piece of Hirashimizu
chinaware.
(2)Club activities
･E.S.A. (English Speaking Association)
Adviser: Professor Mika Miyasone
(Faculty of Life Design, Department of Management and Communication)
･Kokusai Kouryu Kai
Adviser: Vice President, Dr. Hiroshi Konno (Faculty of Engineering, Department of Civil Engineering)
*If you are interested in other club activities, please refer to “STAIRS LIFE (CLUB GUIDE)” and let the Student Affairs
Office at Yagiyama Campus know.
(3)Student ID card
Please carry your student ID card at all times because it proves you are a student of the Tohoku Institute of
Technology.
When you lose your student ID card, you need to immediately report that loss to the Student Affairs Office at Yagiyama
Campus or Nagamachi Campus Office. When you need to be reissued an ID card due to loss or damage, please submit
an “Application for reissuance of a student ID card” and pay the 1,500 yen reissue fee to the Student Affairs Office at
Yagiyama Campus or Nagamachi Campus Office.
(4)Student discount (Proof of eligibility for a discounted JR pass)
When a regular undergraduate or graduate takes JR trains more than 101 km one-way, the student can obtain a 20
percent discount on train fees by showing your proof of eligibility for a discounted JR pass and your student ID card.
This discount on a JR pass is issued for up to 10 tickets per person per year and is only valid for 3 months after
issuance. If you use an expired pass or give your pass to someone else, you may be fined and no longer issued proof of
eligibility for a discount by the Institute of Technology.
You can get proof of eligibility from automated machines on campus. (Your student ID card is required)
For student discounts on airplane tickets, please refer to the airline’ s website.
Discounts are available for:
･Returning home for vacation or business
･Experiments and practice
･Educational activities or extracurricular activities recognized by the Institute of Technology
･Examinations for a job or graduate school
･Participation in visits or events recognized by the Institute of Technology
･Dealing with problems hampering one’ s studies such as treatment of an illness
･Accompanying parents on a trip
(5)Tutor system
The Institute of Technology has a tutor system in which Japanese students provide advice or support to international
students as tutors. Support includes instruction in the Japanese language and advice on everyday life and academics.
Please come to the Student Affairs Office at Yagiyama Campus if you want to participate in the system.
(6)Japanese language class
The Institute of Technology offers no Japanese language class. If you want to learn Japanese, please take part in
Japanese classes conducted at the civic center and other locations.
Japanese language lessons at Yagiyama Civic Center
Dates: every Wed. and Fri. 10:00‒11:30
Place: Yagiyama Civic Center
Class fee: free
Registration: at any time(Reception desk hours: 9:00‒21:00)
http://www.stks.city.sendai.jp/citizen/WebPages/yagiyama/index.html
(Sendai International Relations Association)http://www.sira.or.jp/japanese/index.html
(7)Supervisor of foreign students
Supervisors who can provide information, such as applying for scholarships, to foreign students and who counsel
students about everyday topics are available at the Yagiyama Campus Student Affairs Office. Please contact us by
telephone or e-mail when you have some questions or problems.
Tel: 022-305-3110 (direct call to the supervisor) 8:30‒17:15 (Mon.‒Fri.)
Email: [email protected]
(8)How to sort and dispose of garbage
Please check the ‘2009 Guide on Sorting Recyclable Goods and Garbage and Putting Those Items out for Collection’ for
information on how to sort garbage (burnable, non-burnable, bulk waste, and recyclable goods).
(9)Change of your phone number or e-mail address
We inform you about scholarship or some events at off-campus so when you changed your mobile phone number or
e-mail address, please tell the Student Affaires Office or Nagamachi Campus Office.
If you don’ t report about it, you will not be able to get any information.
Travel to and from T.I.T.
(1)Bicycle
If you ride a bicycle registered under someone else’ s name, you may be held for a long time by the police or
suspected of theft. So please note the following.
･Please be sure to register for bicycle theft prevention (\500)at the bicycle shop when you buy a bicycle.
･If you are given a bicycle by a friend, you need to register your name at the bicycle shop after you have your friend
certify in writing that you received the bicycle from your friend.
･Do not ride a bicycle left at the train station or elsewhere.
･Riding a bicycle registered under someone else’ s name without permission constitutes theft.
･A bicycle should primarily be ridden on the road, but riders are allowed to ride on the sidewalk in the event of heavy
traffic. Pedestrians have the right of way on the sidewalk, so you must not ring your bicycle bell or tell them to step
aside even if you are in a hurry.
･Take care not to become involved in a traffic accident.
･Riding with no lights on, 2 people riding on a bicycle, riding with an open umbrella, and riding while talking on a cell
phone are violations of the Road Traffic Law. Listening to music with headphones while riding is also prohibited. If you
commit such acts, you may be subject to imprisonment or a fine.
･Operating a vehicle while intoxicated is strictly punished.
(You may be subject to 5 years or less in prison or a fine of \1,000,000 or less if you ride on a bicycle while
intoxicated.)
･You are not allowed to park your bicycle in no-parking zones, on the road, or on the sidewalk. Please refer to the
website below for information about bicycle parking lots in the center of the City of Sendai.
(Sendai International Relations Association)
http://www.sira.or.jp/japanese/foreigner/life-in/transport/trans_5.html
(2)Motor vehicle
If you have a driver’ s license that you obtained in your country and it is valid, you can exchange it for a Japanese
driver’ s license.
You can do so at a Driver’ s License Center. To apply, your driver’ s license should be valid and you have to prove
that you had stayed in the country for more than 3 months after you obtained the license.
Please refer to the website below for information about exchanging your foreign driver’ s license
(Japan Automobile Federation) http://www.jaf.or.jp/e/index.htm
If you want to travel to and from the Institute of Technology by motorcycle, you need to register the motorcycle.
Please complete the required documents and submit them to the Student Affairs Office at Yagiyama Campus or
Nagamachi Campus Office.
When registering, please be sure to provide your driver’ s license and documents (copies are acceptable) proving that
you have Automobile Liability Insurance (mandatory) and/or additional Automobile Insurance.
Motorcycle classes are offered several times a year. Please take the class at least once. Class registration is required
beforehand. You will be informed of the date and time on the bulletin board.
When you ride a motorbike, follow Japanese traffic regulations, which may differ from those of your own country, and
take care not to become involved in a traffic accident.
Please refer to the website below for information about driver’ s licenses and traffic regulations.
(Sendai International Relations Association)
http://www.sira.or.jp/japanese/foreigner/life-in/transport/trans_4.html
*Operating a vehicle while intoxicated is strictly punished. Anyone who allows you to operate a motorcycle while
knowing you are intoxicated may also be punished.
(3)Shuttle bus
There is shuttle bus service between Yagiyama Campus and Nagamachi Campus.
The bus is free of charge.
Please check the timetable on the bulletin board.
Running times: First semester... Mon., April 15, 2011 ‒ Wed., Aug. 4, 2011
Second semester... Fri., Sep 4, 2011 ‒ Wed., Feb 24, 2011
Bus departure and arrival site: Yagiyama campus... Building No.1, 1F Front door
Nagamachi campus... Building No.1, 1F North gate
(4)Public transport (Bus, Subway, etc.)
･The Transportation Bureau of the City of Sendai offers a free pass for city-operated buses (+subways) to students.
This bus pass is cheaper than a school commuter pass and allows users to get on and off buses for free on every line.
If you want to buy a pass, please come to the Student Affairs Office at Yagiyama Campus or Nagamachi Campus Office
and fill in an application form and then buy the pass at the ticket office yourself. When you buy the pass, you need
your student ID card. Only the applicant can use the pass and an expired pass is not valid.
When your pass will expire soon and you want to purchase a new pass, submit your current pass and your student ID
card to the ticket office.
Free pass for city-operated buses..... \5,000 for 1 month, \15,000 for 3 months
Free pass for city-operated buses + subway.... \10,000 for 1 month, \30,000 for 3 months
Please refer to the website below for information about purchasing locations and details
(Transportation Bureau City of Sendai) http://www.kotsu.city.sendai.jp/english/index.html
Transportation Bureau City of Sendai information center... Tel: 022-222-2256
Mon. ‒ Fri. 8:30‒18:30 / Sat., Sun., and holiday 8:30‒17:00
Please refer to the website below for information about how to ride a bus, fares, and questions.
(Sendai International Relations Association)
http://www.sira.or.jp/japanese/foreigner/life-in/transport/trans_1.html
･Train fares are discounted in various ways depending on the route traveled or season. A commuter pass is also
available for students who use the train every day. You can buy the pass at the station’ s ticket window.
JR tickets are also available from travel agencies.
Please refer to the website below for information about timetables, fares, and information on each station.
(JR East) http://www.jreast.co.jp/e/index.html
JR guide and items left on the train
JR Lost and Found Center at JR Sendai Station... Tel: 022-227-0255
JR information in foreign languages (English, Chinese, and Korean)
JR East Japan Telephone Center... Tel: 050-2016-1603
(5)Car
As a general rule, you are not allowed to travel to or from the Institute of Technology by car.
Tuition
(1)Admission fee
You need to pay your admission fee when you are admitted to the Tohoku Institute of Technology
(2)Payment (tuition)
You need to pay tuition and other fees by their due date. Payments are divided into tuition for first and second
semester. Please take care to pay on time or you may be withdrawn from the Institute of Technology in accordance
with school regulations.
If you will be unable to pay by the due date, you can apply to defer payment.
Inquiries: Accounting Section (Yagiyama Campus) Tel: 022-305-3359
Scholarships
Most scholarships are offered only to degree students.
There are few scholarships for exchange students, non-degree students, research students, and students auditing
classes.
Please be aware that you may not be eligible for some scholarships if you are receiving a scholarship from another
institution.
(1)Scholarships for foreign students
Students who are eligible will be contacted when scholarship information from individual organizations is received.
Please consult with the Student Affairs Office at Yagiyama Campus for details or information on applying.
1. Japanese Government (Monbukagakusho, MEXT) Scholarship (school expenses financed by the Japanese
Government)
The Japanese Government Scholarship is a system of government financing of foreign students for individuals who will
begin or continue regular courses as an undergraduate or graduate the following April. Students will be selected from
among privately financed foreign students in Japan.
A notice of acceptance of applications will be sent the Institute of Technology around October. Afterwards, foreign
students who are eligible will be recommended to the MEXT (Ministry of Education, Culture, Sports, Science and
Technology), and recipients will be decided some time in February of the following year. The scholarship takes effect in
April.
Recipients have their tuition paid by the Japanese Government (MEXT). Recipients will also receive an air ticket home
provided the student returns home within a specified period after the scholarship ends.
2. JASSO Honors Scholarship for Privately Financed International Students
A notice of acceptance of applications will be sent the Institute of Technology some time near the end of March.
Afterwards, foreign students who are eligible will be recommended to the Japan Student Services Organization
(JASSO). Recipients will be decided some time in June.
The scholarship is 65,000 yen per month for graduate students and 48,000 yen per month for undergraduates. The
scholarship lasts for 12 months. This is a grant, so the funds received need not be repaid.
One requirement is that the student be a privately financed full-time foreign student in at least year 2 of his or her
study. There are other requirements, so please consult with the Student Affairs Office at Yagiyama Campus.
More details (Jasso) http://www.jasso.go.jp/scholarship/shoureihi.html
3. Support fund for students (Crisis Loan)
Japan Educational Exchanges and Services provides funds to foreign students (full-time students only) who temporarily
need money in an emergency. Up to 200,000 yen is lent with no interest. A Japanese guarantor is required (a close
relative or friend and not a girlfriend or boyfriend).
For further information, please contact Japan Educational Exchanges and Services (03-5454-5274).
More details: (Japan Educational Exchanges and Services) http://www.jees.or.jp/index.htm (crisis loan)
4. Other Scholarships
Heiwa Nakajima Foundation
Kamei Memorial Foundation
Sagawa Scholarship Foundation etc.
You can find out how to apply, eligibility requirements, amounts given, and when to apply at the website below.
(JAPAN STUDY SUPPORT) http://www.jpss.jp/en/scholarship/
If you are selected as a scholarship recipient, you must confirm your registration. Please come to the Student Affairs
Office at Yagiyama Campus at the beginning of each month. A supervisor will report that your registration has been
confirmed and then the scholarship will be deposited in the designated bank account at the end of the month. If you
fail to sign by the determined period, you will not receive the scholarship that month.
Be sure to remember to come to the office and sign.
(2)Procedures to apply for a Japanese government scholarship
Inquiries: Student Affairs Office (Yagiyama Campus) … Tel: 022-305-3110
Japanese government scholarship
Japanese Government (Monbukagakusho, MEXT) Scholarship was created in 1954 with an eye toward encouraging
international and cultural exchanges between Japan and foreign countries, promoting friendly relations between Japan
and those countries, and helping to cultivate human resources in those countries.
Individuals living abroad who want to study in Japan with an embassy or university/college recommendation and
privately financed foreign students in Japan may apply. Recipients will receive a payment (stipend) every month and
the Ministry of Education, Culture, Sports, Science and Technology (MEXT) will pay for their tuition. This is a grant, so
the funds received need not be repaid.
1. Students need to sign the registration form, so they should come to the Student Affairs Office at Yagiyama Campus
at the beginning of each month. A supervisor will report that your registration has been confirmed and then the
scholarship will be deposited in the designated bank account at the end of the month. If you fail to sign by the
determined period, you will not receive the scholarship that month. Be sure to remember to come to the office and
sign. If you leave Japan for a month (from the first to the last day of the month) or are absent from school, you will not
receive the scholarship.
Students continuing their studies should apply some time in October if they who to continue receiving the scholarship.
2. If you apply, you will receive an air ticket home provided you return home within a specified period after the
scholarship ends. However, you will not receive an air ticket if you return home for personal reasons during the
scholarship period (this does not include brief trips home), if you do not return home by the specified date, if you do
not apply for an air ticket home, or if you remain in Japan after the scholarship period ends. The air ticket costs
covered are only for a return to your home country.
You need to submit a “notice of declination” if you do not wish to receive the ticket.
Alien registration (new/change/renewal)
(1)Procedures to obtain an alien registration card
According to the Alien Registration Law, all international students who reside in Japan for more than 90 days must
register as “foreigners” with the city hall or ward office in the area where they reside. These procedures must be
followed within 90 days after arrival in Japan.
A Certificate of Alien Registration will be issued 2 or 3 weeks after completion of application.
The certificate (card) will be issued only to the individual registered. Once you have been issued a card, please submit
photocopies of both sides of your “Certificate of alien registration” card to the Student Affairs Office at Yagiyama
Campus. Students are obliged to carry the card at all times.
Please ask the municipal office where you reside about procedures or other details.
(City of Sendai) http://www.city.sendai.jp/shimin/kusei/syoshiki/gaikokujin.html
Documents to be submitted for alien registration
1. An application for alien registration is available at the city hall or ward office.
2. Two identical photographs taken within 6 months
(3.5 centimeters by 4.5, facing view, upper half of body, no hat worn, no background or shadows and no framing)
3. Passport
(2)Changes to an alien registration card
In the event of changes such as a change of address in Japan or changes in status of residence, authorized period of
stay, nationality, or name, you must report those changes to the city hall or ward office in the area where you reside
within 14 days. You should bring your alien registration card and documentation verifying the changes. (updated
period of residence, change in status of residence, name, or nationality → passport / change of address →apartment
contract or the like). Changes will become effective on the day they are reported.
In the event of changes, please submit photocopies of your Certificate of Alien Registration card to the Student Affairs
Office at Yagiyama Campus.
(3)Renewal of an alien registration card
You are required to renew your registration within 30 days after expiration of the authorized period. You must bring
the papers below to the city hall or ward office in the area where you reside. Renewal takes 2 or 3 weeks.
In the event of changes, please submit photocopies of your Certificate of Alien Registration card to the Student Affairs
Office at Yagiyama Campus.
Documents to be submitted for renewal of an alien registration card
1. Application for confirmation of registered items (available at each city hall or ward office)
2. Passport
3. Two identical photographs taken within 6 months
(photograph size and other requirements are the same as for new alien registration)
4. The certificate of alien registration that the student currently possess
Procedures for a visa
(1)Extension of period of stay
You are allowed to stay in Japan for 2 years when with a student visa. Therefore, if you stay in Japan for longer than 2
years, you must renew your period of stay. Please do so at the Immigration Bureau 2 months prior to the visa’ s
expiration. If your stay exceeds the duration of your visa and you have not renewed your stay, you will be deported
from Japan. After you are deported, you will be unable to enter Japan for 5 years. Please make sure not to exceed the
duration of your stay should the expiration date fall on a holiday.
Once you have renewed the period of your stay, within 14 days you are required to renew your registration with the
city hall or ward office in the area where you reside. You must bring the documents below to the city hall or ward
office.
Please submit photocopies of your alien registration to the Student Affairs Office at Yagiyama Campus.
Documents to be submitted to the Immigration Bureau
1. An Application for Extension of Period of Stay is available at the Immigration Bureau or by download.
http://www.moj.go.jp/ONLINE/IMMIGRATION/16-3.html
2. Passport
3. Certificate of alien registration
4. Your student ID card / Certificate of enrollment
(If you are a Research student, please submit a certificate of research details)
5.Letter of attendance
(Research students should submit a certificate of research details issued by the Academic Affairs Office at Yagiyama
Campus)
6. Academic transcript (Not applicable to research students)
7. Letter of attendance and results of course registration
(Applicable only to research students and issued by the Academic Affairs Office)
8. Handling fee: \4,000
9. Other documents (These may be requested by an immigration official. Documents providing evidence of financial
matters like tuition or living expenses, i.e. bank statement, remittance slip, or bankbook)
*Above 5 and 6 can be obtained from automated machines on campus.
(your student ID card is required)
*Each certificate must be used within 3 months.
*If a document is written in a foreign language, please attach a Japanese translation.
*The documents must be originals. The submitted documents will not be returned regardless of the results of the
application.
(2)Change in visa status
In principle, a foreign student at the Institute of Technology has a visa status of “College Study” to conduct research
and study at the Institute of Technology. Please change your visa status from a Precollege student visa to a College
Student visa when residing in Japan and attending a Japanese language school with a Precollege student visa.
Follow procedures to change your status if you will be staying in Japan after graduating or in special circumstances.
Please change your visa status 2 months prior to your visa’ s expiration date.
Documents to be submitted to the Immigration Bureau
1. An Application for Change of Status of Residence is available at the Immigration Bureau or by
download. http://www.moj.go.jp/ONLINE/IMMIGRATION/16-2.html
2. Passport and alien registration card
3. Copy of admission certificate
4. Handling fee: \4,000
(3)Re-entry permit
International students who leave Japan to return home temporarily or travel abroad must apply for a Re-entry Permit
at the Immigration Bureau. Without this reentry permit, you cannot reenter Japan when planned and you may need to
apply for a new visa. If your visa will expire soon, please apply for a reentry permit after renewing your visa since you
can only receive a permit while your visa is valid.
The re-entry permit is issued on the same day.
Complete the application and then submit it to the Immigration Bureau with attached documents.
Undergraduates leaving Japan must obtain their teacher’ s permission; graduate students must obtain their advisor’ s
permission.
In addition to documents submitted to the Immigration Bureau, you must complete a “Re-entry Questionnaire” at the
Institute of Technology, so please come to the Student Affairs Office at Yagiyama Campus or Nagamachi Campus
Office.
Documents to be submitted to the Immigration Bureau
1. An Application for a Re-entry Permit is available at the Immigration Bureau or by download.
http://www.moj.go.jp/ONLINE/IMMIGRATION/16-5.html
2. Passport, Alien registration card, and your student ID card
3. Documents proves your position (When a representative or application agent submits your application)
4. Copy of admission certificate
5. Handling fee: \3,000 for single re-entry permit / \6,000 for multiple re-entry permit
Passport
(1)Loss of passport
If you lose your passport, please complete a Lost Identification Report issued at a police station. Then follow
procedures to have your passport reissued at your embassy / consulate in Japan. In that event, you will need the
Receipt Number listed on the Report of Loss because you will need it later.
A lost passport if found is invalid and cannot be used.
(2)Passport renewal
Passport renewal is possible when the passport is valid for less than 1 year. You can renew your passport at your
country’ s embassy or consulate in Japan.
When you have few remaining pages for visas in your passport, you can obtain a supplement of visa pages. The
handling fee is \2,500.
Documents to be submitted to your Embassy or Consulate
①Passport application (available at the embassy)
②Valid original passport
③Your alien registration card
④Three identical photographs taken within 6 months
(3.5 centimeters by 4.5: size of face in photo 2.5 centimeters by 3.5, in color with no background)
*Handling fee : \16,000 for 10-year passport / \11,000 for 5-year passport
(Please check since the handling fee may have been revised.)
When renewing a passport or being issued a new passport
*When your passport is renewed, valid seals and stamps such as landing permits, visa status, and re-entry permits on
your ex-passport remain valid until they expire.
A status of residence stamp on your old passport will not be automatically transferred if you are given a new passport.
You can carry 2 passports (old and new) when you leave or enter Japan, but doing so is a hassle, so you can transfer
valid seals and stamps from your old passport to your new passport if you follow procedures to “transfer
endorsements” to your new passport.
You can do so at the Immigration Bureau in the area where you reside.
*Be sure to change your alien registration if your passport number changes. You can do so at a ward office in the area
where you reside. When you are finished renewing your passport and alien registration, please submit photocopies of
your passport and alien registration to the Student Affairs Office at Yagiyama Campus.
Documents for transfer of endorsements to a new passport
1. Application for Transfer of Endorsements (available at the Immigration Bureau)
2. Old and new passports
*Handling fee: Free
*A status of residence and a passport have expiration dates, but the two dates may differ. If your passport has expired
but your status of residence is valid, this is not a problem. In contrast, if your status of residence has expired you are
staying in Japan illegally. When your passport expires, obtain a new passport.
*Please refer to the website below for information about the address and telephone of your embassy or consulate.
Ministry of Foreign Affairs, list of embassies and consulates
http://www.mofa.go.jp/mofaj/link/emblist/
National health insurance
Regardless of period of stay, an international student with College Student status who lives in Japan for more than one
year is eligible to enroll in national health insurance. You cannot withdraw voluntarily from national health insurance
but be sure to go through procedures to withdraw from the insurance program when you leave Japan.
Follow procedures at the city hall or ward office where you registered as an alien. When your name, address, or other
information changes, please report those changes within 14 days. (Refer to *1 “Documents to be submitted for national
health insurance” )
When you go to a hospital for illness or injury, national health insurance will cover 70% of total medical costs and
individuals must pay the remaining 30%. Be sure to bring your national health insurance card with you when go to a
hospital.
The card is as valuable as a passport or alien registration card, so please keep it safe. You are not allowed to lend the
card to someone else or use someone else’ s card.
In the event of major medical expenses, you may receive compensation for major medical expenses. Two to 3 months
after you have received medical care, you will be contacted directly about applying for compensation, so follow
procedures to receive that compensation.
Please note that not all medical and hospital services are covered by national health insurance although you are
enrolled in the health insurance program. (Refer to *2 “Care not covered by insurance” )
There is a system to reduce your insurance premiums if you had no income or your income did not exceed a certain
amount in the previous year. (Scholarships are not considered income) Please consult with the Student Affairs Office at
Yagiyama Campus if you want to use that system.
Please refer to the “Health Guide for Foreign Students” for details on national health insurance.
*1 Documents to be submitted for national health insurance
①Alien registration card
②Your seal (a signature is acceptable if you do not have a seal)
③Passport
*2 Care not covered by insurance
①Medical examination
②Vaccination
③Cosmetic surgery
④Orthodontics
Insurance
(1)Motorcycle and car
A student who drives a car or rides a motorcycle is obliged to have Automobile Liability Insurance (mandatory) by law.
A student may also have additional automobile insurance. (Personal injury / property damage liability insurance)
This is to provide victims’ compensation so that traffic accident victims receive some compensation. Insurance for
bicycles is also available, so please consult with the Student Affairs Office at Yagiyama Campus.
(2)Disaster and Accident Insurance for Student Education and Research
Upon admission to the Institute of Technology, all students have already bought insurance and paid for 4 years of
coverage as part of their tuition.
In the event of an injury, please contact the Student Affairs Office at Yagiyama Campus or Nagamachi Campus Office as
soon as possible. You can receive insurance benefits for an injury suffered during educational activities/research.
Illness is not included.
Compensation can be received for the activities described below. Please refer to the “Manual for Enrollment in Disaster
and Accident Insurance for Student Education and Research.”
You are also required to follow certain procedures if you transfer departments, withdraw, or take a leave of absence
from the Institute of Technology. Please contact the Student Affairs Office at Yagiyama Campus or Nagamachi Campus
Office.
(Disaster and Accident Insurance for Student Education and Research
(Japan Educational Exchanges and Services: JEES): http://www.jees.or.jp/gakkensai/index.htm
Compensation covers
1. Regular curricular activities (attending lectures, laboratory work, seminars, practica, etc.)
2. University events (entrance and graduation ceremonies, orientation, commencement, etc.)
3. On-campus activities other than 1 and 2 above
4. Extracurricular activities (off-campus club activities reported to the Institute of Technology)
If enrolled in a supplemental insurance plan
1. Commuting to school (traveling to and from school facilities and home for the purpose of attending class or
school events or participating in extracurricular activities)
2. Transit to university facilities (transit to school facilities and sites where school events are held for the purpose of
attending class or school events or participating in extracurricular activities)
Medical check-ups
（１） Medical check-up on campus
Medical check-ups are offered for free on campus every April, so please receive a medical check-up each year to
determine your health status. Results are provided at the end of May, so visit the Health Services Office to receive your
results.
（２） Vaccination against measles
Before you enter the Tohoku Institute of Technology, be sure to receive a measles vaccination. Measles is a type of
viral infection that is highly communicable and can readily infect numerous people, so students who have not had
measles or a vaccination in their home country need to be vaccinated. Please refer to the website below for
information about hospitals that provide vaccination. Please ask the hospital beforehand if you need an appointment
and how much vaccination will cost (about \5,000 or \6,000). There are tests to determine if you are immune, so
please contact a medical facility.
http://www.city.sendai.jp/kenkou/hokeniryou/yobousessyu/meibo20.html
（３） Hospitals that provide medical treatment in foreign languages
You can find hospitals and clinics that provide medical examinations in foreign languages through the website below.
The hospitals and clinics are listed by department/specialty such as internal medicine, surgery, and ophthalmology.
Be sure to contact the medical facility by telephone before visiting the facility.
Miyagi Hospital and Clinic Guide http://www.h5.dion.ne.jp/~mia/living/hospital_list.pdf
Employment assistance
The Career Support Office provides counseling on job-hunting and career counseling following graduation or degree
completion. The Office also helps with interview practice and instruction on writing a resume.
For details, please consult the Career Support Office at Yagiyama Campus.
The Student Affairs Office at Yagiyama Campus has previous help-wanted ads for jobs offered to foreign students.
Please use them as a reference.
Career Support Office (Yagiyama Campus) Tel: 022-305-3333
Part-time job
Holding a part-time job is prohibited without permission, so you must apply to the Sendai Regional Immigration
Bureau for a “Permit to Engage in Activities Other Than Those Permitted under the Status of Residence Previously
Granted” before starting a part-time job.
If you wish to work, please come to the Student Affairs Office at Yagiyama Campus to apply for a permit.
It is illegal to work without a permit, to work longer than certain hours (up to 28 hours a week and up to 8 hours a day
only during long vacations like spring or summer), or to work at a business affecting public morals. If you are auditing
classes or you are a research student, you can work up to 14 hours a week. You are not allowed to hold a part-time job
if you have been absent.
You must carry your permit at all times. It is illegal for you to not have your permit or to have an expired permit.
･Entertainment and amusement business/adult entertainment
(bars, clubs, pubs, pachinko parlors, arcades, etc.)
･Sex-related business
*Work in reception or handing out leaflets at such locations is prohibited.
*Any actions contrary to Japanese law are prohibited.
*Copyright infringement (piracy) is strictly punished in Japan.
*If you work longer than the hours permitted or work at a prohibited business, you may not extend your period of
stay and could be deported from Japan.
*Please clearly confirm your working hours, working conditions, wages, payday, etc. when you start a part-time job. To
avoid problems, please obtain a contract from your employer.
*Part-time job offers are posted on a bulletin board at both campuses.
*Take care that your part-time job will not hamper your studies.
*Use caution and do not be deceived by statements like “it’ s easy and pays well” or “you can make money quick.”
Residential information
(1)Information on residing in Sendai
Please refer to the websites below for information about apartments in Sendai.
Using a real estate agency is a convenient way to find an apartment. When you rent an apartment, you will need to pay
rent as well as a deposit, key money for the landlord, and a commission fee to the real estate agent.
You will also need a guarantor. Please refer to (2) for details on these terms.
･Urban Renaissance Agency
http://www.miyagi-jk.or.jp/chintai/index.html
･Prefectual housing in Miyagi Prefecture and municipal housing in the City of Sendai
http://www.pref.miyagi.jp/juutaku/kennei_list.htm#04
http://www.city.sendai.jp/toshi/jutaku/call/index.html#01
･Tokutei Yuryo Bukken (Quality subsidized housing)
http://www.city.sendai.jp/toshi/jutaku/kouteki/tokutei/index.html
･Student housing with meal plan (Students’ House)
http://www.gakuseikaikan.com/placehall/sendai.html
･Monthly or weekly (furnished) apartment rental
http://www.monthly-mansion.com/miyagi/
http://www.heiwa-monthly.com/
(2)Terms related to renting an apartment
Tetsuke-kin (Advance deposit):
If you do not reserve an apartment, the next person viewing the apartment may sign a lease for that apartment. A
tentative agreement is concluded by paying some money as a deposit. This is known as an advance deposit. This
money will be included when you officially sign a lease.
If you cancel an apartment you have reserved, you may not be able to have your deposit returned. Before you pay an
advance deposit, make sure to ask whether it will be refunded or not. Some apartments do not require an advance
deposit, so ask a real estate agent.
Shikikin (Security deposit):
Money equivalent to one or two months of rent that you entrust to your landlord is known as a security deposit. This
money will be used if you do not pay rent, leave the apartment to return to your country or move, damage the walls or
floor, or leave the kitchen filthy with oil. You may be refunded some of this deposit after repairs if money is left but
you will not if no money is left. Please take care of your room and do not use adhesive tape directly on the walls or
floor and keep the kitchen clean.
Reikin (Key money):
When you conclude a contract, you usually have to pay money equivalent to one or two months of rent as a gratuity to
the landowner. This is known as key money.
The money is not refunded. Some apartments do not require key money, so ask a real estate agent.
Yachin (Rent):
Rent is money that you have to pay every month while renting a house or room. You have to pay it even if you are
temporarily out of Japan such as during a long vacation.
If you have not paid the rent, you will be contacted by letter or phone call and asked to pay. The apartment owner or
management company may visit you directly, and ultimately your joint guarantor may contact you. Interest is collected
on rent in arrears so you will have to pay that amount as well. Take care to avoid failing to pay rent.
If for some reason you will be unable to pay rent, please consult with the apartment owner or management company
in advance.
You should rent an apartment you can afford so that you can avoid failing to pay rent.
Chuukai Assen Ryo (Agency commission fee):
Money equivalent to a month of rent is paid as a handling fee to the estate agent who referred you to the apartment.
This is an agency commission fee. Some apartments do not require an agency commission fee, so please ask a real
estate agent.
Rentai Hosho Nin (Joint guarantor):
In Japan, a cosignatory will be required when you rent an apartment regardless of whether you are Japanese or a
foreigner.
A cosignatory is a person who promises to pay your rent in the event you cannot.
If you have difficulty finding a joint guarantor, you can apply for a joint guarantor, so please consult with the Student
Affairs Office at Yagiyama Campus. A system is available to provide compensation in the event that a foreign student is
held legally liable for any property damage to the rented apartment caused by fire or water leakage or in the event that
the landlord requests due compensation from the guarantor for unpaid rent or other losses. For details, consult with
the Student Affairs Office at Yagiyama Campus
Housing insurance
･Comprehensive Renters’ Insurance for foreign students studying in Japan
･Japan Educational Exchanges and Services
Inquiries: Japan Student Service Organization Tohoku Regional Office
Tel: 022-274-8002 http://www.jees.or.jp/crifs/index.htm
(3)Other information
Please notify the property owner about 1 or 2 months prior to returning home or moving. If you delay, you may have
to pay next month’ s rent.
Before moving, you need to follow several procedures and notify various offices. You will need to find a moving
company, cancel public utilities (electricity, gas, etc.), sign a contract for your new apartment, change your alien
registration, etc.
If you have any questions, please come to the Student Affairs Office at Yagiyama Campus.
*Some apartments prohibit you from having pets. Please check your contract before purchasing a pet.
*Ways in which garbage is put out and dates of collection differ from district to district. Check with a neighbor or the
city hall or ward office and follow the rules for garbage sorting and disposal.
Post Offices / Banks
(1)Post Offices
Ordinary domestic mail fees: \50 for a postcard, \80 for a letter (25 g or under).
You can buy stamps and postcards at post offices and stores that have a ｢〒｣ mark.
When you mail something to a foreign country, please check the cost on the post office’ s website or ask at the post
office since the cost will depend on the destination.
You can use private delivery companies or services offered at convenience stores instead of post offices to send
packages by parcel post.
You can also open a postal savings account at the post office. You need this account when you receive a Japanese
Government Scholarship or JASSO Honors Scholarship for privately financed international students. To open a postal
savings account, you need your personal ID such as an alien registration card or a passport and your seal if you have
one.
Postal savings teller hours … 9:00‒16:00 (Mon. ‒ Fri.)
Other services … 9:00‒17:00 (Mon. ‒ Fri.)
There are also large postal offices that are open until 21:00 or open on Saturday and Sunday. Postal service
information in English is also available by telephone. (Tel: 022-711-7544)
(Japan Post) http://www.post.japanpost.jp/english/index.html
(2)Banks
You can change and remit money at banks. When you receive a subsidy for costs like medical expenses, it is deposited
into your bank account. To open a bank account, you need your personal ID such an alien registration card or a
passport and your seal if you have one. Procedures have to be done in person.
A bank card for an account you set up allows you to use ATMs to make a deposit, a withdrawal, or make money
transfers. ATMs are located at the banks as well as in supermarkets and hospitals. ATMs are open longer than counter
service and you can also use ATMs on Saturday and Sunday.
City hall / Ward office
City halls and ward offices are responsible for procedures related to alien registration cards and national health
insurance. Also available are legal advice and brochures showing how to dispose of garbage, emergency contact
numbers for hospitals, and evacuation sites in the event of an earthquake.
Services are available from 9:00‒17:00 Monday to Friday.
Some ward offices offer various events like Japanese lessons for foreigners or bazaars.
Please ask the city hall or ward office in the area where you reside for further information.
･Taihaku Ward Office Tel:022-247-1111
･Wakabayashi Ward Office Tel:022-282-1111
･Aoba Ward Office Tel:022-225-7211
Counseling Center
(1)English hotline and Hotline with interpreting support
You can talk with volunteer interpreters in English, Chinese, Korean, Tagalog, or Portuguese.
The Center is closed 1 or 2 days every month, so please check the Center’ s schedule by telephone or website.
Inquiries: 022-265-2471 (9:00‒20:00)
English Hotline and Hotline with interpreting support: 022-224-1919 (9:00‒20:00)
(Sendai International Relations Association): http://www.sira.or.jp/japanese/exchange/exchange.html
(2)Miyagi Support Center for Foreign Nationals
You can receive useful information and advice at Miyagi Support Center for Foreign Nationals if you have problems
with everyday activities. Languages available are Japanese, English, Chinese, Korean, and Portuguese.
To use center services, please go directly to or call the center. Three-way phone calls with interpreters and medical or
other facilities are available.
Mon., Wed., and Thurs. ...Japanese, English, and Chinese *Japanese and English ... 8:30‒17:15
Tue. ... Japanese, English, Chinese, and Korean *Other languages ... 10:00‒16:45
Fri. ... Japanese, English, Chinese, and Portuguese (native speakers)
Second Wednesday of every month ... Tagalog
4-17 Amamiya-machi, Tsutsumidori, Aoba-ku, Sendai
Miyagi Prefecture-Sendai Office Building 7F (located at the Miyagi International Association)
Tel: 022-275-9990
Access ... Bus: 1 minute walk from the “Miyagiken Sendai Godochosha mae” bus stop
Subway: 5 minute walk from “Kitasendai” station or “Kitayonbancho” station
Emergency contact numbers
Both 110 and 119 are free of charge. You do not need money or a telephone card when dialing either using a public
telephone.
If you become involved in a traffic accident, please contact the police regardless of whether you caused the accident or
were a victim of the accident.
If you become involved in a traffic accident or a fire or any other emergency occurs, please contact the Institute of
Technology as well.
Preparing for an earthquake
The ‘Earthquake Survival Manual’ published by the Tokyo Metropolitan Government has some information how to act
in the event of an earthquake and how to seek refuge, so please refer to the manual.
Immediately after an earthquake, you might not be able to use the phone because lines are jammed. In such an event,
please use the ‘Saigaiyo Dengon Dial (telephone message service in times of disaster/#171)’ . This message board
allows you to record and replay messages like a message indicating whether you are safe. Please check the website
below for details and instructions on using the service.
(Nippon Telegraph and Telephone East Corporation) http://www.ntt-east.co.jp/saigai_e/voice171/index.html
Once the situation has calmed, contact your family in your home country and be sure to contact the Institute of
Technology.
Student Affairs Office at Yagiyama Campus Tel: 022-305-3110
(direct call to the supervisor of foreign students)
Email: [email protected]
Advance preparations for an earthquake
･Secure furniture to prevent it from toppling after receiving permission from the apartment owner or superintendent.
･Gather important items such as your passport and put them in one place so that you can quickly take them with you.
･Determine the safest place in your residence.
･Find out where evacuation areas are located in the area where you live.
･Collect conveniences in a backpack or emergency bag
drinking water (estimate 2‒3 lit. per person per day), food for 2 or 3 days (e.g. canned food), money, medicine, a
first-aid kit, a portable radio, a flashlight, new batteries
Please refer to the websites below for the location and telephone number of your consulate or embassy in Japan.
Ministry of Foreign Affairs
http://www.mofa.go.jp/about/emb_cons/protocol/
(English: List of Embassies, Consulates, and International Organizations in Japan)
http://www.mofa.go.jp/mofaj/link/emblist/index.html
(Japanese: List of Embassies, Consulates, and International Organizations in Japan)
http://www.mofa.go.jp/mofaj/link/embassy/index.html
(Japanese: Homepage of Embassies, Consulates, and International Organizations in Japan)
Procedures prior to returning home
1. Procedures on campus
･Air ticket (only for students on the Japanese Government Scholarship)
2. Procedures for canceling contracts
･Contact your landlord and real estate agent and inform utilities (telephone, electricity, gas, and water) and the post
office
･Close your bank account or post office account and cancel your credit card
3. Procedures at city hall or ward offices
･Return your national health insurance card
･Procedures for a lump sum withdrawal from a pension system
(Only if you paid into the National Pension system)
4. Procedures for scholarship organizations
･Send a note of thanks and indicate your address and contact information in your home country
Map of where to find the Sendai Immigration Bureau
Sendai Second Legal Affairs Joint Government Bldg., 1-3-20 Gorin, Miyagino-ku, Sendai City
Tel: 022-256-6076
Fax: 022-298-9102
9:00‒16:00 (from Mon. to Fri.)
Immigration Information Center
Tel: 022-298-9014
9:00~12:00/13:00~16:00
English (Mon.-Fri.), Chinese (Mon., Tue., Thu., and Fri.), Korean (Mon. and Tue.), Spanish (Wed. and Fri.)
Simplified chart of years according to the Japanese and Western calendars
