Visa Applications, Change of Status of Residence

Overview of Visas and Status of Residence
■ Categories of researcher acceptance
■ Status of residence
■ Application procedures

For Those Residing Outside of Japan: Application for Certificate of Eligibility (COE)
■ Process for entering Japan
■ Status of Residence: "Professor"
■ Status of Residence: "Cultural Activities"
■ How to request the proxy application of the COE
■ Other: Status of Residence: "Short-Term Stay"

For Residents in Japan: Application for Change of Status of Residence, Application for Change of Affiliated Institution
■ Changing your status of residence
■ Status of Residence: "Student" → "Professor"
■ Status of Residence: "Student" → "Cultural Activities"
■ How to request the "for organization page"
■ Application for change of affiliated institution

■ Reference
■ (For Faculty and Staff Members of the University) Visa Support from the International Affairs Office

When entering Japan to conduct research at the University, you must apply for a visa and obtain a status of residence.
If you are already residing in Japan, you may change your status of residence or change your affiliated institution, if necessary.

First, please check which of the following researcher acceptance categories applies to you.
If your period of stay is less than 90 days and you are not receiving compensation, you may be eligible for a "Short-Term Stay" status of residence, which may exempt you from the need to apply for a visa in advance. Click here for details.

The categories of foreign faculty members and researchers accepted at the University are generally as follows (excluding programs unique to individual departments).

1.Those who enter into an employment contract with the University (and receive salary or compensation from the University)
(1) Full-time: Professor, Associate Professor, Assistant Professor, etc.
(2) Part-time: Adjunct Faculty (Adjunct Professor, Adjunct Associate Professor, Adjunct Assistant Professor, Adjunct Assistant Researcher), Post-doctoral Research Fellow, etc.

2.Those who do not enter into an employment contract with the University (and do not receive salary or compensation from the University)
(1) Acceptance of research staff of an external institution's program (e.g., JSPS Postdoctoral Fellowships for Research in Japan, etc.*)
(2) Acceptance of research staff affiliated with overseas institutions to conduct joint research at the University (Visiting Researcher, etc.) (3) Acceptance of international students wishing to continue research after completing their studies at the University (as Postdoctoral Fellow, Visiting Researcher, etc.) (4) Temporary visits to Japan for short-term events such as international symposiums
*Some JSPS programs require a specific status of residence. In that case, please acquire the specified status of residence instead of the one shown in the diagram below.

The applicable status of residence varies depending on the foreign researcher's acceptance category.

In principle, the status of residence will be one of "Professor," "Cultural Activities," or "Short-Term Stay."

The required application procedures differ depending on whether the current residence of the foreign faculty member or researcher is within Japan or outside of Japan.
If the foreign faculty member or researcher is already in Japan, they will already hold some form of status of residence, so the foreign faculty member or researcher should personally handle the procedures for applying to change their status of residence (example: "Student" → "Cultural Activities") or change their affiliated institution. However, if they are outside Japan, a faculty or staff member of the University will first handle the Certificate of Eli-gibility application on their behalf, so that the foreign faculty member or researcher can acquire a visa at a diplomatic mission abroad (Japanese embassy or consulate).

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Current residence of the foreign researcher	Do they have a residence card?	Procedure	Person submitting the application	Time required from document preparation to issuance
Outside of Japan	No	Application for Certificate of Eligibility (COE)*	Faculty or staff member of the University *The subsequent visa application must be completed by the foreign faculty member or researcher themselves	Approx. 3 months
Within Japan	Yes	Application for Change of Status of Residence	The foreign faculty member or researcher	1 to 2 months

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*The Certificate of Eligibility (hereinafter referred to as "COE") is a document issued in advance by the Minister of Justice to expedite and streamline immigration procedures such as visa issuance.
This certificate is issued to foreign nationals planning to enter Japan, provided the Minister of Justice determines in advance that the activities they intend to undertake in Japan meet the conditions for entry.

Visa applications must be submitted in person by the foreign faculty member or researcher at a diplomatic mission abroad (Japanese embassy or consulate). When applying, the COE applied on behalf of the applicant by the University is required as part of the necessary documentation and the COE acquisition process shown in the diagram below ((1) to (4)) will take place at the University.
For this reason, we recommend starting preparations (checking with your accepting department) three months prior to your scheduled entry date.

Applicable cases: When enrolled at the University as a full-time faculty member, Adjunct Assistant Researcher, or adjunct assistant professor; or when you have been accepted as a JSPS Postdoctoral Fellowships for Research in Japan and accepted at the University, etc.

※Please obtain the ‘Employment Notification’ or an equivalent document from your General Affairs representative and submit a copy of it.

Applicable cases: Visiting researcher (3 months or longer) invited and accepted by the University after securing a scholarship from an external institution, etc.

※１Please obtain the ‘Acceptance Letter’ etc. from your General Affairs representative and submit a copy of it.
※２Please use the University Guide.

[Remarks]
- In addition to the above documents, the Immigration Services Agency may request the submission of additional materials on an individual basis after the initial application.
- A TB Clearance Certificate must be obtained by undergoing an examination at a designated medical institution. For details, please see Japan Pre-Entry Tuberculosis Screening | Ministry of Health, Labour and Welfare.

The accepting department or laboratory will apply on your behalf, so please prepare the required documents from the applicant and first contact the accepting faculty member or department staff.

If your period of stay in Japan is less than 90 days and no compensation is received, you will enter Japan under the Short-Term Stay status of residence.
A Certificate of Eligibility (COE) is not required for applying for a Short-Term Stay visa.
Additionally, Japan has visa exemption measures in place for 73 countries and regions, so in most cases, you can come to Japan without needing to go through visa procedures.
*In some cases where the exemption period is 15 or 30 days, the same required documents apply as below.

However, to invite individuals from the following countries/regions to Japan, the accepting university must prepare specific documents.
(1) Philippines (2) Vietnam (3) China (4) Russia (5) CIS countries, Ukraine, Georgia (6) Others
Please check the details on the following page.
- Exemption of Visa (Short-Term Stay)｜Ministry of Foreign Affairs
- VISA｜Ministry of Foreign Affairs
- Embassies, Consulates and Permanent Missions｜Ministry of Foreign Affairs

The following requirements vary depending on the country and individual circumstances of the foreign faculty member or researcher. Please ask the University to provide the necessary documents as needed.

If you wish to change your activities in Japan, you must obtain permission for a change of status of residence from the Immigration Services Agency. Since status changes from international student to research staff or faculty member are common, the following outlines the necessary documents for a change of status of residence from a "Student" visa to either the "Professor" or "Cultural Activities" visa.

*Reference: If you are transferring from another university or research institution to the University and your activities remain unchanged, click here.

(1) Application
Once you have prepared the required documents for the application to change your status of residence, please submit them at the counter of Immigration Services Agency.
If you reside in Tokyo, apply at the Tokyo Immigration Bureau (Shinagawa) or at one of its branch offices that has jurisdiction over your area within Tokyo.
If you reside in another region, apply at the immigration office that has jurisdiction over your place of residence.
*If you apply at the Tokyo Immigration Bureau (Shinagawa), you can use the reservation system.
[Reference: Access and Reservation System for the Tokyo Regional Immigration Bureau]
Tokyo Regional Immigration Bureau | Immigration Services Agency
Tokyo Regional Immigration Bureau Application Reservation System | Immigration Services Agency

(2) Notification of Results
After your application is submitted, the immigration office will review your documents.
The processing period varies depending on the status of residence, but it generally takes about one month.
The result will be sent by postcard to the address specified at the time of application, and you can receive your new residence card at the designated counter of Immigration Services Agency within the specified period.
[Reference: Processing Period for Residence Status Examination]
Residency Examination Processing Period | Immigration Services Agency

(3) Special Period
After submitting the application for a change of status of residence, even if the validity period of your previous status expires, a two-month “special period” will be granted.
[Reference: What is the Special Period?]
What is the special period? | Immigration Services Agency

Applicable cases: When international students who have completed their studies at the University (or another university) are employed at the University as full-time faculty member, or Adjunct Assistant Researcher, Assistant Professor, etc.

※Please obtain the ‘Employment Notification’ or an equivalent document from your General Affairs representative and submit a copy of it.

Applicable cases: When international students who have completed their studies at the University (or another institution) are accepted as postdoctoral fellow, visiting researcher, etc.

※１Please obtain the ‘Acceptance Letter’ etc. from your General Affairs representative and submit a copy of it.
※２Please use the University Guide.

Please prepare the necessary documents and submit your request using the form below.
Visa Support Change of Status of Residence / Extension of Period of Stay
*Some documents must be submitted via e-mail.

If you are transferring from another university or research institution to the University and your activities remain unchanged, you do not need a change of status of residence. However, you must change your affiliated institution to the University.
Please download the form from the page below and either submit it at the Immigration Services Agency counter, or via the electronic notification system.
Notification regarding affiliated institutions and notification by affiliated institutions Q&A | Immigration Services Agency of Japan

(1) Reference: Electronic Issuance of Residence Examination Results
○ COE Electronic Issuance
Since March 2023, it has become possible to receive the Certificate of Eligibility (COE) by email.
To receive the electronic issuance, you must submit the “Request for Electronic Issuance”together with your application documents at the time of application.
The “Authentication ID” indicated on the request form can be obtained by registering according to the user registration manual below.
User Registration Manual (For those requesting electronic issuance of the Certificate of Eligibility at the counter)
[Reference: Residence Application System]
Residence Application System
[Reference: Electronic Certificate of Eligibility]
Regarding the Electronicization of Certificates of Eligibility | Immigration Services Agency

○ Email Notification of Results for Status Change Application and Receiving Residence Card by Mail
If the foreign researcher registers as a user in the Residence Application System, it will also become possible to receive the new residence card by mail.
However, you will need to prepare a card reader and prepaid return envelope, etc. at the time of application if you want to receive it by mail.
[Reference: Online Procedures for Residence Applications]
Online Residence Application Procedures | Immigration Services Agency

(2) Contact point
○ Ministry of Foreign Affairs visa information (Ministry of Foreign Affairs)
The Ministry of Foreign Affairs handles inquiries regarding visa applications at its counters and by telephone.
[Reference: Ministry of Foreign Affairs visa information]
https://www.mofa.go.jp/mofaj/toko/visa/otoiawase.html

○ Immigration Information Center (Immigration Services Agency of Japan)
The Immigration Services Agency of Japan handles inquiries regarding entry procedures, residence procedures, and other matters at its service counters, by phone, and by e-mail.
[Reference: Immigration Information Center]
https://www.moj.go.jp/isa/consultation/center/index.html

The International Affairs Office provides the following visa support services for the acceptance of foreign faculty members and researchers.

1.Proxy application and sending of the Certificate of Eligibility (COE) to the applicant
2.Issuance of pages prepared by affiliated institutions, etc., in applications to extend the period of stay or change the status of residence
3.Responding to other inquiries regarding the status of residence, visa applications, etc.

Please check the notification and attached materials at the link below for usage instructions.
International Support Relations (Faculty and staff members only page)

International Affairs Office, International Student Exchange Section
International Support
TEL: 042-677-3060
MAIL: inter-support@jmj.tmu.ac.jp