1.1 Alien Registration
The students / researchers of all foreign nationals who will stay in Japan 90 days or longer are required by law to register at the local city office. Those who live in Ikoma must register at the Citizen's Department ( Shimin-ka ), Ikoma City Office (Tel: 0743-74-1111) by filling out the form "Application for Alien Registration" with two passport sized photographs which were taken within the last 6 months. You will need to show your passport. In about two weeks after your registration, you will receive a laminated Certificate of Alien Registration.
1.2 Visa Extension
When you remain in Japan under the same visa status beyond your authorized period of stay, you must apply at the Immigration Bureau Nara Office (Tel: 0742-23-6501) before the expiration date of your visa. You may apply up to two months in advance by submitting the following documents listed below. However, some additional materials might be required depending on circumstances.
International students in NAIST can apply for visa extension through the Student Affairs Division .
Visa Status "College Student"
1. Application form for the Extension of Period of Stay (available at Student Affairs Division )
2. Certificate of registration as a student
3. Transcript of academic records (or statement of academic performance as for non-regular students) (no fixed form)
4. Passport
5. Certificate of Alien Registration
6. 4,000* yen revenue stamp (handling charge)(as of January 2003)
Visa Status "Cultural Activities"
1. Application form for Extension of Period of Stay (available at Student Affairs Division )
2. Statement of the activities during the period of stay
3. Statement of Financial Guarantee
4. Passport
5. Certificate of Alien Registration
6. 4,000* yen revenue stamp (handling charge) (as of January 2003)
A map to Immigration Bureau is here
You must renew your Certificate Alien Registration at the local city office within 14 days after the permission of visa extension.
1.3 Change of Visa Status
In case you change your visa status, for example, from a student to an employee, or from a non-stipend researcher to an employed researcher, you have to update your visa at the Immigration Bureau. You must change your Certificate of Alien Registration at the local city office within 14 days after the permission of change of visa status.
1.4 Part-time Job Permission
You are not permitted to work under the visa status of "College Student", "Pre-college Student", "Trainee", "Cultural Activities" or "Dependent", without granted permission from the authorities. No permission to work will be given to those on "Temporary Visitor" visa. Students are not permitted to engage themselves in any activities other than study and research without permission.
If you are an international student, you will have to seek permission from the Immigration Bureau before you start to work. However, please note that it is not possible for you to apply personally. International Center handles the application on behalf of international students.
1.5 Temporary Leave and Re-entry Permit
If you leave Japan for an overseas trip and plan to return within the authorized period of stay, you must obtain a re-entry permit at the Immigration Bureau before you leave. If, under the most unfortunate circumstances that you forgot to do so, you will need to reapply for a new visa to enter Japan ; you will probably have to wait for a long time before you get it. The following documents are required for the application of a re-entry permit.
1. Application for Re-entry permit (available at International Center)
2. Passport
3. Certificate of Alien Registration
4. Student ID Card or other ID Cards
5. 3,000* yen revenue stamp (handling charge); 6,000* yen for multiple entries (as of January 2003)
International Student must submit a Notice of Absence from Japan by e-mail to your supervisor in the laboratory and the Student Affairs Division ( gakusei@ad.naist.jp ) before leaving Japan .
Notice of Absence from Japan Your Name(in full), Destinations, Term, Purpose, Contact
1.6 Visa for Family Members
If you want to bring your family to Japan , you should apply for the Certificate of Eligibility for visa status "Dependent" at the Immigration Bureau with the following documents listed below. Note that some additional materials might be required depending on circumstances.
Visa Status "College Student"
1. Application for Certificate of Eligibility (available at International Center)
2. Two photographs of each family member (4cm x 3 cm passport sized)
3. A document certifying the family relationship (A copy of the family register certifying marital relation, parent-child relation, etc.)
4. Certificate of Alien Registration or a passport copy of the applicant
5. Copy of the passport of each family member
6. A list of family members
7. A declaration stating the reasons for residing with family
8. Certificate of registration and a transcript of academic records of the applicant
9. Statement of Financial Guarantee
10. Copy of contract of apartment
(Certificate of occupation ( nyukyo-shomei ) if you live in NAIST student dormitory)
Visa Status "Cultural Activities"
1. Application form for Certificate of Eligibility (available at International Center)
2. Two photographs of each family member (4cm x 3 cm passport sized)
3. A document certifying the family relationship (A copy of the family register certifying marital relation, parent-child relation, etc.)
4. Certificate of Alien Registration or a passport copy of the applicant
5. Copy of the passport of each family member
6. A list of family members
7. Statement of Financial Guarantee of the applicant (certificate of registration the banks account, etc)
1.7 Birth of a Child
If you or your family member give birth in Japan , you need to follow the procedures below.
<Registration of Birth>
Notification must be made within 14 days of the birth. You need to submit a Birth Certificate (issued by a doctor) to the Citizens Department at the city office. A maternity passbook ( boshi-techo )*, seal and the National Health Insurance Certificate are needed for the registration.
<Alien Registration>
The registration procedure must be completed at the city office within 60 days after the birth.
<National Health Insurance>
If you want your newly born child to be dependent of the National Health Insurance, you must complete the procedure when you do the registration procedure for the
child. If the mother is the dependent of the father, the National Health Insurance pays the delivery expense. You can apply for it when making an alien registration at the city office. If the mother is the person insured of other social insurances, her social insurance pay it.
<Infant Medical Welfare System>
You may get partial reimbursements for your baby's medical expenses. Please contact the Health and Welfare Section at the city office for further details.
<Acquisition of Residential Status>
If the newly born child stays in Japan for more than 60 days, you must apply for residential status of the child within 30 days of the birth. You may do so at the Immigration Bureau by submitting a certificate of acceptance of the birth register (issued by the city office when you registered the birth), a maternity passbook or the Certificate of Alien Registration and the valid passports of the parents.
<Obtaining a Passport>
You must notify the birth of your child to the nearest embassy or consulate in Japan and apply for the child's passport.
*List of Consulates in Kansai Area is here .