Top Page > Pre-arrival Information > Pre-arrival Info. - Spring 2023

Spring 2023

We, at Nagoya University, wish to extend a heartfelt welcome to all of those students who are coming to Japan this spring to participate in the Nagoya University Program for Academic Exchange (NUPACE). For your reference, please find information on the program and life in Japan as follows:.

1. Information Required by NUPACE before Arrival <IMPORTANT>

1-1. Intention to Participate/JASSO Scholarship/Contact Details

Please confirm 1) your intention to participate in NUPACE, 2) your intention to receive the JASSO scholarship (nominees only), 3) contact details (postal address and telephone number) at which you wish to receive your ‘Letter of Admission’ and ‘Certificate of Eligibility’, in the participation form mentioned in the email no later than Friday, January 27.

1-2. Travel Itinerary and Dormitory Moving-in Schedule

All students are required to arrive and move into their dormitories at the designated time and dates shown below. Further information (dormitory name, room number, access, maps, etc.) will be sent by e-mail in early March. Please check the information carefully as the moving-in dates are different depending on the dormitory you are allocated to.

NUPACE Stipulated Arrival Dates:

International Residence Daiko: April 1 (Sat) or April 2 (Sun) (between 14:00 to 19:00)
International Ohmeikan: April 1 (Sat) Only (between 10:00 to 12:00, and 13:00 to 16:00)

As soon as you have confirmed your travel itinerary, register the following details at the travel itinerary registration form (ensure that this is no later than Friday, March 3).

(a) Flight route (including transiting airport or station, if applicable)
(b) Airline company and flight number to Chubu Centrair International Airport (including access, if arriving at another airport, if applicable)
(c) Scheduled arrival date and time at Chubu Centrair International Airport or Nagoya Station
(d) Date and approximate time of your arrival at the dormitory

Travel Itinerary form:

*If, after registration, you decide to change your travel itinerary, especially your arrival time at the student residence, make sure to notify the NUPACE Office of the revised schedule. This is important because University staff and volunteer students will be waiting at the dormitory to help you with moving-in procedures at the stipulated time.

1-3. Departure from Japan

  • If you are reserving a return flight, please take into account that residents of International Ohmeikan (IO) should avoid moving-out on Mondays, weekends, National Holidays, and university holidays. (Please refer to the calendar below.)
    As of January 2023 (Tentative)
    <Moving-out Dates IO – August 2023>
    <Moving-out Dates IO – February 2024>
    Non-Permitted Move-out days are crossed out.
  • *If IO residents are departing in August 2023, the moving-out date is expected to be Thursday, August 31, at the latest. If you are departing at the end of the autumn semester, you will be requested to move out of university housing by Thursday, February 29, at the very latest.
  • As of January 2023 (Tentative)
    <Moving-out Dates IRD – August 2023>
    <Moving-out Dates IRD – February 2024>
    All days are available for move-out.
  • *If International Residence Daiko (IRD) residents are departing in August 2023, the moving-out date is expected to be Thursday, August 31, at the latest. If you are departing at the end of the autumn semester, you will be requested to move out of university housing by Thursday, February 29, at the very latest.

2. Passport, Visa and Registration Matters

2-1.Students Entering Japan on a Non-Japanese Passport

Your ‘Certificate of Eligibility’, the document required for visa procedures, and ‘Letter of Acceptance’ will be sent to you from the Student Exchange Division via express mail in early March. Once you have received the Certificate, promptly take it, and any other relevant documentation, to the nearest Japanese diplomatic mission in order to apply for a ‘student’ visa. Please be sure to arrive in Japan after you have obtained a ‘student’ visa. Please avoid changing your status of residence after entering Japan. The Immigration Service Bureau may reject your request.

2-2.Landing Procedures and Confirmation of Residence Card

As part of landing procedures in Japan, you will be required to submit your fingerprints and facial photograph at immigration control. Also, when you receive your residence card at the airport, please check whether the spelling and spacing of your name are correct.

2-3.Entry Restrictions & Rules Related to COVID-19

Please periodically refer to the Ministry of Health, Labour and Welfare of Japan link below for guidance on the Japanese entry restrictions and rules.

2-4.Students Entering Japan on a Japanese Passport

Students entering Japan on a Japanese passport shall not be subject to the landing procedures outlined in 2-1 and 2-2. They should, however, ensure that they bring the following documentation with them to Japan to facilitate resident (moving-in) registration procedures at the local ward office.

  1. Family register (koseki tohon)
  2. Appendix to Family Register – history of resident records (koseki fuhyo)
The above documentation can be obtained from the local municipality at which your family is registered. If you are not in possession of it, please make sure to prepare in advance.

3. Part-time Work Permit (Students entering Japan on a Non-Japanese Passport)

Permission to engage in part-time work can be applied for and approved at any international airport in Japan. Students interested in working part-time should fill out the application form attached to this e-mail and submit it upon arrival at the airport. Once you have applied for the permit, please confirm that there is a permission statement and stamp on the reverse side of your residence card.

NB. Part-time work restrictions do not apply to Japanese nationals.

4. Moving into Student Dormitories

Please note that university housing will NOT be made available before the designated dates shown in 1-2. Before the dates, it will be your responsibility to find your own accommodation.

Students can travel in Japan before arriving in Nagoya. Please keep in mind that the validity of your period of residence begins from the date of your entry into Japan. If you arrive in Japan too early, your residence status may expire during the program period.

All students are requested to make their own way to the dormitories directly from airports or hotels. It takes approximately one hour from Chubu Centrair International Airport, and half an hour from Nagoya station, to reach each dormitory. If arriving at Chubu Centrair International Airport, please book a flight which arrives in the morning or early afternoon. A map will be sent to you later along with the accommodation information, and we ask that you arrange your own travel from the airport to your hotel/dormitory.

After leaving your luggage in your room and receiving materials, please come to the NUPACE office with your passport and resident card between Monday, April 3 and Wednesday, April 5. (NUPACE Office Hours: 9:00 to 16:00)

5. Orientation and Academic Schedule

The NUPACE orientation program will be held from April 4 to 7, 2023. All students must ensure that they do not miss any session relevant to them.

Please DO NOT complete procedures at the local municipal office before the orientation. As procedures comprise not only moving-in notification, but also application for your health insurance and pension waiver.

The NUPACE academic calendar 2023-2024 runs as follows:

Spring 2023 Semester

Orientations (Introductory, Academic, etc.): Tuesday, April 4 to Friday, April 7, 2023
Academic Semester Commences: Tuesday, April 11, 2023
Academic Semester Ends: Tuesday, August 1, 2023

Autumn 2023 Semester (Dates are tentative.)

Orientations (Introductory, Academic, etc.): Wednesday, September 20 to Friday, September 29, 2023
Academic Semester Commences: Monday, October 2, 2023
Academic Semester Ends: Friday, February 2, 2024
(Winter Vacation Dates: Thursday, December 28, 2023 - Sunday, January 7, 2024)

Course registration procedures will be explained at the academic orientation.

6. Insurances

All NUPACE students are required to subscribe the Japan National Health Insurance (JNHI) program after arrival, irrespective of duration of stay in Japan, or prior enrolment in an insurance program in their home country. For a monthly premium of approximately ¥1,300, JNHI policy holders are entitled to a 70% discount on most medical and dental fees incurred.

All NUPACE students are also required to subscribe to the ‘Personal Liability Insurance for Students’ offered by Nagoya University Co-op, even if they have already taken out such insurance in their home country. The Insurance fee is ¥1,800 per year and it covers up to 100 million yen of damages to a third party. Although application for personal liability insurance requires the purchase of student co-op membership, the membership fee (¥4,000) will be refunded prior to your departure.

7. Money Matters

Ensure that you have enough money with you when you enter Japan, preferably in Japanese yen, to help defray initial expenses. We recommend a minimum of ¥150,000.

A. Bank Account:
JASSO and JTEA scholarship recipients will be required to open a post account with the Japan Post Bank in order to receive their scholarship stipends. Opening an account is not mandatory for Independently-financed students. Students may receive guidance on how to from the NUPACE Office. It will take one day to open a post account when applying at the post office in person, and will take 2 weeks if done online.

*Please note that US nationals are required to declare their TIN or SSN numbers when opening a post account.

【International Remittance】
Japan Post Bank: Please refer to
Bank of Mitsubishi UFJ: Please refer to (Only in Japanese)

JASSO and JTEA Scholarship Recipients
Scholarships are usually transferred to students’ bank accounts on the 25th of every month. However, the first stipend will be provided in late May. Please ensure that you bring sufficient money with you to help defray initial expenses. We recommend a minimum of ¥150,000.

B. Credit Cards
You can withdraw money by credit card (Visa, MasterCard, or any other card with Plus or Cirrus symbols) at ATMs displaying an ‘International ATM Service’ sign, and NUPACE strongly recommends that you bring a credit card to Japan.

We look forward to meeting you here at Nagoya University soon!

Global Engagement Centre
Nagoya University
Furo-cho, Chikusa-ku, Nagoya 464-8601, Japan

TEL: +81-52-788-6119

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