Top Page > Pre-arrival Information > Pre-arrival Info. - Spring 2024

Spring 2024

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

1. Information Required by NUPACE before Arrival <IMPORTANT>

1-1. Intention to Participate

Please confirm your intention to participate in NUPACE, in the participation form mentioned in the email no later than Friday, February 9.

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 the middle of February. 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 (Mon) or April 2 (Tue) (between 14:00 to 19:00)
International Ohmeikan: April 1 (Mon) Only (between 9:30 to 11:00, and 13:30 to 15:00) April 2 (Tue) (between 9:30 to 11:00, and 13:30 to 15:00) as a possible alternative if you have any special reason.

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, university holidays, and next day of national holidays and university holidays. (Please refer to the calendar below.)
    As of January 2024 (Tentative)
    <Moving-out Dates IO – August 2024>
    <Moving-out Dates IO – February 2025>
    Non-Permitted Move-out days are crossed out.
  • *If IO residents are departing in August 2024, the moving-out date is expected to be Friday, August 30, at the very latest. If you are departing at the end of the autumn semester, you will be requested to move out of university housing by Friday, February 28, 2025, at the very latest.
  • As of January 2024 (Tentative)
    <Moving-out Dates IRD – August 2024>
    <Moving-out Dates IRD – February 2025>
    All days are available for move-out.
  • *If International Residence Daiko (IRD) residents are departing in August 2024, the moving-out date is expected to be Saturday, 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 Friday, February 28, at the very latest.

2. Passport, Visa and Registration Matters

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

Your ‘Certificate of Eligibility’ (CoE), the document required for visa procedures, and ‘Letter of Admission’ will be sent to you from the Student Exchange Division via email in early March. Once you have received the Certificate, promptly take the screenshot or a printout of the document, and any other relevant documentation, to the nearest Japanese diplomatic mission in order to apply for a ‘student ’ visa. To avoid any connection trouble, it is highly recommended that you take a printed copy of the CoE with you.

Please be sure to obtain your 'student' visa prior to arriving in Japan. Any request to acquire a 'student' visa after entering Japan is likely to be rejected by the Immigration Services Agency. 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.Visit Japan Web Service

It is recommended to use the Visit Japan Web system as it facilitates the procedures at the airport of your arrival. It allows you to register information for immigration, and customs declaration procedures before arriving in Japan.
Visit Japan: https://vjw-lp.digital.go.jp/en/(English)

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 programme 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. We ask that you arrange your own travel from the airport to your hotel/dormitory. For directions, refer to the accommodation information.

5. Orientation and Academic Schedule

The NUPACE orientation programme will be held from April 3 to 9, 2024. 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 2024-2025 runs as follows:

Spring 2024 Semester

Orientations (Introductory, Academic, etc.): Wednesday, April 3 to Tuesday, April 9, 2024
Academic Semester Commences: Wednesday, April 10, 2024
Academic Semester Ends: Tuesday, August 6, 2024

Autumn 2024 Semester (Dates are tentative)

Orientations (Academic, NUPACE Japanese Language Program etc.): Thursday, September 19 to Monday, September 30, 2024
Academic Semester Commences: Wednesday, October 2, 2024
Academic Semester Ends: Wednesday, February 5, 2025
(Winter Vacation Dates: Saturday, December 28, 2024 - Tuesday, January 7, 2025)

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 programme 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 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 https://www.jp-bank.japanpost.jp/en/djp/en_djp_index.html
Bank of Mitsubishi UFJ: Please refer to https://www.bk.mufg.jp/tsukau/kaigai/soukin/hishimuke.html (Only in Japanese)

JASSO 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!

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

TEL: +81-52-788-6119
Email: nupace@iee.nagoya-u.ac.jp
URL: http://nupace.iee.nagoya-u.ac.jp/en/

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