Change of Residence Status, Extension of Period of Stay, Re-entry, Leave of Absence, Re-enrollment after a Period of Leave of Absence, and Withdrawal
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1. Change of Residence Status
Application for Change of Status of Residence | Immigration Services Agency
Changing Your Status of Residence to “Student”
Foreign nationals who have been accepted to Kyoto Institute of Technology are eligible to obtain a “Student” status of residence.
If you currently hold a status of residence other than “Student” and wish to change it, please follow the procedures below.
Steps for the Procedure
① Request the necessary documents from Inbound Student Services, International Affairs Office (hereinafter referred to as “ISS”).
② ISS prepares the documents.
③ The applicant completes the procedure at the Immigration Services Agency.
④ Receive the new residence card at a later date.
⑤ Submit a copy of both sides of the new residence card to ISS.
Required Documents
?Please refer to the List of Required Documents (Change of Residence Status)for details.
Application Form
?Application for Change of Status of Residence (For Applicant Use)（ Excel / PDF ）
If You Plan to Work in Japan After Graduation or Program Completion
Before you start working at your new job in Japan, you must change your status of residence to a category such as Engineer/Specialist in Humanities/International Services.
Please consult with your employer first and prepare the necessary documents.
Important Notes
?In March, application processing times may be longer due to a high volume of submissions. We recommend preparing and applying as early as possible.
If You Have a Job Offer but There Is a Gap Before Your Start Date
By changing your status of residence to “Designated Activities,” you can stay in Japan during the period before your employment begins.
Please ask your employer to issue the necessary documents for this application.
If You Plan to Continue Job Hunting After Graduation
You must change your status of residence to “Designated Activities.” Please consult with Inbound Student Services, International Affairs Office (“ISS”) at least three months before your graduation or the expiration of your current residence status.
2. Extension of Period of Stay
Application for Extension of Period of Stay | Immigration Services Agency
If You Need to Extend Your Period of Stay While Enrolled
The period of stay for international students in Japan can be extended up to the maximum duration individually designated by the Minister of Justice (up to 4 years and 3 months).
To apply for an extension, you will need documents issued by Inbound Student Services, International Affairs Office (“ISS”).
Steps for the Procedure
① Request the necessary documents from ISS (between 3 months and 1 month before your period of stay expires)
② ISS prepares the documents.
③ Submit your application to the Immigration Services Agency by at least 10 days before your period of stay expires.
④ Receive the new residence card at a later date.
⑤ Submit a copy of both sides of the new residence card to ISS.
Required Documents
?Please refer to the List of Required Documents (Change of Residence Status)for details.
Application Form
?Application for Extension of Period of Stay (For Applicant Use)（ Excel / PDF ）
Important Notes
?After the extension, please bring your new residence card to ISS.
?Staying in Japan beyond your permitted period of stay may result in legal penalties or deportation.
?If you have a bank account, please notify your bank of your updated residence card after the extension.
If You Plan to Continue Your Studies After Graduation or Program Completion
?If you are enrolling in another university: Please consult with your new institution.
?If you are continuing your studies at KIT: Please consult with Inbound Student Services, International Affairs Office (“ISS”).
If There Is a Gap Between Graduation and Your Next Enrollment
By changing your status of residence to “Designated Activities,” you may remain in Japan during the gap period.
?If you are enrolling in another university: Please consult with your new institution.
?If you are continuing your studies at KIT: Please consult with Inbound Student Services, International Affairs Office (“ISS”).
3. Re-entry
Deemed Re-entry Permit | Immigration Services Agency
If you have a valid passport and residence card, you do not need to apply for a re-entry permit in advance, as long as you return to Japan within one year.
How to Apply
?Check the appropriate box for “Re-entry” on the Embarkation/Disembarkation (ED) card when you leave Japan.
?Present the card to the immigration officer and inform them that you intend to use the deemed re-entry system.
?For details, please refer to the Immigration Services Agency website（ Japanese ／ English ）
Procedures for Scholarship Recipients
?Please submit the Temporary Leave Notification Form（ Word ／ PDF ）to Inbound Student Services, International Affairs Office (“ISS”).
Important Notes
?Individuals who hold a passport stating “Residence Card will be issued later” or who possess a Certificate of Alien Registration in place of a residence card are also eligible for the deemed re-entry system.
?If your period of stay will expire within one year after departure, you must re-enter Japan before the expiration date.
?You cannot extend your period of stay while you are outside Japan.
4. Leave of Absence, Re-enrollment after a Period of Leave of Absence, and Withdrawal
Leave of absence / Return to school / Withdrawal | KIT GAKUMUKA Website
Important Information Regarding Status of Residence
If you have not been engaged in any activities under the ‘Student’ residence status for three months or more, you will be unable to continue to reside in Japan. A leave of absence will also be applied to this case.
Revocation of Status of Residence | Immigration Services Agency
Leave of Absence
?You cannot remain in Japan under the “Student” status of residence during a leave of absence.
?If you stay in Japan during your leave, you may be subject to revocation of your status of residence.
?You must leave Japan promptly after your leave of absence begins.
?If you take a leave of absence, please be sure to consult with your supervisor, the Educational Affairs Office, and Inbound Student Services, International Affairs Office.
?Taking a leave of absence as an international student involves various risks.
Cases Where Continued Residence is Exceptionally Permitted during a Leave of Absence
?There are cases in which the Regional Immigration Services Agency may determine that a person has a “legitimate reason(*1)” to remain in Japan even while taking a leave of absence, therefore, will not be subject to the cancellation of your residence status. If you wish to stay in Japan, be sure to consult them to confirm whether your situation qualifies as a “legitimate reason.” Regarding the required procedures, please complete them yourself.
?Depending on your situation, it might be possible to change your residence status. Please contact them directly.
(*1)
The “legitimate reason” refers to situations such as hospitalization due to illness or injury, which prevent attending university
Important Notes
① When leaving Japan, please make sure that you return your residence card at the airport. As a general rule, students on a leave of absence are not eligible for either “special re-entry permission” or “re-entry permission.”
Return of Residence Card, etc. | Immigration Services Agency
② You are NOT allowed to engage in a part-time job, internship etc…
③ While you are away, there is a high possibility that your financial support such as scholarships or tuition fee exemptions will be suspended. For the details, please confirm with the International Affairs Office.
Re-enrollment after a Period of Leave of Absence
?If you do not have a valid residence status at the time of resuming your studies after a leave of absence, it is necessary to re-apply for a Certificate of eligibility (CoE). When you decide to restart your education, please contact the Inbound Student Services, International Affairs Office (“ISS”) and Educational Affairs Office as soon as possible.
?It generally takes approximately 2–3 months to obtain a visa, including the screening process at the Regional Immigration Agency. Therefore, please start the procedure at least 4 months prior to the desired date for returning to KIT.
Important Note
?You cannot remain in Japan with a “Student” residence status, so please take the necessary procedures according to your situation.
Graduation, Completion, Withdrawal, and Expulsion
You cannot remain in Japan under the “Student” status of residence. Please take the appropriate steps based on your individual circumstances.
5. Contact Information
Inbound Student Services, International Affairs Office (“ISS”)
?TEL：075-724-7177 / E-mail：ses[at]jim.kit.ac.jp （Please change “[at]” to “@” when sending an email.）
Undergraduate Registrar, Educational Affairs Office
?TEL：075-724-7718 / E-mail：edu-2 [at]jim.kit.ac.jp （Please change “[at]” to “@” when sending an email.）
Graduate Registrar, Educational Affairs Office
?TEL：075-724-7134 / E-mail：edu-1 [at]jim.kit.ac.jp （Please change “[at]” to “@” when sending an email.）
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