For Current Students

Changing your status of residence

To apply for change of status of residence, receive the application form “For Organization” stamped with the university seal, and then apply at the Immigration Services Bureau yourself.

You need to first submit the necessary documents to the University to receive the above application form issued by the University. The handling office and submission method differ depending on your faculty / graduate school. Please make sure that you understand your handling office and submission method before proceeding.

Waseda University only handles procedures concerning your change of status of residence to "Student".

Procedures

  1. Step 1

    Prepare the documents necessary for application.

  2. Step 2

    Submit the documents you prepared to your handling office in the designated way and have them checked. Receive a two-sheet form for organization.

  3. Step 3
    Apply at the Immigration Services Bureau.
    If you are using the Tokyo Regional Immigration Services Bureau Appointment System to make an appointment for your application, please do so after you have received the application form “For Organization” from the university. It cannot be issued in accordance with your appointment.
  4. Step 4
    Inspection by the Immigration Services Bureau.
    It will take about two weeks to two months for the inspection results. You may be asked to submit additional documents by the Immigration Services Bureau. If you are notified to do so, please prepare the documents promptly. If you are asked to submit documents issued by Waseda University, please let us know as soon as possible.
  5. Step 5

    A postcard with the inspection results will reach you.

  6. Step 6
    Go to the Immigration Services Bureau to receive the results.
    Certificate for Payment of Fee is necessary to receive the residence card. Paste a revenue stamp (obtainable at a post office and the Immigration Services Bureau in Shinagawa) in the amount shown in your postcard.
    *If you could not change your status, please contact the CIE.
  7. Step 7
Attention
We may file a report to the Immigration Services Bureau stating that you are a "missing person" if you: do not submit information on your status of residence to Waseda after changing your status of residence; or do not respond to inquiries (via telephone, email, or other forms of communication) from Waseda.

Handling offices and How to Submit

School office on Nishi Waseda campus

Affiliation
(Graduate) School of Fundamental/Creative/Advanced Science and Engineering
How to submit
How to receive
Follow the website above.

IPS office

Affiliation
Graduate School of Information, Production and Systems
How to submit
How to receive
Follow the website above.

School office on Tokorozawa campus

Affiliation
(Graduate) School of Human/Sports Sciences
How to submit
How to receive
Follow the form above.

Center for Japanese Language

Affiliation
Japanese Language Program
How to submit
Submit via email.
How to receive
Sent by post in a LetterPack.

School office on Honjo Campus

Affiliation
Graduate School of Environment and Energy Engineering
How to submit
Submit via email.
How to receive
Sent by post in a LetterPack.

SILS・GSICCS Office

Affiliation
SILS・GSSICS
How to submit
Submit at the office counter.
How to receive
Receive them at the office counter.

Center for International Education

Affiliation
All students belonging to schools other than the above
How to submit
Submit through MyWaseda Application Form.
How to receive
Come to the office after you are told to do so by email. (Issued in about 5 days, excluding office closing days)
How to submit via email
  • Scan or take pictures of all the required documents, attach them to email and send it to the respective office.
    NOTE:For "Passport", you must submit the page showing both your passport number and face photograph.
    For "Residence Card" and "Student ID Card", you must submit both sides (front and back) of each card.
  • Email heading:Change of Status of Residence: Full name (Student ID number)
    e.g.)"Change of Status of Residence: Taro Waseda (1A191234)"
  • In the main text of the email, clearly indicate your postal code, address, and phone number.
  • Please check your email regularly as the office will contact you if your documents are incomplete.
  • It takes about a week for the university to send the documents after receiving your email.
    Please note that it will take longer if the documents submitted are incomplete.

Documents

Submit the following documents to your handling office in the designated way, receive the "Application Form for Change of Status of Residence (a two-sheet form for organization)," and go to the Immigration Services Bureau to apply. Please check the checklist for items to submit to the university and to the Immigration Services Bureau.

Attention
  • The form for organization cannot be issued unless all the necessary documents are submitted. If you fail to receive it and go to the Immigration Services Bureau without it, later you will need to prepare all the necessary documents again even if you only need the form for organization.
  • There are some cases where submission of additional documents to the Immigration Services Bureau is required.
  1. Application form for Change of Status of Residence
    Form for applicant, parts 1-3 [Paste your photo, taken within the last 6 months]
    Examples for Application form for Change of Status of Residence(PDF)
    • Use black ink when filling out by hand. Erasable ink such as "FRIXION" cannot be used.
    • Double-sided printout is not accepted.
    • To the Immigration Services Bureau, submit a five-sheet application form including the form for organization, parts 1 and 2, issued by the university.
  2. Passport, Residence Card, Student ID (its address must match the address on your residence card)
    • At the Immigration Services Bureau, you only present the original copy of them. They will not be collected.
  3. Certificate of Enrollment (Online delivered destination-specific digital certificates are not acceptable.)
    • Certificate of Admission for students before enrollment (Request the office of your undergraduate/graduate school to issue the certificate.) Notification of Acceptance is not acceptable.
    • If you have been enrolled at Waseda for one semester or more, submit a transcript as well.
    • Certificates must have been produced within 3 months.
    • You can use the Certificate Issuance Service (Online Application) to obtain a certificate of enrollment and a transcript. See here for details.
  4. Study/Research Certificate for non-degree students (If you need a Waseda issued certificate, request the office of your undergraduate/graduate school to issue one.)
    • If you are a current or prospective elective course student : Certificate of Course Enrollment which shows courses registered for 10 hours or more per week.
    • If you are a current and prospective research student : Certificate of Research Contents which shows the period of research, research theme, name of supervisor, etc.
  5. Description of Expenses (Use the designated form. For University confirmation only. No need to submit to the Immigration Services Bureau.)
    • Based on your passbook records, etc. for the past approximately one year, please enter the expenses for your stay (tuition + living expenses) separately according to the method of payment (however, if there are any changes, please write your plans after the change). The information in this document should be consistent with "22. Method of support to pay for expenses while in Japan" on the Application for Change of Status of Residence form.
  6. List of documents to submit (Submit to the Immigration Services Bureau only. No need to submit to the university.)
    Translation and entry example for List of documents to submit (PDF)
    • Refer to the “Translation and entry example” and circle “有(Yes)” for the items you will submit and “無(No)” for the items you will not submit on the list of Japanese version.
    • Items on the list are a part of the required documents.
    • Additional documents may be requested by the Immigration Services Bureau depending on the situation.
  7. Confirmation of Language Ability (Submit to the Immigration Services Bureau only. No need to submit to the university.)
    Entry Example(PDF)
  8. Documents related to the activities that fall under the status of residence at the time of application (Submit to the Immigration Services Bureau only. No need to submit to the university.)

    (1)Statement of Reasons as to why you change your status (No designated format. Use one side of A4 sized paper)
    (2)Documents related to the activities that fall under the status of residence:
    Depending on your status, submit the documents below:
    Working status : Copies of pay stub or Certificate of withholding tax, Certificate of Working period or Certificate of (planned) resignation
    Designated Activities for job hunting : Documents to show the job hunting activities
    * Contact the Immigration Services Bureau directly if your status is other than listed above.

≪Reference≫ Website of Immigration Services Agency of Japan :
https://www.moj.go.jp/isa/applications/procedures/16-2.html

How to submit Information on Your Status of Residence

Within 14 days of receipt of a new Residence Card, please submit the information on your status of residence to the University through the Residency Check Form below:

Residency Check Form
https://forms.office.com/r/AtTdE1nn22

  • If you were not granted a residence card as a result of your application, you will be required to submit an image of the ID page of your passport and the page showing your status of residence and the period of stay.
  • If you are a new student, you can submit the form only after you get your Waseda ID.