Extending your period of stay

Procedures

1. Step 1

   Check the expiration date.

   If the expiration date on your Residence Card is within the next three months, you need to apply for extension of period of stay.

2. Step 2

   Prepare the documents necessary for application.

3. Step 3

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

   Documents will be accepted from 3 months prior to the expiration date of your period of stay.

4. Step 4

   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.

5. Step 5

   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.

6. Step 6

   A postcard with the inspection results will reach you.

7. Step 7

   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 extend your period, please contact the CIE. (If you demonstrate substantially poor academic performance and/or fail to follow the rules, the extension of period of stay may be declined.)

8. Step 8

   Please submit information on your status of residence to the University within 14 days.

Attention

We may file a report to the Immigration Services Bureau stating that you are a "missing person" if you: do not carry out the procedures to extend your period of stay (illegal stay); do not submit information on your status of residence to Waseda after extending your period of stay; or do not respond to inquiries (via telephone, email, or other forms of communication) from Waseda.

Handling offices and How to Submit

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：Extension of Period of Stay: Full name (Student ID number)
  e.g.）"Extension of Period of Stay: 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 Extension of Period of Stay (a two-sheet form for organization)", and go to the Immigration Services Bureau to apply. Please check the checklist(PDF) for items to submit to the university and to the Immigration Services Bureau.

Attention

• The form for organization may be issued from 3 months prior to the expiration date of your period of stay.
• It 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. (ex. Letter of reasons, etc.)

1. Application form for Extension of Period of Stay

   • PDF
   • Excel

   Form for applicant, parts 1-3 [Paste your photo, taken within the last 6 months]
   Examples for Application form for Extension of Period of Stay(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.
   • Certificates must have been produced within 3 months.
   • You can use the Certificate Issuance Service (Online Application) to obtain a certificate of enrollment. See here for details.
4. Transcript (Online delivered destination-specific digital certificates are not acceptable.)

   • You will need to submit not only your current transcript, but also your previous transcripts if you: transfer to Waseda from another school; transfer within Waseda; or transfer from a non-degree student to a degree student in the same course at Waseda, etc., during the valid period of your current residence card. If your previous school is a Japanese language school, also submit a certificate of attendance. A certificate of (expected) graduation is also required for a school you graduated (will graduate) from during this period. If a certificate of (expected) graduation is not issued, please submit the equivalents thereof, such as a certificate of enrollment period. If you withdrew (will withdraw) from the previous school, submit a certificate of withdrawal.
   • Do not open the envelop if the certificates are sealed.
   • Certificates must have been produced within 3 months.
   • You can use the Certificate Issuance Service (Online Application) to obtain a certificate of enrollment. See here for details.
5. Study/Research Certificate for non-degree students (If you need a Waseda issued certificate, request the office of your office of your undergraduate/graduate school to issue one.)

   • If you are a current or prospective elective course student or were an elective course student during the current period of stay : Certificate of Course Enrollment which shows courses registered for 10 hours or more per week.
   • If you are a current or prospective research student or were a research student during the current period of stay : Certificate of Research Contents which shows the period of research, research theme, name of supervisor, etc.
   • If you were a non-degree MEXT student and have become a regular student : either a document regarding course completion or a document regarding research contents during the period of non-degree student.
6. Description of Expenses (Use the designated form. For University confirmation only. No need to submit to the Immigration Services Bureau.)

   • PDF
   • Word

   • Based on your passbook records, scholarship certificates, 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, such as plans to receive a new scholarship, 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 Extension of Period of Stay form.
7. List of documents to submit (Submit to the Immigration Services Bureau only. No need to submit to the university.)

   • PDF(Japanese only)
   • Excel(Japanese only)

   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.
   • Additional documents may be requested by the Immigration Services Bureau depending on the situation.
8. Confirmation of Language Ability - Only those who are applicable must submit. (Submit to the Immigration Services Bureau only. No need to submit to the university.)

   • PDF
   • Excel

   Entry Example(PDF)

   • Only those who have enrolled/will enroll in Waseda from another educational institution during the valid period of their current residence card will need to submit this form. Those who go on to higher education within Waseda will not.
9. Documents for Expenses - Only those who are applicable must submit. (Submit to the Immigration Services Bureau only. No need to submit to the university.)

   • The following cases require submission of documents.
     1) If you have violated the terms of your status of residence when engaging in activities other than those permitted under your status of residence and were warned by the Immigration Bureau when you applied to extend your period of stay last time: see [7] List of documents to submit for documents to be submitted.
     2) If the person paying your expenses has changed since your most recent application for residence: documents clarifying your relationship with the new person paying your expenses (e.g. certificate of parent-child relationship). However, if you have become the person paying your expenses, you do not need to submit any documents.
     3) If you newly receive a scholarship since your most recent application for residence (excluding MEXT scholarships): Certificate of scholarship and a copy of the pages of your bankbook or screenshots of your online bankbook showing that you are receiving a scholarship
     For how to apply for a university scholarship certificate, refer to the following website:
     Scholarship, Waseda University
     
10. Others

    • If instructed by the handling office.

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.