1. Student Visa 

If you are an international student coming to Japan, you will need a 'student' visa prior to your arrival in Japan.

Please follow the instruction on the visa for international student page and begin your application process immediately as it may take weeks and sometimes months to acquire a visa. 

If you are planning to bring your Spouse and Child(ren), please contact Graduate School Relocation Team,

Contact: gs-relocation[at]oist.jp (Please replace [at] with @ before using this email address)

2. Flight

Once your student visa is issued, The Graduate School will begin arranging and purchasing a flight ticket. One-way ticket from the airport closest to your current location to Okinawa will be provided. One-way flight ticket also provided when you are moving with your spouse and your child(ren). 

The Graduate School will arrange your flight based on your pre-enrollment survey information. Make sure to contact Student Relocation Team if your personal information changes after submitting the pre-enrollment survey.

When you travel, make sure to bring cash in case of any emergencies.

3. Student Housing

OIST will make room allocations based on the roommate requests from the students. If no request is submitted, OIST will match up the student with others with the basic information like gender, and assign a bedroom. Room information and allocation will usually be announced 2 to 4 weeks before your arrival date.

Please arrange the housing through the website:  Student Housing Information (For New Students).
For inquiries, please contact OIST Housing Management Section.

Contact: student-housing[at]oist.jp (Please replace [at] with @ before using this email address)

4. Health

OIST Health Center provides health services to the OIST community.
Please read the Health information thoroughly prior to coming to OIST.
If you will bring any medicine, including over the counter, and/or medical equipment, please contact OIST Health Center.

[For Student]
Students are strongly recommended to submit an "Immunization record" to OIST health center.
The purposes of this record are
  1. to provide appropriate information in case of any infectious disease outbreak
  2. to understand your own vaccination history
  3. to help you when you go abroad in the future

Please fill out this form before entering OIST and submit through secured uploading system Giga CC, file transfer system.
OIST health center appreciates your understanding and corporation in advance.

[For your child(ren)]
If you plan to relocate with your child(ren), they are entitled to medical support and some vaccinations by the local municipality after their registration. Please see here for detail. (Resource Center website).
“Vaccination Record Form” is required to submit as one of the necessary information at the time of registration to the municipal office.

It is strongly recommended to prepare the English part of the form before your departure and please bring the filled form when you visit the municipal office.

For further inquiries about the Japanese vaccination system, please contact OIST Health Center.

Contact: health[at]oist.jp (Please replace [at] with @ before using this email address)

5. National Pension

Please check the link below especially about "Social security agreements "and decide whether you pay or apply for exemption of the payment before municipal office visit.
*We do not accept any inquiries about social security agreements. Contact the pension office in your country.

• Japanese National Pension System/ Pamphlets
• Japanese National Pension System

6. Drive in Japan

If you are thinking of driving in Okinawa and/ or exchanging your foreign driver's license, visit the OIST Resource Center website "Driving in Japan" and prepare necessary documents in advance.

Contact: resourcecenter[at]oist.jp (Please replace [at] with @ before using this email address)

7. Student Buddy System

The Student Council launched the Student Buddy System in 2015 as A) a way for new students to get to know existing students and B) an easy way for new students to ask questions about what life is really like at OIST and in Okinawa. Buddies are paired with new students based on country, language, field of study, hobbies, etc. If you would like to participate, please fill out this short form so that a Buddy can contact you.

 

[Student Buddy System Application]

8. Transfer Allowance

You may apply for "Transfer Allowance" and "Relocation Expense" after your arrival.
Please carefully read the detailed information Regarding the "Transfer Allowance" and "Relocation Expense" and submit the required documents by the deadline. This support refers to the OIST Graduate School "Student Support Policies, 3 Relocation".

This allowance is intended to help cover various expenses related to your relocation to Okinawa, such as visa fees, ground transportation, customs duties, and import taxes.

*Allowance amounts are fixed amounts.

The application form is available at the following link:

 

9.Relocation Expenses

The "Relocation Expense" covers the cost of moving your household goods and can be reimbursed up to the maximum amount specified in the table below, upon submission of the "Relocation Travel and Expense Report".
Please arrange the shipment yourself after obtaining your visa.

 

The rate in the table for country of your residency immediately before your move to Okinawa will apply. Any moving costs that exceed these limits or that are for items OIST cannot cover (listed below) will be at your own expense.

Relocation support is one time and good for one year. Submission deadlines vary depending on the time of enrollment. Please check the Due date carefully.

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Applicable    

*Only following expenses will be reimbursed.

1. Shipping fee only for normal household essential goods including clothing, books, stationary, PCs, light furniture, automobiles.
2. Expenses for checked-in baggage. Please keep the receipt.

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NOT applicable    

1. Cost for upgrading class (ex. Economy to Premium Economy/ Business)
2. Customs and import taxes

• Items related to your hobbies, pianos and other musical instruments, plants, pets.
• Items that cannot be handled as normal household goods that requires special /additional care to ship.
• Flora and fauna listed on the CITES (also known as the Washington Convention) list
• Items and dangerous goods that are restricted by law.

Reference

• Japan Customs "Goods with Prohibitions, Controls and Restrictions"
• Ministry of Agriculture, Forestry and Fisheries "Import and Export Plant Quarantine FAQ"
• Animal Quarantine Station "Bringing animals"

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Submission Documents    

1. Relocation Expenses Report
2. Receipt(s) - Cost, Student's name, Date of payment need to be written
3. Waybills or Descriptions of items of relocation shipment.

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Rule    

1. Reimbursement of Relocation Expenses can only be provided ONCE by the deadline. Accumulated bills in different month and day are not acceptable.
2. The delivery date is after your move-in date at OIST campus housing.
3. Payer's name has to be you. (*)
4. We only accept waybills that list your name as both the sender and recipient. (*)
5. We cannot proceed in March due to Japanese fiscal year ending timing.
6. Submit requirement documents by the Submission due date

SAS_Relocation Expense Submission Due date

*If you can only arrange relocation shipment payer / sender / recipient name as one of your family, please contact gs-relocation[at]oist.jp

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<Important Note>

Moving with your pets
If you bring pets to Okinawa, all related costs need to be borne by you and are not covered by OIST. Please refer to this website (http://www.maff.go.jp/aqs/english/index.html) for detailed moving procedures. It may take up to 6 months or more to complete all the moving procedures for your pet(s) depending on where you plan to import your pet(s) from.
Please note that you must pay for any difference in cost between the most economical simple flight ticket for which OIST is responsible and the flight ticket you had to choose to bring your pets.

Delivery and Reimbursement procedure

1. Send parcels through any international/domestic delivery service of your choice.

Make sure the delivery date is scheduled after your arrival date. We cannot receive parcels on your behalf nor store them before your arrival.

Your address in Japan:
OIST, 1919-1 Tancha, Onnason, Kunigami-gun, Okinawa 904-0495 Japan
*Building name and Room #: you will be given this information from Student Housing Section by 2 weeks prior to your arrival.

2. Keep the original receipts and waybills with you.

*Payer's name has to be you.
*We only accept waybills that list your name as both the sender and recipient.

3. Submit your receipts and waybills to Registrar Section upon your arrival.

4. Reimbursement will be made to your bank account directly. The reimbursement process takes about a few months after the submission of the necessary documents.

What is “unaccompanied baggage(別送品)”?

• Everything besides baggage you fly with is categorized as unaccompanied baggage and you could send it as Duty-free/Tax-free. To do so, you must understand the Duty-free/Tax-free Allowance regulations, the amount of expected customs/taxes, and what items are prohibited, and follow all the necessary procedure. Please make sure to refer to the links below.
• Personal effects and unaccompanied baggage for personal use are free of duties and/or taxes within the allowance. Items such as liquor and tobacco are still subject to duties and/or taxes. Please refer to the link below for details.
• Be sure to clearly write “unaccompanied baggage” on the parcels before you send them.
• 2 copies of the Customs declaration forms must be submitted for customs clearance at your arrival airport in Japan. Please have them stamped and keep one of the two copies.
• After receiving the Arrival Notification Form from the airline company, shipping company, carrier, or other company, please follow their instructions.
• After completing the customs clearance procedures, you can take possession of your baggage.
• Unaccompanied baggage must be in your custody within six months after your arrival.

Reference

• Procedures for Passenger Clearance
• Procedures for Declaring Unaccompanied Articles to Customs

Procedures to Complete Before Departure

10.1 Health Insurance/ 健康保険

After enrolling at OIST, you will need to join the National Health Insurance system independently.
If you are currently covered under your parents’ health insurance, please ask them to obtain a Soshitsu Shomeisho (Loss of Eligibility Certificate) and send it to you after you begin the Gap Program or officially enroll at OIST.

10.2 Tenshutsu Todoke/ 転出届

Before coming to OIST, please submit a Tenshutsu-todoke (Moving-out Notification) to your current municipal office.
You will then receive a Tenshutsu-shoumeisho (Certificate of Moving-out), which is required to register your new address in Onna Village.

Items required to bring

• Passport
• Residence Card
• Name Stamp (or signature)
• National Health Insurance Certificate (If applicable)
• Certificate of Moving-out 

10.3 Shotoku Shomeish/ 所得証明書

This document must be obtained at your municipal office. Regardless of previous work experience, a Shotoku Shomeisho (Income Certificate) is required when visiting the municipal office. It is used to determine your National Health Insurance premium.

10.4 Nenkin Techo/ 年金手帳

If you have a Nenkin Techo (Japanese pension book), be sure to bring it. Your Nenkin Number will be required.

10.5 Inkan/ 印鑑

Inkan will be required when registering at the municipal office. A signature can be provided by non-Japanese residents.

10.6 Bank Passbook/ 通帳

If you have a bank account where you would like your benefits or payments to be deposited, bring the account information with you. It is also possible to open a new bank account at local banks in Okinawa.

10.7 My Number Card (Individual Number Card)/ マイナンバー

If you have not applied yet, bring the notice with you. It may be needed in certain situations.

10.8 JASSO Student Loan/ 貸与奨学金（日本学生支援機構）

If you received a scholarship or student loan from JASSO and wish to request an exemption from payment while studying at OIST, inform the Student Affairs Section after enrolling in the PhD program, using the designated form provided by JASSO.

 

Important Information Before You Travel

 

11.1 E-ticket(s)

Please print out the e-tickets sent to you and bring all necessary travel documents with you when you travel, including your passport, e-ticket, and hotel voucher (if applicable).

When checking in at your departure airport, please make sure to present all e-tickets and inform the airline staff that your final destination is Naha Airport, Okinawa, Japan, so that your luggage can be transferred directly.

Those with separate E-tickets may need to collect their luggage at the transit airport and check it in again at the airline counter. If this applies to you, please ask the airport staff for guidance and follow their instructions.

11.2 Travel Insurance

Since your relocation travel is one-way, it does not include travel insurance.
You may arrange travel insurance to cover the duration of your journey.
From the date of your arrival in Japan, you will be covered by National Health Insurance, which is a mandatory insurance provided by the Japanese government.

11.3 What To Do In Case Of?

I. Missed your flight or connection due to delays or cancellations?

If your flight is delayed or cancelled, be sure to obtain a certificate of delay or cancellation.
If you missed your flight for personal reasons, you will be responsible for covering any expenses incurred.

Step 1. 

Please contact the airline staff at the airport counter (you do NOT need to wait for instructions from us).
Work with the airline staff to arrange an alternative itinerary and overnight accommodation if necessary.
If this change causes you to miss a transfer, be sure to inform the airline staff.
If the airline does not provide overnight accommodation due to the delay or cancellation, please try to arrange it yourself.
You can find available hotels by asking at the airport Information Desk or by searching online.

OIST will reimburse actual lodging costs up to the maximum lodging allowance.
The amount varies depending on the country or city you stay in. 
Please make sure to keep all receipts.

Step 2.  

Please send us your updated flight schedule, including the new arrival time and flight number to Okinawa, by email at gs-emergency[at]oist.jp.

Step 3.  

Submit all documents and receipts after your arrival at OIST.

 

II. Typhoons?

Summer is the peak season for typhoons in Okinawa and Japan.
We strongly recommend checking the typhoon information on the webpage below before your departure.

JMA (Japan Meteorological Agency)

Typhoons may affect your travel, and flight cancellations or delays are expected.
In such cases, you should:

Step 1.    Check your flight status

The fastest way to check your flight status is by visiting the airline’s website, where you can find the most up-to-date information.
Please have your e-ticket ready to refer to your flight number.

Step 2.   Reschedule Your Flight (if necessary due to flight cancellation)

The airline should assist you in rescheduling your flight.
Please work with the airline—either by phone, online, or in person at the counter.
Follow their instructions carefully and ask for the details of your new flight schedule.
Be sure to request a certificate of delay or cancellation from the airline, as you will need it as proof for reimbursement of any incurred fees.

Step 3.  Share your new flight schedule

Once you have your new flight information, please inform the Graduate School Relocation Team of your updated flight number and itinerary as soon as possible.

Step 4.  If your flight is rescheduled and you need to stay at the airport, please follow the procedure below.

4-1 Find a hotel

Airline companies typically do not provide accommodation for cancellations caused by typhoons.
You can find an available hotel by asking at the airport information desk or by searching online.
For accommodation required due to a typhoon, OIST will cover the cost up to the maximum lodging allowance.
The amount varies depending on the country or city you stay in — for specific information, please refer to [this table].
Reimbursement will be processed after your arrival.

4-2 Keep all receipts and documents

Please keep all original receipts for hotels, public transportation, and the certificate of delay or cancellation from the airline (if available).
Submit all of these documents upon your arrival at OIST.
Reimbursable expenses will be processed after your arrival.

Residence Registration at Onna Village Office

Make sure to register your residency at the Onna Village Office within 14 days of your arrival in Japan.

 

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Complete following procedures at Municipal Office called the "Onna Village Office". Detailed information will be provided by Graduate School Relocation Team when you receive application form at the Graduate School Counter (Lab3 Level B).

1. Resident Registration and Issuance of Residence Certificate (*Cash only)
2. National Pension Enrollment
3. National Health Insurance Registration

 

FOR INTERNATIONAL STUDENTS

1. Application forms (Pickup at OIST)
2. Passport
3. Residence card*
4. Certificate of Registration (Issued by OIST)
5. Cash 300 JPY (To issue "Certificate of Residence" at Onna Village Office)

*Depending on your arrival airport, you may not receive your Residence Card immediately. If you do not receive it upon arrival, it will be issued a few weeks after you complete your move-in registration at the municipal office.

 

FOR JAPANESE CITIZEN

1. My number card
2. Pension book and/or Pension card
3. Inkan Seal
4. Transfer notification (転出届)
5. Cash 300 JPY (To issue "Certificate of Residence" at Onna Village Office)

 

OPEN HOUR

Monday to Friday: 8:30 – 17:15 

Closed on Sundays, Saturdays and public holidays

 

TRANSPORTATION

OIST shuttle Bus (Seragaki line)

Bus stop: Onna Village Office

 

Opening A Japanese Bank Account

The bank account opening procedure will be completed before your enrollment. To ensure you can receive your first Research Assistantship payment, we will provide support for opening a domestic bank account within the limited available dates.

 

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FOR THOSE WHO ALREADY HAVE A JAPANESE BANK ACCOUNT AND TO THOSE WHO COMPLETED OPENING A JAPANESE BANK ACCOUNT

Please bring the bank account information listed below to the Graduate School Counter (Lab3 Level B) and share it with the Graduate School Relocation Team.

1. Copy of your bank card (Front side)
2. Copy of your bank book (Front page and first two facing page)

FOR THOSE WHO DO NOT HAVE A JAPANESE BANK ACCOUNT

Once your resident registration is complete, you will be able to open a Japanese bank account. After opening the account, please remember to register your bank details with the Graduate School Relocation Team so that your first Research Assistantship payment can be processed smoothly.

To provide support for opening a domestic bank account, please review the bank information and contact us with the name of your preferred domestic bank. Since the procedure requires an appointment, we will arrange upon receiving your response.