PhD Visa

International students must obtain a student visa prior to their study at OIST. To apply for the student visa at the Japanese embassy or consulate in your area, you will need a Certificate of Eligibility (CoE) for Status of Residence. Please follow the two steps below to obtain a CoE and student visa.

The visa application process may take six to ten weeks. Therefore, it is important for incoming students to complete the CoE application form accurately and promptly to ensure that they obtain their student visas on time.

Table of Contents

How to Obtain A "Student" Visa

Step1. Submit Required Documents for the "Certificate of Eligibility "(CoE)

Required Documents:

  1. Scanned copy of your passport
  2. Photo data (Photo submission requirements) for CoE application, OIST internal systems and student ID card (passport quality, taken in the last 6 months)
  3. CoE Application Form* for "Student Visa"

*When you click below link, you will be able to view a sample of how to complete the CoE application form. Please fill in the information in the red-highlighted sections and complete the application form.

How to Submit required documents:

Submit the documents by uploading them via "GiGaCC" [For PhD] (Instruction)

  • Please name each file as “CoE application form_your Given name, FAMILY NAME”.
  • For CoE application form, please submit excel sheet.

The Graduate School Relocation Team will submit the CoE application form to the Immigration Office in Japan. The standard processing time is a few weeks to one month. In accordance with the instruction from the Immigration Office, additional screening may be required in some cases. If any supplementary documents are needed, the Graduate School Relocation Team will contact you individually. Please prepare and submit the required documents promptly. Once the CoE has been issued, it will be sent to you by GigaCC. 

 

What Is the "Certificate of Eligibility for Status of Residence" (CoE)?

For those who intend to stay in Japan for more than 90 days, a document called the Certificate of Eligibility for Status of Residence (CoE) is required to obtain a visa at the Japanese embassy or consulate in your area. The Immigration Office accepts application form starting three months before the scheduled date of entry. Since the CoE has an expiration date, OIST can only apply for your CoE three months prior to your arrival in Japan.

Procedure to Obtain "Certificate of Eligibility for Status of Residence" (CoE):

  1. Fill out the "CoE application form".
  2. Upload your completed "CoE application form" to OIST.
  3. OIST applies for your CoE at the Immigration Office in Okinawa.
  4. OIST receives your electronic CoE from the Immigration Office.
  5. OIST sends a PDF of your electronic CoE via GigaCC.

It usually takes about one month to obtain your CoE, so we strongly recommend that you complete the CoE application form and submit it to us at your earliest convenience.

While waiting for your CoE to be issued, please prepare your visa application form and the required documents.
The required documents may vary depending on your nationality and the country where you are applying.
Please refer to the links below for more information about the CoE and visa requirements provided by the Japanese embassy or consulate in your area. We strongly recommend that you apply for your visa as soon as you receive your CoE.

For Your Reference

Step2. Apply for the Student Visa at the Nearest Japanese Embassy or Consulate 

  1. Check visa application procedure and required documents with Japanese Embassy or Consulate where you intend to apply and prepare for visa application form and other documents as necessary.
  2. Obtain electronic CoE from OIST by GigaCC.
  3. Go to the nearest Japanese Embassy or Consulate and apply for the student visa.
  4. After successfully obtaining your student visa, send a scanned copy of the visa by uploading it via "GiGaCC" [For PhD] (Instruction). 

*Please name the file as “Visa_your Given Name, FAMILY NAME”

 

What Is A Visa?

A visa is a document required for entry into Japan. To obtain your visa, you must visit the Japanese embassy or consulate in your area. If you have received a Certificate of Eligibility (CoE), please note that both the CoE and a valid visa are required for entry into Japan.
 

 

After "Student" Visa issued

Once your student visa has been issued, the process of booking your flight will begin. Please ensure that a scanned copy of your visa is shared with Graduate School Relocation Team without delay.

Submit visa information to: GiGaCC" [For PhD] (Instruction). 

 

 

 

 

Moving with your family

In order to relocate with your family members, each of them must have a valid Certificate of Eligibility (CoE) and visa.

 

Step1. Submit Required Documents for the Certificate of Eligibility (CoE)

The Graduate School Relocation Team will submit the Certificate of Eligibility (CoE) application form to the Immigration Office in Japan. The standard processing time is between a few weeks and one month. While waiting for the issuance of your Certificate of Eligibility (CoE), please check with the Embassy or Consulate regarding the required documents and appointment procedures for your visa application. Be aware that a visit appointment may be required.

<Required Documents>

  1. Scanned copy of the family member's passport
  2. Photo data (*Please check the photo requirements)
  3. Application for Certificate of Eligibility * 
                                                                                                                                    
  4. Documents that certify the personal relationship between you and your family member(s), along with English translations of these documents (e.g., scanned copies of original marriage certificates, birth certificates, and family registers indicating the relationship).

<How to Submit>

Submit the documents by uploading them via "GiGaCC" [For PhD] (Instruction)
*Please name each file as “CoE application form_first name of your family, FAMILY NAME”.

Step2. Receiving the Certificate of Eligibility (CoE) 

The Certificate of Eligibility (CoE) issued by the Immigration Office will be sent to student by the Graduate School Relocation team.
Normally, the Certificate of Eligibility (CoE) is issued as an electronic certificate and delivered via GigaCC.

Step3. Apply for the Family Visa at the Nearest Japanese Embassy or Consulate 

  1. Prepare the required documents
  2. Visit the nearest Japanese Embassy or Consulate to apply for a family visa.
  3. After successfully obtaining your student visa, send a scanned copy of the visa by uploading it via "GiGaCC" [For PhD] (Instruction)

*Please name the file as “Visa_your Given name, FAMILY NAME”

 

Bring Family after You Relocate to OIST

If you plan to bring your family to Japan after enrollment, each family member will need a valid Certificate of Eligibility (CoE).
As you are already residing in Japan, you will serve as the visa sponsor for your family members. (Visa sponsor is not OIST)

Step1. Apply for Certificate of Eligibility (CoE) at the Immigration Office

Contact the immigration office in advance and prepare the necessary documents. While waiting for the issuance of your family's Certificate of Eligibility (CoE), check with the Embassy or Consulate to confirm the required documents and appointment procedures for your visa application. Please note that an appointment may be required for your visit.

<Required Documents>

  1. Scanned copy of the family member's passport
  2. Photo data (*Please check the photo requirements)
  3. Application for Certificate of Eligibility                                                                                                                                    
  4. Documents that certify the personal relationship between you and your family member(s), along with English translations of these documents (e.g., scanned copies of original marriage certificates, birth certificates, and family registers indicating the relationship).
  5. A copy of the front and back of your Residence Card
  6. Documents that verify your income or financial capacity to support your family during their entire stay in Japan
  7. Certificate of Registration (Certificate issued by OIST)
  8. Return Envelope (Letter pack plus is recommended.)

 

Step2. After the Certificate of Eligibility (CoE) issuance

Send CoE to your family by Airmail so that your family can proceed with the visa application.

 

Step3. Your Family Applies for the Visa at the Nearest Japanese Embassy/Consulate 

  1. Prepare the required documents
  2. Visit the nearest Japanese Embassy/Consulate to apply for a family visa.
  3. After successfully obtaining your student visa, send a scanned copy of the visa by uploading it via "GiGaCC" [For PhD] (Instruction)

For more information on the "Dependent visa", please visit below website. The Certificate of Eligibility (CoE) application form is also available for download Certificate of Eligibility (CoE) apww.moj.go.jp/isa/plication form.

Immigration Service Agency https://wapplications/status/dependent.html?hl=en

 

 

For Valid Japanese Residence Card Holders

Follow the instructions below if you already have a valid Japanese visa or residence card.

 

Step1. Share valid "visa" and "residence card" information by uploading them via "GiGaCC" [For PhD] (Instruction)

 

Step2. Further Paperwork

a) Those who are under the status of residence "Student(留学)".
Further paperwork: Notification of the Accepting Organization
You are required to submit the notification to the immigration office within 14 days after the change (enrollment at OIST) happens as necessary.

b) Those who are under the status of residence "Spouse of Japanese national(日本人の配偶者等)".
No paperwork is required.

c) Those who are under the status of residence other than above, such as "Cultural Activities(文化活動)", "Dependent(家族滞在)"
Further paperwork: Application for change of status of residence.
You are required to change the status to "Student" as soon as you are enrolled at OIST. Please wait for contact from Graduate School Relocation Team.

 

If you have any question, contact "gs-relocation[at]oist.jp"

*Please replace [at] with @ before using this email address