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Pre-Arrival Information

                                  January 2017

To: Prospective NUPACE Students

Pre-arrival Information - Spring 2017

We, at Nagoya University, wish to extend a heartfelt welcome to all of those students who are coming to Japan this spring to participate in the Nagoya University Program for Academic Exchange (NUPACE). For your reference, please find information on the program and life in Japan as follows:

1. Information Required by NUPACE before Arrival <IMPORTANT>

1-1. Intention to Participate/Contact Details
Please confirm 1) your intention to participate in NUPACE and, 2) the contact details (postal address and telephone number) at which you wish to receive your ‘Letter of Admission’ and ‘Certificate of Eligibility’ no later than Friday, 27th January. The attached contact details form should be filled out and sent via e-mail to the International Student Exchange Division (ISED), Nagoya University(

1-2. Travel Itinerary and dormitory moving-in schedule
The designated moving-in date to Nagoya University housing is Monday, 3rd April 2017, with Tuesday, 4th April 2017 as a possible alternative. All students are required to arrive and move into their dormitories between 10am and 5pm. Further information (dormitory name, room number, access, maps, etc.) will be sent by e-mail at the end of March.

As soon as your travel itinerary and arrival time at the dormitory have been confirmed (ensure that this is no later than Friday, 3rd March 2017), register the following details at the itinerary registration form.

(a)  Flight route (including transiting airport, if applicable)
(b) Airline company and flight number to Central Japan International Airport, if applicable
(c) Scheduled arrival date and time at Central Japan International Airport or Nagoya Station, including access, if arriving at another airport
(d) Date and approximate time of your arrival at the dormitory (NUPACE stipulated arrival time; 10:00-17:00)

*If, after registration, you decide to change your travel itinerary, especially your arrival time at the student residence, make sure to notify the NUPACE Office of the revised schedule. This is important because University staff and volunteer students will be waiting at the dormitory to help you with moving-in procedures at the stipulated time.

1-3. Departure from Japan
If you are reserving a return flight, please avoid moving-out from your dormitories on Sundays and Mondays. In order to receive final monthly stipend, JASSO, IAJ, and Canada-Japan Strategic Interchange Program scholarship recipients are required to stay in Nagoya for at least ten days of the month of departure.

*If you are departing at the end of the spring 2017 semester, the moving-out date is expected to be Thursday, 31st August at the latest. If you are departing in February 2018, you will be requested to move out from the university housing by Wednesday, 28th February at the very latest.

2. Passport, Visa and Registration Matters

Those students who have not yet applied for a passport are urged to do so as soon as possible.

2-1 Students Entering Japan on a Non-Japanese Passport Visas
Your ‘Certificate of Eligibility’, the document required for visa procedures, will be sent to you from the International Student Exchange Division via express mail in early March. Once you have received the Certificate, promptly take it, and any other relevant documentation, to the nearest Japanese diplomatic mission in order to apply for a ‘student’ visa. Please be sure to arrive in Japan after you have obtained a ‘student’ visa in your home country.

2-2 Landing Procedures and Confirmation of Residence Card
As part of landing procedures in Japan, you will be required to submit your fingerprints and facial photograph at immigration control. Also, when you receive your residence card at the airport, please check whether the spelling and spacing of your name are correct.

2-3 Students Entering Japan on a Japanese Passport
Students entering Japan on a Japanese passport shall not be subject to the landing procedures outlined above. They should, however, ensure that they bring the following documentation with them to Japan to facilitate resident (moving-in) registration procedures at the local ward office.

  1. Family register (koseki tohon)
  2. Appendix to Family Register – history of resident records (koseki fuhyo)
The above documentation can be obtained from the local municipality at which your family is registered. If you are not in possession of it, please make sure to prepare in advance.

3. Part-time Work Permit (Students entering Japan on a Non-Japanese Passport)
Permission to engage in part-time work can be applied for and approved at any international airports in Japan. Students interested in working part-time should fill out the attached application form in advance and submit it upon arrival at the airport. Once you have applied for the permit, please confirm that there is a permission statement and stamp on the reverse side of your residence card. The application form can be downloaded from the website, The Ministry of Justice, shown below;

NB. Part-time work restrictions do not apply to Japanese nationals.

4. Moving into Student Dormitories
Please note that university housing will NOT be made available before Monday, 3rd April 2017. Before this date, it will be your responsibility to find your own accommodation.

Students can travel in Japan before arriving in Nagoya. Please keep in mind that the validity of your period of residence begins from the date of your entry into Japan. If you arrive in Japan too early, your residence status may expire during the program period.

All students are requested to make their own way to the dormitories directly from airports or hotels. It takes approximately one hour from Central Japan International Airport, and half an hour from Nagoya station, to reach each dormitory. If arriving at Central Japan International Airport, please book a flight which arrives no later than 3pm.

After leaving your luggage in your room and receiving materials, including the fixed schedule of orientation period, at the dormitories, please come to the NUPACE Office.

Please DO NOT complete procedures at the local municipal office before the orientation. As procedures comprise not only moving-in notification, but also application for your health insurance and pension waiver, NUPACE has arranged a paperwork session, at the orientation, which will facilitate the process.

5. Orientation and Academic Schedule
The NUPACE orientation program will be held between 5th ~ 10th April, 2017. All students must ensure that they do not miss any session relevant to them. Classes will commence on Tuesday, 11th April 2017. During the orientation period, you will need 1 photograph (3.5 cm x 4.5 cm) for student registration at your school of affiliation. This should be a full-frontal picture of your face. Course registration procedures will be explained at the academic orientation

The NUPACE academic calendar 2017-2018 runs as follows:
*Spring 2017 Semester
Academic Orientation: Friday, 7th April 2017
Academic Semester Commences: Tuesday, 11th April 2017
Academic Semester Ends: Monday, 7th August 2017

*Autumn 2017 Semester
Academic Orientation: Late September 2017
Academic Semester Commences: Monday, 2nd October 2017
Academic Semester Ends: Friday, 9th February 2018
(Winter Vacation Dates: Thursday, 28th December - Sunday, 7th January)

6. Insurances
All NUPACE students are required to subscribe the Japan National Health Insurance (JNHI) program after arrival, irrespective of duration of stay in Japan, or prior enrolment in an insurance program in their home country. For a monthly premium of approximately 1,700 yen, JNHI policy holders are entitled to a 70% discount on most medical and dental fees incurred.

All NUPACE students are also required to subscribe to the ‘Personal Liability Insurance for Students’ offered by Nagoya University Co-op, even if they have already taken out such insurance in their home country. The Insurance fee is 1,780yen per year and it covers up to 100 million yen of damages to a third party. Although application for personal liability insurance requires the purchase of student co-op membership, the membership fee (4,000 yen) will be refunded prior to your departure.

7. Money Matters
Ensure that you have enough money with you when you enter Japan, preferably in Japanese yen, to help defray initial expenses.

A) Bank Account:
JASSO, IAJ, CSC and Canada-Japan Strategic Interchange Program scholarship recipients will be assisted in opening a bank account with the Bank of Tokyo-Mitsubishi UFJ in order to receive their scholarship stipends. It will take approximately a month to open the bank account. *Please note that students from universities in the USA are required to declare their TIN or SSN numbers when opening a bank account.

Independently-financed students are responsible for opening their own bank or post-office accounts.

JASSO, IAJ, CSC and Canada-Japan Strategic Interchange Program Scholarship Recipients
Scholarships are usually transferred to students’ bank accounts on the 25th of every month. However, the first stipend will be provided in late May. Please ensure that you bring sufficient money with you to help defray initial expenses. We recommend a minimum of 150,000 yen.

B) Credit Cards You can withdraw money by credit card (Visa, MasterCard, or any other card with Plus or Cirrus symbols) at ATMs displaying an ‘International ATM Service’ sign, and NUPACE strongly recommends that you bring a credit card to Japan.

International Education & Exchange Center
Nagoya University
Furo-cho, Chikusa-ku, Nagoya 464-8601, Japan
TEL: +81-52-788-6119/789-5406   FAX: +81-52-789-4201

N.B. As of October 1, 2013, the Education Center for International Students has been restructured, and is now known as the International Education & Exchange Center.

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