Issuance of Certificates after Graduation (Faculty of Science and Engineering, Faculty of Information Sciences and Arts, Faculty of Engineering)

Issuance of Certificates after Graduation

Various certificates can be applied for by visiting the Academic and Student Affairs Section on the Kawagoe Campus or by sending an application by post. Applications by phone, FAX or email cannot be accepted.

  To protect personal information, the applicant is requested to show (or, when applications are made by post, enclose a photocopy of) his/her ID to prove that he/she is the alumnus/alumna for  whom a certificate is being applied for, at the time of certificate issuance.
  If someone other than the alumnus/alumna (applicant) for whom a certificate is being applied for (hereinafter, “the proxy”) apply in place of the applicant, the proxy is requested to show a letter of proxy from the applicant, the applicant’s ID (or its photocopy), and the proxy’s own ID. (When application is made by post, the letter of proxy, a photocopy of the applicant’s ID, and a photocopy of the proxy’s ID must be enclosed with the application documents.)

Please note that no certificates can be issued unless the above-designated documents are shown or submitted.

Acceptable ID

Acceptable ID are listed below. Applicants (and proxies) are requested to show (or send a photocopy of) one of them.

  • Driver’s license
  • Passport
  • Health insurance card
  • Individual Number Card
  • Basic Resident Registration Card
  • Residence Card

* Application for a certificate concerning an alumnus/alumna whose name has been changed after graduation requires the applicant to submit an official (overall or partial) copy of his/her family register in addition to any of the above-designated documents. (An official copy of proxy’s family register is not necessary.) Please note, however, that certificates will be issued under the name at the time of graduation. (The name shown on certificates cannot be changed to the current name.)

* For applicants who have changed their last name after graduation, in addition to the required identification documents, one of the following documents is necessary (not required for identification of the proxy): The original copy (photocopy not accepted) of the applicant’s family register (or extract), the applicant’s “My Number” card, the original copy of the applicant’s Residence Card (photocopy not accepted), or the applicant’s driver’s license  that contains the applicant’s previous name. Please note that certificates will be issued with the applicant’s name at the time of graduation (certificates cannot be issued with the applicant’s current name).

* For applicants who have changed their first name after graduation, in addition to the required identification documents, the original copy (photocopy not accepted) of the applicant’s family register (or extract) is also required (not required for identification of the proxy).

* You must show (or send a photocopy of) your ID every time you apply for certificates.

* If you are to send a photocopy of an Individual Number Card as an ID, photocopy only the front side of the card because the card holder’s Individual Number is shown on the back side of the card.

1. How to apply at the counter

   Issue the designated application form using a certificate-issuing machine on the Kawagoe Campus, fill it in, and submit it together with the following documents at the counter of the Academic and Student Affairs Section.

Necessary document

Application by an alumnus/alumna

Application by a proxy

ID of the applicant (alumnus/alumna) (or its photocopy if a proxy is applying)

ID of the proxy

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Letter of proxy [PDF format: 113 KB]

Print out the letter form and fill it in.
If you cannot print it out, write the following information on any sheet of paper.

  • Declaration of the applicant’s intention to request the proxy to make the application in his/her place, together with the applicant’s signature and seal
  • If the applicant wishes to have his/her personal information not registered in the alumni data,* declaration of his/her wish

* For details about the alumni data, see “4. Other.”

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2. How to apply by post

  Send the following documents to the Academic and Student Affairs Section by post.

Necessary document

Application by an alumnus/alumna

Application by a proxy

Request for Issuance of Certificates [PDF format: 253 KB]

Print out the letter form and fill it in.
If you cannot print it out, write the following information on any sheet of paper.

If you need to have your enrollment period certified in order to receive a pension or for other purposes, have a Certificate of Graduation issued for a fee.
(The Certificate of Graduation also indicates the enrollment period.)
* Please note that the Certificate of Enrollment Period issued by Toyo University is intended to certify the enrollment period of a former student who withdrew (or was expelled) from the University.

Necessary information

  • Names of the faculty, department and course from which the applicant graduated
  • Student ID number (If you have forgotten your student ID number, indicate that fact.)
  • Name (with its katakana transliteration)
  • Date of birth
  • Year and month of graduation
  • Contact address and phone number (at which the applicant can be reached during the Academic and Student Affairs Section’s office hours)
  • Name of the necessary certificate and the necessary number of its copies
  • Use (only if you are applying for the Certificate of Academic Standing or any certificates in English)
  • Where the certificate will be submitted (only if you are applying for the Certificate of Academic Standing or any certificates in English)
  • Name in alphabetical letters (just as shown on the passport; only if you are applying for any certificates in English)
  • If the applicant wishes to have his/her personal information not registered in the alumni data,* declaration of his/her wish

* For details about the alumni data, see “4. Other.”

Return envelope

Envelope larger than 23.5 × 12 cm, with the address and name of the recipient written and a postage stamp affixed
* Please note that postage was revised on October 1, 2019.

Fee

Only postal money orders are accepted. Cash or postage stamps are not accepted.
* Postal money orders are available at Japan Post Bank branches and at savings counters at post offices.
* Be sure to check that the amount is exact before you enclose the postal money order. Please note that the Academic and Student Affairs Section cannot give you change.

Photocopy of an ID of the applicant (alumnus/alumna)

*For applicants who have changed their last name after graduation, in addition to the required identification documents, one of the following documents is necessary (not required for identification of the proxy): The original copy (photocopy not accepted) of the applicant’s family register (or extract), the applicant’s “My Number” card (a photocopy of only the front of the card), the original copy of the applicant’s Residence Card (photocopy not accepted), or the applicant’s driver’s license (a photocopy of the front and back of the card) that contains the applicant’s previous name. Please note that certificates will be issued with the applicant’s name at the time of graduation (certificates cannot be issued with the applicant’s current name).

*For applicants who have changed their first name after graduation, in addition to the required identification documents, the original copy (photocopy not accepted) of the applicant’s family register (or extract) is also required (not required for identification of the proxy).

* In the case of the Individual Number Card, photocopy only its front side.
* In the case of the Residence Card, photocopy both sides.

Photocopy of the proxy’s ID

* In the case of the Individual Number Card, photocopy only its front side.
* In the case of the Residence Card, photocopy both sides.

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Letter of proxy [PDF format: 113 KB]

Print out the letter form and fill it in.
If you cannot print it out, write the following information on any sheet of paper.

  • Declaration of the applicant’s intention to request the proxy to make the application in his/her place, together with the applicant’s signature and seal
  • If the applicant wishes to have his/her personal information not registered in the alumni data,* declaration of his/her wish

* For details about the alumni data, see “4. Other.”

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3. Fees

Certificate type

Fee

Certificate type

Fee

Certificate of Graduation (in the University’s designated format)

200 yen

English Certificate of Graduation

500 yen

Academic Transcript (in the University’s designated format)

200 yen

English Academic Transcript

1,000 yen

Character Certificate (in the University’s designated format)

200 yen

Certificate of Academic Standing
(former Certificate of Earned Credits Necessary for Teaching Certificate)

300 yen

* The fee amounts shown here are unit amounts for one copy of a certificate as of April 1, 2019. For information about certificates other than the above-listed ones, consult the Academic and Student Affairs Section.

* The Fee for the Certificate of Graduation, Academic Transcript or Character Certificate in a format other than the University’s designated format is 300 yen.

* The fee for any type of certificate (in Japanese) concerning non-matriculated students is 300 yen.

* To have the University certify the enrollment period of a former student who withdrew (or was expelled) from the University, apply for the Certificate of Enrollment Period (300 yen).

* The fee for any kind of Certificate of Academic Standing is 300 yen.

4. Other

  1. While the Certificate of Graduation and Academic Transcript (in Japanese) can be issued on the same day as application, issuance of other certificates requires about one week after application is accepted. Apply as early as possible so that you can receive the certificate in good time. (The above-specified lengths of periods do not include days needed for mailing in the case of application by post.)
  2. If certificates must be issued in designated forms, be sure to bring (or, when applications are made by post, enclose) the designated forms at the time of application.
  3. The Character Certificate can be issued only within three years after graduation.
  4. If you are applying for the Certificate of Academic Standing, clearly indicate whether the certificate must comply with the latest, previous or older revision of the Educational Personnel Certification Act, and the names of courses in which your academic standing must be certified (“junior high school mathematics,” “senior high school mathematics,” etc.).
  5. If you want the issued certificate to be sent in a sealed envelope with the university’s official stamp over the back flap, request the section in charge to do so. (If you apply by post, clearly write your request.)
  6. The personal information that applicants offer to us will be registered in the alumni data with the consent of the applicants. The alumni data is managed and safeguarded appropriately and used within the scope necessary for the Toyo University Incorporated Educational Institution to contact alumni. The alumni data will be never used for other purposes. After certificates are issued, ID copies submitted by the applicants will be destroyed under the University’s responsibility.

5. Contact for application and inquiries

Academic and Student Affairs Section, Kawagoe Campus Office, Toyo University

2100 Kujirai, Kawagoe City, Saitama Prefecture 350-8585

Tel. +81 (0)049-239-1312

(For inquiries to campuses other than the Kawagoe Campus, click here.)

[Office hours]

Monday to Friday: 9301300; 14001645
Saturday: 9
301245

* The office hours are subject to change soon after the academic year starts or during students’ breaks. Be sure to check information offered on the University’s website in advance.

  • Office hours are subject to change during long school holiday periods. Please check the Toyo University website.

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