COVID19 information

Here are important notices to international students regarding COVID-19.D-D19.dD

Important NEWS from the International Affairs Office

Negative COVID-19 test requirement to be lifted (Updated 9/5/2022)

Pre-entry procedures using Fast Track and Visit Japan Web Service (Updated 8/1/2022)

FAQ for International Students Who Are Entering Japan in Fall 2022

(Updated 8/1/2022)

Visa related questions


Q1: How do I obtain my student visa?


A1: You need the following documents and items to apply for the student visa through the nearest Japanese embassy/consulate in your country: 

  1. Certificate of Eligibility (COE) 

  2. Certificate for completion of Registration to ERFS System 

(uketsuke-zumi-sho/ 受付済証)

  1. Two copies of Confirmation Letter (kakunin-sho/確認書)

  2. Visa application form

  3. Passport photo

  4. Valid passport

  5. And other necessary documents required from the embassy/consulate general


As we mentioned in our July 22nd update, the Toyo University Support Office for COE and Status of Residence (TUGS) has submitted your applications for Certificate of Eligibility (COE) to Immigration. Once they have been issued, the Toyo University Support Office for COE and Status of Residence (TUGS) will send the COE to you along with the Certificate for completion of Registration to ERFS System (uketsuke-zumi-sho/ 受付済証) and two copies of  Confirmation Letter (kakunin-sho/確認書). There are three documents in total and once you have them all, then you can apply for your student visa at the nearest embassy/consulate in your country of residence. Please be sure to bring a passport photo and a completed visa application form.


You can confirm details from the following link.

https://www.toyo.ac.jp/en/news/international-exchange/20220616_fasttrack/


Q2: How long will it take to issue my visa?

A2: It usually takes about five business days, depending on the number of applications and whether or not there are any problems with your application. Because of COVID-related restructions, it could take longer.


Q3: If I have further questions about the visa related procedures, whom should I contact?

A3: For questions about visa related matters, please contact the Toyo University Support Office for COE and Status of Residence (TUGS)  (toyo-pugs@tugs.co.jp)


Q4: What is the information of the guarantor on the visa application form?

A4: Please fill in as follows. (Other items can be left blank)

Name: Toyo University

Tel.: 03-3945-7224

Address: 5-28-20 Hakusan, Bunkyo-ku, Tokyo 112-8606, Japan


Q5: How do I know if my COE has been issued?

A5: We will change the “Application processing status” on PUGS after your COE is issued. You can check it from the top page(https://toyo-pugs.com/sp/login?lang=en). The “Applicant status” will change to “COE sent” after shipping, you will also receive an email with the tracking number.

 

Q6: Can I get the scanned copy of the COE and other documents including ERFS first to apply for my visa?

A6: Once your COE is issued, we will upload the scanned data of all the documents on PUGS. Please download them from the following location.

Upload Location: Applicant data>Document>Other

*Some of the Japanese embassy or Diplomatic missions abroad may not accept applications with data, please make sure to check in advance.

*The original copy of COE is required for Immigration check at the airport, please be sure to receive the original copy before your departure.

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 Q7: Can I change my mailing address?

A7: Yes, you may change your mailing address before shipping. In that case, please contact the Toyo University Support Office for COE and Status of Residence (toyo-pugs@tugs.co.jp) as soon as possible. Once the package has been shipped, it cannot be changed, so please have an alternate recipient to pick it up if you are not available.

 

Departure related questions


Q8: Can I book my flight ticket now?

A8: Please do not book your flight ticket until your student visa has been issued. If there is a delay in the issuance of your visa, you may need to change/cancel your flight, which could be very costly. 


Q9: Is there a designated entry date?

A9: At this point we expect you to arrive on September 8, 9, 15 or 16. (We set 2 more entry dates considering COE issuance status) Check-in at the AI-House dormitory is from 10:00 to 17:00. If there are delays in COE issuance, we will adjust the arrival/orientation schedule for students who are unable to arrive by September 8 ,9, 15 or 16. 

Note: Please come to Japan September 8, 9, 15 or 16 if possible. However, if you cannot arrange your flight due to late visa issuance, please contact (mlies@toyo.jp) and let us know your situation before booking your ticket. 

*You cannot check into the AI-House from 18:00-9:00 on weekdays or on Sundays.

If you arrive on those time, please stay in a hotel for a night.

 

Q10: Do I need to register AMARYS?

 A10: No, you don’t need to register AMARYS. Please answer the survey  “2022 Fall Exchange Student Pre-arrival Questionnaire” instead of AMARYS.

           *Answer the survey as soon as you get a flight ticket. 

           Survey link: https://forms.gle/VQGe5yGJEH8vrxqu9


Quarantine/COVID-19 related questions

Q11: Are vaccination and quarantine mandatory to enter Japan?

A11: It depends on the country/region of your residence before your arrival in Japan. The countries/regions are classified into ‘Blue’, ‘Yellow’ and ‘Red’. You can find the list of the countries here: https://www.mhlw.go.jp/stf/covid-19/border_category.html



Country/region of your residence before your arrival in Japan


Vaccination Certificates

Quarantine

Pre-departure PCR test

On arrival PCR test

Isolation

BLUE

No need


REQUIRED*


x

x

YELLOW

with

x

x

without

3 days at home

RED

with

3 days at home

without

3 days at designated place

 *All entrants including Japanese citizens, re-entries and returnees are required to submit a ‘negative’ test result certificate for COVID-19, which has to be conducted within 72 hours before departure.


You can find the details here:

https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html


Q12: What are the COVID-19/quarantine procedures required to enter Japan?


A12:

1. Completing the following documents before departure
  1. COVID-19 negative test result certificate taken within 72 hours of the departure of your flight to Japan. You can find the certificate format from the link here.  https://www.mhlw.go.jp/stf/covid-19/border_test.html

  2.  COVID-19 Questionnaire*

  3. Written Pledge*

  4. COVID-19 Vaccination certificate (optional)

*You can find the above questionnaire and written pledge from the MySOS app here: https://www.hco.mhlw.go.jp/fasttrack/en/

 

2. Downloading/registering/filling in:

1) 2022 Fall Exchange Student Pre-arrival Questionnaire from the link here https://forms.gle/VQGe5yGJEH8vrxqu9



2) Download MySOS App in your smartphone https://play.google.com/store/apps/details?id=net.allm.mysos&hl=en&gl=US

Once you complete the above documents (1 a to d), you can upload them onto the MySOS app. Please follow the instructions carefully. Your documents will be reviewed by the Immigration Bureau. Based on the information and documents you submitted, the app screen will change its color into blue, green, yellow or red, that indicates your status upon your arrival. 


3) Download Covid-19 Contact-Confirming Application (COCOA) App in your smartphone https://play.google.com/store/apps/details?id=jp.go.mhlw.covid19radar&hl=en&gl=US

What is COCOA? https://www.mhlw.go.jp/content/10900000/000647649.pdf

 


4) Download Google Map in your smartphone https://play.google.com/store/apps/details?id=com.google.android.apps.maps&hl=en&gl=US



5) Register your information to the Visit Japan Web before you leave your country

1. Access Visit Japan Web: https://www.digital.go.jp/en/services/visit_japan_web-en/

2. Click “Sign up for a new account” and enter the necessary information.

3. Show airport staff the screens on your phone that indicate you have MySOS (Fast Track) and Visit Japan Web Service