CoE Procedures
Table of Contents
CoE Procedures
The University of Osaka (UOSaka) applies for the Certificate of Eligibility (CoE) using the CoE Web Application System on behalf of international students. The procedures are noted below.
1. The applicant receives the following documents from the administrative office (A.O.)
Form 1: Information of Visa Application
Form 2: Information Sheet for CoE Web Application and Visa Application Form
*A.O. will fill out Form 2 before sending it to the applicant.
2. The applicant enters required personal information on the CoE Web Application System.
3. Applicant receives an application completion email.
4. The applicant uploads required documents to the web page, whose URL is included in the confirmation email. Required documents are described in Form 1.
5. UOsaka will apply for a CoE on your behalf at the Regional Immigration Services Bureau. It takes about a month from application to issuance.
6. The Immigration Services Bureau will issue a CoE and send it to UOsaka via email.
7. UOsaka will send the CoE to the applicant.
[Important] Certificate of Eligibility (CoE)
The CoE will be sent as an email from the Immigration Bureau. When applying for a visa and entering Japan, please show the email or its printed copy.
Click here to view a sample.
Application for your visa to the Japanese Embassy or Consulate
1. After you receiving your CoE, apply for a student visa at your nearest Japanese Embassy or Consulate.
*Contact the Japanese Embassy or Consulate in advance regarding the required documents.
2. Your visa will be issued by the Japanese Embassy or Consulate.
Entering Japan
- Enter Japan with your passport, visa, and CoE.
- Once your landing is permitted, your passport will be stamped with a seal of landing permission. A residence card will be issued to persons granted permission to stay for 3 months or longer. Be sure to confirm if your personal information, such as the date of permit, status of residence, and period of stay described on the landing permission seal, is correct.
- Those who are granted “Student” status with the permitted period of more than 3 months can apply for the “permission to engage in activity other than the activity permitted under the status of residence previously granted” after receiving a landing permission.
Click here for “permission to engage in activity other than that permitted under the status of residence previously granted.”
[For coordinators for the study abroad program at UOsaka] Process from CoE application, Visa application, to Entering Japan
(1) A.O. –> Applicant (international student coming to Japan)
The applicant receives the following documents from A.O. of UOsaka by email.
Form 1: Information of Visa Application
Form 2: Information Sheet for CoE Web Application and Visa Application Form
For Form１and Form2, click here. (Internal use only)
(2) Applicant –> S.O.
The applicant completes web application and send required documents through the URL in the email from the web application system.
(3) S.O. –> A.O.
S.O. sends the applicant’s information to A.O.
(4) A.O. –> S.O.
A.O. checks the information and gives approval. When the applicant is not the expected person, A.O. can reject the application. After the approval, A.O. sends required documents to S.O.
(5) S.O. –> Applicant
S.O. sends an email to the applicant when the application is ready to submit.
(6) S.O. –> Immigration Office
S.O. applies for CoE to the Immigration Office
(7) Immigration Office –> S.O.
Immigration Office sends a digital CoE to S.O. via email
(8) S.O. –> Applicant
S.O. forwards a digital CoE to the applicant via email
(9) Applicant <-> Japanese Embassy or Consulate
The applicant applies for a visa at the Japanese Embassy or Consulate. Prepare your visa application form, photo, passport, digital CoE, and other required documents
(10) Applicant
The applicant enters Japan with a visa (passport) and a digital CoE*.
* The CoE is sent as an email from the Immigration Bureau. Show your CoE on smartphone or present its printed copy.