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.
The procedures are noted below.
1. The applicant receives the following documents from administrative office (A.O.) of UOsaka.
Form 1: Information of Web Application System and CoE Application
Form 2: Information Sheet for CoE Application and Visa Application
*Form 2 will have necessary information filled before being sent to the applicant.
2. The applicant logs in to the CoE Web Application System and enters required personal information.
3. Applicant receives an email from the Web Application System confirming completion of application data registration.
4. The applicant uploads required documents to the webpage, whose URL is included in the confirmation email.
5. UOsaka will apply for a CoE on your behalf at the Regional Immigration Services Bureau. It takes about approximately 3 to 8 weeks 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 via email from the Web Application System.
[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 of an electronic CoE.
Application for your visa to the Japanese Embassy or Consulate
1. After you receiving your CoE, apply for a visa at your nearest Japanese Embassy or Consulate-General in your country.
*Contact the Japanese Embassy or Consulate-General in advance regarding the required documents.
2. Your visa will be issued by the Japanese Embassy or Consulate-General.
Entering Japan
- Enter Japan with your passport, visa, and CoE.
- Once your entry into Japan 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. Please make 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.
For Form１and Form2, click here. (Internal use only)
(2) Applicant –> S.O.
The applicant completes web application by entering required information, then send required documents through the URL indicated in the email from the Web Application System.
(3) S.O. –> A.O.
S.O. checks the application data and sends an approval request email to A.O.
(4) A.O. –> S.O.
A.O. reviews the information and gives approval.
After the approval, A.O. uploads required documents to the System.
When the applicant is not the expected person, A.O. can reject the application.
(5) S.O. –> Applicant
S.O. sends a notification email to the applicant when the application is ready to submit to the Immigration Services Agency.
(6) S.O. –> Immigration Services Agency
S.O. applies for CoE to the Immigration Services Agency
(7) Immigration Services Agency –> S.O.
Immigration Services Agency sends an email notifying the issurance of CoE to S.O. Web Application System
(8) S.O. –> Applicant
S.O. forwards a digital CoE to the applicant via email
(9) Applicant <-> Japanese Embassy or Consulate-General
The applicant applies for a visa, along with visa application form, photo, passport, digital CoE, and other required documents
(10) Applicant
The applicant enters Japan with passport, visa, and digital CoE*.
*The email body will be treated as your CoE, so please show the email screen on your smartphone or other device, or print it out in advance and present it as a hard copy.