april/ october admissions application for the student visa ... · student visa application - april/...

The Yamasa Institute

April/ October Admissions

Application for the Student Visa

English Application Handbook

Contents

Admission Guidelines

1. Application for the student visa………………………………………………………………………3

2. Application documents………………………………………………………………………………..5

3. Application fee.…………………………………………………………………………………………7

4. Key dates in the Application Process………………………………………………………………..8

5. Submitting the application documents….…………………………………………………………..8

Enrollment Procedures

1. Enrollment flow from application fee payments to notification of arrival - Step 1～5………..…9

Events and procedures after arrival in Japan

1. Further details and useful information before arriving in Japan…………….……………………10

2

ADMISSION GUIDELINES

1 Application Eligibility for the Student Visa

1 Before applying to the Student Visa

2

Other suitable visa to study for short or long term study

3 Eligibility

・Applicants must not possess Japanese nationality

・Applicants must have graduated, before the enrollment date at the Yamasa Institute, from a high school –

i.e. completed a standard 12-year course curriculum or an equivalent to a high school curriculum OR a

higher academic degree from college or university

・Applicants must have reached 18 years of age before the enrollment date

・Applicants must demonstrate Japanese language ability and have received Japanese language education

from a language school or private tutor

Status of Residence

Applicants who wish to apply for a student visa must fulfill ALL of the following requirements:

Japanese nationality（日本国籍）

Long-term Resident（定住者）

Permanent Resident（永住者）

Working Holiday Visa

Dependent/ Spouse or Child of Japanese National

Please contact the Yamasa Institute ([email protected]) if you are unsure of requirements and eligibility

on your current status of residence.

There are two application periods set for the admission for the student visa - these are for April and October

commencement. If your visa application is successful, you should enter Japan within 90 days from the issue

date of the Student Visa. Postponing your studies to the next semester is possible, but a new visa application,

supporting documents and payment of application fee is required.

Upon granting a student visa, The Yamasa Institute help the student as a preparatory school for those who wish

to enter a college or university in Japan, or those who wish to work in Japan. Applicants who would like to apply

for other reasons (eg. use Japanese at their own home country, personal interest) may also apply for the

student visa, as long as the applicant meets all the criteria for eligibility. In the case the applicant does not meet

all the criteria, he or she may apply for the AIJP/ AJSP course on a different status of residence.

- Student Visa applicants are granted 1 year of visa at their first application. Applicants can study for a minimum

of 6 months, maximum of 2 years. Those who wish to study for more than a year may apply for an extension at

the Immigration Bureau.

- The status of residence "Student" for Japanese language studies has a maximum period of 2 years, being able

to extend the status of residence "Student" only if the applicant will enter a college or university in Japan right

after completion of studies at the Yamasa Institute. Those who plan to enter a college or university in Japan

must provide evidence of funds needed for the duration of studies at the Yamasa Institute AND enough funds to

cover the first year of study at a college or university in Japan.

- Applicants who wish to work in Japan after completing their studies at Yamasa must at least have graduated a

4-year length course at a university.

- Those who finished high school have the option of going back to their own country to use Japanese at work or

enter a university in Japan.

Students holding a status of residence below do not need or may not need to apply for a student visa.

3

Nationals of China, Vietnam, Bangladesh, Myanmar, Mongol, Nepal and Sri Lanka must fulfill ALL of the

requirements below:

・Applicants must have graduated, before the enrollment at the Yamasa Institute, from a 4-year length

course at a university and received a bachelor's degree (or higher).

・Applicants must have received Japanese language education and submit a Japanese Language

Proficiency Test results (JLPT, NAT, J-TEST etc) taken BEFORE the enrollment at the Yamasa Institute

・Applicants must have a guarantor residing in Japan

Applicants of the nationalities listed above must contact the Yamasa Institute before proceeding with their

visa application.

4

2 Application documents

Application forms

Student visa application - April/ October commencement

1 Registration form 1





Certificates and other supporting documents

Application for the Homestay Program

Complete this form if Homestay is one of your TOP 2 preferences. If you intend to stay in one of our studio

apartments or dormitories provided by Yamasa's Housing you will only need to fill out the online form,

available after the screening process of your application.

11

Medical Certificate

6 photographs

Photocopy of passport

- Letter from your employer, stating the following:

　・Full name of employee

　・Period of employment

　・Annual salary

　・Workplace address, phone number

If self-employed, please provide a business license or registration and tax records.

Evidence of Occupation

9

8

The applicant must complete all sections neatly, referring to the guidance available on the forms. If

handwritten, make sure your writing is legible, using black or blue pen or ballpoint pen. Pencil is NOT allowed.

The Declaration section in the end of the Registration Form must be signed and dated by the applicant by

hand.

Application Essays

Follow the instructions given on the Registration form 5, and make sure to read section 1, "Before applying to

the Student Visa". The applicant must write all essays neatly. If handwritten, make sure your writing is legible,

using black or blue pen or ballpoint pen. Pencil is NOT allowed. The Registration Form must be signed and

dated by the applicant by hand.

10

12


-Self-sponsored student: fill out the "Affidavit of Financial Support (For the self-sponsored applicant)" and

provide a bank statement and proof of employment (see number 12 and 13).

-Students who will be sponsored by a family member: fill out the "Affidavit of Financial Support" and provide

documents listed on number 15

Six identical photographs taken within six months of the time of application

- Clear front, no hat, sunglasses or background

- The photo should be in color, but must have only a white background

- Photos with dark, colored or patterned backgrounds will not be accepted

- The photographs must be 4 centimiters high by 3 centimeters wide

- You must use a professional passport/ visa photo service

Photocopy of all pages of your passport. If you possess more than one nationality, please submit photocopies

of the passport you plan to enter Japan on.

-If you do not hold a valid passport yet, send an official certificate of your country, such as birth certificate or

national ID card. Please send scan copies of all pages of your passport as soon as it is issued.

- For those who have ever visited Japan: Photocopies of current and previous passports with Japanese visa

stamps.

- Copy of Residence Card if you are a long-term resident in Japan at the time of your enrollment

A medical doctor needs to provide a typed letter explaining your current physical and mental conditions - fit/

healthy, specific medical conditions; if you are taking medications, how you will bring them to Japan. The letter

must be produced within the admission period. The letter must be in English or Japanese, or with translation

attached.

If you are residing in Japan when preparing your supporting documents, ask at a local hospital or clinic for a

"kenkoushindan sho"（健康診断書）

Submit at least one of the following documents:

- Original or certified copy of Diploma AND Academic Transcripts of your most recent education (high school,

college, university)

Nationals of China, Vietnam, Bangladesh, Myanmar, Mongol, Nepal and Sri Lanka must have graduated at a

university before their enrollment at the Yamasa Institute

　・You must include English or Japanese official translation if the document is not issued in one of these two

languages

Official school

documentation

Affidavit of Financial

Support

7

5

Submit, where possible, all items applicable. Applicants must have completed formal studies of at least 150

hours, covering the following:

　・Original results for Japanese proficiency tests

　・Transcript of Results/ Completion Certificate from a Japanese language school

　・Letter of Reference from a private tutor

Documents proving

Japanese proficiency

Documents required

from your sponsor

- Self-sponsored applicants

　・Official statement from your bank - a summary of transactions over a given period

This must not be a printout of online statements, but an official document issued by the bank. Applicants must

show that they can cover all the expenses incurred for at least 6 months of study, which includes flight ticket

fees (average), tuition, accommodation and living expenses, equivalent of at least 1,200,000 yen. Those who

plan to enter a college or university in Japan must provide evidence of funds needed for the duration of studies

at the Yamasa Institute AND enough funds to cover the first year of study at a college or university in Japan.

- Applicants sponsored by a family member

Refer to "Documents required from your sponsor (15)"

Bank Statement

If a family member will be covering the expenses of your study and stay at Yamasa, please also submit the

following documents:

　- Affidavit of Financial Support (form available)

Your sponsor must fill out the Affidavit of Financial Form, included on the registration form set

　- Bank statement

Sponsor's summary of financial transactions from a financial institution - showing the availability of at least

￥(yen)1,200,000

　- Evidence of Occupation

A letter from your sponsor's employer. It does need to state the following:

　Full name of the sponsor

　Date of birth of the sponsor

　Period of Employment

　Annual income

Official statements from financial institutions should be dated within the admission period.

　- Document detailing relationship with applicant

　Birth Certificate, National ID

If the sponsor is not a family member, the sponsor and the applicant must write a Statement of Reason,

detailing their relationship and reason for sponsorship.

15

14

13

6

3 Application fee

1 Application fee: 22,000 yen

2 Payment Methods

・Yen-denominated wire transfer from a financial institution

Amount to transfer 22,000 yen

Contact Information Name and passport number of the applicant

Account name THE YAMASA INSTITUTE

Bank name Sumitomo Mitsui Banking Corporation

Bank address

Account number 0143589

SWIFT CODE SMBCJPJT

Branch number 703

Branch name Okazaki

・Credit card payment

・Domestic (Japan) remittance

銀行名三井住友銀行

支店名岡崎支店（支店番号703）

口座番号普通　0143589

口座名義学校法人　服部学園　YAMASA言語文化学院

SWIFT

※金融機関（銀行コード）：0009

（「ガク)ハットリガクエン　ヤマサゲンゴブンカガクイン」）

When making a remittance from abroad, please use the following bank information. Any fees charged by the overseas bank

must be paid by the applicant.

To make the Application Fee transaction, visit the website below:

https://goo.gl/W2zziK

When making a domestic remittance, please use the bank information below. You must write the name of the applicant when

sending the funds.

2-9-1, Koseidorinishi, Okazaki, Aichi, Japan 444-0059

・The Application fee can be paid by bank transfer in Japanese yen from an overseas financial institution or credit card if

you live outside Japan, or via domestic transfer（国内振込）.

・You must submit, along with other supporting documents, proof that you have completed the payment of the

Application Fee, such as copy of the bank remittance.

・Due to high costs incurred on each visa application, the Application Fee will cannot be refunded under any

circumstances.

・Cash or postal money orders（現金書留）will NOT be accepted.

7

5 Key dates in the Application Process

4 Submitting the application documents

1 Address to submit the application

Yamasa Admissions


1-2-1 Hanehigashi Machi

Aichi Prefecture

Okazaki City

444-0832 JAPAN

Phone: +81-564-55-8111

Essential points when preparing your application

March 20th - May 31stof the year of commencement

September 20th - November 30thof previous year of commencement

October

April

Semester Visa application admissions

・The Yamasa Institute will contact applicants if the application is incomplete. When additional documents or

amendments are required by the Yamasa Institute, you must take appropriate action swiftly.

・All the forms filled in by the applicant must be written in English or Japanese.

・Only ORIGINAL official documents such as Diploma, Transcript of Results, Certificate of Birth, among others – will be

returned to the applicant after the visa results announcement. Certified copies and documents that can be issued on

request - such as medical certificate or letter from your employer - can NOT be returned.

・If you are currently enrolled in an educational institution (college, university, etc) and the school is unable to provide a

diploma or transcripts, you must submit an Enrollment Certificate, stating your full name, date of birth and the period of

study (graduation date can be an approximate).

・Application and acceptance into the Institute will be revoked if any false information is found in the submitted

documents.

Enrollment Procedures after announcement of results

(for successful students)

Applications are accepted by post (registered courier) or in person only. The Yamasa Institute will NOT accept

applications by email or fax.

To submit the application documents, you must use a courier service, such as FedEx, DHL, EMS, etc. Student who will

submit their application documents in Japan must use registered express mail（書留速達郵便）.

Before submitting your application documents, you must ensure that you have sorted all supporting documents and

registration forms required, and that you have completed payment of the Application Fee.

The package must be delivered at the Yamasa Institute by the admission deadline of the desired semester of study. The

Yamasa Institute does not accept applications delivered before or after the admission period. In the case of unexpected

delay on the courier service please contact the Yamasa Institute and provide the tracking number of the package.

Notify Yamasa of

arrival in Japan and

pick up service

Certificate of Eligibility

mailed after

confirmation of fee

payments

Payment of

tuition fee

Accommodation fee

(if applicable)

Step ① Step ② Step ③

8

ENROLLMENT PROCEDURES

1 Step 1 - Payment of Application Fee

2 Step 2 - Submission of application documents

3 Step 3 - Announcement of Visa Results

Tuition fee discounts:

4 Step 4 - Receiving documents

5 Step 5 - Notification of Arrival

Once you receive the package from the Yamasa Institute, please confirm the documents and any original documents to

be returned.

The applicant must bring the Certificate of Eligibility, Letter of Acceptance, passport and photos for application to the

nearest Embassy or Consulate of Japan to apply for the Student Visa. The visa at the Embassy or Consulate usually

takes a week or more to be processed.

The Yamasa Institute will notify the visa results by email, in late February for April Admissions, and late August for

October Admissions. The notification is made as soon as the Yamasa Institute confirms the list of successful students

with the Immigration Office. It is not possible to receive the results before the stipulated date. Yamasa will send out the

Certificate of Eligibility and other necessary documents to the applicants by registered mail to addresses in Japan, and

by registered courier to addresses overseas. Successful students must confirm enrollment and pay the fees before the

Certificate of Eligibility is mailed, and the Certificate of Eligibility will not be mailed until payment of tuition fee is

confirmed.

A Yamasa staff will pick up arriving students at JR (Japan Railways) Okazaki Station or directly at Chubu Centrair

International Airport, Nagoya (fees apply). Please refer to our website for more information on how to get to Okazaki.

April Admissions – September 20th to November 30th

Students applying for April commencement will be notified of the screening process/ submission to the Immigration

Office by the end of December or early January.

October Admissions – March 20th to May 31st

Students applying for October commencement will be notified of the screening process/ submission to the Immigration

Office by the end of June or early July.

Fees include: Tuition Fee, Accommodation Fee (if applicable) for at least quarter 1 and 2 (1 semester). Other expenses

such as bedding, extension days of accommodation should also be included

You must confirm the number of quarters to be paid, accommodation options and other expenses with the Yamasa

Institute. An invoice will be issued to confirm the itemization and payment methods.

For tuition fees, please refer to the AIJP/ AJSP page:

AIJP: http://yamasa.org/en/programs_aijp.html

AJSP: http://yamasa.org/en/programs_ajsp.html

For accommodation options and expenses, please refer to the Accommodation page:

http://yamasa.org/en/facilities_accommodation.html

・Alumni discount: former students of a Yamasa program (short or long-term course, excluding Private Lessons) are eligible of the 20%

discount to the initial payment of fees

・A 10% discount is given to students who pay for 1 year of tuition

・For those students who complete all of their enrollment by the periods indicated below, the following discounts are applied for early

payment.

＜16 weeks prior to start＞ 10% Discount ＜12 weeks prior to start＞ 5% Discount

・For students who have JLPT N2 or N1 a 10% discount is awarded to the initial payment of fees (Certificate must be provided)

Discounts do not apply to extra optional courses/lessons or accommodation fee.

Please refer to page 7 of this handbook for method of payments. Payments should be made no later than the deadline

for the desired commencement semester.

April Admissions – deadline is November 30th of the previous year

October Admissions – deadline is May 31st of the same year

9

At the airport

Arrival at Yamasa

Assessment test

Entrance Ceremony, Orientation

Address registration, National Health Insurance

Mobile phone, bank account in Japan, living expenses

You must show the customs the visa stamp and, if required, the "shikakugai katsudō

shinseisho"(資格外活動申請書), an application form that grants you permission to do part-time jobs. Student

visa applicants will receive their Residence Card at the airport, and are required to register their address on

the back of their card (see Address registration, National Health Insurance and Pension Fee Exemption

below)

Each student’s ability is assessed when they arrive at Yamasa and then placed in the level of class that best

matches their ability. Tests are held during the 3-2 days before the commencement date. Date and time of

the test will be notified with the visa results via email.

Students can apply for a cellphone subscription and open a bank account in Japan once they have their

accommodation address registered on their Residence Card. Note that some financial institutions require an

inkan (name stamp) when opening a bank account. Students have the option of bringing cash from

overseas, transfer funds from an overseas financial institution into the Japanese account or withdraw cash

once in Japan (using Japan Post ATM) to deposit into the new account.

A Yamasa staff will pick you up at JR Okazaki Station or Centrair Chubu Airport. Students can arrive from 3

days before the commencement date without paying an extension fee. Please refer to the instructions

mailed with your Certificate of Eligibility.

The Entrance Ceremony and Orientation (English, Japanese, Chinese and Portuguese) will be held on the

first week of class, after the assessment test.

Student visa applicants will have their accommodation address registered on their Residence Card and will

qualify for the National Health Insurance System after a week of arrival. Monthly fee varies from 1000 yen to

2000 yen per month (fee differs each year). Subscription to the National Health Insurance System is

compulsory. Further information will be provided on the Handbook before your arrival.

EVENTS AND PROCEDURESAFTER ARRIVAL IN JAPAN

10

Send your application to:

Yamasa Admissions


1-2-1 Hanehigashi Machi, Okazaki City, Aichi Prefecture 444-0832 JAPAN

Phone: +81-564-55-8111

APPLICATION PERIOD AND CLOSINGA DATES/ DEADLINES

- Spring Admissions runs from September 20th to November 5th or previous working day

- Autumn/ Fall Admissions runs from March 20th to May 5th or previous working day

1-2-1 Hanehigashi Machi, Okazaki City, Aichi Prefecture 444-0832 JAPAN

Phone: +81-564-55-8111

IMPORTANT:

DO NOT SEND APPLICATION BY REGULAR MAIL. Please use courier service (FedEx, UPS, DHL etc).

11