Application procedures（2027 Spring）
1.Application procedures
Application eligibility
Students who are enrolled at our partner universities, and have been nominated by their home university.
※ Nominations from home universities to Kansai University will begin in mid-September.(Deadline: October 15)Online application deadline
October 16 (Fri) ～ October 31 (Sat), 2026 (JST)
Applicants are required to upload the necessary documents and materials on KU Gate during the above-mentioned period.Application method
All Applications must be submitted via the KU Gate system. The application URL will be automatically emailed to applicants from KU Gate on the application start date.
If you do not receive an email from KU Gate on the application start date, please contact the Division of International Affairs at ku-dia@ml.kandai.jp. When applying online, in addition to completing all the required fields, it is also necessary to upload the below documents (PDF, JPEG or PNG).
As these documents can be prepared prior to the start of the application period, applicants are advised to begin preparing the required documents promptly once the nomination period has commenced.
*When preparing the documents, please refer to the provided sample formats/instructions.
*Only documents issued within 3 months are valid.
*Forms 4 to 8 can be downloaded on this website.
*Please use Japanese characters or alphabetical characters when entering your name.
- Photograph for identification(*Only JPEG)
*For specifications and guidelines for ID photos, please refer to the “Website Here” and upload a photograph that meets all the requirements. - Passport page containing your photograph(*Only JPEG/PNG)
*If you hold dual citizenship with Japan, please upload both passports. - Certificate of Enrollment
*Upload the document that proves the nominated student is currently enrolled at their home university. *Transcript or Self Declaration Document is not applicable. - Certificate of Health
*Students need to undergo examinations for all the items listed on the certificate, including an X-ray.
*Indicate all pre-existing conditions, medical history, and medications you are currently taking.
【For individuals with Philippine, Nepalese, and Vietnamese nationality】Those who hold the nationality listed above and are coming to Japan for an exchange program will be subject to tuberculosis screening before entry. Based on the instructions from the Ministry of Health, Labour and Welfare and the Immigration Services Agency of Japan, students from Phillipines and Nepal required to undergo a health check at a designated medical institution and submit a tuberculosis-free certificate. For more details, please refer to this link. - Exchange Program Recommendation
*Should be filled by the responsible person for the exchange program at the student’s home university. - Exchange Program Covenants application
*The signature of the applicant is required. - Exchange Program Research Plan
*Only applicants who wish to study as a graduate exchange student at Kansai University.
Please understand that we cannot guarantee the acceptance as a graduate exchange student. - DORMITORY GUARANTEE *Only applicants who wish to live in the International Student Dormitory.
*Please understand that we cannot guarantee the acceptance at student dormitories due to the capacity. Kansai University will make the decision regarding dormiotry assignments, so it is not guaranteed that students can enter the preferred dormitory.
Graduate Exchange Students
Graduate exchange students may only apply if they are enrolled in a graduate program at their home university and wish to take practicums while studying abroad at Kansai University.
During the exchange period, students who wish to take practicums at a Graduate School of Kansai University will be accepted as a graduate exchange student only if the graduate school of their choice approves.
Students who wish to take practicums at a graduate school must search for a professor suitable for their research theme using “the KANSAI UNIVERSITY System for Academic Information“ and submit a research plan (in either Japanese or English) at the time of application.
*For graduate courses, if there are no regular students enrolled in the course, the course may be canceled before or after the start of the relevant semester.
*Regarding acceptance at the graduate level, acceptance may be refused at the discretion of the professors due to inconsistency in research content, Japanese proficiency, and etc. In that case, please note that students will be accepted as an undergraduate exchange student.
Preparation for the Certificate of Eligibility (COE) Application
During the period below, you will be required to enter the necessary information for the Certificate of Eligibility (COE) application on KU Gate. Kansai University will submit the COE application to the Immigration Bureau on your behalf.
★ COE Application Information Entry Period: November 10 (Tue) – November 19 (Thu)
※ An automated email will be sent from KU Gate, so please be sure to enter all required information for the application within the designated period.
※ If you do not receive an email from KU Gate, please contact us at ku-dia@ml.kandai.jp.
※The information you provide will be submitted to the Immigration Bureau. If incorrect or inaccurate information is entered, the issuance of the COE may be delayed, or in the worst case, it may not be issued at all. Please be careful when entering your information.
※ Kansai University outsources the procedures related to COE application. Please check the email from KU Gate for further details.
Selection
Kansai University will check if all application forms are sufficient and accurate.
We will then review the application internally and make a decision on whether or not to accept the student.
2.Schedule
The schedule from application procedure to arrival in Japan is as follows. Please note that the schedule is subject to change.
| Details | Time Period |
|---|---|
| Nomination (Student's home university to KU) | Mid September - October 15 |
| Application(Student to KU) | October 16 - October 31 |
| Application Screening | From October 16 onward |
| Entry of Information Required for the Certificate of Eligibility (COE) Application | November 10 to November 19 |
| Issuance of the Letter of Acceptance | December |
| Sending of the Welcome Pack | Early February – Late February |
| Visa application | |
| Arrival in Japan and orientation | Mid-Late March |
| Start of classes | April 5~ |
Nomination (Student's home university to KU) 【*~October 15】
During this period, the exchange program coordinator at the applicant’s home institution will submit the nomination via KU Gate.
Applicants are required to collect the documents necessary for the application and begin preparing them accordingly.
Application(Student to KU) 【*October 16～31】
During this period, applicants must complete and submit their applications through KU Gate. Be sure to check the email from KU Gate carefully and submit all required materials by the deadline.
Application Screening
The submitted application will be reviewed by Kansai University Division of International Affairs. Should there be any items requiring clarification or any incomplete documents, you will be contacted through KU Gate.
Entry of Information Required for the Certificate of Eligibility (COE) Application 【*November 10～19 】
The Certificate of Eligibility (COE) is a document required for incoming exchange students to apply for a visa to enter Japan. In order to apply for the COE with the Immigration Services Agency of Japan, applicants are required to enter the necessary information for the COE application via KU Gate. Based on the information provided on KU Gate, Kansai University will submit the COE application to the Immigration Services Agency on behalf of the applicant. If there are any matters requiring confirmation during the COE application process, Kansai University’s outsourced service provider will contact the applicant.
※Japanese nationals (including dual nationals) are not eligible to apply for COE as we ask you to enter Japan as a Japanese national. We will inform you of the procedures to be taken after entry into Japan after hearing with you individually.
Issuance of the Letter of Acceptance 【*December】
As soon as acceptance procedures at our university are completed, we will inform you of the acceptance permission and how to download the Letter of Acceptance.
Also, please note that we cannot answer any questions related to the details of the selection.
*The Acceptance Letter can be downloaded from KU Gate, so please be sure not to forget your password of KU Gate.
*The acceptance may be cancelled if details in the application are found to be false.
Sending of the Welcome Pack 【*February】
After Kansai University officially determines students’ acceptance, as soon as the COE is ready, a Welcome Pack will be sent via email from Kansai University to the applicants directly.
*The COE is issued after screening by the Immigration Services Agency of Japan. Kansai University cannot guarantee the issuance of a COE or the timing of issuance. The preparation of all other documents may be delayed if the screening for COE issuance at the Immigration Services Agency of Japan is prolonged.
The Welcome Pack includes:
- Electronic Certificate of Eligibility (e-COE)
The e-COE is a certificate essential for your visa application and cannot be reissued. Please treat the COE carefully.The email received from the Immigration Services Agency will be treated as the e-COE. We will convert the email into a PDF format and send it to you. - Application for work permit
Exchange students are able to work part-time by acquiring a work permit. Please apply for it when entering Japan i.e. at the airport if you wish to get the work permit. - Letter of Dormitory Acceptance
This document will be enclosed only if the student has selected to reside in a international students dormitories in the online application.
However, regrettably, they may not be able to reside in a dormitory if it is already full. Also, Kansai University will assign the dormitory.
The personal information of those who are going to reside in a dormitory will be shared with the team in charge of internatinal student dormitories for the purpose of student management for the dormitories.
- Appointment letter for scholarship (subjects only)
This will be enclosed only for students who are eligible for a scholarship from Kansai University.
Visa application 【*February】
Please print out the (3) Letter of Acceptance and make an application for a visa at the Japan consulate overseas after receiving the Letter of Acceptance and electronic COE. Documents necessary for the application vary depending on the country, so please check with the consulate.
*Please purchase an airline ticket after a visa has been obtained.
*A certain amount of time is required from application to the issuance, so allow plenty of time when making the application.
*Depending on embassies, consulates and permanent missions, reservations might be needed in order to apply for a visa, so make sure to check beforehand.
Arrival in Japan and orientation 【*Mid-Late March】
After arriving in Japan, an orientation and course registration will be held. The orientation will include general orientaion and sessions on procedures required at the city hall. The orientation schedule will be enclosed in your Arrival Packet which we will hand to you when you enter the international student dormitory.
Important
Starting in the 2026 Academic Year, our university has decided to introduce “GTN Assistants” to enhance the safety and support of international students.
All exchange students participating in the Kansai University Exchange Program will be required to enroll in this service, regardless of their nationalities or Japanese language proficiency.(*Mandatory for all exchange students)
The enrollment period is equal to your period of enrollment at Kansai University. If you return to your home country before the end of your enrollment period (Until September-Spring Semester / March-Fall Semester), please refer to the refund policy regarding the refunds.
This service offers 24/7 support via chat and phone for daily life-related consultations and medical interpretation. It also provides helpful information for everyday living, emergency updates during disasters, and earthquake alerts.
The cost of enrolling in this service must be covered by the student. Details on how to make the payment will be provided around the time of your arrival in Japan.
Additionally, in order to use the GTN Assistants service, it may be necessary to share certain personal information (such as your name and email address) with the contracted service provider.
For more details, please see the “flyer”