Application procedures（2025 Fall）
1.Application procedures
Application eligibility
Students who are enrolled at our partner universities, and have been nominated by their home university.
Online application deadline
～ April 20 (Sun), 2025 (JST)
Application method
Apply using the Online Application for Exchange Program. The URL for Online Application is sent to coordinators of our partners.
When applying online, in addition to completing all the required fields, it is also necessary to upload the below documents (PDF, JPEG or PNG).
*Only documents issued within 3 months are valid.
*Forms 4 to 8 can be downloaded here.
*Please use Japanese characters or alphabetical characters when entering your name.
- Photograph for identification
*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
*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 is not applicable. - Certificate of Health
*Indicate all pre-existing conditions, medical history, and medications you are currently taking.
【For individuals with Philippine or Nepalese 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.
*Students who wish to reside in a dormitory must fill in the preference survey from the link below.
【Survey for your dormitory preference】＊Mandatory for students who wish to reside in a 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.
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 |
|---|---|
| Application procedures for Certificate of Eligibility | Early June – Mid June |
| Check of details of Certificate of Health | |
| Issuance of the Letter of Acceptance | June |
| Sending of the Welcome Pack | Early August – Late August |
| Visa application | |
| Arrival in Japan and orientation | Mid September - Late September |
| Start of classes | September 21~ |
Application procedures for COE (Certificate of Eligibility)
The COE is the certificate necessary for an exchange student’s visa application.
To obtain a COE, Kansai University will make an application to the Immigration Services Agency of Japan on behalf of the student based on the details provided in the online application. If more details are required to apply, a company commissioned by the university will contact you via email.
※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.
Checking details in the Certificate of Health
If there is anything on the Certificate of Health that requires confirmation, Kansai University will contact you for clarifications.
Issuance of the Letter of Acceptance
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.
*Please do not forget the ID and password to be registered at the time of the online application as you will need them when you download the Letter of Acceptance.
*The acceptance may be cancelled if details in the application are found to be false.
Sending of the Welcome Pack
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. - 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
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
After arriving in Japan, an orientation and course registration will be held. The orientation will include sessions on procedures required at the city hall and how to open a bank account. The orientation schedule will be enclosed in your Arrival Packet which we will hand to you when you enter the international student dormitory.