► Come to OICE with your tutor to receive your "registration package" during the registration week. （入学手続き書類の受け取り）

You will receive all the necessary documents in the registration package on the first day you come to OICE with your tutor.

►Registration at the ward/city office （区・市役所への届け等）

Ask your tutor to help you for your registration as a new resident and the registration for Japanese health insurance at the ward/city office.

►Prepare your submisison documents before coming to OICE （手続き書類提出）

► Submission of Registration Card, Notice of Address in Japan, and a copy of your residence card （OICEへの提出書類）

►Class registration on UTAS（UTAS学務システム）

--You are allowed to take courses only from the School of Engineering and School of Information Science and Technology because firstly, you are here for the exchange program under School of Engineering. Secondly, because each Schools and Faculties have been running under different rules especially for Special Auditors (exchange students). UTAS might let you register classes from other schools and faculties because the system is created for the regular students and it does not accommodate Special Auditors but please know that this does not mean that you are eligible to take them.
--Undergraduate level students are not allowed to take graduate level courses. (No exceptions.)

►Withdrawal from courses （履修取り消し）

If you want to withdraw from any course you registered after add/drop period, inform the office of Undergraduate for undergraduate level students and the office of Graduate for the graduate level students. In this case, UT-Mate shows "Fail" or "Mijyuken" (no show) but "F" and "M" will not appear on the transcript. In the future, however, if you fail to inform the respective team of your withdrawal from the course, "F" might appear on the transcript.

►Class cancellation, make up class and the change of the location of the class （休講、振替クラスと教室の確認）

Check the notice board regularly for the cancellation of classes. Also, confirm Japanese holidays yourself on the internet, then confirm with your department office or tutor if there is any make up class. Make sure to find out and confirm the location of the class with your department office and tutor before the classes begin.
*If you are taking the courses outside of your department, please check those details at the department office by which the courses actually are offered.

►ECTS CREDIT CONVERT （ECTS単位互換）

UTokyo does not use ECTS. OICE does not know how many credit of UTokyo will be accepted to your school. If you want to transfer the credit from UTokyo, ask us for ECTS CREDIT CONVERT SHEET which will help you when you talk to your home university about the credits.

►JASSO（JASSO奨学金）

Students who are eligible for receiving JASSO would be informed before they come to Japan. Therefore, if you did not hear anything from us and if you are already in Japan, that means you are not eligible to receive it. This is the matter between the schools so an individual student cannot apply for this.

►Scholarships applying through UTokyo （東大奨学金）

The scholarships are for the students who will be graduating from UTokyo. Therefore, you could still apply for them if you want but the possibility of you receiving the scholarship is almost 0%.

►Signature for your Certificate of Enrollment and the Scholarship Certificate from your home university/country （母校・母国からの書類へのサイン）

Please fill out everything that you could fill before you bring the certificate to OICE. We will sign the paper and give it back to you.

►International Student Handbook （スチューデントハンドブック）

This handbook contains many useful and important information such as visa, insurance, daily life, campus maps, and access map in Tokyo. You receive the booklet with your registration package at the time of registration. You can also download the handbook from the link below. If you have any question about your school life, please read the handbook first to find the answer.
http://www.u-tokyo.ac.jp/content/400009999.pdf

►Student Circles/Club Activities in UTokyo （サークル・クラブ活動）

If you want to participate in any club activities at UTokyo, please apply from the link below. (Japanese only)
The list of the Student Circles: http://www.u-tokyo.ac.jp/content/400010075.pdf
Sports club activities: http://www.undou-kai.com/club_introduction/

►The Gotenshita Memorial Arena Sports Facilities （御殿下）

Visit the URL below for information of sports facilities on Hongo Campus.
http://www.u-tokyo.ac.jp/en/about/athletic.html

►International Lounge （インターナショナルラウンジ）

You are all invited to IL. You can just participate and talk with other students. https://global-eng.t.u-tokyo.ac.jp/program/il.html

►Clinical Service （クリニック）

If you are feeling sick, you can go to the clinic on campus. Please bring your student ID. You can see the detail from the link below.
http://www.hc.u-tokyo.ac.jp/hc/en/clinical-service/

►Medical Check-Up （健康診断）

The calendar and the detail is in your registration package as well but please reserve your place for the medical check-up from the link below. Medical check-up is not obligatory but if your schedule permit, please take it. You have to be on campus and use the on campus Internet line to get into the Reservation page.
http://www.hc.u-tokyo.ac.jp/hc/en/health-service-2/

►Registration of Japanese National Health Insurance （国民健康保険）

It is legalized by Japanese government that the foreigner who resides exceeding three months need to have Japanese National Health Insurance. However, if you already have an insurance from your country, please go to the ward/city office with the certificate of the insurance you have and ask them directly if you can be exempted from Japanese National Health Insurance.

Ask your tutor to help you for your registration as a new resident and the registration for Japanese health insurance at the ward/city office.

►Registration for IMAS （IMASへの登録）

Please register for IMAS, a medical assistant system, from the URL below. School pays for you so it is a free service for you.
http://www.u-tokyo.ac.jp/en/current-students/imas.html

► Sending your Transcript to your school （成績表の送付）

We send all the transcripts together to your coordinator at your home university after the end of each exchange study period.
OICE will issue only one transcript for each student and send out to your school based on an agreement and memorandum.
Some schools have 3 to 5 students studied in UTokyo so we will not send a transcript one by one and we will not inform you of the mailing individually. So confirm with your coordinator about the arrival of your transcript and receive it from your school after you return to your home university.

The earliest time we could send your transcripts to your home university is:
　　For Summer semester = Mid September to October
　　For Winter semester = April

If you need a prompt delivery of your transcript, first you need to make sure that all the classes you took were registered on UT-Mate. Check carefully if you have not registered a wrong class. If the name of the class is wrong, you will not get a grade for the class. Manage and monitor the status of your grade on UT-Mate yourself. Until all your grades are registered on UT-Mate, we are not able to send your transcript to your school. So please also make sure that your professors registered your grades on UT-Mate by contacting them at the end of the semester. If you find any class that has no grade, ask your professor directly to register your grade on UT-Mate.

★If you are still on camps when the grades are out, you can get your own transcript by yourself at School of Engineering, Academic Affairs Department/Student Support Team (Engineering Bldg.#8 1st Floor Room#162).
★We can also send it to you by PDF if you write us.

If you need several transcripts for yourself, apply from the URL below.
http://www.t.u-tokyo.ac.jp/soee/for_utstdnt/certificate.html

►Evaluation Sheet for your research by your supervising professor （研究用成績評価書）

2) Procedures
We will send you the form to fill out with your research theme by mail. Fill it out and send it back to OICE. Then, we will create the Evaluation Sheet and give it to you. You need to bring it to your supervising professor to evaluate your research. After the end of the semester, when your supervising professor finishes evaluating your research, he/she will grade it and will return the evaluation sheet to OICE. If your supervising professor gives it to you directly, please bring it to OICE yourself. We will send your Evaluation Sheet to your school with your official transcript after the semester ends.

►ECTS CREDIT CONVERT （ECTS単位互換）

UTokyo does not use ECTS. OICE does not know how many credit of UTokyo will be accepted to your school. If you want to transfer the credit from UTokyo, ask us for ECTS CREDIT CONVERT SHEET which will help you when you talk to your home university about the credits.

►Evaluation Sheet for Japanese Language Class (JLC) other than Japanese Language Class School of Engineering (JLCSE) （工学系以外の日本語教室成績表）

JLCSE classes are accredited so the grades will appear on your transcript when you register the courses on-line. However, if you are taking JLC from Headquarters, you will not receive credits or grade. But if you want grades for those classes, you can request it by filling out the form and submit it to OICE by the second week of the first month of the semester. If you fail to do so, you will not be able to receive your grade.
JLC (Headquarters and departments) links: JLC

Click here to download: EVALUATION_SHEET_REQUEST_FORM

►Certificates Issuance （証明書発行）

If you need a transcript, a certificate of enrollment in UTokyo, ask at School of Engineering, Academic Affairs Department/Student Support Team (Engineering Bldg.#8 1st Floor Room#162)
http://www.t.u-tokyo.ac.jp/soee/for_utstdnt/certificate.html

►Traveling outside of Japan temporarily during your exchange study period （旅行）

Submit a notification of travel (the form is in your department office) at your department office before you travel outside Japan temporarily.
*When you are traveling inside Japan, you do not need to fill out the form but please let your supervising professor know about it before you leave.

►Procedure for a special re-entry （再入国）

When you leave Japan temporarily during your exchange program, proceed for a special re-entry process at the airport.
http://www.immi-moj.go.jp/newimmiact_1/en/point_3-4.html

►Student discount for Shinkansen bullet train （学割）

Details about student discount for Shinkansen bullet train, ask at the School of Engineering, Academic Affairs Department/Student Support Team (Engineering Bldg.#8 1st Floor, room#162)

►Extension of your exchange study period （交換留学の期間延長）

If you wish to extend your excxhange study period, please proceed as follows 2 months prior to the end of your exchange.

Procedures:
1, Get an approval from your supervising professor at UTokyo and your home university for the extension. If you are USTEP exchange student, get an approval from USTEP office.
(We can send and receive a certain number of students each year to participate in exchange program according to the agreement and memorandum. Therefore, if your school wants to send other students to UTokyo next semester, your school might not allow you to extend your exchange period.)
2, Forward the letter or the email correspondence with them to prove the approval of the extension to OICE. If you are USTEP exchange student, forward the letter or the email of correspondence with USTEP office to OICE.
3, After you get the final confimation from OICE, go to your department office and submit APPLICATION FOR EXTENSION OF STUDEIES FOR UNDERGRADUATE/POSTGRADUATE SPECIAL AUDITOR STUDENT. (You can get the form at your department office.)

Your department office and Office of Graduate students/Undergraduate students will put you before the educational board meeting and you will be officially approved by School of Engineering to extend your exchange study period.

Note: OICE does not issue another Admission Certificate for the extension of your exchange. So, if you need a document, you can order a certificate of enrollment at the School of Engineering, Academic Affairs Department/Student Support Team. (Engineering Bldg.#8 1st Floor #162)

►Extension of your lodge （寮の延長）

If you have been staying in Todai international lodge, housing office will email you asking if you will extend your stay 3 months before you leave the lodge. You need to answer the housing office that you intend to extend your stay. Then, housing office will wait for your confirmation. Once you submit APPLICATION FOR EXTENSION OF STUDEIES FOR UNDERGRADUATE/POSTGRADUATE SPECIAL AUDITOR STUDENT (Refer to "Extension of your exchange study period" above) to your department office, please confirm the housing office that you will be officially approved to extend your stay after the board meeting. Then, follow the rest of the instruction of the housing office.

If your extension of the lodge is not approved, you need to look for a private accommodation on your own. If you need some information on private accomodation, please let us know.

►Submit the address change at word/city office （住所が変わったら）

When your address is changed, please hand in the Notice of Address Change to Office of International Students (OIS). Also, please go to your old and new city office and follow the procedures for moving out and moving in.

►Withdrawal Form （退学願）　→　Department Office

When you finish your study here as an EAP student, please pick up the Withdrawal Form at your “Department Office”, fill it out, and hand it in also to your "Department office". Write a reason as “Completion of exchange study program” and your withdrawal date as the last date of the semester.　PLEASE do NOT hand this in twice if you have already done so by being asked by your department office.

　　　　　　　　　　　　　　Withdrawal Date 　-Summer semester: August 31st
　　　　　　　　　　　　　　　　　　　　　　 -Winter semester: March 31st
　　　　　　　　　　　　　　　　　　　　　　If you will leave before the semester ends, write the last day of that month.
　　　　　　　　　　　　　　　　　　　　　　e.g. you will leave Japan on July 20th → Withdrawal Date: July 31st

►Return of your Student ID Card （学生証の返却）　→　Department Office

You will be asked to return your ID card when you hand in your withdrawal form at your department office. If not, please hand it in before you leave Japan.

►Notification of Departure at UTokyo Housing（宿舎退去届け）　→　Lodge Office

If you are staying in Todai lodge, submit the notification to the lodge and leave the lodge before the checkout date. Please refer to Form 7 under "Before Departure".
http://www.u-tokyo.ac.jp/en/administration/housing-office/download/index.html

►Check your grades on UTAS before you leave Japan （UTAS上成績のチェック）　←　YOU

Please check with UTAS that all your grades are registered by professors by the last day of the semester. If not, write or speak to the professor directly and ask him/her to register your grade on UTAS in your responsibility. Please remember that if your grades are not registered on UTAS, the delivery of your transcript will be delayed. You can check your grades on UTAS until your withdrawal date.

►At the Ward/City Office of your residence（転出届け）　→　At the Ward/City Office

1) Submit the Move-out notice

2) Cancellation of Japanese National Insurance and settle a fee.

►Return of your Residence Card （在留カードの返却）　→　At the Airport

Return your residence card at the airport to Immigration Inspector.

►Submission of the Notification of the Accepting Organization: left the organization （離脱届け）　→　Tokyo Immigration Bureau

You must submit the Notification of the Accepting Organization to the Immigration Bureau within the 14 days of your withdrawal. For detailed instruction on how to submit the form, please click here.

Notes:
If you would like to apply for a degree (maseter's or doctoral) course here at UTokyo, you must first go back to your own country after your exchange study period is over. Please refer to the following URL for more information. http://www.t.u-tokyo.ac.jp/soee/admission/index.html