Extending Your Stay
If a student would like to extend their period of stay at AIU longer than they originally planned, they need to submit an extension application.
Before You Begin: Contact Your Home University for Permission
Students will need to obtain permission from their home universities to extend their stay at AIU. Please contact your home university study abroad office as soon as you decide that you would like to extend your stay in order to obtain permission and find out the procedures required by your home university for extending your study abroad.
Notes:
- Due to possible exchange imbalances between AIU and partner schools and/or capacity limitations we may not be able to accept all applicants for extension.
- Students must be enrolled at their home institution during the extended study abroad duration at AIU.
Eligibility
All applicants who wish to extend their period of stay at AIU must meet all of the following requirements:
- For students who have completed one (1) semester or more at AIU, a student whose AIU GPA is 2.50 or higher;
- A student who has not received any disciplinary measures;
- A student who has clear objectives and plans for extending the acceptance period and is expected to be able to effectively continue studies at AIU during that extended acceptance period.
Application Timeline:
| Currently enrolled in: | Fall semester | Spring semester |
|---|---|---|
| Extension Period: | “Winter Program*” or “Winter Program* & Spring Semester” | “Fall Semester” or “Fall Semester & Winter Program*” |
| Consultation with your home university | Any time | Any time |
| Nomination Period *Nomination Form to submitted to AIU by the home institution via email | October 5 – October 30 | May 5 – May 30 |
| Application Period for Extension of Enrollment at AIU | November 1 – November 10 | June 1 – June 10 |
| Notification of acceptance | by the end of November | by the end of June |
| Pre-Registration | Mid-November | Early July |
| Deadline for submitting “Application for Extension of Period of Stay” to AIU | December 10 | July 10 |
| Deadline for submitting “Application for Extension of Period of Stay” to the Immigration Services Agency | Late December (Before Fall semester ends) | By end of July (Before Spring semester ends) |
| Invoice and Payment | Late December (Before Fall semester ends) | By end of July (Before Spring semester ends) |
*For more information about the Winter Program, please click here.
Submit Required Documents for Extension Application:
The application process consists of three steps:
Step 1: Application for Extension of Studies at AIU
Submission Deadlines:
Currently enrolled in Fall semester: November 10
Currently enrolled in Spring semester: June 10
Be sure to submit all documents by the deadline. Late applications will not be accepted.
| Document | Instructions |
|---|---|
| 1. Application Form | – Submit the online extension application form. Login details for the Online Application Portal will be re-sent and access to the Online Extension Application Form will be given only to students whose home universities submit a Nomination Form by the nomination deadline. – No need to submit a printed document with signature. |
| 2. Two Reference Forms | – Ask two course instructors to fill out the “Online Reference Forms” (the link will be sent to you via email). – You must contact your course instructors at least a week before the submission deadline. – Students taking only Japanese language courses: Two reference forms from two different Japanese language instructors. – Students taking both Japanese language courses and subject courses: One reference form from a Japanese language instructor and one reference form from a subject course instructor. – Students taking only subject courses: Two reference forms from two different subject course instructors. |
| 3. Academic Transcript from AIU (In English, on blue paper) | – Required for students who have completed at least one semester at AIU only. – Obtain this certificate from the machine in Building A. – Send it to AIU via email. |
Step 2: Application for Extension of Period of Stay Once Accepted
Note: Once your extension application is approved, please start preparing the following documents and submit them in person to the Center for International Affairs. Email submission is NOT acceptable. Once the submitted documents have been reviewed, and the university’s portion of the application has been completed, the documents will be returned to you.
Submission Deadline:
Currently enrolled in Fall semester: December 10
Currently enrolled in Spring semester: July 10
Be sure to submit all documents by the deadline. Late applications will not be accepted.
| Document | Instructions |
|---|---|
| 5. Application for Extension of Period of Stay | – Be sure to download both the Application Form (excel format) and Sample – Form must be completed as shown in the Sample – Print all 5 pages single-sided. – Attach an ID photo to the Application. Refer to the following webpage for the photograph requirements: https://www.moj.go.jp/isa/applications/procedures/photo_info_00002.html |
| 6. Certificate of Enrollment (In Japanese, on blue paper) | – Obtain this document from the machine in Building A. (Please ask Student Affairs for the official, blue paper) |
| 7. Registered Course list and Study Plan for the extended semester | – Pre-register for courses for the extended semester – Print out the screenshots of the “Course Registration Information” for both current AND extended semesters from your ATOMS page. – Be sure to read the instructions below. |
| 8. Proof of Financial Resources | – Be sure to read the instructions below. – Insufficient documents will NOT be accepted by the Immigration Services Agency. |
Important Instructions
7. Registered Course list and Study Plan for the extended semester
If students apply for an extension of studies at AIU for the Winter Program and for an extension of period of stay at the Immigration Services Agency, students must enroll in at least 6 credits of coursework to meet immigration requirements.
8. Proof of Financial Resources
Language: All documents must be written in English or accompanied by an English translation.
To meet Immigration Services Agency standards for the extension application processing, your Proof of Financial Resources must show at least the minimum amount listed in the chart below. Please be sure to convert your local currency into Japanese Yen (JPY).
| Exchange Students | Fee-Paying Students | |
|---|---|---|
| One semester, only | 400,000 JPY | 760,000 JPY |
| Winter Program, only | 200,000 JPY | 200,000 JPY |
| One semester & Winter Program | 600,000 JPY | 960,000 JPY |
For acceptable forms of Proof of Financial Resources, please click here.
Step 3: Submit Application to the Immigration Services Agency
Step 3-1: Submit Application to the Immigration Services Agency
Note: You will need to go to the Immigration Services Agency Akita Branch Office in downtown Akita in person to submit the application documents on your own. After submitting the documents, please report your submission to the Center for International Affairs.
Submission Deadline:
Currently enrolled in Fall semester: End of December (Before Fall semester ends)
Currently enrolled in Spring semester: End of July (Before Spring semester ends)
| Document | Instructions |
|---|---|
| 9. Application documents 5, 6, 7, 8 (see Step 2), and some additional documents that AIU will prepare | – Following approval given by AIU on application form |
| 10. Valid passport and Residence Card | – Presentation of your original passport and Residence Card will be required at the Immigration Services Agency – For further information, please see the Application Information from the Immigration Services Agency (please select “Application form for extension of period of stay”) and Map |
While your application for an extension of the period of stay is being processed by the Immigration Services Agency, you are not permitted to leave Japan. You MUST stay in Japan until you receive your new Residence Card.
Step 3-2: Pick-up New Card and Send a Copy
Note: You will receive a notification postcard from the Immigration Services Agency when your card is ready for pick-up. Go to pick up your new Residence Card as soon as possible after receiving the postcard and absolutely NO LATER than the due date written on the postcard. Make sure that you send a copy of both sides of your new Residence Card to the Center for International Affairs (international@gl.aiu.ac.jp) immediately after pick up.
| Document | Instructions |
|---|---|
| 11. Notification postcard from the Immigration Services Agency | – Bring your passport and current Residence Card as well |
| 12. 4000 yen for issuing fee | – You must purchase a 4000 yen revenue seal on the second floor of the Immigration Services Agency building to pay for the issuing fee – For further information, please see Application Information from the Immigration Services Agency (please select “Application form for extension of period of stay”). |
If you temporarily depart from Japan AFTER picking up your new Residence Card, please make sure that you receive the special re-entry permit BEFORE leaving Japan. Be sure to check the Academic Calendar and return to AIU before classes begin.
Costs for Extending Students
Please refer to the Financial Information page for information on expenses related to your extension.
Winter Program: Optional Intensive Studies
Students enrolled in AIU’s fall semester (September – December) have the option to stay at AIU for our optional Winter Program (January – March).
This 7.5-week program offers intensive coursework and is an excellent opportunity for students who wish to take an additional semester’s worth of Japanese language at AIU, or for those who want to take additional courses. Because classes are intensive and demand heavy time investment, students should consult with their academic advisors at AIU before choosing their courses. For the Credit Hour Requirements, please click here.
If you originally planned to be enrolled throughout the Winter Program, or if you applied for an extension to add the Winter Program or Winter Program & Spring Semester, you must enroll in at least 6 credit hours during the Winter Program.
Tel. +81-(0)18-886-5927, +81-(0)18-886-5937
Fax. +81-(0)18-886-5853
Inbound Students：[mail international]
Outbound Students：[mail studyabroad]
Office Hours (Mon – Fri) 9:00 – 12:00 and 13:00 – 17:00