Nomination and Application Procedure

I.  Create an Account on the Web Application System

Please log in to the below web application system and create an account by entering your name and e-mail address.
SWU Web Application System(Account Registration Page)
*Once the account is created, you will receive a confirmation mail to the email address you registered. The email may be regarded as “spam”, so be careful and check the spam folders.
*Please refer to this system manual for more details on the “SWU Web Application System” and the application procedure.

II.  Be Nominated by your Home Institution

Please ask the program coordinator at your home institution to have you nominated as an exchange student.
Nomination Deadline
Spring Semester 2023 (Apr-Jul) : November 15, 2022
Fall Semester 2023 (Oct-Feb) : May 15, 2023

III.  Submit Application On-line

Log in to the below web application system with your ID(email) and Password, input necessary information, and upload mandatory documents for the application.
SWU Web Application System (My Page)
*Please prepare the following mandatory documents before submission.

List of documents to be uploaded online:
a) Personal Information and Consent Form
b) Self-introduction Sheet (Hand written)
c) Transcript of Home Institution in English with official seal
d) Certificate of Enrollment (Student Registration) in English with official seal
e) Letter of Recommendation from Home Institution in English or Japanese(free format)
f) Application for Certificate of Eligibility(COE) *PDF direct input form *Please upload this document first!
Sample in English: Application for Certificate of Eligibility
Sample in Japanese: Application for Certificate of Eligibility
g) ID photo data: ratio:4×3 / pixel:354×472 (300dpi) / format: jpg or jpeg
*photo data will be used for COE application, student ID
*photo should be taken facing forward with plain background with no shadows
*Refer to the link below for more details
Immigration Bureau of Japan Website
h) Passport copy
i) Hirao Scholarship Program Application Form
*only for those who wish to apply
*Refer to “Hirao Scholarship” for application requirements
j) JLPT score copy *only those who have them

Application Deadline
Spring Semester 2023 (Apr-Jul) : November 25, 2022
Fall Semester 2023 (Oct-Feb) : May 25, 2023

IV.  Visa Process

After your application is officially accepted, SWU will proceed in applying for the Certificate of Eligibility (CoE).
Once the CoE is issued, SWU will send both the original copy of the Letter of Acceptance (LOA) and COE to the student’s home institution.
Please receive these documents and apply for your student visa at the nearest Japanese Embassy or Consulate in your home country.
Required documents information:
[Template] Visa application form

V.  Preparing for Departure

Once your application is officially approved, you will be asked about your accommodation preference, detailed study plan, and other necessary information to match you with a “Host-Sister” and “Host-Family” online.
Details on accommodation and other support for international students can be found at International Student Support

Also, please book a flight on the designated arrival date once your student visa is issued.
The flight should arrive at either Narita or Haneda Airport by 4 pm. Your Host sister will pick you up at the airport and help you get checked in to your accommodation.

For further information regarding your study abroad preparation, please refer to the booklet below:

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