Things to do after arriving in Japan

Orientation Schedule

Orientations in blue are mandatory for all students to attend. 

1. Submit your residence card information

Please report the 12-digit alphanumeric code on the upper right corner of your residence card and your period of stay (date of expiration).

>> Residence card report Form *by April 12, 2026 12Noon 

2. Procedures at the ward office

–Campus Tour Groups 

3.Enrollment in university-designated insurance

All STEPS students are required to take out these insurances even if they have this type of insurance in their home country. 

Please watch the following video to understand insurance and the healthcare system. For Insurance-3, please complete the online registration procedure in advance by 5 April.

>>Insurance Overview and Understanding the Health Care System for STEPS Students (Video)

4.Opening a Bank Account

This process can only be done after completing your procedure at the ward office.  

Bank accounts are mandatory for JASSO scholarship recipients. Other students who wish to open a bank account may do so as well. Please download the app and apply for bank account from the app. Read the instructions carefully. We go over any questions at the orientation. 

If you cannot download the app, you can also apply for a bank account through this link.

To print the documents, please send them to inbound@gr.saitama-u.ac.jp.

You will need to bring the printed application to the post office.

4. Orientation materials and Other useful resources

Below are the materials used during orientation and other useful resources.

4. Frequently Asked Questions

5. JASSO Scholarship

Starting in 2023, the STEPS program has been selected for the JASSO Scholarship. Recipients who will contribute to the internationalization of education at our university and motivate our students to study abroad.

 We ask recipients to participate in various events to help contribute to the internationalization of our students.

JASSO Requirements 

Please make sure to do the following every month.

1)Submit report by 5th of every month via below forms.

Please ensure your report is of a quality that can be shared with Saitama University students and future STEPS students to provide meaningful insights into studying abroad.

Report Instructions 

Monthly JASSO report submission form

2)Come to sign the attendance sheet at the International Exchange Office by the monthly due date.

You can check the due date for the signature and the scholarship payment date from here.

Scholarship Transfer Schedule

 ★Final Presentation by JASSO Scholarship recipients★

Date:　July 17, 2026 (Tentative) 

6. Events

7. Extension of Your study Period (Under preparation)

Study abroad should follow the plan established at the home university before coming to Japan in principle, however, if there are clear academic reasons for extending the study period at Saitama University, an extension may be applied for.

*The exchange program lasts for a maximum of one year, so only students who had originally planned to study at SU for six months are eligible for an extension.

Further details regarding eligibility criteria and other matters will be announced in late April.

8. Things to do before leaving Japan   (Moving-OUT)

What to do for bank account closure 

STEPS Program Questionnaires 

Things to do before leaving Japan  (English) 

帰国　TO DO リスト　（Japanese） 

IMPORTANT

We do not recommend staying in Japan for more than one month after the program. This is because your residence card becomes invalid upon completion of the program, regardless of the expiration date printed on it. While Japanese immigration may allow a short grace period for departure preparations, this is generally understood to be a few weeks only. Additionally, please note that once you leave the I-House, you will be removed from the National Health Insurance, which covers medical visits. To avoid complications, we strongly recommend that you plan to leave within one month after the program ends.

Please sign up for moving out procedure support sessions by filling out the form. 

Departure Preparation Form  

Leaving I-HOUSE 

You must leave I-HOUSE by July 31, 2026 14:00PM(Tentative). No further stay is permitted. 

Ward Office Support Session

The procedure can be done at the ward office up to one month prior to your leaving Japan date.

What to do at the Ward office 区役所手続き説明（写真付き）

WHAT WE DO AT THE WARD OFFICE:

-Cancellation of the residence status  Sample / 記入例

-Pay for the National Health Insurance

-Cancellation of the National Pension System

REMEMBER TO BRING:

– Passport

– Residence card

-Certificate of Health Insurance Eligibility

-10,000 yen cash to pay for National Health Insurance

-Confirmation of your flight home  (screenshot) 

-My Number Card (if you have one)

Bank Account Closure Support Session

REMEMBER TO BRING:

 Residence card, cash card, bankbook (if you have one)

Other Procedures to be completed by yourself

□　Cancel your SIM

□ 　If you have borrowed books from the university library, please return them.

□　Return your residence card at the airport when you leave Japan.

Shipping Luggage

If you would like to send your luggage to your country before returning home, please refer to the website below.

【Guide】

【Application】

Please note that the I-House office cannot provide any items necessary for shipping (e.g., tape, cardboard, etc.). However, scales can be borrowed at the I-House office, and cardboard boxes can be purchased at the post office.

Additionally, please ensure you take your luggage to the post office at least 3 days before your move-out date. If you go to the post office on the move-out date, they may not accept it due to insufficient paperwork.

9. After the STEPS program ends

1) Date of Moving out for I-house

 July 31, 2026 (For Students studying for 2terms/1semester)

 February 15, 2027 (For Students studying for 4terms/2semesters)

　*The end of the 2nd term in 2026 has been set for July 27, so the date of Moving out will be within July. However, if you need to remain in Saitama afterward for make-up classes or other reasons, you can extend your move-out date until August 5 (you will need to pay half a month’s rent/No further extensions will be granted under any circumstances).

We do not recommend staying in Japan for more than one month after the program. This is because your residence card becomes invalid upon completion of the program, regardless of the expiration date printed on it.

While Japanese immigration may allow a short grace period for departure preparations, this is generally understood to be a few weeks only. Additionally, please note that once you leave the I-House, you will be removed from the National Health Insurance, which covers medical visits. To avoid complications, we strongly recommend that you plan to leave within one month after the program ends.

2) Grade Announcement

 August 20, 2026 (For Students studying for 2terms/1semester)

Once your grades are finalized, we will email them to you and your home university coordinator as attachments, along with a certificate of enrollment for STEPS program at Saitama University.

Please note that any classes in which you received a grade of D or F will not appear on the transcript. However, these grades are included in the GPA calculation.

For a complete overview of your academic record, please refer to Campus Square.

If you disagree with a grade you’ve received, first talk to your instructor. 

You can also file a formal appeal. The instructions are notified to you through campus square. If you are not sure, please contact us before August 24, 2026. 

<For Reference>

Academic Calendar 2026

Grading System