１.ACCEPTANCE LETTER

The Acceptance Letter issued by Saitama University is sent as an email attachment.

1) Please check the attached file carefully to confirm that all details are correct (e.g., spelling of your name, date of birth, study period, etc.).
Please note that our acceptance letter does not include diacritical marks. We use the name exactly as it appears below your passport photo.

2) The attached file is the original document, so you may print it out and use it for your visa application.
*Only in the specific case that the Japanese embassy in your country will only accept a letter printed by the university, we will send the letter by international mail. If the Japanese Embassy informs you that such special handling is required, please email us.

Please check the above two points, and all of you should report the results via the URL link below by December 5,  5PM (Japan Standard Time)

>>https://forms.office.com/r/ip2SKDa3gA

２.SCHOLARSHIP 

STEPS students may be provided with a scholarship by JASSO (Japan Student Services Organization) and all those who meet the eligibility requirements may apply.

If you are interested in receiving this scholarship, please read the application requirements carefully at the link below and submit your application  by December 22, 5PM (JST) through the forms provided. Applications submitted after the deadline will not be considered.

>>JASSO Scholarship Application Requirements

>>https://forms.office.com/r/jNdBLBiNcQ *by December 22, 5PM(JST)

Submission : Please complete the necessary details on the forms and upload your most recent English transcript issued by your home university (one that clearly states the grading system). *If your transcript does not include the grading system, please provide documentation in English that explains it (such as a copy of your university’s website).

Notification of the results of the on-campus selection process is expected by late February, and the official notification of scholarship acceptance by JASSO is expected in mid-March (It may be delayed depending on circumstances. Please note that we are unable to provide details of the on-campus selection process).

３.THINGS TO DO BEFORE YOUR DEPARTURE

●Apply for your Student Visa

Click on this link and READ CAREFULLY: FAQ regarding your COE

To apply for a student visa, you will need the Acceptance Letter issued by the university and Certificate of Eligibility(CoE) issued by the immigration office.

CoE is currently being applied for by Saitama University to the Immigration Office and is expected to be issued around late-February 2026. This is in E-mail Format so we will forward it to you as soon as we receive it. When you receive your CoE, you must visit your local Japanese Embassy to apply for your “Student Visa”.  Please make a reservation at the embassy once you have your CoE. We recommend contacting your embassy in advance to inquire about the processing time and ensure you have all necessary documents ready as this process may need to be completed immediately. 

>>Click on this link for Visa application form sample

●Travel Insurance (Click on this link for detailed explanation) 

Japanese government requires all new incoming foreign nationals to obtain a minimum of 2-week overseas insurance, before joining Japanese National Health Insurance. Therefore, we ask all students to purchase overseas insurance, covering from the day of their departure up to 14 days. Students will purchase insurances after their arrival that will cover their entire study period. Further information can be found below.

●What to Bring :  We advice you to bring your daily items as much as possible, including the following.

 ・Laptop computer (The university does not have public computers and does not lend out laptops)　・Credit card     ・Cash (at least 50,000JPY) 　・Immediate living necessities (such as Toiletries, hairdryer*, etc. / The dormitory has only minimal furniture) 　

      * Type of plug available in Japan  :     ○ Type A       × Type B

●SIM card

You need a Japanese SIM card to use the internet in Japan.  We recommend  that you get a tourist SIM card that can be used for 1-2 weeks before departure or after arrive at the airport in Japan.

You can apply for a SIM card through our university. Please see “８.SIM Card” below for the detail.

●Medication 

If you take prescription or over‑the‑counter medication regularly, we recommend that you carefully check its availability and legality in Japan in advance.

＜From Ministry of Health, Labour and Welfare> [General Information]

[Q & A for those who are importing medicines into Japan]

４.ARRIVAL IN JAPAN  & I-HOUSE CHECK-IN  

Make sure to purchase your airline ticket only after you have obtained your visa, or choose a ticket that allows you to change the travel date. If your visa is not granted, or if your travel date is delayed due to visa processing time, a non-changeable ticket may result in unnecessary costs.

It is also advisable to book flights arriving in the morning or early afternoon, as it takes several hours to travel domestically from the international airport to Saitama University. Please consider it may take 1-2 hours to go through immigration at the airport and approximately 2-3 hours of travel time from Haneda and Narita Airports. 

◎At Airport

・Residence Card : After you arrive at the airport, your residence card will be issued at the landing checkpoint and handed to you on the spot. This card is an important form of identification in Japan, so please take care not to lose it.

Note that if you are considering taking a part-time job in Japan (International students can work part-time for up to 28 hours per week), you must have prior permission from the immigration office.

The permit is called ‘Permission to Engage in Activity other than that permitted under the status of residence previously granted/資格外活動許可” and  can be obtained at the airport if you apply with your residence card. Once you obtain permission, it will be printed on the back of your residence card.

Even if you do not apply at the airport, you can apply at the Immigration Bureau after arrival at Saitama.

・Money exchange : There are no exchange offices near the university, so it is advisable to exchange cash for immediate needs at the airport.

Credit card payments are accepted in many shops, railway companies and taxis, though, Local buses, for example, are cash-only.

◎I-house Check-in 

Check-in dates and time for the International House (I-House) are listed below. Please note that the I-House office closes at night, and check-in outside these hours is not possible. If you are unable to arrive during the designated check-in hours, you must arrange to stay at a hotel.

Check-in Dates & Time : April 1st and 2nd　…　 10:00 am—4:45 pm

　　　　　　　　　　　　  April 3rd　…　10:00 am－12:00 Noon *You must complete the procedures at the ward office by the afternoon of this day, so please arrive at I-house by 12:00 noon.

※You can come to Japan before these dates, but you will not be able to move into I-house.

※Students arriving at I-House will proceed to the ward office to complete their move-in registration after check-in. Details regarding this procedure will be provided at a later date.

５.HOW TO GET TO SU (New!)

Please submit your arrival Information by March 13, 12:00 Noon.

>Arrival information Submission Form

◎Tutor pick-up service

We will arrange for student tutors to pick you up at the Omiya, a terminal station in Saitama City, located near SU.

If you want a pick-up service, you need to report it in Forms above and come to the meeting point at the Omiya station on the date and time we specify. We will use public transportation (train & local bus) to get to the university.

If you do not need to be picked up, please come to the university by yourself using public transportation. 

<Pick-up date and time>

●Date：4/1(Wed) and 4/2(Thu)
●Time：Both days at 13:00 
●Place：Bus stop from Haneda Airport at Omiya station

*If you arrive at Omiya Station earlier than these times, please wait until tutors come to pick you up. There are many restaurants and shopping malls nearby.

◎How to get to SU from each Airport

◎Info on TRANSPORTATION CARD

You can consider getting a “Welcome Suica” card at the airport. as it should cover all transportation to Saitama University.

This card requires no deposit and only valid for 28 days.
After you’ve settled into life in Japan, you’ll need to switch to a regular Suica card for continued use.

Click Here for Details. 

“Welcome Suica Mobile” App is also available for Apple device users. 

This is valid for 180 days which should cover you for your entire stay if you are studying for 1 semester. 

Both can also be used at convenience stores and most retail shops, making cashless payments easy and convenient.

◎The Omiya bus stop for the direct bus from Haneda Airport

West exit of Omiya Station, in front of department stores “SOGO” (Near the ★ on the map)

６.AFTER ARRIVAL : ORIENTATIONS & EVENTS 

Orientations in blue are mandatory for all students to attend. 

７.INSURANCES & MEDICAL SERVICES

Please read this document in the following link for  insurance overview for STEPS Students

・National Health Insurance (Mandatory) 

In Japan, it is a law for all residents to enroll in Japan’s National Health Insurance  (NHI) system. It  is supported by the regular NHI tax (premium) contributions from healthy NHI members that allow them to be ready for serious illnesses and injuries. NHI helps members pay incurred medical costs and maintain a healthy lifestyle. Premium may be paid monthly (around 1,000JPY) and it will cover 70% of the fee for each of your doctor’s visit.

・Gakkensai Insurance and Comprehensive Insurance for Students Lives (Mandatory) 

In order to ensure that students can conduct their studies and research activities and live a rewarding student life with peace of mind, it is indispensable to take sufficient precautions against accidents, illnesses and other calamities.
As a compensation system in response to them, Saitama University offers Personal Accident Insurance for Students Pursuing Education and Research　(“Gakkensai”) and  Comprehensive Insurance for Students Lives coupled with “Gakkensai” (“Inbound Futai-gakuso”) provided by Japan Educational Exchanges and Services (JEES). Since they provide benefits in line with student activities at low premiums, all STEPS students are required to purchase these insurances even if they have this type of insurance in their home country. 

These insurances cover the portion of medical expenses you are responsible for paying out of pocket due to injury or illness, as well as your liability for damages if you accidentally injure someone else or damage their property in an accident. The total insurance premium is approximately ¥8,500 for six months and approximately ¥12,000 for one year. Details on how to take out insurance will be provided after your arrival in Japan.

８.SIM CARD

It is up to you which company you sign up with,  but if you choose ”Sun-Net”, applications can be submitted through SU. 

>>SIM information and Application Form (Deadline March 16) 

If you request a physical SIM by the above deadline, your SIM will be provided when you arrive at SU. 

You can also find and sign a contract other than above by yourself. The following SIM cards are popular with international students:

〇Rakuten mobile

〇LINEMO

<Note>
* If you want to use a SIM card in Japan, please check the following points.
・Your smartphone must be SIM unlocked.
・The name on the credit card used to pay the monthly fee must be your name.

* Free internet access is available in the I-house and on campus, though, in case it takes a few days from the time you arrive in Japan until the SIM you signed up for becomes available, and If you want immediate access to the internet, it is recommended that you buy and use a tourist SIM at the airport in the meantime. 

９.ACADEMIC CALENDAR

Our academic calendar is based on a quarter-based system. However, exchange students may only enroll either from the Term1 or Term 3. 

>>Academic Calendar

10.COURSES 

Exchange students may take courses offered in English as well as regular courses conducted in Japanese. Japanese language courses are also available.

Details on course registration will be explained during the orientation after your arrival in Japan.

Please refer to our website below for further information. 

http://en.saitama-u.ac.jp/exchangeprograms/courses/    *The course list for the Spring 2026 semester has been posted (3/27)

Intensive Japanese Language Courses 
Students who wish to take the Intensive Japanese Language Course must pre-apply and take a placement test prior to the orientation period. Please refer to “Overview of the Intensive Japanese Language Course” and complete the online form. Students will be placed in classes best suited to their proficiency levels. In the Japanese course covers Reading, Writing, Grammar, Listening and Kanji.

>> Overview of the Intensive Japanese Language Course

>> Application for the Intensive Japanese Language Course for STEPS  

*All students are required to answer as it is a survey of your Japanese language skills and whether or not you wish to take the course.

<Note>
 To maintain your Student Visa status, exchange students must have at least 10 hours of lecture time per week, which is equivalent to 7 classes/week.

11.ACADEMIC SYSTEM

Credit Hours ＆ Grades

12.HOUSING  

Please read each of these documents in the following order: 

１）I-house Application Outline for 2026 Spring STEPS

２）I-house Guide

３）Pledge (Applicants for I-house only)

*Applicants for I-house must read the above documents;” I-house Application Outline for 2026 Spring STEPS” and “I-house Guide”, understand and agree to their contents, and upload the signed pledge in the questionnaire. 

●Application for I-house/ Housing and Student Life Questionnaire 

All students are required to fill out the questionnaire about your housing and student life from below by December 22, 5PM(JST). 
Even if you are not moving into I-house, please submit your response through the link.

>Application for I-house/ Housing and Student Life Questionnaire *by  December 22, 5PM

*We can provide rooms for all applicants

*Roommate information will only be shared at the time of check-in.

●Period of Residence (I-house)

Date of moving-in: April 1 to April 3, 2026 

Date of moving out: Students staying half a year(2 terms):  by July 31, 2026 / Students staying for 1 year(4 terms): by February 15, 2027. 

●Departure Guidelines After Program Completion 

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.

13.EXPENSES

Expected expenses including room and board, recreational and  incidental expenses is approximately 80,000 JPY per month. Make sure you have sufficient funds to cover yourself for the duration of your stay in Japan.

Students should expect to spend approximately 1,000,000 JPY for a four-term study, and 500,000 JPY for a two-term study.

14.Campus Map

15.SU Exchange Students Gathering 

We have a community helps students who are planning to study abroad. Students from Saitama university and its partner universities are welcome. This community functions as a platform for sharing experiences or asking questions about study abroad such as what is the procedures of getting a visa, advice for living in a different country. 

If you would like to join this community, please apply using the form below. Applications will be accepted at any time.
https://forms.office.com/r/x8DQi2wn4p

You’ll receive a “Slack” invitation to your email address later (Please also check your junk mail).
However, some email addresses used in China may not be able to be registered (ex: ~@qq.com)

16.Contact us

The Office of International Affairs / Saitama University

  Address:  255 Shimo-okubo, Sakura-ku, Saitama City 338-8570 JAPAN

  Tel:        +81(48)858-3011| Fax: +81(48)858-9675

  E-mail:      inbound@gr.saitama-u.ac.jp (General inquiries)

                     ihouse@gr.saitama-u.ac.jp (Housing inquiries)