Extending Your Stay

If a student would like to extend the period of stay at AIU longer than their original plan, they need to submit an extension application.

Before You Begin: Contact Your Home University for Permission

Students will need to obtain a nomination from their home universities as part of the application process to extend their stay at AIU. Please do not wait for the AIU application period to begin, but contact your home university study abroad office as well as your academic adviser, to obtain permission and learn their procedures required for extending your stay.

**Please note that due to the exchange imbalance between AIU and partner schools and capacity limitations we may not be able to accept all applicants for extension.

Application Timeline:

Extension Period	“Winter Program*” and/or “Spring Semester”.	“Fall Semester” or “Fall Semester and Winter Program*”
Consultation with your home university	Any time	Any time
Information Announced by email	November 1	June 1
Application Period for Extension of Enrollment at AIU *Be sure to submit all required documents by online form.	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
Internal Deadline for submitting “Application for Extension of Period of Stay” (Deadline for Submission to AIU)	December 10	July 10
“Application for Extension of Period of Stay” to be submitted 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)

Submit Required Documents for Extension Application:

The application process consists of three steps:

• STEP 1. Application for Extension of Studies at AIU
• STEP 2. Application for Extension of Period of Stay in Japan (Submitted to AIU)
  **Extending your enrollment period at AIU may require you to extend your residence card at the Immigration Services Agency before your period of stay expires.
• STEP 3. Submit Application to the Immigration Services Agency
  **Once your Application for Extension to Period of Stay in Japan is approved by AIU, you are required to take it to the Immigration Office in person.
  **After your new Residence Card is issued, you will be informed by postcard from the Immigration Office. Please take that postcard to the office to pick up your new card by the date printed on the postcard, and then send a copy of both sides of your new card to the Center for International Affairs by email (international@gl.aiu.ac.jp).

Be sure to submit all documents by the deadlines below. Late applications will not be accepted.

Step 1: Application for Extension of Studies at AIU

Note: If you are already enrolled in the Fall and following Spring semester and would like to add the Winter program in the middle as well, you are only required to ask your home university to send us a confirmation email of your additional enrollment in the Winter program and Document 3. Personal statement of purpose.

Submission Deadline:
Currently enrolled in Fall semester: November 10
Currently enrolled in Spring semester: June 10

Document	Instructions
1. Nomination Form from Home University	– Ask your home university to fill out the form and send it to AIU via email or FAX. Form may be downloaded from the link to the left
2. Completed, signed Application Form	– Complete the online application form with the log-in information given at the time of AIU admission. This information will be sent to you via email. – Print online application and make sure you sign on the page
3. Personal statement of purpose	– 150-250 words – Copy your “Personal statement of purpose” in the online application form, and paste it in a separate text file with your AIU ID number and your name at the top of the page
4. Academic Transcript from AIU	– Students who have completed at least one semester at AIU only – Obtain this certificate from the machine in Building A
5. 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 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.

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.

Submission Deadline:
Currently enrolled in Fall semester: December 10
Currently enrolled in Spring semester: July 10

Document	Instructions
6. 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
7. 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)
8. Official Academic Transcript (In Japanese, on blue paper)	– Transcripts are required only for students who have completed at least one semester at AIU. Obtain this document from the machine in Building A. (Please ask Student Affairs for the official, blue paper)
9. Registered Course list and Study Plan for the extending semester	– Print out the screenshots of the “Course Registration Information” for both current and extending semesters from your ATOMS page. – Be sure to read the instructions below.
10. Proof of Financial Resources	– Be sure to read the instructions below. – Insufficient documents will NOT be accepted by the Immigration Services Agency.

Step 3-1: Submit Application to the Immigration Services Agency

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
11. Application documents 6, 7, 8, 9, and 10 (above)	– Following approval given by AIU on application form
12. 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”)

Step 3-2: Pick-up New Card

**You will receive a postcard from the Immigration Services Agency when your card is ready for pick-up.
After picking up your card, please send a copy of both sides of the new card to the Center for International Affairs immediately.

Deadline: Printed on the Immigration Services Agency postcard

Document	Instructions
13. Postcard from the Immigration Services Agency	– Bring your passport and current Residence Card as well
14. 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”) and Map

Important Instructions

9. 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 apply 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.

10. 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 student visa 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

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 make up 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.

Depending on your initial application to AIU, you may already be enrolled in the Winter Program at the time of your arrival. The Center for International Affairs will contact all students before the extension application period starts to inform them of their enrollment status and give them the opportunity to join the Winter Program.