|We would like to take this opportunity to thank you for your continued support in our exchange program especially in this difficult and uncertain situation with COVID-19.
We are now preparing to welcome exchange students in spring 2021 semester. However, some unusual conditions and restrictions may be imposed on their entry to Japan depending on the circumstances surrounding COVID-19. In this message, I would like to draw your attention to some important information on our incoming exchange program in the coming semester so that you would be able to anticipate possible risks.
Japanese government’s current policy
The government of Japan has in principle been allowing mid- to long-term residents, including international students from all countries and regions, to enter Japan in sequence since October 1, 2020. Those who newly enter Japan are required to strictly follow quarantine measures such as non-use of public transportation and self-quarantine during 14 days after entering Japan. This policy may or may not change in spring next year.
Although our university’s policy on how classes should be delivered in the spring 2021 semester is still to be decided, there is a possibility that the classes may be conducted basically in person. In that case, we would not be able to receive exchange students via online courses.
Arrival schedule at Japan
We are planning to send out notification of acceptance at the end of January and Certificate of Acceptance (COA) and Certificate of Eligibility (COE) in mid-February. Exchange students are expected to arrive in Japan and complete self-quarantine before the semester starts in April. However, we are still discussing how we should arrange the orientation for exchange students and entrance dates into dormitories, and therefore cannot provide you more detailed arrival schedule at this stage. We would like to send you more details with notification of acceptance.
Costs to enter Japan
If the current entrance procedure continues, the new incoming exchange students may need to arrange transportation from airport and accommodation for self-quarantine at their own cost. Please kindly understand that exchange student dormitories cannot be used for self-quarantine, and therefore the students would need to stay at a hotel for 14 days. For your information, staying at a hotel near the airport may cost approx. 7,000-10,000JPY/night. If a student travels to Tokyo metropolitan area and then conducts quarantine, a hire car fee of approx. 50,000JPY will be added.
Availability of dormitory room
Thanks to your kind cooperation in answering our survey on nomination, we now expect to receive almost same number of exchange students as previous years in coming spring semester. Meanwhile, our exchange student dormitories may need to reduce the number of students to accommodate in order to secure appropriate social distance and quarantine areas. Every effort will be made to assign rooms to all applicants, but please understand that, as a result, some students might not be assigned a room at the exchange student dormitories nor at our external partners.
Deferral to fall 2021 semester
In case your students would like to defer their applications to fall 2021 semester, you can re-nominate them. If your students have already completed online application for spring semester, they are required to withdraw their applications and in principle re-apply for the fall semester entry again.
With these uncertainties in mind, please consider once again whether to nominate your students for the exchange program at our university in spring 2021. If you decide to withdraw your nomination, please let us know IMMEDIATELY.