Faculty of Science and EngineeringWaseda University

For Current Students

Certificates, School Register & Use of Classrooms

Certificates and Student Discount Card

* When a graduate student acquires a certificate of the time he or she was an undergraduate student, he or she will be treated as an alumnus or alumna of Undergraduate School.

Current students

Type of Certificate JPN ENG Days*6 Place issued Fee
(JPY)
Certificate of Enrollment 0 Automated certificate-issuing machine 200
Academic Transcript 0 Automated certificate-issuing machine 200
Certificate of Graduation 0 *1 *1
Certificate of Expected Graduation *2 0 Automated certificate-issuing machine 200
Certificate of Academic Transcript and Graduation × 0 *1 *1
Certificate of Academic Transcript and Expected Graduation *2 × 0 Automated certificate-issuing machine 200
Certificate of Withdrawal 0 Not available
Certificate of Period of Enrollment (only for non-degree students 0 Not available
Certificate of Doctoral Degree
(For students who earned doctorate degrees in March 2006 or before)
0 Not available *3
Certificate of Doctoral Degree
(For students who earned doctorate degrees in April 2006 or after)
7 Not available *3
Certificate of Graduation (For doctoral students who earned doctorate degrees in March 2006 or before) 0 Not available *3
Certificate of Graduation
(For doctoral students who earned doctorate degrees in April 2006 or after)
7 Not available *3
Medical Certificate (for employment) 0 Health Support Center *4
Medical Certificate (not for employment) 6 Health Support Center *5
Certificate and dossier for taking entrance examinations of other universities × 0-3 *4 Center for Science and Engineering 200
Request form for studying abroad 0-3 *5 Center for Science and Engineering
Student Discount Card “Gakuwari” 0 Automated certificate-issuing machine No charge

Alumni

Type of Certificate JPN ENG Days*6 Place issued Fee
(JPY)
Certificate of Enrollment 0 Not available
Academic Transcript 0 Center for Science and Engineering or by post 300
Certificate of Graduation 0 Center for Science and Engineering or by post 300
Certificate of Expected Graduation *2 0 Not available
Certificate of Academic Transcript and Graduation × 0 Center for Science and Engineering or by post 300
Certificate of Academic Transcript and Expected Graduation *2 × 0 Not available
Certificate of Withdrawal 0 Center for Science and Engineering or by post 300
Certificate of Period of Enrollment (only for non-degree students 0 Center for Science and Engineering or by post 300
Certificate of Doctoral Degree
(For students who earned doctorate degrees in March 2006 or before)
0 Academic Affairs Division *3
Certificate of Doctoral Degree
(For students who earned doctorate degrees in April 2006 or after)
7 Center for Science and Engineering or by post
Certificate of Graduation (For doctoral students who earned doctorate degrees in March 2006 or before) 0 Academic Affairs Division
Certificate of Graduation
(For doctoral students who earned doctorate degrees in April 2006 or after)
7 Center for Science and Engineering or by post
Medical Certificate (for employment) 0 Not available
Medical Certificate (not for employment) 6 Not available
Certificate and dossier for taking entrance examinations of other universities × 0-3 *4 Center for Science and Engineering or by post 300
Request form for studying abroad 0-3 *5 Center for Science and Engineering or by post
Student Discount Card “Gakuwari” 0 Not available
  • *1. Certificates can be obtained from the automated certificate-issuing machine from graduation day (March 15th) until  you return the student ID card to received your diploma. From the following day of graduation ceremony to Marcn 31st, certification is provided from certification counter, for 200 yen per copy. After April 1 you will be treated as an alumnus.
  • *2. Available from June 1st (spring semester) or November 1st only for undergraduate students in their fourth year or higher and Master’s students in their second year or higher who completed the course registration of all credits required for graduation.
    But it is not available within following period:
    -from early March (on the grade announcement date for spring semester) to May 31st
    -from early September (on the grade announcement date for fall semester) to October 31st
  • *3. 300 yen per copy. For Doctoral Program students who have completed the program, it costs 200 yen per copy when applied for before the end of the month in which their graduation day falls (the day their doctoral degree is conferred).
  • *4. Certificates can only be issued for those who took the regular health exam for students in April of that academic year. They are available from June 1. A Japanese template is issued for 200 yen per copy from the automated certificate-issuing machine. A specific form or a certificate in English can be issued from the Health Support Center for 500 yen per copy.
  • *5. Certificates can only be issued for those who took the regular health exam for students in April of that academic year. A Japanese template is issued from the Health Support Center until May 31 and from the automated certificate-issuing machine from June 1, for 200 yen per copy. A specific form or a certificate in English can be issued from the Health Support Center for 500 yen per copy.
  • *6. Number of days from application to acquisition (on average). The number of days it will take from application to acquisition do not include the days the certification counter is closed. Be careful when you apply just before a long vacation, such as summer and winter school closures.
  • Remarks : If above mentioned issuing available starting date falls on Sunday or National holiday, the following day will be the available date.

ApplyingApplying for Certificates at the Office of the Schools of Science and Engineering (Bldg.#F)

To apply at the counter

What you need

  1. Your ID (driver’s license, passport, student identification card, etc.)
  2. Fee

What you need to do

Inform the staff at the Center for  Science and Engineering (Bldg. #51 1F) counter that you wish to have a certificate issued. You will receive an application form. Enter the necessary information, purchase handling fee payment tickets for the total amount due from the handling fee payment machine in the office, and submit them with your ID.

Office of the Schools of Science and Engineering – Counter Hours

Monday – Friday 9:00 – 17:00
*Closed May1~2, Aug. 14~18,  Feb. 16, 17, 19 ,21and 22
Saturdays
*Service available on Sat.
9:00 – 17:00 (Closed 12:30 – 13:30)
*Closed during summer holidays (Aug. 4 – Sept. 20) & winter holidays (Dec. 23- Jan. 5)
Days the office is closed Sundays, national holidays (open on  July. 17, Oct. 9,  Nov. 23)
*University-wide summer holidays (Aug. 14 – Aug. 18)
*Saturdays during summer holidays (Aug. 4 – Sept. 20) & winter holidays (Dec. 23 – Jan. 5)
*Winter holidays (Dec. 28 – Jan. 5)

Access map to the Office of the Schools of Science and Engineering (Nishi-Waseda Campus)

Approximate time required

  • Time required depends on the type of certificate and number of pages, but it usually takes about 5 to 20 minutes.
  • Note that Certificates of Credit Transfer and dossier documents required for various qualifications and examinations and Certificates of Doctoral Degrees take several days (about one week) to prepare. Apply for a certificate well in advance, and check the receiving date when you apply.

Application by post:

*Note that since applications received during summer and winter holidays will be processed after the office is reopened, it will take longer.

What you need

Please remember to include the following four-piece set of documents. Without it, certificates cannot be issued.

1. Copy of your ID A copy of a document proving your identity.
(Copy of your foreign registration card, passport, etc.)
2. Application form Download an application form Certificate Request Form(For Postal)for your convenience, or you may write the following on a sheet of paper. Your name in Roman characters, Kana and Chinese characters (if any), date of birth, graduation year and month, department, student number (not necessary when it is unknown), business number or mobile phone number at which you can be contacted during the daytime, type of certificate and number of copies you need.
3. Self-addressed and stamped envelope One self-addressed and stamped envelope (maximum size: 12 cm × 23.5 cm)
*1 If you prefer special delivery, put the stamp for [regular postage] + [special delivery charge (270 yen)] on each of the envelopes (for outgoing mail and return mail)
* Postage for a self-addressed envelope (rough estimate)
4. Fee (in fixed-denomination postal orders) Prescribed amount in fixed-denomination postal orders (200 yen per copy for currently enrolled students and 300 yen per copy for alumni)
* Do not write anything on fixed-denomination postal orders.

 Where to apply

Put the four-piece set mentioned above in an envelope, and mail it to the address given below. Since certificates are generally sent on the day following the arrival of your application, it will take about one week to reach you.

Office of the Schools of Science and Engineering (Bldg. #51 1F),
3-4-1 Okubo, Shinjuku-ku 169-8555 (TEL: 03-5286-3002)

Applying from abroad

It is recommended that an application from abroad use method (1) below to avoid delay or trouble with mail delivery.

  1. Entrust a proxy living in Japan with the application using the Application Form by Post Mailed within Japan and Application by Proxy.
  2. When no proxy you can trust is available (or Japanese fixed-denomination postal orders or stamps are not available locally), purchase an international postal money order for handling fee and postage, and enclose them with your request for a certificate. Note that since the monetary value of international postal money orders changes slightly because of fluctuations in exchange rates, please send a little extra up-front. The excess amount, if any, will be sent back to you in Japanese stamps. (Note: You cannot use bank checks.)

Application by Proxy

What you need

In addition to what you usually provide, also provide the following two items, and submit them to the counter or mail them by post.

  1. Letter of proxy in applicant’s own handwriting (including applicant’s name, proxy’s name, copy of applicant’s identification (ie. driver’s liscense, passport, Basic Resident Registration Card etc.), relation between applicant and proxy, signature and/or seal, date, and reason for appointing a proxy)
  2. Proxy’s identification (or a copy of it if mailed)
    Letter of Proxy

Application by those who have changed their family name

What you need

In addition to what you usually provide, also provide an official document (or a copy of it) that proves you have changed your family name (an extract of family register if you got married), and submit them to the counter or mail them by post.

Estimated costs for the return envelopes and postage

As summarized below, postage varies depending on whether a sealed envelope is required, the number of certificates, the size of the return envelope to be used, and whether express delivery is required.

Sealed Envelope Required? Number of Certificates Size of the Return Envelope Postage (Express Mail Postage in Parentheses)
No 1 to 4 Maximum standard size 80 yen (350 yen)
5 to 9 90 yen (360 yen)
Yes 1 to 5 B5 size 120 yen (390 yen)
6 to 8 140 yen (410 yen)
Yes 1 to 3 A4 size 120 yen (390 yen)
4 to 5 140 yen (410 yen)
6 to 8 160 yen (430 yen)
9 to 11 200 yen (470 yen)

* Sealed envelopes: Certificates will be sent in sealed Waseda University envelopes.

Change of Address and Bank Account/Student ID Reissue

If any of your personal information changes, please do the following promptly.

Changing your personal information

Information you can change from My Waseda

Student’s home address, telephone number and so forth Log into MyWaseda, click “View/Update your own profile” on the left menu and change your address to the new one.
When a student’s home address is changed, the seal on the back of his or her student identification card must also be rewritten. Change the seal on the back at the Office of the Schools of Science and Engineering (Bldg. #51 1F).

Information you cannot change from My Waseda

To make any of the following changes, first download a form, Change of Address, Guarantor, Financial Supportor and Name form(PDF format), and then promptly process it at the Office of the Schools of Science and Engineering counter (Bldg. #51 1F). Be sure to bring your student identification card with you.

Address and telephone number of your guarantor You need the guarantor’s signature and seal.
Address and telephone number of the person who pays your school expenses You need the person’s signature and seal.
Changing your family name You need a copy of an official document that proves the change of your name. (ex. your passport)

 Change of your debit account for school expenses

Follow these instructions if you need to change the debit account to which your school expenses are charged.

(1)Be sure to obtain two sets of Bank Transfer and Automatic Debit Transfer Application from the Office of the Schools of Science and Engineering.
(2)Enter the necessary information and put your seal on the forms. Submit one copy each of the “Copy for Financial Institutions” to the old financial institution and new financial institution.

  • Cancel the old account you no longer use at that financial institution.
  • Newly open an account you wish to use at the financial institution of your choice.

(3)After you have completed the arrangements at the respective financial institutions, submit the Copy for University at the Office of the Schools of Science and Engineering counter.

Change of transfer account for scholarship

Follow these instructions if you need to change your account.

  • Scholarships offered by Waseda University: Make changes from the [View/Update your own profile] on the menu displayed on the left after you log into MyWaseda.
  • Other scholarships: Follow the instructions from the organization that offers the scholarship.

Reissuance of your student identification card

Bring a 4 cm × 3 cm color photo and 2,000 yen, and apply for reissuance at the Office of the Schools of Science and Engineering counter. It takes several days to issue a new card after you apply for reissuance. (You cannot purchase a student commuter pass until you receive a new student identification card.)

Leaves of Absence and Re-enrollment

Updated on August 9, 2016

Waseda University has systems to deal with leaves of absence, returning to school and continued leaves of absence. If you wish to apply for one of these, check the conditions and follow the prescribed procedures.

About leaves of absence

If you are not able to attend classes (including examinations) for more than two consecutive months for good reason, such as an illness, overseas language study, or economic circumstances, you may take a leave of absence by going through the prescribed procedure and receiving approval.
If you wish to take a leave of absence, carefully read the following Notes on Leaves of Absence and follow the prescribed procedure.

*To receive approval for a leave of absence, you need to have an interview with a class academic advisor or a supervisor.
You should make an appointment and undergo an interview.
If you do not know who the class academic advisor is : class academic advisor search

About returning to school

The premise of a leave of absence is returning to the same school after the absence.
When the end date of a leave of absence draws near, follow the necessary procedure for returning to school.
The documents related to the procedure for returning to school will be sent to your guarantor (about one month before the end of the leave of absence.)

About continued leaves of absence

In exceptional circumstances, you may be allowed to continue a leave of absence (note that, however, the period of a leave of absence cannot exceed two consecutive years). When the end date of a leave of absence draws near, follow the necessary procedure for continued leaves of absence.
The documents you need with which to apply for a continued leave of absence will be sent to your guarantor (about one month before the end date of leave of absence.)

Withdrawal and Re-admission

Waseda University has systems in place for withdrawal and re-admission. Individuals wishing to apply for withdrawal or re-admission should check the requirements and follow the necessary procedures.

Withdrawal

Students wishing to withdraw from the university should read the “Procedure for Withdrawal from the University” and follow the required procedures.

*Students are required to have an interview with their class academic advisor or supervisor (not required for the First and Second year Undergraduate Students). Students should make an appointment with their advisor. If you do not know who your class academic advisor is : class academic adviser search

Re-admission

After withdrawal, students who meet the conditions listed below may be re-admitted to the University and into the appropriate department/major after a comprehensive evaluation based on an interview, the number of credits acquired before withdrawal, and the reason for withdrawal.

Conditions for Application

(1)The year of desired re-admission is within 7 years following withdrawal for undergraduate students and within 4 years for graduate students.

(2)The reason for withdrawal was unavoidable and justifiable.

*This system, including conditions for application, may be changed or eliminated without advance notice. If you are considering applying for re-admission, please inquire at Center for Science and Engineering in advance for details.

Re-admission takes place in April of each year, and students must ensure that applications for re-admission are submitted within the designated period (differs by academic year). Inquire at Center for Science and Engineering for details.

International Program transfer School/Department

How to Use Classrooms, Seminar Rooms, Equipments

To use classrooms for extracurricular activities, you have to submit an “Application for Use of Classrooms / Seminar Rooms” form available in the Center for Science and Engineering (Academic and Student Affairs Section) on the 1st floor of Building 51. When submitting the form , keep the following in mind:

(1) Qualification to use classrooms
Only clubs recognized by the Faculty of Science and Engineering and equivalents can use classrooms.

(2) Responsible person
The responsible person (full-time faculty member) must put his/her seal on the application for use.

(3) Submission of an application for use
An application for use must be submitted at least 3 business days before use.

(4) Available period
As a rule, use of classrooms is allowed except for the following periods:
Sundays, national holidays, Saturdays during holiday periods, period between the entrance ceremony and the start of classes, 2-week periods after the start of fall and spring semester classes, end of fall and spring semester examination periods, summer construction period,
Rikoh-ten (exhibition for Science and Engineering Schools) periods, entrance examination periods during which campuses are closed, preparation periods for entrance examinations and periods during which classes are cancelled for other events.

(5) Available time
As a rule, classrooms can be used between 18:15 and 20:00 on Monday through Friday, and between 14:40 and 20:00 on Saturday. During holiday periods, classrooms can be used between 9:00 and 17:30.

(6) Classrooms available
All classrooms located in Building No. 52, 53, 54, 56, 57, 58, 60, and 61, and common seminar rooms in Building No. 51, 60, 61, and 63 in Nishi-Waseda Campus.

(7) Available period
As a rule, a classroom can be used for up to 1 month. If you want to use a classroom for a longer period, submit an application for use again.

(8) Notes on using classrooms

  • Reservation of the classroom can be made up to a month before the date of usage.
  • Using classrooms in a matter that interferes with classes, education, research or business of the university or undergraduate/graduate schools is not allowed.
  • Pay attention to the surrounding classrooms and do not disturb classes taking place in other classrooms.
  •  Do not move tables, chairs, and other furniture in classrooms.
  • When using a classroom, please strictly observe the time period allowed.
  •  In case of an emergency that makes it necessary for the university to use the classrooms, you may be assigned to other rooms.
  • There are cases when we ask you to cancel reserved rooms due to the construction.
  • No eating or drinking in classrooms or seminar rooms.
  • In case you are not going to use reserved classrooms, be sure to let us know about cancellation.
  • Regarding available equipment, please check the website of Administrative Office of Information and Multimedia Technology below : List of classroom equipment

For inquiries, please contact to the Center for Science and Engineering (1st floor of Building 51, Tel. 03-5286-3002).

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