Gender and Sexuality CenterWaseda University

Managing information pertaining to gender and sex

At Waseda University, students’ gender markers and information on legal sex are strictly managed.  The legal sex on the university records is not disclosed in a manner to which the individual does not intend*. The gender/sex marker section has been removed from various certificates (excluding health check-up certificates), attendance records, and forms. If, by any chance, you have been affected by an outing incident (act of disclosing a person’s gender identity, sexual orientation, romantic orientation, gender history [e.g., past information about a person’s assigned sex at birth, name, enrollment and attendance in school for people of a particular gender, or other past information regarding gender transitions], and medical history [HIV status, etc.] without the individual’s consent) or if you have any other concerns about your student life, please feel free to consult with the GS Center at any time.

*Currently, Waseda University maintains information on legal sex. However, the authorization to handle information on individual students, including sex and gender information, is granted only to staff and faculty who require this information for their work, such as office staff of the student’s affiliated undergraduate or graduate schools, or staff who oversee academic and student affairs.

Attendance record (course student list)

There is no information on student’s gender or legal sex listed in attendance records for each course or on Waseda Moodle.

Gender marker displayed on certificates 

Of the certificate-related documents issued by the university, depending on the application documents to related entities inside and outside the university, some documents (e.g., health check-up certificate) may require gender marker or information on legal sex. If there are any questions or concerns regarding the procedure, please consult the GS Center.

Reviewing the necessity of collecting personal information pertaining to gender and sex

Waseda University is working university-wide to minimize the collection of gender and sex information from students, faculty members, and staff members. Each program and section of the university has been asked to confirm whether the collection of gender and sex information on various forms is being done for rational reasons (see below), and consider editing the forms to the extent possible to make the gender/sex marker section optional, or so that the reasons for collecting such information is clearly outlined in cases where it is deemed rational. Through this process, some of the forms with rational and reasonable reasons to compel the continued collection and entry of gender information were identified and are now listed in the “Student Life” section within MyWaseda (for Waseda students only).

Changes of sex/gender marker in school records

If your legal sex has changed, you will need to change your sex/gender marker in school records. Please use the Change of Name Request Form and check “Sex/Gender” in the “Other changes along with the change in the Family Register” section. Please use this form even if you do not have a Family Register, but have a passport, birth certificate, or other legal documents with which legal change of sex/gender marker is indicated. Prepare official document(s) that prove your legal sex change to attach to the form, contact your undergraduate or graduate school office, and go through the change application method. If you would like to consult about the process prior to the form submission, please contact your undergraduate or graduate school office, or the GS Center.

◆ Change of Name Request Form ◆

Change in legal name

If your legal name has changed, please prepare the Change of Name Request Form and official document(s) that prove your legal name change to attach to the form, and go through the application method at the office of your undergraduate or graduate school.

◆ Change of Name Request Form ◆

Use of preferred (lived) name

Without changing your legal name, in the following cases, Waseda University may allow you to register a “preferred name” in the school record. You can choose to list your preferred (lived) name only, or both your legal and preferred (lived) names. The procedure requires the submission of the Request for Use of Preferred Name as well as appropriate documents indicated in the table below. Please prepare the necessary documents and complete the procedure at the office of your undergraduate or graduate school.

◆ Request Form for Use of Preferred Name ◆

Applying to use a preferred (lived) name that affirms gender identity

Transgender, non-binary, and other gender expansive students who wish to use their preferred (lived) name that affirms their gender identity should complete the Request for Use of Preferred Name “Form B” as indicated in the table above. In this case, a letter from a medical professional or a letter from the GS Center that confirms that the student experiences gender dysphoria or gender incongruence can serve as documentation to support the request. Please consult the GS Center if you wish for the Center to write the letter. Once the use of the preferred (lived) name is approved, it will appear on various documents as shown in the table below. Additionally, when using a preferred (lived) name, you will be responsible for authenticating your preferred (lived) name and your legal name.

Things to know when applying for use of the preferred (lived) name

• Once your request for use of a preferred (lived) name is approved, generally, all names used in your student life will be your preferred (lived) name of your choice, such as your name on the student ID card and attendance record, and name displayed on Wasaeda Moodle and Waseda Mail. You can also choose to use your legal name, or both your legal and preferred (lived) names, on some certificates issued by the university.
• A signature or written consent of a guardian, etc. is not required at the time of the Request for Use of Preferred Name form submission. However, please be aware that in cases where the guardian, etc. does not know that the student is using a preferred (lived) name at the university, unexpected problems may occur, such as when a guardian, etc. visits the university on Parents Day or needs the student’s name to participate in university events, when the university sends grade notifications and other notices to guardian, etc., and when an emergency response to an incident involving the student is required.
• The preferred (lived) name you submit in this request may not be approved for the following reasons: when the reading of the kanji in your name differs significantly from the common reading of the kanji, kanji that are extremely difficult to read, using only a given name with no surname, or using a surname name that differs from the one on the family register or your legal surname. In addition, if you are considering legal name change in Japan and are planning on submitting the university issued documents with your preferred name as support documents, please be aware that there is a possibility that the family court may not grant approval due to the same reasons. Please make sure to carefully check the requirements and procedures for legal name change before submitting this request.
• Please ensure that the verification between your preferred (lived) name and legal name is done at your own responsibility. Please note that when the name on certificates issued by the university (such as graduation certificates) differs from your legal name on identification document, or name used at a conference presentation or in academic journals, you may be required to submit additional documents for authentication.
• Generally, your application will be reviewed once all required documents have been submitted. Please note that even if you submit the required documents before enrollment, your preferred (lived) name may only be approved after enrollment.
• You will need to apply for a preferred (lived) name per student ID number; therefore, when your student ID number changes, such as when you are entering a graduate school at Waseda University after graduating from an undergraduate school at Waseda University, please be aware that you will need to submit another Application for Use of a Preferred Name.
• As a general rule, you can only apply for using a preferred (lived) name once per student ID number unless circumstances arise wherein the use of the second preferred (lived) name is deemed absolutely necessary and unavoidable.

Transfers to your bank account when using preferred (lived) name

After the use of a preferred (lived) name is approved, it is possible that the Waseda University Student Health Promotion Mutual Aid Association (Waseda Student Health Association) membership card, which is your student ID card, may not match the name on your insurance card, bank account, or receipt. In such cases, if you can confirm that both are the same individual, you can apply for medical expense benefits from the Waseda Student Health Association. The same also applies for on-campus student jobs (RA, TA, research assistant, temporary staff, exam proctors, dispatched staff, outsourced work, etc.) and scholarships distributed by Waseda University. However, separate procedures may be required for scholarships administered by the Japan Student Services Organization and external organizations. Please contact the Scholarships and Financial Assistance Section for details and confirmation.

Name on Cooperative Association (CO-OP) membership card

Generally, students are expected to use the name on their student ID card for the CO-OP membership. However, you can also choose to use a different name for the CO-OP membership. To change the name on your CO-OP membership, please visit the service counter at one of the CO-OP sites below:

• Waseda campus: the first basement floor in Building 17
• Nishi-Waseda campus: the first basement floor in Building 57
• Toyama campus: the first basement floor in Building 31
• Tokorozawa campus: the fourth floor in Building 100

For operating hours for each site, please see the CO-OP website.

◆CO-OP Website◆

Additionally, if you are using a preferred (lived) name in the school record, and it is reflected in the CO-OP’s “univcoop My Portal” but it is not reflected on your digital membership card, please complete the following steps: uninstall the university co-op application “大学生協アプリ（公式）” from your smartphone, restart your device, and then reinstall the application. This should ensure that the name displayed on your portal site also appears on your digital membership card.

Even if your circumstances do not allow you to request the use of a preferred (lived) name, you may be able to take some measures, such as requesting to be called by your preferred (lived) name during the course by submitting a request to the instructor. Please contact the GS Center for details.

Furthermore, recognizing that there are students with diverse sexual orientations, romantic orientations, gender identities, and gender expressions, including LGBTQ+ students, Waseda University has published “A Faculty and Staff Guide to Inclusive Practices for Gender and Sexual Diversity.” The guide requests that faculty and staff operate under the assumption that there are always LGBTQ+ students in their midst and use gender neutral honorifics, ask for the individual’s pronouns, ask about accommodations when lodging together, and so on. Students can also make individual requests directly to faculty members, but when there are concerns, worries, or difficulties, the GS Center can act as an intermediary with the administrative office and faculty member and help prepare the appropriate documents to convey the student’s needs and requests.

◆The GS Center Individual Counseling◆

Nursing care experience and teaching practice

Nursing care experience and teaching practice sites are off-campus institutions. If a transgender or non-binary student wishes to participate in those practicum programs as a person of their gender identity, which does not match their gender marker in the school record, they can consult with the host institution in advance through the university.

Consultation and coordination with the host institution may take time, so please refer to the following flowchart and begin consultations as early as possible, such as at the pre-registration stage. As none of the host institutions are affiliated with Waseda University, in some cases, it is not possible for them to meet your request, depending on the facilities of the host institution. Please contact the GS Center if you have any concerns about the program.

◆The GS Center Individual Counseling◆

From Japan to overseas: outbound student support

Collaboration with partner universities

Waseda University has agreements with approximately 600 universities overseas, and the Center for International Education (CIE) supports students in choosing the study abroad destination that best suits the needs and goals of each student. When considering a study abroad destination, but struggling to find the information you need, such as dormitories and university facilities, or having concerns and questions about the partner university’s environment, please consult with the CIE. With the Center’s support, you can also consult with the partner university and confirm their information.

◆Center for International Education◆

◆In-person and online consultation with the CIE◆

Additionally, the legal status concerning one’s sexual orientation, and protection of transgender and non-binary rights vary from country to country. The following information may be helpful when considering where to study abroad.

• Sexual Orientation World Map by NPO Nijiiro Diversity (in Japanese only)
• ILGA World Maps by the International Lesbian, Gay, Bisexual, Trans and Intersex Association (ILGA World )

From overseas to Japan: inbound　international student support

Waseda University supports international students to avoid isolation in Japan and at Waseda. English-speaking staff members provide consultations at the GS Center, but an interpreter may be required in some circumstances.

Support system for inbound transgender and non-binary students

In terms of student life, such as the use of preferred (lived) names and dormitories, we will share relevant information and work with other programs on-campus as needed. Please feel free to consult with the GS Center if you decide to study abroad at Waseda University.

◆The GS Center Individual Counseling◆

For those who have gone through medical transition, please consult your doctor or prescriber prior to your arrival in Japan and make plans for continuing gender affirming hormone therapy and/or aftercare following gender affirming surgeries. Given the possibility of needing to see a medical professional while in Japan, it is advisable to bring a document from your physician explaining your medical condition and treatment status. When bringing medicines prescribed by your physician to Japan, please prepare in advance in accordance with the rules and information published by the Japanese government.

Handling of syringes and needles used for self-injection

Please contact the Waseda University Medical Examination and Treatment Room about the handling of syringes and needles used for self-injection.

◆Medical Examination and Treatment Room◆

Gender clinics and medical transition

The GS Center provides information on gender clinics so that you can continue hormone therapy in Japan. Please remember that some medicines sold over the counter in other countries may be prohibited or require a prescription in Japan and could be confiscated at the border. Also, medications that are currently available in your home country may not be approved in Japan or may vary in price. For more information, please consult the GS Center.

◆The GS Center Individual Counseling◆

Introduction to community groups

The GS Center has the specialty staff and student staff who speak English. As of March 2025, Chinese and Korean-speaking student staff members are also available on certain days. The GS Center can provide information on community gatherings and groups accessible to LGBTQ+ students and off-campus programs and services with multilingual support. Please feel free to stop by the GS Center or use the Center’s individual counseling services to collect information.

Additionally, the Intercultural Communication Center (ICC) welcomes people from Japan and around the world, hosting 200 events annually where students take the lead in creating opportunities for interaction and learning. The friendly atmosphere of the ICC Lounge naturally attracts a diverse group of students for lunch and breaks. Come explore ICC events and the Lounge to meet students from various backgrounds and enjoy intercultural exchange!

◆ICC Events information◆