Issuance of Certificates

The following requests can be submitted to the Student Affairs Division. The office is open from 8:30 a.m. to 5:00 p.m. on weekdays. Please note that some of the following requesst cannot be accepted between noon and 1:00 p.m.

Student Identification Card

Students must observe the following regulations concerning use of their student identification cards :

a. Students must not lend their student identification cards to others.
b. If a student's identification card is lost or stolen, or when information on identification cards must be changed, the student must immediately apply for a re-issuance of a card.
c. When a student's status at the University changes due to graduation, completion of courses, transfer to another university, withdrawal from the University, or dismissal from it, the student must return his or her student identification card without delay.

Application for Re-issuance of a Student Identification Card

If a student's identification card is damaged or lost, or when the information on the identification card needs to be changed, the student must immidiately submit an application form for re-issuance of the card, in order to obtain a new identification card.
Please understand that it will take about a week to issue a new identification card.

Application for the Issuance of Certificates

To obtain the following certificates, use the certificate issuing machine located in the Student Affairs Division. AINS account (student ID number) and password are required for issuance.
※Student Affairs Division opens 8:30 - 17:00(weekdays)

- Certificate of Enrolment (Japanese/English)
- Transcript of Academic Performance (Japanese/English)
- Certified Medical Examination Data Record

For the following certificates*, submit the form "Request for Issuance of Certificates" to the Student Affairs Division. These certificates will be ready after 1:00 p.m. on the next business day.

- Certificate of Expected Graduation (Japanese/English)
- Graduation Certificate (Japanese/English)
- Certificate of Expected Completion of the Graduate Program (Japanese/English)
- Completion Certificate (Japanese/English)

※For the purpose of advancement to a graduate school and/or job hunting, print the "application for employment and educational certificates" from your personal portal page. Obtain the research advisor's seal and signature and submit it to the Student Affairs Division to receive approval.
Please see the Reference Manual (employment) of Academic Administration System

*Students who have graduated or completed programs should refer to the items noted below in case any of the certificates listed above are necessary.

Notification of Change of Address

When a student's address changes from that registered at the time of enrollment, the student must submit a completed "change of address form." In addition, please prompty submit this form in the case of change of phone number, too.

Notification of Change of Guarantor or Change of Guarantor's Address

If the student's guarantor, as registered during the student's enrollment, dies or there is a change in the guarantor's address or other registered information, the student must submit a completed "change of guarantor form" or "change of address form."

Notification of Change of Name or Permanent Address in the Family Registry

If a student changes his or her name or permanent address in the family registry reported at the time of enrollment, the student must submit a completed "change of name form" or "change of permanent address in the family registry form."

Application for Commuter Certificate

If a student requires a commuter certificate in order to obtain a public transportation pass, the student must submit a completed application form for a commuter certificate. The certificate will be issued after 1:00 p.m. following the day the application is submitted. If the next day is a Saturday, Sunday, or a national holiday, the certificate will be issued after 1:00 p.m. of the next business day.

Application for Student Discount Fare Coupons

If the student needs a student discount fare coupon, the student must submit a completed application form for a student discount fare coupon. The coupon will be issued after 1:00 p.m. following the day the application is submitted. If the next day is a Saturday, Sunday, or a national holiday, the coupon will be issued after 1:00 p.m. of the next business day.
Before using the discount coupon, please note the following:

  1. The discount does not apply to tickets for one-way trips of less than 100 km.
  2. The discount coupon is valid for three months from the date of issue. However, discount coupons issued for students in their final academic year are valid until the last day of their enrollment (graduation day).
  3. The discounted rate is 20% off the regular fare.
Application for Group Tour Request Sheet

If an application for a group tour must be certified by the University, the student must submit a request form for a group tour application sheet along with a written application for a group tour.
The application sheet will be issued after 1:00 p.m. following the day the application is submitted. If the next day is a Saturday, Sunday or a national holiday, the application sheet will be issued after 1:00 p.m. of the next business day.
Before using the group tour application sheet, please note the following:

  1. The application sheet can be used for groups of 15 or more students that will be accompanied by a faculty member of the University.
  2. The discount rate is as follows:
    Railways and ferries: 50% discount / JR buses: 20% discount

3.In principle, the application sheet must be submitted to the station, the tourist center at the station, or a major travel agency at least
14 days before the trip.

Application to Establish an Organization

In order to establish an organization for which activities will be conducted officially on campus, it is necessary to appoint 2 representatives and select 1 advisor from among professors, associate professors or assitant professors of the University. An application to establish an organization must be submitted to the Student Affairs Division and also to the Student Association.

Application to Maintain an Organization

An organization that intends to continue its activities must submit this application form to maintain an organization by the end of May every year. Failure to submit such an application will be regarded as the organization having been disbanded.

Application for Group Activities and Meetings

Students who intend to take part in off-campus group activities or meetings that use the name of the University, including training camps and games played away from the University, must submit an application form for group activities and meetings at least 3 days prior to the date of the activity. Please note that those who don't submit this form in advance are not covered under The Personal Accident Insurance for Students Pursuing Education and Research.

Application for Displays on Campus

Students who intend to display posters, billboards, etc, on campus must submit applications for displays on campus, along with the actual posters or billboards to be displayed, and obtain the approval of the facilities manager.

Application for Distribution of Unofficial Documents on Campus

Students who intend to distribute handbills or other unofficial documents, drawings, etc, or to undertake a campaign as a petition or a fundraising campaign, must submit an application form for distribution of unofficial documents on campus together with the actual materials to be distributed. In addition, they must obtain the approval of the facilities manager.

Notification of Absence

Students, when they will be (be or were) absent from classes for reasons listed as follows, must report their absence by submission of the "Report of Absence", to Academic Affairs Section, Student Affairs Division.
1. Condolence leave (a maximum of 7 days, in case of decease of a family member in the first degree of kinship, a maximum of 3 days, in case of decease of a family member in the second degree of kinship)
2. Receipt of the direction of out-of-school suspension due to infectious diseases based on the provisions of Article 19 of the School Health and Safety Act
3. Teaching training and training on nursing care
4. Marriage leave (a maximum of 5 days, in case of the student's own marriage, a maximum of 2 days, in case of a marriage of the student's family member within the second degree of kinship)
5. Natural disasters
6. Delay in public transportation
7. Requirement to attend a trial as a lay judge
8. Participation in extra-curricula activities and/or exchange programs, etc. upon
Instructors for relevant classes, upon receipt of a report of a student's absence from the Student Affairs Division, may handle the student's absence from classes as "not absent" from classes.
Application Form: Request for Excused Absence (*internal access only)

Application for the Use of a Classroom

To use a lecture room for purposes other than classes, hand in the predetermined request form, "講義室使用願 (Request Form for Use of Lecture Rooms)," to the Student Affairs Division by 4:00 p.m. on theprevious day of the intended day of use, and obtain the approval from the Director of the Student Affairs Division.On-the-day reservations will not be accepted in principle.

※ For avoiding damage to information processing equipment, eating and drinking in lecture/exercise rooms are prohibited. Your cooperation in maintaining good conditions of University facilities and equipment would be much appreciated.

Application for the Use of Equipment

The University of Aizu Koen-Kai (The Supporter's Association) provides sports equipment for the benefit of students. Students who wish to borrow sports equipment must record required information on the designated equipment rental notebook.
The Supporter's Association offers mainly the following equipment.

* Softball sets
* Table Tennis sets
* Badminton sets
* Soccer balls
* Volleyballs
* Basketballs

Issuance of Certificates after Graduation / Completion

Types of Certificates

  1. Certificate of Enrollment (Undergraduate / Graduate School)
  2. Academic Transcript (Undergraduate / Graduate School)
  3. Certificate of Graduation (Undergraduate School)
  4. Certificate of Completion of Master's / Doctoral Program (Graduate School)
  5. Other Certificates

There are several other certificates the Student Affairs Division can issue. Contact us for more details, if you require other certificates.*While all certificates can be issued in English, please understand that this may take one to two weeks.

How to Apply

In principle, students themselves are required to submit applications in person or send them by mail.
(We will not accept requests made through phone, fax, or email.)

1. In-person Application at the Student Affairs Division

You will be asked to fill out and submit "Application Form for Issuance of Certificates" at the SAD service counter. Please bring personal identification.
*Personal Identification (Copies are acceptable.)
 [e.g. Driver's License, Health Insurance Certificate, Passport, etc.]
 (If you have changed your family name due to marriage, etc., we can issue the certificate with your new family name, but please indicate on the certificate that you have changed your family name.)*If you wish to receive the certificates by mail, please also submit a postal money order in the amount required for the number of certificates requested and a self-addressed stamped envelope when applying.

2. Application by Mail

Please send an "Application Form for Issuance of Certificates (For Alumni)" with the following information: date of the request, year and month of graduation / completion, student ID number, name, telephone number (where you can be reached during the daytime), type and number of certificates, reason for issuance, and the issuing fee. Please enclose the following documents.

  • Self-addressed Stamped Envelope
  • *Personal Identification (Copies are acceptable.) [e.g. Driver's License, Health Insurance Certificate, Passport, etc.] (If you have changed your family name due to marriage, etc., we can issue the certificate with your new family name, but please indicate on the certificate that you have changed your family name.)
  • Postal Money Order in the Amount Required for the Number of Certificates
    (Amount of Postal Money Order = \300 per certificate)
    * If a money order for the amount required for the number of certificates is not enclosed, the certificate cannot be issued.
Self-addressed Stamped Envelope

Please prepare a stamped, JIS Kaku 2-sized (240x332mm) or equivalent self-addressed envelope.

  • \120 stamp for nonstandard-size mail up to 50 grams
  • \140 stamp for nonstandard-size mail up to 100 grams (equivalent to 6 A4-size sheets or 6 envelopes)
  • If you require express delivery, please affix stamps for the extra charge.

*Please check the postage carefully at the post office and affix the necessary stamps.
In case there is a postage shortage, you will be requested to send additional stamps.

Certificate Turnaround Time

Certificates will be issued on the day after the application is received, in principle.
However, it may take some days to issue certificates depending on their types and the number of copies. Please apply well in advance.

Issuing Fee

\300 per copy

Payment methods vary depending on how the certificate is received.

1. In-person Application on Campus

Please pay the necessary amount of cash (or postal money order) at the Student Affairs Division when you receive the certificates.

2. Postal Application

Please send a postal money order for the necessary amount with your application form.
(Amount of Postal Money Order = \300 per certificate)
If a money order for the amount required for the number of certificates is not enclosed, the certificate cannot be issued.
We do not accept any Registered Cash Mail.

Postal Money Orders
  • This is a remittance method in which cash is sent in the form of a fixed-sum money order.
  • Please apply at your local Japan Post Bank or the savings counter of your neighboring post office.
    *At the time of application, you may be asked to present official identification.
  • Depending on the remittance amount, 12 types of fixed-amount money orders can be issued: 50 yen, 100 yen, 150 yen, 200 yen, 250 yen, 300 yen, 350 yen, 400 yen, 450 yen, 500 yen, 750 yen, and 1,000 yen.
  • Please do not write anything in the column for the Recipient's Name.
  • Please mail (submit) a postal money order within 3 months of the date of issue.

Address for Applications

〒965-8580 *You do not have to write the full address because the postal number is only for the University of Aizu.
Health and Welfare Services Section, Student Affairs Division, the University of Aizu

Please write "Application for the Issuance of Certificates" in red on the front of the envelope.