For those who are terminating their studies at Kansai Gaidai at the end of 2017 Spring semester, please be sure to follow the instructions below:
1. Student ID
Once your student ID is invalidated, you are not able to enter the library and gym at Kansai Gaidai. Also, you are not able to get the privilege of purchasing train tickets or movie tickets at a student discount rate.
2. Refund of General Deposit (JPY10,000)
The General Deposit of JPY10,000 will be reimbursed only when you meet all your outstanding debts to Kansai Gaidai. These items include the following, but not limited to:
a. Termination form must be submitted.
b. Student loan must be paid back. No transcript will be released for a student who has financial obligations to Kansai Gaidai.
c. Library books must be returned.
d. Cancellation of your bicycle registration must be completed. Your yellow registration sticker must be submitted together with the reimbursement application. (Refer to item 6 on this memorandum)
On May 15, students who submitted the termination form will receive in your mailbox an Application for Reimbursement of Deposit together with instructions to follow. After getting appropriate approvals, please submit the form, together with your student ID to the CIE office for final approval. At this point, your student ID will be invalidated. Then, take it to the SHOMU-BU (where you paid the deposit). Refunds can be made from May 15 through June 1. If the deposit was paid through your home institution, the deposit will be returned to your home institution.
3. Official Transcripts
For those who are from affiliated institutions: One official copy of your academic transcript will be automatically sent to your home institution with no charge.
For independent students: One official copy of your academic transcript will be automatically sent to the institution you have specified on your original Asian Studies Program application form with no charge.
Unofficial Transcript: Your grades will be available through K-GENESYS sometime in the middle of June.
For future request of your transcript(s) or for additional copies, please click here for application procedures.
Fees: JPY500 per copy including mailing charge
Should you need to have your transcript sent in earlier, be sure to talk to a registrar in the CIE office. Please note that transcripts will not be sent unless you meet all outstanding obligations to Kansai Gaidai.
4. Student Visa Validity
Even though your original visa is good for one year(or six months) from the date entering Japan, if you will not be enrolled in a Japanese university, it will NOT possible to remain in Japan with the current student visa. The immigration office allows the students with student visa to remain for about one month after completing their studies at Kansai Gaidai. For students who plan on remaining in Japan more than one month, be sure to change the visa status according to the intended activities in Japan.
We would like to reiterate that it is illegal to engage in any jobs without obtaining the proper visa in Japan.
5. Resident Card
If you have not submitted your copy of Resident Card yet, your copy must be submitted to the Center for International Education.
All students who have a resident card are required to complete and submit "Resident Change Notification Form" to cancel your residency in Hirakata(or other city you have lived). Please visit the city hall where you are residing in. The form is available at the city hall.
For students who joined the national health insurance, must visit the appropriate desk in the city hall to cancel your health insurance at the same time.
Cancellation of your bicycle registration is also one of the items you must complete in order to receive the refund of your general deposit. Remove the yellow registration sticker from your bicycle and submit it to the CIE office along with your Application for Reimbursement of Deposit.
WHAT TO DO WITH YOUR BICYCLE:
As we told you at the beginning of the semester, the Japanese police have become more rigorous in checking for stolen bicycles. Thus, when you get rid of your bicycle, please choose one of the following options. However, in any case, you must cancel your bicycle registration at the CIE first.
A. Sell your bicycle to a bike shop (recommended)
Take your bicycle to the bike shop where you purchased it, and sell it there.
B. Give or sell your bicycle to an extension international student
If you can find an extension international student who currently does NOT have a bicycle, you can give or sell your bicycle to him/her. Since one student is allowed to leave only one bicycle at the Seminar House, you need to find someone who does not have a bicycle. ONE STUDENT CAN REGISTER ONLY ONE BICYCLE AT KANSAI GAIDAI.
If you decide to do so, the new owner should take the bicycle to the bike shop where you purchased it, with your bike registration form (the guarantee certificate) and his/her ID and then ask them to change the ownership and crime prevention registration of the bicycle. If the new owner does not do so, when the police check the bicycle, he/she will be considered to be owning a stolen bicycle and will be in serious trouble.
Make sure you cancel your bicycle registration at the CIE (you must remove your yellow registration sticker from your bicycle and submit it to the CIE). Then, the new owner must submit a copy of the bike registration form (the guarantee certificate) to the CIE in order to obtain a new registration sticker and an "Extension"「延」sticker at your currently residing Seminar House. These stickers must be attached to the bicycle.
[Where to park]
If the new owner is currently a Seminar House resident, he/she may park the bicycle at Seminar House parking after obtaining stickers (yellow registration sticker from CIE and "Extension 「延」" sticker from Seminar House).
If the new owner is NOT a Seminar House resident, he/she needs to park a bicycle on campus after obtaining a yellow registration sticker from CIE.
Please make sure to clear your mailbox before leaving Kansai Gaidai. Make sure to REMOVE your nameplate before you leave.
If you plan to stay in Japan, you can report the change of your address by filling out a form and submitting it at the Post Office.
If you plan to go back home, due to the cost involved we will not be able to forward your mails to your address in your home country. We will therefore send all the mails back to the senders when receiving mails for students who have already left Japan.
8. Japanese National Health Insurance
For students who joined the Japanese National Health Insurance, be sure to complete the premium payment up to the day you leave Japan. If you still have not completed the payment, please directly go to the City Hall of the city where you are residing in. Please report the day you are leaving Japan and the City office will calculate the payment up to the day you leave Japan. It will be your responsibility to cancel your insurance.
9. Computer Access
Please note that you will not be able to login to the computer at Kansai Gaidai after June 1, 2017. The connection from personally owned computers are also disconnected after this day. Those of you, who have the documents on your z-drive, please make sure to back-up your files to DVD/CD-R or USB memory stick before your account is disabled. We will not be able to recover/restore your files and documents in the z-drive after that day. You will have access to K-GENESYS until the end of June to check your grades.
10. Keitai Denwa (Mobile Phone) / Pocket Wifi / SIM card
If you have a mobile phone, pocket wifi or SIM card, you should make necessary arrangements to cancel your contract. If you arranged to use your credit card to make monthly payments, the company will keep charging the basic rate on your credit card if you forget to cancel your contract. If you get behind with the payments or if the cancellation is not made properly, we will release your personal contact information to the company upon request.
11. Closing your Bank Account
Those who have opened a bank account with Sumitomo Mitsui Bank, please be sure to close your account before returning to your home country. There are two options to close your account.
A. Come to one of the following banking session at CIE, however it will take one or two days to receive the money left in your account.
- Thursday, May 11: Money pick-up May 12 (Fri.) 14:30-15:00 (Rm. 3402)
- Friday, May 12: Money pick-up May 15 (Mon.) 14:30-15:00 (Rm. 3402)
- Monday, May 15: Money Pick-up May 16 (Tue.) : 14:30-15:00 (Rm. 3402)
Note: Your cash card and bank book are required.
B. Go to the Sumitomo Mitsui Bank, Hirakata branch(Map) with your cash card and bank book to close your account.
- Opening Hours. Mon.-Fri. 9:00 a.m. - 3:00 p.m.
- Desk: If you have your cash card and bank book -> go to the 2nd floor
- If you do not have your cash card or bank book -> bring your passport and go to the 1st floor