Document Submission

Deadline and Mailing Address ▼

Submit all documents by the deadline given on the cover letter that was sent along with your screening result notification. APU does not hold any responsibility and is not liable for any damage incurred during airmail delivery. Please ensure that you send the documents to the correct postal address depending on your country of residence.

(1) If you live in one of following countries/regions: Indonesia, Korea, Thailand, Taiwan, China, Viet Nam
Bring the documents directly to the representative office in your country of residence or send them via express mail service by the postmark deadline.
(2) Countries other than those listed above
Please send all documents directly to APU by an express mail service such as DHL, FedEx, OCS, EMS, etc. by the postmark deadline.
Address:
Ritsumeikan Asia Pacific University - Admissions Office (International)
1-1 Jumonjibaru, Beppu, Oita 874-8577 Japan
Tel: +81-977-78-1119

Deadlines for Document Submission

Please confirm the deadlines below with the deadline that appears on the cover letter that was sent with your screening result notification.

International Admitted Students Residing Outside Japan

2019 April Enrollment
*not including students residing in China, Korea, Thailand, and Viet Nam
Result Notification Deadlines for Document Submission
Jul 30, 2018 (Mon) Oct 31, 2018 (Wed)
Oct 8, 2018 (Mon) Dec 5, 2018 (Wed)
Nov 5, 2018 (Mon) Dec 19, 2018 (Wed)
Dec 10, 2018 (Mon) Jan 16, 2019 (Wed)
2019 September Enrollment
*not including students residing in China, India, Indonesia, Korea, Thailand, and Viet Nam
Result Notification Deadlines for Document Submission
Nov 26, 2018 (Mon) Apr 10, 2019 (Wed)
Feb 4, 2019 (Mon) Apr 17, 2019 (Wed)
Mar 4, 2019 (Mon) May 8, 2019 (Wed)
Apr 8, 2019 (Mon) May 29, 2019 (Wed)
May 27, 2019 (Mon) Jun 26, 2019 (Wed)

International Admitted Students Residing in China

2019 April Enrollment
Result Notification Deadlines for Document Submission
Nov 26, 2018 (Mon) Jan 9, 2019 (Wed)
2019 September Enrollment
Result Notification Deadlines for Document Submission
Jan 14, 2019 (Mon) Apr 10, 2019 (Wed)
Mar 11, 2019 (Mon) May 8, 2019 (Wed)
May 20, 2019 (Mon) Jun 26, 2019 (Wed)

International Admitted Students Residing in Korea

2019 April Enrollment
Result Notification Deadlines for Document Submission
Jul 30, 2018 (Mon) Oct 31, 2018 (Wed)
Nov 5, 2018 (Mon) Dec 19, 2018 (Wed)
Jan 14, 2019 (Mon) Jan 30, 2019 (Mon)
2019 September Enrollment
Result Notification Deadlines for Document Submission
Jun 3, 2019 (Mon) Jun 26, 2019 (Wed)

International Admitted Students Residing in Thailand

2019 April Enrollment
Result Notification Deadlines for Document Submission
Sept 18, 2018 (Tue) Nov 14, 2018 (Wed)
Dec 10, 2018 (Mon) Jan 16, 2019 (Wed)
2019 September Enrollment
Result Notification Deadlines for Document Submission
Mar 11, 2019 (Mon) May 8, 2019 (Wed)
Apr 30, 2019 (Tue) Jun 19, 2019 (Wed)

International Admitted Students Residing in Viet Nam

2019 April Enrollment
Result Notification Deadlines for Document Submission
Dec 17, 2018 (Mon) Jan 16, 2019 (Wed)
2019 September Enrollment
Result Notification Deadlines for Document Submission
Dec 17, 2018 (Mon) Apr 10, 2019 (Wed)
Jan 28, 2019 (Mon) Apr 17, 2019 (Wed)
Apr 1, 2019 (Mon) Jun 12, 2019 (Wed)
May 20, 2019 (Mon) Jun 26, 2019 (Wed)

International Admitted Students Residing in Indonesia

2019 April Enrollment
Please check the schedule for International Applicants Residing Outside Japan.
2019 September Enrollment
Result Notification Deadlines for Document Submission
Jan 14, 2019 (Mon) Apr 10, 2019 (Wed)
Mar 4, 2019 (Mon) May 8, 2019 (Wed)
Apr 8, 2019 (Mon) May 29, 2019 (Wed)
Jun 3, 2019 (Mon) Jun 26, 2019 (Wed)

International Admitted Students Residing in India

2019 April Enrollment
Please check the schedule for International Applicants Residing Outside Japan.
2019 September Enrollment
Result Notification Deadlines for Document Submission
Feb 4, 2019 (Mon) Apr 17, 2019 (Wed)
Jun 3, 2019 (Mon) Jun 26, 2019 (Wed)

International Admitted Students Residing in Japan

2019 April Enrollment
Result Notification Deadlines for Document Submission
Dec 17, 2018 (Mon) Jan 30, 2019 (Wed)
Feb 18, 2019 (Mon) Mar 1, 2019 (Fri)
2019 September Enrollment
Result Notification Deadlines for Document Submission
Apr 30, 2019 (Tue) Jun 19, 2019 (Wed)
Jul 15, 2019 (Mon) Aug 21, 2019 (Wed)

International Second or Third Year Admitted Transfer Students Residing Outside Japan

2019 April Enrollment
Result Notification Deadlines for Document Submission
Oct 8, 2018 (Mon) Dec 5, 2018 (Wed)
Dec 10, 2018 (Mon) Jan 16, 2019 (Wed)
2019 September Enrollment
Result Notification Deadlines for Document Submission
Mar 4, 2019 (Mon) May 8, 2019 (Wed)
Apr 8, 2019 (Mon) May 29, 2019 (Wed)

International Second or Third Year Admitted Transfer Students Residing in Japan

2019 April Enrollment
Result Notification Deadlines for Document Submission
Dec 17, 2018 (Mon) Jan 30, 2019 (Wed)
Feb 18, 2019 (Mon) Mar 1, 2019 (Fri)
2019 September Enrollment
Result Notification Deadlines for Document Submission
Apr 30, 2019 (Tue) Jun 19, 2019 (Wed)

List of Required Documents ▼

Below is a list of documents that must be submitted. Please refer to the samples of how to fill out the forms as shown in the Handbook of Enrollment Procedures and make sure that you complete the documents properly before you send them to us. We may request for you to resend documents if there are discrepancies or missing information. Furthermore, separate notifications will be sent if additional documents are needed from you. If you want to have any submitted documents sent back to you, please include a note listing these document(s). However, only original documents that cannot be reissued will be returned. There are some circumstances where original documents must be kept even though you request for them to be returned.

Review all information carefully to ensure that there are no mistakes when preparing your documents. If something is missing from your documents, you will be sent a notification by email and asked to resend them as soon as possible. Failure to submit documents by the stipulated deadline may result in being unable to enroll at our university on time.

1. Documents to be submitted by all admitted applicants

1. Student Information Card

This will serve as proof that you are a student at our university and will be permanently stored at APU. Fill out the card using black ink pen in the language in which you enrolled (Japanese or English). For English-based students, please write clearly using non-cursive letters.

2. Student Health Questionnaire

You are required to submit the stundet Health Questionnaire and the Immunization. Record as of Measles and Rubella as a reference for APU. This information will not be used for any purpose other than your health care and all information will be treated with the strictest confidentiality. Please ask a teacher, school nurse or parent/guardian to fill out the form. (Adult applicants may fill it out by themselves.) There is no need to consult with a doctor or receive a diagnosis except in cases where continued medical treatment is necessary after enrolling at APU.

3. Confirmation of Residence at AP House

You must submit the "Confirmation of Residence at AP House".

Declining Residence at AP House
Incoming students can decline residence at AP House for the following reasons.

  • - You will reside with siblings and / or parents.
  • - You will live with your spouse and / or children.
  • - Your address at the time of application was in Oita prefecture.

However, there is a screening process, and it is not guaranteed that your application to decline residence at AP House will be accepted.
Please submit an inquiry to the Admissions Office at applied@apu.ac.jp in regards to declining residence at AP House at least two weeks prior to your Enrollment Fee 2 payment deadline. Inquiries will not be accepted after that.
After receiving your inquiry, the Admissions Office will send you the "Notification to Decline Residence at AP House" form. Please submit this form along with documents a, b and c listed below as soon as possible.

  • a. Financial Plan
  • b. Document(s) to prove the amount listed in the "Total Amount of Money Necessary until Graduation" line of the Financial Plan
  • c. Certificate of Residence (住民票) showing your name or the name of the head of household with whom you will be living

Once all the documents are submitted, APU will conduct a screening and inform you of the results by your Enrollment Fee 2 payment deadline.
Please note that the Moving in Fee (32,000 JPY) is not refundable. This means that once paid, even if you decline residence at AP House, it will not be refunded.

  • *If you are applicable for the Advance Payment of Fees and decline residence at AP House, you are still required to pay the "Housing Fee". However, you will get this fee refunded after enrollment according to APU regulations.

4. Three Identical Photographs

Please submit three identical photos with your name and nationality written on the back in English. One of these photographs must be attached to the Student Information Card in the appropriate space.
Please read the following requirements about the photographs:

  • - Photos must be of a close up of your head and shoulders against a white background
  • - The size must be 4cm x 3cm (1.57 inches x 1.18 inches)
  • - You must be facing forward and not wearing a cap/hat or glasses
  • - Make sure your hair does not cover your eyes
  • - Photos taken by you with your camera will not be accepted
  • - Photos must be taken by a professional photographer within the last three months
  • - Both color and black and white photographs are accepted

5. Copy of Receipt(s) of Enrollment Fees Payment

Submit a copy of the payment receipts from the bank where you paid your enrollment fees. In the case that your document submission deadline is before the Enrollment Fee 2 payment deadline, please send the Enrollment Fee 1 receipt first with your required documents and then send the Enrollment Fee 2 receipt copy by email or fax by the appropriate deadline.
Email: applied@apu.ac.jp
Fax: +81-977-78-1121

6. Graduation Certificate/Diploma

These are only required if you did not submit these documents with your original application. If you are unable to submit your graduation certificate, please submit a Certificate of Expected Graduation / Program Completion issued form your school or the official form. Please submit your diploma or certificate as soon as you have obtained it.

  • 1st Year Enrollment: High School Graduation Certificate
    Submit your high school graduation certificate (or from equivalent educational institution) proving that you have finished your secondary education (graduation certificate, official final test result, etc.). It is not necessary for transfer students to submit this document.
  • 2nd and 3rd Year Transfer: University/College Graduation Certificate and Academic Transcript
    Please submit your university/college graduation certificate and academic transcript. If you will not graduate from the program you are currently attending, you must submit your most recent academic transcript.

7. Financial Plan

The purpose of the Financial Plan is to calculate how much money is necessary over the course of four years to pay for your APU education and to prove that the appropriate funds will be available each year. This document is required to obtain a student visa in order to enter Japan. You are also required to submit documents such as bank statements or tax returns to prove your financial sources (see below). Only family members/relatives can be your financial sponsor. In principle, friends/acquaintances will not be recognized as financial sponsors. There are three ways to calculate your financial plan. Please pick the option that best suits your financial situation.

Method 1: Using Bank Account Balance Only:
  • - Fill in the exchange rate.
  • - Under "Income Sources," leave Sponsor 1, Sponsor 2 and Other blank.
  • - On Line (D), fill in 0.
  • - Fill in Line (E) with your sponsor's bank account balance calculated in yen.
  • - Add Lines (E) and (F) and write this amount on Line (G).
  • - The amount on Line (E) must be greater than the amount listed on Line IV.
  • - You must submit a bank account balance statement proving the amount listed on Line (E).
Method 2: Using Annual Income Only:
  • - Fill in the exchange rate.
  • - Under "Income Sources," write in the name and calculate the annual income in yen for your financial sponsor under Sponsor 1. If you have multiple sponsors, you may fill in Sponsor 2 and Other.
  • - On Line (1), write the portion of each sponsor’s annual income in yen that is available to pay for your education expenses. If you have multiple sponsors, you may fill in Line (2) and (3).
  • - Multiply Line (1) by the number of years you will study at APU and write the amount on Line (A). If you have multiple sponsors, you may fill in Line (B) and (C).
  • - Add Lines (A) to (C) and write this total on Line (D).
  • - On Line (E), fill in 0.
  • - Add Lines (D) and (F) and write this amount on Line (G).
  • - The amount on Line (D) must be greater than the amount listed on Line IV.
  • - You must submit an income statement proving the annual income amount listed under each of your sponsors. If your financial sponsor is self-employed, please submit their bank account balance statement.
Method 3: Using Both Bank Account Balance and Annual Income:
  • - Fill in the exchange rate.
  • - Under "Income Sources," write in the name and calculate the annual income in yen for your financial sponsor under Sponsor 1. If you have multiple sponsors, you may fill in Sponsor 2 and Other.
  • - On Line (1), write the portion of each sponsor’s annual income in yen that is available to pay for your education expenses. If you have multiple sponsors, you may fill in Line (2) and (3).
  • - Multiply Line (1) by the number of years you will study at APU and write the amount on Line (A). If you have multiple sponsors, you may fill in Line (B) and (C).
  • - Add Lines (A) to (C) and write this total on Line (D).
  • - Fill in Line (E) with your sponsor's bank account balance calculated in yen.
  • - Add Lines (D), (E) and (F) and write this total on Line (G).
  • - The amount on Line (D) and (E) must be greater than the amount listed on Line IV.
  • - You must submit a bank account balance statement proving the amount listed on Line (E) and an income statement proving the annual income amount listed under each of your sponsors.

8. Statement of Financial Support

It is necessary to submit this statement as proof that your financial sponsors listed on your Financial Plan agree to support your education expenses. Each of your financial sponsors is required to fill out this form. In the case that you have two financial sponsors, you may have each sponsor will fill out their information on the same document or you may copy the form and have each sponsor fill out the form separately. This also applies if you have three or more financial sponsors. If you are a self-financed student, this form is not required.

9. Documents to Prove Financial Sponsor's Income

As proof of your financial sponsor’s income, APU accepts certificates such as proof of income, proof of paid taxes or employer-issued income statements issued by relevant authorities (please submit original). If you wish to submit an employer-issued income statement, only documents with the following information will be accepted:

  • - Official letterhead
  • - Full name of the financial sponsor
  • - Date of issue
  • - Amount of income and currency
  • - Official signature or seal from the issuing organization* (digital signatures are also accepted)
  • * APU does not accept documents that are only signed by the individual himself/herself as proof of income unless he/she is the owner of the company.
  • * If your financial sponsor is self-employed, please submit their bank account balance statement.

10. Financial Sponsor's Bank Account Balance Statement

Please submit only original bank account balance statements with the information below. Only statements that show the current account balance of the financial sponsor and that are issued by the corresponding bank will be accepted (copies or notary-certified copies of the bank account statement are not accepted):

  • - Official letterhead of the issuing bank
  • - Issue number
  • - Contact information of the issuing bank*
  • - Full name of your financial sponsor(s)
  • - Date of issue within the last three months
  • - Currency unit
  • - Must be stamped and signed by the corresponding bank
  • * APU may contact the issuing bank with the issue number of the document and sponsor’s information for inquiries.

2. Applicants who need a student visa must also:

11. Submit a Copy of Valid Passport

If you have not yet submitted a copy of your passport, please send a copy of the pages that show your photo and personal information. In the case that you have changed your name after your current passport was issued, please attach the pages which show this explanation.

12. Complete the COE (Certificate of Eligibility) Online Application Registration

The URL for the COE Online Application Registration will be emailed to admitted applicants at the time of result notification.