MENU

Document Submission | APU Ritsumeikan Asia Pacific University

Ritsumeikan Asia Pacific University Graduate School Admissions

Document Submission

Deadline and Mailing Address

Please send all the documents directly to APU by registered air mail or express mail service, such as DHL, FedEx, OCS, EMS, etc. We only accept documents that reach APU by the submission deadline. Be sure to submit all the required documents by the postmark deadline given on your Invoice for Required Enrollment Fees and Procedures. We are not responsible and are not liable for any damage incurred during the mail delivery process.


Mailing Address:
Ritsumeikan Asia Pacific University Admissions Office (International)
1-1 Jumonjibaru Beppu, Oita 874-8577 Japan
Tel: +81-977-78-1119

Required Documents

Below is the list of documents that must be submitted. Please refer to the Enrollment Procedures Handbook for instructions for how to fill out the forms 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.

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.


Important:

  • 1.APU will not return any of the submitted documents, regardless of the certificate type. Please submit a certified document for original documents that cannot be reissued. Please note that submitted certificates will be discarded under APU's Document Preservation Regulation.
  • 2.If the original or certified documents you submit differ from those you uploaded within the online application, or if any false information or forgeries are found within the submitted documents, your acceptance to APU will be revoked.

1. Online Enrollment Procedures System

Incoming students must enter required information into our Online Enrollment Procedures System. This information will be used to facilitate the enrollment process to APU.

① PDF upload of the completed Enrollment Procedures Checklist

Please download the enrollment procedures checklist from within the Online Enrollment Procedures System. After you have completed the enrollment procedures, please upload your completed checklist.

② Confirmation of Residence at AP House

Within the online Enrollment Procedures System, you must confirm your residence at AP House 4, one of APU's student housing facilities located off-campus downtown Beppu.
The university will decide the floor and room for AP House residents. If you need to make a request regarding your room due to health or other personal reasons, please consult the AP House Office or other specialized representative listed in the Enrollment Procedures Handbook.

Declining Residence at AP House
If you do not wish to reside in AP house 4, you can fill out the Notification to Decline Residence at AP House Form and upload it in the Online Enrollment Procedures System. You must fill out all the information on the form.

Please note that the Moving-in Fee (33,000 JPY) is not refundable. This means that once paid, even if you decline residence at AP House, it will not be refunded.

③ PDF upload of the completed Student Health Questionnaire (including Immunization Record of Measles and Rubella)

You are required to submit the Student Health Questionnaire and the Measles and Rubella Immunization Record as a reference for APU. This questionnaire is used for duties related to student health management and the health checkups stipulated in the Ritsumeikan Trust School Health and Safety Regulations (please refer to page 45). The information in this questionnaire will be managed by the University Health Clinic in accordance with the Ritsumeikan Asia Pacific University Policy on the Handling of Personal Information (please refer to page 46-48). Information on student health may be shared within the University within the limits of the purpose of use to deal with any health problems that students may experience.

There is no need to consult with a doctor or receive a diagnosis unless continued medical treatment is necessary after enrolling at APU.

How to submit the questionnaire
1. Download the Student Health Questionnaire
2. Complete the questionnaire
3. Upload a PDF version of the completed questionnaire within the online Enrollment Procedures System
4. Send the original version of the completed questionnaire to APU by post with the rest of your enrollment documents

④ Additional Information and PDF Uploads

  • If you need a Student Visa:
    Complete the COE Application Information and upload PDF versions of documents ⑥, ⑭, ⑮, ⑯, ⑰, ⑱, and ⑲ below.
  • If you do not need a Student Visa:
    Complete the Financial Sponsor Information and upload PDF versions of documents ⑥, ⑭, ⑮, ⑯, ⑱, and ⑲ below.

2. Original Versions of Application Documents SEND BY POST

⑤ Academic Transcripts

Please submit an original certificate or certified document.*

⑥ University Graduation Certificate(s) or Certificate of Scheduled Graduation

Please submit an original certificate or certified document.*

⑦ Letter of Recommendation

Required if your referee did not send it to APU directly. Only original documents will be accepted.

⑧ Results of Language Proficiency Tests

Required if you submitted results for the TOEIC® L&R Test. Only original documents will be accepted.

⑨ Translation Documents

English or Japanese translations are required for any of the above documents written in languages other than English or Japanese. Pease submit an official translation that includes the translator's name, address, contact details, and signature or official seal. APU will only accept translations created by the original document's issuing institution, a translation company, or a licensed translator. Only original documents will be accepted.


  • *A certified document is one that has been marked as being equivalent to the original with a stamp or seal by the issuing institution (preferred) or a notary public.

3. Enrollment Documents SEND BY POST

⑩ Student Information Card

This will serve as proof that you are a student at APU and will be permanently stored at APU. Fill out the card in English using a black ink pen. Please write clearly using non-cursive letters.

⑪ Student Health Questionnaire (including Immunization Record of Measles and Rubella)

You are required to submit the Student Health Questionnaire and the Measles and Rubella Immunization Record as a reference for APU. This questionnaire is used for duties related to student health management and the health checkups stipulated in the Ritsumeikan Trust School Health and Safety Regulations (please refer to page 45). The information in this questionnaire will be managed by the University Health Clinic in accordance with the Ritsumeikan Asia Pacific University Policy on the Handling of Personal Information (please refer to page 46-48). Information on student health may be shared within the University within the limits of the purpose of use to deal with any health problems that students may experience.

There is no need to consult with a doctor or receive a diagnosis unless continued medical treatment is necessary after enrolling at APU.

How to submit the questionnaire
1. Download the Student Health Questionnaire
2. Complete the questionnaire
3. Upload a PDF version of the completed questionnaire within the online Enrollment Procedures System
4. Send the original version of the completed questionnaire to APU by post with the rest of your enrollment documents

⑫ Three identical photographs

Please submit three identical passport-style photographs 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.

Photograph Requirements:

  • Photographs must be of a close up of your head and shoulders against a plain 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
  • Your hair cannot cover your eyes
  • Photographs taken by yourself with your camera will not be accepted
  • Photographs must be taken by a professional photographer within the last three months
  • Both color and black and white photographs are accepted

⑬ Copy of receipt(s) for Enrollment Fee 1 and Enrollment Fee 2 Payments

Submit a copy of the payment receipt from the bank where you paid your enrollment fees. In the case that your document submission deadline is before your 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 by email by the appropriate deadline.

Send to:
Email: grad-rec@apu.ac.jp

⑭ 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 and relatives can be your financial sponsor. Friends and acquaintances will not be recognized as financial sponsors.

There are three ways to calculate your financial plan. Please refer to the Enrollment Procedures Handbook for instructions regarding how to complete the financial plan. The Financial Plan from is enclosed with your acceptance package.

Once you complete the financial plan, please first upload a PDF version within the Online Enrollment Procedures System and then send the original version to APU by post together with the rest of your enrollment documents.

⑮ Statement of Financial Support

It is necessary to submit this statement as proof that the 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 fill out their information on the same form, or you may copy the form and have each sponsor fill out a 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.

How to submit the Statement of Financial Support
1. Download the Statement of Financial Support 1 or the Statement of Financial Support 2
2. Complete the Statement of Financial Support (an example is included in the Enrollment Procedures Handbook)
3. Upload a PDF version of the completed questionnaire within the online Enrollment Procedures System
4. Send the original version of the completed questionnaire to APU by post with the rest of your enrollment documents

⑯ Documents to Prove Financial Sponsor's Income and/or Financial Sponsor's Bank Account Balance Statement


Documents to Prove Financial Sponsor's Income

As proof of your financial sponsor's income, APU accepts official certificates such as proof of income, proof of paid taxes or employer-issued income statements issued by relevant authorities (please submit originals). 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)
NOTE: If your financial sponsor is self-employed, APU does not accept documents that are only signed by the individual themselves as proof of income unless the documents are notarized. If they cannot have their documents notarized, please submit their bank account balance statement along with their proof of income.

Financial Sponsor’s Bank Account Balance Statement

Please submit only the original bank account balance statements with the information below. Only statements showing 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)
  • Issued within the last 3 months or have a specified validity period that ends after your intended enrollment date (Spring: April 1, Fall: September 21)
  • Currency unit
  • Stamped and signed by the corresponding bank
NOTE: APU may contact the issuing bank with the issue number of the statement and sponsor’s information for inquiries.

⑰ Copy of Valid Passport (if you need to apply for a student visa)

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

⑱ Translation Documents

English or Japanese translations are required for any of the documents you submit that are written in languages other than English or Japanese. Pease submit an official translation that includes the translator's name, address, contact details, and signature or official seal. APU will only accept translations created by the original document's issuing institution, a translation company, or a licensed translator.

⑲ Additional documents APU asks you to submit

There may be cases where APU asks you to submit the original version of additional documents other than those listed above. In such cases, APU will inform you by email with more details. Please continue to check your email address regularly throughout your enrollment process.

⑳ Comprehensive Renter's Insurance for International Students Application Form

Please refer to the Guide to Comprehensive Renter's Insurance for International Students Studying in Japan sent together with your acceptance package for this form. Instructions for how to complete this form are also included in the Guide.


  • *A certified document is one that has been marked as being equivalent to the original with a stamp or seal by the issuing institution (preferred) or a notary public.
PAGE TOP