Document Submission

Deadline and Mailing Address

Please send all documents directly to APU by registered airmail or express mail service (DHL, FedEx, OCS, EMS, etc.) which must be postmarked by the 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.

2018 April Enrollment
Result Notification Deadline for Document Submission
Nov 6, 2017 (Mon) Jan 10, 2018 (Wed)
Dec 11, 2017 (Mon) Jan 10, 2018 (Wed)
Jan 22, 2018 (Mon) Feb 28, 2018 (Wed)
2018 September Enrollment
Result Notification Deadline for Document Submission
Jan 22, 2018 (Mon) May 30, 2018 (Wed)
Apr 9, 2018 (Mon) Jul 4, 2018 (Wed)
May 21, 2018 (Mon) Jun 27, 2018 (Wed)
Jul 2, 2018 (Mon) Aug 22, 2018 (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

The Student Information Card will be proof that you are a student at our university. Please fill out the card in English using block letters.

2. Student Health Questionnaire

As a reference for APU, students are required to submit a Student Health Questionnaire for enrollment. This questionnaire will not be used for any purpose other than students' health care. All information will be treated with the strictest confidentiality. Please ask a faculty staff member, school nurse or parent/guardian to fill out the form. However, adult applicants may fill it in by themselves. There is no need to consult with a doctor or for diagnosis except in the case that continued treatment is necessary after entering APU.

3. Confirmation of Residence at AP House / Notification to Decline Residence at AP House

To reside at AP House, you are required to submit the Confirmation of Residence at AP House. However, those who will not reside at AP House for a valid reason only need to submit the Notification to Decline Residence at AP House.

4. Three photographs

Please submit three identical photographs that meet the following conditions:

  • a.Close up of applicant's head and shoulders with a plain background.
  • b.Applicant is facing forward without cap/hat/glasses. Please make sure to take off your glasses when the photo is taken.
  • c.Photos not taken by a professional will not be accepted. Please ensure that photos are taken in a proper place.
  • d.Must be taken within the last three months.
  • * For students with veils, please contact the Admissions Office for details.

5. Photocopies of payment receipts for Enrollment Procedures 1 and 2

Submit photocopies of the payment receipts for Enrollment Procedures 1 and 2 that you receive from the bank when completing your payments. In the case that the Document Submission deadline is before the Enrollment Procedure 2 payment deadline, please first send the Enrollment Procedure 1 payment receipt copy and then send the Enrollment Procedure 2 receipt copy by email or fax once you complete the payment.
Email: grad-rec@apu.ac.jp
Fax: +81-977-78-1121

6. Graduation certificate

This is only required if you did not submit the certificate with your application.

(2) Documents to be submitted for those who require a student visa

7. Financial Plan

The purpose of the Financial Plan is to calculate how much money is necessary over the course of two or three 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.
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

This document is necessary as proof that your financial sponsor(s) agree(s) to the "7. Financial Plan". This document is required for all of your financial sponsors. In the case that you have two financial sponsors, each sponsor's information can be filled out on the same form or you may make two copies of the form and write each separately. This also applies if you have three or more financial sponsors. If you are self-financed, this form is not required.

9. Application for the Certificate of Eligibility (3 pages)

Refer to the sample and carefully fill out the official form provided by the Immigration Bureau. The colored columns are required.

10. Documents proving 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. 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.

11. Bank account deposit balance of financial sponsor

Please submit only original bank account balance statements with the following information (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
  • * APU may contact the issuing bank with the issue number of the document and sponsor's information for inquiries.

12. Photocopy of Valid Passport

For those who have not yet submitted a photocopy their passport, please provide a photocopy 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 the explanation.