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For International Researchers who intend to enter Japan (as of May 27, 2022)
Gifu University
The Government of Japan announced that it allows international researchers to enter Japan from June 1, 2022 onward based on the new border control measures. Under the new measures, Gifu University (hereinafter called, “the University”) becomes responsible for international researchers who wish to study at the University from this spring, and will proceed with helping researchers entering Japan smoothly. We would like to have your cooperation in observing every infection prevention measure/restriction in place in good faith.
If any violations of the said prevention measures/restrictions are found, name of a host institution as well as personal information (name, nationality, etc.) of a violator will be disclosed by the Government of Japan, which may also affect other international researchers’
entering Japan in the future.
The University takes due steps to help international researchers enter Japan on condition that they meet all requirements and observe every regulation (I – V) as shown below. Please contact your supervisor or staff at your host faculty/school/center, etc. (hereinafter called
“host faculty”) at Gifu University and apply for your entrance to Japan. After confirmation by dean/director of your host faculty, the University will begin proceeding with taking necessary steps for your entrance to Japan.
If you are already in the process of applying for re-issuance of the Certificate of Eligibility (COE), please obtain your new COE first, and then apply for your entrance to Japan.
I. Requirements for Entering Japan
1. International researchers are responsible for their travel expenses to come to Japan.
2. International researchers are required to comply with every clause written in the “Written Pledge” (Attachment 1) to be submitted to the airport quarantine office upon entering Japan, and “Letter of Pledge” (Attachment 2) to be submitted to the University.
3. International researchers are required to secure accommodation in Japan by themselves during his/her mandatory self-isolation period.
4. International researchers are required to purchase medical insurance policy.
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5. International researchers are asked to obtain a smartphone before entering Japan in order to report his/her physical conditions or GPS information to the University during his/her self-isolation period. Researchers need to obtain a smartphone (e.g. renting one at the airport upon arrival) at their own expense.
II. Quarantine Regulations
There are differences in quarantine regulations depending on the country/territory students lived/stayed before their entering Japan, and these regulations are constantly changing.
International researchers are asked to stay updated for these regulations and contact the University on a regular basis in order to enter Japan without causing any trouble.
- Border Measures Japan: Ministry of Health, Labour and Welfare of Japan https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html (English)
III. Before Leaving Your Home Country/Territory 1. Approval for Coming to Japan
International researchers are asked to consult their supervisors or staff of your host faculty at Gifu University and obtain their approval for coming to Japan.
2. Application for Entering Japan
1) International researchers need to prepare the following documents and submit them to the staff of your host faculty.
Documents to be Submitted
a. Letter of Pledge (Attachment 2) b. Passport
c. Vaccine Certificate certifying third booster shot by the designated* vaccines (individuals concerned only)
*Please refer to “IV-2 Vaccine Certificate” below for the details.
d. Application form for Entrants, Returnees Follow-up System (ERFS) (Attachment 3) e. Information Sheet Required for Entering Japan (Attachment 4)
*Please submit after obtaining your visa.
2) International researchers need to sign his/her signature in “Letter of Pledge”
(Attachment 2) after reading and understanding the Pledge, and submit it to the staff of your host faculty.
*Your application for entering Japan will be completed after 1) confirmation by staff of your host faculty, 2) approval by dean/director, etc. of your host faculty, 3) submitting your papers to President of Gifu University for approval.
3 3. Sending ERFS Registration Information
1) First, the University registers your information at ERFS, second, the staff of your host faculty will send international researchers the following issued by the Ministry of Health, Labour and Welfare (MHLW) of Japan.
Documents to be sent
a. ERFS Registration Certificate
b. Request for continued acceptance of international students by the activities approved when COE was applied and accepted (in the case that more than three months have already passed since the issuance of COE).
4. Visa and Passport Application
1) When receiving your ERFS Registration Information, please apply for your visa at the nearest Japanese diplomatic offices (Japanese Embassy, legations or consulates). Please confirm necessary documents to take with the Japanese diplomatic offices beforehand.
2) International researchers must secure accommodation in Japan and air ticket to Japan by themselves.
5. Testing within 72 Hours Before Departure
1) International researchers are asked to show and submit “Testing Certificate within 72 Hours Before Departure” at the airport when arrived in Japan. The methods of testing and a template for the Certificate are already posted on the MHLW website. Please access the site, undergo testing and obtain a certificate.
- Submission of Testing Certificate: Ministry of Health, Labour and Welfare https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_00248.html
(Japanese)
6. To-Do List Before Departure
1) International researchers are required to purchase medical insurance policy (including travel insurance covering medical expenses during staying in Japan) or public health insurance policy in Japan.
2) International researchers are required to download the following apps to their smartphones:
a. MySOS (Monitoring App for Overseas Entrants) b. Google Maps (Location Information App)
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c. COCOA (COVID-19 Contact-Confirming Application)
*Please download a, b, and c. from
https://www.hco.mhlw.go.jp/manual/en.php (English)
*If you are not able to obtain a smartphone before entering Japan, you need to rent one at the airport upon arriving in Japan.
3) Please secure a. – e. below. You need to show them upon entering Japan a. Certificate of Testing for COVID-19
https://www.mhlw.go.jp/content/000799426.pdf
b. Written Pledge to be submitted to the airport quarantine office (Attachment 1) Please access https://www.mhlw.go.jp/content/000922229.pdf for the latest version.
c. Smartphone with necessary apps downloaded (see 2) above)
d. QR code appeared on a screen after responding the Questionnaire https://arqs-qa.followup.mhlw.go.jp/#/ (English)
e. Vaccine Certificate (individuals concerned only) (see IV-2 below)
4) You can make prior-registration for airport quarantine procedure by accessing https://www.digital.go.jp/policies/posts/visit_japan_web for Visit Japan Web Service or https://www.hco.mhlw.go.jp/fasttrack/en/ for Fast Track. If you
complete the procedures as instructed by either of the two above, you can smoothly proceed with your quarantine after your arrival in Japan.
IV. From Entering Japan to Self-Isolation 1 Self-isolation after entering Japan
1) Please note that self-isolation period in Japan may change depending on whether an individual comes from “Group Red,” “Group Yellow” or “Group Blue”
country/territory designated by the Government of Japan in response to COVID- 19, or whether he/she has a valid vaccine certificate or not.
5 Group
Red/Yellow/Blue Country/Territory
Obtained Vaccine Certificate
Yes/No
Period for Self-Isolation after Entering Japan
i
“Group Red”
Country/Territory
No 1. Three-day self-isolation at a quarantine facility from the following day after arrival in Japan, and
2. Negative test result confirmed by the said quarantine facility
ⅱ
Yes Stay at the Self-arranged
accommodation and undergo PCR testing etc. on the fourth day from his/her arrival date in Japan (if tested negative, self-isolation period could be shortened. An entrant is responsible for paying for PCR testing etc.)
“Group Yellow”
Country/Territory
No
ⅲ
Yes No need for self-isolation
“Group Blue”
Country/Territory
No Yes
2) The Government of Japan will bear all the expenses including accommodation costs during self-isolation in Japan, etc. for those who fall on the category “i.” in the table above.
3) If you need to self-isolate due to sudden change in grouping of your home country /territory by the Government of Japan in response to COVID-19, please contact your host faculty.
2 Vaccine Certificate
1) Requirements for Valid Vaccine Certificate
a. Filled in all information from 1 – 5 either in Japanese or English
1) Name 2) Date of Birth 3) Name of Vaccine/Name of Vaccine Maker 4) Date of Vaccination 5)Number of Times Vaccinated
Note 1) As long as Japanese or English translation is attached and whose content is verified, a certificate is considered to be valid.
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b. Certificate that officially certifies that an entrant had received the vaccines indicated at “Table 1” twice, and received the vaccines indicated at “Table 2” as third booster shot.
*In case an entrant received “Janssen COVID-19 Vaccine”(Janssen) once, he/she is considered to have received vaccines twice already. The same shall apply hereinafter. Note 2)
Table 1 Vaccines (first and second) (by May 20, 2022) Name of Vaccine/Name of Vaccine Maker COMIRNATY (intramuscular injection) /Pfizer Note 3) Vaxzevria (intramuscular injection )/AstraZeneca Note 3)
COVID-19 Vaccine Moderna (intramuscular injection )/Moderna
Janssen COVID-19 Vaccine/Janssen COVAXIN/Bharat Biotech
Nuvaxovid (intramuscular injection)/Novavax Note 3)
Note 2) Even if an entrant received different vaccine second time from the first, both vaccinations are considered valid.
Note 3) With the issuance of “New Japanese Border Measures Starting from 2022/6/1” by MHLW, COMIRNATY (Fosun Pharma/BioNTech SE), Covishield (Serum Institute of India), and COVOVAX are considered to be identical with COMIRNATY (intramuscular
injection)/Pfizer, Vaxzevria (intramuscular injection)/AstraZeneca, and Nuvaxovid (intramuscular injection)/Novavax.
Table 2 Vaccine (third booster shot) (by May 20, 2022) Name of Vaccine/Name of Vaccine Maker COMIRNATY (intramuscular injection)/Pfizer Note 4) COVID-19 Vaccine Moderna (intramuscular
injection)/Moderna Note 4)
Nuvaxovid (intramuscular injection)/Novavax Note 4)
Note 4) With the issuance of “New Japanese Border Measures Starting from 2022/6/1” by MHLW, COMIRNATY (Fosun Pharma/BioNTech SE) and COVOVAX (Serum Institute of India) are considered to be identical with COMIRNATY (intramuscular injection) /Pfizer and Nuvaxovid (intramuscular injection)/Novavax
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c. Vaccine Certificate ought to be issued by the government organizations/agencies.
Please access to https://www.mhlw.go.jp/content/000903661.pdf for vaccine update.
3 Monitoring Health
a. An international researcher needs to take body temperature and log his/her physical conditions every day for 10 DAYS from the following day after entering Japan even after his/her mandatory self-isolation period is over. Physical conditions to log include high fever, breathing abnormalities, fatigues, etc. all of which could represent typical symptoms of COVID-19.
b. If any abnormalities are confirmed, an international researcher needs to promptly contact the staff of his /her host faculty and go to the hospital.
c. Please promptly respond to messages from MHLW by MySOS, Google Maps or COCOA.
V. Campus Life after Self-Isolation Period
International researchers who have not obtained permissions for residence at the International House C at Gifu University have to secure their places to live in such as private apartment building, share house living with friends, etc. before coming to Japan. Because more international researchers are expected to come to Japan than before this spring, securing places to live in is the first priority for every incoming international student.