In this article
Manage international students' residence cards and passports on the Residence cards (在留カード) and Passports (パスポート) tabs of International student support (留学生支援). Administrators and International office staff add and edit records.
Register a residence card
On Residence cards, press Register residence card (在留カードを登録).
Choose the student. Only students registered as international appear.
Enter the card number (2 letters, 8 digits, 2 letters), the end of the period of stay and the status of residence, then save.
Students whose residence expiry is only in the student record, with no card registered, also appear in the list marked From student record (学生情報から). Register as card (カードとして登録) opens the form with the expiry and status of residence filled in.
The same number updates that card; a new number registers a new card and the earlier one becomes History (履歴). The student record's residence card number and expiry follow the current card. Numbers are partly hidden in lists.
Statuses
The status follows the end date and is updated every day.
| Status | Meaning |
|---|---|
| Valid (有効) | More than 90 days before the end date |
| Expiring soon (期限が近い) | Within 90 days of the end date |
| Expired (期限切れ) | Past the end date with no renewal recorded |
| Renewal applied (更新申請中) | A renewal was applied for before the end date (Grace period (special period)) |
| Grace period likely over (特例期間の目安を経過) | Two months after the end date and no new card registered |
| Not applicable (対象外) | Set on the card's Edit (修正) for students outside residence tracking, such as permanent residents |
The Expired, Expiring within 90 days and Renewal applied tiles above the list filter to those students.
For students shown from the student record, the expiry date decides the status and reminders even when the record's visa status is blank or Not applicable. To stop tracking a student who does not need it, register their card and mark it Not applicable.
Record a renewal application
When the student applies to renew at the Immigration Services Agency, open Edit (修正) on the card and enter Renewal applied on (在留期間更新の申請日). Applied before the end date, the card shows Renewal applied and leaves dropout-risk checks and expiry reminders. When the new card arrives, register it with its new number.
Passports
On Passports, register the passport number, issuing country and expiry date. A new passport makes the earlier one History. Passports expiring within 180 days show as Expiring soon.
Remove a mistake
Press the bin icon, enter a reason and press Remove (取り消す). The reason is kept in the audit log. Removing the current card (or passport) makes the newest remaining one current.
Expiry reminders
Every morning at 9:00 Japan time, for residence cards and passports exactly 90, 60 or 30 days before expiry, the student (LINE or the app, in Japanese and English) and the International office and administrators each get one reminder. Students with a renewal applied are not reminded.
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