[For Admitted International Students Who Have Passed the Pre-Arrival Entrance Exam]

AY2017

Enrollment

Procedure Guide

* Please note that the date, time and public holidays referred to in this guide are based on Japan

Standard Time and the Japanese calendar.

� Notice Students who have completed the admission procedure shall, after coming to Japan, follow the

enrollment procedure at each campus of Toyo University. Read this guide carefully, confirm and

prepare the necessary documents beforehand, and bring those documents yourself on the

designated procedure date.

Even if a student has completed the enrollment procedure, he/she may be dismissed if he/she

blatantly lacks the intention to study, for example, by not completing the course registration.

1

Flow of events before the commencement of classes

I. Updating information entered via the online admission procedure

→P. 3 Prepare documents to be submitted.

Travel to Japan

For information about your travel to Japan, refer to “Admitted International Students Who

Passed the Pre-Arrival Entrance Exam” on the website of Toyo University

(http://www.toyo.ac.jp/site/international-admitted/).

II. Enrollment procedure →P. 4

Faculty of Sociology Apr. 1 (Sat.)

Faculty of Global and Regional Studies Apr. 1 (Sat.)

Faculty of International Tourism Management Apr. 1 (Sat.)

Faculty of Information Networking for Innovation and Design Apr. 1 (Sat.)

* The times and venues vary depending on the faculty and department. All students must

be present in person. Be sure to completely prepare all the necessary documents. →P. 5

III. New student orientation →P. 9 Apr. 1 (Sat.) – 8 (Sat.)

* The period varies depending on the faculty and department. Confirm the details via the

website for successful applicants or the materials to be provided during the enrollment

procedure.

IV. Entrance ceremony →P. 11 Apr. 6 (Thu.) Doors open at 9:30, school song instruction is given at 9:55, and the

ceremony starts at 10:30.

Venue: Nippon Budokan (Chiyoda-ku, Tokyo)

V. Commencement of classes →P. 12 Classes start on Apr. 10 (Mon.)

* Confirm the course contents, class schedule and how to register courses via the

materials to be provided during the enrollment procedure.

2

Contents

I. Deadline for updating information entered via the online admission procedure … P. 3

II. Enrollment procedure

1. Date, time and venue … P. 4

2. Documents to be submitted … P. 5

3. How to follow the enrollment procedure … P. 9

4. Issuance of the Student ID Card … P. 9

5. Other information … P. 9

III. New student orientation … P. 9

IV. Entrance ceremony … P. 11

V. Commencement of classes … P. 12

VI. Information from each faculty … P. 12

VII. Miscellaneous … P. 12

1. Purchasing a student commuter pass

2. Issuance of the Certificate of Enrollment

3. If you need special support for campus life due to disability, etc.

4. Toyo University Library

5. Handling of personal information at Toyo University

VIII. Access to each campus … P. 14

IX. Contact information … P. 17

3

I. Deadline for updating information entered via the online admission procedure

The University organizes students’ personal data based on the information entered via the online

admission procedure. Be sure to reconfirm that the latest information is entered before the deadline

below. Students can correct the registered contents as necessary before the deadline (with

exceptions).

* Regarding the details of the input contents and important notice, refer to the Admission

Procedure Guide, which was sent to you at the time of announcement of the application results.

Deadline for updating: 23:59, Thursday, March 30, 2017

● How to update registered contents

(1) Click “Admission procedure” on the website for the online admission procedure.

(https://exam.52school.com/enrlprc-ap/toyo/login/)

* You can reach the page as follows: Toyo University entrance exam information website

“TOYO Web Style” → “Entrance exam information and application guidelines” → “To

successful applicants”

(2) Enter your examinee number, personal ID, and password written on the Application Result and

log in to the personal page.

(3) Select “Main Procedure” and go on to the entry page.

(4) When all corrections are made, click Next at the bottom of the page, confirm the contents again

on the confirmation page, and click Confirm if there are no problems.

(5) The update is completed when the message “Registration completed” appears.

Click To Print Window, confirm the registered contents, print the page as your own copy, and

keep it.

● Notice

* After the deadline, you will not be able to log in to the online admission procedure. Printing

also must be conducted before the deadline.

* If any changes occur to the registered contents after the deadline, be sure to inform the staff

during the enrollment procedure.

4

II. Enrollment procedure

1. Date, time and venue

● HAKUSAN Campus (See P. 15 for detailed information)

Date Faculty Department Gathering

time

Time for

procedures* Classroom

Apr. 1

(Sat.) Sociology Sociology 9:30 9:30–10:30 1204

Apr. 1

(Sat.)

Global and

Regional

Studies

Global

Innovation

Studies

8:50 9:00–16:40 1B12

Regional

Development

Studies

8:50 9:00–16:40 1B12

Apr. 1

(Sat.)

International

Tourism

Management

International

Tourism

Management

9:20 9:30–16:00 1303

* The times for procedures are estimates and are subject to change.

● AKABANEDAI Campus (See P. 16 for detailed information)

Date Faculty Department Gathering

time

Time for

procedures* Classroom

Apr. 1

(Sat.)

Information

Networking for

Innovation and

Design

Information

Networking for

Innovation and

Design

9:30 9:30–15:00

Meeting Room 1 (2nd fl.,

INIAD HUB-1)

* The times for procedures are estimates and are subject to change.

5

2. Documents to be submitted

Students are required to submit (1) – (3) below during the enrollment procedure. Be sure to

confirm beforehand that you have completely prepared all the required documents.

(1) Claim ticket for Student ID

Detach the ticket from the Admission Letter, fill in your name, and bring it to the venue.

* The Admission Letter will be sent by post, together with the Certificate of Eligibility.

(2) Student record and pledge

(Download the forms from the URL below and print them out.)

Fill in all the required items. The signatures of the student and the guarantor must be made by

each person. If the student and the guarantor have personal seals, affix each seal clearly. (If

you don’t have a personal seal, write a signature only. Stamps or self-inking seals will not be

accepted.)

http://www.toyo.ac.jp/site/international-admitted/

(3) Photograph

Prepare an ID photo (front view with a plain background, no posing, taken in January 2017 or

later, normal attire but no hat,* 4 cm x 3 cm in size, color or black/white photo) and bring it

to the venue.

Write your name, department and student ID number on the back of the photo using a

permanent marker. (In case of a sticker type photo, this is not necessary.) * It is permitted to wear a head covering for religious or other compelling reasons.

[Student record and pledge]

Download these forms from http://www.toyo.ac.jp/site/international-admitted/, print them out

and fill in all the required items.

These documents are necessary for confirming the information of the student and his/her

guarantor. They will also be used to confirm the student’s commitment at the time of enrollment, and

to manage the student’s enrollment status after enrollment. If any changes occur to the current

address, guarantor (guarantor’s address), emergency contact, etc., after you have submitted the

student record, immediately report such changes to the office in charge of education affairs at your

faculty.

● Instructions

- Use a black ballpoint pen or a black ink pen.

- Fill in the required items correctly in print.

- Read “Instructions” and “How to fill in” carefully, and fill out the form without any mistakes.

- Do not fill in any of the blanks marked with “*.” If you have filled in such blanks, use whiteout

to delete your entry. Note, however, that if you have made a mistake in the pledge, write

double crossed lines across the mistake and write your signature next to the correction.

6

● How to fill in [Student record] (1) Name - Fill in your name as written on your passport. - If you have a middle name, write it in the “Family” part.

- In the “Academic Background” section, write all schools you have attended, starting from junior

high school.

(2) Address - Leave this section blank. After your arrival in Japan, you will register your address at the

city/ward hall where you are going to live. When you have completed the registration, promptly

submit a copy of your Certificate of Residence (with descriptions of your nationality, status of

residence and period of stay).

(3) Telephone - In principle, write both your home (land-line) phone number and cellphone number. If you don’t

have a land-line phone, fill in your cellphone number only. If you will get a phone line after your

arrival in Japan, leave this section blank.

(4) Photo - Prepare an ID photo (front view with a plain background, no posing, taken in January 2017 or

later, normal attire but no hat,* 4 cm x 3 cm in size, color or black/white photo, no snapshot) and

bring it to the venue. Write your name, department and student ID number on the back of the

photo using a permanent marker, and attach to it the piece of paper peeled off from the photo

section. If you use a sticker type photo, it is not necessary to write your name, etc. on it. *It is

permitted to wear a head covering for religious or other compelling reasons.

(5) Guarantor - In principle, the guarantor should be a parent of the student.

- Even if your guarantor lives outside Japan, write his/her address in his/her country of residence in

the guarantor’s address section. Be sure to consult with the office in charge of education affairs at

your faculty regarding where the academic fee payment notice, etc., should be sent.

(6) Emergency contact - Select someone whose address and phone number are different from those of the guarantor

(relative, acquaintance, etc.) and whom the University can contact in an emergency. The

University may contact this person when it cannot contact your guarantor in an emergency.

(Someone living in Japan would be better. If you don’t know any such person living in Japan,

you can select someone regardless of his/her country of residence.)

[Pledge] - Fill in the date of pledge as April 1, 2017.

- The signatures of the student and the guarantor must be made by each person. If the student

and the guarantor have personal seals, affix each seal clearly. (Signatures by the same person, the

same personal seal for both the student and guarantor, stamps or self-inking seals will not be

accepted.) If you are using a personal seal and the imprint is vague, this will not be accepted;

affix the seal once again on a blank space near the signature. If you don’t have a personal seal,

write your name in print as written on your passport in the name section, and write your signature in the place where the personal seal should be affixed. In either case, a signature or personal seal on behalf of someone else will not be accepted.

- If you have made a mistake, write double crossed lines across the mistake and affix your personal

seal or signature next to the correction.

7

[Example]

Refer to the example when filling out the form. Entry in Japanese is also permitted.

In principle, the guarantor

should be your parent.

Fill in the student’s

address after completing

the address registration in

Japan.

Select someone whose

address and phone number

are different from those of

the guarantor as your

emergency contact.

* Someone living in Japan

would be better. If you

don’t know any such person

living in Japan, you can

select someone regardless

of his/her country of

residence.

Bring the photo to the

venue. Do not attach it to

the form.

-

-

- Both the student and

- The names of the student and the guarantor

on their passport

The signatures of the student and the guarantor

place where the personal seal should be affixed

another person

Stamps or s

th the student and the

names of the student and the guarantor

passports (it is not permitted to

he signatures of the student and the guarantor

place where the personal seal should be affixed

another person). (If the student and

tamps or self-inking seals will not be accepted.)

the guarantor should f

names of the student and the guarantor

it is not permitted to

he signatures of the student and the guarantor

place where the personal seal should be affixed

f the student and

inking seals will not be accepted.)

8

should fill in the

names of the student and the guarantor must be

it is not permitted to write on behalf

he signatures of the student and the guarantor

place where the personal seal should be affixed

f the student and the guarantor have

inking seals will not be accepted.)

ill in the date of pledge

must be written

on behalf of another person

he signatures of the student and the guarantor should be written

place where the personal seal should be affixed (it is not permitted to sign

guarantor have personal

pledge as April 1, 2017

written by each

another person

should be written by each

it is not permitted to sign

personal seals, affix e

April 1, 2017.

person as written

another person).

by each person

it is not permitted to sign on behalf of

seals, affix each seal clearly.

as written

person in the

on behalf of

ach seal clearly.

9

3. How to follow the enrollment procedure

Bring the documents to be submitted to the designated venue (classroom) at the designated date

and time for the enrollment procedure (see P. 4). Make sure not to be late. Also note that the time for

the procedures is an estimate and may be changed on the day.

* If the documents are incomplete, they may not be accepted. Be sure to prepare the documents

completely.

* If any changes occur to the registered contents after the login deadline of the online admission

procedure (23:59, Thursday, March 30, 2017), be sure to inform the staff when submitting the

documents.

4. Issuance of the Student ID Card

The Student ID Card will be issued in exchange for the claim ticket for the Student ID included

with the Admission Letter. Write your name on the claim ticket for Student ID and be sure to

bring it on the day of the enrollment procedure. If the submitted document is incomplete, the

Student ID Card will not be issued on the day. In such a case, the student will not be able to purchase

a student commuter pass using a student discount for public transportation until the Student ID Card

is issued.

5. Other information

- If you intend to use support systems such as a partial tuition waiver* or a scholarship for

international students, you are required to have the status of residence of “College Student.” If

you fail to obtain the status of residence of “College Student” before the date of entrance, you

may not be eligible for a partial tuition waiver or scholarship.

- In regard to the procedures needed to obtain the status of residence of “College Student” or

extend the period of stay, refer to the Admission Procedure Guide (P. 10) provided to applicants

who have taken and passed the entrance exam for international students.

* Students receiving the Toyo Top Global Scholarship A are not eligible.

III. New student orientation

● Hakusan Campus (Faculties of Sociology, Global and Regional Studies, and International

Tourism Management)

1. New student orientation

The orientation will be held between April 1 (Sat.) and 8 (Sat.), 2017.

The dates and times vary depending on the department, so refer to the documents to be provided

during the enrollment procedure for details.

During this period, important explanations and guidance will be given to students regarding the

correct mental attitude toward study, earning credits, how to take courses (how to plan an individual

class schedule), campus life, how to use the library, and many other issues. Students are required

to bring the materials to be provided during the enrollment procedure and attend the

orientation at the designated date and time.

10

2. Campus life (1) Commutating to school

In principle, students of Toyo University should commute to school using public transportation.

Consult with the Student Affairs Office if using public transportation would make it difficult for you

to attend classes or take courses, or if you have any other compelling reasons for not using public

transportation.

(2) Periodical physical exam for students

A periodical physical exam for all students (free of charge) will be implemented between April 3

(Mon.) and 14 (Fri.). The schedules vary by gender, so please check your schedule using the

Periodical Physical Exam Guide that will be provided during the enrollment procedure, and be sure to take the physical exam. If you fail to take this physical exam, you will not be allowed to take the

course “Sports and Health Science (practice),” and the University will not be able to issue you with

the designated Health Certificate.

(3) Scholarships

The Japanese Government offers a scholarship for government-financed international students.

There are also private organizations offering scholarships. If you intend to receive such a scholarship,

check the bulletin boards for information and follow the necessary procedures.

Each scholarship system sets the conditions for receiving a scholarship from more than one

organization. Please note that if you are receiving a scholarship from one organization, you may be

able to receive only a limited range of, or may not be able to receive, scholarships from other

organizations.

� If you have any inquiries about campus life, contact the Student Support Section, Student Affairs

Office at: +81-(0)3-3945-7258.

3. The course “Sports and Health Science (practice / lecture)” The course “Sports and Health Science (practice / lecture)” for daytime students studying at the

Hakusan Campus will be taught at Toyo University General Sports Center (nearest station: Toei

Subway Mita Line Itabashi-honcho Station).

92-1 Shimizu-cho, Itabashi-ku, Tokyo 174-0053

* The class is conducted in Japanese only.

* Students of the Department of Global Innovation Studies in the Faculty of Global and

Regional Studies cannot take this course.

● Akabanedai Campus (Faculty of Information Networking for Innovation and Design)

1. New student orientation The orientation will be held between April 1 (Sat.) and 8 (Sat.), 2017.

The details including the contents and schedule will be conveyed during the enrollment

procedure. During this period, important explanations and guidance will be given to students

regarding the correct mental attitude toward study, earning credits, how to take courses (how to plan

an individual class schedule), campus life, how to use the Media Center, and many other issues.

Students are required to bring the materials to be provided during the enrollment procedure and attend the orientation at the designated date and time.

11

IV. Entrance ceremony

[Entrance ceremony]

Date and time: Thursday, April 6, 2017 Doors open at 9:30.

School song instruction is given at 9:55.

Ceremony starts at 10:30.

Venue: Nippon Budokan (2-3 Kitanomaru-koen, Chiyoda-ku, Tokyo 102-8321)

http://www.nipponbudokan.or.jp/about/access

Notice

- Bring your Student ID Card with you. Participants should dress appropriately for a ceremony.

- The streets around Nippon Budokan will be very crowded on the day of the ceremony. When

walking on the streets around the venue, please keep moving and enter/exit the premises early,

following the instructions of the staff.

- One parent (guardian) per student will be admitted to the venue, and he/she will be required to

have an admission pass that will be sent separately. There are seats for parents (guardians) in

Nippon Budokan, but some may have to take seats behind the stage (behind the blackout curtain).

Due to the limited capacity of the venue, students will be admitted into the venue on a priority

basis. When the hall is fully seated, parents (guardians) will be requested to go to the second

venue, Hotel Grand Palace (1-1-1 Iidabashi, Chiyoda-ku, Tokyo 102-0072;

https://www.grandpalace.co.jp/access/), where they will be able to view the ceremony by live

stream. We thank you for your understanding and cooperation.

* The entrance ceremony will be live-streamed via the Internet. You can see the video at home or

at a special venue to be set up within the Hakusan Campus of Toyo University. Details of this

service will be provided on the official website of Toyo University at a later date.

* The university will bear no costs for the travel of students and their guardians to Japan.

� If you have any inquiries about the entrance ceremony, contact the Student Support Section,

Student Affairs Office at: +81-(0)3-3945-7267.

12

V. Commencement of classes Confirm the course contents, class schedule and how to register courses via the materials to be

provided during the enrollment procedure.

Commencement

date

Period Time

Monday,

April 10, 2017

1st Period 9:00–10:30

2nd Period 10:40–12:10

3rd Period 13:00–14:30

4th Period 14:45–16:15

5th Period 16:30–18:00

6th Period 18:15–19:45

7th Period 19:55–21:25

VI. Information from each faculty Information from each faculty will be posted on the University’s website; be sure to confirm this

by yourself.

URL: http://www.toyo.ac.jp/site/international-admitted/

VII. Miscellaneous 1. Purchasing a student commuter pass

How to purchase a student commuter pass: Fill in your year of study, current address and sections

of lines/routes traveled (including bus routes) on the sticker for Student ID, which will be issued

with the Student ID Card during the enrollment procedure, attach the sticker to the back of your

Student ID Card, and show it at the commuter pass sales counter. Other certificate(s) may be

required to purchase a student commuter pass for some bus routes, so please check this point at the

commuter pass sales counter.

* The University will not issue the Student ID Card or the sticker for Student ID before the

enrollment procedure for students purchasing a student commuter pass.

2. Issuance of the Certificate of Enrollment

The Certificate of Enrollment can be issued via certificate-issuing machines on each campus,

using the Student ID Card to be delivered during the enrollment procedure (100 yen required for one

copy). You will need to enter the 4-digit PIN code registered during the online admission procedure.

3. If you need special support for campus life due to disability, etc.

If you need special support for the entrance ceremony and/or campus life due to disease,

disability or other reasons, consult with the office in charge of education affairs at your faculty

beforehand. Please bring your medical certificate or disability certificate at the time of consultation.

4. Toyo University libraries

Students who have completed the admission procedure are able to use Toyo University libraries

13

even before their university entrance.

Scope of use: Reading materials in the libraries, borrowing materials

Necessary procedure: Submit the following items at the counter.

1. Admission Letter (Do not detach the claim ticket for Student ID.)

2. Identification showing the name and address of the student (Application Result of

Toyo University, driver’s license, received mail, health insurance card, etc.)

* The library will confirm the documents and issue a special library card for

students who have completed the admission procedure. Students who have this

card can enter the library and borrow materials.

Loan conditions: Up to five books for two weeks (one week for magazines)

* The loan information will be retained after your university entrance.

* Please check the opening days and hours via the website of Toyo University

libraries. URL: http://www.toyo.ac.jp/site/library/

5. Handling of personal information at Toyo University

The Act on the Protection of Personal Information of Japan determines, as its basic principle, that

personal information should be handled with care based on the idea of respecting individual

personality, and prescribes that such information should be treated appropriately. Toyo University

(hereinafter “the University”) shall comply with laws and regulations, regard the protection of

personal information of the students and their guarantors (parents, etc.) as an important duty, take a

firm stand in respecting this duty, and handle such personal information with care as described

below.

Note: Personal information refers to information related to an existing individual, with which

one can specify the individual by the name, date of birth and/or other descriptions included

therein.

(1) Please note that students’ personal information submitted this time shall be handled as

follows:

Personal information including students’ names, addresses, phone numbers, information of

guardians (parents, etc.), dates of birth, permanent domiciles, academic backgrounds, and

photos shall be used to the extent necessary for the University to conduct educational

activities as well as to support the students’ learning and their campus life related thereto, for

example, for identifying the students, confirming admission qualifications, improving

guidance methods, etc. Personal information shall also be used for issuing certificates,

requesting contributions, and sending information about the Hosuikai (parents’ and guardians’

association) while the students are enrolled in, or after they have graduated from, the

University.

(2) Management and protection of personal information

The University has formulated the Regulations on Personal Information Protection, allotted

personal information protection managers, etc., and established a personal information

protection committee, etc., to ensure that personal information is properly managed and

protected thereunder.

14

VIII. Access to each campus

● Access map to each campus (http://www.toyo.ac.jp/site/access/)

● Hakusan Campus [Faculties of Letters / Economics / Business Administration / Law /

Sociology / Global and Regional Studies / International Tourism

Management]

● Kawagoe Campus [Faculties of Science and Engineering / Information Sciences and Arts]

● Asaka Campus [Faculty of Human Life Design]

● Itakura Campus [Faculties of Life Sciences / Food and Nutritional Sciences]

● Akabanedai Campus [Faculty of Information Networking for Innovation an d Design]

15

● Hakusan Campus (Faculties of Sociology / Global and Regional Studies / International

Tourism Management)

[Address and access]

5-28-20 Hakusan, Bunkyo-ku Tokyo 112-8606

� Toei Subway Mita Line Hakusan Station

(To Main Gate and South Gate) 5 min. walk from Exit A3

(To West Gate) 5 min. walk from Exit A1

� Tokyo Metro Namboku Line Hon-komagome Station

(To Main Gate and South Gate) 5 min. walk from Exit 1

� Toei Subway Mita Line Sengoku Station

(To Main Gate and West Gate) 7 min. walk from Exit A1

● Classroom number (Hakusan)

Example:

(2nd digit is a numeral) (2nd digit is “B”)

1 1 0 2 6 B 1 2

↓ ↓ ↓ ↓ ↓ ↓

Bldg. Floor Room# Bldg. Floor Room#

16

● Akabanedai Campus (Faculty of Information Networking for Innovation and Design)

[Address and access]

1-7-11 Akabanedai, Kita-ku, Tokyo 115-0053

� 8 min. walk from JR Akabane Station

� 12 min. walk from Tokyo Metro Namboku Line Akabane-iwabuchi Station

● Classroom number (Akabanedai)

Example:

3 2 0 1

↓ ↓ ↓

Floor Block Door#

17

IX. Contact information 1. Matters concerning the enrollment procedure

* Not open on Sundays, public holidays (March 20) or March 25 (Sat.).

* Operation hours in March will be shorter than usual. Please check the latest information on the

University’s website.

Faculty Contact office Email address Phone Hours

Sociology

Hak

usa

n C

amp

us

Education Affairs Section for the Faculty of Sociology

mlshakai@toyo.jp +81-(0)3-3945-8538

(Mon.–-Fri.) 9:30–13:00 14:00–18:45

(Sat.) 9:30–12:45

Global and Regional Studies

Education Affairs Section for the Faculty

of Regional Development

Studies*

ml-rd-kyomu@toyo.jp +81-(0)3-3945-7683 International

Tourism Management

Information Networking for Innovation and

Design

Aka

ban

edai

Cam

pu

s

Administration Section,

Akabanedai Campus Office

ml-iniad-fs@toyo.jp +81-(0)3-5924-2600

(Starts operation on March 1)

(Mon.–Fri.) 9:30–13:00 14:00–16:45

(Sat.) 9:30–12:45

* Will be changed to the “Education Affairs Section for the Faculty of Global and Regional Studies

/ International Tourism Management” on April 1, 2017.

2. Matters concerning the entrance ceremony, status of residence, period of stay, etc.

* Not open on Sundays, public holidays (March 20) or March 25 (Sat.).

Contents Contact office Email address Phone Hours

Entrance ceremony

Student Support Section, Student Affairs Office

− +81-(0)3-3945-7262

(Mon.–Fri.) 9:30–13:00 14:00–16:45

(Sat.) 9:30–12:45

Partial tuition waiver for

international students

Student Support Section, Student Affairs Office

− +81-(0)3-3945-7258

Status of residence,

period of stay

International Affairs Section,

International Affairs Office

mlipo@toyo.jp +81-(0)3-3945-7558

* Website for successful applicants “To successful applicants”

(http://www.toyo.ac.jp/nyushi/gokaku/)

* Website dedicated to admitted international students who passed the pre-arrival entrance exam

“Admitted international students who passed the pre-arrival entrance exam”

(http://www.toyo.ac.jp/site/international-admitted/)