Once you have passed the selection process and have been selected to study abroad or participate in one of the various programs, specific preparations for your departure will begin. You will receive instructions on the necessary procedures through guidance and e-mail. Be sure to check them and complete the required steps on your own. However, for short-term study programs organized by Kyushu University, these procedures may be handled at the program level, so individual arrangements by participants may not be necessary.

Notification of Overseas Travel

Students traveling abroad for study, training, or conference presentations are required to submit a Notification of Overseas Travel, regardless of the duration of their stay. This requirement also applies to students arranging their own study abroad or taking a leave of absence to study abroad. Please submit the notification to the Student Affairs Office of your affiliated school or graduate school.

School of Interdisciplinary Science and Innovation	Notification of Overseas Travel, Pledge for Private Travel
School of Letters, Graduate School of Humanities	Please fill out the Notification of Overseas Travel form below and submit it to the Student Affairs Division (School of Letters and Graduate School of Humanities) before your departure. For undergraduate students:　Notification of Overseas Travel (Undergraduate) For graduate students:　Notification of Overseas Travel (Graduate)
Joint Graduate School of Digital Humanities	Notification for Traveling Overseas
Graduate School of Integrated Sciences for Global Society	Notification for Traveling Overseas
School of Education, Graduate School of Human-Environment Studies	Please contact the Student Affairs Office of your affiliated school or graduate school.
School of Law, Graduate School of Law	Please contact the Student Affairs Office of your affiliated school or graduate school.
School of Economics, Graduate School of Economics	Procedures for Overseas Travel (Notification for Overseas Travel)
School of Science, Graduate School of Science, Graduate School of Mathematics, Graduate School of Systems Life Sciences, Joint Graduate School of Mathematics for Innovation	Procedures of Overseas Travel
School of Medicine	Please contact the Student Affairs Office of your affiliated school or graduate school.
Graduate School of Medical Sciences	Please contact the Student Affairs Office of your affiliated school or graduate school.
School of Dentistry, Graduate School of Dental Science	Please contact the Student Affairs Office of your affiliated school or graduate school.
School of Pharmaceutical Sciences, Graduate School of Pharmaceutical Sciences	Please contact the Student Affairs Office of your affiliated school or graduate school.
School of Engineering, Graduate School of Engineering, Graduate School of Information Science and Electrical Engineering	Notification of Overseas Travel (Private Travel, Participation in international Conferences, International internship, etc.)
Graduate School of Integrated Frontier Sciences	海外渡航届/ Notice of Overseas Travel (Japanese only)
School of Design, Graduate School of Design	Traveling Overseas Notification
Interdisciplinary Graduate School of Engineering Sciences	Notification of Travel Overseas
School of Agriculture, Graduate School of Bioresource and Bioenvironmental Sciences	online overseas trip notification

Passport

A passport is a globally recognized form of identification. Most countries require foreigners to carry and present a passport as a condition for entry and stay. You will need to provide your passport information for procedures related to your study abroad destination, booking airline tickets, and applying for visas. From March 24, 2025, online applications are available nationwide for both new and replacement applications. It takes about 2 weeks from application to issuance, so be sure to prepare early.

Visa

Depending on the duration of your stay, destination country, and nationality, you may need to obtain a visa before traveling. Even for short stays, a visa might be required. Visa regulations and application procedures vary by country, so it is essential to check the specific requirements, necessary documents, and processing times on the websites of the respective embassies or consulates in Japan.
Please ensure you complete these procedures responsibly. Note that some countries may deny entry or visa issuance if your passport does not have a sufficient remaining validity period at the time of entry or visa application.

Housing

Students can typically apply for university dormitories, private apartments, or homestays either at the same time as receiving their admission letter or even beforehand. It is important to look into the application procedures for housing and ensure that all necessary steps are completed by the students themselves, as they are responsible for their own housing arrangements.

Overseas Travel Insurance

While studying abroad, the risk of needing medical attention increases due to potential involvement in incidents or accidents, or unexpected illnesses in unfamiliar environments. Medical expenses overseas are typically borne entirely by the individual, and in cases requiring hospitalization or surgery, costs can range from hundreds of thousands to millions of yen. In countries with inadequate medical facilities or standards, emergency evacuation to another country may be necessary.

It is crucial to obtain overseas study insurance and to decide on the coverage details in consultation with your family (guardians). Students participating in programs organized by Kyushu University are required to enroll in overseas travel insurance. Additionally, some countries may specify the coverage details of travel insurance when obtaining a visa. The host university may also have specific insurance requirements, so please verify these before purchasing insurance. Once your participation in a program is confirmed, you will receive guidance from the program coordinator, so be sure to review it carefully.

Bank Account and Credit Card

Air Tickets

Students are required to arrange their own round-trip air tickets, ensuring that their departure and return fall within the designated program period.

If the program hosted by Kyushu University includes airfare in the participation fee, individual arrangements for flights are not necessary.

Crisis Management Seminar

Kyushu University holds a Crisis Management Seminar for all students traveling abroad, typically in June and December each year. This seminar covers essential preparations and mindset for living overseas. For details on the schedule and how to participate, please refer to the Study Abroad Newsletter on the student portal.

Travel Registration (Tabi-Regi) and Residence Notification

According to Article 16 of the Passport Act, Japanese citizens who plan to reside or stay in a foreign country for more than three months are required to submit a “Residence Notification” to the Japanese embassy or consulate (diplomatic mission) that has jurisdiction over their place of residence. This notification should be submitted immediately upon arrival at your study destination.

Submitting a “Residence Notification” ensures that you can receive email alerts and prompt assistance from the Japanese embassy or consulate in case of an emergency.
For stays of less than three months, please register with the “Tabi-Regi” system. If the program you are participating in includes a crisis management service, you may be automatically registered with “Tabi-Regi” along with other participants, so please confirm this with your program coordinator.

Kyushu University Overseas Travel Crisis Management Handbook

Kyushu University publishes an Overseas Travel Crisis Management Handbook. A portable-sized booklet is available for students studying abroad and can be picked up at the Study Abroad Office (Ito Campus, Center Zone 4, 4F).

Safety Confirmation Links for Overseas Travel (Japanese only)