How to Order Certificates (For Alumni) | Various Documents and Certificates | The Graduate University for Advanced Studies

How to Order Certificates (For Alumni)

How to Order Certificates (For Alumni)

“The presentation of a duplicate (copy) of the applicant’s identification document” is required upon application for certificates. After verification, the duplicate (copy) will be returned to the applicant together with an issued certificate(s).

Certificates issued by SOKENDAI

Certificates in the table below can be issued by SOKENDAI.If any other certificate is required, please contact the section given at the bottom of this page and inquire if the requested certificate can be issued or not.

Subject Certificate Japanese English Description
Doctoral degree (PhD) Certificate of Graduation (Shuryou-Shoumeisho) Certifies that the applicant completed a doctoral course at SOKENDAI.
Academic Transcript (Seiseki-Shoumeisho) Certifies the applicant’s academic record for the course completed at SOKENDAI.
PhD by dissertation Certificate of Doctoral Degree (Gakui-Shutoku-Shoumeisho) Certifies that the applicant earned a doctoral degree from SOKENDAI.
Withdrawal Certificate of Withdrawal from the University (Taigaku-Shoumeisho) Certifies that the applicant withdrew from SOKENDAI.
Certificate of Enrollment Period (Zaiseki-Kikan-Shoumeisho) Certifies the applicant’s enrollment period at SOKENDAI.
Certificate of Withdrawal with Credit (Tan’i-Shutoku-Taigaku-Shoumeisho) Certifies that the applicant withdrew from SOKENDAI after satisfying SOKENDAI’s requirements for completing a doctoral course (the applicant was enrolled for a period of 3 or 5 years or longer and earned the credits required by each department).
Academic Transcript (Seiseki-Shoumeisho) Certifies the applicant’s academic record for the course completed at SOKENDAI.
Master’s degree Certificate of Master’s Degree (Gakui-Shutoku-Shoumeisho) Certifies that the applicant earned a master’s degree from SOKENDAI.
Academic Transcript (Seiseki-Shoumeisho) Certifies the applicant’s academic record for the course completed at SOKENDAI.

* No Certificate of Graduation for a master’s degree is issued since a master’s degree is granted to a student satisfying the requirements for granting a master’s degree upon withdrawal from his/her doctoral course, although it is not formally regarded as graduation.

* The name on the certificate will be the one used by the applicant during the enrollment period.

How to apply for certificates

Application by the applicant

In principle, an Application Form for Certificates should be sent by the applicant himself/herself by mail.

Required materials for application

  1. Application Form for Certificates (Shoumeisho-Hakkou-Shinseisho)
  2. Duplicate (copy) of the applicant’s identification document
  3. Self-addressed stamped envelope

* For details, see the following items 1 to 4.

1. Fill in the Application Form for Certificates (Shoumeisho-Hakkou-Shinseisho).
* Download the Application Form for Certificates (Shoumeisho-Hakkou-Shinseisho) here.

Application Form for Certificates
(Shoumeisho-Hakkou-Shinseisho)
Word PDF

2. Suitable documents as “the applicant’s identification document” described above include a health insurance card, driver’s license, Basic Resident Register card, certificate of alien registration, or passport, stating the name, date of birth, and address of the applicant with the identification number.Prepare a duplicate (copy) of one of these documents.
* After verification, the duplicate (copy) will be returned to the applicant together with an issued certificate(s).

3.Prepare a self-addressed envelope.Write the name and address of the recipient on an envelope stamped with sufficient postage.
(Reference: Postage)

Envelope size Number of certificates and regular postage
JIS Chou (“long”) #3 envelope (for three-folded A4 sheet) 1 copy:82 yen 2 to 3 copies:92 yen
JIS Kaku (“square”) #2 envelope (for full A4 sheet) 4 to 8 copies:140 yen

JP post WEB

http://www.post.japanpost.jp/service/standard/index_en.html

If the applicant wishes to receive a certificate(s) by express mail (Sokutatsu) Add a stamp(s) of 280 yen to the above regular postage.
* Write “EXPRESS (Sokutatsu)” in red ink on the envelope.
If the applicant wishes to receive a certificate(s) by special record mail (Tokutei-Kiroku-Yubin) Add a stamp(s) of 160 yen to the above regular postage.
* Write “SPECIAL RECORD MAIL (Tokutei-Kiroku-Yubin)” in red ink on the envelope.
If the applicant wishes to receive a certificate(s) by express (Sokutatsu), special record mail (Tokutei-Kiroku-Yubin) Add a stamp(s) of 440 yen to the above regular postage.
* Write “EXPRESS (Sokutatsu)” and “SPECIAL RECORD MAIL (Tokutei-Kiroku-Yubin)” in red ink on the envelope.
If the applicant wishes to receive a certificate(s) at an overseas address, please contact the section given at the bottom of this page and inquire the postal charge

4. Enclose the application, the copy of the applicant’s identification document, and the self-addressed stamped envelope in an envelope with “APPLICATION FORM FOR CERTIFICATES ENCLOSED” written in red ink on the envelope and send it to the Educational Affairs Section (Kyoumu-gakari), Academic and Student Affairs Division (Gakumu-ka), SOKENDAI (The Graduate University for Advanced Studies). A requested certificate(s) will be posted within 3 business days (excluding Saturdays, Sundays, national holidays in Japan, and December 29 to January 3) after the arrival of the Application Form.
*If you request from overseas. Please request documents in advance to avoid delays in international postal delivery.

Application by proxy

Application can be made by a proxy authorized by the applicant. Only the parent or spouse of the applicant can be a proxy.* For verification of the applicant, an inquiry may be made to the contact given in the “Information on the Applicant” section of the Letter of Proxy (Application Form).

5. Required materials for application

  1. Letter of Proxy (Application Form)
  2. Duplicate (copy) of the proxy’s identification document
  3. Self-addressed stamped envelope

* For details, see the following items 1 to 4.

1. Fill in the Letter of Proxy (Application Form).
* Download the Letter of Proxy (Application Form) here.

Letter of Proxy (Application Form) Word PDF

2. Suitable documents as “the proxy’s identification document” described above include a health insurance card, driver’s license, Basic Resident Register card, certificate of alien registration, or passport, stating the name, date of birth, and address of the proxy with the identification number.
Prepare a duplicate (copy) of one of these documents.
* After verification, the duplicate (copy) will be returned to the applicant or proxy together with an issued certificate(s).

3. Write the same name and address of the applicant or proxy as stated in the Letter of Proxy (Application Form) on an envelope stamped with sufficient postage (see item 3 of “Application by the applicant”).
* A certificate(s) can be sent to the applicant or proxy stated in the Letter of Proxy (Application Form) only. Delivery to any other address cannot be made.

4. Enclose the application, the copy of the proxy’s identification document, and the self-addressed stamped envelope in an envelope with “APPLICATION FORM FOR CERTIFICATES ENCLOSED” written in red ink on the envelope and send it to the Educational Affairs Section (Kyoumu-gakari), Academic and Student Affairs Division (Gakumu-ka), SOKENDAI (The Graduate University for Advanced Studies). A requested certificate(s) will be posted within 3 business days (excluding Saturdays, Sundays, national holidays in Japan, and December 29 to January 3) after the arrival of the Application Form.
*If you request from overseas. Please request documents in advance to avoid delays in international postal delivery.


Contact
  • SOKENDAI (The Graduate University for Advanced Studies)
  • Educational Affairs Section
  • TEL: 81-46-858-1582 FAX:81-46-858-1541
  • Email:kyomu(at)ml.soken.ac.jp

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