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  5. Application for Certificates and Transcripts

Application for Certificates and Transcripts

Request for Certificates and Transcripts

1. Costs on Issuing YNU Certificates (Application from Apr. 2nd 2018)

YNU has issued certificates such as school transcript, certificate of graduation and other relative certificates with no charge to former YNU students. However, considering the cost of work and beneficiaries to former YNU students, YNU will charge fee on issuing certificates from April 2nd 2018 including the request with the postmark of this date.
We greatly appreciate your understanding and cooperation on this decision.

(1) Former Students who will be charged

Former YNU students who graduate or withdrew from YNU (including those who enrolled as a full time student, research student, special research student, credited auditor, special audit student, those who were conferred with doctoral degree by dissertation only , etc.)
However, certificate will be free of charge under the following conditions.

a) Those who continues to be enrolled in YNU.
b) During the same academic year or the next academic year after graduation or withdraw from the corresponding undergraduate school or graduate school.
c) The applicant (the former student himself/herself) is currently living outside of Japan (this includes when an attorney living in Japan applies on behalf of the former student).

(2) Certificate Fee

・ Certificate in Japanese: 500JPY per one transcript
・ Certificate in English: 1,000JPY per one transcript
※ Certificate fee will be charged for each transcript when two or more transcripts are requested.
※ Certificate includes Certificate of Graduation, Certificate of Enrollment, School Transcript, Academic Degree Conferring Certificate and other related certificates.

(3) Payment of Certificate Fee

Please note that payment must be done without any shortage or overage to the bank account designated by YNU before submitting the application sheet. Application will not be accepted when there is a shortage on the payment.
Designated Bank by YNU
  Bank: Mitsubishi UFJ Bank  Branch: Yokohama Branch
  Classification: Savings Account Account No. : 4695969
  Name of Account: Yokohama National University

※ Payment procedure
・ Bank office, ATM Machine, internet banking is available.
・ Bank transfer fee is charged to the applicant.
・ Please make sure to pay without any shortage or overage of fee.
・ Payment must be done by either the applicant himself/herself or the person named by the “Letter of Appointment”.

※ Necessary documents for payment
・ At the Bank Office: transfer request from (copy accepted)
・ From ATM Machine: transfer specification (copy accepted)
・ By internet banking: payment detail
※ Title of paper can be different depending on each bank.
※ Other documents which include the name of the bank, name of the branch office, date of transfer, amount of transfer, name of the person who did the transfer, will be accepted.

2. Identification

YNU asks applicants to show their form of identification on applying certificates and transcripts for the purpose of identity verification (a copy of ID must be included in case of application by post). Your understanding and cooperation is greatly appreciated.
When the application and receipt is done by an attorney, an ID of him/her is necessary in addition to the copy of applicant’s ID and the “Letter of Appointment”.

3. Instruction on Application

・ The contact office will be the office of the undergraduate school/graduate school which the applicant graduated from (the contact address can be found at the end of this page)
・ Application is principally accepted by post, however, it is also available by visiting the office. Application by telephone, FAX, Email is not accepted, so applicants are advised to apply well in advance (days necessary for issue is noted in “6.”)
・ A direct application from overseas is no accepted. Please apply via a contact person (family, friends, colleagues from your workplace, etc.) who resides in Japan (a “Letter of Appointment” and the copy of applicant’s ID and is required in this case). If this is not possible, please contact the school office.
・ Certificates will be issued with the name of your enrollment as a student.
・ Certificates will be issued in either Japanese or English.

4. Application by Post

Please send the documents: (1) Application for Issuance of Certificate, (2) Receipt for the payment of certificate fee, (3) Copy of ID, (4) A reply envelope with a stamp and your address written, to the office of undergraduate school/graduate school which you graduated from.

(1) Application for Certificate

Please download the following format and fill in the paper.

※ Documents including following information can be accepted in place of above format. Required Items
・ Name of Applicant (including maiden name)
・ Date of Birth
・ Current Address and Contact Information
・ TEL, E-mail address
・ Name of your Undergraduate College, Graduate School, Department, Course, Educational Program (EP) at YNU
・ Student ID No. (if you still remember)
・ Year and Month of Enrollment to YNU
・ Year and Month of Graduation from YNU
・ Type of certificate you are applying for (Japanese version or/and English version), number of transcript necessary, total amount of fee.
・ Purpose of application

※ Letter of Appointment
・ This is to prove that accepting the certificate has been appointed by the applicant (signature by the applicant) to a different person.
・ Name, home address, contact TEL/Email address of the person appointed and the relation with the applicant.

(2) Receipt for the Payment of Certificate Fee

・ Please make sure to pay the fee without any shortage or overage before sending the application.
・ Please submit the following document depending on which method you took for the payment.
・ At the bank counter: transfer request from (copy accepted)
・ From ATM Machine: transfer specification (copy accepted)
・ By internet banking: payment detail
※ Title can be different depending on each bank.
※ Other documents which include the name of the bank and the branch, date of transfer, amount of transfer, name of the person who did the transfer, will be accepted.

(3) Copy of ID

Copy of the following ID is necessary to submit for verification.
・ Health Insurance Card (in Japan)
・ Driver’s License
・ Passport
※ When the application and receipt is done by an attorney, an ID of him/her is necessary in addition to the copy of applicant’s ID and the “Letter of Appointment”
※Copy of ID will be disposed with the responsibility of YNU after the issue.
※ For those who have changed their name after graduation will be required to submit a certificate which verifies the change of their name. Please contact the school office for more detail (Graduates from Faculty of Education and Human Sciences, School of Education will not be required to submit this).

(4) A Reply Envelope with a Stamp and Your Address Written

Put a stamp on envelope size 3 (120×235mm) or envelope size 2 (240×332mm) and write the contact address of the applicant (the envelope can be folded when sending the application form).

※ A standard size of envelope and the price of the stamp.

All Certificates (does not include certificates in English)
Number of Transcript Size of Reply Envelope Price of Stamp Price in case of Express Delivery Weight
1 Size 3 (120×235mm) 82 JPY 82JPY+280JPY=362JPY Up to 25g
2-3 Size 3 (120×235mm) 92 JPY 92JPY+280JPY=372JPY Up to 50g
4-6 Size 2 (240×332mm) 140 JPY 140JPY+280JPY=420JPY Up to 100g

Certificate in English
Number of Transcript Size of Reply Envelope Price of Stamp Price in case of Express Delivery Weight
1 Size 3 (120×235mm) 92 JPY 92JPY+280JPY=372JPY Up to 50g
2-3 Size 2 (240×332mm) 140 JPY 140JPY+280JPY=420JPY Up to 100g

● Weight of Transcript
・ Transcript: 5.5g per one transcript
  Certificate of Graduation: 1, School Transcript: 1-2 (transcript may include 2 sheets for undergraduates)
    (English version may include 2-3 times more of sheet compared to Japanese version)
・ A sealed-up: 4.5g will be added per one transcript
Ex: a sealed-up including a certificate of graduation and a school transcript
  …Price of postage for reply (weight) = 5.5g+5.5g+4.5g (sealed-up) +weight of reply envelope
Prices and weights mentioned above will be a rough amount.

5. Application at the Office (NOTE: an immediate issue is not available)

Please bring (1) Application form (2) Receipt for the payment of certificate fee (3) an ID to the office of undergraduate/graduate school office which you graduated from.

・ Access to YNU
・ Open Days: Mon - Fri (does not include Sat, Sun, Public Holiday, New Year’s Holiday and YNU holiday)
・ Open Hours: 8:30am - 12:45pm, 1:45pm - 5:00pm
・ An immediate issue is not available.
・ Applicants can choose either receiving by post or at the office. When choosing post, please bring (4) a reply envelope with a stamp on it.

(1) Application Sheet

Please download the sheet and fill in the form. It is possible to fill in the sheet at the office. However, do not forget to bring the “Letter of Appointment” when applying via an attorney.

(2) Receipt for the Payment of Certificate Fee

Please make sure to pay to the bank account without any shortage or overage of fee before visiting the school office. Any of the following papers will be required to submit.
・ Paid at the bank counter: transfer request from (copy accepted)
・ Paid from ATM Machine: transfer specification (copy accepted)
・ Paid by internet banking: payment detail

※ Title of paper can be different depending on each bank.
※ Other documents which include the name of the bank and the branch, date of transfer, amount of transfer, name of the person who did the transfer, will be accepted.

Certificate fee can also be paid at YNU. However, the office of Undergraduate School / Graduate School and the office counter for paying the fee is located in the different place of the campus.
(Office counter for paying the fee: Financial Affairs Division, (Campus Map N2-1, 1st floor of Administration Bureau) Office Hours: Mon – Fri (does not include Sat, Sun, Public Holiday, New Year’s Holiday and YNU holiday) 9:00am – 5:00pm).

(3) ID

Please bring your ID (driver’s license, Health Insurance ID, Passport, etc.)
When applying by an attorney, a “Letter of Appointment” and an ID of the attorney will be necessary in addition to the ID of the applicant.
For those who have changed their name after graduation will be required to submit a certificate which verifies the change of their name. Please contact the school office for more detail (Graduates from Faculty of Education and Human Sciences, School of Education will not be required to submit this).

(4) A reply envelope with a stamp and your address written

Please note that an immediate issue is not available. Please visit the office on the later date of issue or bring a reply envelope on the day of application (Please check 4. (4) for more detail).
Both stamp and reply envelope is not sold at YNU. It is required to bring when submitting the application.

● Receiving at the office

Please show the applicant’s ID (or the attorney’s ID) at the office.

6. Other Notices

(1) Days Necessary for Issue (please contact the office in case you request in a shorter time)

・ Japanese Version………one week after the application sheet arrives at the school office. However, any special certificate may require more days.
・ English Version………three weeks after the application sheet arrives at the school office.

(2) Application from Overseas

A direct application from overseas is basically not accepted. Please apply via a contact person (family, friends, colleagues from your workplace, etc.) who resides in Japan. If this is not possible, please contact the school office listed below.

7. Q&A for Issuing Certificate

I graduated from YNU undergraduate course and currently enrolled at YNU graduate course. Is the certificate fee free of charge?
The fee is free of charge. In this case, school transcript, certificate of graduation from undergraduate school can be issued from the certificate issuing machine located in YNU campus in addition to the certificate of enrollment and school transcript from graduate school.
I graduated from YNU undergraduate course in March 2016 and graduated from YNU master’s course in March 2018. Will I be charged if I apply for the certificate in April 2018?
Certificate fee will be free of charge when you apply during the same academic year of your graduation/withdrawal and the next year of those. In your case, certificates of master’s course will be free of charge because this is the next academic year after your graduation/withdrawal. However, certificate fee for undergraduate course will be charged because the next academic year has passed.
I live outside of Japan. When I apply via an attorney in Japan, do I need to pay the certificate fee?
If the applicant himself/herself lives outside of Japan, certificate fee will not be charge. This includes when the application is sent via an attorney. Please write down that you are living outside of Japan in the application sheet and write the address of the attorney in the “Letter of Appointment”.

Application by Enrolled Student

Application by enrolled student shall be done at the school office or shall be issued from the certificate issuing machine located in YNU campus. The certificate fee will be free of charge.

● Issue from the Certificate Issuing Machine (Immediate Delivery)

Please use the certificate issuing machine in order to obtain the following certificates. However, certificates for students who are on the leave from university, or credited auditor, research student, and other non-regular students will not be issued from the machine.
Certificate of Enrollment, School Transcript, Certificate of Expected Graduation (Japanese and English), Student Discount Card, Health Certificate
For students who are enrolled at YNU graduate course can have their Certificate of Enrollment and School Transcript of YNU undergraduate course from the certificate issuing machine (free of charge).

● At the Office of Your Undergraduate / Graduate School (requires approximately one week)

Certificates which will not be issued from the certificate issuing machine needs to be applied at the school office. In this case, immediate issue is not available. Please wait one week or more depending on which certificate you apply for.

Contact Office

Education/Education and Human Sciences

Student Affairs Section 1, College of Education Administration Office

Tel Email Address
045-339-3259 edu.gakumu1(Please replace the image with @.)ynu.ac.jp 79-2 Tokiwadai, Hodogayaku, Yokohama 240-8501

Economics

Student Affairs Section 1, Social Sciences Administration Office

Tel Email Address
045-339-3508
045-339-3509
int.keizai(Please replace the image with @.)ynu.ac.jp 79-3 Tokiwadai, Hodogayaku, Yokohama 240-8501

Business Administration

Student Affairs 2, Social Sciences Administration Office

Tel Email Address
045-339-3653 int.keiei(Please replace the image with @.)ynu.ac.jp 79-4 Tokiwadai, Hodogayaku, Yokohama 240-8501

Engineering / Engineering Science

Educational Affairs Section, Engineering Science Administration Office

Tel Email Address
045-339-3814 ses.kyomu(Please replace the image with @.)ynu.ac.jp 79-5 Tokiwadai, Hodogayaku, Yokohama 240-8501

Urban Science

Educational Affairs Section, Engineering Science Administration Office

Tel Email Address
045-339-3214 cus.jimuu(Please replace the image with @.)ynu.ac.jp 79-6 Tokiwadai, Hodogayaku, Yokohama 240-8501

Graduate School

Education

Student Affairs Section 2, College of Education Administration Office

Tel Email Address
045-339-3260 edu.gakumu2(Please replace the image with @.)ynu.ac.jp 79-2 Tokiwadai, Hodogayaku, Yokohama 240-8501

Division of Advanced Professional Practice in Education

Tel Email Address
045-339-3492 edu-kyoshoku(Please replace the image with @.)ynu.ac.jp 79-2 Tokiwadai, Hodogayaku, Yokohama 240-8501

Social Sciences

Graduate School Affairs Office

Tel Email Address
045-339-3659 int.gakumu-all(Please replace the image with @.)ynu.ac.jp 79-3 Tokiwadai, Hodogayaku, Yokohama 240-8501

Engineering

Graduate School of Engineering Section, Engineering Science Administration Office

Tel Email Address
045-339-3817 ses.daigakuin-eng(Please replace the image with @.)ynu.ac.jp 79-5 Tokiwadai, Hodogayaku, Yokohama 240-8501

Environment and Information Sciences

Graduate School of Environment and Information Sciences Section, Engineering Science Administration Office

Tel Email Address
045-339-4425 kankyojoho(Please replace the image with @.)ynu.ac.jp 79-7 Tokiwadai, Hodogayaku, Yokohama 240-8501

Urban Innovation

Graduate School of Urban Innovation, Engineering Science Administration Office

Tel Email Address
045-339-3826 ses.daigakuin-urb(Please replace the image with @.)ynu.ac.jp 79-5 Tokiwadai, Hodogayaku, Yokohama 240-8501


(Contact:Educational Affairs Division)


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