YAMAGUCHI UNIVERSITY

Receiving your certificates after graduation

Graduates of Yamaguchi University are charged an issuing fee to receive all certificates, effective April 1, 2018, based on business costs and beneficiary liability.
This was previously free of charge.

The following recipients will be charged:

Graduates
Students who left the university before graduation
Students removed from the university
(The same applies to non-degree-seeking students such as credit auditors and research students.)

※The following need not pay a fee:
– Students enrolled at Yamaguchi University
– Students requesting certificates in the month that includes the date of graduation, withdrawal, exclusion, or expiry of term

Certificate-issuing fee and means of payment

Issuing fees per certificate

Japanese: 300 yen
English: 500 yen

■Means of payment

○Fund transfer to Yamaguchi University’s designated bank account:
Japan Post Bank Co., Ltd.
Current account: 01320-1-40704
Branch number: 139
Branch name: Ichisankyu
Account holder: National University Corporation Yamaguchi University

Transfer methods

– Pay at the bank teller: pay the fee at Japan Post Bank using the designated payment slip.
※Please put the total amount/fee for the required number of certificates in the “amount” column.
– Pay at a Japan Post Bank ATM
– Pay using electronic transfer at a Japan Post Bank ATM
– Pay via Postal Saving Bank Direct-net-banking service provided by Japan Post Bank
– Transfer from other financial institutions
　Bank name: Japan Post Bank
　Branch number: 139
　Branch name: Ichisankyu
　Deposit type: Current
　Account number: 0040704
　Account holder: National University Corporation Yamaguchi University

Note:
Bank charges should be covered by the applicant
Be mindful not to pay a deficit or an excess of the total fee amount
Credit cards and convenience store payments are not permitted

Certificates will not be issued if the fee paid is insufficient or if the payment has not been confirmed. If you are in a hurry, choose a guaranteed mode of payment.

Application process

Please send the following documents to the department responsible for issuing certificates:

1. Certificate Application Form
2. A reply envelope with sufficient stamps
3. A copy of a form of identification
4. Proof of payment

Requests cannot be made by phone or email. Please feel free to contact the departments mentioned below directly should you have any queries or concerns.

(1) Certificate Application Form

Please download the application form from one of the links below. Click here to see an example of the application form.
Certificate Application Form (Excel)
Certificate Application Form (PDF)

If you cannot download the application form using the links above, please write the required information (shown below) on plain A4 paper and send it to the department responsible for issuing certificates.

1. Name of the Faculty/Graduate school, department, and the course you graduated from
2. Student ID number (when you were enrolled)
3. Year and month of graduation
4. Your name at the time of graduation
   If your family name has changed, please write your current name as well as your previous name.
5. Date of birth
6. Nationality (at the time of your enrollment)
7. Your phone number (where you can be reached during the day on weekdays)
8. Type of certificate requested, number of certificates required, and preferred language of issuance (e.g., Faculty graduation certificate (Japanese), one; Graduate School transcript (English), two)
9. Intended use and place of submission
10. Requesting sealed/unsealed certificates
    If, for example, you request one graduate certificate from your faculty in Japanese and two transcripts from the Graduate School in English, please describe how we should seal them, as follows:
    Example 1: Graduate certificate of the Faculty (in Japanese) (No need to be sealed) Transcripts of the Graduate School (in English) (only one needs to be sealed)
    Example 2: Graduate Certificate of the Faculty (in Japanese) and transcript from the Graduate School (in English); one each needs to be sealed. Also, a second transcript from the graduate school, which does not need to be sealed.

Instructions:
– If you require a “Certificate of Academic Ability” to obtain a teacher’s license, please mention the types of licenses you are planning to obtain (e.g., First category teacher’s license for junior high school, in Japanese).
– Make sure that you check the applicable box regarding whether and how you want your certificate to be sealed.
– When you require certificates during your enrollment as a non-degree-seeking student, please write your title (e.g., “credit auditor” or “research student”) with the period of enrollment in the remarks column.
– Please ask your previous supervisors in advance if you need a certificate that includes comments (for example, a school report).
– If the place where you intend to submit your certificate requires you to fill out a specific form, please enclose that form with your application.

Note:
※General certificates, such as graduate certificates and transcripts, are dispatched in approximately five days (excluding weekends and national holidays) from the date your application is received.
※Please understand that the time taken to issue a certificate in English, a “Certificate of Academic Ability,” and a “Certificate of Credits Acquired” may require ten days or more after your application is received based on the content of these items.
※Please note that toward the end of the year and New Year holidays, or if your documents are inadequate and payment is not confirmed, it may take longer to issue your certificates.

(2) Reply Envelope

Please note your address (including your name and zip code) on a stamped envelope. Kindly note that since certificates contain personal information, we cannot send them to a third party, i.e., we cannot send them directly to the place where you need to submit them.

Types of envelopes and estimated cost of shipping

In addition, if you are pressed for time, please include stamps for express charges (280 yen or more) on the envelope.
If you are unsure about the postage, please enclose extra stamps. Do not paste stamps onto the envelope. If the stamps remain unused, we will return them to you when sending your certificates.
If the stamps provided to us are insufficient, you will have to pay for excess postage.

(3) Copy of Identification

Please note that, to protect your personal information, some form of identification is required to confirm the identity of the person requesting the certificates. The copy provided to us is used solely to confirm your identity and is not used for any purpose other than the issuance of certificates.

○Since the implementation of the “My Number” system in Japan, some official documents have been printed with this number. Please submit a form of identification that does not display your number. If you wish to submit identification which includes your “My Number”, please ensure that you conceal the number (i.e., mask it) before sending us a copy of the document.

(4) Proof of payment (photocopy is acceptable)

Please paste one of the following on the designated column of the Certificate Application Form: Transfer Payment Bill and Receipt; receipt issued at the ATM (cash deposit details); or transfer document printed by the applicant for payment using Postal Saving Bank Direct. This proof of payment will not be returned to you; therefore, if you need the original, please send a photocopy to us.
Please ensure that there is no deficiency or excess in the fee payment. (Please note that the bank charges should be paid by the applicant.)

Certificates cannot be issued if the payment is insufficient or unconfirmed; therefore, if you are in a hurry, choose a guaranteed mode of payment.

(5) Other notices

1. When a third party requests certificates by proxy, a letter of attorney written by the applicant and photocopies of a form of identification of both the applicant and the third party are required. To ensure the protection of personal information, certificates cannot be issued without the letter of attorney.
2. Those living in a foreign country should apply for certificates through a third party living in Japan. If you cannot find a third party, please contact the appropriate department below.
3. Teacher’s Licenses:
   Please contact the prefectural or municipal board of education of the place where your license was issued for the “Verification Letter of Issuance of the Teacher’s License,” renewal of the Teacher’s License, and reissuance of the Teacher’s License.
   
   

Authorized departments for queries and application submission:

Humanities
– Issuer of certificates,
Student Affairs Section, Faculty of Humanities
1677-1 Yoshida Yamaguchi 753-8540
Tel: 83-933-5209

Education
– Issuer of certificates,
Student Affairs Section, Faculty of Education
1677-1 Yoshida Yamaguchi 753-8513
Tel: 83-933-5307

Economics
For graduates from the Faculty of Economics
– Issuer of certificates,
Career Support Office, Faculty of Economics
1677-1 Yoshida Yamaguchi 753-8514
Tel: 83-933-5606

For graduates from the Graduate School of Economics and the Graduate School of East Asian Studies
– Issuer of certificates,
Graduate Student Affairs Section, Faculty of Economics
1677-1 Yoshida Yamaguchi 753-8514
Tel: 83-933-5597

Science
– Issuer of certificates,
Student Affairs Section, Faculty of Science
1677-1 Yoshida Yamaguchi 753-8512
Tel: 83-933-5210

Medicine and Health Sciences
For graduates from the Faculty of Medicine
– Issuer of certificates,
Academic Affairs Section, Faculty of Medicine
1-1-1 Minami Kogushi Ube Yamaguchi 755-8505

For graduates from the Faculty of Health Sciences
– Issuer of certificates,
Academic Affairs Section, Faculty of Health Sciences
1-1-1 Minami Kogushi Ube Yamaguchi 755-8505

For graduates from the Graduate School of Medicine
– Issuer of certificates,
Graduate School Academic Affairs, Faculty of Medicine and Health Sciences
1-1-1 Minami Kogushi Ube Yamaguchi 755-8505
※If you were enrolled in the Science, Engineering, or Agriculture faculties in the Graduate School of Medicine, please contact the administrator of the respective faculty.

Engineering
– Issuer of certificates,
Student Affairs Department, Faculty of Engineering
2-16-1 Tokiwadai Ube Yamaguchi 755-8611
Tel: 836-85-9008
※If you were enrolled in the program in Applied Medical Engineering Science in the Graduate School of Medicine before 2005, please contact Graduate School Academic Affairs of the Faculty of Medicine and Health Sciences at the above-mentioned address.

Agriculture
– Issuer of certificates,
Student Affairs Section, Faculty of Agriculture
1677-1 Yoshida Yamaguchi 753-8515
Tel: 83-933-5811
※If you graduated from the Department of Veterinary Medicine (Faculty of Agriculture and Veterinary Medicine) of the Graduate School of Agriculture, please contact the Joint Faculty of Veterinary Medicine at the address mentioned below.

Joint Faculty of Veterinary Medicine
– Issuer of certificates,
Student Affairs Section, Joint Faculty of Veterinary Medicine
1677-1 Yoshida Yamaguchi 753-8515
Tel: 83-933-5808

United Graduate School of Veterinary Science & Joint Graduate School of Veterinary Medicine
– Issuer of certificates,
Graduate School Affairs Section, Joint Faculty of Veterinary Medicine
1677-1 Yoshida Yamaguchi 753-8515
Tel: 83-933-5937

Global and Science Studies
– Issuer of certificates,
Student Affairs Section, Faculty of Global and Science Studies
1677-1 Yoshida Yamaguchi 753-8541
Tel: 83-933-5289