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Issuance of Certificates

Type of Certificates

Nagoya University complies with the Personal Information Protection law. In order to assure that a certificate is issued upon request from the person whose name appears on the certificate (the “requester”), the requester is required to show or submit a copy of a personal identification card.
The information on the identification document presented is used only to verify the identification of the requester, and all personal information is handled in a responsible manner.
In principle, a certificate may be issued only to the requester when applied for in person at the GSES Students Affairs Office or through postal mail. In the event that the requester is unable to make a request him/herself, a family member may request for the certificate as a proxy.
The request for the certificate is not accepted via telephone, fax, or e-mail.
In case of emergency, please contact the GSES Students Affairs Office.

1.Type of Certificates
Please refer to “Type of Certificates” in “Application Form for Certificates (for Alumni)” or “Application Form for Certificates (for Current Students)”.

If the certificate you wish to request is not listed, please contact the GSES Students Affairs Office.

Please submit the completed application form to the GSES Students Affairs Office.

2.How to Request for Certificates
Requesting in Person at GSES Student Office
Please fill out the “Application Form for Certificate” and submit it during office hours. The certificate is issued in 3 business days (7 business days for English certificates) from the date of application.
Please bring the following items to the GSES Students Affairs Office when submitting the completed application form.

[ When the requester is applying for him/herself ]
Personal identification card of the requester
A driver’s license, health insurance card, resident card, or special permanent resident certificate must be presented or a photocopy of the aforementioned identification card must be submitted.

A return envelope, if you request the certificate to be sent via postal mail
(Self-addressed, with postage stamp attached)

[ When a family member is applying as proxy ]
Application by proxy may be accepted only if the proxy is an immediate family member of the requester.
In addition to the personal identification card of the requester, the following documents are required.

Personal identification card of the proxy
※ One document each from 1) and 2) ; two identification documents in total are required

1)   A driver’s license, health insurance card, resident card, or special permanent resident certificate of the proxy must be presented or a photocopy of the aforementioned identification card must be submitted.

2)   Document indicating the relationship of the proxy to the requester, such as a copy of the resident registration (juminhyo).

A return envelope, if you request the certificate to be sent via postal mail
(Self-addressed, with postage stamp attached)

Requesting via Postal Mail
In principle, an application may be submitted only by the requester. Application by proxy may be accepted only if the proxy is an immediate family member of the requester.
Please send the completed “Application form for Certificate (for Alumni)” or “Application Form for Certificate (for Registered Student)”, a photocopy of the requester’s personal identification card, and a self-addressed return envelope (with postage stamp attached).

※ If the application form cannot be printed out, the required information listed below may be indicated on an A4-size paper.

Required Information

* Whether it is a request by the requester or by proxy
* Name of the requester (spelling in alphabet in case of English certificate)
* Date of birth of the requester
* Date of admission or course completion
* Major
* Type of certificate and the number of copies required
* Contact information (home phone No., mobile phone No., e-mail address, etc.)

[ When the requester is applying him/herself ]
Personal identification card of the requester
One document each from 1) and 2) ; two identification documents in total are required

1)   A photocopy of a driver’s license, health insurance card, resident card, or special permanent resident certificate.

2)   A copy of the residence registration (juminhyo) : In case the requester is a foreign national under a short-term visa and therefore not subject to the resident registration, the requester must submit evidence that the requester is the person whose name appears on the personal identification (such as a foreign passport). In this case, the school will specify what document to submit and the said document must have been issued within 30 days prior to the date of application.

[ When a family member is applying as proxy ]
Personal identification card of the proxy
One document each from 1) , 2) , and 3) ; three identification documents in total are required.

1)   A photocopy of the proxy’s driver’s license, health insurance card, resident card, or special permanent resident certificate.

2)   A copy of the proxy’s resident registration (juminhyo): In case the proxy is a foreign national under a short-term visa and therefore not subject to the resident registration, the proxy must submit evidence that the proxy is the person whose name appears on the identification document (such as a foreign passport). In this case, the school will specify what document to submit and the said document must have been issued within 30 days prior to the date of application.

3)   Evidence of the relationship of the proxy to the requester (document indicating the relationship of the proxy to the requester, such as a copy of the resident registration (juminhyo), which must have been issued within 30 days prior to the date of application)

Request by Foreign Student Who Returned to Home Country
In consideration of circumstances different from Japan, the foreign student who has returned to his/her home country is permitted, as a special circumstance, to request for certificates by following the procedure below.
However the request by proxy living outside Japan is not accepted due to the inability to verify the authenticity of documents showing the relationship of the proxy to the requester.

Type of Certificates

Please refer to “Type of Certificates” in “Application Form for Certificates (for Alumni)”.

Requesting via postal mail

Please send the following items.

* Completed “Application Form for Certificates”, or A4-size paper indicating required information (refer to the section describing “Requesting via Postal Mail” in Japan”

* A photocopy of the requester’s passport or Student ID Card, or an original copy of the birth certificate

* International Reply Coupon

Requesting through the faculty member

Verification of the requester's identification

* The faculty member who received the request must indicate that the request was made by the requester. The faculty member must also sign and affix his/her family seal in the blank area of the request form.

* Please send the identification documents of the requester within 30 days after the date of application.

* The postage may have to be paid for by the receiving faculty member.

3.Issuance of Certificates
Number of Days Required before Issuance
Japanese certificates … 3 business days from the date the application was received
English certificates … 7 business days from the date the application was received

※ If you wish to have the certificate sent to you via postal mail, please submit the application documents sufficiently in advance, considering the length of time required for shipping.

Return Envelope and Postage
The return envelope must be self-addressed with the appropriate postage attached.
Academic transcript: Each copy of transcript is fully sealed. Up to 3 copies may be requested. A4-size envelope; 140 yen for postage
When no academic transcript is requested: Up to 4 copies may be requested. 120X235 mm-envelope; 82 yen for postage

※If you are uncertain about the cost of postage, do not attach postage stamp to the return envelope. Enclose postage stamp which sufficiently covers the return postage; excess postage, if any, will be returned with the certificate.

Service Fee
No fee is required. The requester must pay for postage.

Please send the application documents to:
GSES Students Affairs Office
Nagoya University Graduate School of Environmental Studies
Furo-cho, Chikusa-ku, Nagoya-shi, Aichi Pref. 464-8601
Phone (052) 789-4590, 789-4591

※Please indicate “Application Form for Certificate” on the envelope.

4.Other
Personal Identification Documents Enclosed with the Application
The copy of the document submitted for identification verification is managed in an appropriate manner and is not used for any other purpose. After the prescribed record storage period is expired, the document will be destroyed and/or deleted. In principle, the official document issued by the authority will be returned to you with the certificate.

When the Current Name Differs from the Name Used While in School
Please indicate, in the application form, both the name used while in school and the current name. Also present or submit evidence showing the change of the name when submitting the application.
The certificate will be issued with the name used while in school.

■GSES Students Affairs Office, Office Hours

Monday through Friday, 9:00am to 5:00pm

※The office is closed on Saturdays, Sundays, national holidays, and during the New Year vacation (Dec. 29 - Jan. 3) and the summer vacation.

■Please send the inquiry and/or application form to:

Nagoya University Graduate School of Environmental Studies
Furo-cho, Chikusa-ku, Nagoya-shi, Aichi Pref. 464-8601
Phone (052) 789-4590, 789-4591

※Please indicate “Application Form for Certificate” on the envelope.


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