For details and the relevant forms, please be sure to check the GSFS office portal site below.
https://gsfs-portal.k.u-tokyo.ac.jp/kyoumu/administrative_procedures/
1. Leave of Absence
Students who want to take a leave of absence should refer to Article 29 of "The University of Tokyo Rules on Graduate Schools" and "Criteria for Leave of Absence by Students" in the Graduate School Handbook, and must consult with their supervisor in advance.
After receiving approval, they must fill in the proper request form, and submit the form with the approval of your advisor and the head of your department at least one (1) month in advance. In particular, for applications effective as of April 1 or October 1, the submission deadline may be set more than one and a half months in advance. Applicants are therefore required to check the GSFS Office Portal Site.
Requests will not be accepted if the student’s tuition payments are in arrears, required documents are missing, or approval from student’s supervisor or the head of the department cannot be confirmed.
In addition, the documents related to the reasons for leaves of absence must be attached to the request form. Please refer to the reverse side of the Leave of Absence Application for the required supporting documents.
The period of leave of absence shall, in principle, be six months or one year in accordance with the tuition fee classification, as specified in items (1) through (4) below.
(1) April 1st - September 30th
(2) October 1st - March 31st
(3) April 1st - March 31st
(4) October 1st - September 30th
2. Returning to School
If the need for a leave of absence no longer exists either before or at the end of an approved period of leave of absence, students must complete the Request for Resumption of Studies, obtain approval from their supervisor and the head of their department, and submit it to the GSFS Student Affairs Team at least one (1) month prior to the desired date of resumption. In particular, for applications effective as of April 1 or October 1, the submission deadline may be set more than one and a half months in advance. Applicants are therefore required to check the GSFS Office Portal Site.
Requests will not be accepted if approval from student’s supervisor or the head of the department cannot be confirmed.
3. Withdrawal
Students who would like to withdraw from GSFS should refer to Article 30 of "The University of Tokyo Rules on Graduate Schools" and are required to consult their advisor first. After that, you must fill in the proper request form, and return the form with the consent from your advisor and the head of your department at least one (1) month in advance. In particular, for applications effective as of March 31 or September 30, the submission deadline may be set more than one and a half months in advance. Applicants are therefore required to check the GSFS Office Portal Site.
Requests will not be accepted in cases such as the student’s tuition payments are in arrears, or approval from student’s supervisor or the head of their department cannot be confirmed.
4. Tuition
Students taking a leave of absence must submit the Application for Leave of Absence by the prescribed deadline. If the leave is approved, tuition fees for that period will in principle be waived. This does not apply to leave periods outside tuition categories (1)–(4) mentioned above. Students in such cases should contact the Student Affairs Team promptly.
If the procedure is not completed by the prescribed deadline, full tuition for the first semester (April–September) or the second semester (October–March) must be paid.
Students who return from leave in the middle of a semester must pay tuition from the month of their readmission through the end of that semester (first semester: September 30 / second semester: March 31). Payment must be made within the month of readmission.
Tuition already paid shall not be refunded.
5. Status of Residence for International Students
If international students with a status of residence “student” take a leave for more than three (3) months, the status of residence will be terminated in accordance with Japanese Immigration Law. If you remain in Japan while taking a leave you must change your status of eligibility from “student” to any other suitable status category. Failure to comply with Japanese Immigration Law may cause you to be regarded as an illegal resident.
Please note that during a leave of absence, engaging in activities other than those permitted under the designated status of residence (such as part-time work) will not be allowed.
When returning to school, it is necessary to enter Japan after receiving a new Certificate of Eligibility (or alternatively, by applying for change of status of residence to “student”).
6. Extending Period of Enrollment
Students who would like to extend their length of enrollment must consult their advisor first.
After that, you must fill in the proper request form, and submit the form with the approval from your advisor and the head of your department at least one (1) month in advance. In particular, for applications effective as of April 1 or October 1, the submission deadline may be set more than one and a half months in advance. Applicants are therefore required to check the GSFS Office Portal Site.
Requests will not be accepted in cases such as the student’s tuition payments are in arrears, or if approval from student’s advisor or the head of the department cannot be confirmed.
Note that the form must be submitted every year.
Even if no notification is submitted, tuition fees will continue to be charged and payment will be required for each semester until the maximum period of enrollment is reached (Master's course: 3 years, Doctoral course: 5 years).
Submission is mandatory as an expression of your intent to remain enrolled.
7. Change of Address/Name
If you change your address, telephone number, or other personal information, be sure to make the appropriate changes online using the UTAS system.
If you change your name (or if you choose to register your maiden’s name), bring Notification of Change in Name along with an official copy of your Certificate of Residency to the GSFS Student Affairs Team.
8. Student IDs
If your student ID expires due to leave of absence or extending period of enrollment, you must request a new ID at the Student Reception Counter of the GSFS Student Affairs Team. The expired ID must be returned in exchange for the new one.
When withdrawing, be sure to return your student ID card to the Student Affairs Team.