How to Request Certificates/Transcripts

How to Request Certificates/Transcripts

Certificates/transcripts can be requested at the Educational Affairs Group office or by postal mail.
*To order ICU Summer Course transcripts, please contact scj@icu.ac.jp

NOTE

  • In accordance with the university's Policy on the Protection of Personal Information, we issue certificates/transcripts based on the request by the person himself/herself. If a proxy person requests for you, then you must submit a letter of proxy (original).
  • Requests by either phone, facsimile or e-mail are NOT accepted.
  • Certificate(s)/transcript(s) will be issued by the full name at the time of your graduation/withdrawal from ICU.

Information

1. How to request within Japan

(1) How to request

(1)-a. At office

(1)-a.-1.Please make sure to bring

I. ID: driver's license, passport, resident card, or jumin-kihon-daicho card

II. Cash to pay the processing fee

The university requires that you pay for the processing fee and postage. Payments for certificates/transcripts are to be made by tickets (SHOSHI), which are available at the vending machine in Administration Building, ICU. Please refer to the following section of "(2) FEE" for the details of the cost required.

(1)-a.-2. Procedure

①Fill in the certificates request form at the Educational Affairs Group office.

②Buy the above-mentioned tickets (SHOSHI).

③Attach the tickets (SHOSHI) to the request form and submit to the office.

* Please present your above-mentioned ID.

(1)-b. By postal mail

Please send us the following 3 items by postal mail.

I. Request form (please send the original request form.)

Please use the following request form in pdf.
Request for Certificate(s)/Transcript(s) [Request within Japan]

II. Photocopy of your ID (driver's license, passport, resident card, or jumin-kihon-daicho card)

III. Fee

The payment is to be made by "Postal Money Order(Teigaku Kogawase)", which is available at post offices.
Please refer to the following section of(2) Fee.
Please enclose "Postal Money Order (at value of the total fee)", leaving the recipient blank, with a request form.
In case you need the certificates/transcripts to be sent by express mail, the charge of ¥270 should be paid by postage stamp.

(2) Fee

    Please note that fees may change without prior notice.

(2)-a.Certificates/transcripts Processing Fee (per 1 copy)

      Fee differs depending on the type of certificate.
CertificateFee
Transcript (Seiseki Shomeisho) ¥200
Graduation (Sotsugyo/Shuryo Shomeisho) ¥300
Past Enrollment (Kako Zaiseki Shomeisho) ¥300
Certificate for Teacher Certificate [To be issued only in Japanese] ¥300
Other Certificates* ¥300
Reference for Graduate School Entrance Examination (Chosa-sho) ¥300

*If you are to request "Other Certificates", please call +81-422-33-3054 before you make a request.

(2)-b. Postage fee (If you wish to receive by postal mail)

If you wish to receive by postal mail, the following postage is required in addition to the certificates/transcripts processing fee.

(2)-b.-1. Postage within Japan (per each address)

Fee
Standard        ¥200
Express (standard fee + ¥280yen)*   ¥480
Simplified Registered (standard fee + ¥310)  ¥510
Express+Simplified Registered (standard fee + ¥280 + ¥310)*  ¥790

*The charge of ¥280 for Express should be paid by postage stamp, not "Postal Money Order (Teigaku Kogawase)"

(Example:If you wish to receive your certificate of graduation by express mail, "Postal Money Order(Teigaku Kogawase)" ¥500 (certificate processing fee ¥300 + standard postage ¥200) and postage stamp ¥280 are required.)

(2)-b.-2. Postage to Overseas (per each address)

Fee
Standard ¥300
EMS to Asia (standard fee + ¥1,400)  ¥1,700
EMS to Oceania, North America, Central America, and Near and Middle East (standard fee + ¥2,000)  ¥2,300
EMS to Europe (standard fee + ¥2,200) ¥2,500
EMS to South America and Africa (standard fee + ¥2,400) ¥2,700

For sending certificates/transcripts overseas quickly and as registered mail, please use International Express Mail (EMS). EMS is recommended to avoid problems that may arise when confirmation of dispatch, status, and delivery is required.

(3) Receipt of Certificates/Transcripts

(3)-a. Pick up at the office

If requested at the office ;

Please bring the receipt of the application form and the above-mentioned ID.

If requested by postal mail;

Please bring the above-mentioned ID.

* Please note that the certificates will be disposed if you fail to pick up within 3 months of the date of issue.

(3)-b. Receive the certificates by postal mail

The certificates will be send to the name/address stated on the request form. Please refer to the following section of 3. Days Required regarding the day to dispatch the certificates.

2. How to request from overseas

(1) How to request

Please send us the following 3 items by postal mail.

I. Request form (please send the original request form.)

Please use the following request form in xlsx.
Request for Certificate(s)/Transcript(s) [Request from overseas]

II. Photocopy of your ID (driver's license, passport, resident card, or jumin-kihon-daicho card)

III. Fee

Payment must be made by "International Postal Money Order", "International Reply Coupon" or "International Response Coupon".
Please refer to the following section of (2) FEE.
Please enclose an "International Postal Money Order (at value of the total fee)" with a request form. In case your nearest post office does not handle "International Postal Money Order", please go to a MAJOR post office.
If you are residing in Canada, Australia, Hong Kong, France, or other countries where "International Postal Money Order" is unavailable, please purchase "International Reply coupons or International Response coupons (4 coupons x desired amount)" at post office.

(2) Fee

Please note that fees may change without prior notice.

(2)-a.Certificates/transcripts Processing Fee

Each copy is US$5.00 regardless of the type of certificates.

If paying by "International Reply Coupons" or "International Response Coupons", each copy is 4 coupons.
* One coupon is equivalent to ¥130 at the Japanese post office. (Reference) http://www.post.japanpost.jp/int/service/int_coupon_en.html

(2)-b. Postage

(2)-b.-1.Postage within Japan

Postage is included in the certificates processing fee.

(2)-b.-2.Postage to Overseas(per each address by EMS)

When using a regular airmail, postage is included in the certificates/transcripts processing fee.
When using International Express Mail (EMS), the following postage is required in addition to the certificates/transcripts processing fee.

AreaInternational Postal Money Order(amounts not totaling 1 full dollar are rounded off)International Reply Coupon/th>
EMS (to Asia)  1,400/ FOREX 10 coupons
EMS (to Oceania, North America, Central America, and Near and Middle East)  2,000/ FOREX 15 coupons
EMS (to Europe) 2,200/ FOREX 17 coupons
EMS (to South America and Africa) 2,400/ FOREX 18 coupons

(FOREX: Foreign Exchange (USD/JPY))

For sending certificates/transcripts overseas quickly and as registered mail, please use International Express Mail (EMS). EMS is recommended to avoid problems that may arise when confirmation of dispatch, status, and delivery is required.

Please note that personal checks, bank checks, etc., are not accepted. Since mailing cash by regular mail conflicts with the law, cash is not accepted.

(3) Receipt of Certificates/Transcripts

The certificates will be send to the name/address stated on the request form. Please refer to the following section of 3. Days Required regarding the day to dispatch the certificates.

3. Day Required

The day to issue/dispatch documents depends on the day the request was completed.

Day of Request / ReceivedDay of Issue / Dispatch
Monday / Tuesday Following Friday
Wednesday / Thursday Following Monday
Friday / Saturday Following Wednesday

Note 1:Since issuing certificates/transcripts for the class of 1975 and before are not computerized, it may require longer preparation period.
Note 2:Proof of academic ability (for teacher certification) and Curatorial Training Program are sent on the same day of the following week.
Note 3:If the day to issue/dispatch falls on non-business days, then certification will be issue/dispatch on the following business day.

4. Procedure by a proxy (at the office)

(1) Please make sure to bring

I. An original letter of Proxy (there is no fixed format for this letter but it must include the signature of the requester.)

-------------------------------------------------------------------------------------- 

ex.) I, (name of requester), give authority for (name of proxy person) to request, pay for, and collect official documents on my behalf.
(Followed by date and signature)

-------------------------------------------------------------------------------------- 

II. Photocopy of your ID (driver's license, passport, resident card, or jumin-kihon-daicho card)

III. The ID of the individual serving as your proxy person (driver's license, passport, resident card, or jumin-kihon-daicho card)

(2) Procedure

1) Fill in the certificates request form at the Educational Affairs Group office.

2) Buy the above-mentioned tickets (SHOSHI)

3) Attach the tickets (SHOSHI) to the request form and submit to the office.

* Please present your above-mentioned ID.

5. Where to send a request/contact address

Certificates/Transcripts
Educational Affairs Group
International Christian University
3-10-2 Osawa, Mitaka-shi,TOKYO
181-8585 JAPAN
Phone: +81-422-33-3054

6. Office hour

Monday-Friday: 9:30-Noon, 13:00-16:30
Saturday: 9:30-12:30

Please note that requests for Certificate(s)/transcript(s) cannot be processed on the following days.

1. The 2nd and 4th Saturdays (all Saturdays in July & August, 2nd, 3rd, 4th and 5th Saturdays in March), Sundays, National Holidays
2.During the Summer Recess: from July 24, 2017 until July 28, 2017
 (Request is accepted until July 20 for issuance before the Summer Recess)
3.Christmas-New Year's Holidays: from December 25, 2017 until January 5, 2018
 (Request is accepted until December 20 for issuance before Christmas-New Year's Holidays)
4.Day of General Admissions Test for CLA and the day prior to the exam: February 2 and 3, 2018
5.All other university holidays
 The office will be closed on July 10, August 7, and August 14, 2017.

7. Syllabus/ Outline of Courses

Syllabi and Outline of past courses can be browsed as follows.
https://sites.google.com/a/info.icu.ac.jp/digital-signage/syllabus_00-07/course

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