Because of the privacy policy, the University needs to confirm that the request is made by alumnus/alumna. Therefore, the University requires an alumnus/alumna to present his/her official identification. A proxy requesting a certificate must present his/her official identification, a copy of an official identification of the alumnus/alumna and a ‘Letter of Trust’ signed by the alumnus/alumna. A proxy must be a person in Japan who can request and receive certificates on behalf of an alumnus/alumna.

Certificates are issued only when all necessary information and documents are provided and verified. The office does not accept any changes in the content of the request that has already been submitted. Alumni must decide the number of copies and category of certificate that they wish to request before submitting required documents. Issued certificates are not refundable.

Applying via the Online Application System

1.       Applications are made by campus or affiliation. Please make an application to each campus if you require certificates from multiple campuses.

2.       A system usage fee will be charged for each application in addition to the certificate issuance fee and postage.

3.       Up to ten sheets can be issued per application.

4.       You are required to upload an image of your proof of identification.
File format:               JPG or PDF
File size:                   Please prepare a file of less than 300 KB.

5.       For any certificates that are not listed, be sure to enter the name of the certificate and related details in the “Other” field.
E.g., Curator Certificate, Librarian Certificate, Certificate of Credit Acquisition at the Open University of Japan, request forms (LSAC Transcript Request Form, WES Academic Records Request Form, NY Bar Form Law School Certificate, etc.)

6.       It is possible to upload a PDF copy of pre-designated forms for submission, such as request forms. However, in cases where the original is required, please send it to us separately by post. In such cases, please inform us that the original will be sent in the post by leaving a comment in the “Notes” field.

7.       Only original certificates are issued. It is not possible to send copies as PDFs or by Fax.

8.       Certificates can only be sent directly to the applicant or to overseas graduate schools and designated overseas institutions by post. It is possible to designate two postal destinations per application, but only one destination for domestic mail.

9.       Please notify us in the “Notes” field if you wish to be informed when an EMS package has been dispatched and require the tracking number. We will contact you by e-mail.

10.    It is not possible to cancel or amend the postage (region of postal destination) and number of sheets issued after the payment has been completed. Furthermore, refunds cannot be made whatever the reason. If you need additional certification, please re-apply as many times as is required.

Request in Person or through a Proxy at the Office of Student Services (Graduate Schools) Counter

Office Hour
Monday to Friday, 8:45a.m.-4:45p.m.

Certificates cannot be issued on Saturdays, Sundays, National Holidays, University Holidays (January 10 and April 23) and during office closing periods in summer and winter breaks.

【We will not be able to issue certificates on the following day due to end-of-semester system maintenance】 
 From 16:30, August 9 (Thu.), 2018 to 9:00, August 17 (Fri.), 2018
 From 16:30, September 20 (Thu.), 2018 to 9:00, September 22 (Sat.), 2018
 11:30 am - 12:30 pm, between August 2 (Thu.), 2018 and August 31 (Fri.), 2018

Request by Alumni
All alumni must present an official identification at the Office of Student Services (Graduate Schools) counter to obtain certificates.
After receiving a request form, all alumni should fill out the form and submit it to the office. If alumni wish to receive their certificates by mail, they must also submit a self-addressed envelope with stamps.


Request through an Attomey-in-Fact

Attorney-in-Fact must present an official identification, a copy of an official identification of the alumnus/alumna and a ‘Power of Attorney’ signed by the alumnus/alumna at the counter to certificates. After receiving a request form, Attorney-in-Fact should then fill out the form and submit it to the office.

Request via Mail from within Japan

1. Designated Request Form or Request on a Sheet of Paper Providing Equivalent Information
The following designated form is available to download:

Academic Certificates for Alumni Request Form (MicrosoftWord/pdf)

Those who cannot download the designated form must provide "Information Required for Issurance" on a sheet of paper.


2.
A Copy of Alumni’s Official Identification
Please see here.


3.
Issuance Fee

400 yen per copy.

All alumni should enclose a money order (郵便定額小為替yubin teigaku kogawase issued at any post offices in Japan) for issuance fee. The University only accepts yubin teigaku kogawase money order as issuance fee. 

4.
 Self-addressed stamped envelopes

A return-mail envelope must have the address of the alumnus/alumna or the Attorney-in-Fact. The university does not send certificates to a third party.
Only originals of the certificates will be issued. We will not send you a copy by fax or e-mail.
All certificates are issued in A-4 size.
The size of an envelope for a sealed certificate is 235mm × 120mm(長3 Policy Style).
A return-mail envelope must be 240mm × 190mm( 角5 Catalog Style) or comparable size when requesting sealed certificates.

Estimate of Postage
Detailed information regarding postage is available at the Japan Post webpage.

In addition, an alumnus/almuna who wishes certificates to be mailed to an Attorney-in-Fact must submit the following documents:

(1) Power of Attorney
Please see hereMust be duly signed by the alumnus/alumna.

(2) A Copy of an Attorney-in-fact’s Official Identification
Please see here.

Request via Mail from Overseas

All alumni must send the following documents to the Office of Student Services (Graduate Schools):

1. Designated Request Form or Request on a Sheet of Paper Providing Equivalent Information

The following designated form is available to download:

Academic Certificates for Alumni Request Form (Microsoft Word/pdf)

An alumnus/alumna who wishes certificates to be mailed to him/her must write ‘present mailing address’ in English (print).

Those who cannot download the designated form must provide "Information Required for Issuance" on a sheet of paper.

2. A Copy of Alumni’s Official Identification

Please see here.


3.
 Issuance Fee

400 yen per copy.

Please make the payment through the e-shiharai.net website (external link).

Note:
(a)    Applications and payments for certificates must be made by campus, degree program, or affiliation. See the table on the guidance page of the e-shiharai.net website for more information. If you require certificates from more than one campus, apply separately to each campus, specifying the number of certificates you require each time. If you cannot select the number of certificates you require on the system, please call us or send us an e-mail.
(b)    In addition to postage and the fee to issue certificates, the following service fees will be charged every time you make a payment through the e-shiharai.net website.
(i)     System usage fee of 500 yen
(ii)    Credit card administrative fee (This fee is based on the total of the certificate issuance fee, postage, and system usage fee. Details of the fee can be found in a table on the guidance page of the e-shiharai.net website.)
(c)    The credit card holder may be someone other than the applicant. However, be sure to enter the applicant’s information on the personal details page.
(d)    Print the page confirming fee payment by credit card and send it together with the application form.
(e)    After completing payment, cancellations or changes to the number of copies required or postage (destination, etc.) cannot be made. Furthermore, payments made are non-refundable. If additional certificates are required, please re-apply. (Postage, system usage fee, credit card administrative fee, etc., will apply separately.)
(f)     Please see the FAQ page of the e-shiharai.net website if you have any questions.

4. Postage for EMS (Express Mail Service)

All alumni should enclose Japanese stamps for EMS postage. If an alumnus/alumna cannot obtain Japanese stamps, he/she should send an international postal money order on a Japanese yen basis of the same amount. If he/she cannot obtain yubin teigaku kogawase mentioned in section three, then he/she should send an international postal money order on a Japanese yen basis of the same amount for EMS postage plus the issuance fee (any excess amount cannot be refunded). The University only accepts Japanese stamps, yubin teigaku kogawase or international postal money order on a Japanese yen basis as postage. Detailed information regarding international postal money order is provided at local post offices only international money order on a Japanese yen basis is accepted.

Estimated Cost of EMS: Please check the Japan post website.

In addition, an alumnus/alumna who wishes certificates to be mailed to an Attorney-in-Fact must submit the following documents:

(1) Power of Attorney
Please see hereMust be duly signed by the alumnus/alumna.

(2) A Copy of an Attorney-in-fact’s Official Identification
Please see here.

Information Required for Issuance


All alumni requesting a certificate are required to provide the following information to the Office of Student Services (Graduate Schools):

Ø Student ID number of each graduate program

Ø Name in Chinese characters or katakana (and Roman alphabet if an English certificate is required)

Ø Date of birth (and gender if an English certificate is required)

Ø Month and year of graduation/completion/withdrawal

Ø Name and language of certificate (English or Japanese)

Ø Number of copies

Ø Request to seal certificates (if necessary, provide concrete instructions)

Ø Present mailing address, email address, daytime telephone and cell phone numbers

Official Identification


The University accepts only driver’s license, passport, health insurance card, the Residence card. Certificate of Residence, employee ID card and student ID card of other universities will not be accepted.
 

Power of Attorney


The format of the ‘Power of Attorney’ is not specified, but it must clearly state the alumnus’s/alumna’s intention of authorizing the task to the Attorney-in-Fact


(Example)

I, (name of the alumnus/alumna), the undersigned, hereby duly appoint the following named person, (name of the Attorney-in-Fact ) to act as my Attorney-in-Fact, to sign all papers and documents that may be necessary in order to obtain certificate/s.

Signed:

(name of the alumnus/alumna)

Date:


Submission of Documents

All documents must be mailed to the following address:

Office of Student Services (Graduate Schools)

Keio University Hiyoshi Campus

4-1-1 Kohoku Hiyoshi, Kanagawa 223-8526 Japan

Enc: Certificate Request From