Move-In

1. Procedures for Moving In

   • Submit the form 01, "Record of Intending to Move-into/Change Tohoku University Faculty/Staff Housing" (宿舎入転居希望調書) form via email to your department's administrative staff at least one month before your desired move-in date.

   • Our section will conduct a selection process based on the "Record of Intending to Move-into/Change Tohoku University Faculty/Staff Housing" (宿舎入転居希望調書) submitted to the Asset Management Section by the host department. The results will be delivered to the prospective tenant via their department's administrative staff in the month before the desired move-in date.

   • Once selected, please submit the form 02, "Application to Rent Faculty/Staff Housing and Parking Space" (宿舎及び自動車保管場所貸与申請書) form via email to your department's administrative staff at least five days before your desired move-in date.
     
     Note: Housing isn't always available for immediate move-in upon request. Selections are made considering factors like vacancy status and generally align with move-ins being conducted on the 1st of each month.
     
     Note: If you have a reason, such as illness or accident, preventing you from moving in within 10 days of the date of permitted use stated on the "Approval for Renting Faculty/Staff Housing and Parking Space" (宿舎及び自動車保管場所貸与承認書) form, please submit the form 03, "Application for Postponement of the Deadline of Moving into Housing" (宿舎入居期限延期申請書) form via email to your department's administrative staff by the date of permitted use stated on the "Application to Rent Faculty/Staff Housing and Parking Space" (宿舎及び自動車保管場所貸与申請書).  If no postponement application is submitted, housing rent will be charged from the original date of permitted use.
     
     

2. Key Storage, and Handling

   • Key hand-over takes place at the Asset Management Section. The Asset Management Section does not keep spare or master keys for occupied housing units. Please exercize extreme caution when storing and handling keys. If keys are lost or stolen, the tenant shall pay to replace both the keys and the cylinder lock. If a key is lost, please report it to the Asset Management Section. Unauthorized duplication of keys is prohibited.
     
     

3. Utilities

   • Tenants are responsible for directly applying for utility services such as, electricity, gas, water, etc. Please apply with ample time before the desired move-in date.

   • See details on procedures: Procedure details

   • If you require assistance with setting  up utilities or general help, please submit a request with the Tohoku University International Support Center:
     
     

https://sup.bureau.tohoku.ac.jp/en/application-main-e/

4. Confirmation of Housing Damage

   • Upon moving in, thoroughly inspect the interior and exterior of the housing and the storage shed. If you find any damage or other issues, please submit the form 11, "Report on Damage/Defiling of Housing" (宿舎の損傷又は汚損の確認・申出書) via email to the Asset Management Section within two weeks of moving in. Please report even minor issues to avoid problems when moving out. Be sure to attach photos for a detailed understanding of the situation. Note that if no form is submitted, it will be assumed that there were no abnormalities.
     
     

5. Prohibition of Subleasing

   • Subleasing all or part of the housing to a third party or using it for purposes other than residence is strictly prohibited. Any violation will result in liability for damages and immediate eviction from the housing.
     
     

6.  Animals

   • Keeping pets in the housing is prohibited as it inconveniences neighbors and future tenants, and can soil the housing unit. However, small animals like tropical fish or goldfish are permitted.
     
     

7. Parking

   • If you wish to park a vehicle on the housing premises, you must obtain approval. If you desire to use a parking space (paid), please submit the form 02, "Application to Rent Faculty/Staff Housing and Parking Space" (宿舎及び自動車保管場所貸与申請書) form via email to your department's administrative staff at least five days before your desired start of use date.

   • Generally, parking lot loan applications are limited to one vehicle per housing unit.

   • If a second parking space is needed, please contact the Asset Management Section in advance and submit an application with a written explanation of the necessity. Approval may be granted depending on the reason for necessity and the availability of parking spaces.

   • Some housing units have designated parking spots, so please park in the space indicated in the designated storage location field on the "Approval for Renting Faculty/Staff Housing and Parking Space" (宿舎及び自動車保管場所貸与承認書) form and the attached map. 

   • Those granted parking permission will receive a "Parking Permit" (駐車許可書). Please display it in a visible location, such as on your dashboard.

   • If you update or purchase a new vehicle, you'll need to submit a Proof of Parking Space Certificate (保管場所使用承諾証明書(車庫証明)) to the appropriate police station. Tohoku University's President will certify this form. Please fill in only the location of the storage space and user sections on the police station's prescribed form and submit it via email to the Asset Management Section. For details, please check the "Proof of Parking Space Certificate" (保管場所使用承諾証明書(車庫証明) under the "Forms" section of the Asset Management Section website. The certification period is two years from the date of certification. However, this is generally limited to those who have already received parking permission.

   • Tohoku University bears no responsibility whatsoever for theft, accidents, damage, or other incidents occurring within the housing premises. Please exercise sufficient caution.