*１ Those who wish to take a leave of absence should consult with the Education Affairs Section for Graduate Schools as soon as possible.

To complete the procedure, you must not only submit the request for Leave of Absence form but also pay the enrollment fees after submitting the request. Therefore, you should submit the request for Leave of Absense form within plenty of time. Note that, if you fail to complete the necessary procedure in time, your period of absence will start in the middle of the semester.  (For details of Full-year course, see *３.) Requests for leave of absence in the middle of a semester are accepted until the final day of June for the spring semester and until the final day of December for the fall semester. However, requests are accepted on the condition that the requesting students have paid the necessary tuition and fess for the semester by the payment deadline. The paid tuition and fees cannot be refunded. 

*２ If you intend to take a leave of absence for more than 1 consecutive year, consult the Education Affairs Section for Graduate Schools in charge about that.

*３ If students under the Full-year course complete the procedure by the payment deadline for the necessary tuition and fees for the second semester of the academic year when the students intend to take a leave of absence,the paid tuition and fees for the second semester will be refunded excluding the enrollment fees. (If you have not paid the tuition  and fees for the second semester, pay only the enrollment fees.) If you fail to complete the necessary procedure in time concerning other matters, follow *１ above. 

3. Procedures to be carried out

1. Receive an explanation at the Education Affairs Section for Graduate Schools in charge. (When you wish to extend the period of a leave of absence, consult the Education Affairs Section for Graduate Schools in charge.)

2. Enter necessary information on the designated “Request form” for Leave of Absence. (Consult your academic supervisor and obtain his/her approval. *1)

3. Submit the form to the Education Affairs Section for Graduate Schools in charge. (Submit a medical certificate in the case of disease or injury).

4. Payment of fees (enrollment fees, etc.). *2

*1 If your academic supervisor is not available, consult with the course chair and obtain approval from him/her.

*2・ Confirm the method of payment of the enrollment fee at the Education Affairs Section for Graduate Schools in charge in advance.

 　・ If you fail to pay enrollment fees within the designated period, you will be “dismissed” from the University.

4. When international students take a leave of absence

Since international students are permitted to stay in Japan for study purposes, in principle they are not allowed to take a leave of absence. Even if they need to take a leave of absence due to disease or other unavoidable reasons, they are required to return to their home country temporarily unless there is a valid reason (for instance, hospitalization) for staying in Japan. If they do not return to their home country during the period of a leave of absence and stay in Japan for 3 or more months without a valid reason for staying in Japan, their residence status may be revoked in accordance with the Immigration Control and Refugee Recognition Act. Moreover, they are not allowed to work part-time during the period of a leave of absence.

If students intend to take a leave of absence due to an unavoidable reason, it is advisable that they consult the Immigration Bureau of Japan about their residence status. When submitting the Request form for Leave of Absence, they are also required to submit the university’s designated form “Notification of Returning Home” to the Education Affairs Section for Graduate Schools in charge without fail.

1. Return to graduate school

Students who take a leave of absence can return to graduate school after the following procedures.

2. Procedures

1. Enter necessary information on the “Request form” for return to school.(Consult your academic supervisor and obtain his/her approval.*1) 

2. Submit the form to the Education Affairs Section for Graduate Schools in charge by the deadline designated by the university. *2

3. Pay fees (tuition fees etc.).

*1 If your main academic supervisor is not available, consult with the Course Chair and obtain approval from him or her.

*2 Submission deadline: full-year system course, by the end of January; semester system course (when returning to graduate school in the spring semester), by the end of January; semester system course (when returning to graduate school in the fall semester), by the end of July. If you do not have a status of residence in Japan, it takes extra time to acquire a status of residence in Japan, so the usual submission deadline is not applicable. Please contact the Education Affairs Section for Graduate Schools in charge and follow their instructions. Regarding the procedure of “Return to Graduate School” (including the application for status of residence in Japan etc.), refer to the university’s website.

1. Procedures

1. Receive an explanation at the Education Affairs Section for Graduate Schools in charge.

2. Enter necessary information on the “Request form” for withdrawal from school.(Consult with and obtain approval from your academic supervisor.*1)

3. Submit the form to the Education Affairs Section for Graduate Schools in charge. (Return your student ID card.)

*1 If your main academic supervisor is not available, consult with the Course Chair and obtain approval from him or her.

*2 If withdrawal from the graduate school is approved through the internal procedure, a “Letter of Permission to Withdraw” will be sent.

2. Submission deadline for the request form for withdrawing 

・Spring semester: By May 31 (Will be treated as a withdrawal on March 31 of the previous academic year.

・Fall semester: By November 10 (Will be treated as a withdrawal on September 30 of the current academic year)

*If you carried out the withdrawal procedure after the above-mentioned deadline, tuition and fees that you paid for the semester will not be refunded. If you wish to withdraw from the university, please notify the Education Affairs Section for Graduate Schools as soon as possible.

3. Certificates after a withdrawal 

Upon application, a "Certificate of Period of Enrollment" with items such as withdrawal from school will be issued at the Education Affairs Section for Graduate Schools in charge for a fee.

4. Completion of Doctoral Coursework without Degree (Mankitaigaku)

Withdrawal that does not only meet the requirements of "passing the doctoral thesis review and final examination," within the requirements for completion of the doctoral program: enrollment for at least the standard period of study (3 years), receiving the necessary research guidance, and passing the doctoral dissertation review and final examination, will be treated as "Completion of Doctoral Coursework without Degree (Mankitaigaku)".

As to the deadline for the procedure, refer to “2. Submission deadline for the request form for withdrawing.” 

1. Dismissal from graduate school

Students who fall under any of the following cases will be “dismissed” from the university, and the “Notification of Dismissal from School” will be sent to them.

• If students do not pay fees (academic fees) by the designated date

• If students who are about to expire the maximum enrollment period, who have not completed the procedures specified in 1～3 of "Withdrawal from graduate school 1.Procedures" by the designated deadline of the semester (or the academic year for full-year system course students) in which the period of enrollment is about to expire

• In the case where new students do not complete course registration by the prescribed deadline or where they are considered to have no intention to enter the university

• In the case where international students who are denied the issuance of an entry visa for the status of residence of “Student” as defined in the Immigration Control and Refugee Recognition Act

2. Certificates after dismissal from graduate school

The “Certificate of Enrollment Period”, which states the dismissal from graduate school and other matters, will be issued by the Education Affairs Section for Graduate Schools in charge for a charge, if there is an application.

1. Repeating (extension of the period of enrollment)

Repeating occurs when students who have completed the standard term of study but have not met the completion requirements, however, continue to be enrolled in the university.

2. Procedures

1. Receive an explanation at the Education Affairs Section for Graduate Schools in charge.

2. Enter necessary information on the “Request form” for Repeating. (Consult with your academic supervisor and obtain his/her approval. *1) 

3. Submit the form to the Education Affairs Section for Graduate Schools in charge.

4. Pay fees. (tuition fees etc.)

*1 If your main academic supervisor is not available, consult with the Course Chair and obtain approval from him or her.

1. Re-enrollment of students who have withdrawn or been dismissed from the university

When students who have withdrawn or been dismissed from the university (excluding those who have been expelled due to exceeding the maximum period of enrollment) wish to be re-enrolled, they may be permitted to do so through procedures prescribed by the university.

2. Procedures

1. Receive an explanation at the Education Affairs Section for Graduate Schools in charge.

2. Enter necessary information on the “Request form” for Re-enrollment. (Consult with the academic supervisor from whom you received advising while you were in graduate school, and obtain his/her approval.*1)

3. Submit the form to the Education Affairs Section for Graduate Schools in charge. *2

4. Pay fees (tuition fees etc.) (When permission is obtained through internal procedures.)

*1 If your academic supervisor from whom you received advising while in graduate school is absent, consult with the chair of the course and obtain approval from him/her.

*2 Submission deadline: Full-year system course, by the end of January; Semester system course (when re-entering the university in the spring semester), by the end of January; Semester system course (when re-entering the university in the fall semester (only for courses that accept enrollment in the fall semester).), by the end of July.

If you as an international student do not have a status of residence in Japan, you are required to submit the form 1-2 months before the deadline. If you wish to be re-enrolled on April 1, you are required to submit the form by the end of October of the previous academic year, or if you wish to be re-enrolled on October 1, you are required to submit the form by the end of April of the current academic year.

Regarding the re-enrollment procedures (including application for the status of residence etc.), please refer to the university’s website before you undertake the procedure. As the procedures may change without notice, you are required to contact the Education Affairs Section for Graduate Schools for details on the re-enrollment procedures.

1.If students who have completed the doctoral coursework without obtaining a degree (Mankitaigaku) wish to re-enroll in the university in order to submit a doctoral degree thesis, they may be permitted to do so, as long as they can complete the program within the maximum period of enrollment (6 years), or within a total of 9 years of enrollment, including the period of withdrawal and leave of absence after admission to the university.

2.If students who have completed the doctoral coursework without obtaining a degree (Mankitaigaku) wish to earn a doctoral degree without re-enrolling in the university, they may submit a degree thesis to earn a doctoral degree by thesis only, according to Article 6 of the “Toyo University Degree Regulations”  (see the “ Doctoral degree thesis (乙OTSU)” section.

Overview

The Application/Approval System for Change of Enrollment Status is an online system for requesting and approving change of students’ enrollment status in place of the conventional paper “Request Form” and inkan (seal) system. This system is only a tool to apply for and obtain approval, not a tool to communicate with faculty members, so please consult with your academic supervisor before applying through this system.

Eligible students: Hakusan Campus graduate school students

Type of application: Leave of absence, return to graduate school, withdrawal from graduate school, Mankitaigaku withdrawal (completion of the doctoral program without a doctoral degree), extension of the period of enrollment

Flow: Application by the student → Approval by the faculty → Reception by the Education Affairs Section for Graduate Schools (the university office)

Notification of results: Notification by email after completion of internal procedures

The status of the procedure will be automatically emailed to the student as needed. In addition, an email will be automatically sent to those who need to correct or confirm their application, so please follow the instructions and resubmit accordingly.

How to log in

1. Click here

2. Select "Google”

3. Select or enter your @toyo.jp account.

4. When the confirmation screen appears, select "許可Accept" or "OK".

How to apply

1. Enter and select necessary information on the application screen.

2. Click "Save" at the bottom right.

3. After the confirmation screen appears, review the contents and click "申請/APPLY" at the top of the screen.　If you wish to change the information, click "修正/ CHANGE".

4. After clicking "申請/APPLY" in step 3．, a confirmation screen for the application will appear again. Click "申請/APPLY" to complete the application.

※If the initial application screen does not appear, click "S-Request Form for Change in Enrollment Status" at the bottom left of the screen.

※Information that has been submitted or temporarily saved using "Save" can be confirmed from "S-申請一覧/Application List" at the bottom right of the screen. 

※If you have made a mistake or do not know how to process your application, please contact the university office (mldaig@toyo.jp) 

“Request Form” for change in enrollment status

【For graduate students】Request Form for Change in Enrollment Status【PDF】

It is also possible to apply with paper permission request form as usual from July 2023 for the foreseeable future. 

Before you submit the request form, please review this portal site carefully and if you have any further questions, consult with the graduate school education affairs section.

Place to submit：Education affairs section for graduate schools.

 *Be sure to consult with your academic supervisor before submitting the Request Form.