Tuition exemption and admission fee exemption/deferment

Notice: The exemption/deferment application process will change beginning with the 2019-2020 academic year

I. News

II. Eligibility

Regular undergraduate and graduate students who meet any of the criteria listed below are eligible to apply.

Admission fee exemption

  1. Students with excellent academic records who find it difficult to pay the admission fee due to economic reasons (graduate students only)
  2. Students who find it extremely difficult to pay the admission fee because the individual who is chiefly responsible for their academic expenses ("Academic Expense Supporter") has passed away, or the students themselves or their Academic Expense Supporter have suffered major damage from wind, flood, or other disasters within twelve months prior to matriculation
  3. Students deemed by Kyoto University President to be facing circumstances equivalent to those mentioned in 2

Admission fee deferment

  1. Students with excellent academic records who find it difficult to pay the admission fee due to economic reasons
  2. Students who find it extremely difficult to pay the admission fee because their Academic Expense Supporter has passed away, or the students themselves or their Academic Expense Supporter have suffered major damage from wind, flood, or other disasters within twelve months prior to matriculation
  3. Students who find it difficult to pay the admission fee by the due date because of other unavoidable circumstances

Tuition exemption

  1. Students with excellent academic records who find it difficult to pay the tuition fee due to economic reasons

  2. Students who find it difficult to pay the tuition fee because their Academic Expense Supporter has passed away, or the students themselves or their Academic Expense Supporter have suffered major damage from wind, flood, or other disasters within six months prior to the payment due date

  3. Students deemed by Kyoto University President to be facing circumstances equivalent to those mentioned in 2

Notes

  • Students who have received disciplinary action within six months prior to the start of the semester or at the time of the application are ineligible for tuition exemption. If a student receives disciplinary action after applying, that student's application will be invalidated.
  • The above eligibility criteria in English are provided solely for reference purposes. The original explanation in Japanese shall always take regulatory precedence over translated versions.
  • The Academic Expense Supporter may be the actual student (in the case of international students).

III. Application process (for the first semester of the 2019–2020 academic year)

How to apply (changed from 2018-2019)

The application process consists of the following steps:

  • Pre-application procedure (required of admission fee exemption/deferment applicants only)
  • Step 1: Data submission (family details) via EOAS* (required of all applicants)
    The application process for tuition exemption begins with this step; the pre-application procedure is required of admission fee exemption/deferment applicants only.
  • Step 2: Application (document submission; required of all applicants)

* EOAS stands for "Exemption Online Application System" and is accessible via the Kyoto University Liberal Arts Syllabus Information System (KULASIS).

Read the following guidelines carefully well in advance to ensure that all the necessary documents will be ready and completed in time. Late applications will not be accepted under any circumstances.

1. Pre-application procedure (required for admission fee exemption/deferment)

(1) New undergraduate students

University admission process

Procedure period

Procedure details

Notes

AO Admission
(Other than Faculty of Law)

During the enrollment process
(by 19 February 17:00)

Document submission

Complete and submit the following form to the applicable office of each Faculty:

Pre-application request form for admission fee exemption/deferment (for undergraduate students)
  • Admission fee exemption/deferment applicants must complete Step 1 and Step 2 after this procedure.
  • This step is not required for tuition exemption application; those seeking tuition exemption should complete Steps 1 and 2 only.
  • The admission fee payment deadline is extended for exemption/deferment applicants until the announcement of their application results; applicants do not need to make the payment prior to the announcement date.

AO Admission
(Faculty of Law)

During the enrollment process
(by 27 March 17:00)

General Admission

During the enrollment process

(by 14 March 17:00)
Others Specified by each Faculty

(2) New graduate students1)

Procedure period

Procedure details

Notes

Thursday 21 February 12:00 (noon) –
the date specified by each Graduate School2), 3)

Online registration via EOAS

EOAS can be accessed via "Financial aid" on the "New students' site".4)
  • Admission fee exemption/deferment applicants must complete Step 1 and Step 2 after this procedure.
  • This step is not required for tuition exemption application; those seeking tuition exemption should complete Steps 1 and 2 only.
1)
Current undergraduate students who are starting a graduate program in the first semester of the 2019-2020 academic year are regarded as "new graduate students".
2)
Early registration is recommended to avoid heavy online traffic near the deadline.
3)
Registration will be temporarily unavailable during the following period:
Thursday 28 March 17:00 – Monday 1 April 8:30.
4)
The site can be accessed using an ECS-ID, issued by each Graduate School during the enrollment process. Contact the administrative office of your Graduate School for more details.
5)
The admission fee payment deadline is extended for exemption/deferment applicants until the announcement of their application results; applicants do not need to make the payment prior to the announcement date.

2. Step 1: Data submission (family details) (required for tuition exemption and admission fee exemption/deferment)

The tuition exemption application process begins with this step.

Period

Procedure

Notes

Monday 18 March 12:00 –
Tuesday 9 April 17:00

Online registration via EOAS

  1. Login to KULASIS and access EOAS from "Links". An ECS-ID and password are required for login.
    URL: https://cert.iimc.kyoto-u.ac.jp/
  2. Input family details following the on-screen instructions.1), 2)
  3. Print out the Application Form and List of Required Documents after entering all the required information.

Step 1 is the same for tuition exemption and admission fee exemption/deferment applications. Applicants for admission fee exemption/deferment must have completed the pre-application procedure prior to this step.

1)
Please prepare the documents listed in the "Application document checklist" before starting Step 1, and input data based on these documents.
2)
Be sure to allow enough time for input as the data cannot be submitted after the designated period.
3)
Those who completed Step 1 but did not proceed to Step 2 will be required to make the tuition payment by the regular due date (late May for the first semester, and late November for the second semester). Please note that the tuition payment due date is different from that for the admission fee.

3. Step 2: Application (document submission) (required for tuition exemption and admission fee exemption/deferment)

Period

Procedures

Notes

Monday 8 April 9:00 –
Friday 12 April 17:00

Document submission

  1. Obtain an Envelope for Application Form from the administrative office of your Faculty/Graduate School or the Student Affairs Division.
  2. Enclose your Application Form, List of Required Documents, and all the prepared forms and documents into this envelope, and submit it to the applicable office or the Student Affairs Division.1)
This is the final step of the exemption/deferment application process.2)

Step 2 is the same for tuition exemption and admission fee exemption/deferment applications. Step 1 must be completed before Step 2.

1)
Please check the "List of Required Documents" before submitting the documents.
2)
The mailed documents must arrive at the office no later than 12 April.

Notes about tuition exemption application for the second semester

Those who chose "Batch" (collective application for the first and second semesters) when applying for the first-semester tuition exemption must check "your application status > EOAS" during Step 1 of the second-semester exemption application.

 

Changes to make to the registered information

(As of 1 October)

Required procedures

Those who chose "Batch" in Step 1 when applying for the first-semester tuition exemption

None

None

Those who chose "Batch" in Step 1 when applying for the first-semester tuition exemption, and have no changes to make to the registered information, do not need to register again for the second semester.

Yes

Those who need to update the information they submitted must login to EOAS and make necessary changes during Step 1. They will also need to submit the application form and required documents containing the updated information.

New applicants

--

New applicants need to complete the following steps:

  • Pre-application procedure*: registration on EOAS (in the case of graduate students)
    * Required for admission fee exemption/deferment application only
  • Step 1: Data submission (family details) via EOAS
  • Step 2: Application (document submission)

Exemption application forms

(Please read the "Application document checklist" to prepare the required forms.)

 

Word

PDF

Applicable person(s)

Form 2 Pay certificate (including the estimated pay) Pay certificate (including the estimated pay)

Salaried employees

For those who became employed or changed jobs on/after 2 January of the previous year, and whose employment status has since remained the same.
Form 2-2 Pasting Sheet for Pay statements Pasting Sheet for Pay statements

Part-time salaried employees

For part-time employees who became employed or changed jobs on/after 2 January of the previous year, substituted together with pay statements for the past three months. Form 2 should be used if at all possible, however.
Form 2-3 Pasting Sheet for the Certificate of Income Pasting Sheet for the Certificate of Income

Salaried employees with a gensen choshu hyo

For those whose place of work has not changed from the previous year, and who have been issued a gensen choshu hyo (certificate of income, or income tax withholding statement).
Form 4 School Identification School Identification

Specialized training college students

For those enrolled in a specialized training college in Japan, such as the spouse and children.
Form 6 [front side]
Certificate of Long-Term Care Expenses
[reverse side]
Certificate of Long-Term Care Expenses
[front side]
Certificate of Long-Term Care Expenses
[reverse side]
Certificate of Long-Term Care Expenses

Long-term care patients

For those receiving six (6) or more months of medical treatment, and whose medical expenses for the past 12 months have exceeded 100,000 yen.
Form 8-1/ 8-2 Privately-Financed International Student Record Privately-Financed International Student Record Privately-financed international students
Form 9 Report of Scholarship Report of Scholarship Scholarship recipients (excluding student loan recipients)
Form 10-1/ 10-2 [front side]
Reasons for Staying at University Beyond Minimum Years
[reverse side]
Reasons for Staying at University Beyond Minimum Years
[front side]
Reasons for Staying at University Beyond Minimum Years
[reverse side]
Reasons for Staying at University Beyond Minimum Years
Those who are repeating an academic year, and have been enrolled in a program beyond the standard number of years required for completion
Form 11 Pasting Sheet for all sorts of documents Pasting Sheet for all sorts of documents

For those using A4-size or smaller documents (not required for documents larger than A4)

Form 13 Tutor (expected) pay certificate Tutor (expected) pay certificate

Tutors

IV. Results

1. Result announcement date

  • Around late July for the first semester
  • Around late January for the second semester

2. Announcement method

Results will be announced on EOAS.

Each student is responsible for checking the result and payment requirements during the specified period.

3. Fee payment in the case of a half or no exemption granted

Admission fee

  • A money transfer request form will be sent for payment. Please use this form to pay the fee to the specified bank account by the due date (see below).
  • Important: Failure to make payment by the deadline will result in the revocation of student status.

Payment deadlines

If NOT granted any deferment/exemption

Within 14 days of the announcement date

If granted a deferment

Matriculating in April:

31 August

Matriculating in October:

28 February of the following year

Tuition fee

  • If your bank account is set up for automatic tuition payments, make sure that it will have sufficient funds on the due date to cover the payment.
    If not, make the payment using the money transfer request form to be mailed by the University.
  • The payment deadline will be displayed on the result screen on EOAS.

V.Others

  • Should you receive disciplinary action, or should any of the information you supplied with your application be found to be false, any deferment/exemption granted will be revoked.
  • Incomplete applications will be excluded from the screening process.
  • Read "How to Apply for Admission Fee Exemption (Deferment) / Tuition Exemption" carefully and give yourself plenty of time to complete your application.

VI. Translation disclaimer

This brief explanation in English is provided solely for reference purposes. The original explanation in Japanese shall always take regulatory precedence over translated versions.

To view information about tuition exemption in Japanese, click here.

VII. Contact

Read the following before making inquiries:

For inquiries, visit the Student Affairs Division or send an email to 840menjo*mail2.adm.kyoto-u.ac.jp (replacing * with @).

Please be sure to include your student ID number, name, and mobile number in your email, otherwise you will not receive a response.

Contact will be by phone or email.

Student Affairs Division, Kyoto University

Yoshida-Honmachi, Sakyo-ku, Kyoto 606-8501 JAPAN
Phone: 075-753-2532
Fax: 075-753-2563
Email: 840menjo*mail2.adm.kyoto-u.ac.jp (replace * with @)