Certificates for Alumni

Before You Request

*Please note the following particulars.

• You should make your request early to allow enough time for issuing and posting.
• Certificates will not be issued immediately even if you request them directly at the information desk.
• Requests by either phone or facsimile are NOT accepted.
• Certificates will be issued by the full name at the time of your graduation/completion from UEC.
• In accordance with the university's policy on the Protection of Personal Information, we issue certificates 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). Also, other required documents are needed. Please refer detailed information in the part of “BY YOURSELF or A PROXY”
• We use your personal information for the purpose of issuing your certificates. Your personal information will be disposed properly after the completion of the procedure.

Days Required

Types of Certificate	In Japanese: Day of Issue	In English: Day of Issue
Certificate of Graduation	2 Days after from Receipt Date	A Week after from Receipt Date
Certificate of Academic Record	2 Days after from Receipt Date	A Week after from Receipt Date
Other Certificates	A Week after from Receipt Date	A Week after from Receipt Date

(Table 1)

• How to Request from Overseas
• How to Request within Japan

How to Request from Overseas

By E-mail: By Yourself or a Proxy

*Send e-mail to the contact address with required documents.

PLEASE NOTE: In accordance with the university's policy on the Protection of Personal Information, we issue certificates based on the request by the person himself/herself. If a proxy person requests for you, then he/she must submit:

• A Letter of Proxy (original)
• A Photocopy of your ID(passport, driver's license or health insurance card)
• A Photocopy of Proxy Person's ID

PLEASE NOTE: Certificates will be sent after the Administration Office receives Self-addressed Envelope and International Reply Coupon (IRC).

What Needed

1) Application Form for Certificate (PDF)
*Use the following form in pdf or word.

• Application Form for Certificate（PDF：133KB）
• Application Form for Certificate（Word：23KB）

*Please make sure to write your purpose of use and submission place,including the number of the certificate you request to issue, for each place you will submit in the sections of "Purpose" and "Where to submit (Number)". If you do not fill in these sections, we may not issue the certificate.
*Fill in the following information on a form:
A) Full Name (at UEC) in Blocks
B) Date of Birth/ Nationality/ Sex
C) Daytime Phone Number where you can be contacted
D) E-mail address and Postal address to which certificates should be sent
E) Department/Student ID Number and Date of Graduation/Completion
*Please fill in items as much as possible.　
F) Intended Purpose/Place for Submitting
G) Specify certificates you need, choice of language (Japanese/English)
H) Number of copies requested
I) IMPORTANT: If you request certificates sent by an SEALED -envelope,
please state it in Remarks Column (備考).
J) IMPORTANT: If you request the graduation/completion certificate with degree(s) granted, please indicate that interest in Remarks Column (備考).
2) Scanned Data of your ID (passport, driver's license or health insurance card)
PLEASE NOTE: If you had name change, please so state in Remarks Column (備考).
3) A Letter of Proxy with Concerned Alumnus' Signature (Scanned Original)
*Only if a proxy requests certificates
4) A Photocopy of Proxy Person's ID
*Only if a proxy requests certificates
5) Self-addressed Envelope
*The envelope size must be bigger than 23cm x 12cm.
6) International Reply Coupon (IRC)
*IRC is available at post office of your country

Procedures

*Please carefully follow steps 1 to 4 below.

1) REQUESTER: Send e-mail to Academic Administration Office with an Application Form for Certificate and scanned data of your ID
*Only if a proxy requests certificates, other requested documents; A Letter of Proxy and scanned data of a proxy's parsons ID must be attached
Mailing Address: johokanri-k@office.uec.ac.jp
2) ADMIN OFFICE: Inform you via e-mail how much International Reply Coupon (IRC) are needed
3) REQUESTER: Send Self-addressed envelope and IRC to the office by Postal mail.
*Please refer to the contact address of Administration Office on the front page.
4) ADMIN OFFICE: After receiving “3) items” mentioned above, certificates enclosed in the return envelope are sent to you.

How to Request within Japan

• Ⅰ. At the Information Desk (By Yourself or a Proxy)
• Ⅱ. By Postal
• Ⅲ. By Issuing Machine (If condition permits)

Ⅰ. At the Information Desk : By Yourself or a Proxy

PLEASE NOTE: In accordance with the university's policy on the Protection of Personal Information, we issue certificates based on the request by the person himself/herself. If a proxy person requests for you, then he/she must submit:

• A Letter of Proxy (original)
• A Photocopy of your ID(passport, driver's license or health insurance card)
• A Photocopy of Proxy Person's ID

What Needed

1) Application Form for Certificate
*A form is available at the information desk or Use the following form in pdf or word.

• Application Form for Certificate（PDF：133KB）
• Application Form for Certificate（Word：23KB）

*Fill in the following information on a form:
A) Full Name (at UEC) in Blocks
B) Date of Birth/ Nationality/ Sex
C) Daytime Phone Number where you can be contacted
D) E-mail address and Postal Address to which certificates should be sent
E) Department/Student ID Number and Date of Graduation/Completion
*Please fill in items as much as possible
F) Intended Purpose/Place for Submitting
G) Specify certificates you need, choice of language (Japanese/English)
H) Number of copies requested
I) IMPORTANT: If you request certificates sent by an SEALED -envelope, please state it in Remarks Column (備考).
J) IMPORTANT: If you request the graduation/completion certificate with degree(s) granted, please indicate that interest in Remarks Column (備考).
2) Your ID or Photocopy of the ID (passport, driver's license or health insurance card)
* A photocopy of your ID must be submitted if a proxy requests certificates for you.
PLEASE NOTE: If you had name change, please so state in Remarks Column (備考).
3) A Letter of Proxy with Requester's (your) Signature (Original)
*Only if a proxy requests certificates for you
4) Proxy Person's ID
*Only if a proxy requests certificates for you
5) Self-addressed Envelope
For Domestic: standard‐sized envelope(長型3号/ approx.23cm x 12cm) is recommended.
6) Postage for return mail for Domestic and International:
PLEASE NOTE: The fee will be announced at the Information Desk. After figured out, you or a proxy can purchase stamps at UEC COOP or UEC's neighborhood convenience stores.

Ⅱ.By Postal

What Needed

1) Application Form for Certificate (ORIGINAL)
*Use the following form in pdf or word.

• Application Form for Certificate（PDF：133KB）
• Application Form for Certificate（Word：23KB）

*Fill in the following information on a form:
A) Full Name (at UEC) in Blocks
B) Date of Birth/ Nationality/ Sex
C) Daytime Phone Number where you can be contacted
D) E-mail address and Postal Address to which certificates should be sent
E) Department/Student ID Number and Date of Graduation/Completion
*Please fill in items as much as possible
F) Intended Purpose/Place for Submitting
G) Specify certificates you need, choice of language (Japanese/English)
H) Number of copies requested
I) IMPORTANT: If you request certificates sent by an SEALED -envelope, please state it in Remarks Column (備考).
J) IMPORTANT: If you request the graduation/completion certificate with degree(s) granted, please indicate that interest in Remarks Column (備考).
2) Photocopy of your ID (passport, driver's license or health insurance card)
PLEASE NOTE: If you had name change, please so state in Remarks Column (備考).
3) Self-addressed Envelope
For Domestic: standard‐sized envelope(長型3号/ approx. 23cm x12cm) is recommended.
4) Postage (Stamps) for return mail: refer to below chart (Table 2).
*Stamps should be put on the self-addressed envelope.

Procedures

REQUESTER: Send “1)-4) items” mentioned above to the contact address of Administration Office (Refer to the address on the front page).

REFERNCES: Rough Guide for Postage fee If standard‐sized* envelope(長型3号/ approx. 23cm x12cm) is used

		The Number of Certificates
Postage (Postage for Express)		NOT SEALED	SEALED (In Japanese)	SEALED (In English)
84YEN (344YEN)	～25g	～3 (Within Standard-sized)	～2 (Within Standard-sized)	～1 (Within Standard-sized)
94YEN (354YEN)	～50g	～8 (Within Standard-sized)	～5 (Within Standard-sized)	～4 (Within Standard-sized)
140YEN (400YEN)	～100g	～16 (Within Standard-sized)	～10 (Within Standard-sized)	～8 (Within Standard-sized)

*Standard-size: Thickness must be within 1cm (More than 1cm: Non-Standard-size).

(Table 2)

Ⅲ. By Issuing Machine (If condition permits)

If the date you visit UEC campus is within 10 years from your graduation/completion date, an issuing machine at the Administration Office will be available.

PLEASE NOTE:

• Your Student Number of UEC and Password are needed when issuing.
• ONLY YOU are allowed to use the issuing machine.

REFERENCE: Types of Certificates Issued by the Machine

Types of Certificate	In Japanese	In English
Certificate of Graduation	○	○
Certificate of Academic Record	○	○

(Table 3)