Hi! This is Sakura from Five Gyoseishoshi Legal Firm.

Continuing from the previous post, I will explain the process of changing residence status from a Student Visa to a Work Visa, such as “Engineer/Specialist in Humanities/International Services” or “Specified Skilled Worker.”

In the last post, we covered:

1. When a residence status change is necessary for international students.
2. Types of residence statuses that allow work in Japan.

Changing Residence Status from Student Visa to Work Visa (1/2)【No.12】

In this post, we will continue with:
3. How to apply for permission to change residence status.
4. Changing from a Student Visa to a Work Visa.
5. Important points to consider when changing residence status.

Although the definitions of “visa” and “residence status” are different, we will use the term “visa” as it is commonly understood.

Table of Contents

3. How to Apply for Permission to Change Residence Status

• Required documents
• Applicant eligibility
• Where to apply
• Fees
• Application period
• Review period
• Best timing for application

4. Changing from a Student Visa to a Work Visa

• Changing from a Student Visa to “Engineer/Specialist in Humanities/International Services”
  • What is “Engineer/Specialist in Humanities/International Services”?
  • Requirements for “Engineer/Specialist in Humanities/International Services”
  • Required documents
• Changing from a Student Visa to “Specified Skilled Worker”
  • What is “Specified Skilled Worker”?
  • Industries accepting Specified Skilled Workers
  • Types of Specified Skilled Worker visas
  • Requirements for Specified Skilled Worker visas
  • Host organizations and institutions
  • Obligations of host organizations

5. Important Points to Consider When Changing Residence Status & Conclusion

3. How to Apply for Permission to Change Residence Status

● Required Documents

The application form varies depending on the residence status you are applying for. You must download and use the appropriate form for the desired residence status.

You can download the application form from the Immigration Services Agency of Japan’s website:

https://www.moj.go.jp/isa/applications/procedures/16-2.html?hl=en

Other required documents also vary depending on the residence status, so please check the Immigration Services Agency website for details.

● Applicant Eligibility

The following individuals are eligible to apply for a change in residence status:

• The applicant (the foreign student or other individual wishing to stay in Japan)
• A legal representative of the applicant (must provide proof of relationship, such as a resident record)
• An authorized agent (a person approved by the regional immigration bureau director, such as an employee of the applicant’s employer or institution)
• A registered proxy (a lawyer or certified administrative scrivener registered with the regional immigration bureau and authorized by the applicant)

For details, visit:
Immigration Services Agency – Application Submission

● Where to Apply

The application must be submitted to the regional immigration office that has jurisdiction over the applicant’s place of residence.

● Fees

There is no fee at the time of application. However, once the residence status change is approved, a fee of 4,000 yen is required. Payment is made using a 4,000-yen revenue stamp.

● Application Period

The application must be submitted after the reason for the residence status change arises and before the current residence period expires.

Note: If your current residence status expires while your “Application for Extension of Period of Stay” or “Application for Change of Residence Status” is still being processed, the Special Period System applies.

The Special Period System allows you to legally stay in Japan under your current residence status until either the decision on your application is made or two months after your original period of stay expires, whichever comes first, as long as you submitted your application before your residence period ended.

For more details:
Immigration Services Agency – What is the Special Period?

● Review Period

Standard processing time is 1 to 2 months.

The Immigration Services Agency publishes the “Residence Examination Processing Period.” According to the data for approvals between July and September 2024, the processing time for the “Engineer/Specialist in Humanities/International Services” visa is approximately 60 days (about 2 months) from submission at the Immigration Bureau.

● Best Timing for Application

The best time to apply for a change from a Student Visa to a Work Visa is about 3 to 4 months before starting the job. If you plan to start working in April, it is recommended to begin preparations around December.

However, when applying for a Work Visa (Change of Residence Status), you must submit a copy of your employment contract and other required documents.Therefore, the process should follow this sequence:

1. First, secure a job offer.
2. Sign an employment contract.
3. Then, apply for a residence status change.

Once you are about to secure a job, it is good idea to confirm with both the company and the Immigration Services Agency.

4. Changing from a Student Visa to a Work Visa

Application for permission to change status of residence

Let’s take a look at the process of changing to the representative work visa, “Engineer/Specialist in Humanities/International Services.”

One important point to note is that the required documents vary depending on the company category. First, confirm which category the company (or your company) falls under.

Note: “Company category” refers to the classification established by the Immigration Services Agency.

Changing from a Student Visa to “Engineer/Specialist in Humanities/International Services”

● “Engineer/Specialist in Humanities/International Services”

The “Engineer/Specialist in Humanities/International Services” is a residence status granted to technicians and specialists. Specifically, it applies to those working in fields such as natural sciences and engineering (technical), humanities fields such as law and economics (humanities knowledge), and international services like translation and interpretation.

This work visa is for individuals engaged in jobs that require advanced knowledge and skills in each of these areas. To obtain the “Engineer/Specialist in Humanities/International Services” visa, a university degree or specialized qualifications are required.

●Requirements for “Engineer/Specialist in Humanities/International Services”

• The applicant has academic or professional experience relevant to the job.
• The job requires specialized knowledge (note that engaging in simple labor as the primary work is not permitted).
• The salary is at the same level as or higher than that of a Japanese employee.
• An employment contract is established between the company and the foreign worker.
• The company’s financial status is stable.
• The foreign worker has no criminal record.

The “Engineer/Specialist in Humanities/International Services” residence status is primarily for foreign nationals who have graduated from universities or completed equivalent higher education. It is a residence status for individuals using the specialized knowledge or skills they gained at university to work. Therefore, it is essential that the foreign worker’s academic background and the content of their studies are relevant to the work they will be engaged in.

●Required Documents

The required documents are categorized into [Common] and [Specific] categories.

Information more detail is below;

https://www.moj.go.jp/isa/applications/status/gijinkoku.html

◆Common Required Documents for the Category

• Application for Change of Residence Status
• Photo (must meet the specified requirements（4cm long, 3cm wide）, attached to the application form)
• Passport and Residence Card (must be presented)
• Documents proving that you fall into one of the Company categories, as appropriate.
• For those who have graduated from a vocational school and have been awarded the title of a specialist or advanced specialist, one document certifying that they have been awarded the title of a specialist or advanced specialist.
• When working based on a dispatch contract (when the applicant is a dispatched person)Documents clarifying the applicant’s activities at the dispatched workplace.

Please see Website more detail information

https://www.moj.go.jp/isa/applications/status/gijinkoku.html?hl=en

◆Specific Required Documents by Category

Category 1:

• A copy of the quarterly report or a document certifying that the company is listed on a Japanese stock exchange (copy)
• A copy of the document certifying that the company has been approved by the competent authority
• Documents verifying that the company is an eligible company (innovation-creating company) for the special allowance in the table of each item of Article 1, Paragraph 1 of the Ministerial Ordinance on Highly Skilled Professionals (e.g., a copy of the subsidy grant decision notice)
• Documents proving that the company meets certain conditions (e.g., copies of certifications, etc.)

Category 2:

• Copy of the statutory report including withholding slip for employee’s salary income for the previous year
• Documents proving that the application to use the online residence application system has been approved (e.g., notification email of approval of application) [Only for institutions that have submitted documents proving that they fall under Category 3 and have had their application to use the online residence application system approved.]

Category 3:

• Copy of the statutory report including withholding slip for employee’s salary income for the previous year

Required Documents for Categories [3 and 4]:

◆Any of the following documents that clarify the applicant’s activities, etc.

(1) When concluding a labor contract
A document clearly stating the working conditions to be issued to the worker in accordance with Article 15, Paragraph 1 of the Labor Standards Act and Article 5 of the Enforcement Regulations of the same Act.
(2) When taking up the post of director of a Japanese corporation
A copy of the articles of incorporation prescribing executive compensation or the minutes of the general meeting of shareholders where the executive compensation was resolved (or the minutes of the compensation committee in the case of a company that has a compensation committee)
(3) When transferring to a Japanese branch of a foreign corporation or taking up a position as an officer of an organization other than a company
One document from the organization that clarifies the position (job responsibilities), period, and amount of remuneration to be paid.

◆Documents verifying the applicant’s academic history, work history, and other background

(1) One copy of resume indicating the institution, content, and period in which you worked in a position requiring the skills or knowledge related to the application
(2) Any of the following documents verifying your educational or employment history:

1. A university graduation certificate or a document certifying that you have received an equivalent education. If you are a DOEACC qualified person, you must submit a DOEACC qualification certificate (levels A, B, or C only).
2. A document such as a certificate of employment that certifies the period during which you engaged in related work (including a certificate from a university, technical college, high school, or vocational school indicating the period during which you majored in a subject related to the relevant skill or knowledge)
3. For IT engineers, one copy of a certificate of passing or qualification for an examination or qualification related to “information processing technology” as specified by the Minister of Justice through a special public notice
   *Not required if you have submitted the documents in [Common] 5.
4. If you are going to work in a position that requires a way of thinking or sensitivity based on a foreign culture (excluding university graduates working in translation, interpretation, or language instruction), you must submit a document certifying that you have at least three years of relevant experience.

◆Certificate of registered matters

◆Any of the following documents that clarify the business details:

(1) One copy of a detailed profile detailing the company’s history, officers, organization, business activities (including major business partners and business performance)
(2) One copy of a document equivalent to (1) above prepared by another employer, etc.

◆A copy of the most recent financial statements. If it is a new business, a business plan.

Required Documents for Categories [4] only:

◆Any of the following documents that explain the reason why you cannot submit a statutory report such as a tax withholding slip for employee salary income for the previous year:

1. Institutions exempt from withholding tax. One copy of a certificate of exemption from withholding tax for foreign corporations or other documents stating that withholding tax is not required
2. For institutions other than those listed in (1) above

• (a) A copy of the notice of establishment of a salary payment office, etc.
• (b) Any of the following documents:
  (1) One copy of the income tax statement for the last three months (including salary income, retirement income, etc.) (with date stamp)
  (2) If a special delivery date has been granted, one document certifying that the special delivery date has been granted.

Changing from a Student Visa to “Specified Skilled Worker”

Next, let’s take a look at the requirements and necessary documents when changing the visa status from a “Student Visa” to a “Specified Skilled Worker” visa.

●What is the “Specified Skilled Worker”?

The Specified Skilled Worker system is designed to accept foreign workers who possess certain skills and expertise in industries facing challenges in securing domestic labor. The “Specified Skilled Worker” visa status was introduced by the revised Immigration Control and Refugee Recognition Act, which was passed and enacted in 2018, and the system started accepting foreign workers in April 2019. Additionally, on March 29, 2024, the cabinet decision and the related ministerial ordinances effective in September added four new industries to the program: “Automobile Transport,” “Railways,” “Forestry,” and “Wood Industry.”

●Fields for Accepting Specified Skilled Workers

The fields for accepting Specified Skilled Workers are industries that face difficulties in securing domestic human resources even after efforts to improve productivity and secure local talent. These industries (specific industrial sectors) are where foreign workers are needed to fill gaps in the workforce. It’s important to note that this system is not available across all industries.

Specific Industrial Sectors (16 sectors)

1. Caregiving
2. Building cleaning
3. Manufacturing of industrial products
4. Construction
5. Shipbuilding and ship-related industries
6. Automobile maintenance
7. Aviation
8. Accommodation
9. Automobile transportation
10. Railways
11. Agriculture
12. Fisheries
13. Food manufacturing
14. Food service industry
15. Forestry
16. Timber industry

Note: The Specified Skilled Worker 1 status is available for all 16 sectors. Specified Skilled Worker 2 status is available for 11 of these sectors (with certain subdivisions of the manufacturing sector being eligible).

The Specified Skilled Worker system is designed to address Japan’s labor shortage, allowing foreign workers to engage in a broader range of tasks, including simple labor that would not be permitted under typical work visas like the “Engineer, Specialist in Humanities, International Services” visa.

●Types of Specified Skilled Worker Visas

There are two types of Specified Skilled Worker visas: Type 1 and Type 2. Type 1 allows a maximum stay of 5 years, while Type 2 permits continuous employment without any time limitations, similar to general work visas.

Specified Skilled Worker Type 1

This visa is for foreign nationals who will engage in tasks that require a significant level of knowledge or experience in specific industrial sectors.

Specified Skilled Worker Type 2

This visa is for foreign nationals who will engage in skilled tasks that require a high level of expertise in specific industrial sectors.

●Requirements for Specified Skilled Worker Visa

Requirements for Specified Skilled Worker Type 1 Visa

To obtain the Specified Skilled Worker Type 1 visa, foreign nationals must pass the following two requirements:

1. Japanese Language Proficiency Test
2. Specified Skill Exam for the Relevant Industry

Note: For the “Caregiving” sector, in addition to the above two requirements, passing the “Caregiving Japanese Language Proficiency Test” is also necessary.

Additionally, foreign nationals who have completed the Technical Intern Training Program (Category 2) successfully can transition to the Specified Skilled Worker Type 1 visa.

1. Japanese Language Proficiency Test Foreign nationals must pass the Japanese language tests conducted in Japan or other countries, such as the “Japanese Foundation Test (JFT-Basic)” or the “Japanese-Language Proficiency Test (JLPT)” at Level N4. (For Type 2, the Japanese Language Proficiency Test is not required.)
   • Official website for the Japanese Foundation Test (JFT-Basic): JFT-Basic
   • Official website for the Japanese-Language Proficiency Test (JLPT): JLPT
2. Skills Test (Skills Evaluation Test) The skills test is designed to assess whether the foreign national has the necessary knowledge and experience to immediately contribute to the industry. The Japanese Language Proficiency Test is a common exam across all fields, whereas the Skills Evaluation Test is specific to each industry.

For more details, please refer to the Specified Skilled Worker Comprehensive Support Website: SSW Comprehensive Support

Requirements for Specified Skilled Worker Type 2 Visa

The Specified Skilled Worker Type 2 visa requires more advanced skills than the Type 1 visa. It is for foreign nationals who possess advanced skills and experience in specific industrial sectors.

Advanced skills are those developed through long-term practical experience, enabling individuals to become leaders of the workforce, providing instructions and supervising others. Specifically, to obtain the Specified Skilled Worker Type 2 visa, the following requirements must be met:

1. Pass the Specified Skilled Worker Type 2 Evaluation Exam or Skill Certification Level 1.
2. Practical Experience as a Supervisor or Instructor.

Note: The specific exam content and required practical experience differ by industry.

For example, in the construction sector, foreign nationals with advanced skills can obtain the Specified Skilled Worker Type 2 visa by meeting the following two requirements:

• Practical Experience as a Foreman (Team Leader): The individual must have practical experience in a construction site, supervising and managing multiple construction workers while engaging in the work process.
• Pass the Specified Skilled Worker Type 2 Evaluation Exam for Construction (administered by JAC) or obtain Level 1 Certification from the Skills Test.

●About Receiving Organizations

A receiving organization (referred to as the Specified Skilled Worker Employer) is a company, individual business owner, or similar entity that accepts and supports foreign workers under the Specified Skilled Worker program. The receiving organization enters into an employment contract with the foreign worker. The employment contract must meet required standards, including ensuring that the foreign worker’s remuneration is at least equal to or greater than that of a Japanese worker.

●Standards for Receiving Organizations

To accept foreign workers under the Specified Skilled Worker program, the receiving organization must meet the standards set by laws and regulations.

• The employment contract with the foreign worker must be appropriate.
  Example: The remuneration and working hours for the Specified Skilled Worker must be equal to or greater than those for Japanese workers.
• The receiving organization itself must meet appropriate standards.
  Example: The receiving organization has no violations of immigration or labor laws within the past five years.
• The receiving organization must have a support system for foreign workers.
  Example: The organization must be capable of providing support in a language that the foreign workers can understand.
• The support plan for foreign workers must be appropriate.
  Example: The plan must include orientation sessions on daily life and other support activities.

●Obligations of Receiving Organizations

Support for Specified Skilled Worker Type 1 Foreign Nationals

Under the Specified Skilled Worker system, the receiving organization (referred to as the “Specified Skilled Worker Host Organization”) that accepts foreign workers is required to create a “support plan” and provide support to Specified Skilled Worker Type 1 foreign nationals. This support is intended to help them smoothly perform their work and daily activities.

It is important to note that support for Specified Skilled Worker Type 2 foreign nationals is not mandatory. This is because, over time, Type 2 foreign nationals are expected to have adjusted to life in Japan, with improved Japanese language skills and greater experience, making them capable of living without additional support.

Support for Type 1 foreign nationals can be outsourced to registered support organizations.

5. Important Points to Consider When Changing Residence Status & Conclusion

Here are some important points to keep in mind when changing your residency status from a Student Visa to another visa.

• It is crucial that the residency status matches the job description.
• The screening process takes approximately 60 days. Be sure to complete the application process before your current visa expires.

Summary

How was the information?

We have provided details on changing from a Student Visa to a Work Visa in two parts! At Five Administrative Scrivener Corporation, we have extensive experience handling residency status (visa) matters.

If you have any questions or need consultation regarding residency status (visa), please feel free to contact us. Your first consultation is free!