How to request and obtain academic certificates

The Faculty and Graduate School of Science issue official certificates in Japanese or English for eligible individuals—that is, current and former students. The procedure for requesting certificates depends on your current status:

• Current students include those currently enrolled in the Faculty or Graduate School of Science, as well as those who have moved on to other departments or graduate schools at Kyoto University after completing a program in the Faculty or Graduate School of Science.
• Former students are those who are no longer enrolled at Kyoto University. This includes graduates and students who left without completing a degree.

Please refer to the appropriate section below for more details.

Current Students
(currently enrolled at Kyoto U)

Former Students
(no longer enrolled at Kyoto U)

For Current Students(Currently Enrolled at Kyoto University)

The university provides various official documents for current students, such as latest academic transcripts, certificates of enrollment, and certificates of expected graduation. These certificates are commonly required for scholarship applications, study abroad programs, graduate admissions, and similar purposes. Certificates can be requested and obtained either online or in person.

Picking up from a campus machine (online)

Digital certificates & convenience store printing (online, fees)

Having certificates sent by post (in person or online)

Special Certificates (in person)

Certificate Request Form for Current Students (in person)

Optional postal submission (alternative to in-person)

Requesting Certificates Online

Current Kyoto University students can print standard certificates free of charge using the certificate-issuing machines located on campus without contacting the office. Access the Certificate Issuance Service via the Common Portal for All Students or KULASIS (Top page > Bulletin Board > Links) and reserve your certificate. The online service also offers postal delivery (postage required), campus pick-up, digital certificates (fee), and convenience store printing (fee).

Requesting Certificates via Student Affairs Office

Current students can request certificates by submitting the Certificate Request Form for Current Students (PDF, Excel, or printed form) to the Student Affairs Office. Forms are also available at the office counter. Certificates issued this way are prepared by staff and can be picked up or sent by post.
This application method should be used especially when you need special certificates not available through the automatic certificate machines (e.g., certificates for a Japanese teaching license).
Notes:

• Standard certificates are usually ready the next working day.
• Special certificates may take up to one month, especially if English translation is needed.
• Bring your student ID card when picking up certificates.

Special Certificates (subject to consultation)

In addition to standard certificates, certain documents may be issued on a case-by-case basis following consultation. These are referred to as special certificates or certificates requiring individual review. If you are asked to submit a university-issued certificate that is not available through the certificate issuing machines, please contact the Student Affairs Office and submit a filled Certificate Request Form for Current Students. Once your request is reviewed, you will be notified whether the certificate can be issued. Please allow ample time for processing, as special certificates may take up to one month to prepare.
Please note: Special certificates can only be collected in person at the office or sent by postal mail (postage required).

How to Have Certificate Sent by Post—Online or Office Counter

If you cover the postage, certificates can be sent directly from the university to your intended recipients. Both the online system and the office counter provide mailing services for current students with no handling fee. However, the procedures differ slightly—please see below for details.

Postal application to the Student Affairs Office

While both online and in-person applications are available, postal applications are also accepted when necessary. Please send the following to the Student Affairs Office:

1. A completed Certificate Request Form
2. Japanese postal stamps to cover postage
3. A self-addressed envelope (min. 120 × 235 mm);
   OR if requesting EMS (Express Mail Service), be sure to provide:
   • The recipient’s full name
   • The complete street address
   • A phone number
   Please double-check all details—incomplete or incorrect information may result in delays or failed delivery.
4. A photocopy of your Kyoto University Student ID card

Note: If requesting multiple copies, include a larger envelope and extra stamps. (Unused stamps will be returned.) For postage details, see the Japan Post website.

For Former Students (No Longer Enrolled at Kyoto University)

As of March 13, 2025, all certificate requests from graduates (those no longer enrolled at Kyoto University) must be submitted through the online Certificate Issuance Service.

• Delivery options are available: convenience store printing, campus printing, postal mail, campus pick-up, and digital certificates.
• A certificate issuing fee is charged per copy, and additional printing and mailing fees apply depending on the delivery method.
• Please visit the university's website on Certificates for Graduates and Other Former Students for full details.
• Important: Please submit your application through the Certificate Issuance Service. Other submission methods cannot be accepted.

Certificate Availability and Delivery Method Guide for Former Students of the Faculty/Graduate School of Science

Please note that the types of certificates available and the delivery methods may vary depending on your year of enrollment and other factors. This is due to differences in how student records are integrated with the Certificate Issuance Service. In some cases, you may need to contact the Student Affairs Office in advance by submitting a separate consultation form.

Fees are non-refundable, even if an incorrect certificate is requested. If you are unsure what document to request, we strongly recommend consulting us in advance.

For details on available certificates and how to request them, please refer to the tables below.

Undergraduate Program

Master's Program

Doctoral Program

Non-degree/exchange

Symbols and Instructions

Note: To use “campus pick-up” option, please select “By mail (postal mail)” first, then choose “Pick-up (no postage)” from the delivery options.

Certificate Types and Availability by Program and Enrollment Year

Undergraduate program―The Faculty of Science

Master’s degree program―The Graduate School of Science

Doctoral degree program―The Graduate School of Science

Notes on academic transcripts of a doctoral program

Please note that academic transcripts cannot be issued for those who enrolled in 1977 or later, as the doctoral degree program no longer included credit-based coursework from that time onward. If you are asked to submit a transcript of records for your doctorate, please explain this to the requesting institution. If an alternative document is required, such as by an employer or other organization, please contact the Student Affairs Office using the Consultation Form. In some cases, we may be able to issue a document summarizing the contents of the "Record of Research Guidance" (fees apply). Please allow at least a month in case the original document needs to translate into English or Japanese.

Non-degree seeking student program―The Faculty and the Graduate School of Science

Please send your request via the Consultation Form. After submitting the Consultation Form, a staff member from the Student Affairs Office will be in touch with you soon. (No refunds will be given for incorrect certificate requests with Certificate Issuance Service―Please check with us first.)

Contact

Student Affairs Office
Faculty of Science, Kyoto University (Undergrad.) | Graduate School of Science, Kyoto University (Postgrad.)

• Email: 050kyomu*mail2.adm.kyoto-u.ac.jp (replace * with @)
• Phone: +81-(0)75-753-3616 (Undergrad.); +81 -(0)75-753-3614 (Postgrad.)
• Mailing address:
  Kitashirakawa-Oiwakecho
  Sakyo-ku, Kyoto 606-8502,
  Japan.

Closed on weekends, national holidays, Foundation Day (June 18), summer holidays (Mon–Wed of the third week in August), year-end/New Year holidays (Dec 29–Jan 3), and during undergraduate entrance exams (Feb 24–26).