To foreign residents in Koka City
New resident registration system starting from July 9th

You can request a copy of your resident record (Jumin Hyo)

With the new resident reistration system, you can request a copy of resident record in the same way as Japaense nationals. With this, copy of resident record for household with both Japanese and foreign national family members can be issued in one record.

【Eligible foreign residents who can request copies of resident record】
  1. Medium to long-term residents : Foreign nationals granted a status of residence other then the following: those granted permission to stay for less than 3 months, persons with temporary visitor/diplomat/official visa status.
  2. Special Permanent Residents (persons holding Special Permanent Resident Certificates) : Persons recognized as Special Permanent Residents under te Social Act of Immigration control.
  3. Persons granted permission for temporary refuge or provsional stay.
  4. Persons who may continue to stay transitionally in Japan by birth or those who have lost Japanese nationality.

* Resident record will not be issued to those who are in Japan for shorter than 3 months or those who do not have legitimate status of residence.

Card will change

In lieu of current Alien Registration, certificate has been changed to the following:

New Card Eligible group How to switch to new card Where to request
Special Permanent Resident Certificate
とくべつえいじゅうしゃ しょうめいしょ
Special Permanent Residents Your current Alien Registration Card is valid until the expiration date. When you switch to the new card, it will become special permanent resident certifcate. City Hall
Residence Card
ざいりゅう かーど
Permanent Residents Switch to Residence Card within 3 years from the date new resident registration is enacted (July 9th). Osaka Immigration Bureau, Otsu branch
Residence Card
ざいりゅう かーど
Medium to long-term residents When you renew period of stay or change status of residence, your current card will become Residence Card. Osaka Immigration Bureau, Otsu branch

Reception window has been changed

Request of issuance Eligible group Reception window
Special Permanent Residents, Permanent Residents, Medium to long-term residents City Hall
Special Permanent Residents City Hall
Permanent Residents, Medium to long-term residents Osaka Immigration Bureau, Otsu branch

* Submission of notification to City Hall will not be necessary if you receive permission related to status and period of residency from the Immigration Bureau.

Now you are required to submit the Notification of Moving Out

When you are moving out from Koka City to another municipality, you are required to submit the Notification of Moving Out BEFORE you move out. After submitting this notification, you will then receive the Certificate of Moving Out.

Please submit the Notification of Moving In to your new municipality within 2 weeks of arrival, with the Certificate of Moving Out.

* When you come to City Hall to file a process of moving out, please bring all of your family members’ Residence Card or Special Permanent Resident Certificate.

Certificate of Information Recorded on Alien Registration can no longer be issued by municipality

If you need to get a certificate of information (items listed on your Alien Registration such as history of residence, record of changes of name and nationality, or date of permission to entry) from prior to July 9th, please directly contact the Ministry of Justice by mail or in person.

【Send inquiry to】
The Ministry of Justice, Secretarial Division, Protection of Personal Information Section
Address: Tokyoto Chiyodaku, Kasumigaseki 1-1-1 〒100-8977
Phone:03-3580-4111 x2034
Reception:From 9:30am to noon, 1pm to 5pm (excluding weekends, holidays, Dec. 29 to Jan.3)

For more information on new resident registration system, please click on the links below.

【The Ministry of Justice】
『New Resident Registration System will Start!』 ← 26 languages are available
http://www.immi-moj.go.jp/newimmiact_1/index.html
『New System for Special Permanent Residents』
http://www.immi-moj.go.jp/newimmiact_2/index.html
【The Ministry of Internal Affairs and Communications】
『Changes to the Basic Resident Registration Law』
http://www.soumu.go.jp/main_sosiki/jichi_gyousei/c-gyousei/zairyu.html
Inquiry:
Foreign Residents General Information Center (8:30am to 5:15pm on weekdays)
Phone: 0570-013904 (For IP phone, Cell phone, international call : 03-5796-7112)

A New Resident Registration System for Foreign Residents

In accordance with the partial amendment of the Basic Resident Registration Act, foreign residents will be eligible to receive a Residence Record (Juminhyo). Starting on July 9th, 2012, the current Alien Registration System will simultaneously be discontinued.

Who is eligible for the Resident Record?

Excluding short-term residents, those who stay longer than 3 months and have home address in Japan.

  1. Medium to Long Term Residents (Persons holding a Residence Card) Foreign nationals granted a status of residence other than the following: 1) those granted permission to stay for less than 3 months 2)persons with temporary visitor/diplomat/official visa status.
  2. Special Permanent Resident (Persons holding Special Permanent Resident Certificates) Persons recognized as Special Permanent Residents under the Special Act on Immigration Control.
  3. Persons granted permission for temporary refuge or provisional stay.
  4. Persons who may continue to stay transitionally in Japan by birth or those who have lost Japanese nationality.

NOTE: Eligibility for the Resident Record will not apply to those who do not meet above 1 through 4 and who do not have legitimate status of residence (those who have not submitted changes in period of stay under the Alien Registration System) as of July 9th, 2012.

Provisional Residence Record will be mailed in to those who qualify (Tentatively scheduled for May)

Provisional Residence Record will be mailed to the eligible foreign residents. The provisional Residence Record will be created based on the information listed on the current Alien Registration Card, so please confirm the information listed on the mailed Provisional Residence Record. Provisional Residence Record is also mailed to Japanese nationals in the same household if there is a change in family relationship.

Alien Registration Certificate will become “Residence Card” or “Special Permanent Resident Certificate”

After July 9th, Alien Registration Certificate will become “Residence Card” or “Special Permanent Resident Certificate”. However, the current Alien Registration Certificate is still valid between the time periods shown below. Please follow the necessary procedure to switch over to Residence Record.

Expiration date of Alien Registration Certificate

Target Group

Over 16 years old

Below 16 years old

Locations to switch over to Residence Record

Special Permanent Resident

Until 7th birthday from the most recent confirmation date of your Alien Registration Certificate. However, if your 7th birthday takes place within 3 years after the Effective Date (July 9th, 2012), then expiration date is 3 years from July 9th, 2012.

Until 16th birthday

Permanent Resident

3 years from the Effective Date
 (July 9th, 2012)

Whichever takes place first:    3 years from the Effective Date (July 9th, 2012) OR

 your 16th birthday

People with Status of Residence other than mentioned above

When your Period of Stay and/or Status of Residence changes after the Effective Date (July 9th, 2012)

Whichever takes place first: Until the last day of your Period of Stay OR your 16th birthday

You can apply in advance

  1. For the Special Permanent Residents, please bring your passport (if you have one), Special Permanent Resident Certificate, a passport-size picture (not needed if under 16 years old) to the City Hall where you reside in. The Minister of Justice will prepare your Special Permanent Resident Certificate and issue the certificate at your municipal office.
  2. For those who are Medium to Long Term Residents (other than the Special Permanent Residents), please apply at the Regional Immigration Bureau. Your Residence Card will be issued from the Regional Immigration Bureau later. For more information, please contact your Regional Immigration Bureau.

If you apply in advance, Special Permanent Resident Certificate and Residence Card will be issued after the new Resident Registration System comes in effect on July 9th, 2012.

Please note

Your Residence Record will be issued based on the information listed on your Alien Registration Card. Residence Record may not properly be issued if the most updated information is not reported to the City Hall. In order to ensure a smooth transition to the new system, please double-check the information listed on your Alien Registration Card.

For more information, please visit the below websites

Inquiry

Citizen’s Affairs Division
Phone: 0748-65-0683   FAX: 0748-65-6338