❓️What Should I Do If I Cannot Submit My Student Loan or Scholarship Certificate?

❓ Question

I was asked to upload a scholarship award certificate or student loan certificate, but I do not have the document yet and cannot obtain it before the deadline. What should I do?

✅ Answer

The appropriate action depends on when you expect to receive the document.

Case 1: You expect to receive the document a few days to about two weeks after the school's deadline

First, contact your school in Japan directly and ask whether it is acceptable to submit the document later.

In many cases, the deadline shown to students is earlier than the actual immigration application submission date. After students submit their information, the school usually reviews the submitted information, makes any necessary corrections, and then prepares the application before submitting it to Immigration Services. Because of this process, there is often some time between the student deadline and the actual immigration application.

As a result, if the delay is not significant, your school may allow a late submission if you explain your situation clearly. However, policies differ by school, so you must confirm this directly with your school.

If the school approves a late submission, follow the instructions provided by your school and choose one of the following options.

Option A: The school asks you to click the Submit button before the deadline

1. Upload any file to the scholarship or student loan document folder.
2. In the file, write a note such as:
   • "Expected submission date: July 15"
   • "Scholarship certificate will be submitted later"
3. Click the Submit button before the deadline.
4. Afterward, ask your school to change the folder status to Returned.
5. Once you receive the actual document, upload it to the folder.

Option B: The school allows you to wait until the document is available

1. Wait until you receive the scholarship or student loan certificate.
2. Upload the document.
3. Click the Submit button after all required documents have been uploaded.

Case 2: The document will not be available for a long time after the deadline

If:

• You will not be able to obtain the scholarship or student loan certificate until much later after the deadline, or
• Your school does not allow late submission,

then you should not include the scholarship or student loan information in your application.

Japanese immigration applications cannot include financial information that cannot be proven with supporting documents at the time of application.

Instead, register another financial support method and submit the required supporting documents for that method.

Examples:

• Register your father as a financial supporter and submit his bank balance certificate and income certificate.
• Register another eligible financial supporter and provide the required evidence of financial support.

If you later receive the scholarship or student loan, there is no problem using those funds to pay for your actual study expenses in Japan. The important point is that the financial support method included in the immigration application must be supported by documents available at the time of application.

How to Proceed

1. Check when your scholarship or student loan certificate will become available.
2. Contact your school and ask whether late submission is acceptable.
3. Follow the instructions provided by your school.
4. If the document cannot be obtained in time and late submission is not allowed, use another financial support method that can be documented.

Important Notes

• Always confirm your school's policy before submitting placeholder files.
• Do not include scholarship or student loan information in your application if you cannot provide supporting documents.
• The same rules apply to both scholarships and student loans.

💡 FAQs / Tips

Q. Does this article apply only to scholarships?

No. The same guidance applies to both scholarships and student loans.

Q. Can I still receive and use the scholarship after the immigration application has been submitted?

Yes. You may use scholarship funds for your actual expenses in Japan once they are received. The restriction only applies to what can be included and documented in the immigration application.

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