Certificate Issuance Service – Waseda Portal Office

Waseda Portal OfficeWaseda University

  2. For Current Students
  3. Certificate Issuance Service

For Current Students

Certificate Issuance Service

Change in Postage Fees

Due to the postal rate increase by Japan Post,
we are updating the postage rates for applications
for mailing certificates as follows.
The changed rates will be in effect from 4:50 p.m. to 5:00 p.m. on September 30.

Domestic:100yen⇒130yen
Domestic express delivery:360yen⇒430yen

Notice of launch of online delivery option for digital certificates (PDF)

The online delivery option of digital certificates (PDF) has started in the afternoon of Monday 16 October 2023.
This option is a service that sends a download link for the PDF data of the certificate directly to an employer, company, educational/research institution, etc.
When applying for this option, please check the information on ‘■Online delivery of digital certificates (PDF)’ in the ‘Important Notes on Use of Service’ section.

About the Certificate Issuance Service

At Waseda University, a new certificate issuance service has started on May 9, 2023. You will be able to request certificates online anytime of the day and also receive them at convenience stores (Seven-Eleven, Family Mart, Lawson) throughout Japan.
★Please make sure to read the “Procedure from Application to Receipt of Certificates” before submitting your application.

Procedure from Application to Receipt of Certificate (for Current Students)​ ╝

Procedure from Application to Receipt of Certificate (for Alumni)​ ╝

Important Notes on Use of Service

PLEASE CHECK BEFORE APPLYING

For those who enrolled in or before the 1998 academic year, it is possible that your “Romanized name” is shown differently on your certificate than shown on your passport.*

If you are applying for a certificate in English, you can check the name that will be printed on the certificate in English on the application confirmation screen. If you have any concerns, please confirm your name before applying. However, if you apply for an English certificate under your [legal name], you will not be able to see your [legal name] on the application confirmation screen.

If your name is different from the one on your passport, please submit a “Request Form for English Name Change” and a photocopy of your passport to your undergraduate/graduate school in advance and complete the change procedure before applying for the issuance of a certificate. It will take approximately one week to process your request, so please apply well in advance.

For students enrolled in or after the 1999 academic year, the university has registered your “Romanized name” as you had submitted in your application at the time of enrollment. Therefore, in principle, we cannot accept changes to your name. However, if there are unavoidable circumstances, we may allow you to change your name. Please consult with your undergraduate/graduate school office in advance.

*For those who enrolled in or before the 1998 academic year, your official “Romanized name” was not registered at the time of your enrollment. Your “Romanized name” currently registered may have been automatically converted from your “katakana name”.

【Common Examples】

Passport Certificate
Mitsuko Mituko
Tadashi Tadasi
Kyoko Kyouko
Syohei Shouhei
KIM KIN

If you have multiple student ID numbers, please register an additional student ID number before a certificate is issued.

■Application procedure
(1) After logging in to “Certificate Issuance（Online Application）,” click the menu button (gear symbol) at the top right of the screen.
(2) Click on “Additional registration of student ID number.”

For details, please refer to the login manual.
If you have a Waseda e-mail address, click here (p.16)
For graduates who do not have a Waseda email address, click here (p.24)

Certificates printed at convenience stores or certificate issuing machines cannot be officially sealed (enclosed in an envelope and stamped with a university seal). If you would like for the certificates to be officially sealed, select the “Sending by Post” option, and then select the “strict seal” option under Mailing options.

If you have requested for a certificate using the Certificate Issuance System (Online Application) and have chosen to receive the certificate by postal mail, it will take approximately seven to ten days for your certificate to arrive after application. Please note that it may take more time depending on the type of certificate you have requested.

  • Please be aware that even if you select “express mail”, we will still require seven to ten days to issue the certificate. The number of days it will take to reach you after posting will be shortened.
  • We do not issue or mail certificates on Saturdays, Sundays, national holidays, or during the summer and winter holidays. During certain periods of the year, we may require more time to issue certificates. If you wish to have your certificate issued before the holidays, please apply well in advance.
  • Even in cases such as errors in postal addresses, fees will not be refunded.
  • For overseas addresses, the certificates will be sent via EMS. Please note that the situation regarding overseas mail (EMS) differs depending on the country. For information regarding postal operations in each country or region, check the Japan Post website. If you are planning to apply to send the certificate to a country that has suspended EMS deliveries, please consult your undergraduate/graduate school office in advance.
    If you have already applied to send the certificate to a country that has suspended EMS deliveries, we will send the certificate via alternative mailing options (such as international registered airmail) to countries or regions that have operating postal services. Please note that alternative mailing options may take more time compared to EMS.
    Also, please note that even if the postal charges for the alternative mailing option is cheaper than EMS, we cannot refund the difference.

The online delivery option of digital certificates (PDF) is a service that sends a download link for the PDF data of the certificate directly to an employer, company, educational/research institution, etc. The digital certificate is time-stamped and digitally signed, ensuring the same level of authenticity as a paper certificate. If the certificate is tampered with after issuance, an error message will be displayed when the PDF is opened, so that the recipient of the certificate, such as the institution to which it is submitted, will be made aware that the certificate has been tampered with.

  • Note to applicants (students and graduates)
    ■You must confirm the following with the institution you intend to submit the certificate to, before you apply for a digital certificate (required at the time of application).
    ・Whether digital certificates issued by our university’s system will be accepted/not accepted
    ・The name of the institution receiving the certificate (the name of the institution which will be printed on the certificate)
    ・The email address of the recipientThe name of the institution receiving the certificate entered at the time of application is printed on the digital certificate. This certificate is issued as a PDF with an electronic signature, and is not valid in printed form or if the name of the institution receiving the certificate cannot be identified.■Only one recipient can be designated per application. If you wish to send digital certificates to multiple recipients, you must apply to send the certificate for each recipient.
    ■If the recipient will not accept digital certificates issued and delivered by our university’s certificate issuance system, but you are required to submit a digital certificate, please consult the school/graduate school office.
    ■The link to download the digital certificate is valid for 3 months after issuance of the certificate (completion of payment).
    ■Make sure to check and confirm the contents of your application, including the email address which the certificate will be sent to. If you have provided an incorrect email address, you can cancel or resend the certificate if the recipient has not opened the link to the certificate (the certificate issuance fee cannot be refunded）.*If you are sending a digital certificate directly to WES (World Education Service), please add the Reference Number at the end of the name of applicant on the “Information of Recipient” screen. Please also check here for details.
  • Information for companies and other organizations receiving digital certificates from Waseda University
    < Process for online delivery of digital certificates >
    1. The student/alumni intending to submit the certificate will check whether you will accept digital certificates. If you do accept digital certificates, please inform the student/alumni of the following information.
    The name of the institution receiving the certificate (the name of the institution which will be printed on the certificate)
    The email address of the recipient2.The student/alumni will apply to issue the certificate from the university’s certificate issuance service, and a download link of the digital certificate will be sent to the email address you have informed the student/alumni in step 1. The link to download the certificate is valid for 3 months after the student/alumni has issued the certificate.3.Download the digital certificate from the link and check to see that it has not been forged or tampered with, before accepting it (if the certificate has been or may have been tampered with after issuance, an error message will be displayed when the PDF is opened).For details on how to download digital certificates and confirm the signature, please see the instruction manual below.

Requests for certificates that cannot be issued via the Certificate Issuance Service (Online Application), or applications which include such certificates will be accepted by post or in-person. For details on how to proceed, please refer to the websites below. If you have any questions or concerns, consult your undergraduate/graduate school office before making a request.

In principle, the University will not accept requests from alumni to change their name registered at the university. If your surname and/or name has changed since you were enrolled, and you are required to submit your certificate to an institution, please consider submitting a copy of your family register together with your certificate. However, if it is determined that the applicant would suffer disadvantages if their registered name was not changed (e.g., if you were married and changed your surname while enrolled in university but divorced and returned to your maiden name after graduation, or if you are an international student and changed your name after naturalization), we may make an exception. In such cases, please contact your undergraduate /graduate school office in advance.

The Ministry of Foreign Affairs does not accept certificates watermarked with POPITA technology.
For those who are planning to submit their certificates to the Ministry of Foreign Affairs, we will issue the certificates using a special type of security paper with counterfeit protection. When applying for such certificates, select the certificate which start with [MOFA]. These certificates can only be received by post (the options to print them at convenience stores or certificate issuing machines on campus will be unavailable).

Login Page for Certificate Issuance Service (Online Application)

For Current Students/Alumni Who Have a Waseda Mail Address* ╢

*If you graduated from your undergraduate school in or before September 1985, you need to complete initial registration for first time users. Please proceed to “For Alumni Who Do Not Have a Waseda Mail Address” since you cannot log in with your Waseda Mail address.

  • You will be redirected to the MyWaseda login page by clicking the button above. Login to MyWaseda with your MyWaseda email address and password.
  • After logging into MyWaseda, access the “Certificate Issuance (Online Application)” menu and request for certificates. For details, check the login manual.
  • For those who have graduated both undergraduate and graduate school and have multiple student ID numbers at Waseda, register the necessary student ID numbers before applying for certificates. For instructions on how to register multiple student ID numbers, please check the login manual (pg. 16).
  • If you have forgotten your Waseda Mail address or password: current students see here, alumni see here.

For Alumni Who Do Not Have a Waseda Mail Address* ╢

If you graduated from your undergraduate school in or before September 1985, you need to complete initial registration for first time users. Even if you have a Waseda Mail address, please click the button above to register.

  • For future convenience, we recommend that you obtain a Waseda Mail address in advance.
  • However, alumni who are in a hurry to receive their certificate may apply by using 【another existing email address other than a Waseda Mail address】 by completing an initial registration for first time users. For details, click the link “For Alumni Who Do Not Have a Waseda Mail Address” above. For instructions on how to login, see here.
  • Please be aware that you will be required to submit identity verification documents for initial registration, and it may take a few days before your registration is approved.
  • If you would like to obtain a Waseda Mail address, see here.
  • If you have forgotten your Waseda Mail address or password: current students see here, alumni see here.

【Acceptable Identity Verification Documents for Initial Registration】
A copy of a valid driver’s license (both sides), Individual Number card (front-side only), passport (bio-data page), residence card or special permanent resident certificate
*If your current surname and/or name is different from your name registered at the time of enrollment due to marriage, etc., you will be required to submit any of the following in addition to the abovementioned documents: a copy of your family register (koseki tohon), an extract from your family register (koseki shohon), an official identification document which shows both your current name and name registered at the time of enrollment.

Various detailed explanations

Certificates that are not listed below cannot be issued via Online Application and must be requested by postal mail or in-person. For details on how to request by post or in-person, please see the Certificate Request page (Support Anywhere).
*Please note that certificates that cannot be issued via online application will take approximately ten days to be issued after your request has been submitted.

  • Certificate of Enrollment
  • Transcript (of Academic Record)
  • Certificate of Expected Graduation (Completion) *1
  • Transcript of Academic Record and Certificate of Expected Graduation (Completion) *1
  • Certificate of Graduation (Completion) *2
  • Transcript of Academic Record and Certificate of Graduation (Completion) *2
  • Transcript of Academic Record/GPA
  • Certificate of Enrollment Period *3
  • Certificate of Doctoral Degree *4
  • Certificate of Health Check-up 【in Japanese】*5
  • Student Discount Certificate 【in Japanese】*6
  • Student Commuter Certificate 【in Japanese】*7
  • Certificates of Minor Programs
  • PROOF OF CERTIFICATION “Certification Program in Data Science
  • Certification of Completion [Research Skills Development Program in Data Science]

*1 Application will be available after 12 pm (noon) on June 1 (spring semester) and November 10 (fall semester) for students who are in the final year of their standard course of study and have been judged as “Expected Graduation (Completion)” (however, please be aware of the operating schedules of the certificate issuing machines on campus). The certificate will be unavailable to issue for around one to two weeks before each date due to screening (graduation assessment). Please refer to the information provided on the website of your school/graduate school for specific dates.
Reference：Screening Results

*2 The certificate will be available to issue after the 15th of the month you are graduating (completing), and the issuance fee will be the same as the fee for current students until the end of that month (for example, if you graduated on March 15, the fee will be 300 yen per copy until the end of March).

*3 For non-degree students only.

*4 After your doctoral dissertation has been accepted by the Graduate School Steering Committee, it will take about 1 week to 10 days before the certificate can be issued due to the procedures within the University.

*5 The certificate can only be issued at the certificate issuing machines on campus. For English, refer to the Health Support Center website.

*6 The certificate can only be issued at the certificate issuing machines on campus. There is no issuance fee for this certificate.

*7 The certificate can be issued at the certificate issuing machines on campus or at the convenience stores. There is no issuance fee for this certificate.

Certificates that are not listed below cannot be issued via the Online Application and must be requested by postal mail or in-person. For details on how to request by post or in-person, please see Request by Postal Mail or Request In-Person.
*Please note that certificates that cannot be issued via online application will take approximately ten days to be issued after your request has been submitted.

  • Certificate of Graduation (Completion)
  • Certificate of Doctoral Degree
  • Transcript of Academic Record and Certificate of Graduation (Completion)
  • Transcript (of Academic Record)
  • Transcript of Academic Record/GPA *1
  • Certificate of Withdrawal
  • Certificate of Enrollment Period *2
  • Certificates of Minor Programs
  • PROOF OF CERTIFICATION “Certification Program in Data Science”
  • Certification of Completion [Research Skills Development Program in Data Science]

*1 This certificate is available only for those who enrolled in or after the 2010 academic year and acquired credits. At Waseda university, students enrolled in or before the 2009 academic year are not evaluated by GPA. If you are required to submit a Transcript of Academic Record/GPA to an institution, please consider printing and submitting these documents (in Japanese・in English).

*2 For non-degree students only.

  • It may take longer to issue your certificate depending on the year you graduated (completed)/enrolled, or the type of certificate you requested.
  • Depending on the year you graduated (completed)/enrolled or the type of certificate, there are some cases where you cannot apply online or can only receive the certificate by certain methods. If the certificate or method of receiving the certificate does not appear on the Online Application screen, please make a request by postal mail or in-person.

Certificate Issuance Fees（Current Students: 300 yen per copy, Alumni：400 yen per copy）

  • For those who have just graduated, the fee will be 300 yen per copy until the end of the month you graduated (for example if you graduated on March 15, the fee will be 300 yen per copy until the end of March).
  • A printing fee (60 yen per copy) is required if the certificate is printed at a convenience store.
  • A postage fee is required if the certificate is sent by post. The fee will change according to the delivery option you select.
  • If you are currently a student at Waseda and would like to issue a certificate associated with a student ID number from your previous enrollment, the issuance fee is 400 yen per copy.
    Example: A student currently enrolled in graduate school who would like to issue a certificate associated with their undergraduate degree will be charged 400 yen per copy.

*Once payment has been completed, the certificate issuance fee and postage fee will not be refunded for any reason.

The following methods of payment are available for the Certificate Issuance Service (Online Application).
For details, please refer to the manual provided in the menu at the top of the page on the Online Application website after logging in.

  • Credit Card (VISA, Master, JCB, Diners Club, American Express)
  • Cash Payment at Convenience Store (Seven-Eleven, Family Mart, Lawson)
  • Pay-easy
  • DoCoMo payment (ドコモ払い)
  • au payment (auかんたん決済)
  • Softbank payment (ソフトバンクまとめて支払い（B）)
  • LINE Pay
  • Apple Pay
  • PayPay
  • “Merpay” Melcari Payment (メルペイ)

There may be some cases where you cannot select certain payment methods depending on how you receive your certificate. For details, please refer to the manual provided in the menu of the top page on the Online Application website after logging in.

  • Inquiries regarding payment methods or operation of the system (unable to login, did not receive necessary emails, etc.)
    Phone Number
    Certificate Issuance Service Call Center
    （Available 24 hours a day）
    *only available in Japanese
    		 06-6809-4327

    ※Please note that the Certificate Issuance Service Call Center is often busy at certain times of the day. We apologize for the inconvenience, but if you have a few minutes to spare, please avoid busy times and call us.
    Busiest hours: 14:00-17:00

  • For inquiries regarding the contents of the certificate (enrollment status, grades, etc.), please contact the respective Undergraduate/Graduate School/Center Office
  • If the recipient will not accept digital certificates issued and delivered by our university’s certificate issuance system, but you are required to submit a digital certificate, please consult the respective Undergraduate/Graduate School/Center Office

  • Digital watermarking（POPITA）
    Certificates issued via Waseda University’s certificate issuance services will be watermarked with POPITA technology to prevent forgery. Upon receiving the certificate, you will be able to check the authenticity of the certificate with POPITA technology. For details, please see here.
    *POPITA is a registered trademark of NTT Advanced Technology Corporation
  • Online delivery of digital certificate（PDF）
    At Waseda University, the online delivery service of digital certificates has started from October 16, 2023. For details, please check the information on ‘■Online delivery of digital certificates (PDF)’ in the ‘Important Notes on Use of Service‘ section.
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Locations and Operating Hours of Certificate Issuing Machines on Campus

  • Waseda Campus：Building 7/1F、Building 14/1F, Building 25/1F
  • Toyama Campus： Building 36/2F
  • Nishiwaseda Campus： Building 63/1F
  • Tokorozawa Campus：　Building 100/2F
  • Higashifushimi Campus： Building 79/2F

*Please note that there are no certificate issuing machines at campuses other than those listed above.
*See here for access to each campus.

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