THANK YOU LETTERS
Upon matching notification, students may receive an email from the host employer advising them of information required by the company for contract purposes. It is essential that students copy Yuko Nemoto, The Canada-Japan Co-op Program, Program Assistant, at email@example.com on all correspondence to assist in the documentation collection and visa processing.
Once information is received from the host company, students are requested to send a thank you letter to the company expressing their appreciation for the opportunity to work for the host company in Japan. The initial email contact will form the first impression by the host company, it is important to be business like in all correspondence. Please direct questions through The Canada-Japan Co-op Program Assistant prior to requesting information from the host company; this will alleviate general information requests being sent to the company.
DOCUMENTATION REQUIRED FOR VISA PROCESSING
For students who have been successfully matched with a Japanese employer, the next phase of the process is to apply and obtain a visa for the duration of their co-op terms/internship in Japan. The visa application process takes up to three months. To ensure smooth processing and no delays during this stage, students MUST check their email daily and respond to The Canada-Japan Co-op Program Assistant immediately upon information requests being received.
The Program Assistant will email placed students a request for documentation upon confirmation of matches received from employers. Students are asked to gather documents and send them in one batch to:
- The Canada-Japan Co-op Program
c/o The University of British Columbia
2385 East Mall,
Vancouver, BC V6T 1Z4
Essential documents required for visa application:
- Photocopy of the inside page of passport**.
- Official transcript
- Resume: hardcopy, PDF and word document (email PDF and word document to firstname.lastname@example.org)
- Letter of Studentship (prepared by Canada-Japan Co-op Liaison Officer at your educational institution)
- Letter of Declaration (Student’s responsibility to prepare)
- Letter of Recommendation (prepared by the Canada-Japan Co-op Liaison Officer at your educational institution)
- 4 passport photos
- Copy of your provincial health insurance (or copy of card)
**Note – It is important that passports do not expire during the student internship period in Japan; it is imperative that students renew their passports immediately and submit passport pages of renewed passport. Visas will not be issued to students if their passport expires during the internship period. Passports cannot be renewed in Japan during the internship.
GUIDELINES FOR HEALTH INSURANCE WHILE IN JAPAN
Travel health insurance is mandatory for all students completing work terms/internships in Japan. The insurance is needed to cover students in the event of illness or injury. Most insurance companies offer extended health insurance policies which are supplemental to the provincial health plans. Proof of provincial health plan coverage is required in order to be eligible for travel health insurance. Should you decide to extend your stay in Japan; additional health insurance will be required. It is each student’s responsibility to ensure travel health insurance coverage is attained prior to departure and a copy of the insurance is forwarded to The Canada-Japan Co-op Program.
Following Entry Into Japan
Beginning July 9, 2012, the foreigner/alien registration card system will be replaced by a new residency management system. Upon arrival at the airport (only Narita, Haneda, Chubu and Kansai Airports), a seal of landing verification will be stamped in the passport and a resident card will be issued. At any other port of entry, a seal of landing verification will be stamped in the passport and the resident card will be mailed to the student once the residency procedures are completed at the municipal office. That is, within 14 days of finding a place of residence, the student must visit the municipal office and notify them of their address; this applies to all students regardless of whether they have or have not received a resident card. The card will be valid till the expiration of the period of stay.
For students in possession of an alien registration card/certificate prior to July 9, 2012, the new resident card is optional since the alien registration card/certificate will still be deemed valid and equivalent to the resident card until the expiration of the period of stay. However, a resident card can be obtained at the student’s request at a Regional Immigration Office.
In addition, for international travel, a special re-entry permit system will be introduced in which students will no longer have to apply for a re-entry permit. With a valid passport and a resident card (or alien registration card/certificate), students can re-enter Japan as long as it is before the expiration of the period of stay.
DOCUMENTATION REQUIRED DURING CO-OP WORK TERMS/INTERNSHIP
Upon commencement of your period in Japan you will be required to complete the following documentation outlined in The Canada-Japan Co-op Program Work Term/Internship Checklist.
- Upon arrival in Japan please complete and fax or email Student Work Term Information Form to the Program Assistant. Your contact information is necessary as The Canada-Japan Co-op Director will contact you by phone within the month of your arrival to check in on the progress of your transition to work and living in Japan. If your contact information changes during the period of your internship, you are expected to contact the Program immediately with updated information.
- Learning Objectives must be completed within the first month and will be discussed during the phone call with The Canada-Japan Co-op Director and also referred to during the on-site visit.
- Please ensure you complete The Canada-Japan Co-op Student Evaluation form at the end of your period in Japan and fax or email the form to The Canada-Japan Co-op Program. Your evaluation provides valuable insight into your experience in Japan, and assists the program to ensure future students can learn from the feedback you have provided to the program.
- Please ensure your supervisor completes The Canada-Japan Co-op Employer Evaluation form on your period in Japan prior to your departure. Please ask to have time with your supervisor to review comments and suggestions provided and ensure this is faxed or mailed back to The Canada-Japan Co-op Program. The employer evaluation is 50% of your overall mark for your participation in the program.
- It is imperative that all experiential and technical reports are reviewed for confidentiality prior to submission to The Canada-Japan Co-op Program, or to your home educational institution if specifically requested. Please ensure when providing your supervisor with the reports that you also include a Canada-Japan Co-op Work Term Release Form for their signature. This signed form must be submitted in conjunction with your report and returned to The Canada-Japan Co-op Program preferably prior to your departure and at the latest immediately upon your return to Canada.
- If your employer has deemed your report confidential and is not willing to release the report for marking in Canada, then your supervisor is requested to complete The Canada-Japan Co-op Confidential Report Evaluation Form. The technical and/or experiential report (you will be advised on your educational institution requirement agreement with The Canada-Japan Co-op Program prior to departure) is 50% of your overall mark for your participation in The Canada-Japan Co-op Program.
- Within two weeks of your end of work term/internship, please send a thank you letter to the same contact to which you wrote at the commencement of your work placement as well as to any other people you would like to thank and acknowledge formally in the organization.
- Ensure you contact your provincial health ministry in order to re-instate your health coverage.
EXPERIENTIAL REPORT REQUIREMENTS
An experiential report is required by every Canada-Japan Co-op student upon the completion of their duration in Japan. The experiential reports are a formal requirement of the program and will be reviewed by the company prior to release.
The objectives of the report are to assist students to:
- Reflect on Japanese work experience and how it relates to academic goals and career development aspirations;
- Allow an opportunity for reflection on the soft and technical skills acquired during the work terms/internship;
- Assist in the clarification of future co-op work terms based on the experience in Japan; and
- Assist future Canada-Japan Co-op students who may be interested in participating in the program or who actually are placed at the same company.
EXTENDED STAY IN JAPAN
The Canada-Japan Co-op Program requests that students provide their supervisors and the Program Assistant with their arrival date in Japan at the beginning of the term and the departure date at the end of the term. While students are legally eligible to stay in Japan for periods specified in their visas, host companies, as the sponsors for the internship visa, are responsible for the students stay in Japan. For this reason students are only eligible to remain in Japan for 48 hours after the last day of work.
UPON RETURN TO CANADA
Please contact The Canada-Japan Co-op Program to arrange for a de-briefing of your experience in Japan.
If possible this will be done in person, otherwise a telephone conference will be organized with The Canada-Japan Co-op Program Director.
Please keep in touch with the program upon your return to Canada. In order to track the impact of your Japanese work placement/internship on future career and personal development, we will follow up with questionnaires and surveys from time to time.