Immigration Services Agency
Online Residence Application System
User Manual
― Applicant (at a counter) for electronic issuance of a certificate
of eligibility ―
Ver. 1.0
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Revision History
Item No. Revision date Version Page(s) Revision description
1 March 17, 2023 1.0 - Document created.
Revision Details
Item No. Revision No. Revision description Revision date
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Table of Contents
1. Introduction ············································································································- 3 -
1.1 About This Manual..................................................................................................................- 3 -
1.2 Pages and Overall Structure of the Online Residence Application System ..........................- 4 -
1.3 Required Browser...................................................................................................................- 5 -
1.4 Online Residence Application System Pages........................................................................- 6 -
1.5 Note on Using the System......................................................................................................- 8 -
2. Basic Operations ·····································································································- 9 -
2.1 Homepage ...............................................................................................................................- 9 -
2.1.1 How to Open the Login Page............................................................................................- 9 -
2.1.2 User Registration Procedure ..........................................................................................- 10 -
2.1.3 Description of the Homepage ......................................................................................... - 11 -
2.2 Authentication ........................................................................................................................- 13 -
2.2.1 Authenticating on the Login Page...................................................................................- 13 -
2.2.2 Description of the Login Page.......................................................................................- 14 -
2.3 Description of the Menu Page ...............................................................................................- 15 -
2.4 User Information Management..............................................................................................- 17 -
2.4.1 How to Change User Information ...................................................................................- 17 -
2.4.2 Description of the User Information Display (Change User Information) Page..............- 20 -
2.4.3 Description of the Change User Information Page.........................................................- 21 -
2.4.4 Description of the Update Complete Page .....................................................................- 23 -
2.4.5 How to Change the Password ........................................................................................- 24 -
2.4.6 Description of the User Information Display Page (Password Change) ........................- 27 -
2.4.7 Description of the Password Input Page ........................................................................- 28 -
2.5 How to Reset the Password (If You Have Forgotten Your Password) ..................................- 29 -
2.5.1 How to Register a Password ..........................................................................................- 29 -
2.5.2 Description of the User Information Confirmation Page.................................................- 31 -
2.5.3 Description of the User Information Confirmation Completion Page .............................- 32 -
3. Miscellaneous······································································································· - 33 -
3.1 List of Error Messages .........................................................................................................- 33 -
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1. Introduction
1.1 About This Manual
This manual explains how to use the Online Residence Application System for Applicant (at a counter) for
electronic issuance of a certificate of eligibility.
In order to explain how to use the system, this manual uses the following figures and images.
This indicates an item (area) that requires user action, such as a place
to click or input data. It may also indicate an item (area) that requires
user confirmation.
When explaining on-screen buttons and items, a number icon is
assigned to a figure and the corresponding item in the table in order
to show the link between the figure and the relevant explanation. The
number icon is placed to the left or in the top-left corner of the red
square. When an image showing an input window is partially omitted,
the term "Omitted" is shown.
Note that all information input in fields is merely an example.
If you have any problems, read the frequently asked questions (Q&A) or contact the
Help Desk.
Manual
Screen item No. Description
Screen A
Omitted
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1.2 Pages and Overall Structure of the Online Residence Application
System
The pages and overall structure of the Online Residence Application System are as follows.
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1.3 Required Browser
The Online Residence Application System has been designed for the browser listed below. The system may
not operate properly on other browsers.
- Required browser: Google Chrome (ver. 72)
The Online Residence Application System will send email messages to your registered email address. Please
configure your email client to accept messages from the following domain:
@ras-immi.moj.go.jp
Note that the Online Residence Application System will require that you to log in again after a session
timeout due to being inactive, such as when you have not navigated to a different page, for a set period of time
(at least 30 minutes).
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1.4 Online Residence Application System Pages
This section describes the features common to all Online Residence Application System pages.
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Screen itemNo.On-screen item Description
Process and
current step
This shows the process flow and the current step.
Error message On each input page, if there is an error in the entered information, an error
message is shown in red at the top of the page.
Required item The word "Required" is shown next to items that require information to be
entered.
Failure to enter information will result in an error, and prevent you from
proceeding to the next step.
Exclamation
mark ("!")
An exclamation mark ("!") indicates an item where an error has occurred.
Note, however, that all items will have "!" when the information on your
Residence Card and the entered information do not match.
Search button Click this button to select your address information when filling out the
Address in Japan (prefecture and municipality), Address (prefecture and
municipality), and Location (prefecture and municipality) fields.
Confirm button On pages with an input field, check that the information you have entered is
accurate and then click the Confirm button.
You will move to the next page if the entered information has no errors.
Back button Click this button to return to the previous page.
Please note that clicking your browser’s Back button or pressing the
backspace key will not move back to the previous page; instead, it will
be considered an invalid operation and you will be logged out of the
system.
Back to
Homepage link
Click this link to return to the homepage.
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1.5 Note on Using the System
- When pressing the Enter key for actions other than inputting text
Pressing the Enter key for an action other than inputting text may result in an on-screen button being pressed
unintentionally.
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2. Basic Operations
2.1 Homepage
This section describes how to navigate to the login page from the Online Residence Application System
homepage.
2.1.1 How to Open the Login Page
# Page Action
1 Homepage
[Action]
On the Online Residence
Application System
homepage, click the
Applicant for an
electronically issued
certificate of residency
eligibility (apply at the
office counter) button
under Login to navigate
to the login page.
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2.1.2 User Registration Procedure
# Page Action
1 Homepage
[Action]
On the Online Residence
Application System
homepage, click the
Applicant for an
electronically issued
certificate of residency
eligibility (application
at the office counter)
button under Register a
new user to navigate to
the User Information
Input page.
See the User
Registration Manual
[Applicant (at a
counter) for electronic
issuance of a certificate
of eligibility] for the
procedure to perform
after navigating to the
User Information Input
page.
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2.1.3 Description of the Homepage
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Screen itemNo.On-screen item Description
Page language The page content can be displayed in the Japanese or English languages.
Select the language you prefer.
Notice This section displays notices on the use of the Online Residence Application
System.
Login button for
[Applicant (at a
counter) for
electronic
issuance of a
certificate of
eligibility]
Opens the Login page.UserRegistration
button for
[Applicant (at a
counter) for
electronic
issuance of a
certificate of
eligibility]
Opens the User Information Input page.
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2.2 Authentication
This section describes the authentication procedure on the login page.
2.2.1 Authenticating on the Login Page
# Page Action
1 Login page
[Action]
Enter your user ID and
password and click the
Login button to navigate
to the Menu page.
●くろまる Notes on user IDs and
passwords
If you do not have a user
ID, you must register for
one first. See Section
2.1.2 User Registration
Procedure.
If you have not set a
password after
completing the user
registration process, you
must set a password. For
the password setting
method, see the User
Registration Manual
[Applicant (at a counter)
for electronic issuance of
a certificate of
eligibility].
If you have forgotten
your user ID or if your
account has been locked
and you cannot log in,
please visit the nearest
regional immigration
services bureau office to
fill out the paperwork at
the counter.
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2.2.2 Description of the Login Page
Screen itemNo.On-screen item Description
Error message Upon clicking the Login button, an error message appears if there is an error
in the entered information.
User ID Enter the user ID you received in an email from the Online Residence
Application System.
Password Enter the password you set.
Login button If the entered information has no errors, the Menu page opens.
Forgot your
password? link
If you have forgotten your password, you can reset it.
Immigration
Services Agency
website link
Click this link to access the Immigration Services Agency website.
Back to
Homepage link
Click this link to return to the homepage.
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2.3 Description of the Menu Page
This section describes the Menu page, where you can apply for residency after logging into the system.
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Screen itemNo.On-screen item Description
Enter
application
information (Fill
out applications
individually)
button
Disabled.
Enter
application
information (Fill
out multiple
applications)
button
Disabled.
Application
information
search button
Disabled.Userinformation
update button
Opens the User Information page.
Log out link Click to log out of the Online Residence Application System.
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2.4 User Information Management
This section describes how to change both the email address for email from the Immigration Services
Agency and the user password.
This feature can be used by a staff member of the organization that the applicant is affiliated with whose
request to use the system has been approved.
2.4.1 How to Change User Information
# Page Action
1 Menu
[Action]
Click the User
information update
button to advance to
the next page.
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2 User information
display
[Action]
Click the Change user
information button to
advance to the next
page.
3 Enter user
information
[Action]
Enter the updated user
information. Enter the
user information in the
field(s) for which the
information needs to be
updated. After entering
the required
information, click the
Change button to
advance to the next
page.
●くろまる Note on errors
An error message
appears if a field is left
blank or the entered
information is
incorrect. You cannot
advance to the next
page until you correct
the error(s).
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4 Update complete
[Action]
The user information
change procedure is
complete.
When changing the
email address, after a
few minutes, you will
receive an email to
notify you of the email
address change at the
newly registered email
address.
Click the Back to the
User Information
page button to return
to the User Information
Display page.
●くろまる When changing
information other than
the email address, there
will be no on-screen
message about an
email notification or
the transmission of an
email address change
notification.
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2.4.2 Description of the User Information Display (Change User Information) Page
Screen itemNo.On-screen item Description
Change user
information
button
Click this button to open the User Information Input page.
Back button Click this button to return to the Menu page.
Please note that clicking your browser’s Back button or pressing the
backspace key will not move back to the previous page; instead, it will
be considered an invalid operation and you will be logged out of the
system.
Log out link Click this link to log out of the Online Residence Application System.
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2.4.3 Description of the Change User Information Page
Screen itemNo.On-screen item Description
Error message Upon clicking the Change button, an error message appears if there is an
error with the entered information.
New address in
Japan (prefecture
and municipality)
Enter your new office location (prefecture and municipality). Press the
Search button to select the new prefecture and municipality.
New address in
Japan (street and
house number)
Enter your new office location (street and house number).
New contact
number
Enter your new contact number (phone number).
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Screen itemNo.On-screen item Description
New email address Enter your new email address.
New email address
(confirm)
Enter your new email address again to confirm it.
Change button Navigates to the Update Complete page if there are no errors with the
entered information.
Back button Click this button to return to the User Information Display page.
Please note that clicking your browser’s Back button or pressing the
backspace key will not move back to the previous page; instead, it
will be considered an invalid operation and you will be logged out of
the system.
Log out link Click this link to log out of the Online Residence Application System.
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2.4.4 Description of the Update Complete Page
Screen itemNo.On-screen item Description
Back to the User
Information
page button
Click this button to return to the User Information Display page.
Log out link Click this link to log out of the Online Residence Application System.
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2.4.5 How to Change the Password
# Page Action
1 Menu
[Action]
Click the User
information update
button to advance to
the next page.
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# Page Action
2 User information
display
[Action]
Click the Change
password button to
advance to the next
page.
3 Enter password
[Action]
Enter your current
password and the
desired new password
in the input fields.
After entering the
required information,
click the Change
button to advance to
the next page.
●くろまる Note on errors
An error message
appears if a field is
left blank or the
entered information is
incorrect. You cannot
advance to the next
page until you correct
the error(s).
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4 Update complete
[Action]
This completes the
password change
procedure. After a few
minutes, you will
receive an email at
your registered email
address notifying you
of the password
change completion.
Click the Back to the
User Information
page button to return
to the User
Information Display
page.
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2.4.6 Description of the User Information Display Page (Password Change)
Screen itemNo.On-screen item Description
Change
password button
Click this button to open the Password Input page.
Back button Click this button to return to the Menu page.
Please note that clicking your browser’s Back button or pressing the
backspace key will not move back to the previous page; instead, it will be
considered an invalid operation and you will be logged out of the system.
Log out link Click this link to log out of the Online Residence Application System.
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2.4.7 Description of the Password Input Page
Screen itemNo.On-screen item Description
Error message Upon clicking the Change button, an error message appears if there is an
error in the entered information.
Current password Enter your current password.
New password Enter your new password.
New password
(confirm)
Re-enter your new password to confirm it.
Change button If the entered information has no errors, the Update Complete page opens.
Back button Click this button to return to the User Information Display page.
Please note that clicking your browser’s Back button or pressing the
backspace key will not move back to the previous page; instead, it will
be considered an invalid operation and you will be logged out of the
system.
Log out link Click this link to log out of the Online Residence Application System.
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2.5 How to Reset the Password (If You Have Forgotten Your Password)
This section describes how to set a password for use when logging in to the Online Residence Application
System.
Users who have completed the user registration process will receive an email containing information on how
to proceed to the Password Registration page.
2.5.1 How to Register a Password
# Page Action
1 Resetting the password
[Action]
Click the Forgot your
password? link to
advance to the next page.
2 User Information
Confirmation page
[Action]
Enter your user ID and
email address in the input
fields. After entering the
required information,
click the Send button to
advance to the next page.
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3 User information
confirmation complete
[Action]
A password reset has
been initiated. After a
few minutes, you will
receive a password reset
notification email at your
registered email address.
Click the URL in the
email and then reset your
password.
Click the Back to the
login page button to
return to the Login page.
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2.5.2 Description of the User Information Confirmation Page
Screen itemNo.On-screen item Description
Error message Upon clicking the Send button, an error message appears if there is an error
in the entered information.
User ID Enter your user ID.
Email address Enter your email address.
Send button If the entered information has no errors, the User Information Confirmation
Completion page opens.
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2.5.3 Description of the User Information Confirmation Completion Page
Screen itemNo.On-screen item Description
Back to the login
page button.
Click this button to return to the Login page.
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3. Miscellaneous
3.1 List of Error Messages
The error messages that may appear while using the Online Residence Application System are listed
on a separate sheet.