Applying for an IC card and having an IC card reissued

Contents

  1. Application materials/downloads
  2. First-time applications
  3. Having a card reissued

1. Application materials/downloads

The necessary application materials vary according to IC card type. Click the name of an application material to download it.

Application forms
Type Application (first-time) Application (reissue) Pledge Submit to
Staff ID card (1)
(full-time staff)
Human Resources Division: Application materials/downloads
Staff ID card (2)
(part-time staff)
Access card
Student IDs - Form 12 Word
Form 12 PDF
Form 18
Form 19 (English)
Student Division
Building access card Form 7 - - GSIC
Matrix code table - - Form 20
Form 21 (English)
Responsible office*2

2. First-time applications

Each card type has different application materials and procedures. Read the Relevant Rules/Regulations and Methods for Receiving IC Cards before obtaining your IC card.

Staff ID card (1): Full-time staff

  1. The applicant must fill out the application with the necessary information and submit the finished application to the Human Resources office.
  2. The Human Resources office will contact the applicant after the card has been issued. The applicant should then fill out the pledge form with the necessary information and submit it to the Human Resources office when he or she goes to pick up his or her staff ID.
    * Applicants can also submit their pledges in advance along with their applications.

Staff ID card (2): Part-time staff

  1. The applicant must fill out the application with the necessary information and submit the finished application to the Human Resources office.
  2. The Human Resources office will contact the applicant after the card has been issued. The applicant should then fill out the pledge form with the necessary information and submit it to the Human Resources office when he or she goes to pick up his or her staff ID.
    * Applicants can also submit their pledges in advance along with their applications.

Student ID (research students, etc.)

Only researchers who have been approved by the faculty council as Tokyo Institute of Technology Researchers may apply for student IDs.

  1. The applicant must fill out the application with the necessary information and submit the finished application to the Student Division.
  2. After the card has been issued, the applicant should fill out the pledge form with the necessary information and submit it to the Student Division when he or she goes to pick up his or her student ID.
    * Applicants can also submit their pledges in advance along with their applications.

Access card

  1. The accepted teaching staff and the applicant must fill out he application with the necessary information.
  2. The accepted teaching staff must then have his or her department sign or stamp the "Approval" field on the application.
  3. Finally, the applicant must submit the application to the Human Resources office via his or her department office, etc.
  4. The Human Resources office will contact the applicant after the card has been issued. The applicant should then fill out the pledge form with the necessary information and submit it to the Human Resources office when he or she goes to pick up his or her access card. As access cards do not have photos on them, an access card recipient needs to present an identity document (a license or passport, etc.) when obtaining his or her card.
    * Applicants can also submit their pledges in advance along with their applications.

Matrix code table

The matrix code table is a card issued to enable the use of specific services. The office responsible for the service processes applications.

3. Having a card reissued

In the following cases, the user must apply to have his or her card reissued. The applicant needs to fill out the reissue application for the appropriate card type with the necessary information and submit it to the responsible office. Applicants do not need to submit a pledge.

  • Lost card
  • Damaged card
  • Expiring card

Points to note when having a card reissued

It takes about 2 weeks to reissue an IC card. Note that applying to have a card reissued deactivates your previous card. As you will not have a card for entering/leaving certain buildings, etc., until you receive your new card, you may also need to apply for a building access card as appropriate.

Fees for having a card reissued

Tokyo Institute of Technology IC cards are expensive. If you inadvertently lose or damage your card, you will need to pay a fee (2,500 yen) to have your card reissued. Be careful to keep your card from getting lost or damaged.

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Updated: February 18 2014
Created by: The Authentication Infrastructure System Team

Current page: Tokyo Institute of Technology Portal > Using the Portal > Applying for an IC card and having an IC card reissued