STEP5-4: Admission Schemes - Create Certificate of Eligibility (COE) document

Table of Contents

• Show Certificate of Eligibility (COE) document to applicants
• Set COE information
• Edit COE information
• Batch Registration of Applicant COE Information
• Editing Applicant COE Information
• Export Applicant COE Information as PDF
• Other Usage Notes

Show Certificate of Eligibility (COE) document to applicants

The Certificate of Eligibility (COE) document can be displayed by following the steps below.

1. From the "List of Admission Schemes screen"
　　① To create a new scheme, click the "Add" button to open the "Create admission category" screen.

　　② To configure an existing scheme, click on the desired admission scheme to open the "Edit" screen.

2. Check the checkbox for Show Certificate of Eligibility (COE) document to applicants, then click "Save".

3. Once this setting is enabled, the following changes will be applied to each screen

• Applicants screen：The COE input form will be displayed.
   
• University administrator screen：You can configure the COE documents via 
  Other actions > Enter the documents to be created by the COE affiliated organization, etc.
  

Set COE information

＜Applicant COE Information Items＞

Edit COE information

Click ② Edit on the COE Information Settings screen to navigate to the COE Information Editing screen.

＜COE Information Settings Items＞

Batch Registration of Applicant COE Information

The batch registration function for applicant COE information allows you to download a CSV template and upload a CSV file to register the following five categories of information in bulk.

• COE applicant-specific items
• COE supporter-specific items
• COE family-specific items
• COE personal histories-specific items

• COE list of submitted documents items

■ How to access the Batch Registration screen

Target scheme > Other actions: [Set COE documents] > [Batch Registration of Applicant COE Information]

＜Batch Registration of Applicant COE Informations items＞

When applicant COE information is registered through batch registration, the information is added for each applicant, and university administrators can edit or delete the registered information.

Editing Applicant COE Information

University administrators can edit the COE information of each applicant.

■ How to Access the Applicant COE Information Editing Screen

1. Open [Manage applicants] for the relevant admission scheme.

2. Select an applicant from the list of applicants.

3. The Certificate of Eligibility (COE) application form will be displayed on the applicant details screen.

• Applicant Info
• List of documents to be submitted：This section is displayed only if the item was selected in “List of documents to be submitted” under COE settings.
  Universities (including junior colleges and graduate schools) that have been notified as Proper Schools (Class I or Class II), university-equivalent institutions, or colleges of technology (excluding certified Japanese language institutions).

■ Edit Applicant Info

1. Click [Applicant Info] under Application for certificate of eligibility.

2. Click the Edit button to display the Edit Applicant Info screen.

3. After making changes, click the Save button at the bottom of the screen to apply the changes.

■ Edit List of documents to be submitted

The status of the List of documents to be submitted will display as “Incomplete” if unsaved, and “Saved” once the information has been saved.

1. Click [List of documents to be submitted] under Application for certificate of eligibility.

2. Click the relevant item to display the Edit List of documents to be submitted screen.

3. After making changes, click the Save button at the bottom of the screen to apply the changes.

Export Applicant COE Information as PDF

You can export the COE documents as PDF using the operations below.

• Applicant Details > Other Actions > Export Certificate of Eligibility (COE)
• Batch Operation for Search Results > Download COE Data PDF

■ Notes when exporting Applicant COE information as PDF

• If “Proper School[適正校]” is not selected in the document list settings, the
  “List of documents to be submitted[提出書類⼀覧表]” will not be included in the PDF.
  
  
• The "Applicant Name (Signature) [申請者氏名（記名）]" field on the Separate Confirmation Form (A) and the "Applicant Name [申請者氏名]" field on the List of Submitted Documents (B) are automatically populated based on the value entered in the "Name" field under the Basic Information section of the applicant's COE document (C).
  This name is also reflected in the generated PDF files.Please note that both documents A and B are available in Japanese only.
  
  (A) ＜[Attachment] Various Confirmation Documents (To Be Completed by the Applicant, etc.) ＞
  
  (B) ＜List of documents to be submitted＞
  
  (C) ＜Basic Information for COE Documents＞
  

Other Usage Notes

• Return not available after saving application documents 
  If an applicant has saved the COE document (temporarily) or completed the application, and the university administrator saves the application documents (including the COE document) without modifying the applicant’s input, the Return Application function will no longer be available.
  
• Return not available after bulk update via CSV
  Once an applicant’s COE document has been updated using any of the following bulk CSV import functions, the Return Application function becomes unavailable—regardless of whether any data was actually changed.
  • COE applicant-specific items
    
  • COE supporter-specific items
  • COE family-specific items
  • COE personal histories-specific items