【Learning from Ritsumeikan APU’s Removal from “Appropriate Organization” Status】Key Considerations for Companies in Managing Foreign Employees and Immigration Status

In March 2026, it was reported that Ritsumeikan Asia Pacific University (APU) had lost its status as an “Appropriate Organization.” This news contains important lessons not only for educational institutions accepting international students but also for companies employing foreign nationals.

As a certified administrative scrivener (gyoseishoshi) and visa application specialist, this article examines the key points in residence status management that can be learned from this incident.

1. What Happened? Overview of Ritsumeikan APU’s Removal from Appropriate Organization Status

Ritsumeikan Asia Pacific University (located in Beppu City, Oita Prefecture) is known as a global university where approximately half of its student body consists of international students.

However, in October 2025, the university lost its “Appropriate Organization” status due to failure to meet notification requirements under the Immigration Control and Refugee Recognition Act.

As a result, approximately 100 out of 330 international students scheduled to enroll in April 2026 experienced delays in entering Japan, with concerns that they would miss the start of the new academic term.

What is an “Appropriate Organization”?

“Appropriate Organization” is a designation system that the Immigration Services Agency of Japan grants to educational institutions such as universities.

When designated as an Appropriate Organization, the institution receives the following benefits:

• Simplified procedures for international students to obtain residence status
• Shortened examination periods for Certificates of Eligibility
• Reduced documentation requirements
• Smoother acceptance of international students

However, there are conditions for being designated as an Appropriate Organization.

【Conditions for Appropriate Organization Status】

• Properly submit notifications regarding international students’ names, nationalities, enrollment status, etc.
• Maintain a low rate of overstayers
• Comply with immigration laws and regulations

If an institution receives two consecutive warnings for notification failures or other deficiencies, it will be removed from Appropriate Organization status.

What Happened in This Case?

November 2024
The Fukuoka Regional Immigration Services Bureau sent APU a warning letter indicating that notifications for fiscal year 2023 had not been submitted.

However, documents stating that the university would “continue to be designated as an Appropriate Organization” were also enclosed.

APU staff concluded that no action was required regarding the warning based on the accompanying documents.

October 2025
A second warning letter was sent, along with documents notifying the university of its removal from Appropriate Organization status.

At this point, APU lost its Appropriate Organization status, and international student visa applications reverted to standard examination procedures.

As a result, approximately 100 incoming students experienced delays in entering Japan.

2. Why Did This Happen? Analyzing the Causes

The primary cause of this situation was “failure to properly understand the meaning of the warning letter.”

Warning Letters = A Signal That Improvement Is Needed

In immigration administration, receiving a “warning letter” is a signal that some deficiency or problem exists.

Even if documents confirming “Appropriate Organization designation” are sent simultaneously, the issues mentioned in the warning letter must always be addressed.

In this case, APU’s conclusion that there was no issue since they remained designated as an Appropriate Organization led to the subsequent removal.

Insufficient Internal Communication

In large organizations such as universities and companies, immigration-related tasks are often assigned to specific staff members.

However, when those staff members have insufficient understanding of immigration laws, or when reporting and consultation with supervisors are not properly conducted, issues like this can arise.

Neglecting Notification Obligations

Immigration law imposes various notification obligations on educational institutions and companies.

However, amid daily work pressures, such notifications may be postponed or forgotten.

APU’s case also originated from missing notifications for fiscal year 2023.

3. Similar Risks Exist for Companies Employing Foreign Nationals

This news is not just an issue for educational institutions.

Similar risks exist for companies employing foreign nationals.

Notification Obligations Imposed on Companies

Companies employing foreign nationals have the following notification obligations:

【Notifications to Hello Work (Public Employment Security Office)】
When hiring or terminating foreign employees, companies must submit “Foreign Employment Status Notifications” to Hello Work.

【Notifications to Immigration Bureau (by Affiliated Organizations)】
Companies employing foreign nationals with work-related residence statuses must notify the Immigration Bureau of the following:

• Acceptance and departure of foreign nationals
• Name changes
• Changes to the organization’s name or location
• Other relevant changes

Failure to submit these notifications increases the risk of visa renewal denial.

Problems Caused by Residence Status Management Errors

When companies neglect residence status management, the following situations can occur:

【Visa Renewals or Changes May Be Denied】
If notification obligations have been neglected, or if foreign employees are engaged in work different from their designated activities, renewal or change applications may be denied.

【Employees May Lose Work Authorization】
If residence status expires, foreign employees can no longer work in Japan.

【Company Reputation May Be Damaged】
If immigration law violations are discovered, not only is the company’s social credibility damaged, but future foreign employment may also be affected.

4. Key Points Companies Should Remember Regarding Foreign Employment and Residence Status Management

So, how should companies avoid risks related to foreign employment and residence status management?

Point ①: Ensure Consistency Between Residence Status Type and Job Content

For foreign nationals to work in Japan, they must have a residence status that matches their job content.

For example:

• “Engineer/Specialist in Humanities/International Services” → Engineers, interpreters, marketing, etc.
• “Skilled Labor” → Chefs, pilots, etc.
• “Specified Skilled Worker” → Nursing care, construction, food manufacturing, etc.

If job content and residence status do not match, it constitutes illegal employment.

Point ②: Manage Residence Period Expiration Dates

All residence statuses have expiration dates.

Renewal applications must be submitted before expiration, but since applications take time, we recommend starting preparations three months before the expiration date.

Point ③: Reliably Fulfill Notification Obligations

As mentioned earlier, companies have various notification obligations.

The following measures are effective for reliably fulfilling these obligations:

• Create notification checklists
• Clearly designate responsible staff
• Create deadline management charts
• Consult with specialists (administrative scriveners)

Point ④: Do Not Take Warnings or Notices Lightly

As in APU’s case, taking warnings or notices from the Immigration Bureau lightly can lead to irreversible situations.

Always check the content of communications from the Immigration Bureau and respond appropriately.

Point ⑤: Leverage Professional Support

Residence status procedures are complex, and laws are frequently revised.

If handling everything in-house is difficult, we recommend leveraging support from specialists such as administrative scriveners.

5. Benefits of Hiring a Certified Administrative Scrivener for Visa Applications

Engaging an administrative scrivener for visa applications offers the following benefits:

Benefit ①: Higher Application Success Rates

Administrative scriveners are specialists in immigration law.

By properly preparing application documents and required materials, they can significantly reduce the risk of denial.

Benefit ②: Save Time and Effort

Visa applications require numerous documents and time-consuming preparation.

By hiring an administrative scrivener, company staff can concentrate on their core business activities.

Benefit ③: Stay Current with Latest Legal Requirements

Immigration laws are frequently revised.

Administrative scriveners constantly stay updated with the latest information and can appropriately respond to legal changes.

Benefit ④: Prevent Problems Before They Occur

Administrative scriveners also support companies in establishing compliance systems for foreign employment.

By receiving advice on fulfilling notification obligations and managing residence status, problems can be prevented before they occur.

6. Understanding the Role of Administrative Scriveners in Japan

For companies new to employing foreign nationals in Japan, understanding the role of a certified administrative scrivener (gyoseishoshi) is essential.

Administrative scriveners are licensed professionals authorized to prepare and submit various official documents on behalf of clients, including:

• Visa and residence status applications
• Immigration-related notifications
• Business registration documents
• Various government permits and licenses

When it comes to immigration matters, administrative scriveners serve as trusted advisors who:

• Navigate complex immigration procedures
• Ensure compliance with Japanese immigration law
• Communicate with immigration authorities on behalf of clients
• Provide strategic advice on immigration planning
• Help companies develop internal immigration management systems

Unlike immigration lawyers in some countries, Japanese administrative scriveners specialize in administrative procedures and documentation, making them particularly well-suited for visa applications and immigration compliance matters.

7. Common Immigration Compliance Mistakes Companies Make

Based on years of experience supporting companies with foreign employment, here are some common mistakes to avoid:

Mistake ①: Assuming All Positions Qualify for Work Visas

Not all job positions qualify for work visas in Japan. The work content must require specialized knowledge, skills, or international experience.

Simple labor or routine tasks generally do not qualify for work visas such as “Engineer/Specialist in Humanities/International Services.”

Before hiring a foreign national, companies should verify that the position qualifies for an appropriate visa category.

Mistake ②: Changing Job Duties Without Updating Visa Status

When a foreign employee’s job duties change significantly, their visa status may need to be updated.

For example, if an employee hired as an engineer (technical work) is reassigned to a sales position (humanities work), this should still fall within the same visa category. However, if the change is more drastic—such as moving to simple manual labor—this could constitute illegal employment.

Always consult with an administrative scrivener before making significant changes to a foreign employee’s job duties.

Mistake ③: Missing Notification Deadlines

Immigration law requires notifications to be submitted within specific timeframes:

• Foreign employment notifications to Hello Work: by the end of the following month
• Notifications to immigration bureau: within 14 days of the relevant event

Missing these deadlines can negatively impact future visa applications and renewals.

Mistake ④: Inadequate Document Retention

Companies should maintain proper records of:

• Employment contracts with foreign employees
• Job descriptions and actual work duties
• Payroll records
• Copies of passports and residence cards
• Correspondence with immigration authorities

These documents may be needed for visa renewals, change of status applications, or in case of immigration inspections.

Mistake ⑤: Failing to Monitor Part-Time Work Hours

Foreign students on “Student” visas are allowed to work part-time with certain restrictions (typically 28 hours per week during academic terms).

If a company employs international students, it must ensure these restrictions are not violated, as doing so could result in visa violations and potentially lead to deportation for the student and penalties for the employer.

8. Building an Effective Immigration Compliance System

For companies regularly employing foreign nationals, establishing a systematic approach to immigration compliance is crucial.

Step 1: Designate a Responsible Person or Team

Appoint a specific person or team to be responsible for immigration matters. This person should:

• Understand basic immigration law requirements
• Maintain a calendar of visa expiration dates and notification deadlines
• Serve as the point of contact with immigration authorities and administrative scriveners
• Conduct regular training for HR staff and managers

Step 2: Create Standard Operating Procedures

Develop written procedures for:

• Pre-employment visa qualification checks
• New hire onboarding for foreign employees
• Periodic visa status checks
• Visa renewal processes
• Job change notifications
• Employee departure procedures

Step 3: Implement a Tracking System

Use spreadsheets or specialized software to track:

• Each foreign employee’s visa type and expiration date
• Notification submission dates and deadlines
• Upcoming visa renewals
• Communication history with immigration authorities

Step 4: Conduct Regular Audits

Periodically review:

• Whether employees’ actual job duties match their visa categories
• Compliance with notification requirements
• Completeness of required documentation
• Currency of employment contracts and job descriptions

Step 5: Maintain a Relationship with a Qualified Administrative Scrivener

Rather than waiting until problems arise, establish an ongoing relationship with an administrative scrivener who can:

• Provide regular compliance guidance
• Review your immigration management system
• Handle routine visa applications and renewals
• Respond quickly when urgent issues arise

9. The Broader Context: Japan’s Evolving Immigration Policy

Understanding the APU incident also requires awareness of Japan’s evolving approach to immigration.

Japan has traditionally had relatively restrictive immigration policies, but this has been gradually changing due to:

• Demographic challenges (aging population and declining birth rate)
• Labor shortages in various industries
• Increasing globalization of the economy
• Recognition of the need for diverse talent

Recent policy changes include:

• Introduction of the “Specified Skilled Worker” visa categories in 2019
• Expansion of eligible industries for foreign workers
• Streamlined procedures for highly skilled professionals
• Enhanced support for foreign residents

However, with these expansions comes increased scrutiny of compliance. The government is simultaneously:

• Making it easier for qualified foreign workers to come to Japan
• Strengthening enforcement against violations
• Requiring more rigorous reporting from institutions and employers

The APU case reflects this stricter enforcement environment. Organizations that fail to meet their obligations face real consequences, even if they have previously had good standing.

10. What the APU Case Means for Your Company

The removal of Ritsumeikan APU from Appropriate Organization status sends several clear messages:

Message 1: Previous Good Standing Does Not Guarantee Future Leniency

APU was a respected institution with a strong track record of international student acceptance. However, this did not protect them from consequences when they failed to meet notification requirements.

Similarly, companies with a history of successful visa applications should not become complacent. Each application and notification must be handled properly.

Message 2: Warning Letters Must Be Taken Seriously

The fact that APU received a warning letter together with confirmation of continued Appropriate Organization status created confusion. However, the warning letter itself was a clear signal that action was needed.

When immigration authorities issue warnings or guidance, companies must respond promptly and thoroughly—regardless of any seemingly contradictory information.

Message 3: The Impact Can Be Significant

For APU, the removal from Appropriate Organization status meant that 100 students could not start their studies on time. This affects not only those students but also:

• The university’s reputation
• Future student recruitment
• Faculty and staff who prepared to teach those students
• The local economy that would have benefited from those students

For companies, similar compliance failures can result in:

• Inability to hire needed foreign talent
• Loss of current foreign employees
• Damage to corporate reputation
• Financial losses
• Potential legal consequences

Message 4: Administrative Processes Matter

Some might view notification requirements as mere paperwork. However, as the APU case demonstrates, these administrative processes serve important purposes and carry real consequences when neglected.

Companies should view immigration compliance not as a burden but as an essential part of human resources management.

11. Practical Action Steps for Companies

Based on the lessons from the APU case, here are concrete action steps companies should take:

Immediate Actions (This Week)

1. Verify all foreign employees’ visa status and expiration dates

• Create or update a tracking spreadsheet
• Identify any visas expiring in the next 3-6 months

1. Review notification compliance

• Confirm all required notifications to Hello Work have been submitted
• Verify all notifications to immigration bureau are current

1. Check for any pending communications from immigration authorities

• Review mail and email for any warnings or guidance
• Respond promptly to any outstanding items

Short-Term Actions (This Month)

1. Designate a responsible person for immigration matters

• Provide necessary training
• Establish clear responsibilities

1. Conduct a job duty review

• Verify each foreign employee’s actual work matches their visa category
• Identify any discrepancies that need to be addressed

1. Consult with an administrative scrivener

• Have your current immigration management system reviewed
• Get professional advice on any areas of concern

Long-Term Actions (This Quarter)

1. Develop or update immigration management procedures

• Document standard processes
• Create checklists and templates

1. Implement a tracking system

• Set up automated reminders for visa expirations and notification deadlines

1. Conduct training

• Train HR staff on immigration compliance
• Brief managers who supervise foreign employees

1. Establish a regular audit schedule

• Plan quarterly or semi-annual immigration compliance reviews

12. Special Considerations for Different Company Sizes

For Small Companies (1-50 employees)

Small companies may have limited resources but can still maintain compliance through:

• Engaging an administrative scrivener for all immigration matters
• Using simple spreadsheet tracking systems
• Designating one HR person to handle immigration issues
• Establishing a relationship with a law firm or administrative scrivener who can provide guidance

For Medium Companies (51-300 employees)

Medium-sized companies should:

• Consider hiring or designating a specialist in immigration matters
• Implement more sophisticated tracking systems
• Develop comprehensive written procedures
• Conduct regular internal audits
• Maintain ongoing relationships with administrative scriveners for complex cases

For Large Companies (300+ employees)

Large companies typically need:

• Dedicated immigration compliance staff or department
• Integrated HRIS systems with immigration tracking capabilities
• Detailed policies and procedures manuals
• Regular training programs
• Both in-house expertise and external administrative scrivener support
• Coordination with global mobility programs

13. The Role of Technology in Immigration Compliance

Modern technology can significantly improve immigration compliance management:

Immigration Management Software

Specialized software can:

• Track visa expiration dates and send automated alerts
• Manage notification deadlines
• Store digital copies of important documents
• Generate reports for auditing purposes
• Integrate with HR systems

Several Japanese and international providers offer such solutions tailored for the Japanese market.

Digital Communication with Immigration Authorities

The Immigration Services Agency has been expanding digital services:

• Online application systems for certain visa categories
• Electronic notification submission
• Online status checking for applications

Companies should familiarize themselves with these digital options as they often provide faster processing and better tracking.

Document Management Systems

Proper document management is essential for immigration compliance. Digital systems can:

• Store passport and visa copies securely
• Maintain employment contracts and job descriptions
• Archive correspondence with immigration authorities
• Provide easy access when needed for applications or audits

14. Conclusion: Proper Immigration Status Management Protects Your Company’s Future

The Ritsumeikan APU case provides important lessons for all organizations working with foreign nationals in Japan.

Key Takeaways:

1. Notification obligations must not be neglected
   Even established institutions with good track records face consequences for compliance failures.
2. Warning letters and official communications require immediate attention
   Do not assume that everything is fine—respond promptly and thoroughly to all immigration authority communications.
3. Professional expertise is valuable
   The complexity of immigration law and the serious consequences of errors make professional support a worthwhile investment.
4. Systematic management is essential
   Ad hoc approaches to immigration compliance create risks. Companies need proper systems, procedures, and designated responsibilities.
5. Proactive management prevents problems
   Rather than reacting to issues, companies should establish strong compliance systems that prevent problems before they occur.

Looking Forward

As Japan continues to welcome more foreign talent, immigration compliance will become increasingly important for companies of all sizes.

The companies that succeed will be those that:

• Treat immigration compliance as a strategic HR function
• Invest in proper systems and expertise
• Build strong relationships with qualified administrative scriveners
• Stay informed about policy changes
• Maintain meticulous records and follow proper procedures

The Human Dimension

Beyond the legal and administrative aspects, proper immigration management is fundamentally about people.

Foreign employees who come to Japan make significant commitments—leaving their home countries, adapting to a new culture, and contributing their talents to Japanese companies.

These employees deserve to work in an environment where their legal status is properly managed, where they can focus on their work without immigration worries, and where their employer takes compliance seriously.

Similarly, companies invest significant resources in recruiting, hiring, and training foreign talent. Protecting that investment requires proper immigration compliance management.

Final Thoughts

The APU case should serve as a wake-up call for all organizations working with foreign nationals in Japan.

Immigration compliance is not merely paperwork—it is an essential business function that protects both the organization and its foreign employees.

If your company employs or plans to employ foreign nationals, now is the time to review your immigration compliance systems. Do not wait for a warning letter or a compliance problem to arise.

As certified administrative scriveners specializing in immigration matters, we are here to help companies navigate Japan’s immigration system successfully. We serve as a bridge between companies and immigration authorities, helping create environments where foreign talent can work with confidence and peace of mind.

Whether you need help with a specific visa application, want to establish comprehensive immigration management systems, or simply have questions about compliance requirements, we are here to support you.

【Related Article】
Original article: Ritsumeikan Asia Pacific University Removed from “Appropriate Organization” Status for International Students
https://news.yahoo.co.jp/articles/97f3020c3e635085bd158f63edeca286d317548b

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