■ Introduction: A Small Cafeteria Reform That Resonates with Practitioners Like Me

On April 25, 2026, news broke that the student cafeteria at Shimane Prefectural University’s Hamada Campus had begun offering halal menu options. Four dishes—including butter chicken curry and green chicken curry, all prepared without pork or alcohol—are now served on Mondays, Wednesdays, and Fridays, with a daily limit of five servings each.

At first glance, this might seem like a minor reform at a regional university. From my perspective as an administrative scrivener (gyoseishoshi) specializing in visa and residence status applications, however, this story carries important implications—not only for companies in Japan that employ foreign nationals, but also for practitioners like myself.

I have long believed that the work of a gyoseishoshi is not merely about preparing documents. Our true role is to support the realization of each client’s life and goals. Reading this article reaffirmed that conviction, so I wanted to share my own perspective.

■ Background: Students Took the Initiative That Moved the University

According to reports, Shimane Prefectural University’s Hamada Campus had long welcomed students from regions with significant Muslim populations, including the Ningxia Hui Autonomous Region in China. Despite this, halal options had not yet been introduced, primarily due to operational complexity.

One Muslim student remarked that the only items they could eat in the cafeteria were fried chicken set meals and udon noodles. A graduate student spent ten minutes each lunch break returning to his dormitory to cook. Most strikingly, one student reportedly took a six-month leave of absence during the first year of study, citing food-related stress as a key factor.

The turning point came when eight students in an International Relations seminar learned of these struggles and decided to investigate. They visited cafeterias and restaurants at other universities, examined permitted seasonings and serving methods, and presented their findings to the university administration and food service operator. With cooperation from the alumni association covering part of the ingredient costs, halal menu service began in April.

What I find most important here is that the students did not stop at saying “we are in trouble.” They went out, researched how it could realistically be done, and brought concrete proposals back to the institution. This is exactly the attitude I always encourage in my own clients: even when the system or operational realities cannot be bent, we should think proactively about how to make things work within those constraints.

■ The Visa Is Not the Goal—It Is the Starting Line of a Life in Japan

In my daily practice advising companies on foreign hiring, I find that most executives and HR managers focus on a single question: “Will the work visa be approved?” or “How long until the Certificate of Eligibility is issued?”

These are, of course, legally indispensable steps. Errors or omissions in documentation can result in denial, derailing the entire recruitment plan. I never compromise on getting these procedures right.

But I always tell my clients: obtaining a visa is not the finish line of recruitment. It is the starting line of a person’s life in Japan. This story highlights the reality beyond the visa. The fact that a student was forced to take a leave of absence due to food-related issues mirrors what happens in workplaces across Japan every day.

I often hear from companies, “The visa was approved, but the employee left within a few months.” The paperwork was perfect, yet the person never settled in. This is an unfavorable outcome for both the company and the individual. This is why I see myself not as a paperwork agent, but as a partner who works alongside clients well beyond the document stage.

■ Commonly Overlooked Daily-Life Challenges for Foreign Workers

Below are key challenges I have repeatedly encountered when supporting companies that hire foreign nationals.

【1】Dietary Considerations Halal requirements for Muslims, beef avoidance for Hindus, vegetarian and vegan preferences—dietary restrictions rooted in religion, culture, or health are diverse. Consideration is required not only in cafeteria menus but also in company gatherings and business meals with clients. There is no need to aim for perfection. Starting small with what is feasible is more than enough.

【2】Prayer and Religious Observance Muslims pray five times a day. Each prayer is brief, but a quiet space is required. Allowing the use of a corner of a meeting room can provide significant peace of mind. Adjustments during Ramadan also deserve consideration.

【3】Housing Support Even today, foreign nationals in Japan are sometimes denied rental contracts. Companies can help by providing employer-leased housing, partnering with guarantor companies, or referring trusted real estate agents.

【4】Japanese Language Support The Japanese proficiency required varies by role, but providing simplified Japanese manuals, English or native-language versions, and ongoing language training opportunities can significantly improve retention.

【5】Family Members and Their Residence Status Concerns about a spouse’s status of residence, children’s education, and access to international schools or Japanese-language support are major factors in long-term retention. I also consider the life design of the entire family with my clients.

■ Building a Reception Plan in Parallel With Visa Applications

When clients consult me about visa procedures, I also make it a point to discuss their post-hiring reception plans. Even flawless paperwork has little value if employees cannot settle into their new environment.

I recommend reviewing the following items with each client:

  • The new hire’s country of origin, religion, and cultural background
  • Dietary considerations (cafeteria, gatherings, business trips)
  • Housing assistance arrangements
  • Japanese language training and workplace communication support
  • Career pathway, including future renewal of residence status and pathway to permanent residence
  • Plans for family accompaniment and necessary support

These are not legal requirements under the Immigration Control Act, but they directly affect employment stability during the contract period and strengthen the company’s track record at the time of residence status renewals. Just as I commit myself to delivering results, I also ask my clients to commit to results. That is why I prefer to design both the entry and exit of the process together.

■ Key Categories of Status of Residence for Foreign Employment

Below is a brief overview of the main residence statuses relevant to foreign hiring in Japan.

【Engineer / Specialist in Humanities / International Services】 This category covers white-collar roles such as engineers, interpreters, and international business professionals. Educational background or relevant work experience is required.

【Specified Skilled Worker (Type 1 and Type 2)】 This category is designed for sectors facing labor shortages, including nursing care, food service, lodging, construction, agriculture, and fisheries (subject to legislative updates).

【Highly Skilled Professional】 A points-based system offering preferential treatment for highly qualified professionals, including longer periods of stay and an accelerated path to permanent residence.

【Intra-company Transferee】 For employees transferred from overseas affiliates.

【Business Manager】 For those managing or operating a business in Japan.

Each category has distinct requirements and documentation requirements. Filing under the wrong category, or with incomplete documents, can lead to denial and significant delays. In my experience, the most effective approach is to consult a qualified specialist as early as possible.

I should also note that I am honest with clients when a case is unlikely to succeed. Pursuing a case that is unlikely to be approved would not serve the client’s interests. That said, even for cases that appear gray on the surface, knowledge and experience often allow us to bring them closer to a successful outcome. I’d rather work through those possibilities together than decline the matter too quickly.

■ Why “Dialogue and Investigation” Matters

What stands out in this story is that the halal menu was introduced not through a vague request, but through proactive investigation and a concrete proposal by students. The university itself acknowledged that earlier requests had not been accompanied by the kind of substantive research needed to overcome operational hurdles.

The same dynamic applies in corporate settings. When a foreign employee voices a concern, dismissing it as “operationally difficult” simply closes the door. But when HR or supervisors join the employee in researching how change might be possible—and implement even small, concrete improvements—organizational culture can genuinely shift.

This is, in fact, the same attitude I bring to my own work. The system itself cannot be bent. But within its framework, there is always room to think creatively about solutions with the client about how to make things happen. That is my role.

■ A Message to Foreign Nationals Living in Japan

If you are a foreign national living in Japan, please do not face your concerns alone—whether they relate to daily life, work, residence status renewals, or bringing family members to Japan. As this story illustrates, situations can change when concerns are openly discussed.

Procedures related to residence status are particularly time-sensitive. Missing a deadline can lead to serious disadvantages. For renewals, changes of status, permanent residence applications, naturalization, or dependent visa applications, please consult a qualified administrative scrivener or other professional as early as possible.

I aim to stay close to your background and to the inconveniences you face in daily life here. My role is not simply to handle paperwork, but to walk alongside you toward the realization of your dreams and goals. This is also why I see supporting foreign nationals as more than a profession—it is a sense of mission I carry.

■ A Message to Business Owners and HR Professionals

Hiring foreign talent is no longer the domain of large enterprises alone. For small and mid-sized companies, and for businesses in regional areas, attracting talent across borders has become a key strategy for sustainable operations.

That said, obtaining a visa is only the beginning. Losing a carefully recruited employee due to inadequate daily-life support represents a loss for both the company and the individual.

Shimane Prefectural University began with just five servings a day. Perfection is not necessary. The willingness to “start small with what is possible” is, in my view, the first true step toward building a multicultural workplace.

And one more thing. In an age where general information is freely available through AI and online searches, what is needed is not a generic answer, but a response tailored to your specific company, your specific candidate. Each situation is unique. That is precisely why I focus on individually optimized proposals rather than one-size-fits-all advice.

■ Conclusion: Legal Procedures and Workplace Care Must Move Together

To summarize:

  1. Shimane Prefectural University’s Hamada Campus introduced halal menu options thanks to student-led research and proposals.
  2. Dietary issues directly impact retention and well-being—both in academic and corporate contexts.
  3. A visa is not the goal of recruitment; it is the means by which a person’s life in Japan begins.
  4. Food, prayer, housing, language, and family support all influence retention.
  5. Considering post-hire integration planning alongside the visa application stage is essential.
  6. Proactive investigation and concrete proposals are what move organizations.
  7. What is needed today is tailored support, not generic answers.

Our office supports a wide range of procedures, including Certificates of Eligibility, residence status renewals and changes, permanent residence applications, naturalization, dependent visas, and Certificates of Authorized Employment. Beyond paperwork, we also assist with corporate reception system design and daily-life consultations for foreign nationals in Japan.

Whether you are a company beginning to hire foreign talent, an employer seeking to improve your existing environment, or a foreign national hoping to live and work in Japan with peace of mind—please do not hesitate to reach out. I would be honored to walk alongside you on the path to realizing your dreams and business goals.

Note: This article is for general informational purposes only and does not constitute legal advice. For specific cases, please consult a qualified professional.

▼Reference: https://news.yahoo.co.jp/articles/afbe60006716159cc6bc9fc6a0358ba6708439aa

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