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Participant Requirements - Kyoto Required Materials








I. Certificate of Eligibility (COE) Application Form

  1. Read COE Application Instructions carefully: COE Application Instructions
  2. Complete COE Application Form: COE Application Form
  3. Save the form as LASTNAME_FirstName.xls and email to as an attachment before the Required Materials Deadline

II. BOSP Materials:

Passport Scan

Every BOSP participant must have a signed passport that is valid for at least six months after the scheduled return date from the overseas program.

Please scan the passport information page that includes the page with your biometric information and signature. For non-US citizens with passports that have the biometric data on one page and signature on another, please copy them so that both appear on one page.

Upload the scanned passport information page to the online application system. If you did this when you accepted your spot in the program, you’ve fulfilled this requirement. If you did not, you need to upload it to your profile. Go to, login, go to the Profile link on the left-hand navigation bar and scroll to the bottom of your profile. Upload a jpg file.

Passport Photos

How many? 6 TOTAL. Submit 5 to BOSP with your name and “Kyoto” written on the back of each. Keep the (1) 2”x2” passport photo for your visa application.

Quality and size? See photo composition guidelines

Where to purchase photos?
On campus - Bechtel International Center
Off campus - Keeble & Shuchat Photography, 290 California Ave, Palo Alto, CA

Digital Photo

Scan the 2”x2” passport photo (see formatting guidelines above) and upload it to your profile (see instructions above to navigate to your profile). The digital image must be a jpg file.

Online Orientation Form

Go to, login and click on the Orientation Form in the upper right-hand corner. This form will collect information concerning contact info, housing and preliminary course interests.

Please note that once you’ve submitted the online orientation form you cannot access it again to make revisions. If you wish to begin the form and complete it at a later time, please press save.

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