VJU Visitor Registration

1. Visit Type

Select visit type first. Profile and visit details will appear after selection.

Visit Type *

Individual
Single visitor registration

Group / Delegation
Multiple visitors under one submission

Please select Individual or Group first.

2. Visitor Profile

Primary visitor profile for this registration.

Title *

Please select a title.

Full Name *

Please input full name.

Title (Other) *

Please input title detail.

Gender *

Please select gender.

Nationality *

Please input nationality.

Date of Birth

Enter in yyyymmdd format or select from the calendar.

Please input a valid date.

Occupation / Affiliation *

Please select occupation.

Organization *

Please input organization.

Department / Program *

Please input department or program.

Phone Contact Status *

Choose the option that best matches how we can reach you during the visit.

Please select phone contact status.

Phone Number *

For local Vietnam numbers, you may enter the number with or without +84.

Please input phone number.

Email *

Please input a valid email.

Passport Number *

Please input passport number.

Group Members *

For group submissions, add each member profile below in the same order as the individual form: title, full name, gender, nationality, date of birth, occupation / affiliation, organization, department / program, phone, email, and passport. Use this only when all members share the same itinerary.

Maximum 30 members.

Please add at least one complete member profile for group registration.

Would you like to add an additional contact person for notifications? *

Note: Notifications will still be sent to the visitor as well.

No Yes

Title *

Please select a title.

Full Name *

Please input full name.

Organization *

Please input organization.

Department / Program *

Please input department or program.

Phone Number *

Please input phone number.

Email *

Please input a valid email.

3. Visit Details

Date of Arrival and Departure are managed in Hanoi time.

Date of Arrival (Hanoi) *

Please input a valid arrival date.

Time of Arrival (Hanoi) *

Please enter the estimated arrival time (HH:MM).

Date of Departure (Hanoi) *

Please input a valid departure date.

Enter the date shown on your ticket in yyyymmdd format. The input will automatically format after 8 digits. For example, if your flight is on 2026/04/01 at 00:10 or 23:55, enter 20260401. A safety check reminder will be sent at the arrival time, and an overdue alert will trigger if no arrival confirmation is received within 60 minutes.

Purpose of Visit *

Academic Exchange Educational Activities Research Collaboration Conference Official Visit Campus Tour

Others

Please provide detailed information.

Multiple selections are allowed.

Please select purpose.

Programs / Departments to Visit *

FISS — Faculty of Interdisciplinary Social Sciences

Doctor Program

DJS (Doctor's Program in Japanese Studies)

Master Programs

MBA (Master's Program in Business Administration) MAS (Master's Program in Area Studies) MGL (Master's Program in Global Leadership) MPP (Master's Program in Public Policy)

Bachelor Programs

BDGI (Bachelor's program in Global Development and Innovation) BJS (Bachelor's program in Japanese Studies)

Language Education Program

JLE (Japanese Language Education Program)

FATE — Faculty of Advanced Technologies and Engineering

Master Programs

MCCD (Master's Program in Climate Change and Development) MCE/MIE (Master's Program in Civil Engineering / Master's Program in Infrastructure Engineering) MCSE (Master's Program in Computer Science and Engineering) MEE (Master's Program in Environmental Engineering) MNT (Master's Program in Nanotechnology)

Bachelor Programs

BCSE (Bachelor's program in Computer Science and Engineering) BICA (Bachelor's program in Intelligent Control and Automation) ECE (Engineer's program in Civil Engineering) EFTH (Engineer's program in Food Technology and Health) EMJM (Engineer's program in Intelligent Mechatronics System and Japanese Manufacturing) ESAS (Engineer's program in Smart Agriculture and Sustainability) ESCT (Engineer's program in Semiconductor Chip Technology)

Functional Departments

Rectorate Office AO (Administrative Office, HR, PR, IT, etc.) ASAO (Academic and Student Affairs Office) QA (Educational Testing and Quality Assurance Office) R&D (R&D Promotion and Cooperation Development Office) PFO (Planning and Finance Office) VJU Academy

Others

Please provide details for others.

Select at least one program or department.

I confirm that the SIM / phone number has already been registered in the overseas travel management system before updating this registration.

Required when you are updating a phone number after arrival.

Please confirm that the SIM number has been registered in the overseas travel management system.

Main Host(s) at VJU (Email) *

Use comma to separate multiple addresses.

Please input at least one host email.

Travel Information *

No file selected

Upload your travel schedule file (max 15MB). Or enter the details as text.

File size exceeds 15MB limit.

Please input travel schedule information or upload a file.

4. Budget & Additional Information

If there are requests to coordinate, administrators and relevant parties will receive follow-up notice.

Budget Source *

Please select budget source.

Budget Details *

Tokokan Registration Status *

Required when the budget source is JICA.

Please select Tokokan registration status.

Tokokan Note *

Please provide Tokokan status details.

Special Request

Form Feedback

Use this field to report usability issues or suggest improvements to the Visitor Form.

Submission first returns acceptance quickly; completion email may arrive shortly after background processing.

Request Verification Link

Open Visitor Calendar, find the relevant event, and paste its URL here. Before edit/delete, we send a one-time link (15 minutes) only to the recipient you select below.

Calendar Event URL *

Please input calendar event URL.

Send Verification Link To *

Only the selected recipient will receive the access link. Contact Person is available only when one is entered on the form.

2. Apply Verified Access

Use the one-time token delivered to the selected recipient email.

One-time Token ID *

Please input token ID.

Recipient Email *

Please input a valid email.

New Arrival Date (Hanoi) *

Please input a valid arrival date.

New Departure Date (Hanoi) *

Please input a valid departure date.

Travel Information (optional)

For edit or reuse, verified access loads the previous registration into the main form for full editing.

Safe Arrival Confirmation

If you have arrived safely, use this page to notify the registered related parties. For group registrations, the representative link can be used for group arrival, while member links can be used individually.

Message to recipients (optional)

This secure link is one-time use. After confirmation, the registered recipients will receive an arrival notice email.

If you do not have the secure arrival link anymore, ask the registration contact or VJU support to resend the latest confirmation link. Arrival confirmation is available only through the one-time secure link.

Traveller	[Full Name]
Affiliation	[Organization / JICA role]
Arrival	[Arrival date & time]
Departure	[Departure date]
Accommodation	[Hotel / guesthouse]
Purpose	[Program / visit purpose]
Request ID	[Unique ID]

Traveller	[Full Name]
Confirmed by	[Name of person who clicked the link]
Confirmed at	[Date & time]
Request ID	[Unique ID]
Travel Period	[Arrival] – [Departure]

Traveller	[Full Name]
Scheduled arrival	[Date & time]
Contact (local)	[Phone number if registered]
Emergency contact	[Contact person name & phone]
Accommodation	[Hotel / guesthouse]