2 Consular Service and Assistance for Japanese Living Overseas

(1) Improving Consular Service and Promoting Digitalization

A Improving Consular Service

With the aim of providing quality consular services to Japanese nationals overseas, MOFA conducts a yearly questionnaire survey on services such as consular staff's attitudes in over-the-counter and telephone Responses, as well as work implementation status at diplomatic missions overseas. The survey conducted in December 2023 covered 138 diplomatic missions overseas and received valid responses from 15,970 people. The survey results suggested that respondents were for the most part satisfied with the level of consular services provided by diplomatic missions overseas. Nevertheless, some respondents also submitted views that consular staff showed insufficient concern and understanding for users' situations, including that staff seem to adopt matter-of-fact attitudes and terms of speech. MOFA takes such user feedback seriously, and will continue its efforts to enhance services and make improvements so as to provide better consular services that are oriented to the perspective of its users.

B Promoting Digitalization

In order to improve user convenience and streamline consular work processes, MOFA has been working to digitalize consular procedures such as expanding online application for consular services and online payment for consular fees. Specifically, the Ministry began accepting online application for passports, certificates, and visas, and online payment for these consular fees by credit card from March 27 (See the Column on this page). The number of Japanese diplomatic missions overseas and procedures for which online application is available have been gradually expanded, and on July 10, 2023, online credit card payment for online application has been enabled in principle at all Japanese diplomatic missions overseas. In addition, the Consular Digital Transformation Division was established on April 1 within the Consular Affairs Bureau of MOFA in order to accelerate these initiatives. MOFA intends to strengthen the consular policy implementation structure by creating an environment in which consular officers can focus on work in which human response is critical, such as protecting Japanese nationals, by means of digitalizing consular work.

As well as providing protection for Japanese nationals overseas, the Ministry of Foreign Affairs (MOFA) is in charge of consular services such as issuing passports, certificates, and visas. The importance of those services has only grown with revitalization of cross-border travel since the COVID-19 pandemic subsided. Given this situation, MOFA has been working to digitalize consular services from the perspective of improving their convenience and streamlining work processes.

On March 27, MOFA launched an online application for passports, certificates, and visas, as well as credit card payment for these consular fees. Online application removes the need to visit an office, alleviating the burden for those living in remote areas. The application is also available at any time, making procedures more suited to each applicant's circumstances. At the same time, credit card payment is now also available when applying online, saving the trouble of bringing cash. The applicable procedures, as well as the prefectures and diplomatic missions overseas where online applications are available, are still limited, but will be gradually expanded.

This column introduces the application process, taking the example of online passport application. A staff member of the Passport Division, Consular Affairs Bureau of MOFA actually renewed his passport online, with help from Passpo-kun, Japan's passport mascot character.

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This summer vacation, Passpo-kun and I are going to Palau, to see the beautiful ocean there.

I got my swim ring and swimsuit ready, and was reading a guidebook I just bought. It said that you would need at least six months' validity on your passport to enter Palau. I thought I'd better check my passport just in case - but I found it only has about three months left.

Oh no! I wouldn't be allowed to get on the plane due to my passport validity! If that happened, all my preparation would be for nothing. I quickly looked into the procedures on the MOFA and passport office websites. It looks like I can now renew my passport online.

Passpo-kun's passport had nearly expired too. I got in touch with him online to plan our trip, and we applied for renewal together. If you have your valid passport, Individual Number Card (when applying in Japan), and a smartphone, you can apply anywhere, anytime.

I activated the MynaPortal app, and selected apply for or renew passport. I checked what I needed and the application process, and answered each of the questions.

The app uses the smartphone's selfie camera to take your passport photo, and the built-in guide made it easy to get the face size right. You can also upload your own digital photo, but apparently there are limits to file formats and sizes. I was glad that online application saved me the hassle and cost of going to get my passport photo taken.

Next, I uploaded my signature image, and read in the data from my current passport. I inputted the necessary information, checked where I would pick up my new passport and when it would be issued, and it was done. Usually, you can pick up your passport in four to six days.

I was a little nervous as it was my first time using the online application, but it was so easy that I didn't have to take time off work during the weekday and queue up at the passport office! I was really relieved when all the procedures were completed.

I got a notification on MynaPortal five days later. After entering my credit card information online in advance, the card payment was finalized at the passport office¹, and I got my passport! I made my airplane ticket and hotel bookings, and I was good to go to Palau without any problems. I had a great time on holiday, while taking care not to lose my passport.

I'll keep my passport nice and safe, and look forward to my next trip.

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• 1 This service is gradually being rolled out by prefecture (as of December).

(2) Passports: Maintaining trust, enhancing convenience and making administrative tasks more efficient

In 2023, border and movement restrictions which had been imposed due to the COVID-19 pandemic, were eased in many countries, and the number of travelers and students overseas gradually recovered. At the end of 2023, the number of passport applications was returning to pre-pandemic levels. The number of passports issued in 2023 was 3.53 million, a 158.3% increase compared to 2022.

The online application system for passports, which began on March 27, 2023, is available in principle when applying to renew passports in Japan. Application can be done via the Individual Number Portal website. Overseas, application is available from the ORR (Overseas Residential Registration) net online application system. Online application removes the burden for applicants to appear at a service counter in person. They can take the photos of their face and signature and upload them via a smartphone or other digital device. As of the end of 2023, approximately 31% of applicants for passport renewals in Japan used the online application. In addition, credit card payment for passport fees is now available in principle at all diplomatic missions overseas via online application, and is also being gradually implemented at prefectural passport centers. Moreover, MOFA is working on preparations to make referring to electronic family register certificates possible from FY2024 through linkage with the Ministry of Justice's Family Register Information Linkage System. This will enable online application for new passports that currently require submission of a copy of a family register at the counter in person or by post.

Measures taken in 2020 such as upgrading the functions to prevent unauthorized reading of personal information contained in passport IC chips as well as adding the designs of the “Thirty-six Views of Mount Fuji” by Katsushika Hokusai to the visa pages have made passports more resistant to forgery and alteration. However, unauthorized obtaining of passports by impersonating others continues to occur.² MOFA is upgrading measures to prevent unauthorized obtaining of passports by impersonation and obtaining multiple passports by introducing facial verification systems and verifying people's identities such as through in-person issuing. Looking ahead, MOFA will consider ways to further increase the trust of Japanese passports by making them more resistant to forgery and alteration based on the criteria considered at the International Civil Aviation Organization (ICAO), which sets international standards for passports.

MOFA will continue to engage in maintaining the trust of Japanese passports while enhancing convenience for applicants and making passport administration more efficient.

• 2 Known cases of unauthorized obtaining of passports by impersonation were as follows: eight in 2019, three in 2020, three in 2021, three in 2022, and five in 2023.

(3) Overseas Voting

The overseas voting system allows Japanese voters living overseas to vote in national elections. In order to vote through the overseas voting system, it is necessary to be registered in advance on the overseas voter directory managed by the election board of the city or town government and to obtain overseas voter identification. Starting in June 2018, in addition to the conventional method of applying through a diplomatic mission overseas after moving there, Japanese nationals can now apply at their municipal service counter at the same time as filing their notice of moving overseas. As a result, there is no longer a need to appear in person at a diplomatic mission overseas after moving outside Japan, which simplifies procedures. Voters can vote by choosing one of the three methods of voting, a) voting at diplomatic missions overseas, b) voting by mail, or c) voting in Japan.

The diplomatic missions overseas have been making efforts to spread the overseas voting system and to increase the number of registered voters by publicizing the overseas voting system to the territories under their jurisdiction and carrying out a visiting service for the registration of Japanese nationals living in remote areas. When elections are held, diplomatic missions overseas also handle overseas voting procedures, including advance PR activities. In 2022, for the 26th regular election of the House of Councillors, voting at diplomatic missions overseas was conducted for the 16th time involving 234 diplomatic missions and offices. In addition, the Act on National Review of Judges of the Supreme Court was partially revised (taking effect on February 17, 2023) and an Overseas Nationals Review System was established, enabling Japanese nationals residing overseas to exercise their right to review in the national review. In 2024, MOFA will continue its PR and other activities to increase the number of registered voters and promote voting at diplomatic missions overseas.

(4) Assistance for Japanese Nationals Living and Engaging in Activities Overseas

A Japanese Schools and Supplementary Education Schools

Education for children is one of the major concerns for Japanese nationals living abroad. Based on the Act Concerning the Promotion of Education at Overseas Japanese Educational Facilities, which was approved and took effect in 2022, as well as the spirit of the Constitution of Japan, MOFA cooperates with the Ministry of Education, Culture, Sports, Science and Technology (MEXT) etc. to provide assistance to Japanese Schools (assistance for school building rental fees, remuneration for locally-hired teachers and instructors, safety measures expenses, etc.) so that the overseas school children at the age of compulsory education in Japan can receive a level of education equivalent to that in Japan. MOFA also provides the same level of assistance for Japanese Schools to Supplementary Education Schools (educational institutions established to maintain children's academic ability, such as Japanese language proficiency) mainly in areas where overseas Japanese educational facilities are not located.

In collaboration with MEXT, in April 2023 MOFA formulated the Basic Policy for Comprehensive and Effectively Advancing Measures Related to the Promotion of Education at Overseas Japanese Educational Facilities based on the Act Concerning the Promotion of Education at Overseas Japanese Educational Facilities.

B Medical/Health Measures

MOFA gathers information on outbreaks of infectious diseases overseas and provides information to a broad audience through the Overseas Safety website, websites of diplomatic missions overseas, emails, and other means. Furthermore, in order to provide health advice through consultations to Japanese nationals residing in countries where the medical situation is poor, MOFA dispatches medical teams with the cooperation of domestic medical institutions. MOFA also organizes health and safety lectures by medical specialists for regions where infectious diseases or air pollution are becoming serious issues.

C Responses to Other Needs

In order to eliminate the complexity of various procedures for Japanese nationals living overseas (such as converting Japanese driver's licenses, obtaining residence/work permits) and to make living abroad more comfortable, MOFA continues to engage with the authorities in the respective countries where Japanese nationals reside.

For example, when converting driver's licenses issued in foreign countries to Japanese driver's licenses, all persons with driver's licenses issued in a foreign country are exempted from taking certain sections of the Japanese driver's license examination (theory/practical), when it has been confirmed that they have no problems with driving vehicles. On the other hand, as it is mandatory for Japanese nationals to take driving tests when converting Japanese driver's licenses to local licenses in some countries and states, MOFA is calling for those countries to simplify the procedures for license conversion to the same degree as in Japan.

MOFA also supports victims of atomic bombings living overseas in applying for the authorization of Atomic Bomb Diseases and for the issuance of Health Check Certificates, via diplomatic and consular missions.

Furthermore, MOFA is working to address issues of loneliness and social isolation among Japanese nationals residing overseas by liaising with NPOs in Japan to provide detailed assistance for individual cases.