International students
Residence deadlines, work hours and attendance, from everyday records.
Residence-card and passport deadlines, renewal applications, permitted work hours, attendance, support cases and letters to students — the international office’s work at universities, vocational schools and Japanese-language schools, on one record per student with deadline reminders.
How it flows
I01 Register the residence card and passport
International office
Number, expiry, status
I02 Remind 90, 60 and 30 days ahead
Classio
Student and staff
I03 Apply for renewal
Student
At the immigration bureau
I04 Record the application date
International office
Becomes “renewal pending”
I05 Record weekly work hours
International office
Over the limit opens a case
I06 Produce lists and letters
International office
The school files notifications
Who acts, in what order. The “Classio” row is what the system does by itself.
What international student management means in Classio
It means knowing each international student’s enrolment, attendance and residence status, so the school can guide students and prepare the notifications and reports it makes. Classio keeps residence-card deadlines, work hours, attendance and support cases on each student’s record and reminds the student and staff as deadlines approach. Applications and notifications themselves are made by the school and the student.
Last updated: October 26, 2026
Registering residence cards and passports, and tracking deadlines
Register the card number, the expiry of the period of stay and the residence status. The status is worked out from the expiry date every day: valid, expiring (within 90 days), expired, renewal pending, or past the estimated special period.
When the student applies for renewal, record the application date. An application made before expiry shows “renewal pending” with the estimated end of the special period. Registering a new card number keeps the previous card as history.
Every morning at 9:00 (Japan time), the student (in Japanese and English) and staff are reminded about cards and passports that reach 90, 60 or 30 days before expiry.
Residence cards: the status is worked out from the expiry date every day
- Expired, within 90 days and renewal pending — click to filter
- Renewal pending shows the application date and estimated special period
- Card numbers are masked
Recording permitted work hours and finding weeks over the limit
Students with “Student” status may work up to 28 hours a week under their permission, or up to 8 hours a day during the school’s long vacations. Staff record the combined hours from every workplace, week by week.
Hours over the limit are flagged before saving; saving them opens a high-priority work-hours support case due in seven days. Classio records and flags — it does not stop anyone working or decide on permissions.
Work hours and the weeks over the limit
- 28 hours a week, or 8 hours a day in long vacations
- Weeks over the limit and the students most often over
Following attendance changes and support cases
Support cases can be created in one go for enrolled international students whose stay expires within 90 days or has expired (renewal pending excluded), who have no registered card, or whose attendance over the last six months is below the school’s threshold.
Each case has an owner, a due date and a priority; staff record what was done and when to check next, then close it. New cases notify the owner and the international office — never the student.
Approved-absence requests for international students cannot be approved until the international office has checked them. Attendance itself is the same record as the attendance page.
Letters to students and lists for preparing notifications and reports
Expiry reminders, attendance letters and withdrawal letters are produced as side-by-side Japanese and English PDFs, for up to 50 students at a time.
Card and passport deadline lists (CSV), a monthly enrolment list (CSV) and a monthly attendance report (PDF) are available. The monthly list is an internal record for preparing reports, not a submission form.
Downloads are logged. Documents that need an approval chain are produced in the immigration and regulatory forms area.
Deadline lists and the monthly enrolment list
- Downloads are logged
- Students with expiring or expired documents (CSV)
- The monthly list prepares reports; it is not a submission form
When things are not straightforward
- A student takes on another job
- Record the combined hours from every workplace. A new entry for the same student and week replaces the old one.
- A card was registered by mistake
- Cancel it with a reason. The reason is logged, and the newest remaining card becomes current.
- Permanent residents and others outside residence management
- Mark the card as out of scope and it leaves the deadline checks.
- No new card two months after expiry
- The card is shown as past the estimated special period.
How it differs by kind of school
- Universities and junior collegesThe international office and academic affairs share one student record for status, attendance and grades.Universities
- Vocational schoolsAcademic staff and the international office split attendance and work-hours checks.Vocational schools
- Japanese-language schoolsProcedures specific to accredited Japanese-language institutions, such as the periodic report, are covered on that page.Japanese-language schools
Sources
Regulatory statements follow the scope of the cited documents. External documents do not certify Classio’s behaviour or compliance.
- ISA: Residence status “Student” — Permitted activities and periods of stay; distinct from a visa
- ISA: Permission for activities outside Student residence status — Section 1, blanket permission: 28 hours/week; up to 8 hours/day during institutional long vacations; check individual permissions separately
- Immigration Control and Refugee Recognition Act (e-Gov) — Article 19-17: notifications by the accepting institution (a duty to make efforts)
Sources checked: October 18, 2026
Which plans include it
International student management is part of PROFESSIONAL for vocational schools, Japanese-language schools and universities (from ¥69,800/month excl. tax, with 300 students and three campuses included).
See pricingWhat it does not do
- Reading the residence card’s IC chip is not offered at present; card details are entered on screen.
- Classio does not file applications or notifications with the Immigration Services Agency or judge residence status; the school and the student do.
- Lists and reports are for preparation; they are not the submission forms themselves.
Start from how you work today
Try the international office screens in the demo.
No registration: three minutes with sample international students in residence cards, work hours and forms. Tell us how you track residence deadlines today and we will suggest how to move them over.