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Create these from Documents & bulk (帳票・一括) and from Documents (書類) on Attendance & risk (出席・退学リスク) in International student support (留学生支援). Downloading needs the export permission, and each download is kept in the audit log. Regular reports to immigration are made in Immigration reports (入管・規制帳票), which has an approval flow.
Letters to students
Letters are PDFs with Japanese and English side by side. They state the school's records and public procedures (such as renewing a period of stay) only.
| Letter | Content | Who can get one |
|---|---|---|
| Period-of-stay notice | The end date and how to renew (or the grace period when a renewal is applied) | International students with a registered residence card |
| Attendance notice | This year's attendance (authorized absences excluded) and the school's standard | Enrolled international students |
| Withdrawal notice | The recorded withdrawal (or removal) date and the 14-day notification | Students whose withdrawal or removal is complete with a date |
Letters to students in bulk creates letters for up to 50 students at once. Students who can't get one are listed with the reason.
Enrolment and residence status report
A PDF for one student with enrolment status, status of residence, the residence card number, this year's attendance, recent work hours and open cases. It shows the full card number, so downloads are logged. Create it from Documents on Attendance & risk or from a case.
Lists and reports
Residence card and passport expiry list (CSV): students whose card or passport expires within the chosen days or has expired
Monthly enrolment list (CSV): international students enrolled during the month, with status at month end, status of residence and attendance. A school record for preparing reports. Create and keep saves it; saving the same month again asks first. Saved lists are whole-school records, so only staff who cover every campus save and open them (staff limited to some campuses use Save CSV)
Monthly attendance report (PDF): monthly attendance of enrolled and on-leave international students and how many are below the standard
Ask students for documents
Administrators and International office staff can send a request to up to 200 international students. Japanese text is required; with English text, students who use another language get the English. After sending, the screen shows how many were sent, how many accounts are inactive and how many were not eligible (not international, or outside your campuses).
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