In this article
An officially excused absence (公欠) is an absence for a reason the school accepts, which is counted as attended. Administrators and academic administrators approve and reject. Teachers can create and view requests for students they teach, their homeroom and members of clubs they advise, and the International office checks requests for international students. The list of requests can also be viewed in the Excused absences tab of Academic operations (学務オペレーション).
The flow
Every request is created in Excused absences (公欠申請) by a teacher or administrator. For international students there is one extra step before approval.
| Student | International office check | Approve or reject |
|---|---|---|
| Not international | Not needed | Administrator or academic administrator |
| International | Needed (Confirm as international office, 留学生担当として確認) | After the check, administrator or academic administrator |
A request for an international student cannot be approved until the International office has checked it. It can be rejected before the check.
What the list shows
| Label | Meaning | Next |
|---|---|---|
| In review (審査中) | Not approved or rejected yet | An administrator or academic administrator reviews it |
| Awaiting international office (留学生担当確認待ち) | An international student's request not yet checked | The International office checks it (it cannot be approved until then) |
| Checked by international office (留学生担当確認済み) | The International office has checked it | An administrator or academic administrator reviews it |
| Approved (承認済) | Counted as attended | Nothing (if it was a mistake, Undo approval) |
| Rejected (却下) | Not accepted as an excused absence | Nothing (the student and guardians are notified) |
| Cancelled (取消) | The approval was undone; attendance records are back to what they were | Nothing |
Create a request
Open Excused absences (公欠申請) in the Attendance (出席) area and press New request (新規申請).
Choose the Student (学生) and enter the Start date (開始日) and End date (終了日).
Choose the Reason category (事由カテゴリ): extracurricular activities or clubs, school events, medical care or hospital visits, bereavement (忌引き), natural disasters or transport delays, official exams or qualification tests, internships, or other.
If needed, add more information in Details (詳細理由), then press Create request (申請を作成する).
Check requests for international students (International office)
Requests for international students show Awaiting international office (留学生担当確認待ち), and the International office is notified when one is created. In Excused absences, the International office can see only the requests for international students.
On a row showing Awaiting international office, press Handle (対応する).
Enter a Comment (optional) (コメント（任意）) if needed, and press Confirm as international office (留学生担当として確認).
The label changes to Checked by international office (留学生担当確認済み), and administrators and academic administrators can now approve it.
Administrators can also use Confirm as international office.
Review requests (Administrator, Academic administrator)
Check the requests under review in Excused absence requests (公欠申請一覧). Requests under review are shown at the top.
Press Handle (対応する) on the row and enter a comment if needed. A comment is required to reject.
Press Approve (承認) or Reject (却下). If the request could not be processed, the reason is shown on screen. Any comment you entered is kept.
What changes on approval
Absent (欠席) and Sick (病欠) records already entered for the request period change to Excused absence (公欠) and count as attended. Present (出席), Late (遅刻) and Left early (早退) records do not change.
Records for which monthly attendance certification is complete do not change.
If, after approval, a class in the request period is saved as absent or sick in Attendance records (出席記録) or Academic operations, it automatically becomes an excused absence (counted as attended).
Who is notified
When a request is created: for an international student, the International office gets a push notification. No notification is sent for other students; administrators and academic administrators check the Excused absences list.
On approval: the student and guardians get "公欠が承認されました" (excused absence approved) with the period in their notification center, and also by LINE or push notification (email if LINE cannot reach them; depending on notification settings). The notification opens the student's own Attendance records.
On rejection: the student and guardians are told it was not approved and to ask the homeroom teacher. The rejection comment is not sent; only staff see it.
When an approval is undone: the student and guardians are told the approval was undone. The reason is not sent.
Undo an approval (Administrator, Academic administrator)
If a request was approved by mistake, you can undo the approval.
In Excused absence requests (公欠申請一覧), press Details (詳細) on the approved request.
Under Undo the approval (承認の取り消し), enter the reason and press Undo approval (承認を取り消す).
Press Undo (取り消す) to confirm.
The attendance records this excused absence changed go back to what they were before approval (absent or sick, with the absence category). Records changed before 6 October 2026 have no stored status and go back to Absent (欠席).
The request becomes Cancelled (取消), and the reason is kept in the audit log.
It cannot be undone while any of the records is in a monthly-certified month; reopen that month's certification first.
A request for an international student cannot be approved until the International office has checked it. The approve button is disabled and the reason is shown.
While any excused absence request for a month is still under review, monthly attendance certification for that month cannot be completed. Finish reviewing before certification (Monthly attendance certification).
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