From reporting an absence to booking a make-up lesson

If you will miss a lesson, reporting the absence in advance lets you book a make-up lesson (振替, retaking the lesson on another day) under the course's rules. This article explains the steps for guardians and students, and what the school does.

Steps for guardians and students

1. Open Bookings & make-ups (予約・振替). You can also start from Report absence (欠席連絡) on the next lesson in Today (今日のようす) on Home.

2. Press Report absence (欠席連絡) on the lesson you will miss.

3. Choose a reason (illness, school event, family reasons or other) and, if you like, enter a short message for the teacher or school.

4. Check whether a make-up is available, as shown on screen, and press Report absence (欠席を連絡する).

5. If a make-up is available, the Make-up (振替) column shows Make-up available (振替できます). Press Book make-up (振替を予約), choose an open date and time, and press Book this time (この日時で予約する).

Arriving late or leaving early

If your child will arrive late or leave early, send a late or leaving-early notice instead of an absence. The lesson is not an absence, so the lesson count and make-ups do not change.

1. In Bookings & make-ups (予約・振替) or Today (今日のようす) on Home, press Late / leaving early (遅刻・早退) on that lesson.

2. Choose Arriving late (遅刻) or Leaving early (早退). For arriving late, pick an estimate such as About 15 min (15分ほど) or enter the arrival time; for leaving early, enter the leaving time. The time must be within the lesson.

3. Choose a reason and press Send (連絡する). The teacher is notified, and the notice appears on the student's row in Today's classroom (教室の今日).

Once sent, the lesson shows a line such as Late: arriving 18:30 (遅刻連絡 18:30着). Sending again updates the time, and the school checks it again. Notices sent by LINE are shown the same way (Reporting an absence, late arrival or early leaving in a LINE message). After a late notice, the no-arrival alert waits until the expected arrival time has passed.

Make-up rules

The school sets make-up rules for each course, and they are shown at the top of the Bookings & make-ups screen.

• Absence notice deadline: a set number of minutes before the lesson starts, or up to the start. Notices after the deadline are still accepted as absences, but are not eligible for a make-up.

• Make-up deadline: book within a set number of days from the day of the absence. After that, it becomes Make-up expired (振替期限切れ).

• Monthly and term limits: there may be a limit on make-ups per month or per term (April–September, October–March). Once a limit is reached, further absences in that period are not eligible for a make-up.

• Make-up lessons you can choose: depending on the course, you choose from the same teacher's lessons, or from any lesson with space. For classes, other classes of the same course with a free seat are offered too. A learner who reports an absence gives their seat back, so others can use it for a make-up.

Guardians can also report by writing to the school's LINE account, for example "absent tomorrow" (Reporting an absence, late arrival or early leaving in a LINE message).

• Some courses do not offer make-ups.

What the school does (Absences & make-ups)

1. Open Absences & make-ups (欠席・振替). You can filter by Not checked (未確認), Waiting (振替待ち), Make-up booked (振替予約済み), Expiring soon (期限が近い), Closed (終了), From LINE (LINEから), Late / early (遅刻・早退) and All (すべて), and search by student name or furigana.

2. Press Handle (対応する) on the row, check the message, and press Mark as confirmed (確認済みにする). You can also mark it confirmed from Classroom today (教室の今日).

3. To book on a family's behalf, use Book make-up for the family (振替を代理予約).

4. If there are special circumstances, enter a new make-up deadline and a reason in Extend / exception (期限延長・例外) and press Set deadline (期限を設定する). The reason is kept on record. If you allow an absence with no make-up entitlement as an exception, one lesson is added back to the lesson count.

Book make-up for the family and Extend / exception are available to administrators and office staff.

The absence notice deadline, how many days a make-up stays valid, and the monthly and term limits are set in the policies in Lesson operations (レッスン運営).