Glossary

A schedule of the year's school events, holidays, exam periods and long breaks. In Classio you add events month by month on the Academic calendar (学年暦) screen, and each event can be set as a day on which attendance is not required.

A procedure that confirms the record counts of imported data and how exceptions were handled, and records that the data has been accepted. In Classio's Import reconciliation center (取込照合センター), you sign off by writing a description of what you checked in at least 20 characters, once the source record count equals the registered records plus accepted exceptions and no unresolved exceptions remain.

The procedure for deciding whether a prospect who has applied is accepted, waitlisted or rejected. In Classio, Admissions staff and others use Submit decision (判定を申請) with a reason and supporting evidence (the latest scoring and interview records), and the prospect's status changes when an Administrator or Academic administrator other than the requester approves it in Decision approval (判定承認); requesters cannot approve their own decisions. The Pass level (合格相当) and Fail level (不合格相当) scoring results are evaluations that support the decision, not the decision itself.

Applying to take an entrance exam by submitting an application form (出願). In Classio it is one of the prospect statuses, and you can check the number of applications in Analytics (分析) in Admissions (入学管理).

A record of the times a student arrived at and left the classroom. In Classio these are recorded with Arrived (入室) and Left (退室) in Classroom today (教室の今日), and guardians can check them in Today (今日のようす) on their home screen. You can also set up a No-arrival alert (未着アラート) that notifies the guardian and the assigned instructor when a student has no arrival record.

The proportion of recorded classes that were counted as attended. On the Attendance report (出席レポート), it is calculated by dividing the number of present and officially excused (公欠) records by the number of recorded classes. If a class section's attendance rate falls below 80%, a low-attendance alert may be created.

A record of the operations performed in the system. In Classio, Administrators can use the Audit log (監査ログ) screen to search by date and time, user, action and target, and export the results as CSV.

Being absent from school to attend a funeral or similar after a relative has died (忌引). In Classio, Bereavement (忌引き) is one of the reason categories in Excused absence requests (公欠申請), and once a request is approved the period is treated as an officially excused absence (公欠).

A plan, set for each department and entry year, that defines how many applicants can be accepted (admission quota, 合格定員), how many can be waitlisted (waitlist cap, 補欠上限), and whether an enrollment fee or reservation deposit is required, with its amount and due date. Pass and waitlist admission decisions are submitted against an active capacity plan for the chosen department, and on approval Classio checks that the quota or cap has not been reached. You create and review plans on the Capacity plans (定員計画) tab in Admissions (入学管理).

A certificate issued to people who have met a course's completion requirements (修了証). In Classio it is issued within a course run, and its number, issue date and expiry date are managed in the Certificate register (修了証台帳). If it contains an error or is lost, it can be voided and reissued.

The driving skills test taken at the end of Stage 1 (修了検定). In Classio it can be recorded in Tests and checks (検定・見極め) after the trainee has passed the Stage 1 check (見極め), and passing it advances the trainee to the Completion test passed (修了検定合格) stage.

Choosing and submitting the elective subjects a student will take. In Classio you open registration for each registration period on the Course registration (科目登録) screen; students or staff choose subjects and submit them, and staff approve or reject them. Once a period is locked, registrations can no longer be changed.

The official document in which a school keeps each pupil's enrollment and guidance record (指導要録). In Classio, Report card & records (通知表・要録・調査書) generates 指導要録 data from grade, attendance and school nurse's office visit records.

An input field that a school adds on its own to student or staff profiles. You can choose from text, long text, number, date, choice list and yes/no formats. If you deactivate a field, data already entered is kept.

A way of paying monthly charges automatically from a registered bank account (口座振替). In Classio, guardians register their account on the payment collection agency's site, and staff use the Direct debit (口座振替) screen to create and approve debit batches, export a CSV and import the result file. Bank account numbers are not stored in Classio.

A trial run that checks the result without carrying out the real processing. In Classio, automation workflows use it to validate conditions and settings without creating tasks, sending notifications or changing records, and the Import reconciliation center (取込照合センター) uses it to check the reconciliation result of an import.

A setting that brings together the school's workflow family, legal category, programme, delivery format and business model. In Classio it is managed in versions and set separately from the pricing plan. Activating a new version does not automatically convert existing records.

A way of approving requests step by step on screen instead of circulating paper documents for stamping (電子決裁). In Classio you draft an approval flow that sets the approving role for each step, and the person responsible at each step can Approve (承認), Reject (否決) or Delegate (委任). A rejection ends the whole flow at that point, and the person who drafted it is notified.

The number a school assigns to each member of its staff. In Classio it is optional; when entered, a number already used by another teacher cannot be reused.

A category showing a student's current standing (在籍状況). In Classio the statuses are Applied, Accepted, Enrolled, On leave, Graduated, Withdrawn, Dismissed and Transferred out (出願・合格・在学・休学・卒業・退学・除籍・転学), and you can use them to filter the Student list (学生一覧). Changing to leave, withdrawal, transfer or graduation is done as an approved Status change, not on the student edit screen, and is separate from moving a student to the trash.

The terms that divide a school year into its first and second halves (前期・後期). On Classio screens such as timetables, grades and tuition fees, you choose the term from First term (前期) or Second term (後期).

An overall indicator of performance, calculated by converting the grade for each subject into a number and averaging them. On the Transcript (成績証明書) in Grades & Qualifications (成績・資格), Classio shows GPA on a scale with 4.0 as the maximum.

A result of learning expressed as a level, based on scores and similar measures (評定). In Classio the Grade entry (成績入力) screen calculates the final evaluation from the scores of the assessment items and automatically assigns the matching grade level. On the Report card & records (通知表・要録・調査書) screen, this level appears in the Grade (評定) column and the score in the Score (評点) column.

The final driving skills test, taken after all lessons are finished (卒業検定). In Classio it can be recorded within the set period after Lessons completed (教習修了), that is, after passing the Stage 2 check (見極め), and passing it makes the trainee Graduated (卒業).

A record of guidance given to, or meetings held with, a student. In Classio you record it on the Guidance records (指導記録) tab of the student detail screen, and the Guidance records (指導記録) screen shows the records of all students within your permissions in one place. Records set to Private (非公開) can be seen only by the person who wrote them and by Administrators.

The class a teacher is responsible for as its homeroom teacher. In Classio, when the school assigns a homeroom teacher to a class, the class roster and that day's attendance appear in that teacher's Homeroom (担任クラス).

An email that lets a new user set a password and start using Classio. Classio invitations are valid for 7 days, and unused invitations can be checked, resent or revoked in Invitations (招待管理). Resending sends a new link, and the previous link stops working.

A recruitment notice in which a company sets out the job description, application requirements, work location, salary and other terms (求人票). In Classio you register it on the Job listings (求人票) tab in Career support (就職サポート), and it is published to students once it is approved.

A company's commitment to hire someone (内定). In the Career support (就職サポート) pipeline, Classio tracks Offered (内定) and Offer accepted (内定承諾), meaning the student has accepted the offer, as separate application stages.

Arriving after a class has started (遅刻, late arrival) and leaving partway through a class (早退, early departure). Classio records both as attendance statuses. In the attendance rate on the Attendance report (出席レポート) neither is counted as present, while in the recorded attendance rate that students and guardians see, a late arrival is counted as present.

A report in which the instructor tells guardians, lesson by lesson, what was covered, how well the student understood it, the homework and the goals for next time. In Classio you write and send it from Lesson report (指導報告) in Classroom today (教室の今日). Depending on the classroom's settings, it is delivered only after the classroom manager has reviewed it.

In individual tutoring, deciding which student goes into which lesson by day of the week, time and instructor (コマ組). Classio's Auto scheduling (コマ組) screen automatically drafts assignments from families' preferred days and time slots and instructors' open slots, and after you check them in a preview they are applied as recurring bookings.

Linking a Classio account with a LINE account so that notifications from Classio can be received on LINE. For students and guardians, notifications arrive on LINE when the account is linked and they have also consented to LINE notifications. Linking status and the deliverable rate can be checked in LINE delivery operations (LINE配信運用).

Taking a lesson on another day in place of one you missed (振替). In Classio, after reporting an absence you pick a date and time from Book make-up (振替を予約). Rules such as the absence-reporting deadline, the make-up deadline and the monthly limit are set for each course.

A group of related pages and features, such as Reports (レポート) or Automation workflows (自動化ワークフロー). In Classio, whether each module is available depends on your contracted plan and your school's settings, and pages of a module that is not enabled show an explanatory notice.

A procedure that finalizes a month's attendance records so they can no longer be changed. In Classio you do this from Monthly certification (月次認定) in Academic operations (学務オペレーション), and it cannot be completed while any excused absence request is under review or any attendance correction request is still open. Certified records cannot be changed through correction requests; if a change is needed, enter a reason and reopen the certification.

The tuition paid every month at a cram school or lessons business (月謝). In Classio, with the settings for cram schools and lessons businesses, the billing screen is labeled Monthly fees (月謝), and guardians can also check this month's payment status in Today (今日のようす) on their home screen.

A state in which someone needs to be watched carefully or spoken to (要フォロー). Classio's Follow-ups (要フォロー) is a screen for teachers that uses attendance trends over the past 8 weeks to flag students whose attendance rate is likely to fall as Needs action (要対応) or At risk (要注意).

The screen where you see all the notifications Classio has sent to you (通知センター). You can mark notifications as read or go to the related screen with Open task (関連タスクを開く), and this is also where you set how you receive notifications by LINE, push and email.

Missing class for a reason the school recognizes, such as a school event or an official exam (公欠). In Classio it is one of the attendance statuses and counts as present in the attendance rate. When a request is approved in Excused absence requests (公欠申請), the attendance records for the requested period change to 公欠.

A digital certificate that proves learning or qualification achievements according to an international technical standard. Classio stores badges as Open Badges 3.0-format data, and students can share badges they have earned via a link; anyone can check the linked page, which Classio confirms against the issuing school's records. Each badge also shows its expiry and revocation status.

Matching each payment received to the invoice it pays and marking that invoice as paid (入金消込). In Classio you record and match payments in Fees & Scholarships (学費・奨学金). For direct debit, importing the result file from the payment collection agency records the debited amounts as payments.

A message asking for payment of an unpaid invoice that is past its due date (催告). In Classio you can select unpaid invoices in Monthly fees (月謝) and send a reminder, which reaches students and guardians by LINE and push notification. A reminder for the same invoice is not sent again within 24 hours.

The scope of Classio that a school has contracted for. There are four tiers (Starter, Standard, Professional and Enterprise), and higher plans make more pages available. Administrators and executives can check the current plan in Plan and usage (プランと利用状況).

A collection of your own work and achievements. In Classio students register their work in My works (マイ作品); published pieces appear in their school's gallery and in Browse portfolios (ポートフォリオ閲覧) for school-approved Recruiters. People outside the school see work only through a share-set link the student creates.

A person who is considering enrolling and whom the school keeps in contact with and follows up on. In Classio you register them as a prospect in Admissions (入学管理) and record their status from inquiry through application and acceptance to enrollment.

A setting for a student whose address must not become known, for example under domestic-violence support measures. Only administrators can set or remove it. While it is set, only administrators can show the address of the student and their guardians, emergency access does not show it, and the student register PDF prints （閲覧権限なし） instead.

The provisional driving licence (仮免許) issued after passing the completion test and the provisional written test. In Classio you register its issue date with Save provisional licence (仮免許を登録) on the trainee's detail screen. Trainees whose provisional licence is close to expiring are shown on the Driving school (教習所ホーム) overview.

A temporary registration for someone whose required information is not yet complete (仮登録). In Classio, rows in a bulk import that are missing information or may be duplicates are registered provisionally and are not included as official students in attendance, printed forms, exports and similar features. Once the required fields are filled in with Complete information (情報を補完), the person becomes an official student (本登録, full registration) and an invitation email is sent.

A system in which students scan a QR code shown by the teacher with their smartphones to record their own attendance. In Classio you issue a code in QR attendance code (QR出席コード) by choosing the class section and period, and the code is valid for 5 minutes.

The public demo is read-only. Its QR screen is a class-and-period preview; scanning the code cannot record attendance.

Read (既読) means a notice has been opened; Acknowledged (確認済み) means the recipient pressed Acknowledge (確認しました) on a notice that requires acknowledgement. In Classio, opening a notice alone does not count as acknowledging it, so notices that require acknowledgement are tallied separately for read and acknowledged.

Individual adjustments to how classes and exams are run so that a student with a disability can learn on equal terms (合理的配慮). Since April 2024 private universities and vocational schools must provide them too. Classio records the student's request, the constructive dialogue with staff, a decision per accommodation, the accommodation letters to course teachers and the review each term.

A document that informs pupils and their guardians of grades, attendance and other results for a term or school year (通知表). In Classio you choose a student and school year in Report card & records (通知表・要録・調査書) to generate report card data from grade and attendance records.

Moving a booked lesson to a different date and time in advance. In Classio you do this from a booking in Lessons & make-ups (予約・振替); you can move it to an open slot of the same instructor, up to a set time before the lesson starts and up to a set number of times. This is a separate action from a make-up lesson (振替), which retakes a lesson after an absence.

The last day of the period a foreign national may stay in Japan, shown on their residence card (在留カード). In Classio it is managed together with an international student's residence card information, and students whose expiry is approaching can be checked in the International student support portal (留学生支援ポータル). Students apply to change their residence status or residence card details from Review and change student information (学生情報の確認・変更).

The role assigned to each user, such as Administrator, Academic administrator, Teacher, Student or Guardian. In Classio a user's role determines which pages appear in their menu and which actions they can take.

Checking, person by person, that each recipient has actually seen a message (安全確認). In Classio, when you send a notice from Bulletins & Safety (連絡・安全確認) with Require explicit acknowledgement (明示確認を必須にする) turned on, you can see for each recipient whether they pressed Acknowledge (確認しました), and anyone who has not acknowledged by the deadline is reminded automatically.

A document summarizing a student's grades, attendance and other records that is submitted to the school the student is applying to (調査書). In Classio you can generate 調査書 data on the Report card & records (通知表・要録・調査書) screen, and use Career plan (進路希望) on the same screen to manage the schools the student is applying to and the results.

Support provided by the counseling room through school counselors and school social workers (相談支援). In Classio's Counseling support (相談支援), meeting records are stored encrypted and can be read only by counseling room staff. Other staff can see only the support plans the counseling room has shared and the counseling requests they sent themselves.

The one-year period from April 1 to March 31 of the following year (年度). In Classio the school year switches at 00:00 Japan time on April 1, and screens such as reports let you choose a year, for example 2026年度 (school year 2026), to aggregate data.

A special course held over a set period, such as a summer course (講習会). In Classio you create one on the Seasonal courses (講習会) screen by setting its schedule, capacity and fee, and students and guardians can apply for courses that are open for applications. When a course is full, applicants are placed on the waitlist.

Letting users sign in to Classio with the authentication system the school already uses. Classio's SSO settings (SSO設定) support GakuNin Shibboleth, SAML 2.0 and OIDC, and are available on the Enterprise plan.

Checking, at the end of each training stage, whether the trainee is ready to move on to the next test (見極め). In Classio you record the Stage 1 and Stage 2 checks in Tests and checks (検定・見極め), and passing them advances the trainee to the Stage 1 check passed (見極め合格) and Lessons completed (教習修了) stages respectively.

A change to a student's enrollment (学籍異動): leave, return, withdrawal, dismissal, transfer, suspension, repeating a year, study abroad, readmission, change of department, promotion or graduation. In Classio it is requested on the 学籍変更 tab of the student page and, once approved, changes the status on the effective date. The types offered depend on the type of school and the student's age.

The number a school assigns to each student (学籍番号). In Classio it is required when you formally register a student and is not generated automatically, so enter it according to your school's numbering system. In a bulk import, rows with a blank student ID number are registered provisionally.

A way of having students enter their own information. In Classio you ask new students to enter their details from Student self-entry (本人入力・情報確認). The student fills in the form from the emailed link, chooses a sign-in password at the end and can sign in right after sending; the school's check comes afterwards. Students cannot change fields the school decides, such as student ID number, department, type of entry or residence status. If the school's fields are complete, the student is registered the moment they send the form and shown as Not confirmed (未確認); the school then chooses Mark as confirmed (確認済みにする) or Cancel registration (登録を取り消す). Otherwise the request waits for the school (学校側の入力待ち) and the student sees a Getting ready for enrolment (入学準備中) page. Name, date of birth, nationality, residence period and previous school should be checked against documents. The guardian email the student wrote is sent an invitation automatically once the student is registered, and the guardian is linked by accepting it. This feature is for universities, junior colleges, colleges of technology (高専) and vocational schools.

A unit for managing, one at a time, the response to a student who needs support. In Classio a case is created from defined conditions such as attendance, tuition fees, residence status support or counseling follow-up, and its assignee, due date, support actions and outcome are recorded.

A document summarizing a subject's overview, learning objectives, week-by-week lesson plan and grading method. In Classio you create one per subject in Syllabus management (シラバス管理) and set the weights for attendance, assignments, exams and practical work so they total 100%. Syllabi are published by an Academic administrator.

A setting that changes words shown on screen, such as student (学生), department (学科) and class (クラス), to the school's own terms. You can change both the Japanese and the English term for each word, and you can also apply a preset for your type of school all at once.

Recording the time you start and finish work (打刻). In Classio you punch in and out with the Punch in (出勤) and Punch out (退勤) buttons on Staff shifts & time (職員シフト・勤怠), or by scanning the QR code shown on a classroom device with your own smartphone. The monthly summary is a reference figure calculated from punches and shifts; pay is finalized in the payroll system.

The deadline for finishing training after enrolling at the driving school (教習期限). In Classio it is set automatically when the trainee is enrolled, and trainees whose deadline is approaching are shown on the Driving school (教習所ホーム) overview. Bookings cannot be made after the deadline has passed.

A ledger that collects, for each trainee, the record of the lessons they have taken (教習原簿). In Classio instructors sign the records on Day sheet and record (本日の教習・原簿), and signed records cannot be changed. Mistakes are corrected by adding a cancellation record, which must be approved by an Administrator other than the person who requested it.

A place where deleted records are kept temporarily. In Classio an Administrator can move a student, teacher, office staff member or guardian who was registered by mistake to the trash; they can no longer sign in, but their data remains and Restore (復元) brings them back. Delete permanently (完全削除) cannot be undone.

A waiting status in which an applicant becomes eligible for acceptance if a place opens up within the admission quota (補欠). In Classio it is one of the prospect statuses: a prospect moves to Waitlist (補欠) when a waitlist admission decision is approved, and you can later submit a new pass or fail decision for them. The number of people who can be waitlisted is limited by the waitlist cap in the capacity plan.

A note written by hand by a homeroom teacher or other staff member about a student they are concerned about in school life (要注意学生メモ). In Classio these notes are shared among staff for the term, and when the term changes the previous term's notes drop off the list. Notes are not deleted, and they are separate from student support cases, which are created by automatic rules.

The broad type of school: Campus (for universities, junior colleges, colleges of technology and vocational schools), School (for elementary, junior high and high schools), Lessons (for cram schools and lesson schools) or Early Years (for kindergartens and childcare facilities). In Classio the menu structure and words such as student (学生) and teacher (教員) change to match the workflow family.