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Classio

Japanese-language schools

Attendance rates and residence deadlines at Japanese-language schools, from everyday records.

Attendance is the basis of enrolment management, residence deadlines differ for every student, and staff changes need a clean handover. Classio connects daily attendance to deadline reminders and the lists you prepare reports from.

Lines this school uses

International line
  1. Register the residence card and passport
  2. Remind 90, 60 and 30 days ahead
  3. Apply for renewal
  4. Record the application date
  5. Record weekly work hours
  6. Produce lists and letters
Attendance line
  1. Take attendance
  2. Report an absence
  3. Review approved absences
  4. Count the rate, raise alerts
  5. Assign and follow up
  6. Check the record

What Classio is for Japanese-language schools

A school management system that keeps attendance rates, residence-card deadlines and renewals, permitted work hours, support cases and letters to students on one record per student.

Last updated: October 26, 2026

The Japanese-language school year, and its deadlines

Common dates and procedures. The school carries out the procedures; Classio keeps the records and lists you prepare them with.

  1. April / OctoberIntake and residence-card registration

  2. 1 May / 1 NovemberAcceptance-status notification (Immigration Services Agency)

  3. MonthlyAttendance rates and the monthly attendance report

  4. 1–30 JunePeriodic report (accredited institutions)

  5. Per studentReminders 90, 60 and 30 days before expiry

  6. WeeklyPermitted work hours

  7. Any timeInterviews and support cases

  8. CompletionDestinations and withdrawal letters

Watching attendance daily and acting before it falls

Rates are counted from lesson records against the school’s approved threshold. Excused absences are left out of the denominator, and a student with no records yet shows “—”.

Students whose six-month rate is below the threshold, or whose residence card expires soon, can be followed as support cases with an owner, a due date and a priority. Cases are never sent to the student.

Attendance report with the period, the school threshold of 80%, the number of students below it and those who need follow-up.

Rates by student and who is below the threshold

  1. Period and the school’s threshold
  2. Students below the threshold
  3. Students who need follow-up, lowest rate first

Residence-card deadlines and pending renewals

Each card’s status is worked out from its expiry date every day: expiring, expired or renewal pending. When a student applies for renewal, record the date; the estimated special period is shown too.

Every morning at 9:00 (Japan time), students (in Japanese and English) and staff are reminded about residence cards and passports 90, 60 and 30 days before expiry.

Residence card list: 1 expired, 6 expiring within 90 days, 3 renewal pending, with nationality, status, masked card number and expiry for each student.

Card status is worked out from the expiry date every day

  1. Expired, within 90 days and renewal pending
  2. Renewal pending shows the application date and special period
  3. Card numbers are masked

Checking permitted work hours week by week

Students with “Student” status may work up to 28 hours a week under their permission, or 8 hours a day during the school’s long vacations. Staff record combined hours from every workplace each week; saving a week over the limit opens a support case.

Work hours screen: the limits explained, and 3 weeks over the limit across 3 students in the last 12 weeks.

Work hours and weeks over the limit

  1. 28 hours a week, 8 hours a day in long vacations
  2. Weeks over the limit and who is most often over

Lists for notifications and reports, and letters to students

A monthly enrolment list (CSV), card and passport deadline lists (CSV) and a monthly attendance report (PDF) are available. Expiry, attendance and withdrawal letters are produced as side-by-side Japanese and English PDFs.

Accredited institutions submit the periodic report on the portal between 1 and 30 June each year. A function that totals its base data (enrolment as of 1 May, attendance rates, graduates and leavers, destinations) by the handbook’s definitions is provided after confirmation at the adopting school; it is not the portal’s input form itself.

Forms screen with CSV exports for card and passport deadlines and the monthly enrolment list.

Deadline lists and the monthly enrolment list

  1. Downloads are logged
  2. Students with expiring or expired documents (CSV)
  3. The monthly list prepares reports; it is not a submission form

Rules and Classio’s part in them

Main procedures for Japanese-language schools, what Classio records or exports, and what the school does.

  • June

    Periodic report (accredited institutions, 1–30 June)

    1–30 June each year

    What Classio records or exports: Totals of the base data (after confirmation at the school)

    What the school does: Entering and submitting on the portal

  • 2a year

    Acceptance-status notification (as of 1 May and 1 November)

    As of 1 May and 1 November

    What Classio records or exports: Enrolment and residence records, the monthly enrolment list

    What the school does: Notifying the Immigration Services Agency

  • 28hours / week

    Permitted work (28 hours a week; 8 hours a day in long vacations)

    8 hours a day in long vacations

    What Classio records or exports: Weekly records and support cases for weeks over the limit

    What the school does: Checking with and guiding the student

  • 90days ahead

    Renewal of the period of stay

    Reminders at 90, 60 and 30 days

    What Classio records or exports: Expiry reminders, application dates and pending renewals

    What the school does: Guiding the student’s application

Sources

Regulatory statements follow the scope of the cited documents. External documents do not certify Classio’s behaviour or compliance.

Sources checked: October 18, 2026

Pricing for Japanese-language schools

International student management — residence deadlines, work hours, support cases — is part of PROFESSIONAL. Records only (attendance, grades, fees) start at STARTER.

Amounts use the same calculation as the pricing page (monthly, excluding tax). Staff and guardian accounts are not charged per person.

120 students, 1 site (with residence management)
PROFESSIONAL¥69,800
300 students, 2 sites (with residence management)
PROFESSIONAL¥69,800
450 students, 3 sites (with residence management)
PROFESSIONAL¥83,300
80 students, 1 site (records only)
STARTER¥19,800
See pricing

What Classio does not do

  • File applications or notifications with the Immigration Services Agency, or judge residence status
  • Read the residence card’s IC chip (not offered at present)
  • Prepare accreditation application documents

Frequently asked questions

Can Classio read the residence card’s IC chip?
Not at present. Card number, expiry and status are entered on screen and the deadline is tracked from there.
Can the school set the attendance threshold?
Yes: the school’s approved rule is used, or 80% if there is none. How lateness counts is also set in the school’s rules.
Which languages do students and guardians see?
Student and guardian screens and some notices can show Japanese, English, Simplified Chinese, Korean and Vietnamese. Letter PDFs are side-by-side Japanese and English. Staff screens are in Japanese.
What about handover when staff change?
Card history, support cases with their notes, and the operation log stay on record, so the next person can see what was done.

Read next

International studentsAttendance and absenceImplementationTerm: 認定日本語教育機関 (accredited institution)Term: 在留カード (residence card)Term: 資格外活動許可 (permission for other activities)

Start from how you work today

Start from your current attendance register and deadline list.

Tell us your enrolment, sites and the lists you keep today, and we will suggest how to move them and what to start with.

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