What Should You Do If Someone Is Absent from Japanese Language Education for Employment for Skill Development? Make-up Classes and Delayed Progress Explained

First, determine which stage of training the missed class falls under.

Point ① Distinguishing Between Before and During Employment

A1 and A2 are indicators that show levels of Japanese-language proficiency. Materials published by the Ministry of Health, Labour and Welfare distinguish between learning before employment begins and learning through the end of employment.

Before employment begins, in principle, the person must either pass an A1-equivalent examination or complete equivalent training. A2-target training is intended to help participants attain the Japanese-language proficiency targeted under Employment for Skill Development (育成就労).

According to materials published by the Ministry, each of the 2 training courses must comprise at least 100 hours. For applicable training, confirm the requirements regarding the number of hours and the method of delivery.

Point ② Confirming the Training Required for the Individual

The treatment of the applicable training differs depending on factors such as whether the person passed the examination in advance. In some fields, a higher level of Japanese-language proficiency is required.

Confirm the requirements for Japanese-language training separately from the requirements for post-entry training (入国後講習) as a whole.Passing a Japanese-language examination alone does not mean that all post-entry training is unnecessary.

For the overall structure of the training, you can also refer to the explanation of post-entry training under Employment for Skill Development. At your company, compare this with the plan that applies to the individual.

When addressing an absence, begin by confirming the type of training and the requirements that apply to the individual.

When a participant is absent, check the participant's situation and attendance record, and coordinate the information with the training institution.

Step 1: Check the Reason for the Absence and Participation Status

Ask the participant about circumstances such as their health, work, and internet connection. It is important first to identify what may prevent them from attending the next session.

In online classes, a participant may be able to connect but unable to continue participating. Check the instructor's records as well and clarify the extent to which the participant actually took part.

• Date and time: Check the date and scheduled time of the class they missed.
• Participation status: Also record any late arrival, early departure, or interruption to the internet connection.
• Learning content: Check the units or activities the participant was unable to complete.
• Prospects for resuming attendance: Discuss with the participant the conditions needed for them to attend the next session.

Step 2: Review Missing Hours and Level of Understanding

Treat insufficient training hours and insufficient understanding of the learning content separately.Even if the participant attended, they may not have understood the content.

Confirm with the training institution how the hours will be handled, and ask the instructor to assess the participant's level of understanding. Do not make assumptions based solely on the absence; specify the support the participant needs.

On the same day, gather and share information about the circumstances of the absence, the participation record, and the learning content.

Make-up classes are lessons that compensate for missed learning due to absences or other reasons. When arranging them, also confirm the conditions under which they can be treated as training under the system.

Important Point ① Do Not Rely Solely on Watching Recordings

According to materials from the Ministry of Health, Labour and Welfare, online training must meet requirements such as allowing simultaneous two-way communication. This means that the instructor and participants must be able to communicate with each other in real time.

Do not automatically count time spent watching recordings or studying independently toward the required training hours.Even when they are used for review, confirm separately whether the time can be treated as training hours.

Step ② Confirm the Conditions for Make-up Classes in Writing

The official materials reviewed for this article did not specify a uniform permitted absence rate or method for providing make-up classes. Confirm the specific treatment by checking both the applicable requirements and the training institution's procedures.

• Content: Confirm which class will cover the unit missed due to absence.
• Person in charge and method: Confirm that the instructor and class format meet the requirements.
• Treatment of hours: Confirm which make-up class hours can be counted.
• Implementation records: Confirm what will be used to prove the date, time, and content of the training attended.
• Costs and schedule: Confirm any additional costs and the deadline for rescheduling.

The Ministry of Health, Labour and Welfare requires accepting companies and other relevant parties to take measures to enable participation in the training, including bearing the costs. The parties concerned should also confirm the costs of make-up classes without assuming that the individual will bear them.

Arrange make-up classes only after confirming the content, implementation conditions, treatment of hours, and costs.

We recommend addressing delays in learning from both the level of understanding and the learning environment.

Step 1: Identify the Specific Areas Causing Difficulty

Ask the instructor to check the learner's understanding through conversations and assignments. For example, identify whether the learner is having difficulty listening to instructions, asking questions, or reading text.

Any additional learning should be tailored to the specific areas where the learner is having difficulty.Instead of simply giving the learner all the material covered during their absence, decide with the instructor which content should be prioritized.

Step 2: Adjust Work and Learning Schedules

If work continues to conflict with classes, review the class schedule and work schedule. Arrange conditions that allow the learner to participate consistently, including the communication method and learning location.

The Ministry of Health, Labour and Welfare states that self-study is also important in addition to the prescribed courses. Select review materials with the instructor and clearly specify what the learner should study.

When revising the plan, the guide to continuing Japanese-language learning in the workplace may also be helpful. After the review, also decide when the learner's understanding will next be checked.

To address delays in progress, combine support for areas the learner finds difficult with adjustments to the learning environment.

To ensure continued follow-up, decide in advance what information to record and whom to consult.

Point 1: Record Schedules and Actual Results Separately

As a practical example of internal management, we recommend keeping records from the absence until the completion of make-up classes. Please separately confirm the legally required records and submission forms.

• Original schedule: Record the scheduled date, time, and content of the class.
• Attendance record: Record the date, time, and duration of actual participation.
• Actions taken: Record the make-up class schedule, the person responsible, and the results.
• Confirmation results: Record the level of understanding confirmed by the instructor and the next tasks.

Manage make-up classes by distinguishing between the stage when they are scheduled and the stage when they are actually attended.Compare the information with the training institution's records and identify any outstanding items.

Caution 2: Share Any Impact on the Schedule Early

If the start of employment or the examination schedule may be affected, share the information with the training institution and the person responsible for accepting the worker. Under the supervised type, also coordinate with the Supervising and Support Organization (監理支援機関) that supervises and supports the acceptance process.

If the training schedule or plan will be changed, confirm whether change procedures are required. If it is unclear whether make-up classes alone can resolve the issue, also consult the office responsible for the system.

Before completing the follow-up, the relevant parties should confirm the attendance record, remaining tasks, and impact on the plan.

When an absence occurs, separately check the shortfall in training hours and the delay in understanding. Coordinate the conditions for make-up classes with the training provider and keep records through to the results of their implementation.

However, the appropriate approach varies depending on the type of training and the participant's learning progress. Make a decision after also considering the impact on the work and examination schedules.

If you are unsure how to prepare for absences or revise the learning plan, please organize the current situation and the difficulties you are facing and consult us.