Breadcrumbs Image

Our Poclicies

RECORDS MANAGEMENT POLICY

EIS understands and agree that the school maintains cumulative records of all student files including application documents, school records, and confidential documents. Paper records are kept in locked file cabinets on campus. Digital records are stored in a secure, private, in-house server. Only certain staff and faculty have access to student records including, School Administrators, Student Support Team members, Admission Office personnel, and Campus Registrars. Teachers can access these records on request if need be. Parents have a right to request access to their child’s records, except those for which they have waived rights of access (e.g. Admission test results, confidential references).
EIS understands and agree that upon a student’s withdrawal or graduation from EIS, the school will only forward documentation accrued during the student’s enrolment at EIS. The school will obtain written consent from the parent before forwarding confidential records.
I understand and agree that the school will keep student files for 20 years after withdrawal of enrolment or graduation after which student records will be destroyed and/or permanently deleted from the server. High School transcripts nd report cards will be kept indefinitely and securely as both digital and hardcopy documents.

SHARING POLICY / USE of PHOTOGRAPHIC IMAGE and CONTENT

EIS is committed to the security and privacy of students’ photographs, images, quotations, and work products may be used in accordance with the EIS Sharing policy.

Regarding the use images and content, I understand and accept that:

EIS will take photographic and video footage of the EIS community for the purpose of informative and promotional materials of the learning, events, and activities of EIS, including pamphlets, websites, reference materials, year books and the like. The intended audience will be for current and prospective students, alumni, parents/guardians, and the like. Student work may be reproduced for this same purpose; sometimes modified, translated or otherwise changed to meet the EIS purpose. Full names and other information will not be used, to minimize the possibility of revealing the identity of the person.

Sharing Guidelines:

All community members are expected to understand and adhere to the following guidelines regarding the sharing of content:
  • Only share such content when there is a reasonable assumption that the content owner or subjects would approve.
  • Provide proper attribution to the original content owner or creator when sharing the work of others.
  • Not require creation of accounts on sites with age restrictions by students who are underage, asking parents to create the accounts instead.
  • Enable content owners or subjects who are personally identifiable in the content to request the removal of shared content from publicly shared locations and have said content removed whenever possible and within reason.
  • Not reshare content beyond the audience intended by the original sharer.
  • Respect copyright in using materials in any context.
  • Respect user choice about account creation for sites or tools other than those that are part of official EIS digital resources.
  • Not share information or promote content that is confidential or damaging to the school, its operations, or to other community members.
  • Notify leadership if content posted online raises concerns about student welfare.

What is social media?

Social media includes any website that enables publishing of content to a larger group. Examples of such sites include, but are not limited to, Instagram, Facebook, Twitter, YouTube, LinkedIn, Tik Tok, blogs, special interest forums, and user communities.

Social Media Content

Posting of content about the school on social media is permitted for all employees. Our school trusts all employees to consider the reputational implications of all posting they do. For advice on posting content please discuss with EIS Admin.

Content Publishing and Confidentiality Policy

Consider the policy guidelines below when engaging in social media activity. Employees are personally responsible for any content they publish.

  • Be professional. As a representative of EIS your personal web footprint and related content reflects how you wish to present yourself to colleagues, students, parents, and others.
  • Seek approval to publish or report on private conversations or confidential information from the people involved.
  • When you make a reference to research, a customer, school partner or supplier, link your posting to the source.
  • Anticipate the impact of the content might have on others before posting. If in doubt, discuss with your colleagues, supervisor or the marketing department.
  • Post photos and commentary you think are appropriate and beneficial to promoting the reputation of all within EIS.
  • Consider the impact personal opinions about EIS may have on your peers, colleague, students and families before posting on social media
  • Ask your own account to be “tagged” by the EIS Admin.
  • Always check confidentiality agreements we have with individual students related to social media exposure and privacy.

Malware and Online Crime Prevention

Social media is used by criminals to deliver malware and schemes to damage property or steal confidential information. To reduce risk, follow the guidelines below. Note, they do not cover all possible threats and are not a substitute for good judgment.

  • Avoid using the same passwords for social media that you use to access EIS computing resources.
  • Avoid following links or download software on social media pages posted by individuals or organizations that you do not know.
  • If any content you find on any social media Web page looks suspicious in any way, close your browser and do not return to that page.
  • Inform the IT department of any unusual problems you encounter on social media.

CHILD PROTECTION POLICY

Introduction

This policy has been developed in accordance with the principles established by the UN Convention on the Rights of the Child (1990), Children Abuse Prevention Act 2000 (Act No. 82 of 2000) and Child Welfare Act 1947 (Act No. 164 of 1947) in Japan, and also the guidelines provided by Ministry of Education, Culture, Sports, Science and Technology-Japan (MEXT), the Tokyo Metropolitan Bureau of Social Welfare and Public Health and the Centre for Child Abuse Prevention (CCAP), and the CIS Code of Ethics. This procedure will be reviewed and updated as needed.

The World Health Organization (WHO) defines child abuse and child maltreatment as “all forms of physical and/or emotional ill-treatment, sexual abuse, neglect or negligent treatment or commercial or other exploitation, resulting in actual or potential harm to the child’s health, survival, development or dignity in the context of a relationship of responsibility, trust or power.”

Types of Abuse

Possible signs of abuse include (but are not limited to):

  • The student says she/he has been abused or asks a question which gives rise to that inference.
  • There is no reasonable or consistent explanation for a student’s injury; the injury is unusual in kind or location; there have been a number of injuries; there is a pattern to the injuries.
  • The student’s behaviour stands out from the group as either being extreme model behaviour or extremely challenging behaviour, or there is a sudden change in the student’s behaviour.
  • The student asks to drop subjects with a particular teacher and seems reluctant to discuss the reasons.
  • The student’s development is delayed.
  • The student loses or gains weight rapidly.
  • The student appears neglected, e.g. dirty, hungry, inadequately clothed.The student appears neglected, e.g. dirty, hungry, inadequately clothed.
  • The student is reluctant to go home or has been openly rejected by his/her parents or carers.

Confidentiality and information sharing

The school will keep all child protection records confidential in the current SIS platform, allowing disclosure only to those who need the information in order to safeguard and promote the welfare of children. The school will cooperate with police and social services to ensure that all relevant information is shared for the purposes of child protection investigations under Article 25 of the Child Welfare Act 1947, Article 6 of the Child Abuse Prevention Act 2000.

Prevention of student abuse

The school will not hire staff who have a record of abuse. Background checks will be part of the hiring process for employees. Applicants for EIS positions will agree in writing with the terms of this policy as part of the contracting process. Abuse prevention and awareness training will be provided for faculty and staff EIS will develop and maintain guidelines for faculty and staff to address the prevention, reporting, and investigation of student abuse.