HEART CORPORATION

Company Handbook

Heart Corporation
2-6-10 Chuo, Mito-shi
Ibaraki-ken, 310-0805, Japan
www.heart-school.jp

Heart Corporation Company Handbook Version 170

 Table of Contents
Item 1. Introduction to Heart Corporation ................................................................... 3
Item 2. Company Handbook ....................................................................................... 3
Item 3. Heart Corporation Standards.......................................................................... 3
Item 4. Information for New Instructors ...................................................................... 5
Item 5. Client Welcoming (for Full Time Staff) ............................................................ 6
Item 6. Acceptable Behavior ...................................................................................... 6
Item 7. On Relations................................................................................................... 7
Item 8. Full Time Employment Responsibilities .......................................................... 8
Item 9. Classroom Etiquette (Heart & Public Schools) ............................................... 8
Item 10. Contract Details ............................................................................................ 9
Article 1. Employment ............................................................................................. 9
Article 2. Period of Employment ............................................................................. 9
Article 3. Probation Period ...................................................................................... 9
Article 4. Duties....................................................................................................... 9
Article 5. Company Rules and Laws ..................................................................... 10
Article 6. Additional Work Conditions .................................................................... 10
Article 7. Dress Code ............................................................................................ 10
Article 8. Duty of Confidentiality ............................................................................ 11
Article 9. Salary, Payroll Period ............................................................................ 11
Article 10. Training and Meetings ......................................................................... 12
Article 11. Taxes ................................................................................................... 12
Article 12. Medical Check ..................................................................................... 12
Article 13. Visa Sponsorship ................................................................................. 13
Article 14. Business Travel Expenses................................................................... 13
Article 15. Working Hours, Work Places and Holidays ......................................... 13
Article 16. Lateness, Absence due to Sickness or Injury ...................................... 14
Article 17. Time Off, Leaving Early ....................................................................... 14
Article 18. Reduction of Salary, Payment of Losses ............................................. 14
Article 19. Termination of Employment ................................................................. 15
Article 20. Resignation .......................................................................................... 15
Article 21. Suspension or Demotion...................................................................... 16
Article 22. Disciplinary Dismissal .......................................................................... 17
Article 23. Accommodation ................................................................................... 19
Article 24. Transportation ...................................................................................... 20
Article 25. Governing Law ..................................................................................... 21
Article 26. Comprehension ................................................................................... 21
Article 27. Required Documents ........................................................................... 21
Item 11. Company Vehicles ..................................................................................... 22
Item 12. Emergency Contact Procedure .................................................................. 23
Item 13. Assistant Language Teachers (ALT) .......................................................... 25
Item 14. Duties of an ALT ......................................................................................... 25
Item 15. General Information for ALT Appointees .................................................... 27
Item 16. Duties of an NET ........................................................................................ 28
Item 17. General Information for NET Appointees ................................................... 29
Item 18. ALT/NET Training ....................................................................................... 29
Item 19. Recording and Reporting ........................................................................... 30
Item 20. Hints for Involving Japanese Teachers ...................................................... 30
Item 21. Communication .......................................................................................... 31
Item 22. General Comments .................................................................................... 31
Item 1. Introduction to Heart Corporation
1.1 Welcome to Heart Corporation. Heart Corporation has been in the English
Language business since 1992, and is well established, but despite that
experience, it is a relative newcomer when compared to larger establishments.
Nonetheless, the company has been very successful, due mainly to the efforts of
our instructors.
1.2 Heart Corporation’s mission is to provide high quality English instruction to
its client / customer base. To do this, we must source and prepare good quality
instructors. Native English level speakers are our prime need and resource, and
we continually seek to expand our customer base. In order to facilitate this
expansion, more native English level instructors are required.
1.3 Heart Corporation’s general philosophy is that we provide well-motivated,
able, English speaking instructors for all customers, regardless of the nature of
the contract. Accordingly, instructors may be required to fulfill any of the
following:
a. Assistant Language Teacher/Native English Teacher (Junior High)
b. Assistant Language Teacher/Native English Teacher (Elementary)
c. Company lesson instructor
d. Kindergarten teacher
e. One-to-one instructor (Heart School or other location)
f. Group lessons (Heart School or other location)

Item 2. Company Handbook

2.1 The purpose of this handbook is to outline the general policies of Heart
Corporation with respect to the management of the business in general, and its
instructors in particular. Such items as contracts are mentioned and are dealt
with in detail, thus ensuring that the actual contract paper is kept to a minimum.
2.2 It is the responsibility of the employee to familiarize him / herself and
comply with the contents of this document.
2.3 A copy of The Company Handbook will be issued to the employee prior to
the signing of any contract so that the employee may consider the details of each
article before signing.

Item 3. Heart Corporation Standards

3.1 The following information applies equally to all members of Heart
Corporation regardless of status or position, thereby constituting a company
standard. This standard forms an integral part of the Heart Corporation identity
and is to be observed at all times.
3.2 While on the Heart School premises in Mito, all staff members are required
to behave towards all other persons in a professional manner at all times.
Despite personal differences and the inevitable personality conflicts, which arise
from time to time, behavior is to remain of the highest standard. The office is not
a private place. Clients or prospective clients may enter at any time, and they
should never be met with an air of discontent, far less out-and-out conflict.
3.3 Visitors, irrespective of status, are to be greeted by the office staff.
Instructors are also expected to greet guests if the instructor has occasion to be
on company grounds.

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3.4 Office staff members are to dress in a manner appropriate to their position
and location at all times. Instructors must bear in mind the likelihood of their
encountering visitors while in the office, and should dress appropriately. While
teaching, all instructors are to be dressed as per the code of conduct (see Item
10, Article 7 for more details).
3.5 When an instructor is appointed to a company lesson, the following
procedure is to be followed without exception.
a) On arrival, make company staff aware of your presence. (This serves
more than one purpose, insofar as it informs the company of your arrival, keeps
Heart Corporation in the minds of those concerned with contracts and allows the
company to inform instructors of any changes to the program or personnel.)
Whenever possible, arrive at your teaching location at least 15 minutes in
advance of your lesson.
b) Strictly observe start & finish times. If a student arrives late, then that
student loses time. On principle, one student’s lateness should not penalize any
other student’s study time or an instructor’s other work or private time.
c) When leaving, inform the company of your departure. (In some cases
stamps or signatures may be required in order to exit the company.)
3.6 Where an instructor is appointed as an ALT, the school to which the
instructor is sent is responsible for timetabling and general administration for that
instructor. The instructor is, for his / her part, responsible for the accurate
delivery of that instruction.
3.7 If you are asked to do overtime, however, it is your duty to inform Heart
Corporation before commencing any extra work. Heart Corporation should be
able to arrange a change of your work day schedule (i.e. you may be able to
leave a few hours earlier or take a day off). Failure to give notice beforehand will
result in the overtime being seen as ‘Volunteer Spirit’.
3.8 While the instructor fulfills the appointment of ALT or NET, that instructor is
the Heart Corporation’s representative to the Board of Education (BOE). Since it
is through the instructor that Heart Corporation gains its reputation (good or bad),
it is essential that the instructor meets the requirements of the school, as far as is
reasonably possible. Where there are areas of dispute, the instructor is required
to inform Heart Corporation without delay.
3.9 Except in cases of ALT/NET instructors dealing with large numbers of
students (40 or, in some cases, up to 60) instructors should make an effort to
remember the names and personalities of their students. It is important to the
success of the school and the instructor that students do not feel unimportant.
Establishing identity is an easy way of improving the students’ confidence in
English speaking, and always allows more progressive discussion than simply
using textbooks.
3.10 The instructor should be polite and approachable at all times, but firm
when required. The instructor’s first responsibility is to Heart Corporation, and
where there is any conflict of interest, Heart Corporation must come first.
3.11 If at any time the instructor feels that this is not possible, then discussion
must be initiated to resolve the situation to mutual satisfaction, or as near as can
be obtained.
3.12 Although, in certain cases, instructors may be geographically isolated from
Heart Corporation, they are never more than a telephone call away. Instructors
should not, under any circumstances, allow a situation to develop which makes
them feel totally isolated.
3.13 Where instructors are located either in the same school or in the same
apartment, they should make an effort to be mutually supportive at all times.

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Item 4. Information for New Instructors
4.1 In all cases, instructors being considered for employment with Heart
Corporation must show the Heart Corporation director that they are aware of the
needs of the school, and that the needs of the school are paramount in all
instances. To this end, all measures necessary will be taken to ensure that
candidates fully understand the intentions and requirements of the school, and
where the candidate will fit into the development of Heart Corporation.
All newcomers to Heart Corporation will undergo an induction period. The length
of this induction period will be completely dependent upon the following factors:

a. Nature of the position involved: ALT/NET, Adult, Kindergarten, etc.

b. Part-time or Full-time.
c. Proven previous experience in that role.
d. Necessity: this to be decided by the Heart Corporation Director.
e. Requirement for and availability of assessment opportunities.

4.2 All instructor candidates will be required to produce a demonstration

lesson, aimed specifically at their anticipated main target group: ALT/NET, Adult,
Kindergarten, etc. If there is any doubt as to the candidate’s ability, then the
candidate will be asked to produce another demonstration. In the meantime, all
effort will be made to enable the candidate to attend an appropriate lesson with
another member of staff, in order that the candidate may see what is required.
4.3 Although instructors will generally work within their own target group, there
will remain a need for flexibility. It is sometimes necessary for instructors to take
on responsibility for classes, class numbers, and class levels which they would
not normally teach, and instructors must be able to demonstrate a capability,
which allows the school to feel that this would cause no major issues. If you feel
uneasy, don’t panic. Tell the teacher “OK. No problem”, and then call Heart for
some advice.
4.4 Heart Corporation expects all instructors to prepare their lessons in their
own time, although office facilities are made available to assist in that preparation
if required. ALT/NETs are a special case to this. They usually have access to
non-class time during their scheduled day. This is time that can be used for
preparation, among their other duties. However, the lesson(s) being prepared for
may have to be prepared in advance of the day it will actually be used. ALT/NETs
are to think ahead to future lesson dates when they find themselves with
preparation time during their working hours. Some training aids are available for
use by instructors, but these are limited in number and in value. Instructors are
strongly advised to prepare as many of their own aids as they consider
appropriate. Any personal aids prepared at Heart School and using Heart School
equipment may be considered “shared property” for use by Heart School if the
need arises. The same is true for materials made at an ALT’s/NET’s public
school. The materials are the public school’s property.
4.5 If you require assistance, an ALT/NET should feel free to consult with his
or her supervisor at any time. Bear in mind, though, that your supervisor is often
quite busy, and should give him or her as much time to consider your dilemma as
possible. Calling 5 minutes before a lesson is scheduled to begin will probably
result in less than satisfactory advice.

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Item 5. Client Welcoming (for Full Time Staff)
5.1 It is important that all clients, whether new or old, are welcomed to Heart
School on each visit. The “front” staff usually carries out such welcoming, but
instructors also must be aware of this requirement. When clients are in the
waiting area prior to lessons, they should be made to feel welcome by all
members of staff who encounter them. A cheerful greeting will suffice. There is
no need for staff to involve themselves in protracted conversation. That said, if
there is something to talk about which will not subtract or detract from the client’s
later lesson, then staff should feel free to talk with the client. Obviously, such talk
must not interfere with the staff member’s own work schedule. It is important to
remember that visitors may become clients through this positive approach.

Item 6. Acceptable Behavior

6.1 As Heart Corporation’s reputation almost entirely depends on the
perception of our instructors by our customers, it is paramount that all Heart
Corporation instructors observe the following “common sense” standards:
6.2 Be at your place of work when you are required to be there. Ideally, arrive
10 to 15 minutes prior, so that any last minute changes of plans may be dealt
with without delaying any class.
6.3 As soon as it becomes apparent that the employee will be late for work,
he/she is to inform Heart. Heart will then inform the appropriate school/place of
work. If, for any reason, Heart cannot be contacted then the employee must
attempt to contact the relevant school/place of work directly. In this case, Heart
is to be informed as soon as possible. Contingency plans can then be made to
cope with your late arrival. Do not develop this habit.
6.4 Similarly, if you are sick, then Heart Corporation needs to know, and will
inform your place of work in order to arrange a substitute if necessary.
6.5 Do not leave your place of work until it is your scheduled time to do so, or
obtain permission from the Heart coordinator and appropriate authority: Principal,
Department Head, Teacher, etc.
6.6 Do not develop a habit of leaving early, either with or without permission.
6.7 Do not arrive at your place of work smelling of alcohol or cigarettes. While
there is no ban on drinking in Japan, it is never a good idea to arrive for a class
either suffering the effects of a heavy night or reeking of the fumes from such a
night. It is impolite and against social norms. The appropriate authorities will take
a very dim view of this.
6.8 In the case of ALT/NET appointments, any of the above will stimulate a
level of discontent in the school, and such discontent will not be mentioned to the
ALT/NET. Rather, it will manifest itself in the form of a report to the Board of
Education by phone, fax, or e-mail, and, in all probability, nothing more will be
said until the end of the year when contracts are due for renewal. Then, the
ALT/NET will be reported as having been a most unreliable or undisciplined
person, and Heart Corporation will lose any contract option. Bear in mind that
neither the ALT/NET nor Heart Corporation will have any weapon with which to
fight such an opinion. The direct consequence of such an action is easy to see
and needs no further mention.
6.9 Aside from approved ALT-brought lunches, it is not acceptable to chew
gum or eat outside food in the school at any time, including the teacher’s room.
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6.10 Suffice to say that ALL teachers, not just the ALT/NET, must be totally
beyond reproach in the execution of their duties. It is through the efforts of the
sales aspect that business is obtained, but it is through the combined efforts of
the instructors and ancillary staff that such business is retained.

Item 7. On Relations
7.1 With the exceptions of the "honorable part-time work" clause and issues
with company apartments, Heart asserts no authority on personal activities
outside of both working hours and working relations with the customers (Board of
Education, Corporation, etc.) or coworkers (the teachers at your
schools). However, if you are at your school or stopping by a Board of Education
(BOE) or Town Office please bear in mind that the individuals you meet there
who are "on duty" are our (your) customers even when you yourself are "off duty."
If, however, you encounter the same person while off duty, the relationship at that
time may be different, but please keep in mind your (and our) need to preserve a
pleasant working environment when one or both of you are back "on duty." To
this affect, the following 2 basic policies are meant as guidelines. Common sense
and respectful behavior are also meant to supersede a legalistic interpretation.
a. Heart employees are not to engage in any economic relationships with
their BOE/Corporation or its employees (teachers, school staff, or company
employees) without receiving the permission of Heart. This includes, but is not
limited to sales of an item or service, or a mutual business relationship. This
does NOT include volunteer activities, exchanged services without economic
elements, or presents freely given. These are all elements of a good
relationship in Japan and are appreciated by the clients.
b. Heart employees are not to initiate or press for a romantic or other
overly intimate relationships within their business environment. It is acceptable
in Japan for couples to meet at their work environment, but it is NOT
appropriate for anyone to make a work environment uncomfortable by initiating
or pursuing an undesired level of intimacy. There is no hard and fast rule for
pre-judging acceptable or unacceptable behavior, so we are requiring that our
employees maintain a more conservative and safer level of behavior. Not
initiating and preventing an undesired level of intimacy is key. An undesired
level of intimacy can exist even within non-sexual communication. The following
paragraph attempts to address this issue from a different angle.

It is very common and a sign of good relations to exchange regular pleasantries

with coworkers. However, just as in America where the question, "How are you?"
is very common, actual honesty in answering with either intimacy or negativity is
deemed both poor manners and unprofessional behavior. Within your working
time, work environment, and work relations we would like to encourage you to
continue exchanging regular pleasantries but to avoid topics or answers that are
too intimate or negative. This is not the case when all parties involved are no
longer in a "work environment” such as the various after school social events and
drinking parties that can be common at some companies or schools. These are
often a time for becoming more friendly and relieving pressures and negative
stress. We would like to stress to you the importance of distinguishing between
your working professional communications and your personal communications,
and to reserve both for the times when they are more appropriate. Failure to
make this distinction can result in very negative and stressful working conditions
for any coworkers who may be uncomfortable with the degree of intimacy and
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personal detail that is put forward. To make things very clear, there is never
body contact between an ALT/NET and a student or school staff, and an
ALT/NET is never to be alone or in a suspicious situation with a student.

Item 8. Full Time Employment Responsibilities

8.1 From time to time all instructors will be required to attend briefings
regarding workload, program and / or timing alterations, changes to corporate
strategy, etc. When the employee is obliged to attend due to the request of
Company Departmental Management, this time is part of their working hours.
When these meetings occur at the request or desire of the employee, they are
not to be considered working hours for that employee.
8.2 Where office Research & Development time is required, appropriate
instructors will be notified.
In general terms, this will only occur if major effort is required for a short period
(i.e. changes to premises, updating of personal information, etc.).
8.3 All instructors are asked to remain as flexible as possible with regard to
their working schedules. It is accepted that part-time instructors have, or will
have, other commitments, but this does not lessen their contractual
responsibilities within Heart Corporation.
8.4 Heart Corporation reserves the right to take and use photos, video, sound
recordings, and other images or recordings during working times/activities for
promotional and sales purposes. Such images are to take place within the
working environment or during working hours. Working environments include
Heart offices, the Heart classrooms, assigned public schools and kindergartens,
and any place where customers have our employees provide the services that
were purchased. The images and recordings are the property of Heart, though
copies for those involved may be arranged with permission.

Item 9. Classroom Etiquette (Heart & Public Schools)

9.1 At all times, the instructor’s classroom presence and conduct must be
beyond reproach.
9.2 The instructor is to dress as per the company dress code unless, in the
case of ALTs, dispensation of a dress code is given by the appropriate school
principal.
9.3 Instructors are not to take drinks, even plain water, into class, other
student use rooms, or hallways. Drinks are acceptable, however, at your desk in
the teacher’s room.
9.4 Smoking is not allowed on company premises or in schools.
9.5 Do not sit on anything that was not designed for that purpose, as this will
almost certainly cause offense. The Western habit of sitting on the edge of tables,
desks, and window-ledges is not acceptable in classrooms or common areas.
9.6 On completion of the lesson, the classroom should be returned to its
original condition: boards cleaned, training equipment packed away or removed,
lighting and air-conditioning turned off, marker tops replaced, window blinds
raised, etc.
9.7 For classes at Heart School, cups or other drink containers should be
returned to the kitchen area and cleaned. If the students bring drink containers to
class, they should be reminded to take them away as they leave.
9.8 Cell phones (mobile phones) are not to be used anywhere within the
school UNLESS it is a dire emergency. In this case, please ask the Principal for
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permission first. If you take your cell phone into the school with you, make sure it
is set to not make any sound or vibration and keep it in your desk or bag.
9.9 NEVER TAKE YOUR CELL PHONE TO CLASS FOR ANY REASON.

Item 10. Contract Details

Article 1. Employment

1.1 Heart Corporation will employ the employee, and the employee agrees to
serve Heart Corporation for the period provided for in Article 2. (A 12-month
period, but sometimes of shorter duration, dependent upon the requirements of
Heart Corporation.)

Article 2. Period of Employment

2.1 The period of employment shall be as specified on the contract document.

It will not exceed 12 months, except in very unusual circumstances.

Article 3. Probation Period

3.1 The probation period shall be specified on the contract document and shall
be 3 calendar months in every case.
3.2 Where there is reasonable doubt as to the employee’s suitability for the
position of ALT/NET, the probation period may be extended for up to 3 months.
3.3. The probation period will not be extended without prior discussion with the
ALT/NET as to why an extension is considered necessary.
3.4 Under no circumstance will the probation period be longer than 6 months.
3.5 The employee must submit all required documents to Heart within the
duration of the probationary period. Negligence in submission of documents
required for employment may be grounds for dismissal.
3.6 The probation period may be cancelled arbitrarily and the ALT/NET’s
contract terminated in the event that the school to which the ALT/NET is
appointed considers the ALT/NET to be unsatisfactory in the execution of his/her
duties.

Article 4. Duties

4.1 The employee’s main duty will be to teach English to students aged
between 3 years old and 18 years old.
4.2 Where the ALT is allocated to a junior high school, such teaching will
remain under the guidance and control of a Japanese native teacher.
4.3 In elementary school, the ALT is usually presented with one of three
situations.
a) The school writes its own program or uses the Ministry of Education’s
program.
b) The school uses Heart Corporation’s online program.
c) The ALT is required to write his or her own lesson programs.
In the first two cases, programs are prewritten, including game suggestions and
grammar points.
In the third case, the ALT must follow Heart Corporation’s Elementary
Achievement Program, but the week-to-week lesson schedule is up the ALT.

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4.4 Where required, the ALT/NET will travel to various locations assigned by
Heart, or by a managerial person of Heart.
4.5 The employee shall devote his / her attention to the professional execution
of the main duty at all times.
4.6 The employee will acknowledge that absence from class or place of work
would have a serious impact on the students and school staff, and shall make
every reasonable effort not to be absent from school.
4.7 The employee will endeavor to promote the interests of Heart by becoming
involved in the school(s) to which he / she is appointed. Lunch with the children /
students, participation in lunchtime games (if asked), and school cleaning will
demonstrate such involvement.
4.8 When requested, the employee will participate in extracurricular events
such as sports days, speech contests, etc. The employee must clarify in
advance whether such activities should warrant payment or time off.
4.9 The employee may be asked to have his / her photograph and / or resume
used in Heart’s advertising literature, or to have still images or video taken for
promotional or training purposes.

Article 5. Company Rules and Laws

5.1 The employee will observe Heart’s internal working regulations and
customs as well as any other applicable regulations and laws.
5.2 The employee will abstain from any activity that may cause disgrace or
damage to Heart.
5.3 The employee shall:
a. Not act arbitrarily beyond one’s ability or authority.
b. Not discuss the business of Heart with non-company persons.
c. Not abuse one’s duties for one’s own benefit.
d. Not use one’s position to assist in the performance of unlawful acts
such as borrowing or receiving money or other items.
e. Not have inappropriate relationships with students or staff.

Article 6. Additional Work Conditions

6.1 The employee shall not undertake any private commercial business
without the prior approval of Heart.
6.2 Heart shall not inhibit the employee from such ventures, on the provision
that the employee does not propose to work for a direct competitor, in a field not
allowed in the employee’s Japanese work visa, or in an inappropriate venue such
as a bar or restaurant.

Article 7. Dress Code

7.1 The employee shall be neatly dressed for business.

7.2 In general terms, this means collar and tie and smart trousers for males,
and appropriate business-type outfit for females (either skirt and top, one-piece
dress, or slacks). The dress rule may be relaxed in hotter weather at the
discretion of the appropriate school principal.
7.3 When teaching elementary school children, a tie is not required, and
collared shirts on their own are typically acceptable.
7.4 Jeans and T-shirts are not acceptable except on very specific occasions
when the ALT/NET is required to attend school for a non-teaching function, again,
at the discretion of the appropriate school principal.
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7.5 Hair color is to be a natural shade; it need not be an original one, but must
be one that naturally occurs within your ethnic background. This is particularly the
case for ALT/NETs, who must maintain the responsibilities of a good role model
within the Japanese school system, where dyed hair is prohibited for students.
For ALT/NETs, their hair color is to remain the same shade throughout their
contract period.
7.6 Bodily piercing and tattoos are not to be present anywhere that can be
seen. Women may have a smaller conservative piercing in the ear lobe. Men may
not have an ear piercing while at work. Those possessing tattoos must be given
special permission or assigned specific clothing requirements.

Article 8. Duty of Confidentiality

8.1 The employee shall hold in confidence any information regarding Heart’s
business or business practices, regardless of the source of such information.
8.2 This confidentiality includes Heart Corporation materials, programs, and
other external documents, such as, but not limited to, sales documents and
documents generated for customer usage and viewing.
8.3 The employee shall hold in confidence any information or documentation
that is property of any client or customer, including any client school board,
school, teacher, client company, or any staff working for the above. Private
materials from the above persons should only be obtained upon request of that
client, and be kept safely and returned upon request to the owner.
8.4 Usage or distribution of these for personal (or private) gain or for the
benefits of a third party is a significant breach of contract and a violation of
Japanese law.
8.5 This article remains in force subsequent to the termination or cancellation
of the Contract of Employment for a period of two years.

Article 9. Salary, Payroll Period

9.1 Salary shall be paid on the 25th of the following month. (Example: If you
start working from April, your first payment will be made on May 25 th.) This pay
date shall not be changed without prior notification to the employee.
9.2 In the case of payment by bank transfer, if the pay date falls on a weekend,
salary payment shall be made to the employee’s bank account on the next
working bank day.
9.3 If salary is requested in cash, with the employee’s authorization on the
payment method form, it will be sent by registered mail to be received on the 25 th
if Saturday, or the first Saturday following the 25th.
9.4 Inside of Ibaraki Prefecture, an employee may use Heart Corporation’s
designated banks to avoid payment of bank-to-bank transfer fees. At present,
these banks are the Kenshin （けんしん）Bank and Tokyo-Mitsubishi UFJ Bank
(UFJ). If the employee inside of Ibaraki wishes to use a different bank for his or
her salary, the employee will cover the cost of bank-to-bank transfer fees.
Outside of Ibaraki prefecture, employees may not have the option of banking with
Heart Corporation’s bank. In this case Heart Corporation will cover the cost of
bank transfer fees, but will only do so once per month. Any additional monetary
payments made to the employee in the same month, after the first one, will have
the transfer fee charged to the employee.

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Article 10. Training and Meetings

10.1 New employees are obliged to attend a three-day group orientation

session prior to commencement. First year employees may be obliged to attend a
one-day consultation prior to the commencement of the second semester.
Employees re-signing or continuing with Heart may be obliged to attend a re-
orientation meeting some time before the start of their second contract. This may
fall on a weekday or Saturday.

Article 11. Taxes

11.1 Income tax on the employee’s salary will be deducted at source, prior to
salary payment being made. The employee should be aware that he/she is
responsible for paying any deficiencies in the tax assessment.
11.2 At the end of the financial year, the Tax Office will issue a statement to the
employee which will either authorize a refund of taxes paid or request payment of
additional taxes. In either case, the calculation is based on the employee’s
stated salary.
11.3 Where a refund is authorized, Heart will pay this to the employee at the
earliest opportunity.
11.4 The employee is directly responsible for the payment of any additional
taxes requested by the Tax Office.
11.5 In cases where a company tax payment certification is needed if taking
other employment in Japan or if renewing a visa, please inform Heart of the
appropriate address, and it will be sent promptly.
11.6 There is no citizen/residence tax paid in one's first year, but this amount is
required to be paid during the following year. If not paying this tax, it might not be
possible to renew a visa, penalties might be imposed, and wages may be
garnished, so please understand that it is absolutely necessary to pay this tax as
required.

Article 12. Medical Check

12.1 Before the start of each employment year, the employee shall undergo a
medical examination. Such examinations may take place outside of Japan if the
employee prefers, but official documents must be presented in English or
Japanese. To clarify, this occurs as a requirement to be fulfilled for each contract.
So an employee who wishes to renew their contract must re-fulfill this on each
occasion of renewal.
12.2 Such medical examinations may take place prior to or during the period of
employment.
12.3 From time to time BOEs have occasionally requested that our ALT/NETs
resubmit themselves for medical examinations. This request is made out of
concern for the health of the student body, and we assume such concern is also
held by the ALT/NET. When teachers are requested to check up en masse,
outside of contract renewal, it has been Heart’s policy to cover the cost of this
exam if it happens in Japan, and if it occurs at an approved medical facility.
12.4 Before the commencement of employment, the employee must undergo a
non-invasive aerosol drug test. Employment is dependent on a negative result of
the drug test. The employee does have the option to complete a certificate
outside of Japan to be turned in with the Medical Certificate; otherwise the test
will be taken at the training meeting. Just as with the Medical Certificate, an
12
employee who wishes to renew their contract must re-fulfill the drug testing at the
renewal meeting each year.

Article 13. Visa Sponsorship

13.1 Visa sponsorship remains at the discretion of Heart Corporation.

13.2 Heart provides all the necessary documents to apply for a work visa to
employees. However, it is the employee’s responsibility to apply for the visa in
person at an immigration office and to pay any miscellaneous costs associated
with transportation expenses and application fees for visa extensions, change of
visa status, etc.
13.3 Heart will raise no objection to continued visa sponsorship, provided the
employee demonstrates an intention to continue to work for our company.
13.4 If the employee, (not Heart), decides to unilaterally terminate his/her
contract while under Heart’s visa sponsorship, the administrative and
sponsorship fees associated with visa sponsorship shall be deducted from that
employee’s final payment. Currently, that cost is 18,000 yen.

Article 14. Business Travel Expenses

14.1 In the case of legitimate business travel, Heart will pay or reimburse all
transportation costs. In addition, a travel allowance may be granted to cover the
cost of travel between the employee’s residence and work location. (For further
details see Article 24.)
14.2 Occasionally, some costs must be viewed as the employee’s induction
expenses, and not Heart Corporation’s. In some instances, mandatory training
sessions and/or introduction meetings will take place, and the transportation
costs to the necessary locations will not be reimbursed by Heart. The date of
these meetings can be changed by Heart, and the employee will adjust
accordingly.

Article 15. Working Hours, Work Places and Holidays

15.1 Working hours will vary from fewer than 6 hours per day to 8 hours per day,
depending upon the requirement of the individual Board of Education.
15.2 If, for any reason, the Board of Education does not use the nominated
number of days, Heart may request that the employee make up the outstanding
balance of days through other company work or various functions requested by
the city in which the employee works.
15.3 During the utilization of such a balance, Heart will endeavor to use the
employee in locations as close to the employee’s home as practicable. Where
this is not possible, arrangements will be made to minimize inconvenience.

15.4 Holidays will be in accordance with the appointed Board of Education’s

annual schedule.
15.5 On occasion, during the school vacations, BOEs may request some service
from their ALT/NET (s). This can include, but is not limited to, camps, Japanese
Teacher of English (JTE) seminars, training programs, special English courses,
etc. The details of these are usually on a case-by-case basis and are informed to
the ALT/NET as soon as viably possible. It should be made clear contractually as
well as with coordination staff whether this is a requirement.
15.6 Any employee wishing to leave the country, even for a non-work period,
must inform his/her coordinator of the departure and return day, as well as
13
contact information for that period. The employee should also take care and
responsibility in ensuring proper re-entry permits from the Japanese government
if necessary.
15.7 In addition, employees who leave the country are required to return at
least 2 days before the commencement of work.

Article 16. Lateness, Absence due to Sickness or Injury

16.1 As soon as it becomes apparent that the employee will be late for work, he
/ she is to inform Heart by phone (029-226-8010). Heart will then inform the
appropriate school. A text message or email is not sufficient. This notice must
come by the end of the previous day’s working hours for absence, or by 8:00 AM
the day of lateness.
16.2 In case of sickness or injury, the employee is to inform Heart without delay,
even if such contact constitutes a message on Heart’s answering machine.
16.3 In cases of prolonged absence, the employee’s assistance may be sought
in the recruiting of a suitable replacement.
16.4 If an ALT/NET takes an unapproved absence from school during working
hours of any type, a cautionary notice will be issued. To become approved, proof
of proper reason for absence must be given, such as the bill from a doctor visit,
or a notice from a public transport authority (“chien shomeisho”遅延証明書).
16.5 In the event of lateness or any case of absence from work, the employee
shall make all attempts to reschedule those hours or days missed within the
month in question. Where rescheduling those hours or days is not an option for
any reason, the employee’s salary shall be reduced as per the amount stated on
the contract.

Article 17. Time Off, Leaving Early

17.1 When the employee requires time off, it is to be arranged by permission

and through communication with Heart. Heart is to be informed whenever time off
is desired, and Heart will be the one to communicate with any clients. This is to
ensure that all parties involved understand and are able to adapt.
17.2 A similar procedure is to be observed when requesting to leave early. This
is not a practice that is universally approved of, and while it is accepted that
certain occasions are unavoidable, it is not to become habitual.

Article 18. Reduction of Salary, Payment of Losses

18.1 If the employee is frequently late for or absent from work, he / she may
receive a verbal reprimand. If necessary, this will be followed by a written
reprimand.
18.2 Where days lost due to absence cannot be rescheduled within the school’s
calendar, appropriate loss of pay will result. Such salary reduction will be made
during the relevant month.
18.3 When an employee is late, salary will be deducted in 30-minute
increments. This means when an employee is 1-30 minutes late, “30 minutes” of
pay will be deducted; when 31-60 minutes late, “1 hour” of pay will be deducted;
and so on.
18.4 The employee will repay any losses incurred by Heart due to the
employee’s willful misconduct or negligence.

14
18.5 The employee will repay to Heart, on demand, the amount of losses
incurred by any third party attributable to the employee’s misconduct or
negligence.
18.6 Unapproved lateness or absence will result in the following sanctions, in
addition to standard deductions and in accordance with Japanese labor laws:
First offence in a contract term: The ALT/NET will be reprimanded and reminded
not to continue in unapproved absences.
Second offence in a contract term: The ALT/NET must sign a pledge not to have
an additional infraction of attendance. Should the second reprimand happen
within one month of the first, the sanction reserved for the third offence will apply
to the second offence.
Third time in a contract term (second time if the first two were within one month):
A sanction of 50% of one’s daily pay will be implemented for that working month.
Fourth time in a contract term (third time if the first two were within one month)
and all times following: Sanction of deducting of the monthly salary by up to 10%.

Please note that continued employment cannot be guaranteed for someone

engaging in frequent unexcused absences. ALT/NETs who feel that they may
have to engage in activities resulting in such absences in the future should inform
Heart as soon as possible.

Article 19. Termination of Employment

19.1 In the event that Heart is left no choice but to terminate the contract, a
notice period of one calendar month (30 calendar days) will apply.
19.2 Where Heart gives notice of less than one calendar month, Heart will pay
one full month’s salary, regardless of length of notice.
19.3 Heart alone will decide whether or not the employee is required to work the
notice period.
19.4 Should the employee become “unavailable” for work after notice is given,
Heart will demand, for goodwill, unspecified damages of up to ￥150,000 from the
employee.
19.5 The employee’s contract may be terminated under any of the following
circumstances:
a. The employee is judged incapable of performing his / her duties due to
a physical or mental disorder.
b. A probationer (defined in Article 3) is considered unsuitable for regular
employment with Heart.
c. The employee becomes redundant due to significant change or
reduction in business operations, combined with the inability to find any
other positions for the employee.
d. The employee proves to be extremely unpopular with clients and/or
students.
19.6 For a period of two years after the termination of employment, the
employee is prevented from approaching or accepting any employment position
directly or indirectly with any Heart Corporation client. A Heart Corporation client
is anyone to whom the employee was introduced by the company during the
tenure of their employment with Heart Corporation.

Article 20. Resignation

20.1 There is no legal restriction against an employee giving notice to resign

from a job in Japan. However, for the ALT job in which a stable, long-term figure
15
to stay among the students is needed, an ALT’s resignation creates more
negativity and difficulty than leaving other kinds of English-related work in the
country. Heart strongly urges any ALT to take responsibility to complete any
contract taken, and encourages any person considering resignation to contact a
Heart staff member to discuss the issue. Candidates not yet employed who wish
to enter a contract with the intention of resigning before the finishing date are
asked to understand the damage of this decision and to reconsider accepting any
offered position.
20.2 If the employee decides to resign from his/her position with Heart, a
minimum one-month (30 calendar days) notice of resignation must be given
before the last working day. The one-month notice period will begin upon
receipt and confirmation by Heart. Thus, notices given during Heart’s non-
working hours or holidays will not be included in the 30-calendar days. Out of
courtesy, we would ask that the employee give additional notice if lengthy
company holidays fall within the 30-day notice period, as Heart would have less
time to find a replacement and coordinate with schools. Should the employee not
give the 30-day notice or choose not to fulfill duties during the final 30 days, will
demand, for goodwill, unspecified damages of up to ￥ 150,000 from the
employee.
20.3 If an ALT/NET resigns or gives notice including the month of August or any
other period of break time, that payment will be pro rata for days worked only, not
the full month, and only for days worked at the request of Heart.
20.4 Should the employee choose to terminate his/her Employment Contract
before the stated completion date, all company materials received by the
employee must be returned in full.
20.5 Should the employee choose to terminate his/her Employment Contract
before the stated completion date, the Company Accommodation Contract
simultaneously becomes terminated. (See Article 23.16 for more details.) Rules
and procedures are as follows:
a. The employee must vacate the company accommodations on the final
day of work as stated in their letter of resignation (30 calendar days notice).
b. Should the employee’s final day of work fall within the duration of a new
calendar month (for example, the employee’s final day of work falls on July
1st, the entire month of July’s rent will be deducted from the employee’s
salary). Any losses by the employee will be seen as justified under the
premise that the employee is in breach of contract.
c. Other related losses to Heart will be deducted from the employee’s final
salary payment as stated in Article 23.7 and 23.8.

Article 21. Suspension or Demotion

21.1 Suspension or demotion may result from any of the following:

a. Failure to obey an instruction in connection with work or duties without
reasonable justification.
b. Negligence in the performance of such duties.
c. Actions that disturb the order of the workplace, such as absence,
lateness, leaving early, etc.
d. Arbitrary deeds outside the employee’s scope of employment.
e. Other misconduct analogous to the above.

16
Article 22. Disciplinary Dismissal

22.1 Dismissal may result from any of the following:

a. Criminal offenses such as: theft, embezzlement, bodily harm, etc.
b. Disturbing behavior in the workplace like gambling, causing affront to
public morals, or having a negative influence on other employees.
c. False statements regarding experience relating to employment criteria.
d. Inappropriate relationships with clients, students, or staff.
e. Absence of more than 14 days without permission or reasonable cause,
and ignoring Heart’s direction to report to one’s place of work.
f. Leakage of confidential company information to any external agency.
g. Abuse of duties for the employee’s own benefit.
h. Breach of Heart’s ethical code.
i. Being requested to resolve the same complaint three times, for example
but not limited to lateness, ignoring stated company requirements, etc.
j. Breaching of student privacy, such as taking pictures or video, publishing
student information or media to unapproved or outside parties, etc.
k. Violating the personal time, space, or property of students or coworkers
without proper permission.
l. Sexual harassment.
m. Other acts analogous to the above.
22.2 The above list is by no means exhaustive, and serves only as an indication
of Heart’s behavioral requirements.
22.3 The chart on the following page is a diagram of the actions taken during a
disciplinary dismissal:

17
 Heart Corporation
ALT/NET FEEDBACK FLOWCHART

Board of Education lodges a

complaint.

The Supervisor will observe and

talk with the ALT. Together,
they will try to find a solution.

Four Weeks later

If further action is required, a

Heart Corp. will call the school
Coordinator will observe and
to gauge how much, if any,
talk to the ALT. They will also
improvement there has been.
issue a First Warning.

Two Weeks later

If further action is required, the

Heart Corp. will call the school
If improvement is satisfactory, Director will observe and talk to
to gauge how much, if any,
no further action will be taken. the ALT. They will also issue a
improvement there has been.
Second Warning.

If there is still no client

The Director will hold a meeting
The ALT continues to work as If improvement is satisfactory, satisfaction after 6 weeks, the
with the School and the Board
normal. no further action will be taken. company will re-evaluate the
of Education
ALTs terms of employment.

The same day

The ALT continues to work as If improvement is satisfactory,

normal. no further action will be taken.

The ALT continues to work as

normal.

18
Article 23. Accommodation

23.1 Heart Corporation understands the unique cost of moving in or to Japan,

and also the particular difficulties that non-Japanese can have in this process if
they are not already familiar with Japanese living. Because of this, Heart
Corporation makes arrangements to find, negotiate, sponsor, set up and
administer accommodations for its employees. However, our accommodation
arrangements are designed to aid first year and new employees with their
required transition. They are not designed as long term living solutions. Heart
Corporation absorbs the start-up costs that many non-Japanese are unfamiliar
with in regards to housing. These are many and varied, including but not limited
to the realty fee (usually equivalent to one month’s rent), any key money (can be
one, two, or sometimes three months’ rent) that we cannot negotiate away even
with our bulk purchasing power, the insuring of the inside of the apartment, and
the semi-furnishing mentioned below.
23.2 In addition, Heart Corporation attends to any issues with the landlord as
well as arranging for payment of the basic utilities (gas, water, electricity). This is
not done as a bonus to employees (as that would be unfair to those making their
own housing arrangements). Heart Corporation adds an administration fee to the
base rent, and that is the price quoted to employees.
23.3 It is the goal of Heart Corporation to balance that fee in such a way that
Heart’s initial costs can be recovered in approximately 1 years’ time. Although the
accommodations are still advantageous to new employees, any employee
staying in the same apartment for longer than 1 year should recognize that they
are no longer receiving such a good value for their rent money. This fee will
remain in place regardless of the number of years the employee remains in that
apartment, because, as was noted above, Heart Corporation does not wish these
accommodations to be seen as long term living solutions.
23.4 When required, Heart will provide accommodations at an agreed rental
price. Such accommodations will be in keeping with Japanese single person
accommodations unless there is a specific reason that renders such
accommodations unsuitable.
23.5 If the employee chooses not to use the allotted Heart Corporation
accommodations, Heart Corporation cannot become involved in the employee’s
private accommodation transactions.
23.6 Other than times that would benefit Heart or if no other means are possible,
at no time will Heart provide a single person with anything other than a single
person’s accommodation.
23.7 Heart will bear the associated costs of finding and contracting
accommodations, but the employee will be required to pay the equivalent of up to
3 months’ rent (2 months’ rent & a service fee) prior to moving into the
accommodations.
23.8 While it is expected that the employee will remain in the Heart Corporation
accommodations for the duration of the contracted period, the employee may
move out at any time, having given notice of 1 calendar month. However, if the
employee vacates the apartment within the duration of their contract, Heart will
attempt to regain all losses by withholding of the service fee. Additionally, the
employee will allow Heart to finalize the costs of staying in the company
apartment. Final pay may be withheld until such finalization is possible in
instances such as an inability to vacate the apartment within the terms of the
contract, or other damages related to use of the apartment. That final pay will be
adjusted according to any resulting costs.
19
23.9 Rents will vary according to location but will be kept as low as possible.
23.10 Rent will be deducted from salary at source.
23.11 The employee will pay a fixed amenities (gas, electricity, water) fee of
￥10,000 per month up to 115% of actual usage. If monthly usage exceeds 115%,
the employee will pay the remainder of the actual utility charge. Deductions for
these bills will be taken at source.
23.12 In rare circumstances when a second person is allowed to move into the
employee’s company apartment, a separate apartment contract must be signed
and an additional ￥ 8,000 charge for utilities for will be deducted.
23.13 Rented basic goods and furnishings will be provided to ensure that the
employee can commence living in Japan without undue initial expense.
23.14 Such items should be kept in good repair, and breakages should be
replaced.
23.15 Security deposits and key money in Japan are almost never returned to
Japanese renters, unlike the common practice elsewhere. Heart Corporation, by
being the primary leaseholder, is in a position where it can return portions. Heart
Corporation covers the service fee if the employee completes the lease of an
apartment. The service fee minus the cost for repairs/cleaning is refunded when
you move out. If you don’t complete the lease contract period, the service fee will
not be refunded as this serves as the processing fee for the arrangement and
reservation of the apartment.
23.16 Should the employee choose to terminate his/her Employment Contract
before the stated completion date, the Company Accommodation Contract
simultaneously becomes terminated. Rules and procedures are as follows:
a. The employee must vacate the company accommodations on the final
day of work as stated in their letter of resignation (1 calendar month notice).
b. Should the employee’s final day of work fall within the duration of a new
calendar month (For example: the employee’s final day of work falls on July
1st, the entire month of July’s rent will be deducted from the employee’s
salary. Any losses by the employee will be seen justified under the premise
that the employee is in breach of contract.
c. Other losses to Heart will be deducted from the employee’s final salary
payment as stated in Article 23.8.
23.17 Please refer to your specific Rental Agreement for more detailed
information.

Article 24. Transportation

24.1 Where possible, the employee will be accommodated close to the

allocated place of work.
24.2 Where longer distances are involved and a bicycle is inappropriate, Heart
will provide a car for a fee of 20,000 yen per month, provided that the employee
has the necessary license.
24.3 Issuance of a car will necessitate the signing of a separate contract
agreement. See Item 11 for further details regarding company vehicles.
24.4 In principle, transportation allowance is included in the salary.
24.5 All employees using a vehicle must submit and update information on their
license, insurance, and vehicle inspection/registration. The correct document for
doing this can be received from General Affairs staff: info@heart-school.jp.
FAILURE TO SUBMIT may result in a suspension of transportation stipends.
Heart cannot authorize an employee’s travel without ensuring that the employee
is in compliance with Japanese law.

20
Article 25. Governing Law

25.1 All company contracts are governed and construed in accordance with the
Law of Japan.
25.2 No other legal interpretations will be entertained.

Article 26. Comprehension

26.1 If any of the above articles 1 - 25 are unclear, please address your queries
to Heart’s management prior to signing any contract of employment.

Article 27. Required Documents

Original copies or photocopies of the following documents:

1. Provisional Contract
2. Emergency Contacts/Guarantors (2 people)
3. Passport (パスポート)
Page one, containing name, nationality, expiration date etc.
4. BA/BS diploma or official transcripts from an accredited university
5. Visa (在留資格)
Stamp or sticker in the employee’s passport containing the Type of
Visa and Expiration Date.
Work Permit allowing work other than the activity previously granted
(資格外活動許可証). This is required only for ALT/NETs holding visa
types other than Instructor (教育) and Specialist in Humanities (人文
知識・国際業務), although in some instances, this permit is also
required for any visa other than Instructor.
6. Residence Card （在留カード）
Front and back page of the Employee’s Residence Card.
7. Bank Information (通帳口座)
Bankbook’s cover and first page containing necessary information
like the Account Number, Account Name, Branch Number etc.
8. Health Certificate (健康診断)
General physical: All required elements listed in the company health
check form must be completed within 3 months prior to your first
day of work.
9. National Health Insurance (国民健康保険)
National Health Insurance is to be applied for at the City Hall where
the employee is designated.
10. Driver’s License （運転免許証）
An international license obtained from the ALT/NET’s home country
can also be used, but is only valid for a period of 1 year from the
date of arrival.

The following documents are required only if the ALT/NET goes to work by
their own/private car:

11. Automobile Inspection Certificate (車検証)

12. Compulsory Automobile Liability Insurance (自動車賠償責任保険)
21
 13. Property Damage Liability Insurance (自動車保険)
Note: Proper insurance and inspection are already on file for those
employees leasing a Heart vehicle.

Item 11. Company Vehicles

11.1 Where Heart considers it necessary, the employee will be offered the low-
cost rental of a car. There is no guarantee of the kind of car or its condition, but
there is a possibility that it could be a smaller or older car, although always under
proper maintenance to assure it is road-worthy.
11.2 In the case of an employee accepting such a vehicle, both the employee
and Heart will complete a separate agreement.
11.3 (a) Shaken (inspection), including Obligatory Injury Insurance will be the
responsibility of Heart. This insurance does not cover any injury to the employee,
and does not cover damage to the vehicle driven by the employee.
(b) Insurance provided by AIU will be the responsibility of Heart. This
insurance provides the employee with limited personal injury coverage, but does
not cover any amount of damage to the vehicle. In the event of an accident,
which does not involve personal injury, liability is decided by the insurance
company based on the police report of the accident. In the case of personal injury,
the police will make that decision. In the event that any accident is the fault of the
other driver, all personal injury costs will be covered by the other driver’s
insurance.
(c) AIU insurance provided by Heart is third party only.
Property damage agreement between Heart and the employee…
If you get in an accident and you, a passenger, or the other party are injured,
insurance will cover it (1st Party + 3rd Party Personal). If you damage the other
party’s property, insurance will cover it (3rd Party Property). But if you have an
accident with damage, we are going to deduct 20,000 yen as a penalty, instead
of raising your premium.

This insurance has no coverage to fix your car (1st Party Property). If the car
accident is 100% your fault, you will have to pay to fix the car.
Ⅰ. If we must use our insurance to cover the other party’s damages, we will
deduct a 20,000 yen deductible from the ALT/NET driver.
Ⅱ. If the accident is judged to be the ALT/NET’s fault, the ALT must pay the
cost of damage to the ALT’s car, up to 50,000 yen.
Ⅲ. Thus, an accident judged to be the ALT/NET’s fault will result in up to
70,000 yen in damages to the ALT/NET.
Ⅳ. Only when the driver is considered 0% responsible by the insurance
company, would no costs be incurred.
The employee will agree to have the amount in section Ⅰ and Ⅱdeducted from
his/her salary.
(d) All accidents must be reported to the police.
(e) The employee is the only person entitled to drive the vehicle. The
vehicle is not to be lent to or driven by any other person. In the event of
unauthorized driving, any consequent accident will be considered the
responsibility of the employee. As the insurance will be void, the employee will be
responsible for all costs related to the accident.

22
 (f) If the employee is involved in an accident and is found to be under the
influence of alcohol or illegal substances, his/her insurance will be void. The
employee will be responsible for all costs related to the accident.
11.4 Such vehicles will be for the exclusive use of the person named in the
Company Car Rental Agreement (such use to remain within the confines of the
agreement).
11.5 If the employee considers a vehicle to be unnecessary, no pressure will be
exerted by Heart to persuade the employee otherwise, so long as the employee
guarantees punctuality despite adverse weather conditions in keeping with the
standards of other employees.
11.6 If the employee refuses the use of a vehicle despite the recommendation
of Heart, subsequently the “need” for a vehicle will not be entertained.
11.7 Company vehicles developing issues involving heating and air conditioning
or stereo, but otherwise in proper working order, will be rare but considered
acceptable, and would not be cause for car replacement.

Item 12. Emergency Contact Procedure

12.1 It is the responsibility of the employee to get to work unless it is physically
impossible to do so, and we rely on a certain amount of common sense with
regard to the weather conditions. That is to say, when the weather can be seen
to be difficult the employee should realize the need to set out earlier in order to
avoid lateness. While some clients or public schools may decide to close when
the weather is bad, the employee is not usually in a position to know whether or
not their worksite/school will be closed.
12.2 All employees are to go to work on their scheduled days, regardless of
weather conditions. If the employee arrives at school, payment is guaranteed
even if the school is closed to the children. Remember that even though schools
may close, the school teachers are still required to go to school.
12.3 Heart will make efforts to contact both clients and employees on days that
are clearly difficult due to weather, but with the volume of employees and delays
in the clients’ response time, it may not be possible to communicate a
cancellation before the employee has arrived.
12.4 If the employee does not arrive at the worksite/school, it will be considered
an absence and Heart Corporation will attempt to reschedule the day. If the day
cannot be rescheduled, then the employee will lose the payment for that day. It
is in your own best interest, therefore, to make every effort to get to your place of
work on time on your scheduled days.
12.5 Obviously, there is always the risk of weather conditions being so extreme
that it is genuinely impossible to get to work. In such cases, the procedure should
be followed as before, and the day will be rescheduled. Where such days cannot
be rescheduled due to the school’s programming, Heart Corporation will
guarantee payment. This does not apply if the employee objects, for any reason,
to the rescheduled day (in such cases payment will be lost).
12.6 In all cases, we rely heavily on your own common sense and
professionalism to get you to work, and we appreciate all your efforts in that
regard. In the event that the weather causes delay in getting to work, trains not
running, roads being dangerous, traffic moving slowly and the like, the following
procedure is to be observed for all instructors:

As soon as it is realized that lateness cannot be avoided, the employee is to

follow the procedures outlined for their activity on this page. If that fails they are
23
to continue with the procedures outlined at the bottom “DEFAULT
PROCEDURE.” Please copy this page and keep it in multiple convenient places,
such as school desks, vehicle, and apartment.

ALT/NET work: As soon as it is realized that lateness cannot be avoided,

the employee is to contact Heart at (029) 226-8010. There will be
someone at Heart from 7:30am every morning. Please call as close to
7:30am as possible so that we can have time to contact your schools
before your scheduled start time.
If you cannot, for some reason, contact or get through to Heart, your next
phone call should be made to your Coordinator. The name and number of
your Coordinator is listed on your Information for ALT/NET sheet.
If the Coordinator cannot be reached, the ALT/NET is to LEAVE A
MESSAGE on Heart’s answering machine and try contacting his or her
Coordinator again. If your ALT/NET Coordinator cannot be reached a
second time, the employee is to leave a message and continue to follow
the default contact procedure at the bottom of this page.

Kindergarten Work: As soon as it is realized that lateness cannot be

avoided, the employee is to contact Heart at 029-226-8010. If Heart
cannot be reached, the employee is to leave a message and follow the
default contact procedure.

Private lesson work at Heart School: As soon as it is realized that

lateness cannot be avoided, the employee is to contact Heart at 029-226-
8010. If Heart cannot be reached, the employee is to follow the default
contact procedure.

Corporate Lessons (at a company or corporation): As soon as it is

realized that lateness cannot be avoided, the employee is to contact Heart.
If Heart cannot be reached, the employee is to leave a message and
follow the default contact procedure.

12.7 DEFAULT PROCEDURE

Default Procedure for ALL EMPLOYEES:
If for any reason your primary and secondary contacts above cannot be
contacted, contact Mr. Wakabayashi at 090-8178-3179. This is to be used as a
last resort only if all other avenues of communication have been exhausted. If all
else fails, leave a message in as many places as possible. This ensures that we,
the company, understand you made all possible effort. Failure to leave a
message will be viewed as equal to not having called. Once contact is made and
reasons explained, we will make contact with the appropriate customer, company,
school or Board of Education and pass on the necessary information.

24
Item 13. Assistant Language Teachers (ALT)
Assistant English Teacher (AET)
Hello Sensei

13.1 Essentially, there is no difference between the titles. This is a blanket

expression used to cover a variety of positions and a variety of venues within the
Japanese educational system.
13.2 The requirement for ALTs has been decided by the national government
and with recent legislation highlighting the increased need for English language
ability, many more Boards of Education are allocating funds to the employment of
ALTs. The teaching program is decided by the respective BOEs after discussions
with the schools concerned and with Heart Corporation. It is the responsibility of
the ALT to deliver the training that has been decided by the BOE, within the
obvious scope of the students’ abilities.

Item 14. Duties of an ALT

14.1 In junior high schools, Japanese Teachers of English (JTE) run all English
classes, and the ALT takes directions from them. The ALT has no direct
responsibility except to be prepared to assist in the ways required by the regular
teacher. There may be occasions when the ALT is asked to take a class, but
these occasions should be few and far between as the regular class teacher
maintains the program.
14.2 Lesson planning is also the responsibility of the JTE, unless the ALT is
asked to produce plans for any specific period or subject.
14.3 Discipline remains the responsibility of the JTE, and the ALT is generally
not involved except as a bystander. That said, if the ALT feels there is a need to
become more proactive in this regard, then he / she is free to do so, providing it
causes no offense or embarrassment to the regular class teacher.
14.4 In elementary schools, the ALT is usually responsible for all aspects of the
lesson. Direction is taken from the Head Teacher, sometimes via a nominated
“English Coordinator,” within the confines of the agreed program.
14.5 Lesson planning is probably the most important element of the lesson
insofar as it is the beginning of the delivery process. If the lesson is well planned,
then delivery should be easy and successful. Remember that not all children
learn at the same speed or with the same methodology, so build that variation
into the lesson plan.
14.6 As the elementary school ALT is responsible for all aspects of the lesson,
it is reasonable to assume that discipline is the province of the ALT. The Home
Room Teachers (HRT) will be present, but should not be imposed upon unless
the situation is uncontrollable by the ALT. Where the ALT has insufficient
Japanese ability to make the point, then the HRT should be asked to solve any
discipline problems that arise.
14.7 While planning a lesson or any aspect of a lesson, an ALT should only use
approved methods or materials, conferring with a teacher of the school if this isn’t
clearly understood. As a general rule, when using school computer equipment to
develop materials, there should be no downloading or saving of material to a
school computer’s hard disk, nor accessing websites which could be in any way
inappropriate or harmful.
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14.8 In both elementary and junior high school, generally mealtimes are spent
in the company of the children. Teachers and children eat together in their own
regular classroom. In all probability, the ALT will dine with each class on a
rotational basis, as determined by the school staff. It is also possible that the
children will ask that the ALT play games, or to spend time with them during the
lunch break (this is particularly true of elementary schools). While this is not
mandatory, it does provide opportunities for the ALT to get to know some of the
children outside of the confines of the English class, and will raise the opinion in
which you are held.
14.9 As the children and teachers are responsible for the cleanliness of the
school, the ALT may be requested to participate in the o-souji (cleaning) regime
each day. The ALT is to participate if requested to do so, or is to volunteer if not
requested to join in. Teachers and BOEs regard o-souji as a standard practice,
and the ALT may be less well thought of in cases of “failure to participate.” If
there is no requirement for the ALT to be directly involved, o-souji is a good
opportunity to meet with the students outside of the English class.
14.10 Ideally, every school would have meeting times with its ALT every day or
at least every week, depending upon the type of school, number of visits, etc. In
reality, the ALT has very few opportunities to meet with JTEs and/or HRTs, and in
many cases pre-class preparation takes place on the way to the classroom. This
is a long way from ideal, but if that is all that is available then the ALT needs to be
able to adapt to and work with this limitation.
14.11 There may be a periodic requirement for additional teaching: speech
contests, interactive forums, etc. They play a big part in Japanese education.
The ALT is to fulfill these requirements on request, insofar as the request is
reasonably practicable, and appropriate notice is given. The school should not
make these requests of the ALT without first notifying Heart Corporation, either
directly or through the auspices of the Board of Education (BOE). If such cases
do arise, then the ALT should refer the school staff to Heart Corporation for
approval prior to making any decision.
14.12 On occasion, the schools may wish to “showcase” the English class to the
BOE, parents, and other interested persons. The ALT is requested to comply as
far as is reasonable with any such request, even to the point of tailoring a lesson
particularly to suit the visitors. Again, this will depend very much on the notice
given, the ability of the classes, the condition of the teaching program, and the
timetable.
14.13 The following outline is intended to highlight the duties for an ALT at a
school in the order of their relative importance. It is not inclusive, but a general
summary of the above articles on duties.

First: Punctuality and accountability. The actual teaching of classes.

Second: Preparation for the classes. The maintenance of relations with the Head
Teacher, both as an ALT and as a representative of Heart Corporation.
Third: Interaction with the students outside of the classroom setting, this includes
lunch, recesses, o-souji, and all other elements of “internationalization.” The
maintenance of relations with the Principal, Vice-Principal and Homeroom
Teachers both as an ALT and as a representative of Heart Corporation.
Fourth: The maintenance of any other relations within the school both as an ALT
and as a representative of Heart Corporation.

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Item 15. General Information for ALT Appointees
15.1 All Assistant Language Teachers will work directly under the control of the
appropriate Head Teacher, but with recourse to Heart Corporation where
necessary.
15.2 Working conditions will vary from school to school, but in very general
terms all ALTs will be required to work up to 5 days per week, for the total
number of days contracted. In all cases, the workload will be decided by the
appointed school and may require that the ALT work as flexibly as possible (i.e.
perhaps only one period in a day, or perhaps five or six periods in a day). The
program will be completely at the discretion of the school principal and the
requirements of the BOE.
Additionally, the ALT will be expected to participate in some extra-curricular
activities (i.e. outside the curriculum of your actual teaching classes), very often
on short notice. These activities may include such things as staff meetings,
sports days, parents’ evenings, etc., and is part and parcel of the responsibilities
of the ALT. To the degree that they occur within the days and length of hours
Heart has contracted for, they are not to be considered “overtime” in any
definition of the word even if they do not occur during typical working times. This
type of thing will take place fairly infrequently, with the possible exception of staff
meetings, which may or may not be regular events.
15.3 In most junior high schools, classes are expected to be around 30 to 40
students, but there will, occasionally, be substantially larger and smaller class
groups.
Elementary schools are a different proposition insofar as some require the
teaching of class groups, while others require the teaching of year groups. This
being the case, the ALT must be prepared to deal with large and very
occasionally, extremely large classes. It is not unheard of for the ALT to teach to
class groups in excess of one hundred children.
15.4 Teaching materials in general, will vary from school to school depending
on a number of contributory factors, such as the school’s own commitment to
English learning, how much they are prepared to allocate from their budget,
whether or not the school already has materials, suitability of materials to class
size, and many other possible moot points.
In any case, it is likely to be designated the province of the ALT to ensure that
teaching materials are suitable, up-to-date, and in keeping with the educational
requirements of the appropriate school.
15.5 At all times, the ALT’s conduct must be totally beyond reproach. Within
the parameters laid down by the BOE, appointed school, and Heart Corporation,
the ALT must function appropriately at all times. Do not use derogatory remarks
under any circumstances. While it is fair to assume that students will not
understand content, they will understand the tones and facial expressions that
accompany such remarks. Do not create situations that will embarrass the
children if such situations can be avoided. It is good to use children in
demonstration situations, but ALTs must make all efforts to choose those children
who can cope with the extra “limelight.”
15.6 The main task of the ALT is to provide such service as deemed necessary
by the establishment at which the ALT is employed. That is to say, the wishes of
the BOE and by definition the school at which the ALT is employed are
paramount.
15.7 While the ALT may be allowed a certain amount of latitude by the school, it
is not to be expected or taken for granted. Any good ALT will have his / her own
27
ideas as to how a lesson may best be taken, but it is not to be forgotten that the
ALT is an assistant to the regular teacher, and as such takes instruction directly
from that teacher or from others appointed by the school.
15.8 Part of the ALT function is the “cementing and furthering of good relations”
between Heart Corporation and the appropriate Board of Education via the
school at which the ALT is employed. This may include a requirement for ALTs
to dine with the students on a daily basis. Such a “duty” may seem a little alien to
Western mentality, but is no less valid as a PR exercise. Further, it is a way to
associate with students in a slightly less formal setting. Additionally, ALTs may
also be requested to participate in break-time activities, more likely in elementary
schools when pupils ask, “Please play with us.” In short, involving yourself in the
school, rather than just “going to work,” will enhance your reputation and
enjoyment. For more on this please see 14.8 and 14.9.
15.9 Finally, flexibility and enthusiasm are great tools to be used with alacrity
and without complaint. Do not damage your reputation or the reputation of Heart
Corporation by failing in what is essentially a simple task. Lunch and activity
involvement are all part of the position of ALT. Accept the responsibility and the
challenge, and make yourself the best you can be.
15.10 If you feel that your appointed school is over-stepping the mark and
making inordinate demands of you, let us know and the Heart Corporation
director will take your case to the school concerned in an effort to resolve any
areas of difficulty.

Item 16. Duties of an NET

16.1 In junior high schools, a Japanese Teacher of English (JTE) runs portions
of English classes and the NET takes responsibility for other portions of them.
The NET has the responsibility to independently lead the class during the
specified time.
16.2 Lesson planning is handled by the NET for his/her portions of classes,
perhaps under the advice of the company coordinator.
16.3 Discipline remains the responsibility of the JTE who will remain in the
classroom while the NET is teaching.
16.4 In elementary schools, the NET will lead the class in a manner similar to
elementary school ALTs, but lesson program assistance would come from Heart
rather than the school.
16.5 While planning a lesson or any aspects of a lesson, the NET should only
use approved methods and materials. As a general rule, when using school
computer equipment to develop materials, there should be no downloading or
saving of material to a school computer’s hard disk, or accessing websites which
could be in any way inappropriate or harmful.
16.6 In both elementary and junior high school, mealtimes may be spent with
students depending on the schedule. Teachers and children eat together in their
own regular classroom.
16.7 The NET may participate in the cleaning regimen each day as part of the
work schedule.
16.8 NETs need to maintain good communication with the company coordinator
to ensure that prepared lesson materials are appropriate.
16.9 There may be a periodic requirement for additional teaching: speech
contests, interactive forums, etc. They play a big part in Japanese education.
The NET may be requested by Heart to assist with these endeavors, as long as it
is in compliance with the NET’s contract.
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16.10 NET classes may be observed just as ALT classes, and any resulting
feedback or advice would come directly from the company coordinator.
16.11 Fundamentally, the largest difference between an ALT and NET should be
clearly understood: To assure proper contractual and educational standards, the
NET should not receive orders or do the work of other staff in a public school.
The educational program is directed only by Heart staff.

Item 17. General Information for NET Appointees

17.1 All Native English Teachers coordinate lessons through Heart Corporation.
17.2 Working conditions will vary from school to school, but in very general
terms all NETs will be required to work up to 5 days per week, to a total of the
number of days contracted. In all cases, Heart will decide the workload. Any
schedule changes are handled through Heart.
If an NET is expected to participate in some extracurricular activities (i.e. outside
the curriculum of your actual teaching classes) such as staff meetings, sports
days, parents’ evenings, etc., it must be confirmed to be within the scope of that
NET’s contract.
17.3 In most junior high schools, classes are expected to be around 30 to 35
students, but there will, occasionally, be substantially larger and smaller class
groups. Elementary schools are a different proposition insofar as some require
the teaching of class groups, while others require the teaching of year groups.
This being the case, the NET must be prepared to deal with large and very
occasionally, extremely large classes. It is not unheard of for the NET to teach to
class groups in excess of one hundred children.
17.4 Teaching materials in general will vary from school to school, and the NET
is expected to use working time not spent in class as a chance to create such
materials if necessary.
17.5 At all times, the NET’s conduct must be totally beyond reproach. Within
the parameters laid down by Heart Corporation, the NET must function
appropriately at all times. Do not use derogatory remarks under any
circumstances or create situations that will embarrass the children. It is good to
use children in demonstration situations, but NETs must make all efforts to
choose those children who can cope with the extra “limelight.”
17.6 While an NET teaches independently, it is vital to incorporate the themes
and content provided by Heart for a particular lesson.
17.7 NETs should confirm with the coordinator regarding the proper procedure
for taking part in school lunch, cleaning, and spending break time with students. If
the NET elects to participate, he or she should also confirm if this would be
considered part of the working contract or optional, and thus considered a
“volunteer” activity in addition to scheduled work.
17.8 If the NET feels that his/her appointed school is over-stepping the mark
and making demands, or becoming involved in the NET portion of class beyond
what is appropriate, let us know and the Heart Corporation director will take your
case to the school concerned in an effort to resolve any areas of difficulty.

Item 18. ALT/NET Training

18.1 In principle, ALT/NET teaching is divided into 2 quite separate areas:
elementary and junior high. Due to the nature of each, some quite specific
29
teaching methods are required, and the ALT/NET who is in a position to deal with
both levels needs to be very flexible indeed.
18.2 For elementary teaching, the basic outline program and achievement
sheet, formulated from the Heart ALT web page, is accepted as the program
guide for elementary schools, with the proviso that this applies where schools
have no specific plans or requirements of their own.
18.3 ALT/NETs are encouraged to manufacture their own training aids in
support of the program or, for ALTs, to liaise with the school staff to facilitate their
production. Some training aids associated with the program are available at
Heart School, but these would have to be photocopied, as they cannot be
allowed to leave the school.
18.4 In junior high school, there is no definitive information regarding ALT
positions, and the belief is that the ALT will work in a team-teaching situation with
a native Japanese teacher. NETs will always receive advanced notice of class
contents.
18.5 For lessons given to the ALT/NET to plan and produce, it is reasonable to
work from the grammar points or language structures previously studied. It is
also reasonable for the ALT/NET to use the Heart ALT web page program to
assist as long as it is appropriate to the students’ English level.
18.6 Where time and circumstance allow, all ALT/NET candidates will be taken
to schools to observe classes that contain ALT/NET involvement. In the case of
junior high schools, this is not so important, as the conduct of such classes is
almost uniform.

Item 19. Recording and Reporting

19.1 Heart Corporation private lesson instructors are required to maintain a
teaching file containing information of the progress of each class or student. The
support documentation in that file will comprise the “Lesson Record.”
19.2 The lesson record is to be completed at the end of every class. This is the
record of content, together with pertinent specific observations regarding the
ability of the student or class.
19.3 Where used, the subject record provides, “at a glance,” information of what
subjects have been covered during the course of the term.
19.4 This system provides us with an important supporting document for Heart,
insofar as the instructor may need to be replaced, temporarily or permanently, at
any time due to illness, injury, unsuitability, etc. Replacement instructors must
have access to what has already been done in order to ensure continuation
rather than repetition, and to prevent leaping farther ahead than the class or
student can cope with.
19.5 All effort should be made to complete files while the information is still
fresh in the instructor’s mind.

Item 20. Hints for Involving Japanese Teachers

20.1 ALTs can try to use the following suggestions when dealing with Japanese
teachers:
a. Prepare the teacher before the class.
b. Use simple language and / or demonstrations to explain your needs.

30
 c. Practice with some of the children BEFORE using the teacher if this
is appropriate. That way the teacher will SEE what is required and
avoid potential embarrassment.
d. Encourage the teacher to become part of the class, even if they do
not help you.
e. Do not allow teachers to be remote from what is happening.
f. Smile and relax. If you are happy and relaxed with them, they
should respond to your manner. If you are tense and worried, they
will be too.
g. If the teacher makes an error, ignore it and try again without fuss.
h. Use a little Japanese when dealing with the teacher, when asking
for help say, “Thank you.”
i. Do not make unfair language demands of the teacher. Use easy,
plain language at all times.
j. Don’t panic... it’s contagious!

Item 21. Communication

21.1 Good communication is essential to Heart’s success. Do not hesitate to
communicate with your supervisors. Teaching Supervisor(s) can be used to help
refine and develop one’s teaching ability, and for support in the classroom.
Coordinators maintain the tri-part relation between Heart Corporation-BOE-
ALT/NET. They should be used for any communication issues between yourself
and the BOE or school. It is critical to anticipate these issues and communicate
them to your coordinator before they manifest themselves with the client.
21.2 All ALT/NETs must demonstrate the ability to obtain and use an email
account. There are many free web-based ones available. Heart is indifferent to
the company used; some common ones are Gmail and Hotmail.
21.3 Email is to be checked at least weekly. All emails sent by Heart are to be
“acknowledged” even if they are simply replied to with a message of “Received.”
If there is no time at a particular moment to reply fully to the message, as a
minimum this “Received” must be sent back to Heart.
21.4 The employee will be required to obtain a telephone as soon as he/she is
in possession of a Residence Card.

Item 22. General Comments

22.1 None of the above items is to be considered exhaustive, as they are
collated only to provide Heart Corporation employees with an understanding of
their position in relation to the requirements of Heart, Heart’s clients, and the
business in general.
22.2 Where the employee considers that any of the above items are prohibitive
or incomplete, the point should be raised with Heart management and some form
of enlightenment sought.
22.3 Occasionally, there are duplications. This is simply due to the specific
nature of the explanations where duplication may have occurred.
22. 4 Heart Corporation employees are here to help you wherever possible, but
please bear in mind that, as in a company in your home country, help is limited to
business related subjects. Just as you wouldn’t expect your boss in your home
country to help you set up your internet service or to go to the doctor, nor should
you here. The language barrier is one of the trials and tribulations of living in
another country, and one that you should face without company assistance.
31
22.5 We ask that all materials received by the teacher from Heart Corporation
be returned upon completion of the Employment Contract.
22.6 Employees are always encouraged to introduce new potential employees.
Please direct them to our website (http://www.heart-school.jp/en/index.html),
give them our recruitment email contact (info@heart-school.jp), and have them
send a resume, cover letter, and photo to get things started.
Our recruitment standards are: native English with BA/BS, OR non-native English
with native-level English and at least one of the following (MA [not MS, Master of
Arts is what we want], English-Education Degree, significant EFL Teaching
Experience, and Japanese language proficiency). We can and occasionally have
waived these standards but are VERY unlikely to do so.

On behalf of Heart Corporation, we wish every success to all our instructors and
ancillary members of staff. It is through your efforts that the business either
thrives or fails, so work hard and enjoy your own successes.

Wakabayashi
Heart Corporation Director.

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