Admissions Policy

Who We Serve        1

Mission Statement        2

Admission Procedures        2

Step 1: Inquire        2

Step 2: Application        3

Step 3: Admission        3

Step 4: Enrollment        4

Step 5: Re-enrollment        4

Admission Outcomes        4

Accepted        4

Declined        5

Waiting Pool        5

Support Prior to/Upon Enrollment        5

Eligibility Requirements        6

Grade Placement        6

Academic Achievement​        7

English Language​ Expectations        7

Primary Years Programme        8

Middle Years Programme        8

English language prerequisites for grade advancements        8

Japanese Language​ Expectations        9

MYP Language Class Placement        9

Diploma Programme        10

Full Diploma Candidates        11

DP Course Placement        11

Continuation of Diploma Status        11

DP Courses        11

Notes for Japanese Nationals        12

Achievement Award        12

Community Support Grant        12

Communication        13

Inclusion/Student Support        13

Who We Serve

The 21st Century is a time of great change and tremendous opportunity. In response to a rapidly diversifying local community, the Osaka YMCA, in cooperation with Osaka City Government, opened Osaka YMCA International School (OYIS) in September 2001. OYIS remains the city’s first and only WASC-accredited IB World School (PYP/MYP/DP) and strives to be a leading provider of international education for the citizens and residents of Osaka and its environs.

Osaka YMCA International School serves the educational needs of the international community in Osaka and the Kansai region. We also welcome children from Japanese and international families committed to and able to access an international educational curriculum. OYIS is a day school and does not have boarding facilities. Students will, therefore, reside with their parent(s) or legal guardian in a location within commuting distance to the school. Only students aged 16 years or above may be considered for enrolment if they live alone, unless there are exceptional circumstances. Refer to the Boarding Policy for Students Living Independently for details.

Osaka YMCA International School is committed to the principle of equal opportunity in education and employment. The school does not discriminate against individuals on the basis of race, color, sex, sexual orientation, religion, disability, age, or national or ethnic origin but may take into account factors including an applicant's prior educational, social-emotional and linguistic background and the student’s and family’s ability to embrace our core beliefs and curricular opportunities.

Admission Procedures

Step 1: Inquire

1. Submit a Registration of Interest (ROI) (also known as an inquiry) on the OYIS website. There is no cost for submitting an ROI.
2. You will be contacted by admissions personnel. Admissions personnel will let you know if there are spots available in your desired grade(s).
3. Please check our school website for all the details. There is a facility tour video on our website. Email admissions@oyis.org to ask questions as well.
4. Before moving on and submitting your application, please make sure to review our Admissions Policy, in particular the sections on Eligibility Requirements and Application Timing.
5. If you are unsure about whether your child is eligible for admission or have questions regarding any other aspect of the admissions process, please contact our Admissions Office at admissions@oyis.org.

Step 2: Application

1. Submit an application appropriate to your child's desired grade, either Early Childhood - Grade 9, or Grade 10-12. If you are not sure which grade you should apply for, please refer to the chart below.
2. Our application process is facilitated through our OpenApply admissions’ portal. The application procedure begins with the submission of all of the following documents:

1. Regular School Programme Application
2. Three years of transcript/records from the previous school
3. Parent Questionnaire
4. Curriculum Differences
5. Health History
6. Confidential Letter of Recommendation completed by the homeroom teacher or a subject teacher for a student. The recommendation should refer to the student's motivation, attendance, disciplinary record, relationships with peers and teachers, social maturity, and involvement in gifted or remedial programmes. It should also refer to the student's current reading and math levels. The letter should be directly uploaded to OpenApply.

3. OYIS will review all documents submitted. Upon the completion of this process, successful applications will move on to step 3 of our admission process.
4. There is a fee to submit an application to OYIS. Once you click "submit," you will receive an invoice.
5. If appropriate, upon the successful completion of the document review process, you and your child may be interviewed by the Principal or other administrators and your child may be asked to sit a placement exam(s). In some cases for Preschool and Kindergarten, an in-class observation with teachers is required.
6. Submitting an application, participating in an interview, and/or taking an exam does not guarantee your child admittance to OYIS.
7. To be considered for admission, you must complete the checklist in OpenApply and submit all the necessary documents, payments, and paperwork to OYIS. Incomplete applications will not be considered.
8. It is essential that parents / caregivers disclose any previous medical, behavioural, academic or social-emotional issues of any kind. Failure to do so may nullify any application. The school reserves the right to ask a student to leave if a caretaker omits or provides false information during the application process.

Step 3: Admission

1. When your admission decision is available, OYIS will send you the decision letter by email. If an offer of admission has been made, OYIS asks that you contact our Admissions Office within one week to confirm your intention to enroll.
2. At this point in the process, if you intend to enroll, please expect an invoice for the school's Registration Fee.

Step 4: Enrollment

1. Once you accept the offer of admission and we receive payment of the Registration fee, OYIS will enroll you into our systems.
2. An enrolled student will receive an invoice of tuition and other required fees. At least a partial payment must be received by OYIS before the student starts school.
3. At this time, parents are invited to sign up for school services.

Step 5: Re-enrollment

1. Every May, families fill out a simple digital form indicating their intentions for the following school year.

Please note that a non-refundable application fee* of JPY 30,000 for Pre-k - Grade 9 and JYP 22,000 for Grade 10 to 12 needs to be paid before the applicant can be considered for admission.

* See Waiting Pool for the exception to this refund policy.

Admission Outcomes

Based on the results of the above procedures and taking into account relevant feedback from teachers, faculty, and any others involved in the admission process, the Administration will make a final decision as follows:

Accepted

The student is accepted for admission to OYIS, on the understanding that the student must successfully complete a three-month probationary period*.

*All students accepted into OYIS are automatically placed on a probationary period averaging three months. Parents will be notified if the student successfully passes the probationary period. Parents will also be notified if any areas of concern arise during this probationary time. If these issues are not dealt with, or cannot be dealt with within the probationary period then the period can be extended or the student may need to withdraw from the school. If the extension(s) to the probationary period fails to resolve the issue then the student will withdraw from the school. A withdrawal form will be completed by the parents.

Declined

Notification will be sent to parents. OYIS does not accept requests for clarification regarding the reasons for declining the application.

Waiting Pool

When the number of eligible applicants exceeds the availability of spaces for a particular grade year, families may opt to have their student placed in a waiting pool until space becomes available. Families who decline to have their student placed in the wait pool due to a full class will be refunded their application fee. Students may stay in the waiting pool for up to one year. If a space becomes available and the student enrolls, or the student completes a year in the wait pool, the application fee is not refunded.

We consider various other criteria in selecting students from the waiting pool, including whether the student has other viable educational options, his/her level of English and general academic proficiency, and the gender and nationality balance of the class/grade.

When placing an applicant in a waiting pool, we try to provide the candidate with a realistic assessment of the chances and possible timing for admittance. However, candidates should be aware that, like most international schools, the enrollment situation at OYIS is dynamic and often unpredictable. We periodically contact parents of applicants in the waiting pool to update them on enrollment status and to confirm whether they wish to remain in the waiting pool for the remainder of the year.

Support Prior to/Upon Enrollment

Orientation​:A Parent Orientation will be held for newly-enrolled families to explain the school policies and procedures.

Meeting with PYP, MYP or DP Coordinator ​- the respective programme coordinator may make a separate appointment to discuss classroom policies and procedures.

Eligibility Requirements

Age

• Preschool: Apply anytime upon turning 3 years old (students entering at 3 years need to meet the school’s (toilet training policy).

All ages below on the 1st of September of the relevant school year.

Grade Placement

The final decision regarding grade placement is based on the following:

• Review of the relevant eligibility requirements above
• Previous grade level successfully completed or at least six months of the school year completed
• Language test results
• Length of OYIS school year remaining (at least six months)

Students come to OYIS from many different countries with varying school calendars and enrollment age practices. Our September 1st cut-off date and grade placement protocol reflect what we believe to be the most appropriate classification for the social, emotional and academic well being of children attending the school. Therefore, while we recognise that some parents may wish to have their children placed in grades reflecting their home country systems, to ensure the most appropriate learning environment for all students in the elementary school, we rarely allow exceptions to the above grade placement protocol.

Academic Achievement​

Although OYIS offers a stimulating, challenging and developmentally appropriate educational program, we accommodate students with a range of academic abilities, provided they can adequately access and benefit from our curriculum.

All new students are given a three-month probationary period so we can make this determination. We reserve the right to extend this probationary period if needed. We make this determination primarily by reviewing the applicants’ school records and teacher recommendations.

English Language​ Expectations

At OYIS the language of instruction is primarily in English. This statement is true for all grades, and the ability to successfully access the curriculum within a reasonable time and to thrive in our English-language learning environment are of critical importance when determining admissibility. OYIS teachers are trained to support language acquisition and learning by non-native English speakers, and some targeted English language support is also available for students. All students regardless of English proficiency join the regular homeroom class.

Primary Years Programme

For students in Grade 1 and above, MAP and I-DaT testing will be conducted. If the interview and test results indicate the need for English-language support, the student will be required to take the WIDA test upon enrollment. Students scoring 1-4 will be placed in the EAL (English as an Additional Language) services program. Enrollment in the EAL program is mandatory for students who score within the 1-4 range on the WIDA test. Admission to the school may be withheld if the caretakers do not agree to enroll the student in the fee-based EAL services.

Middle Years Programme

English language prerequisites for grade advancements

OYIS has minimum English level standards for entry to the school for each grade. This is to ensure student success in the MYP and DP. Students who are unable to meet these minimum requirements or are phase 1-3 may be admitted into our school, however these students will be accepted conditionally and they will be required to improve their language skills and meet specific criteria as negotiated between the MYP or DP Coordinator and the family.

Please see the table below for English language requirements for each grade level:

Japanese Language​ Expectations

In order to maximise learning opportunities for the students, we accept students without prior exposure to the Japanese language. Upon acceptance to our school, a language level placement is conducted by the language department and organized by the language coordinator. After language testing, the student will be placed in the appropriate class according to the language skills of that student.

MYP Language Class Placement

For both English and Japanese classes, students will either be placed in a language and literature class or a language acquisition class that is appropriate for their language and social development. Language and literature classes are typically for students whose first or best language is English or Japanese. Language acquisition classes are for language learners and organized into six phases, with phase 1 for beginners. The phases do not correspond to age or grade, rather on student’s experience and performance with a language:

Phases 1 and 2 are for emergent communicators

Phases 3 and 4 are for capable communicators

Phases 5 and 6 are for proficient communicators.

To determine if students should be placed in a language and literature or a language acquisition class, the following data may used:

• language assessment results
• interview to gauge speaking fluency with a member of the language department
• student language profile
• MAP results
• reference to the MYP language learning continuum.

Students determined to be emergent communicators (phases 1 and 2) in English receive direct language support (see section 6.a. English language support models for emerging communicators on page 6 above).

Diploma Programme

OYIS recognises that the Diploma Programme presents a rigorous academic challenge to our students. It is our intention to create a situation where the diploma is accessible to a wide range of students. It is for this reason that we take admission into the Diploma and course selection very seriously. Our staff works with the students directly to determine likely paths to success. Beyond this, it is our expectation that students and families will comply with the policies and procedures of the school. Final decisions on Diploma admission and course selection will be made collaboratively by the Principal and Diploma Coordinator.

Full Diploma Candidates

• To transition from MYP to DP, students must receive a 3 or higher (pass) on their courses and the Personal Project.
• Students applying from other curricular systems must have successfully completed their Grade 10 expectations
• Admission to the full Diploma Programme requires an interview with the Diploma Coordinator/Guidance Counsellor
• Admission into the Diploma Programme is contingent upon acceptance of the Diploma Programme Guidebook student contract.

DP Course Placement

Placement in courses will be at the discretion of the Diploma Coordinator. In principle the following criteria will be used to determine eligibility:

• Overall assessment of achievement levels including, assessment criteria, ATL learning skills, and other assessment details from the classroom teachers
• For HL courses, students need to score a 5 or above in the corresponding class (i.e. HL Chemistry, they need a 5 in MYP Science; Business Management and Global Politics will require a 5 in Individuals and Societies). Students who fail to meet this requirement will need to have the approval of the DP Coordinator.
• For SL courses, students need a 3 or higher (pass).
• In some cases students may gain provisional admission to classes.

Continuation of Diploma Status

In order to remain a full Diploma candidate students must fulfill the following criteria:

• Academic Achievement

• Students must attain a 3 or greater in all classes (December and June Year 1)
• Students must attain a total IB score of 18 

• Regular Attendance - students with extensive absences beyond 10% will require a personal meeting with the Principal

DP Courses

At this time OYIS offers the following courses:

Notes for Japanese Nationals

Children whose parents are both Japanese nationals are reminded that if a child with Japanese nationality enters OYIS, it means that the child would be leaving the ‘ordinary’ Japanese Education set by the Japanese Government. If the child is a Japanese citizen, parents must note that it is solely their responsibility for all the actions they take regarding their local Board of Education on the understanding that there is a compulsory attendance of Japanese Primary School.

Achievement Award

The OYIS Achievement Award seeks to recognise academic excellence, community engagement, and international mindedness. This is an opportunity primarily for students entering Grade 11 to earn up to a 100% scholarship. The process includes writing a scholarship exam, writing a personal essay, and concludes with an interview. Details of the award are released late first semester, with testing occurring in the winter months.

Community Support Grant

The goal of the Community Support Financial Grant (CSFG) is to help families in the community who are in need of international education but may be unable to afford the full cost of attending an international school. Scholarships will be awarded to families chosen by the scholarship committee and officially approved by the OYIS Governing Board (GB).

Qualification Criteria:

• Understand and support the educational philosophy of OYIS  
• Be in financial need
• Support the school by volunteering their time
• Be a member of either the Parent Volunteer Group or Parent Ambassador group
• Submit documents that verify their family income for the present and past school year
• Be a positive supporter of the school
• The child and at least one parent should try to communicate with the school in English.

Applications for the CSFG open in February and March annually.

Communication

Parent Communication ​– English is the language of instruction at OYIS. It is also the primary language for communicating with parents. It is preferable that at least one parent or guardian should be able to communicate comfortably with school personnel in English. In addition, parents must be able to access electronic communications from the school (email and web-based platforms) and provide some form of ongoing translation of school communications, either electronic or through human resources.

Inclusion/Student Support

Learning Support – OYIS does not have facilities and resources to support students with significant​ learning, physical, and/or social/emotional differences​. In particular, we are not able to accommodate students requiring sustained one-on-one learning or other individualised support.

Please note: Due to the Nakatsu OYIS building design we​ are unable to accommodate students with physical disabilities requiring the use of wheelchairs, students who cannot move easily from floor to floor, or students who require intensive medical care. Our Tosabori facility is accessible for students requiring the use of wheelchairs and those requiring barrier free entry. Please speak to us directly about the details.

Applicants with mild​ social/emotional issues, learning differences, and/or other special needs are referred for evaluation​. Admissions decisions are made by the OYIS administration based on recommendations of staff. If we determine that we are unable to accommodate a candidate’s needs we will be unable to accept the admission.

Please note that any special educational, social/emotional, physical or behavioral issues and needs must be described in detail in the application for admission​. Reports of professional assessments, along with details of extra support the applicant is receiving, should also be provided at the time of application. Failure to fully disclose such information at this time may result in revocation of admission.

All new students are given a three-month probationary period​. Should significant social/emotional issues or learning differences become apparent during​ or after this probationary period in the school​, we will be guided by our Inclusion and Behaviour Policy, consult with parents and strive to support the student within the extent of our learning support resources and capabilities. However, we reserve the right to review a student’s progress and determine the appropriateness of his/her continued enrollment in the school. If we determine that we are unable to accommodate a student’s special needs, we will endeavor to direct parents to more suitable options.

For further enquiries, please contact us at:

admissions@oyis.org 

Related Documents

Boarding Policy for Students Living Independently

Inclusion and Behaviour Policy (MYP/DP)

Inclusion Policy (PYP)

Date of last review: 3 November 2023

Date of next review: December 2024