#Japan #Chiyoda #Hosei University #Harmony Plus #Halo System

Transforming Education: Digital Access to Student Grades at Hosei University

Hosei University, located in Chiyoda, Tokyo, is leading the charge into the digital future by implementing a new system that allows parents to access their children's academic performance online. This initiative, announced under the leadership of President Diana Khor, aims to enhance efficiency in educational administration while ensuring the security of sensitive information.

A Shift from Paper to Digital

Traditionally, Hosei University relied on physical mail to send grade notifications to students’ guardians at the end of each semester. However, this method was not without its challenges. The university faced increasing postal costs, significant manpower and time required for printing and mailing, and the risks associated with handling personal data. To address these issues, Hosei has adopted a digital approach, utilizing the innovative "Learning Outcome MOE" system developed by Harmony Plus, a company based in Tokyo.

Beginning in the 2025 academic year, this new digital grade notification system is set to simplify the process for both the university and parents. Instead of waiting for physical mail, parents will receive an email guiding them to securely access grade reports via the Learning Outcome Visibility System, known as "Halo." All they need to do is log in using their unique ID and password.

Benefits of the New System

Since the roll-out of this digital initiative, the results have been striking:

• - Previously, the manual process required 16 staff members and took approximately two weeks. Now, one person can manage the entire process in just one day.
• - Parents have expressed their satisfaction, noting that the ability to check grades on a smartphone is convenient.
• - The system also simplifies the handling of undelivered notifications, minimizing the need for paper mail.
• - Overall, the costs associated with postal services have been reduced by an impressive 58%.

A Valuable Time-Saver

As highlighted by Shigeyuki Fujiwara from the Academic Affairs and Educational System Division, the implementation of online grade access has massively reduced the time required by university staff while providing timely information to parents. Previously, guardians would receive notification of grades only around early May, following the students' course registration period. With the new system, notifications can be sent as early as mid-April—nearly a month sooner—allowing parents to support their children's academic journey more effectively.

Fujiwara noted that careful consideration was required when establishing the management of parent accounts. Since the university had not previously maintained parent accounts, it was crucial to navigate this uncharted territory while ensuring the secure handling of confidential grading information. The collaboration with Harmony Plus was instrumental in developing a user-friendly yet secure account management system that met the university's unique specifications.

Conclusion

Hosei University’s shift to a digital grading notification system is not just a modernization of administrative processes; it represents a commitment to enhancing parental engagement in students' academic lives. By prioritizing efficiency and security, Hosei is paving the way for other educational institutions to follow suit, exemplifying how technology can transform traditional practices into more streamlined and accessible processes. As the academic environment continues to evolve, initiatives like this will play a pivotal role in shaping the future of education in Japan.

Contact Information

For additional information about this initiative, please reach out to:
Hosei University
Academic Affairs and Educational System Division
Website
Address: 2-17-1 Fujimi, Chiyoda, Tokyo 03-3264-9958

Harmony Plus, Inc.
Website
Address: 7-5 Nibancho, Chiyoda, Tokyo 03-6261-5172
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