Online International Exchange Guidelines 2026
The Online International Exchange Guidelines (hereinafter referred to as the “Guidelines”) set out the terms and conditions of use and rules for online international exchange based on the Terms of Use for “WorldClassroom” (hereinafter referred to as the “Service”).
WorldClassroom connects students with overseas peers of the same age, giving them authentic opportunities to use a foreign language and build interest in other cultures. Regardless of language level, students experience the challenge and joy of communication, fostering appreciation for language learning and future aspirations.
Article 1. Definition, etc.
1.1 Online international exchange refers to the connection of classrooms in Japan with classrooms or groups of students, etc. around the world (hereinafter referred to as “other parties”) and the implementation of international exchange classes online.
1.2 Online international exchange takes two forms: real-time international exchange (hereinafter referred to as “real-time exchange”) and video exchange in which participants exchange pre-recorded videos (hereinafter referred to as “video exchange”).
1.3 This service is a platform for realizing online international exchange and will support the smooth implementation of online international exchange.
Article 2. Objectives and Characteristics of Online International Exchange
2.1 Online international exchange is conducted with the aim of connecting students in classrooms in Japan with students in classrooms around the world, and providing opportunities for them to put foreign languages into practical use, to increase their motivation to learn foreign languages, to learn from each other using foreign languages, and to increase their interest in the world.
2.2 By providing the opportunities described above, we aim to enable students to interact with peers from around the world, experience the joy of being able to communicate and the regret of not being able to communicate, and to have a positive impact on their future careers and motivation for their future studies.
2.3 Online international exchange is a highly challenging program that requires coordinating class schedules and time differences with classrooms around the world with different cultures, religions, internet environments, etc. Therefore, please understand and acknowledge the following:
- As we provide best-effort support, we may not be able to meet your requests or wishes, including in the event of unexpected trouble.
- Due to circumstances on the other party’s behalf or the internet environment, there may be unavoidable delays in the start time, interruptions or cancellations to the event, communication problems, or other changes.
- Depending on the school’s internet environment and implementation environment, problems and changes may occur, such as communication problems.
2.4 Unlike online English conversation instructors, the other party is also participating in the online international exchange as part of a class or educational activity, in the same position as a participant. Please understand this point and cooperate with any adjustments required for the implementation of the online international exchange.
Article 3. Notes Regarding Online International Exchange
3.1 The terms of use for this service also clearly state the prohibited actions. In particular, when engaging in online international exchange, please be careful not to engage in any of the following actions or any actions that could lead to any of these actions:
- Exchanging personal information or social media accounts
- Taking photos of students together, including the other student
- Using materials and information submitted or shared for online international exchange for purposes other than those of the Service
- Violent speech and behavior, discriminatory speech and behavior, sexual speech and behavior, speech and behavior that induces or encourages suicide, self-injury, or illegal activities, anti-social speech and behavior, and any other speech and behavior that causes discomfort, as well as any speech and behavior that may be misconstrued as such
- Any words or actions that show no respect for the culture, beliefs, religion, personality, values, etc. of the other party, or any words or actions that may be misconstrued as such
3.2 Teachers are requested to instruct their students to comply with the terms of use of the Service and the Guidelines. We also request that the other party do the same.
3.3 With regard to the parties introduced by our company, not only students but also teachers, it is prohibited to exchange contact information or make direct contact with them without our prior consent, or to engage in online international exchange without our involvement.
3.4 Our company does not act as an intermediary in the exchange of video letters, letters, goods, etc. Furthermore, direct exchanges between any parties, including between schools, between students, between teachers, etc., are prohibited.
Article 4. Measurement of Educational Effectiveness in Online International Exchange, etc.
4.1 After the online international exchange, we will ask all participating students and teachers to fill out a questionnaire. In order to measure the effectiveness in a timely manner and to facilitate timely feedback, we request that responses be submitted by the afternoon on the day of the exchange.
4.2 As online international exchange is often seen as a cutting-edge initiative and attracts attention, we may ask for outside visitors and media coverage. External visitors or media may also request to observe the real-time exchange class. We kindly ask for your understanding and support.
Article 5. Basics of Real-Time Communication
5.1 Real-time interactions will be conducted on a class-by-class basis, generally for 40 minutes.
5.2 The start and end times of real-time interactions will, in principle, be set in multiples of 10 (for example, 14:10, 14:20, 14:30, etc.).
5.3 Unless otherwise agreed at the time of applying for the service, all matters relating to online international exchange, such as the nationality of the other party, the number of participants, grade/age and number of groups, matching with the other party, the content of the exchange, the teaching materials to be used during the exchange, and the content of advance preparations for the exchange, will be ultimately decided by our company, taking into account the purpose and characteristics, etc., set forth in Article 2. As our company makes decisions taking into consideration various circumstances, you cannot object to this decision.
Article 6. Coordination of Real-Time Exchanges
6.1 When applying for online international exchange, we will ask you for information about the classes you will be participating in, the environment in which they will be held, the dates you would like to take part, etc. We may also propose dates, taking into account the semester system overseas, etc.
6.2 When multiple exchanges are held, in order to reduce the burden on teachers and schools in terms of scheduling, etc., the exchanges will generally be held on the same day or within the same week, provided that they are not held at the same time and at the same time.
6.3 As a general rule, please confirm the implementation date at least one month before the implementation date, after checking for any changes to the timetable or shortened schedule. The results of matching with the other party will be notified approximately two weeks in advance. However, due to various circumstances, the decision on the other party may be delayed or the other party may change after being decided.
The schedule for the Japanese side will be finalized at least one month before the exchange. We will suggest an offer to the overseas school according to their registration. In general, offers will be given between one month and two weeks before the International Exchange date.
(※ this may be delayed in special cases)
Article 7. Real-Time Exchange Partner
7.1 In the case of real-time communication, as a general rule, you will be matched with someone who is within a time difference of 0 to 6 hours.
7.2 In the case of real-time exchange, the other parties are mainly Asian countries due to time differences, etc.
7.3 When multiple exchange programs are implemented, we will endeavor to match students with students from various countries in order to provide a diverse learning experience. However, as matching will be affected by factors such as the semester system and climate of each country, we cannot specify the student’s nationality, school, or grade level.
7.4 With regard to grade level, we will consider the characteristics, proficiency, language ability, etc. of both parties to find the best possible match, so you may not necessarily be matched with someone of the same grade or age.
Article 8. Number of Devices and Groups Used in Real-Time Interactions
8.1 For the following reasons, in principle, groups of 3 to 5 people will share one device, and real-time communication will be conducted in groups using a total of 10 devices or less (for example, in a class of 35 people, it is common for there to be 9 groups and 9 devices participating).
- Group interaction is expected to improve learning outcomes through cooperation and collaboration.
- Depending on the communication infrastructure environment in Japan and the other school, if each student or a large group of students connects simultaneously from their own devices, this may place a strain on communications, resulting in issues such as poor connection or forced logouts.
- If each student or a large group of students connects simultaneously using their own devices, there is a possibility that problems may arise, such as noise or feedback caused by students not being able to maintain a certain distance from each other, preventing the sound from reaching the other party.
Even when using 20 devices (the maximum for participation), the number of breakout rooms should be 10 or less.
8.2 There are few countries where GIGA terminals are as widespread as in Japan, and in some countries, there are no suitable terminals in schools, etc., so in order to conduct real-time international exchange, the other party may specially prepare terminals. If the number of terminals on the other party’s side is less than the number of groups on the Japanese side, or depending on the balance between the number of terminals and the communication environment, etc., the other party may invite multiple overseas schools to participate, and the exchange may take place at multiple schools.
8.3 Please note that depending on the school’s security settings, internet environment, device specifications, software versions, and other circumstances, it may not be possible to split into groups and interact with each other.
8.4 We ask that at least 10 devices be arranged on the other party’s side. If fewer than 10 devices are available or if the balance between the number of devices and network conditions is not ideal, we may invite a second overseas school to participate, resulting in a three-school exchange.
Article 9. Preparation Before Real-Time Interaction
9.1 In order to realize high-quality real-time exchanges, we ask that you prepare for the exchange by spending approximately one session on speaking and presentation practice using the Service, prior study using exchange materials and teaching materials, and research on the other party. We will provide you with materials useful for prior study.
9.2 Prior to the real-time exchange, a communication test may be conducted once a year using the classrooms and devices that will actually be used to check for any problems with internet speeds and other aspects in the same environment as the actual exchange.
9.3 If we deem it necessary, we may hold an online meeting in advance with the other party’s teacher or other person in charge to reach a common understanding regarding the purpose, timetable, and content of the exchange.
Article 10. Cancellation, Transfer, etc. of Real-Time Exchanges
10.1 In principle, the implementation schedule will be finalized one month before the implementation date.
10.2 Once the implementation schedule has been confirmed, it cannot be changed or rescheduled due to the convenience of the school or the Board of Education, or for reasons attributable to the school or the Board of Education. Please note that even if it is not possible to implement the event, it will still be considered to be held. Please be sure to check whether there are any changes to the timetable or shortened schedules before the schedule is confirmed.
10.3 Please note that there is a possibility that the event may be cancelled (for example, if the school is unable to reschedule within the school year) or the schedule may be changed due to problems with the other party’s internet environment, sudden infrastructure problems, or communication environment.
＜Actual Cases＞
- Philippines: Internet outages due to typhoon
- Indonesia: Power outages due to the rainy season
Article 11. Rental of Equipment for Real-Time Exchange (Only Applicable to Japanese Schools)
11.1 Regarding equipment such as earphones for real-time communication, we ask that each school prepare the equipment they have at the school. If there is not enough equipment, we may be able to lend equipment, mainly earphones and splitters, to local governments and schools. In that case, please note the following points:
- This equipment is not compatible with all GIGA terminals, so it may not be usable with some terminals, and we cannot guarantee that it will function properly.
- As the number of items is limited, we may not be able to lend them to you depending on the time of year. We also ask for your cooperation in returning items as soon as possible.
- If you wish to borrow, please fill out a loan agreement and follow the borrowing rules.
Article 12. Support for Real-Time Communication
12.1 On the day of the real-time exchange, in principle, our company will act as moderator, operate the breakout rooms, and provide online support.
12.2 If you wish to receive on-site or online support on the day of the real-time exchange (including conversation support in each breakout room), or support other than the communication test that we conduct once a year as necessary, additional fees will be incurred.
Article 13. Tools Used for Real-Time Exchanges and Records, etc.
13.1 For real-time communication, we will use Zoom or Google Meet.
13.2 During real-time exchanges, recording may be conducted for the purpose of improving the quality of online international exchange (recording may not be possible in breakout rooms depending on the tool). Video, audio, and images recorded or photographed by our company will not be made public without prior consent.
13.3 We do not provide any recorded or photographed video, audio, or images.
Article 14. Basics of Video Communication
14.1 Video communication will be conducted asynchronously within the application of the Service.
14.2 Video exchanges will be conducted on a class-by-class basis.
14.3 One exchange will be considered as one session of communication, where students from both classes, including the other student, exchange one video they have filmed in advance and send each other comments. In principle, the exchange will take place over a two-week period.
14.4 The main language used in video exchanges is English.
Article 15. Coordination of Video Exchanges
15.1 When applying for online international exchange, we will ask you for information about the classes you will be participating in, your school environment, and the dates you would like to take part in. We may also propose dates, taking into account the semester system overseas.
15.2 As a general rule, please confirm your desired implementation date one month before the implementation date, after checking that there are no overlapping school events, etc. Matching results will be notified approximately two weeks in advance. However, due to various circumstances, there may be delays in the decision on the partner, or the partner may change after being decided.
15.3 You can choose the theme of the video shoot from the options available on this service. We will try to match you with a partner who has a similar theme as much as possible, but please understand that it may be difficult to adjust the details of the shoot content.
Article 16. Partner in Video Exchange
16.1 Since video exchange is asynchronous, it allows for a wider range of matching options compared to real-time exchange. However, please note that due to time differences and the other party’s class schedule, etc., the timing of video viewing is left to the other party’s activity hours.
16.2 When multiple exchange programs are implemented, we will endeavor to match students with students from various countries in order to provide a diverse learning experience. However, as matching will be affected by factors such as the semester system and climate of each country, it is not possible to specify the student’s nationality, school, or grade level.
16.3 With regard to grade level, we will consider the characteristics, proficiency, language ability, etc. of both parties to find the best possible match, so you may not necessarily be matched with someone of the same grade or age.
Article 17. Cancellation/Relocation of Video Exchanges, etc.
17.1 In principle, the implementation schedule will be finalized one month before the implementation date.
17.2 Once the implementation schedule has been finalized, it cannot be changed or rescheduled due to the convenience of the school or the Board of Education, or for reasons attributable to the school or the Board of Education. Please note that even if the event cannot be held, it will still be considered to be held. Please be sure to check whether there are any overlapping school events, etc. before the implementation schedule is finalized.
17.3 Please note that there is a possibility that the implementation schedule may be changed due to the other party’s internet environment, sudden problems with infrastructure equipment, communication environment, etc. (If the school is unable to reschedule within the school year, the implementation may be canceled).
Article 18. Changes to the Guidelines
These Guidelines may be subject to change without prior notice.
Supplementary Provisions
Created on March 1, 2025.
Revised on January 21, 2026.