What is a registered support organization? A simple introduction to the support provided

What is a registration support organization?

As mentioned at the beginning, a "registered support organization" is an organization that is commissioned by accepting organizations (companies accepting specified skilled workers) to provide support Specified Skilled Worker (i) so that they can carry out their activities smoothly.
We mainly provide support to accepting companies in creating and implementing support plans Specified Skilled Worker (i) during their period of stay.

A registered support organization must be a business that has been approved for registration by the Commissioner of the Immigration Services Agency.
Registration is open to both groups and individuals, provided they meet the requirements.

For example, in the case of groups, there are many "business cooperatives," while in the case of individuals, people from a variety of professions, such as administrative scriveners and social insurance labor consultants, are active.

When accepting specified skilled workers Specified Skills the accepting company, which is the organization that the foreign national belongs to, must create a "support plan" and provide a series of support from the time the foreign national enters the country until he or she returns home.

However, some of the documents that need to be prepared require specialized knowledge, and it is often difficult for the receiving company to prepare everything.
For this reason, it is said that approximately 80% of companies accepting specified skilled workers request support from registered support organizations for activities related to the acceptance of such workers.
*Reference: Immigration Services Agency "Project Report on Strengthening the Support System for Accepting Foreign Talent" ~Summary~"

When making a request, you will need to choose a registration support organization that can speak the language of the foreigners your company will be employing.

A clear introduction to the support provided by registered support organizations

Registered support organizations provide support to accepting companies and to specified skilled workers.

The support we provide to companies includes the following:

1. Support for applying for status of residence
2. Support for creating support plans

In addition, the support provided to specified skilled workers is as follows:

1. Pre-guidance
2. Immigration and immigration support
3. Support for securing housing and assistance with contracts necessary for daily life
4. Lifestyle orientation
5. Accompanying to official procedures, etc.
6. Supporting the provision of Japanese language learning opportunities
7. Consultation and complaint handling
8. Promoting exchanges with Japanese people
9. Job change support (if the employment contract is terminated for reasons related to the host company)
10. Regular interviews and reporting to government agencies

Support for host companies

The two areas of support for accepting companies, "Support for applying for status of residence" and "Support for creating support plans," are as follows:

1. Support for applying for status of residence

Supporting applications for status of residence means submitting various applications, such as "applications for a Certificate of Eligibility" and "applications for permission to extend period of stay," on behalf of specified skilled workers.
There are many required documents and many sections that require specialized knowledge to fill out, so it is common to have a registration support organization take you through the process.

In addition to new applications, we also assist with various renewal and change applications.

2. Support for creating support plans

The accepting company must prepare a support plan when applying for residence permits for specified skilled workers.
The creation of the support plan may be entrusted in part or in whole to a registered support organization.

Support for specified skilled workers

Support for specified skilled workers is divided into "mandatory support" and "voluntary support." Mandatory support is something that must be provided, while voluntary support is something that is desirable.

We will introduce the content of each type of support, including the parts that are divided into mandatory and optional support.

1. Pre-event guidance

The advance guidance provides information to specified skilled workers so that they do not encounter any difficulties, such as job content, remuneration, and immigration procedures.
It is required that the work be done in a language that specified skilled workers can understand.

[Mandatory support]

We will assist you with immigration and housing procedures.
They will also explain the activities and work that can be carried out in Japan, the amount of remuneration, working conditions, etc., and will inform workers that they will not be charged for the costs associated with supporting specific specified skilled workers specified skilled workers.

[Voluntary support]

We will explain the weather in Japan when you enter the country, appropriate clothing, items you should bring with you, items that you are prohibited from bringing, an estimate of how much money you should bring with you, and an estimate of expenses you should expect to spend for the time being.
If the host company provides you with work clothes or uniforms, we will also provide you with that information.

2. Assistance with immigration

Support is also needed for transporting specified skilled workers when they enter and leave the country.

[Mandatory support]

It is mandatory to provide transportation between the immigration points of specified skilled workers and their host companies (or residences in Japan).
In addition, when a passenger leaves the country, they are also required to escort them to the departure point, accompany them to the security checkpoint, and check their entry.

[Voluntary support]

If you are already residing in Japan and have changed your residence status, such as from Technical Intern Training (ii) to Specified Skilled Worker (i), you are not required to provide support. However, if you deem it necessary, you may voluntarily provide transportation.

3. Support for securing housing and assistance with contracts necessary for daily life

This is support to help specified skilled workers secure housing.

[Mandatory support]

You will need to be provided with information on securing housing, accompany the tenant to viewings and signing contracts, and secure a guarantor if necessary.
Another option is to secure housing through company housing.

[Voluntary support]

If specified skilled workers housing after their employment contract is terminated and they need housing until their next place of employment is decided, it is considered advisable to continue providing them with housing support.

4. Lifestyle orientation

We will explain Japanese rules, how to use public facilities, how to respond in the event of a disaster, and more, so that you can lead a smooth social life.

[Mandatory support]

You will be required to provide necessary documents and guidance and assist with procedures such as opening a bank account, signing a mobile phone contract, and signing up for other essential utilities.

[Voluntary support]

It is also recommended that support be provided for changes or cancellations during the contract.

5. Accompanying people to official procedures, etc.

You will be required to accompany people through procedures at government offices, etc. and assist with preparing documents.

6. Supporting the provision of Japanese language learning opportunities

We provide information on enrolling in Japanese language classes and Japanese language learning materials.

[Mandatory support]

We provide guidance and information on Japanese language classes and educational institutions in the areas where specified skilled workers work, and assist with the enrollment procedures.
Assistance is also needed in providing information about self-study materials such as online learning, and in completing contract procedures.

[Voluntary support]

It is considered desirable for them to plan and manage Japanese language instruction and courses, provide support for taking the Japanese Language Proficiency Test, and offer preferential treatment to those who obtain qualifications.

7. Handling enquiries and complaints

We provide advice and guidance regarding consultations and complaints about daily life and the workplace.

[Mandatory support]

When they receive a consultation or complaint, they are required to respond promptly and provide any necessary advice or guidance.
If necessary, we will also guide you to the appropriate institutions and accompany you to assist you with the necessary procedures.

[Voluntary support]

One example of voluntary support would be to anticipate inquiries or complaints and provide information about a consultation desk in advance or to set up a consultation desk.
In addition, it is considered desirable to provide assistance to the family or the specific skilled worker himself/herself regarding industrial accident procedures in the event of injury or death of specified skilled workers.

8. Promoting exchanges with Japanese people

The program aims to help promote interaction between specified skilled workers and Japanese people in the areas where they work.

[Mandatory support]

They are required to provide opportunities for interaction with local residents by providing information about and assisting with participation in events and opportunities for interaction with Japanese people.
When participating, you will also need assistance with the registration process.

[Voluntary support]

When specified skilled workers wishes to participate in a local event, it is considered advisable to adjust working hours or provide paid leave.

9. Job change support (in the event that the employment contract is terminated due to reasons of the host company)

If the employment contract is terminated for reasons related to the accepting company, we will support you in finding a new job.

You are required to provide one of the following:

• Obtain and provide information on the next host company
• Accompanying specified skilled workers and assisting them in finding companies to accept them
• Providing letters of recommendation to help your job change go smoothly
• Arrange the next placement (if you have been licensed or notified as an employment placement business)

In addition, the following are required to be done:

• Allowing paid leave to search for work
• Providing information on administrative procedures required when leaving employment, such as procedures for national health insurance and national pension
• If job-hunting support cannot be provided properly due to bankruptcy or other reasons, secure an institution to which it can be entrusted.

10. Regular interviews and reporting to government agencies

We will ensure that specified skilled workers are not treated unfairly and will provide assistance so that they can contact us if anything happens.

[Mandatory support]

It is mandatory for specified skilled workers and their supervisors to have regular interviews at least once every three months.
We will check the working environment and report any violations of labor laws or activities outside the scope of the employee's status of residence to the relevant government agencies.

[Voluntary support]

It is considered desirable to provide information about government consultation centers so that specified skilled workers can contact and seek advice themselves if anything happens.

Benefits of entrusting (requesting) support to a registered support organization

As mentioned above, the support provided to specified skilled workers is diverse and takes time and effort.

The advantage of entrusting support to a registered support organization is that it reduces the burden on the receiving company.
By outsourcing to a registration support organization, you can focus on your work.

Not only will it save you time and effort, but it will also cover aspects that would be difficult without specialized knowledge, which will help reduce any worries you may have, such as "Will this be okay?"

Another major benefit for both specified skilled workers and the companies that accept them is that the registration support organization is a third-party organization.

Because it is a third party, specified skilled workers can easily discuss their concerns, and problems can be nipped in the bud early.
Host companies can also benefit from objective opinions from outside sources and receive appropriate advice.

When outsourcing work to a registered support organization, the going rate is around 20,000 to 30,000 yen per month (per person).

Introducing the requirements for and how to choose a registration support organization

We will also introduce the main requirements for registration support organizations and points to keep in mind when choosing a registration support organization.

Requirements for Registration Support Organizations

The main requirements for receiving a request to become a registered support organization are as follows:

• A support manager and one or more support staff members have been appointed.
• Any of the following applies:
  • The individual or organization seeking to become a registered support organization must have experience accepting mid- to long-term residents (work status only) within the past two years.
  • Individuals or organizations who wish to become registered support organizations must have experience in engaging in various consultation services related to foreigners as a business for the purpose of receiving remuneration within the past two years.
  • The selected support manager and support staff must have experience in providing life consultation services to mid- to long-term residents (work status only) for more than two years in the past five years.
  • In addition to the above, individuals or organizations seeking to become registered support organizations are recognized as being able to carry out support services appropriately to the same extent as the above.
• The costs of support will not be borne directly or indirectly by the foreign national himself/herself
• Have a system in place that can provide information and other support in a language that foreigners can fully understand
• Within one year, there have been no cases of specified skilled workers or technical intern trainees going missing due to reasons attributable to the company
• Within the past five years, you have not committed any illegal or grossly unfair acts in relation to immigration or labor laws.

Having a support system in place is one of the conditions for meeting the requirements.

In addition to the requirements, registered support organizations also have two other obligations.

The registration support organization has the following two obligations:

• Providing appropriate support for foreigners
• Submitting various notifications to the Immigration Services Agency

If a registered support organization fails to fulfill the above two obligations, its registration will be revoked.

How to choose a registration support organization

First of all, it is essential to check whether the company is licensed as a registered support organization and to choose a registered support organization that can speak the language of the foreigners you plan to employ in your company.
The languages supported vary depending on the registered support organization, so be sure to check in advance.

We've also told you the average cost of a request, but because there is a range of fees among registered support organizations, we recommend that you compare several organizations before making a decision.

Points to consider when choosing a company include whether they have a track record of providing support, whether they are located not too far away, whether they respond quickly to communication, and whether they regularly visit the host company.

Summary: A registered support organization is an organization that covers the support needs of specified skilled workers

In order to accept Specified Skilled Worker (i) specified skilled workers nationals, it is necessary to create and implement a support plan to enable them to work smoothly in Japan.

The receiving company can create and implement all support plans, or it can outsource the work to a registered support organization.

The support provided to host companies includes the following:

1. Support for applying for status of residence
2. Support for creating support plans

The support provided to specified skilled workers is wide-ranging and covers the following 10 areas.

1. Pre-guidance
2. Immigration and immigration support
3. Support for securing housing and assistance with contracts necessary for daily life
4. Lifestyle orientation
5. Accompanying to official procedures, etc.
6. Supporting the provision of Japanese language learning opportunities
7. Consultation and complaint handling
8. Promoting exchanges with Japanese people
9. Job change support (if the employment contract is terminated for reasons related to the host company)
10. Regular interviews and reporting to government agencies

By entrusting support to a registered support organization, the burden on receiving companies can be significantly reduced.

In addition, the intervention of a third party, such as a registered support organization, has the advantage of making it easier for both the accepting company and specified skilled workers to seek advice and obtain objective opinions.
If you are a company considering hiring specified skilled workers in the construction industry, please feel free to contact JAC!
We also introduce specified skilled workers.

*This article was written based on information from April 2024.