For instructors and other personnel
filing individual usage reports

TSUMUGI Entry Form for Usage Reports

Operational Manual for Filer’s Accounts
2024 Ver.1.00

SARTRAS2

Table of Contents
How to use this manual ................................................................................................................. 3
１ Filing a Usage Report ................................................................................................................ 4
１-１ Submission Process, Types of Accounts ............................................................................ 4
１-２ Entry fields for usage reports ............................................................................................. 6
２ How to Log In .......................................................................................................................... 8
２-１ Access TSUMUGI ............................................................................................................. 8
２-２ Log in ................................................................................................................................ 9３ Screen layout .......................................................................................................................... 10
３-１ Top Page (List of usage reports) ...................................................................................... 10
３-２ Screen for filing usage report （Register new report, etc.） .............................................. 11
４ Basic Operations..................................................................................................................... 12
４-１ User settings ..................................................................................................................... 12
４-２ Register new usage report ............................................................................................... 16
４-２-１ Step1 （Basic information on the class for which you transmitted copyrighted
material） .............................................................................................................................. 17
４-２-２ Step2 （Information on where you obtained the copyrighted material）................... 18
４-２-３ Step3 （Information specifying the copyrighted material you transmitted） ............ 22
４-２-４ Suspend registration of new usage report, resume at later time .............................. 23
４-３ Submit usage report to educational institution ................................................................ 24
４-４ Confirm registered usage report ...................................................................................... 25
４-５ Edit registered usage report ............................................................................................. 26
４-６ Copy registered usage report ........................................................................................... 27
４-７ When no material requiring a report is used.................................................................... 31
Appendix：Notes for Usage Reports............................................................................................ 32
Inquiries ...................................................................................................................................... 33

3

How to use this manualThis manual explains how to use the TSUMUGI entry form for usage reports.
When reading this manual in PDF form, you can click on the information you wish to access in thetable of contents to go directly to that section. You can also search by keyword to find the information
you need.
＜Please use the most recent version of this manual＞
Changes and upgrades will be made to the TSUMUGI entry form in the future. This will also
necessitate changes to this manual, so please make sure that you have the most recent version at
hand.
You can access the latest version on the TSUMUGI menu, under “Related materials.”4

１ Filing a Usage Report
１-１ Submission Process, Types of Accounts
Usage reports will be compiled by educational institutions participating in a sample survey (hereafterreferred to as “participating institutions”), and submitted to SARTRAS by those institutions’ foundingorganizations, including boards of education and school corporations (hereafter referred to as“founding organizations”).

③

①※

②
Founding
organization’s account(education and school
corporations)

Filer’s account（teachers andother personnel）

SARTRAS

Educational
institution’s accountSee next page fordetails on eachtype of account※Instructors and other personnel at each institution will share a single filer’s account, but individual
users can be created within that account.

5

Filing① Filer’s account・This type of account is shared by the instructors and other personnel at each educational
institution.
・Fill in the information for your usage report and submit it to your educational institution.
・Instructors and other personnel at each institution will share a single filer’s account, but
individual users can be created within that account.
・Main procedures: Create users

File reports

SubmitCompilation② Account for educational institution
・Educational institutions use this type of account to compile usage reports.
・Use this account to confirm and approve usage reports submitted by instructors and othersfrom a filer’s account, and then submit those reports to the relevant foundingorganization (It is also possible to file new usage reports from this type of account andsubmit them to founding organizations).
・One account is issued to each participating institution, to be used by the relevant personnel
in charge.
・Unlike a filer’s account, individual users cannot be created within this type of account.
・Users in filer’s accounts can be managed from this type of account.
・Main procedures: File reports

Export to Excel

User management

Approve (Submit)

Return

Edit personnel in charge

Final Submission③ Account for founding organization
・Founding organizations use this type of account to compile usage reports submitted by theeducational institutions under their jurisdiction.
・Use this account to confirm and approve those reports, and submit them to SATRAS (It isalso possible to file new usage reports from this type of account and submit them to
SARTRAS).
・One account is issued to each founding organization.
・Unlike a filer’s account, individual users cannot be created within this type of account.
・Main procedures: File reports

Export to Excel Approve (Submit)

ReturnRegister, edit personnel in charge at educational institutions
Register, edit personnel in charge at founding organizations☞ Submitting a usage report from a filer’s account or educational institution’s account does NOT
complete the report’s submission to SARTRAS. Please make sure that a report’s final
submission takes place from the account of a founding organization.

6

１-２ Entry fields for usage reports
Many copyrighted works such as text, illustrations, photographs, music and video are carried invarious media, including books and other publications, CDs, DVDS, broadcasts and the internet. To
ensure that copyright holders are properly identified and compensated when their works are used, twotypes of information are needed: 1) information on the source from which the material was obtainedand 2) information specifying the material.
The process of inputting information into the TSUMUGI form involves the following basic steps. As
you select various options within the form, input fields for the necessary information will be displayed.
Please enter the information, referring to the explanatory guide displayed on the screen.
Step 1 Basic information on the class for which you transmitted copyrighted material 〔→P.17〕
Step 2 Information on where you obtained the copyrighted material you transmitted 〔→P.18〕
Step 3 Information specifying the copyrighted material you transmitted 〔→P.22〕
You will primarily enter the following kind of information. You can use the memo section at theend of this manual to keep track of these facts.
※Please note: The following items are only examples of the main information needed to file a usage
report. If possible, please have the media from which you obtained the copyrighted material on handfor your reference when entering information into the TSUMUGI form.

7
To ensure that copyright holders are properly identified and compensated when their works are used,
two types of information are needed: 1) information on the source from which the material was
obtained and 2) information specifying the material.
※Please enter the following kind of information on the actual entry screen. If possible, please havethe media you used on hand for your reference when entering information into the form.
①

Information regarding the source of copyrighted material
Education ministry-certified

Book, magazine, etc.
・Title・Publisher
・Release date

Textbook, Teacher’s Manual・ISBN・Textbook number（13-digit number startingwith “978”）(For teacher’s manuals, enter the number of thecorresponding textbook）

・Year
certified teaching materials (such as supplementary※Other non-certified※Entering the ISBN will sometimes bring up otherinformation for a publication.

readers and teaching materials) should be treated as books.

Music

Video DVD, Blu-ray, etc.

・Title of album, single, etc.
・Creator （Record company, etc.）
・Catalog number for CD

・Creator of images
・Title・Number of subtitles, episodes（Code containing 4 letters and 4-5 numbers）

TV, Radio Broadcast

Newspaper・Station name・Date of broadcast
・Program name・Number of subtitles, episodes

・Name・Date of issue
・Website, etc. for digital versions

Booklet, pamphlet, etc.

Past test questions
・Name of creating school, organization
・Name of test
・Year, number of times conducted
・Subject or field・Publisher
・Title or summary
・Release date

Internet・Direct link (URL) to copyrighted material that was used

② Entry fields for copyrighted works＆

・Type of copyrighted work (text, illustration, photograph, music, video, etc.)
・Name of copyrighted work
・Location within media (page numbers, etc.)

8２ How to Log In
２-１ Access TSUMUGIYou can access the TSUMUGI guidance page in any of the following ways.
1）Via the SARTRAS official website
Search online for SARTRAS, and access the official website. From either the “For foundingorganizations” or “For teaching personnel” tab on the menu, choose “TSUMUGI usage report form.”
2）Directly via URL
You can access TSUMUGI via the URL below. Clicking on the link in the PDF version of thismanual will also take you to the site.
https://sartras.or.jp/tsumugi/3）Via QR code
If using a tablet or other device capable of reading QR codes, you can access the site via the code
below.

9

２-２ Log in
1. Upon accessing the TSUMUGI guidance page, you will see the following screen. Click on the“filer’s account” box on the right-hand side of the screen to proceed to the log-in page.
※Note: You cannot log in to your account from the wrong type of log-in page.

2. Upon proceeding to the log-in page, you will see the following screen.
Enter the ID and password you received from SARTRAS to log in.

10

３ Screen layout
３-１ Top Page (List of usage reports)①②① Menu・Register new report（新規登録）… File a new usage report here.〔→P.16〕

・Edit saved report（書きかけ編集）… Usage reports on which you saved your progress can be edited here.

・List of usage reports（利用報告一覧）… This is the top page of the TSUMUGI form. See ② below for moredetails.

・Related materials（関連資料）… This is a link to information about usage reports on the SARTRAS
official website. You can access the latest versions of such documents
as the “Guide to Filing a Usage Report” and this manual there.

〔→P.23〕② List of usage reports
All registered usage reports can be viewed here 〔→P25〕, and usage reports can be submitted fromthis screen 〔→P.24〕. Also, individual usage reports can be confirmed, edited 〔→P.26〕 and copied〔→P.27〕 here.

11

３-２ Screen for filing usage report （Register new report, etc.）①②① Entry fields will be displayed for the information needed to specify copyrighted material and thesource from which it was obtained. 〔→P.6〕② Explanatory guides for the entry fields described in ① will be displayed as necessary (however,some screens will not have guides). Please refer to them when entering information.

12

４ Basic Operations
４-１ User settings
When teachers and other personnel log in to this system, there is one account for each participating
educational institution (in the case of universities, one account for each department). However, simple
user settings can be established for each individual filer on the screen after log-in.
This user account will be your personal input account, but creating such a user account is optional. It
is therefore also possible for multiple people to share the “default user (デフォルトユーザー)”
registered in the initial settings.
※When sharing a user setting (including the default user), be aware that the content you input will
also be visible to the other people using that setting.
☞ What can be done in user settings
・Registered usage reports cannot be viewed by other users.
・When educational institutions view usage reports that have been submitted to them, they can
see which user submitted which reports (users’ information will not be conveyed tofounding organizations, SARTRAS or other parties).

13＜Procedure＞
1. On the screen that appears immediately after you log in to your account, click “Create newuser (新規ユーザー作成)” at the upper left.

2. Fill in the relevant information on the user information screen and click “Create new user
(新規作成)”.

●User name (ユ ー ザ ー 名) … This name will be visible only to the personnel
compiling usage reports at each participating institution (it cannot be seen by otherusers, founding organizations or SARTRAS). As this information will be used to
manage usage reports, it is assumed that users will enter their real names here.
●Display name (表示名) … This is the name that will be visible to all report filers on
the user selection screen, so choose a name that you are willing to have displayed (selecta name that will distinguish you from other users).
●Password (パスワード) … You have the option of setting your own password. If you
do, make sure the toggle button (switch) is on.
3. The newly created user will be added to the user selection screen.
You can use this filter tolimit the number of users
displayed (partial matches).

14☞「I forgot my user password」
Once a report filer sets their password, they cannot delete it on their own. Password settings
can be removed by your educational institution, via the “User management (ユーザー管理)” screen of its account, so please convey your request to the appropriate personnel.

☞ 「I want to delete a user」
Once created, a user cannot be deleted from a filer’s account.
Educational institutions can remove a user from the “User management (ユーザー管理)”
screen of their accounts if a user has no registered or submitted usage reports. Please convey
your request to the relevant educational institution if you wish to have a user deleted.
※If reports have already been registered or submitted, all the reports will need to bedeleted in order to remove the user.

15

16

４-２ Register new usage report
Click on “Register new report (新規登録)” from the menu at the top of the screen to begin filing yourreport.

The process of inputting information into the TSUMUGI form involves the following basic steps. As
you select various options within the form, input fields for the necessary information will be displayed.
Please enter the information, referring to the explanatory guide displayed on the screen.
Step 1 Basic information on the class for which you transmitted copyrighted material 〔→P.17〕
Step 2 Information on where you obtained the copyrighted material 〔→P.18〕
Step 3 Information specifying the copyrighted material you transmitted 〔→P.22〕

17

４-２-１ Step1 （Basic information on the class for which you transmitted copyrighted material）
Enter the following information about the class for which you transmitted the material.
・Subject, class name, etc. (教科、授業科目等名)
・Class year (学年)・Number of registered students, others. (履修者等の人数)☞ Number of registered students
If copyrighted material was transmitted for multiple classes, please enter the total numberof students.
Example：If the same material is transmitted to 30 students in the No. 1 first-year class,and to 35 students in the No. 2 first-year class, please enter 65 for the numberof students.

18

４-２-２ Step2 （Information on where you obtained the copyrighted material）
Provide information on where you acquired the copyrighted material, in the following order.
1. Category

Choose from the following options and click “Next (次へ).”・Book (書籍・本)

・Magazine (雑誌)・Newspaper(新聞)・Teacher’s manual and accompanying teachingmaterials, digital textbook for instructors(教師用指導書及びその付属教材、指導者
用デジタル教科書)・Authorized textbook(検定教科書)・Teaching materials including
supplementary readers andsupplementary teachingmaterials(副読本,副教材等の教材)
・Music(音楽)
・Broadcast (TV, radio)(放送 テレビ・ラジオ)
・Booklet, pamphlet, etc.
(冊子、パンフレット等)

・Copyrighted work, etc. on the internet(インターネット上の著作物等全般)
・Video DVD・Blu-ray, etc.
(映像 DVD ・ブルーレイ等)
・Cable broadcast (Cable TV, cable radio)(有線放送 ケーブルテレビ・有線ラジオ)
・Questions from past tests (過去の試験問題)

Regarding the transmission of teachers, students or others’ real-time or recorded
performances, including dancing, acting, playing musical instruments or singing, choose
one of the orange-colored options at the very bottom.
・Pre-existing choreography (Dance, etc.) (既存の振り付け (ダンス等))
・Pre-existing script (Acting, etc.) (既存の台本（演劇等))
・Pre-existing music (Playing musical instruments, singing, etc.)(既存の楽曲 (歌唱、演奏等))

19
2. Genre
Options relevant to the category you selected will be displayed. Choose the most appropriate
option, and click “Next (次へ).”※As shown in the illustration below, further options will be displayed depending on
the genre you choose.

▲Select genre（Example: Broadcast (TV, radio)
3. Information to identify the source of the material
Items relevant to the genre selected in Step 2 will be displayed. Fill them in, using as a reference
the guide displayed on the right side of the screen, which includes explanations of each item.

▲Information to specify source（Example: Broadcast (TV, radio)
When you have completed this section, click “Next (次へ).”☞ Information needed to correctly identify the rights holders to whom compensation will be
paid is marked as “required.” However, please also fill in non-required fields to the best of
your knowledge.

20（Reference） Assistance entering information on source of material☞ Example involving book, magazine, etc. (ISBN code)
If you enter the 13-digit ISBN code for books, magazines and other works (found in locations
including the back cover), the relevant bibliographic information will be automaticallyentered.
ISBN codes are extremely useful for identifying copyrighted works, so please take advantageof this function.

Enter ISBN code and click“Search (検索).”Bibliographic information
is displayed automatically.

21☞ Example involving authorized textbook, teacher’s manual, etc. (textbook number(教科書番号))
If you enter the textbook number for an authorized textbook, teacher’s manual or othermaterial (found in locations including the cover and colophon), information about thebook will be automatically entered.
Examples： 2

東書 国語 101

104 数研 数Ⅱ 030
7

実教 数 C 018

Enter textbook number(教科書番号) and click“Search (検索).”

Relevant information isdisplayed automatically.

22

４-２-３ Step3 （Information specifying the copyrighted material you transmitted）
1. Fill in the information, following the guidance on the screen.
Use the guide displayed at the righthand side of the screen, which includes explanations of each
item as a reference. When you are finished, click “Next (次へ).”①③②① Boxes for entering information② “Add (追加)” button
If you have used multiple copyrighted materials from the same source in the same class, you
can report them all at once on this screen. Click “Add (追加)” at the bottom right of thescreen to bring up the necessary boxes for entering information.
③ “Remove (削除)” button
If you mistakenly add boxes, click “Remove (削除)” to delete them.

☞ Information needed to correctly identify the rights holders to whom compensation will be
paid is marked as “required.” However, please also fill in non-required fields to the best of
your knowledge.
☞ You can use the memo section at the end of this manual to keep track of the works that you
publicly transmitted in class. This will be useful in such situations as filing multiple usage
reports at a later date.
2. A confirmation screen will be displayed. After checking the accuracy of the information you
have entered, click “Register (登録)” to complete the registration.

23

４-２-４ Suspend registration of new usage report, resume at later time
Beginning with the Step 2 screen 〔→P.18〕 to enter information regarding the source of copyrighted
material, a “Save progress (書きかけ保存)” button will be displayed at the bottom right of thescreen. Use this button when you need to stop entering information partway through.
※Caution: Should you close a usage report screen or move to another screen without saving yourprogress, your input will be lost and the screen will reset.

To resume entering information, click on “Edit saved report (書きかけ編集)” in the menu in theupper part of the screen to bring up the data you have input so far.
※The Step 1 screen 〔→P.17〕 will be displayed, containing the information you saved. Click “Next(次へ)” to proceed to the information you have not yet entered.

24

４-３ Submit usage report to educational institution
Once you have finished registering a usage report, submit it to your educational institution for
confirmation.

＜Procedure＞
1. Chose report to be submitted
Check the box at top left to select all the usage reports (you can use the toggle switch tochange between selecting just the reports displayed on the current page or also selecting thereports on the following pages). To select individual reports, check the box to the left ofeach relevant report.
Toggle switch controlling range of selection

2. Click “Submit (提出)” at the bottom right of the screen.

3. A confirmation screen will be displayed; click “Submit” to complete this procedure.

☞ Once you have submitted a report, its status will change to “Awaiting confirmation byeducational institution (教育機関担当者確認中).” Following the report’s approval by theeducational institution’s account, it will be submitted to a founding organization’s account andthen to SARTRAS.
☞ If a report is returned by an educational institution for some reason, its status will change to“Unsubmitted (未提出).”※If the educational institution enters the reason why a report was returned, it will be
displayed in the “Reason for return (差戻理由)” column.
※The TSUMUGI system does not send notices when a usage report is returned. We ask
educational institutions to contact filers in that situation, so please check your report if you
hear from them.

25

４-４ Confirm registered usage report
Registered usage reports can be confirmed from a list displayed on the top screen. (If no reports havebeen registered, nothing will be displayed.)①②③▲If no reports have been registered,nothing will be displayed.

① Filer
You can display usage reports according to their status.

② Overview of usage report

Information about a copyrighted work that has been registered is displayed on a single line.
・Click on the “Confirm (確認)” button to confirm the details of that report.
・Click the “Edit (編集)” button to edit that report.〔→P.26〕
・Click the “Use as original (コピー元として利用)” button to copy part of a registered usage reportand use it to create another report.〔→P.27〕※Information about multiple copyrighted works that are used in the same class and taken from thesame source can be filed on one screen 〔→P.22〕. In the list of usage reports, however, information
about each copyrighted work will be displayed on a separate line.
※Up to 10 usage reports are listed at a time on the screen, with the newest coming first. To see
older reports, click on the arrow at the bottom right to proceed to the next page of the list.
③ Operational buttons
Check the box next to a usage report to perform the following operations (multiple reports can beselected at once).
・Delete a report 「削除」
・“Edit class information and copy (授業情報を編集してコピー)”〔→P.27〕
・“Submit （提出）” 〔→P.24〕

26

４-５ Edit registered usage report
Click the “Edit (編集)” button to the right of a usage report to edit that report.
＜Procedure＞
1. Clicking “Edit” will bring up the Step 1 screen 〔→P.17〕 for entering information about therelevant class. Click “Next (次へ)” to proceed to the screen you wish to edit and change
the information as necessary.
※If you change such information as the category or genre of a copyrighted workon the Step 2 screen 〔→P.18〕, the other information that you previously entered on
the Step 2 and later screens will no longer be reflected there. If you are changing
Step 2 information, please reenter other information as well from that point on.
2. After you have made all your changes, click “Register (登録)” on the final screen.

27

４-６ Copy registered usage report
You can copy part of a registered usage report and use it to create another report.
①

Register use of exactly the same copyrighted material in different class

Example: The same copyrighted material from the same book is used in a different class② Register new report regarding use of different source and different copyrighted
material for the same class
Example: Different copyrighted material from a different book is used in the same class③ Register new report regarding use of different copyrighted material for same classand from same source
Example: Different copyrighted material from the same book is used in the same class28① Register use of exactly the same copyrighted material in different class＜Procedure＞
1. Select the usage report that you want to copy.
Check the box at top left to select all the usage reports (you can use the toggle switch tochange between selecting just the reports displayed on the current page or also selecting thereports on the following pages). To select individual reports, check the box to the left ofeach relevant report.
Toggle switch controlling range of selection

2. Click on “Edit class information and copy (授業情報を編集してコピー)” at the bottom
right of the screen.

3. Enter the relevant information about the class on the screen that is displayed.

4. Click on “Copy and create (コピーして作成)” to register a new report.

29② Register new report regarding use of different source and different copyrighted material forthe same class＜Procedure＞
1. Click on “Use as original (コピー元として利用)” to bring up the screen to select how muchof a report you will copy (multiple reports cannot be copied at the same time).

2. Choose “Copy Step 1” on the lefthand side of the screen and click “Go to input screen (入力画面へ).”

3. The class information will be copied, and you will input new information from Step 2〔→P.18〕.

4. After filling in all the relevant entry fields, click “Register（登録）” on the final
confirmation screen to complete the registration of the usage report.

30③ Register new report regarding use of different copyrighted material for same class and fromsame source＜Procedure＞
1. Click on “Use as original (コピー元として利用)” to bring up the screen to select how muchof a report you will copy (multiple reports cannot be copied at the same time).

2. Choose “Copy Step 1 and Step 2” at the righthand side of the screen and click “Go to input
screen (入力画面へ).”

3. Class information and information on the source of the copyrighted material will be copied,and you will enter new information from Step 3.〔→P.22〕

4. After filling in all the relevant entry fields, click “Register（登録）” on the final

confirmation screen to complete the registration of the usage report.

31

４-７ When no material requiring a report is used
When no copyrighted materials requiring a usage report have been used within the target period, it is
not necessary to use the filer’s account. In such a case, please inform the relevant supervisor at youreducational institution that you did not use any materials requiring a usage report within the target
period.
☞ Please consult the “Guide to Filing a Usage Report” regarding the use of copyrighted materials
that require a report.

Appendix：Notes for Usage Reports
No.

1

2

3

4

5

6

7

① Information on the source of thematerial※When filing a report, please have the materials you used at hand whenever possible.

② Information on the copyrighted material

Information on the classType of copyrighted
material
Name, title, etc.

Class name

Where carried withinrelevant medium

Class year

Other information
identifying the
copyrighted material

No. of people
transmitted toType of copyrighted
material
Name, title, etc.

Class name

Where carried withinrelevant medium

Class year

Other information
identifying the
copyrighted material

No. of people
transmitted toType of copyrighted
material
Name, title, etc.

Class name

Where carried withinrelevant medium

Class year

Other information
identifying the
copyrighted material

No. of people
transmitted toType of copyrighted
material
Name, title, etc.

Class name

Where carried withinrelevant medium

Class year

Other information
identifying the
copyrighted material

No. of people
transmitted toType of copyrighted
material
Name, title, etc.

Class name

Where carried withinrelevant medium

Class year

Other information
identifying the
copyrighted material

No. of people
transmitted toType of copyrighted
material
Name, title, etc.

Class name

Where carried withinrelevant medium

Class year

Other information
identifying the
copyrighted material

No. of people
transmitted toType of copyrighted
material
Name, title, etc.

Class name

Where carried withinrelevant medium

Class year

Other information
identifying the
copyrighted material

No. of people
transmitted to※This document in Excel formal and examples of entries can be downloaded from the SARTRAS website. ( https://sartras.or.jp/hokoku/hokoku-documents/ )Inquiries
Please contact the organization below with any questions you may have about filinga usage report or other matters. In some cases, you may be asked to speak with youreducational institution regarding the content of your report.
【Contractor】 Public Opinion Research Center〒160-0004 5F, Kawabe Shinjuku Gyoenmae Building,
4-16-3 Yotsuya, Shinjuku-ku, Tokyo
Phone: 0120-551-346（Toll-free）
Open weekdays 9:30～17:00（Closed weekends and holidays）
Email: jugyomokuteki@yoron-kagaku.or.jp
Website: https://www.yoron-kagaku.or.jp