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Guidelines to Bear in Mind Concerning the Novel Coronavirus Infection (No.6)

April 01, 2020

April 1, 2020

To all Okayama University Students and Staff


MAKINO Hirofumi, President of Okayama University


Owing to the global spread of infection of the novel coronavirus infection, the Ministry of Foreign Affairs of Japan announced on March 31 that all areas of the U.S.A., China and South Korea have been designated infection risk level 3 areas (suspension of travel advisory) and the entire world excluding these countries has been designated as infection risk level 2 (voluntary restraint of all non-essential travel). In addition, large numbers of people are also becoming affected through unconfirmed infection routes in large cities and their surroundings in Japan.
Based on this situation, we have added or made additions to the following items. We request that students, faculty members and staff confirm the following guidelines to bear in mind and act in an appropriate manner.


(Main changes)

  • Suspension of travel to “areas designated as infection risk level 3” has been added for overseas travel.
  • Voluntary restraint on business journeys, etc. within Japan has been newly added.
  • Voluntary restraint on meetings, or points to bear in mind in the case that meetings are held have been newly added.
  • The “3 close” conditions regarding events, etc. have been newly added.

  1. Preventative measures against the spread of infection
  2. Guide for medical examination or consultation
  3. Returnees or Immigrants to Japan from regions having an infection risk of level 2 or over
  4. Suspension of or voluntary restraint on overseas travel
  5. Voluntary restraint on business journeys within Japan
  6. Student authorized absence from classes
  7. Staff and Faculty Members’ Exemption from Duties
  8. Notification of overseas travel
  9. Acceptance of research scholars, etc.
  10. Voluntary restraint on volunteer activities, etc.
  11. Voluntary restraint on meetings, etc.
  12. Voluntary restraint on holding and participation in events, etc.

 (Preventative measures against the spread of infection)1 Please ensure that you thoroughly implement handwashing (prevention of contact infection), effective for preventing the spread of the novel coronavirus infection.
In addition, we ask that persons who may possibly be emitting the virus (persons with a cough or fever, persons who have had contact with infected persons), please thoroughly observe cough etiquette in order to prevent the spread of airborne droplets to persons nearby.
In addition, as far as possible, please check your own physical condition (e.g. by taking your own temperature, etc.).
If you have symptoms of a cold, such as a fever, take it easy and rest at home. Not coming to the university or going to work when you are feeling unwell are good preventative measures against the spread of infection.


 (Guide for medical examination or consultation)2 If you have the following symptoms, please consult your nearest “Returnee or Contact Consultation Center.”
・Cold symptoms and a fever of 37.5 oC or more continuing for four or more days
・Strong sluggishness (sense of tiredness), breathing difficulties (respiratory distress)
As a result of the consultation, in the case that there is a suspicion of novel coronavirus infection, please undergo an examination at the medical institution that you are asked to go to.
◆ Returnee or Contact Consultation Center (Public Health Center)
Consultation Center for Returnees or Contacts regarding Novel Coronavirus Infection  (Japanese Ministry of Health, Labour and Welfare website)

※ As a result of the examination, if there is suspicion of novel coronavirus infection, please contact the Okayama University Health Service Center by telephone.
Additionally, if you are diagnosed as having the novel coronavirus infection, please immediately contact the Health Service Center and the university faculty, etc. that you are affiliated to.
 ○ Health Service Center
  TEL 086-251-7217(Weekdays 8:30 to 17:00)


 (Returnees or Immigrants to Japan from regions having an infection risk of level 2 or over)3 All returnees or immigrants to Japan from regions having an infection risk of level 2 or over (including transit), please contact the Health Service Center by telephone. Please stay at home to observe your symptoms for 14 days after returning to or immigrating into Japan even if you feel that you are in good physical condition. Please ensure that you, without fail, always take your temperature every day (twice, once in the morning and once in the evening), and wash your hands.
Currently, all regions and countries of the world have been designated as infection risk level 2 or over (as of March 31)
 ○ Overseas travel safety information/ Japanese Ministry of Foreign Affairs
 ○ Health Service Center
  TEL 086-251-7217(Weekdays 8:30 to 17:00)


 (Suspension of or voluntary restraint on overseas travel)4 Please suspend all travel to infection risk level 3 areas. Please exercise voluntary restraint on all non-essential travel to infection risk level 2 areas.
 ○ Overseas travel safety information/ Japanese Ministry of Foreign Affairs


 (Voluntary restraint on business journeys, etc. within Japan)5 As the spread of infection is centered on large cities and their surrounding areas, please also exercise voluntary restraint on business journeys, etc. as far as possible.


 (Student authorized absence from classes)6 In the case that you are (i) diagnosed as having novel coronavirus infection at a medical institute, if you are (ii) identified as having had close contact with the infection, or in the case that you (iii) have cold symptoms (fever, coughing, strong sluggishness (sense of tiredness), etc.) or are feeling unwell, or in the case that you are (iv) unable to enter Japan by the time classes begin due to restrictions on entry into Japan or restrictions on departing to travel to Japan, etc., or if you are (v) a returnee or immigrant from a region having an infection risk of level 2 or over, as in 3 above, students who need to be absent from classes will be treated as having authorized absence from classes.
   “Authorized absence from classes” related to prevention of spread of infection from novel coronavirus.


 (Staff and Faculty Members’ Exemption from Duties)7 In the case of diagnosis as having novel coronavirus infection at a medical institute, if you are identified as having had close contact with the infection, or if you are a returnee or immigrant from a region having an infection risk of level 2 or over, as in 3 above, staff and faculty members who cannot be present at their posts to engage in work duties will be treated as having staff and faculty members’ exemption from duties. (February 3 General Affairs and Planning Department Personnel Division Personnel Notification “Regarding Employment Measures, etc. Related to Novel Coronavirus Infection”)


 (Notification of overseas travel)8 In the case of overseas travel, staff and faculty members should please submit a Notification of Overseas Travel. Students must, without fail, register overseas travel using a Notification of Travel Abroad for Study or a Notification of Private Overseas Travel using the Okayama University International Exchange Support/Overseas Travel Registration System while at the same time registering your travel on the “Tabi-reji” (for overseas stays of less than three months) or the “Zairyu Todoke ORRnet” (for residence overseas of three months or more) operated by the Japanese Ministry of Foreign Affairs.


 (Acceptance of research scholars, etc.)9 Please either postpone or cancel acceptance of research scholars, etc. from regions having an infection risk of level 2 or over. Currently, all regions and countries of the world have been designated as infection risk level 2 or over (as of March 31).
Regarding the acceptance of joint (commissioned) researchers, please take the decision to accept the researchers having first confirmed the policy or measures (for companies) on the prevention of the spread of infection.


 (Voluntary restraint on voslunteer activities, etc.)10 Please exercise voluntary restraint on voluntary support activities in places where people affected by the novel coronavirus are staying or are present, and please exercise careful and voluntary restraint against any careless approach to such a place.


 (Voluntary restraint, etc. on meetings)11 Regarding intramural meetings, please reconsider the necessity of holding meetings, including voluntary restraint on holding meetings, and while providing sufficient ventilation in the case that a meeting is held, please hold the meeting with as few participants and for as short a time as possible. Please also make efforts to take preventative measures against the spread of infection such as changing the form of the meeting to a remote meeting using Zoom, etc.


 (Voluntary restraint on the holding of events, etc.)12 From the viewpoint of the prevention of spread of the infection, please reconsider the necessity of holding events, including voluntary restraint on holding or participating in events.
  In particular, please exercise voluntary restraint on the holding or participation in events in which the “3 close” conditions, “closed space with poor ventilation,” “locations where many people are closely packed together” and “situations where people are conversing or speaking with others at close range” are all present.


 As the situation is changing even at present, please pay attention to new information, including at the following websites. In addition, please keep in mind sufficient care for personal information and ensure that you remain calm when making responses or taking measures.



<関連ホームページ>
Overseas travel safety information/ Japanese Ministry of Foreign Affairs
Japanese Ministry of Health, Labour and Welfare
Notifications and telephone consultation desks for novel coronavirus in each prefecture (Prime Minister’s Office website)
“Tabi-regi” or the “Zairyu Todoke ORRnet” /Japanese Ministry of Foreign Affairs
Okayama University International Exchange Support/Overseas Travel Registration System
Message from the Chairperson of the Japan Association of National Universities



<Offices for Inquiries>
 ○Regarding Infection measures
   Health Service Center 086-251-7217
   Safety and Health Department, Health Division 086-251-8984,7286,7100 
 ○Regarding study abroad program and international student affairs
   International Affairs Department 086-252-7079(inbound),7037(outbound)
 ○Regarding student and academic affairs
   Academic Affairs Department 086-251-8423
 ○Regarding matters related to staff and work
   General Affairs and Planning Department, Personnel Division 086-251-7029
 ○Regarding events, etc.
   General Affairs and Planning Department, General Affairs Division 086-251-7007
 ○Regarding the acceptance, etc. of researchers from inside Japan
   Organization for Research Promotion & Collaboration, Industry-Academic Collaboration Department 086-251-7756

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