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【Current Students】COVID-19: Advice and Support for Students

In response to the worldwide spread of COVID-19, Okayama University is taking the necessary precautions to keep our community safe.
We ask for your understanding and your cooperation with the following points to help prevent the virus from spreading.
This page is updated regularly, and you are advised to check it periodically to stay informed about the developing situation.

  1. Entering to campuses (Updated Aug/2/2021)
  2. Guidelines for consultation, In case of infection, etc.(Updated Jan/4/2021)
  3. Prevention of spread of infection (Updated Aug/2/2021)
  4. Impact on University classes (Updated Mar/3/2021)
  5. Internet access (Updated Aug/2/2021)
  6. Extracurricular activities and clubs (Updated Oct/1/2021)
  7. Health check-up(Updated May/18/2021)
  8. Authorized absence (Updated Jun/29/2021)
  9. Financial support(Updated Aug/6/2021)
  10. Student support
  11. Overseas travel(Updated Aug/6/2021)
  12. Information for travelers returning from overseas(Updated May/26/2020)
  13. Job hunting(Updated Jan/13/2021)
  14. Mental Health(Updated Apr/17/2021)
  15. Sale of textbooks(Updated Apr/24/2021)
  16. From OKADAI COOP(Updated May/21/2020)
  17. How to request certificates(Updated Jun/19/2020)

To prevent the spread of infection during summer vacation (Updated Aug/2/2021)

 The Office for Novel Coronavirus Disease Control, Cabinet Secretariat, Government of Japan made the following requests regarding infection control measures during the summer vacation period.

Request to everyone
 In order to prevent the spread of infection during the summer vacation period, in addition to the basic infection prevention measures we have requested so far, please make the following three points in particular.

Ⅰ.Please refrain from moving across prefectures.
 During this period, please refrain from moving across prefectures. However, if it is absolutely necessary to moving across prefectures, we would like to ask you to use a small-scale distributed system. Also, if you plan to meet elderly people in your hometown who have been vaccinated twice, please take preventive measures for infection from 2 weeks before.

Ⅱ.Don't eat long times with people you don't usually see or more than five people.
 During this period, don't eat long times with people you don't usually see or more than five people. However, if you are going to eat out, please choose a restaurant certified by the local government. Also, please don't hold a dinner party with a large number of people at home or drink on the street.

Ⅲ.Please cheer for the Olympics at home.
 You would like to cheer for the players inside and outside the venue, but in this situation, please cheer at home with the people you usually meet, such as your family. Please refrain from cheering with a large number of people in the square, on the street, or at restaurants.

1.Entering to campuses (Updated Aug/2/2021)

〇For students commuting to school from the emergency declaration areas
- In principle, you are not allowed to enter the campas.
- If face-to-face classes are held, they will be treated as official absences,
so please follow the instructions of teacher in charge of the class.
- If final exams are to be held, consult with the instructions of
teacher in charge of the class.
- When going out except for commuting to school, please follow the
local restrictions.

〇For students commuting to school from the pre-emergency measures areas,
- You are allowed to commute to the university. Please follow the restrictions of the areas when going out except for commuting to school.
- If you commute to school, please monitor your health (take your temperature and record your health condition) every day. However, if you have a cold, fever, or other health problems, please stay home and follow the instructions “2. Guidelines for consultation, In case of infection, etc.”.

〇For students commuting to school from Okayama Prefecture or not target areas,
- During the implementation of the emergency declaration or the priority measures to prevent the spread of the disease, please refrain from traveling to the target areas unnecessarily.
- If you have no choice but to move to the pre-emergency measures areas, please follow the restrictions of that area. After returning home, please follow up on please follow up on your health (check your temperature and record your health condition) for 14 days. However, if you have a fever or other symptoms of a cold or other health problems, please stay home and follow the instructions “2. Guidelines for consultation, In case of infection, etc.”.

 The following are the rules to be observed when entering to campuses.
- If you are in good physical condition, you will be allowed to enter to campuses.
- Please wear a mask(non-woven)when you enter to campuses.
- Please make sure to wash your hands and disinfect your hands.
- Please avoid the three densities (airtight, crowded, and close together) on campus, and return home as soon as possible after completing your classes and duties.

Academic Planning Division, Academic Affairs Department
apg-gakumu◎adm.okayama-u.ac.jp
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2.Guidelines for consultation, In case of infection, etc.(Updated Jan/4/2021)

[Guidelines for consultation]
●If you have a cold symptom such as fever, please consult your "family doctor".
●If you do not have a "family doctor", please look for it on the prefecture's website (as follows) or call the consultation center.

◆ Novel Coronavirus Consultation Center (Returnee / Contact Consultation Center)
 <Returnee / Contact Counseling Center for Novel Coronavirus (Ministry of Health, Labor and Welfare website)>

Colds, influenza, and novel coronavirus infections all have similar initial symptoms, such as fever and cough.
If you have any of these symptoms, do not force yourself to go to (enter the) school, but consult your doctor for medical treatment and examination.
* Please be sure to make a phone reservation and wear a mask when you visit the clinic.

[If you are infected or suspected to be infected]
● If any of the following applies, please contact your department or the Health Service Center immediately.

  • Diagnosed as a novel coronavirus infection (COVID-19).
  • Family became infected / close contact.
  • Received a notification from a public health center, etc. that there was a possibility of contact with an infected person.
  • Received a notification with the contact confirmation app    etc.

● If you are infected or suspected of being infected, do not go to school until the public health center cancels the waiting request.
● After the waiting period ends, please report the course of the physical condition to the Health Service Center before resuming school attendance.
Health Service Center E-mail: hokekan1◎cc.okayama-u.ac.jp, TEL: 086-251-7217 (Weekdays 8:30-17:00)
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Flow chart when suspected to be infected with the novel coronavirus (for students / faculty and staff)

Health Service Center  TEL 086-251-7217
Mail:hokekan1◎cc.okayama-u.ac.jp
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3.Prevention of spread of infection(Updated Aug/2/2021)

 Including night-time and holidays, avoid the Closed spaces with poor ventilation,Crowded places with many people nearby and Close-contact setting such as close-range conversations, and try to prevent the spread of infection. Also, be careful not to speak loudly in daily life.
 Furthermore, pay particular attention to the risk of infection in group travel with a large number of people, such as dinner parties with friends, so-called drinking parties, and group travel, as well as events and training camps for extracurricular activities.

New way of life
 When going out, practice habits such as regularly washing/sanitizing hands, wearing a mask(nonwoven fabric mask is recommended), and keeping an appropriate distance from others to prevent infection.
 Please make sure to wear a mask, especially when using public transportation or especially when going to convenience stores and supermarkets, which are frequented by many people.

Public Spaces
Access to public spaces is no longer restricted. However, we recommend avoiding
areas/facilities where the virus may spread rapidly, carefully checking recent infection statistics, and confirming that the area/facility is taking precautions to prevent the spread of the virus.  

Travelling to other prefectures
There are no restrictions on travel for work purposes or travel in order to return home. However, try to avoid unnecessary travel outside the prefecture. If you are traveling to an area where infection is ongoing, such as the Tokyo metropolitan area, check the prevalence of the disease and the information by the prefectural government in the area (see note1) and act with caution.

Take care of your own health.
Please take good care of your health during this time. You are advised to eat well, get enough rest, and to check your temperature often. (Taking note of and recording your own health condition regularly is recommended)

Clusters
The cluster occurs frequently in the following "5 scenes", so please be careful.

  1. Drinking get-together
  2. Large groups (e.g., 5 or more) and long time of food and drink
  3. Conversation without a mask
  4. Communal living in a small space
  5. Rest rooms, changing rooms, etc.

Make informed decisions based on accurate information
During this time, there is a lot of misinformation spread from unreliable sources. Consult official sources and make informed decisions. As a student and representative of Okayama University, be careful not to post incorrect information on SNS.

Note 1: Useful websites 
<Website 1> Brief Overview of the Coronavirus with interactive prefecture map (Japanese only) 「国内外の発生の状況」都道府県別感染者数の日本地図下の該当都道府県をクリック

<Website 2> COVID-19 Information website
東京都新型コロナウイルス感染症対策サイト

新型コロナウイルス感染症対策推進室Twitter

4.Impact on University classes(Updated Mar/3/2021)

 Classes in 2021 will begin on April 9th (Friday).

 Please see the notifications posted by the relevant faculties/graduate schools for more information. For more detailed information regarding the format of classes offered by the Education department, please refer to the following Page.

Academic Planning Division, Academic Affairs Department
apg-gakumu◎adm.okayama-u.ac.jp
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5.Internet Access(Updated Aug/2/2021)

Some of the online classes use video, which is expected to increase the amount of data transmission. Therefore, please make sure that you have an Internet connection at home.

If you are unable to set up an Internet connection at home, you can take online classes in the following Lecture Room. When using the room, please be sure to wear a mask and avoid the densities.

【Wi-Fi available Lecture Room】
(~August11) Lecture Room A41・B33・B41・E11・E21 in the General Education Building
(August17~September30) Lecture Room B11 in the General Education Building

Academic Affairs Office TEL 086-251-8423
apg-gakumu◎adm.okayama-u.ac.jp
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6.Extracurricular activities and clubs(Updated Oct/1/2021)

Activities other than the following prohibited acts are permitted on the condition that measures against infectious diseases required by the university and measures against infectious diseases submitted to the university by official clubs are complied with.

Prohibited activities:

  • Hosting or participating in overnight training camps inside and outside the university, expeditions outside Okayama Prefecture, etc.
  • Participated in sports competitions held outside Okayama Prefecture, external games, practice games with outsiders, concerts, live performances, etc. (except those permitted by the judging committee).
  • Conventions and events sponsored by authorized bodies of the university that include people from outside the prefecture (excluding those approved by the judging committee).
  • Large group dinners, drinking parties, social gatherings, etc. on and off campus.
  • Gathering together on and off campus in order to recruit new members.

*If you wish to participate in official games outside of the prefecture, such as national and local tournaments, you can apply individually and participate only in approved tournaments.

*The permitted activities and prohibited activities at Shikata Campus are different from those at Tsushima Campus. Students of the Shikata campus must follow the rules in the Shikata area.

Infection Prevention Measures for Extracurricular Activities;

  • Students who wish to participate in club activities should check their temperature daily. Students exhibiting any of the symptoms listed below are prohibited from participating in club activities:
    • Fever
    • Cold or flu symptoms, such as coughing or a sore throat
    • Fatigue
    • Shortness of breath
    • Olfactory or taste disorders.

After continuous contact, disinfect hands away from face immediately.

  • As a general rule, it is compulsory to wear a mask, except for activities where masks would greatly hinder participation. For example, activities requiring physical exercise, activities requiring vocalization or activities that involve playing musical instruments.( If you want to make a loud voice, wear a mask or face shield if possible)
  • The following activities should be the minimum necessary (avoided or limited to a maximum of 15 minutes)
    • Continuous contact with others
    • Continuous contact with others
    • Combination with others
    • Vocalizations facing each other
  • Participants should keep as much distance from others as possible to 2m (at least 1m).
  • Club activity members should stagger use of closed facilities to avoid over-crowding.
  • Closed facilities should be ventilated every 30 minutes for a minimum of 10 minutes.
  • Students are encouraged to wash their hands before and after club activities (i.e. when arriving at the venue and before returning home). Use soap and water and take care to wash your hands carefully for at least 30 seconds. Use of hand sanitizer is recommended.
  • Disinfect equipment, doorknobs, and switch buildings before and after use.
  • When disposing of waste (including tissue paper and drink bottles), put it in a plastic bag and take it home with you.
  • Adhere to the guidelines for resumption of sporting activities of the General Association of University Sports or the various athletic federations.

List of permitted activities:

  • Use of all extracurricular activity facilities and physical education facilities (including Okimoto Boathouse and Ushimado Yachthouse) will be permitted.
  • Use of off-campus facilities (including halls, meeting spaces, music studios, gymnasiums, sports grounds, tennis courts, swimming pools, ice skating rinks, gym facilities, etc.) will be permitted.
  • Participation in sports tournaments, games, practice games, concerts, live performances, etc. held in Okayama Prefecture (However, participation by people outside the prefecture and accommodation is not allowed. The maximum capacity of the venue is 50%.).
  • The above mentioned events and activities organized by the university's authorized clubs.
  • Joint training with other universities will be permitted only if the other university does not prohibit extracurricular activities.
  • The following recruitment activities are also permitted:
    • Distributing leaflets to students on campus in order to recruit new members.
    • Open days providing access to exercise or practice sessions.
    • Online recruitment activities, including sharing information on an official club homepage or on SNS, or online briefing sessions using Zoom, etc.

Student Support Division, Academic Affairs Department
TEL 086-251-7179

7.Health Check-up(Updated May/18/2021)

Medical health check-up will start from Apr/20/2021.
All students are require to make a reservation to prevent congestion.
Please make sure to the Website and make an appointment.

Health checkups for students following the declaration of a State of Emergency
Due to the declaration of a state of emergency in Okayama Prefecture from May 16, 2021, students are not allowed to enter the campus in principle. However, The Meeting of the Headquarters for the Control of the Novel Coronavirus has specially approved that the health checkups currently underway for students who live in Okayama Prefecture will be conducted under strict infection control measures.
If you are using public transportation to get to school, please avoid the congestion. If you are unable to arrange an appointment time by yourself, please send an e-mail to the address shown below.

During the declaration of the State of Emergency, it is not possible to receive the health checkups by commuting from outside Okayama Prefecture. If you have already made an appointment, please cancel it. Also, if you are worried about taking the health checkups, there is no need to force yourself to take it.
An additional health checkup (schedule to be determined) will be held after the declaration of the State of Emergency is lifted, so please make an appointment there. The schedule will be announced on the website as soon as it is decided. If you have any questions, please contact us at the following.

Health Service Center
Mail kenshinyoyaku◎okayama-u.ac.jp
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8.Authorized absence (Updated Jun/29/2021)

If you have any cold or flu-like symptoms, including fever, coughing, shortness of breath, and/or extreme tiredness, you should stay at home. It will be treated as an authorized absence even if you have not been issued with an official certificate by a health official, so please do not feel anxious about not going to school in this case.
We have created a Notice of Class Absence form specifically related to COVID-19. If you fall under one of the categories listed below, please fill out the Word file (download link given below) and email it to your department’s academic office and to the relevant instructors as soon as possible.
Notice of Class Absence (COVID-19)
In order to prevent the spread of COVID-19, the following cases will be treated as authorized absences:

  1. If you are informed by the public health center that you may have come into contact with a person infected with the COVID-19 virus, please stay at home until the public health center gives you permission to go to school.
  2. If you develop any cold or flu-like symptoms (including a fever, coughing, or fatigue), lose your sense of taste and smell, or feel unwell, please self-quarantine until 5 days after all symptoms have gone away.
  3. If you have traveled to any foreign countries, please stay home for 14 days upon arrival in Japan to monitor your health. For more information on international travel, please see the Japanese Ministry for Foreign Affairs/Overseas Safety homepage.
  4. If you cannot enter Japan by the time classes start due to entry restrictions into Japan or because your country of departure has restricted international flight.
  5. If it is difficult to go to campus and participate in face-to-face classes because of an underlying anxiety about the risk of contracting COVID-19 in public spaces, or if you feel anxious about using public transport or travelling as a result of being recommended not to travel across prefectural borders.
  6. If it is difficult to go to campus and participate in face-to-face classes because of vaccination schedule or side effects after vaccination.
  7. In addition to the above, from the viewpoint of preventing the spread of COVID-19, if the Dean deems it necessary.

Academic Planning Division, Academic Affairs Department
apg-gakumu◎adm.okayama-u.ac.jp
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9.Financial support (Updated Aug/6/2020)

Support for vulnerable households who have been negatively impacted by the spread of COVID-19

  • Application for the Emergency Student Support Handout for Continuing Studies (Second Application Period)【Deadline: July 17th】
    In recognition of the far-reaching effect of the novel coronavirus, a new national student support fund (approved by the Cabinet on May 19, 2020) has been created to support independent students. In particular, this fund is to support those who are in a precarious financial situation due to a decrease in their monthly income to the point where it is affecting their ability to pay tuition or continue their usual student life.
    Click here details on the second application period.

*Application process for the first application period (6/24 update)1) Recommendation: June 19. After undergoing a screening process at the university, eligible students were recommended to Japan Student Services Organization.2) Notice to ineligible students: The university notified students who did not qualify for the Emergency Student Support Handout by e-mail on Wednesday, June 24th. (Please note that the university did not send any notification to students who were recommended to JASSO. Thank you for your understanding.)3) Scheduled transfer date of scholarship amount: approximately 2 weeks after recommendation (early July) (bank transfer from Japan Student Services Organization)Please note that a notice will not be sent to students who were recommended to JASSO. Confirmation of a bank transfer from "Gakusei Shienkin Kyukyufukin" should be taken as proof of JASSO’s decision.

  • The support fund and allowance for the leave forced to be taken under the COVID-19 outbreak (8/6 update)
    Employees of small and medium sized companies may receive if they are unable to take leave allowance. This support fund and allowance is available to workers (include part-time student workers) who apply for it.

<Eligible person>
80% of the wage before taking the leave (maximum daily amount 11 ,000 yen) will be paid according to the record of the leave forced to be taken. (limited to the leave taken between April 1, 2020 and September 30, 2020.) However the following two main conditions and others are required.① Employees of small and medium sized companies who were/are on leave during the period mentioned above due to the instruction of the employer.② Those who have not being paid their wages (or leave allowance) for the leave mentioned①.

※Please refer to the following website of the Ministry of Health, Labour and Welfare for application and inquiries.(Please note that the Okayama University does not accept applications.)
https://www.mhlw.go.jp/stf/kyugyoshienkin.html

[Summary]The support fund and allowance for the leave forced to be taken under the COVID-19 outbreak

10.Student support

Due to the spread of the Coronavirus (COVID-19), Okayama University has decided to delay the start of the 2020 school year. The situation is rapidly developing, and we can imagine that the unpredictability is causing undue stress for some.
As information about COVID-19 unfolds and normal activities are restricted, many people may be feeling a range of emotions, including anxiety, stress, and frustration. In addition, some students may be hesitant to go to a clinic to confirm if they have the virus; worried about how they may be treated if they are indeed infected.
Despite all of this, we want to assure you that the Okayama University community respects all nationalities and endeavors to treat all students equally. Infected students or students from areas with a high infection rate will not be discriminated against. Together, we must do everything we can to support each other so that students can live with peace of mind. Because your mental health is just as important to us as your physical health, Okayama University provides and encourages students to utilize the offices shared below for private counselling if you suffer from any anxiety or hardship.

General Counseling Office 1: University Union 1st Floor
 E-mail: seikatsu@okayama-u.ac.jp
General Counseling 2: General Education Bldg. C 1st Floor
 E-mail: nayami@cc.okayama-u.ac.jp
Mental Health Counseling: Health Service Center
 E-mail: hokekan1@cc.okayama-u.ac.jp
Students with Disabilities Counseling: General Education Bldg. D 1st Floor
 E-mail: shien-dr@okayama-u.ac.jp
International Student Counseling: General Education Bldg. C 1st Floor
 E-mail: advising02@okayama-u.ac.jp

11.Overseas travel(Updated Aug/6/2021)

As a general rule, travel to countries and regions with MOFA's warning on Infectious Diseases level of 2 or 3 is not permitted.
However, exceptions may be made for study abroad programs of three months or more under certain conditions.
If you wish to apply, please contact the Study Abroad Division, International Affairs Department at ryugaku@adm.okayama-u.ac.jp
Please see the Ministry of Foreign Affairs homepage for up-to-date information
Any students traveling overseas should register on the International Exchange Support/Overseas Travel Registration System and indicate their purpose of travel (study abroad or private travel). Additionally, Japanese students should register on the Ministry of Foreign Affairs travel log TABIREGI (for a stay of less than 3 months) or Residence Registration ORRnet (for a stay of 3 months or longer).

12.Information for travelers returning from overseas(Updated May/26/2020)

Students arriving in Japan from overseas should contact the Health Service Center as soon as possible. Additionally, students should self-quarantine for 14 days from their day of arrival even if they do not have any symptoms and should monitor their health by checking their temperature twice daily.
Additionally, please remember to wash your hands regularly and maintain good hygiene, especially when the period of self-quarantine ends.

Health Service Center
 TEL 086-251-7217

13.Job hunting(Updated Jan/13/2021)

If you are looking for a job in the prefectures where the state of emergency has been declared, students should take the following actions.

1.Please DO NOT going job hunting in areas, where the state of emergency has been declared. If there are requests from companies in these areas to visit them, please explain the university prohibition and decline their invitation. However, job hunting activities such as online interviews which do not require physical presence at the job site, are NOT prohibited.

2.If students face any kind of disadvantages during the selection process, due to this university student safety policy, the university will strongly request companies and organizations for better and fair treatments towards students. Please report to the Career & Student Support Office.

Students who are job hunting outside the above areas, should take maximum precautions;
Wash your hands, disinfect your hands, wear a mask, and try to avoid the three Cs (Crowded places, Close-contact settings, Confined spaces), as much as possible. After returning to Okayama, measure your body temperature every day, and if you feel worried about your health condition, please contact the Career and Student Support Office by email or phone.

Contact information: Career/Student Support Office
    MAIL:shushoku◎adm.okayama-u.ac.jp
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14.Mental Health(Updated Apr/17/2020)

15.Sale of Textbooks(Updated Apr/24/2020)

Okayama University Co-op Book Store
Period of sale: 4/17(Fri)~5/1(Fri)

In order to prevent the spread of COVID-19, The Okayama University Co-op Book Store is operating a home delivery service. For more information, please see the “Text-it” website

※The delivery date and time cannot be specified.
 There is a possibility that you can not get textbooks before the classes start.
※All bookstores are closed. (Only online bookstores are available.)

Taizando Bookstore (Head Office in Shikata)

  • Period of sale: 4/17(Fri)~5/14(Thurs) 10:00~19:00
  • Textbook sales venue: Taizando Bookstore (Head Office in Shikata)

In order to prevent the spread of COVID-19, Taizando Bookstore is also offering delivery services to those self-isolating. For more information on home delivery services, please call 086-226-3211.

※Certain subjects may require students to purchase textbooks from other booksellers.

16.From OKADAI COOP(Updated May/21/2020)

OKADAI COOP will resume part of its cafeteria service from May 22nd (Friday). Please refer to the following link for more details:Please see the website.

17.How to request certificates(Updated Jan/19/2020)

In general, students should use the issuing machines located at the General Education Building to print certificates.
However, if it is difficult for students to gain access to campus for any reason, they may request a certificate via email, after which it will be sent by post. Please see こちら for more details.

Academic Planning Division, Academic Affairs Department
 TEL 086-251-8424
daf8423◎adm.okayama-u.ac.jp
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