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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. Students commuting to school and traveling to areas under a declared state (Updated Apr/23/2021)
  2. Guidelines for consultation, In case of infection, etc. (Updated Jan/4/2021)
  3. Living with COVID-19: Tips for daily life (Updated Aug/5/2020)
  4. Impact on University classes (Updated Mar/3/2021)
  5. Internet access (Updated Feb/19/2020)
  6. Extracurricular activities and clubs (Updated Apr/27/2021)
  7. Health check-up(Updated Apr/30/2021)
  8. Authorized absence (Updated Dec/25/2020)
  9. Financial support(Updated Aug/6/2021)
  10. Student support
  11. Overseas travel
  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)

1.Students commuting to school and traveling to areas under a declared state (Updated Apr/23/2021)

The emergency declaration has been issued for Tokyo, Osaka, Kyoto and Hyogo. We would like to ask for the cooperation of students in commuting to and from school and traveling to the affected areas as follows.
(Period: April 25 to May 11)

  1. In principle, those who commuting from the areas affected by the emergency declaration are not allowed to enter the university.
    (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.)
    Please follow the local restrictions when going out except for commuting to school.
  2. For students commuting to school from Okayama Prefecture or areas not covered by the emergency declaration,
    - During the declaration of a state of emergency, please refrain from traveling to the affected areas.
    - For those who have traveled to the affected areas due to unavoidable circumstances, please follow up on your health (check your temperature and record your health condition) for 14 days after returning home. However, if you have a fever or other symptoms of a cold or other health problems, please stay home and follow the instructions below.
    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 when you enter to campuses. Please be sure to wear a mask when attending face-to-face classes.
-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.Living with COVID-19: Tips for daily life(Updated aug/5/2020)

Summer holidays are about to start, and we understand that students are excited to have a good time with friends and family after a stressful term. However, we ask students to be aware that there is still a risk of infection from COVID-19. Take care to avoid the “three Cs”, even at night-time, and take necessary precautions to prevent spread of infection.
Furthermore, we ask students to be especially careful when meeting up with friends, going out for drinks, or participating in extracurricular events as a group, including day trips and overnight trips.

Three Cs: 1. Closed spaces with poor ventilation, 2. Crowded places with many people nearby, 3. Close-contact settings where close-range conversations may occur (keep a 2 m distance).

Public Spaces
Access to public spaces is no longer restricted. However, we recommend avoiding areas/facilities where the virus may spread rapidly (see note 1), 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 note 2) and act with caution.

Adjusting to life with coronavirus

  • When going out, practice habits such as regularly washing/sanitizing hands, wearing a mask, 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.
  • 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).

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: Please avoid places where virus clusters have been reported. This includes entertainment districts, hostess clubs and nightclubs or similar, as well as medical institutions and welfare facilities.
Note 2: 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

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 Fab/19/2021)

 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.

 In addition, both face-to-face classes and online classes will continue to be offered after 2021. It is possible to take online classes using WiFi in lecture rooms not used for classes in the General Education Building. When using these rooms, please be sure to wear a mask and avoid the three densities (hermetic, dense, and close).

Academic Affairs Office TEL 086-251-8423
apg-gakumu◎adm.okayama-u.ac.jp
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6.Extracurricular activities and clubs(Updated Apr/27/2021)

Because there are students infected with new coronavirus, we will prohibit extracurricular activities for the period of April 17 to May 19. (Excluding activities online)

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

7.Health Check-up(Updated Apr/30/2021)

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 under a state of emergency
The emergency declaration has been issued for Tokyo, Osaka, Kyoto, and Hyogo prefectures. We ask students from the target area to refrain from taking a health checkup at Health Service Center, Okayama University. After the emergency declaration is lifted, please re-book a health checkup in the Tsushima area. If you cannot make a reservation at the desired date and time, please contact the Health Service Center.

Health Service Center
Mail kenshinyoyaku◎okayama-u.ac.jp
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8.Authorized absence (Updated Dec/25/2020)

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.

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

We strongly advise against any overseas travel to countries with a health notice of level 3. Additionally, we advise students who wish to travel to countries with a health notice of level 2 to reconsider their travel plans and avoid travel unless it is absolutely necessary.
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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