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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, traveling to areas and entry to campuses under a declared state of emergency (Updated 1/13)
  2. Guidelines for consultation, In case of infection, etc. (Updated 1/4)
  3. Living with COVID-19: Tips for daily life (Updated 8/5)
  4. Impact on University classes (Updated 3/3)
  5. Internet access (Updated 2/19)
  6. Laboratory Research (Updated 6/2)
  7. Extracurricular activities and clubs (Updated 12/9)
  8. Health check-up(Updated 5/21)
  9. Authorized absence (Updated 12/25)
  10. Financial support(Updated 8/6)
  11. Student support
  12. Overseas travel
  13. Information for travelers returning from overseas(Updated 5/26)
  14. Job hunting(Updated 1/13)
  15. Mental Health(Updated 4/17)
  16. Sale of textbooks(Updated 4/24)
  17. From OKADAI COOP(Updated 5/21)
  18. How to request certificates(Updated 6/19)

1.Students commuting to school, traveling to areas and entry to campuses under a declared state of emergency (Updated 1/13)

In response to the declaration of a state of emergency, we would like to ask for the cooperation of all students in commuting to school and traveling to areas subject to the declaration of a state of emergency, as follows.

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 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 “2.Guidelines for consultation, In case of infection, etc.”.

For students commuting to school from areas under a declared state of emergency,
- You are allowed to commute to the university. Please follow the restrictions of the area when going out except for commuting to school.
- If you commute to the university, 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.”.

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 1/4)

[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 8/5)

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 3/3)

 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 2/19)

 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.Laboratory Research(Updated 6/2)

Okayama University manages to balance the thorough infectious disease control and the promotion of research activities gradually. Conducting research activities in laboratories for undergraduates and graduates (including the related-ones of discussion-style seminars) are limited to the one part, but also permitted, especially for the persons close to getting degrees.
As for the details, please ask your research mentor or supervisor.

7.Extracurricular activities and clubs(Updated 12/9)

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
    • 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.

※As for participation in official tournaments such as national and regional tournaments, application forms must be submitted and only those tournaments that have been approved are allowed to participate.

Prohibited activities:

  • Hosting or participating in overnight training camps inside and outside the university, expeditions outside Okayama Prefecture, etc.
  • Participation in sports tournaments and games held outside of Okayama Prefecture, practice games, concerts, live performances, etc.
  • The above mentioned events and activities organized by the university's authorized clubs. (Those held outside the prefecture and those that include people outside the prefecture)
  • Large group dinners, drinking parties, social gatherings, etc. on and off campus.
  • Gathering together on and off campus in order to recruit new members.

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

8.Health Check-up(Updated 5/22)

Medical health check-up will restart from 25/Apr/2020.
All students are require to make a reservation to prevent congestion.
Please make sure to the Websit and make an appointment.

Health Service Center TEL 086-251-7217

9.Authorized absence (Updated 12/25)

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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10.Financial support (Updated 8/6)

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

11.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

12.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).

13.Information for travelers returning from overseas(Updated 5/26)

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

14.Job hunting(Updated 1/13)

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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15.Mental Health(Updated 4/17)

16.Sale of Textbooks(Updated 4/24)

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.

17.From OKADAI COOP(Updated 5/21)

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.

18.How to request certificates(Updated 6/19)

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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