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Doshisha University Action in Response to Novel Coronavirus Infection (No.18 Notice)
Doshisha University Guidelines for Preventing Spread of Infection of Novel Coronavirus (Covid-19) (Updated September 10, 2021)

September 10, 2021
To Faculty and Staff
UEKI Tomoko, President
(Director,Emergency Task Force)

Doshisha University Guidelines for
Preventing Spread of Infection of Novel Coronavirus (Covid-19) [5th Edition]


Doshisha University has established the above-titled guidelines and is currently providing education through a new format of class management as well as giving utmost consideration to the prevention of spread of infection by implementing the following measures. The 5th Edition takes effect on September 10, 2021 and is expected to be modified in accordance with any future changes in the situation of spread of infection and the policies of the Japanese and Kyoto prefectural governments.

1. Basic Matters
1) All individuals who enter the campus of Doshisha University (including outside visitors) are required to wear a face mask on their way to and from and during their stay in the campus (except for when you are temporarily unable to wear it, such as during a meal or exercise).
2) Students, faculty and staff of Doshisha University must follow the flowchart of whether or not they are allowed to come to the campus, which is put up on the university’s website. If you fall under one of the categories who are not allowed to come to the campus, you must stay home.
3) Outside visitors are requested to refrain from unnecessary and non-urgent entry into the campus, and are prohibited from entering the campus if they are unwell or have symptoms such as fever and cough.
4)Please follow one of the following instructions upon entering the campus.
a) Install the Kyoto prefecture’s Novel Coronavirus emergency contact service “Kocotoro”
b) Install the Novel Coronavirus contact confirmation app (COCOA)
c) Keep a record of your own activity history (when and where you stopped by, who you met and where)
5) Facilities and areas that require temperature check upon entry or keep a record of entry and exit (by paper or online record using Microsoft Forms etc.), and facilities where a prior permission from the dean of the faculty/graduate school is required in order to enter or use a laboratory, a study room etc., will be designated as appropriate by the department in charge of the facility concerned.
6) In accordance with the “Guide to Preventing Spread of Infection of Novel Coronavirus” on the university’s website, all members of the university community are requested to practice the “new normal” while keeping in mind the “Five situations where the risk of infection is increased,” and to take thorough care of their own health. All should practice measures to prevent infection such as keeping a physical distance from others, refraining from talking during a meal, and carrying their own wipes.
7) For students, faculty and staff who are at a high risk for severe illness from infection, such as those with underlying medical conditions or chronic diseases, flexible arrangements will be made at the beginning of the semester through procedures instructed by the Division of Academic Affairs so that they can take class or work without commuting to campus.
8) Concerning the acceptance of international students and foreign researchers, and the permission for study abroad and overseas business trips, latest information issued by the Japanese government, including the “Overseas Travel Safety Information” webpage of the Ministry of Foreign Affairs, should be considered. Travel to areas where the Ministry of Foreign Affairs’ Travel Advice and Warning on Infectious Diseases Level 2 or above is issued is prohibited in principle until it is lowered to Level 1.
9) Regardless of the above 8), in some cases such as where study abroad is part of a degree program of a certain faculty, the President may approve travel of the student concerned after the faculty has followed due procedures and considered the feasibility of travel.
10) To those returning to or entering Japan, we will respond appropriately in accordance with the government’s border control measures.
11) You should sanitize your hands when entering a university facility using the hand sanitizer equipped at every entrance of the facilities. At facilities where it is impossible to limit the entrance due to its structure, hand sanitizers are equipped at multiple points with attention to the flow of users. It is also recommended to sanitize hands before and after class.
12) Door knobs and furniture at each facility will be wiped clean at least once a day by facility maintenance staff or a staff member of the laboratory etc.
13) Users of each room should keep the door open in principle. If opening the door will interfere with the purpose of use of the room, open the door at regular intervals for ventilation so that the room does not become a closed space.
14) Users of each room should keep the windows open at all times or open them at regular intervals for ventilation. If it is difficult to keep the windows open due to the weather or the purpose of use of the room, try to keep the room appropriately ventilated by opening the windows as much as possible or using the ventilation system, so that the room does not become a closed space.
15) Use of elevators shall be limited to those with handicaps, those who are pregnant and platform trolleys only. This shall be posted in each elevator.
16) The administrative department of each facility (including exclusive facilities of faculties and graduate schools) shall establish operating standards for prevention of spread of infection concerning the use of the facility in accordance with these guidelines, and users of the facility shall follow each of them.
2. Class Management
1) Under the circumstances where there is no immediate prospect of the end of COVID-19 pandemic, courses are offered in two formats of online lectures (through on-demand format in principle) and face-to-face classes in order to aim for the so-called Zero C and prevent spread of infection.
2) The capacity of each classroom will be that when the seats are arranged in such a way as to maintain at least 1m distance from each other in all directions.
3) Computer classrooms will be equipped with partitions for preventing droplet infection.
4) When conducting a class (such as a foreign language subject, seminar, experiment or practical training) that involves a certain amount of time of discussion or close contact, measures equivalent to maintaining at least 1m distance from each other in all directions must be taken to prevent droplet infection.
5) Faculties and graduate schools may modify the syllabus flexibly if need arises, such as dividing classes in order to aim for the so-called Zero C and changing the type of sport in a PE class to one that avoids physical contact, for prevention of contact infection.
6) Non-contact thermometers will be provided at the counter of the Center of Academic Affairs, faculty common rooms and other offices, so that anyone can check their temperature as necessary.
7) Off-campus activities such as practical training and fieldwork must be conducted according to the infection prevention manual or equivalent instructions designated by the facility or institution where such off-campus activity takes place. The scale and content of such activity may be changed as necessary. For a group activity, measures for preventing spread of infection should be taken such as keeping the group size small, and avoiding peak times as much as possible when using public transportation.
8) Curricular activities by a group that involves overnight stay, such as class trips, can be conducted if neither of the Stronger COVID-19 Preventive Measures or a state of emergency is declared in both Kyoto Prefecture and the area where such overnight stay takes place. These activities shall be conducted under the supervision of the faculty or staff member in charge, and the scale and number of such activities shall be kept to a minimum. Participants shall follow the infection prevention manual or equivalent instructions designated by the facility, as well as take sufficient infection prevention measures such as having a meal in silence or individually and sleeping in separate rooms.
9) If the spread of infection of the Novel Coronavirus makes it difficult to continue holding face-to-face classes, the Emergency Task Force will decide whether to switch to conducting all courses online.
3. Use of Facilities and Equipment (facilities for learning, experiments, sports and other purposes)
1) Each facility may restrict admission at peak times as necessary.
2) A certain distance shall be maintained between the seats in the library, Learning Commons, lounges and other facilities by reducing the number of chairs and through other means, so that students are not seated face to face or next to each other.
3) Those waiting in line in the library for borrowing or reference service or in the Learning Commons for consultation are asked to maintain distance from each other by following the marks on the floor. Staff members and users will be shielded from each other with a plastic sheet or a similar item.
4) Users of equipment for experiment or skills practice that is shared by two or more people are advised to wipe clean the equipment as necessary before use.
5) The number of users simultaneously using a locker room or a shower room shall be limited. As this may require longer time for all participants to change, PE class and practice time should be adjusted in a flexible manner.
6) There will be marks on the floor of each restroom to maintain distance between users waiting in line.
7) Tokyo Satellite Campus and Osaka Satellite Campus will be operated according to these guidelines, the operating standards described in item 16 of the above “1. Basic Matters,” and notices issued by the Tokyo and Osaka prefectural governments, respectively.
8) Residents of student dormitories should follow these guidelines as well as the operating standards described in item 16 of the above “1. Basic matters.”
9) Facilities that are open to alumni and the general public, in addition to students, faculty and staff, shall be open in accordance with these guidelines and the operating standards described in item 16 of the above “1. Basic Matters.” The library shall be available for use by outside visitors who have a referral issued by another university or institution.
4. Use of Cafeterias and Shops
1) Admission shall be restricted at peak times.
2) Customers should sanitize their hands using the hand sanitizer equipped at the entrance before entering the cafeteria or the shop.
3) The entrance and the exit of the cafeteria shall be separated in order to fix the flow of customers.
4) There will be marks on the floor of each shop to maintain distance between customers waiting in line at the cashier.
5) Employees and customers will be shielded from each other with a plastic sheet or a similar item.
6) A certain distance shall be maintained between the seats so that customers are not seated face to face or next to each other.
7) Customers are asked to refrain from talking in loud voices and to leave the cafeteria as soon as they finish their meals, keeping their stay to a minimum.
8) Employees and vendors are instructed to manage their hygiene and health thoroughly, checking that they have no fever or cold-like symptoms.
5. Extracurricular Activities
1) Student groups and clubs (all groups including unofficial ones) and students (hereinafter collectively “student groups etc.”) that wish to use a university facility for extracurricular activities are required to submit their plan to prevent spread of infection related to the use of the facility when applying for using the facility.
2) Student groups etc. that use a university facility for extracurricular activities must submit their activity report after use to the department that handled their application for using the facility.
3) Student groups etc. must manage and observe the health status of the members on a daily basis. Those with symptoms such as fever, fatigue, cough, sore throat, headache etc., even if it is mild, and those within two weeks of entering Japan from abroad must not participate in the extracurricular activities.
4) Groups affiliated with Gakuyudan and groups registered with the Student Support Services Center (hereinafter collectively “officially recognized groups etc.”) that regularly engage in extracurricular activities are required to submit their plan to prevent spread of infection based on the characteristics of the activities of the group (including measures for using their club room) to the Student Support Services Center. Activities of officially recognized groups etc. that fail to submit the plan will not be permitted.
5) With regard to extracurricular activities of officially recognized groups etc., the Student Support Services Center may separately advise them how to prevent spread of infection according to the characteristics of their respective activities and may also restrict their activities.
6) Student groups etc. that use a university facility for extracurricular activities must follow these guidelines as well as the operating standards described in item 16 of the above “1. Basic Matters.”
7) Student groups etc. that use an off-campus facility for extracurricular activities must follow the infection prevention manual or equivalent instructions designated by the facility or the host organization. Officially recognized groups etc. that participate in off-campus games and practices, official matches, recitals and other off-campus events must notify the Student Support Services Center. Without the notification, off-campus extracurricular activities will not be permitted.
8) Depending on the content of extracurricular activities, student groups etc. are also recommended to try online extracurricular activities according to the “Guidelines for Online Extracurricular Activities (tentative version).”
6. Research Activities
1) Doshisha University shall continue its research activities with reference to points of attention listed in the MEXT’s “Guidelines for Conducting Research Activities While Preventing Spread of Infection.”
2) Those who use a university facility for their research activities shall follow these guidelines and the operating standards described in item 16 of the above “1. Basic Matters.”
3) Overseas travel or invitation of researchers shall be carried out according to item 8 and 9 of the above “1. Basic Matters.”
4) For a research group, joint research or research involving examinees, the organizer should keep a list of participants (including those outside the university) in an appropriate manner. In addition to taking measures to avoid the risk of spread of infection as much as possible, online meetings and combination with an online format are encouraged depending on the research content.
6. Reception Work, Administrative Structure, Internal Meetings
 Offices will be open for in-person services during the relevant office hours during and outside lecture weeks respectively. However, in order to avoid the risk of infection, office hours are subject to change depending on the status of spread of infection in Kyoto Prefecture or the Kansai region.