Let’s Start
a New Campus Life!
Manual for Preventing the Spread of COVID-19 (2nd edition)

June 15, 2020 (1st edition)
September 16, 2020 (2nd edition)
Ritsumeikan University

Introduction

 Ritsumeikan University will strive to advance its education, research and student activities in the fall semester and on, while taking thorough measures to prevent the spread of infection and reconciling itself to coexisting with the novel coronavirus, to ensure that its students can lead a fulfilling campus life.

 Our second edition of Manual for Preventing the Spread of COVID-19, titled “Let’s Start a New Campus Life!” has been created to raise awareness and inform students (undergraduate and graduate) about infection prevention measures necessary to ensure a safe and fulfilling campus life.

 We urge that you read this Manual thoroughly and each of you take measures that you can. Let us all start a new campus life by implementing measures to prevent infection to make your student life more enjoyable and fulfilling. Thank you for your understanding and cooperation.

1.Basic Measures

 Each of us is required to practice a “New Campus Lifestyle” which means to implement basic measures for preventing the spread of COVID-19 such as ensuring social distance, wearing a mask, washing your hands and adhering to cough etiquette, and avoiding the “Three Cs” (closed spaces, crowded places, and close contact settings) in our daily campus life.
 It is essential that everyone behaves responsibly “to avoid getting infected” and “not to transmit infection to others” as a means to protect themselves, someone they love, and the society.

1Preventing droplet infection – wearing a mask is very important

  • Ritsumeikan University requires everyone who enters the campus to wear a mask while commuting to campus and while staying on campus (except when eating, drinking or exercising).

* You need to bring your own mask as a basic rule, but if your mask has been damaged, polluted or lost after entering the campus, you will be able to get a new one at Administrative Offices and Manabi Stations.

Points to note about wearing masks

  • Individuals who have difficulty wearing a mask due to hypersensitivity or other reasons shall consult the Office of Student Affairs. Depending on the situation, such individuals may be asked to carry a card noting the difficulty of wearing a mask, or to use a face shield or a fan-shaped mask, instead. Students are asked to show understanding about the fact that wearing a mask can be difficult for some people.
  • Ritsumeikan University has established the “Rules for Mask Wearing” which require all students, faculty, staff and visitors to wear a mask while on campus. Based on this provision, when a person is having a conversation or a chat without wearing a mask on campus, faculty or campus staff members may remind that person to wear a mask, as necessary.

2Preventing contact infection – making sure to wash your hands

  • Alcohol disinfectants are placed at building entrances and locations where people gather. Be sure to wash your hands properly and disinfect your hands and fingers frequently.

* Make sure to bring a clean towel or handkerchief.

3Taking temperature - take your temperature before leaving home

  • Take your temperature to see if you have a fever (*) before leaving home to attend school, and check whether you feel shortness of breath (difficulty breathing), strong feeling of weariness (fatigue), or altered sense of smell or taste.

    * Rough guide for having a fever is over 37.5℃ or 1℃ higher than your normal temperature.

    * Please make use of the “Health Check Sheet” attached at the end of this document (provided by Ritsumeikan Medical Service Center). You can also download from:
    Health Check SheetEXCEL

  • If you have any of the symptoms described above, refrain from coming to school or otherwise going out.

    * If you are going to be absent from a face-to-face class held on campus, please contact the faculty or the College Administrative Office/Manabi Station. If you are going to be absent from extracurricular activities, contact the person in charge of the club.

  • If you have forgotten to take your temperature before leaving home, there are thermometers available at the cafeteria and Manabi Stations, so please use them for self-health checks.
  • In case that your fever is over 37.5℃ after coming to campus,

    ①Please go home as soon as possible and stay at home. Take your temperature

    ②If you are worried about your sickness or hope to consult a doctor and get medicines, please call medical clinic nearby or Ritsumeikan University Medical Service Center. Check “1(7) What should I do when…?- medical consultation” in this manual for details.

4Recording your action history (who you met, when, where and what you did) – using the Activity Record Sheet

  • In the event that you got infected yourself, were identified as a “close contact” of an infected person, or someone close to you got infected, it is important to have kept a detailed record of your action history including who you met, when, where and what you did. Utilize the Action History Table attached to this document to keep an action history.
  • The Action History Table is for your own self-check purposes. You will not be asked to submit it, so please keep as detailed a record as possible. In the event that you got infected or became a “close contact,” the public health center or University staff may conduct an interview, for which you can use the Action History Table.

5Knowing the possibility of infection as soon as possible
-Let’s use COVID-19 Contact-Confirming Application (COCOA)!

  • You are requested to install COVID-19 Contact-Confirming Application (COCOA) released by the Ministry of Health, Labour and Welfare (MHLW) to receive alert as soon as possible when you have potentially been infected.
  • This application sends a notice to users when the user has potentially been in contact with a person who is COVID-19 positive to alert users of the possibility of infection as soon as possible. Information that will lead to the identification of an individual or information on the relation between the infected person and the contact (the person who receives notice of potential contact) will not be recorded in the application to ensure the protection of privacy. 
  • If a person who has been confirmed as COVID-19 positive is registered on the application as a positive person (upon his/her consent), individuals who have potentially been roughly within 1 meter from the positive person for a period over 15 minutes in the past 14 days will be notified of the possibility of infection. When persons who received the notice selects his/her health conditions from a list of symptoms, contact information of Returnees & Contact Persons Consultation Centers and advice on receiving a screening will be displayed.
  • If you receive this notification, please refrain from coming to campus and receive a screening or respond otherwise as advised by the application.
  • If you are confirmed as COVID-19 positive or as a “close contact,” please contact the University according to “(6) If you are informed that you are infected or suspected to be infected…!”.

About COVID-19 Contact-Confirming Application (COCOA)

COCOA:COVID-19 Contact-Confirming Application
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/cocoa_00138.html

  • Please search in App Store or Google Play by entering “contact-confirming application” and install.

We also recommend you to utilize applications of contact tracing systems provided by municipalities.

Shiga Prefecture: Official LINE account “Shiga Prefecture – personal support on countermeasures against COVID-19”
https://www.pref.shiga.lg.jp/ippan/kurashi/ict/310749.html

Kyoto Prefecture: Kokotoro – Kyoto Prefecture COVID-19 Emergency Contact Service
https://www.pref.kyoto.jp/kikikanri/coronakinkyurenraku.html
Kyoto Prefecture COVID-19 Emergency Contact Service

Osaka Prefecture: Osaka COVID-19 Tracing System
http://www.pref.osaka.lg.jp/smart_somu/osaka_covid19/index.html

6If you are informed that you are infected or suspected to be infected…!

  • If you receive notice from a medical institution or public health center that you are infected or suspected of being infected with COVID-19, immediately inform Campus Information of the campus where your affiliated College/Graduate School is located, or the Administrative Office of your College/Graduate School. If you are a member of an extracurricular organization, also promptly inform the Office of Student Affairs by yourself or via the representative of the extracurricular organization. If you are a member of sport club, inform the Office for Athletes and Sports Services. The university will take necessary responses and measures according to guidance and instructions provided by the municipality and public health center.

Points of contact when you are infected or suspected of being infected with COVID-19

  • Please contact the campus where your affiliated college or graduate school is located.
Campus Information (Kinugasa) 075-465-8144
Campus Management Office (BKC) 077-561-2621
Campus Information Center (OIC) 072-665-2020
Campus Management Office (Suzaku) 075-813-8315

* Refer to the following webpage for contact information of Administrative Offices of Colleges and Graduate Schools.
[Ritsumeikan University Contact List (Direct Number)]

  • Please be prepared to provide the following information when you contact the University.

❶Your name, affiliated college/graduate school, student ID number

❷The name of the disease you were diagnosed of

❸Current symptoms and since when the symptoms developed

❹Overseas travel history

❺The last day you came to school and persons you contacted

❻Your contact address and phone number

* The university will need to contact you about certain details after receiving the first notice from you.

Class attendance/absence when you have been infected or identified as a “close contact”

  • If you are confirmed to be infected or identified as a “close contact” of an infected person, your attendance will be suspended for a given period. Suspension of attendance is not the same as an “official absence,” but the university will suspend your attendance based on Article 19 of the School Health and Safety Act. If you have been identified as a “close contact,” you will be suspended from coming to school (and asked to stay at home and monitor health conditions) for two weeks counting from the last day of close contact with the infected person, even if you have tested negative in PCR or other tests.
  • If you are absent from class due to any of the following cases, it is eligible for “special considerations for class.”
    ①If you have been infected with COVID-19.
    ②If you are instructed to stay home by public healthcare centers or medical institutions, etc. because you have been in close contact with someone infected with COVID-19.
    ③If you have symptoms such as fever, shortness of breath (respiratory difficulties) or a strong sense of fatigue (weariness).
  • Application for “special considerations for class” can be accepted on the web. Please access Special Considerations for Class in relation to the novel coronavirus (COVID-19) from 2020 Fall Semester [for current students] Special Website for Online Classes (URL below) to apply.
    2020 Fall Semester [for current students] Special Website for Online Classes
    Special Considerations for Class in relation to the novel coronavirus (COVID-19)

    * When you wish to participate in a competition or overseas expedition as part of your extracurricular activities, you will need to submit a “certificate of participation in a competition, etc.” When you return from an overseas expedition, you may be required to stay at home and monitor your health condition for two weeks. In such cases, your absence from class will be treated according to above rules, so please consult the Division of Student Affairs (Office for Athletes and Sports Services, Office of Student Affairs).

Public announcement in case a university constituent (student, faculty or staff member) becomes infected

  • When it is confirmed that a constituent of Ritsumeikan University (student, faculty or staff member) has been infected with COVID-19, we announce the minimum necessary facts based on the consent of the individual in question, from the perspective of preventing the spread of infection, while paying due consideration of protection of personal information.

    * Anyone can contract COVID-19 anywhere. Becoming infected is not the responsibility of the infected person. We do not tolerate any abuse or defamation against infected individuals. We ask everyone to have an understanding of and give consideration to respecting the human rights and protecting personal information of infected persons and their families.

    * Ritsumeikan University has issued the Statement Against the Discrimination of Persons Infected with COVID-19 (September 1, 2020) by the name of Yoshio Nakatani, Chancellor of the Ritsumeikan Trust and President of Ritsumeikan University.

7What should I do when…? – medical consultation

❶If you have any of the following symptoms: shortness of breath (difficulty breathing), strong feeling of weariness (fatigue), high fever

❷If you have relatively mild cold symptoms (e.g. fever or cough) and have a high risk of becoming severely ill when infected (*)
(*) Old age or have an underlying disease such as diabetes, heart failure or respiratory disease (e.g. chronic obstructive pulmonary disease) or receive dialysis or take immunosuppressant drugs or anticancer drugs

❸The above conditions do not apply, but if your mild cold symptoms (e.g. fever or cough) persist
(Be sure to consult when symptoms persist for four days or more. Symptoms vary by the individual. If you feel that you have intense symptoms or need to continuously take antipyretics, please consult at once.)

* MHLW issued “Notice on Preparations for the Next Influenza Epidemic” (September 4, 2020) to municipalities across Japan. The Returnees & Contact Persons Consultation Centers may be changed to Consultation and Screening Centers (tentative name) by around the end of October 2020.

  • Ritsumeikan Medical Service Centers will also accept phone consultations (9:00 a.m. -5:00 p.m. on weekdays).
    Medical Service Center
    (Kinugasa)
    075-465-8231
    Medical Service Center
    (BKC)
    077-561-2635
    Medical Service Center
    (OIC)
    072-665-2110

    * If you develop any symptoms such as fever or feel ill while on campus, please contact your primary care doctor or the Ritsumeikan Medical Service Center via phone.

    * Please refer to the Ritsumeikan Medical Service Center website for consultation/service hours.

2.To Enjoy Our Campus Life
– Let’s start a new lifestyle together

1Measures taken by the university to prevent infection

Ritsumeikan University Action Guidelines in Response to the COVID-19 Outbreak (Business Continuity Plan: BCP)

  • At Ritsumeikan University, we have formulated the “Ritsumeikan University Action Guidelines in Response to the COVID-19 Outbreak (Business Continuity Plan: BCP)” which sets six Activity Restriction Levels (Level 0 – 5), each level outlining the level of restrictions imposed on classes, research and self-directed extracurricular activities based on the status of infection in the area where the campus is located as well as requests for university closure issued by the national and/or local governments. Depending on the Activity Restriction Level, classes may be held mostly online and extracurricular activities restricted to prevent the spread of infection. We ask for your understanding and cooperation.
    * “Ritsumeikan University Action Guidelines in Response to the COVID-19 Outbreak (Business Continuity Plan: BCP)” (Came into effect on May 7, 2020 and revised on September 16, 2020)

The basics for preventing infection

  • In addition to the basic measures to prevent infection (1. ensuring social distance, 2. wearing a mask, and 3. washing your hands) recommended by MHLW in their “New Lifestyle” guidelines and efforts to avoid the Three Cs (closed spaces, crowded places, and close contact settings), we will be taking every measure possible to ensure the safety and peace of mind of our students, faculty, and staff in the classroom and their lives on campus.
Requests to all students, faculty, staff and visitors
  • Take thorough actions to ensure you do not get infected and do not infect others.
  • Wear a mask.
  • Properly wash your hands and disinfect your hands and fingers (Alcohol disinfectants are placed at locations where people gather).
  • Take your temperature before leaving home and refrain from going out if you do not feel well.
  • A thermal camera will be installed at cafeterias and student contact windows where many people gather.
Check your temperature with a thermal camera
Check your temperature with a thermal camera

Measures to prevent infection during face-to-face classes

  • Faculty should wear a mask (may use mouth shields or face shields as necessary).
  • College and graduate students may also be requested to wear face shields depending on the contents of the class.
  • Maintain physical distance as much as you can between yourself and others in the classroom.
  • A transparent sheet will be installed in front of the faculty’s desk in all classrooms (to prevent droplet infection during a Q&A session and to secure social distance).
  • Items of communal equipment (e.g., handrails, door knobs, power switches) will be regularly disinfected.
A transparent sheet to prevent droplet infection installed in front of the faculty’s desk in all classrooms
A transparent sheet to prevent droplet infection installed in front of the faculty’s desk in all classrooms

Ventilation

  • (1) Mechanical ventilation and (2) natural ventilation by opening windows (for several minutes once every 30 minutes in classrooms) will be carried out as recommended by MHLW.
  • Classroom windows and entrance doors may be left open during class for ventilation purposes. College and graduate students may be asked to lend a hand with opening and closing of the windows. Circulators may be used depending on the structure of the classroom.

Measures to be implemented at cafeterias

  • Awareness raising to ensure proper hand-washing and disinfection of hands and fingers before using the cafeterias
  • Temperature check before using cafeterias (A thermal camera will be installed at the entrance of cafeterias.)
  • All seats will be partitioned with a panel to prevent droplet infection so that diners can eat with peace of mind.
  • The cafeteria staff will check their health condition every day and wear a mask when serving customers.
  • Thorough ventilation and social distancing will be ensured. Use of communal equipment such as water dispensers and tea dispensers will be suspended to prevent infection.
  • Tables and chairs are to be sanitized twice daily.
  • There will be times when entry will be limited due to crowded conditions. We ask for your understanding and cooperation.

Measures to be implemented during self-directed extracurricular activities

  • At Activity Restriction Level 2 as specified in the “Ritsumeikan University Action Guidelines in Response to the COVID-19 Outbreak (BCP),” clubs planning a self-directed extracurricular activity will be asked to submit an activity plan including measures to prevent the spread of infection. Resumption of limited activities will be permitted on a case-by-case basis, based on the submitted activity plan and by conducting interviews. Face-to-face activities including regional exchange events, competitions and camps held in a physical format will only be permitted to organizations that have obtained permission for resuming limited activities, based on prior application.
  • We understand that many of you students have been feeling anxiety and stress under this situation where you cannot engage in the activities in the way you used to before the outbreak of COVID-19. We can help bring an end to this situation if each one of us acts with awareness and responsibility. Please think over your behavior and adopt good and prudent practices to prevent the spread of infection, thoroughly avoiding the Three Cs (closed spaces, crowded places, and close contact settings) to prevent cluster infection. The Division of Student Affairs will work, together with students, to improve the environment and facilitate student activities.
Points that the Division of Student Affairs will confirm with student organizations seeking to resume limited activities

①The organization is capable of continuously monitoring and reporting the health conditions of its members over a certain period (14 days or more). It can promptly detect any signs of deterioration of health conditions of its members and prevent unwell members from participating in the activities.

②All participating members can strictly adhere to specific infection prevention rules for eating, going out and socializing, not only during the activity but in everyday life as well. (The rules will be separately presented.)

③Members are aware of the risks involved in resuming activities when the COVID-19 pandemic has not yet been brought under control, and on the other hand, understand the purpose of why the University will permit the resumption of such activities. Members can explain why they will need to limit their activities in terms of the number of participants, venue, time, and format.

④Members can collaborate effectively with the faculty member (if an advisor, director or deputy director has been appointed) or activity instructor, and the chain of commands is clear within the organization (quick response system is organized so that the activity suddenly can be called off in cases of emergency).

⑤If the organization needs to use external facilities, it must adhere to the policies of the facility operator.

⑥The organization is required to draw up and submit a plan for preventing infection based on the characteristics of the activity, to ensure that it can continue to comply with the above points.

2Let’s follow these precautions! – for a safe life on campus

Precautions when commuting…

  • Walk or cycle to campus if possible.
  • If you are going to use public transportation, i) be sure to wear a mask, ii) refrain from talking to people, and iii) avoid traveling at peak times as much as possible.

Precautions while on campus…

  • Be sure to wear a mask.
    Ritsumeikan University requires everyone to wear a mask while on campus.
    When a person is having a conversation without wearing a mask on campus, faculty or campus staff members may remind that person to wear a mask.
    We ask for your understanding and cooperation. If your mask has been polluted, damaged or lost after entering the campus, you will be able to get a new one at the College Administrative Offices or Manabi Stations.
  • Wash your hands properly and disinfect your hands and fingers frequently.
  • Avoid the “Three Cs.”

In face-to-face classes…

  • Be sure to wear a mask.
    (Students may be requested to wear a face shield instead.)
  • Students should be seated at a certain distance from each other.
    (If you receive instructions about where to sit or if your seat has been specified, please follow those instructions.)
  • Please cooperate when ventilating classrooms (opening windows and/or doors).

At the cafeteria…

  • Be sure to wash your hands properly and disinfect your hands and fingers before and after using the cafeterias.
    Alcohol disinfectants to disinfect hands and fingers will be placed at the entrance of cafeterias.
  • Check your temperature before using cafeterias.
    A thermal camera will be installed at the entrance of cafeterias. If you have a fever (37.5℃ or higher), consult your primary care doctor, nearby hospital or the Medical Service Center via phone in accordance with the instruction on the bulletin board.
  • Ensure social distance between users.
  • Wear a mask unless you are eating or drinking.
  • Leave immediately after you finish your meal.
  • Please refrain from talking while you are eating.

Use of University facilities…

  • Properly wash your hands and disinfect your hands and fingers before and after using university facilities.
  • Be sure to wear a mask when using university facilities.
  • Refrain from talking loud or conversing without wearing a mask.
<At the restroom>
  • Make sure to wash your hands properly with running water and hand soap after using the toilet.
    Take about 30 seconds for effective cleaning.
  • Flush a toilet after shutting the seat cover.
    If there is a seat cover at a Western style toilet, please shut the cover when flushing a toilet to prevent droplets from scattering.
  • Make sure to bring your own towel or handkerchief.
<At seminar houses, field houses, and international dormitories>
  • Do best to ensure social distance, hand washing and avoidance of the “Three Cs.”
    The risk of infection is particularly high when living spaces are shared. Care should be exercised to ensure social distance, proper hand washing and disinfection of hands and fingers, and avoidance of the “Three Cs.”
  • Refrain from eating and drinking while socializing.
    The risk of infection is said to be high when you eat and drink while socializing or engaging in recreation. Please refrain from such activities.
  • Temporary users are asked to take their temperature upon check-in. We may decline your use if you have a fever. We ask for your cooperation and understanding in advance.
  • As for use conditions or limitations to the use of lounges, common rooms and kitchen, please adhere to the instructions of the facility manager.
  • The number of people who can stay in multiple bedded rooms may be limited.
<At athletic facilities, gyms (including the changing rooms), studios and halls>
  • Use will only be permitted to students and organizations who have prior permission. We ask for your cooperation and understanding in advance.
  • Ensure social distance.
    Regardless of the type of physical activity or sport, maintain distances (roughly 2 meters) from those nearby, even when not engaged in said activity or sport.
  • The number of users may be limited as needed to avoid crowding (particularly in changing rooms and rest areas).
  • When admitting spectators, ensure there is sufficient space between individuals, so they are not crowded together. Furthermore, make it known that people should not cheer in loud voices, refrain from conversation, and wear masks when talking.
  • When holding any type of sports competition, refer to the guidelines established by central sports associations and take the actions required.
  • Bring your own drink bottle.
    Water dispensers will be replaced with water stands. Bring your own bottle and do not share drinks with other people.
  • Limit the number of training machines/equipment you use and disinfect each machine/equipment with alcohol after use.

Actions to avoid clusters (group infection) - avoiding the “Three Cs” (closed spaces, crowded places, and close contact settings)

  • Avoid the “Three Cs” (closed spaces, crowded places, and close contact settings).
    Group infections occur where the following conditions are present: Closed spaces with poor ventilation; Crowded spaces; and Close contact settings where unspecified persons can come in contact with each other, in other words the “Three Cs.”
  • Each one of you is requested to avoid venues conducive to the “Three Cs” as much as possible. When it is unavoidable, protect yourself and others by wearing a mask, ventilating, avoiding loud talking, and avoiding conversations at close distance within an arm’s reach.
  • Refrain from having a meal with persons other than your family as much as possible.
    Avoid eating and drinking with friends or conversing without wearing a mask, regardless of on or off the campus. Avoid eating and drinking with persons other than your family, particularly at places said to be prone to cluster infection (e.g. karaoke rooms, theaters, clubs with live music, pubs, and bars), as much as possible.

3Let’s think about our situation! – Awareness required of Ritsumeikan University students

  • We believe many of you undergraduate and graduate students are doing what you can do in your daily life to prevent the spread of COVID-19. However, your friends may ask you to go out with them, or you may join an event without realizing that the event is conducive to the “Three Cs,” and as a result, unknowingly transmit the virus to others. We urge each of you to face the situation sincerely and act with awareness and responsibility as a member of society.
  • In response to the State of Emergency declaration issued in April 2020 and to encourage students to maintain their awareness and responsible behavior, the Division of Student Affairs of Ritsumeikan University released a booklet titled “Thinking About Your Situation: Advice for All Students” on April 7.

“Thinking About Your Situation: Advice for All Students”

“Thinking About Your Situation: Advice for All Students”
http://en.ritsumei.ac.jp/file.jsp?id=458298&version=English

  • Please have a read through it. We hope it provides an opportunity for thinking about the situation we are in now.