• homeHome
  • (2020.3.26) Hiroshima University’s measures to prevent the spread of Novel Coronavirus

(2020.3.26) Hiroshima University’s measures to prevent the spread of Novel Coronavirus

(2020.3.26 Notice of change)
In response to MOFA issuing "Travel Advice and Warning Level 2 (Avoid Non-essential travel)" for the entire world , the web survey regarding the current whereabouts and travel plan(s) of HU members has been extended to all countries/regions.

In December 2019, the confirmed cases of the new viral pneumonia associated with the novel coronavirus were reported in the city of Wuhan, Hubei Province, People’s Republic of China, and since then there has been an ongoing report of the confirmed cases with the new coronavirus in the rest of the world. On 28th January 2020, the Japanese government listed this viral pneumonia caused by the new coronavirus as a “designated infectious disease”, which came into effect and implemented on 1st February. Meanwhile, the World Health Organization (WHO) declared that the circumstances regarding the outbreak of the new viral pneumonia caused by the new coronavirus to be “a Public Health Emergency of International Concern (PHEIC)”.

In addition, the Ministry of Foreign Affairs of Japan (MOFA) issued “Infectious Disease Warning Information Level 3 (Avoid All Travel)” or “Infectious Disease Warning Information Level 2 (Avoid Non-essential Travel)” to all the countries/regions where the infection is spreading, urging the Japanese nationals concerned to avoid all travel or non-essential travel to these regions, depending on the warning level. As for the rest of the countries around the world, MOFA issued “Infectious Disease Warning Information Level 1 (Exercise caution)”, which advises Japanese nationals to stay alert to the situation in these regions. MOFA also raised its “Travel Advice and Warning Level” for the entire world to Level 2 (Avoid Non-essential travel) to avoid situations whereby travelers become stranded in their destination countries/regions due to changing travel restrictions.

What follows is a summary of the current measures and policies at Hiroshima University regarding how to deal with the spread of the novel coronavirus (as of March 26th, 2020).

Please make sure to check the latest information from the university as the situation concerning the prevalence of the coronavirus infections may change significantly with time.

1. Those who are currently staying in or planning to travel abroad

Hiroshima University takes the following stance on each of the following alert level set by MOFA:

*Level 2 (Avoid Non-essential Travel): the students, faculty and administrative members of HU planning to travel to the affected areas are advised to postpone or cancel the visit to the country/region; those who are already staying in the affected areas are advised to return to Japan.

*Level 3 and Above (Evacuate and Avoid All Travel): the students, faculty and administrative members of HU are urged to cancel all travel to the country/region regardless of the purpose; those who are already staying in the affected areas are urged to evacuate immediately.

If you are currently staying in or planning to travel overseas, you are well-advised to anticipate the likelihood of further spread of the infection in the future while checking the latest warning information there, taking all the necessary precautions against the infection, and considering either temporarily returning to Japan or postponing/cancelling the visit there.

Whether it is a private or business trip, if any member of HU (students, faculty and administrative members) is currently staying in or planning to travel overseas in the future, he/she is kindly required to fill in the following web survey. The survey is for ascertaining the current situation regarding the whereabouts and future travel plans of HU members concerned.

The link to the HU Web Survey: Regarding the current whereabouts and/or future travel plan(s) of HU members.

In addition, some countries have enforced entry restrictions (or measures upon arrival) on Japanese nationals and those traveling from Japan, in an effort to prevent the spread of the novel coronavirus. If you must travel abroad for unavoidable reasons, please check the latest information on MOFA's Overseas Safety website and the websites of the authorities in the countries of destination. In so doing, make sure to register online with MOFA's “Overseas Travel Registration” (Tabi-Regi); in case you are traveling overseas for more than three months, please remember to register online with the Overseas Residential Registration at MOFA’s website, which will enable you to be updated with the most up-to-date safety information at your destination.

Immigration restriction measures for the new coronavirus infections (MOFA's Overseas Safety website - in Japanese)

2. Those who have returned to/entered Japan from countries/regions to which MOFA has issued “Infectious Disease Warning Information” Level 2 or higher, or have come into “close contact” (see the asterisk below for the definition) with someone who has been confirmed to be a novel coronavirus case

If any member of HU (students, faculty and administrative members) meets the following criteria, please make sure to report your case to HU by filling in the webform below. Likewise, any visitors to HU campuses meeting the following criteria, are also required to inform the university of his/her case.
i) you have had a history of staying in countries/regions to which Infectious Disease Warning Information Level 2 or higher has been issued, in December 2019 or since then,
and
ii) it has been less than two weeks since your return/entry to Japan from one of the afore-mentioned countries/regions.

For 2 weeks after returning to Japan, please check daily for any presence of symptoms of novel coronavirus including fever, coughing, phlegm, and diarrhea. (Click here for health check)

  • The link to the HU Web Form: For those who have recently stayed in countries/regions to which Infectious Disease Warning Information Level 2 or higher has been issued.

(1) To returnees and visitors from countries/regions to which MOFA has issued “Infectious Disease Warning Information” Level 2.
For the next two weeks after returning or entering Japan, avoid non-essential outings and crowds, and always wear a mask when you need to go out. Please check your health status every day for the next two weeks (daily temperature, presence of any respiratory symptoms, etc.). If you have a fever or experience respiratory symptoms consult a medical office immediately.

(2) To returnees and visitors from countries/regions to which MOFA has issued “Infectious Disease Warning Information” Level 3 (or higher), or have come into close contact with someone who has been confirmed to be a novel coronavirus case.
When returning to or entering Japan, you are required to report the place of stay and health to the quarantine officer concerned; if you have stayed in countries/regions to which Infectious Disease Warning Information Level 3 or higher has been issued, within 14 days of your return to Japan, please take appropriate actions in accordance with the advice from the quarantine officer.

After returning to or entering Japan, please refrain from going out and stay at home for the next two weeks. Please check your physical conditions every day during that period (daily temperature, presence of any respiratory symptoms, etc.). If you experience symptoms such as fever or cough, do not visit a medical office, but contact the nearest novel coronavirus help desk (Public Health Center, below) and follow their advice (e.g. always wearing a mask). Also, please report this to your department or school and the Health Service Center at HU.

(3) Those who have come into close contact with someone who has been confirmed to be a novel coronavirus case
For the next two weeks, please refrain from going out and stay at home. Please check your health status every day during this period (daily temperature, presence of any respiratory symptoms, etc.). If you experience symptoms such as fever or cough, do not visit a medical office, but contact the nearest novel coronavirus help desk (Public Health Center, below) and follow their advice (e.g. always wearing a mask). In so doing, please report this to the department or school of your affiliation and the Health Service Center at HU.

3. For all the students, faculty and administrative members

While it is important to maintain your physical condition at its optimal level, each member of HU is advised to practice regular hand washing and appropriate coughing etiquette, which is just like the basic preventative measures he/she takes against cold and seasonal flu.

Likewise, please avoid taking actions that increase the risk of infection and refrain from going places that meet any of the following conditions:  

  1. Closed locations with poor ventilation
  2. Crowded areas
  3. Places where people are likely to come into close contact or have face-to-face conversations

Be warned that large-scale gatherings that are expected to have an unspecified number of participants from all around the country, can lead to "overshoot", an explosion of coronavirus cases. Even if the event takes place in a “low risk” venue, the interaction between the participants before, during, and after the event represents a likely scenario for the rapid spread of the virus.  

Please be reminded that MOFA has issued “Infectious Disease Warning Information” Level 1 for all the countries around the world. If you are planning any overseas travel, we strongly advise you to examine the risks involved with such travel and make a final decision (cancellation/ postponement).

To  all HU members who stayed in or traveled to any of the countries/regions where “Infectious Disease Warning Information” Level 2 or higher has been issued during the spring break, you are kindly required to check your physical condition for two weeks. If you experience any symptoms, please take the appropriate measures described above.

If you meet any of the following descriptions or symptoms, please make sure to contact the nearest novel coronavirus help desk (Public Health Center) and follow their advice.

A rough guide as to when to seek advice from the help desk:

Those who have been with cold symptoms or with a fever of 37.5 degrees or higher, for more than 4 days (the same will apply for those who have had to be on antipyretics or fever-reducing medicine for more than 4 days).
Those who are with severe drowsiness (malaise) or difficulty in breathing (dyspnea)

Persons with the following conditions are more liable to develop severe cases of the novel coronavirus. If  sever conditions last about two days, please visit a coronavirus help desk as soon as possible:

  • Senior citizens
  • Those with the following underlying medical conditions or medical treatments: diabetes, heart failure, respiratory diseases such as COPD (chronic obstructive pulmonary disease), or dialysis
  • Those who have been taking immunosuppressants or anticancer drugs
  • Expectant mother

To those families with children
So far, there has been no case reports  indicating that children tend to develop sever symptoms by the coronavirus. If your children are seen with any of the afore-mentioned symptoms, please act according to the rough guideline above .

Please remember that at this time of the year, many other disease cases including those of seasonal cold and influenza, are far more common than the cases of novel coronavirus. Those who are concerned about other virus-infections such as those of influenza are well-advised to consult with their family doctors as usual.

Those with plans to travel abroad are required by HU to submit the following documents without any omissions. Supposing you have already submitted the documents for traveling, but decided to cancel or postpone the travel concerned, please notify the corresponding office. Those who are traveling for unavoidable reasons to countries/regions to which Infectious Disease Warning Information Level 2 or higher has been issued, are requested to kindly fill out the following form as well:

  • The link to the HU Web Survey: Regarding the current whereabouts of the members from HU in countries/ regions to which MOFA has issued “Infectious Disease Warning Information” level 2 or higher or the future travel plan(s) to any of these countries.
Applicants’ category Documents to be submitted Office to which the documents shall be submitted
Home Student Application to Study Abroad and Emergency Contact Information Student Support Office of each applicant’s School/ Graduate School
International Student Temporary Return Notification Student Support Office of each applicant’s School/ Graduate School
Faculty and Administrative members Overseas Travel Notification

International Exchange Group (General Affairs)
kokusai-group*office.hiroshima-u.ac.jp
(Please replace * with @)

4. Regarding classes, final exams, etc.

Should there be any cases where the students concerned are deemed to have been infected by the novel coronavirus or experienced high fever possibly by the new coronavirus, and as a result, had to be absent from classes or the final examinations, he/she shall be provided with backup measures (i.e. make-up lessons or examinations) by HU as the university thinks these constitute unforeseen circumstances, and hence the student in question should not suffer any detrimental treatment by the system.

5. Regarding entrance examinations (general entrance examination and entrance examination for the privately-funded international students)

(1) As a general rule, all the examinees are well-advised to bring their own mask and wear it on the exam venue and during the examination. As for those with symptoms such as fever and cough, it is essential that they wear a mask all the time.

(2) If an examinee meets any of the following health status category and intends to take the entrance exam, please make sure to contact the relevant school he/she is applying for (contact details of each school are listed below).
a. Those who have a fever or experience respiratory symptoms (including mild cases) and have a history of close contact with a person who has been confirmed to be a novel coronavirus case.
b. Those who have a fever of 37.5 degrees or higher, are experiencing respiratory symptoms, and have traveled or stayed in Hubei/Zhejiang Province within 14 days before the appearance of these symptoms.
c. Those who have a history of close contact with a person who have a fever of 37.5 degrees or higher, are experiencing respiratory symptoms, have traveled to or stayed in Hubei/Zhejiang Province within 14 days before the appearance of these symptoms.
d. Those who have a fever of 37.5 degrees or higher, are experiencing respiratory symptoms and have traveled to or stayed in China excluding Hubei and Zhejiang Province within 14 days before the appearance of these symptoms.

(3) The measures required to be taken for any criteria in (2) above, are valid as of February 13th, 2020. However, these criteria may be subject to change in the future according to the situation. Any changes regarding the measures to be taken will be announced and can be accessed from the following link (HU website):
https://www.hiroshima-u.ac.jp/nyushi

(4) Should there be any urgent enquiries regarding the new corona virus infections or transportation disturbance on either of the specified date below, please kindly contact the school you have applied for during the business hours (8:30 to17:15):
On Monday February 24th: one day before the date of the General Entrance Examination (February Term)
On Wednesday March 11th: one day before the date of the General Entrance Examination (March Term)
As for any other enquiries, please contact the Entrance Exam Group (contact details given below)

(5) After taking either of the examination above, if it turns out that an examinee has been confirmed to have infected with the novel coronavirus, or has been suspected of the novel coronavirus infection, he/she is required to immediately report such information to the relevant school below.

HU schools contact information

対象者対象者

School Name 提出書類TEL E-mail (Please replace * with @)
School of Integrated Arts and Sciences  留学願、緊急連絡先082-424-6315 所属学部・研究科の学生支援担当souka-gaku-sien*office.hiroshima-u.ac.jp
School of Letters  一時帰国届082-424-6613 所属学部・研究科の学生支援担当bun-gaku-sien*office.hiroshima-u.ac.jp
School of Education 082-424-6725 kyoiku-gakusi*office.hiroshima-u.ac.jp
School of Law 082-424-7215 syakai-gaku-sien*office.hiroshima-u.ac.jp
School of Economics 082-424-4646 syakai-gaku-sien*office.hiroshima-u.ac.jp
School of Science 082-424-7317 ri-gaku-sien*office.hiroshima-u.ac.jp
School of Medicine 082-257-5049 kasumi-gaku-m*office.hiroshima-u.ac.jp
School of Dentistry 082-257-5613 kasumi-gaku-d*office.hiroshima-u.ac.jp
School of Pharmaceutical Sciences 082-257-5777 kasumi-gaku-p*office.hiroshima-u.ac.jp
School of Engineering 082-424-7524 kou-gaku-gakubu*office.hiroshima-u.ac.jp
School of Applied Biological Science  海外渡航届082-424-7915 国際交流グループ (総務担当)
kokusai-group*office.hiroshima-u.ac.jp
(注: *は半角@に変換してください)
sei-gaku-sien*office.hiroshima-u.ac.jp
School of Informatics and Data Science 082-424-7611 kou-gaku-gakubu*office.hiroshima-u.ac.jp

Handling of Personal Information

The information contained in the submitted documents may be shared with the relevant departments at the university: Affiliated School/ Graduate School, Health Service Center, Student Services Group, Entrance Exam Group, International Exchange Group and Personnel Group. It will not be used for any other purposes other than contacting the person in question and for health management.

(*) Close Contact
People who meet the following definitions are deemed to be as such:

  • Those who have lived with or who have come into close contact with a person suspected of having the novel coronavirus infection, or those who have been exposed to a person with the coronavirus for a long time while onboard (a car, bus, or an aircraft etc.) .
  • Those professionals who have consulted with, or nursed for, or given care for the patients suspected of the new coronavirus infection, with no special protection such as protective clothing.
  • Those who are very likely to have come into direct contact with the respiratory tract secretions or body fluids of the persons suspected of the novel coronavirus infections.

HU Contact Information (Weekdays 8:30-17:15)

General enquiries related to the new coronavirus infection

General Affairs Group (Risk Management), Department of Financial and General Affairs
TEL: 082-424-6012
E-mail: risk-anzen*office.hiroshima-u.ac.jp (Please replace * with @)

Other enquiries

  • For HU staff and students seeking advice on preventive measures and medical treatment for the new coronavirus infection
    Health Service Center
    TEL: 082-424-6192
    E-mail: health*hiroshima-u.ac.jp (Please replace * with @)
  • For seeking advice on travel, entry/returning to Japan
    International Exchange Group, Department of International Affairs
    TEL: 082-424-6184
    E-mail: kokusai-sien*office.hiroshima-u.ac.jp (Please replace * with @)
  • Support for classes, final exams, etc.
    Education Support Group, Department of Educational Affairs
    TEL: 082-424-7134 (Weekdays 8:30-17:15)
  • Entrance examination enquiries
    Department of Educational Affairs, Entrance Exam Group
    TEL: 082-424-2993
  • For all the media enquiries
    Deputy Executive Director (Public Relations), Department of Public Relations
    TEL: 082-424-6017
    E-mail: friji-koho*office.hiroshima-u.ac.jp (Please replace * with @)

Public Health Center

  • Higashi-Hiroshima city: Hiroshima Seibu Higashi Health Center
    (Weekdays 8:30-17:00) TEL: 082-422-6911
    (Weekdays after 17:00, Saturdays, Sundays, Japan's National Holidays) TEL: 082-513-2567
  • Minami Ward, Hiroshima City: Hiroshima Minami Health Care Center
    (Weekdays 8:30-17:00) TEL: 082-250-4108
    (Weekdays after 17:00, Saturdays, Sundays, Japan's National Holidays) TEL: 082-241-4566
  • Naka Ward, Hiroshima City: Hiroshima Naka Health Care Center
    (Weekdays 8:30-17:00) TEL: 082-504-2528
    (Weekdays after 17:00, Saturdays, Sundays, Japan's National Holidays) TEL: 082-241-4566
  • Other areas: Hiroshima Prefecture Website “Novel Coronavirus Infections” (in Japanese)
    https://www.pref.hiroshima.lg.jp/soshiki/57/bukan-coronavirus.html

References (in Japanese)

Enquiries about this article:
Public Relations Group, Hiroshima University

E-mail: koho*office.hiroshima-u.ac.jp (Please replace * with @)


up