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(2020.5.11) Hiroshima University’s measures to prevent the spread of Novel Coronavirus

(2020.5.11 UPDATE) The rough guide as to when to seek advice from the novel coronavirus help desk (Public Health Center) has been revised and updated.

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 May 11th, 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. 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.

Classes will start in April as follows:

  • On-demand/online classes will start on April 8th (Wed). Some classes may see a delay in its start depending on the time it takes to prepare the online materials. Please note that the subjects for first-year undergraduate students will start on April 15th (Wed).
  • (2020.4.21 UPDATE) In-person classes for the 1st term will be canceled. Regarding the second term starting from Tuesday, June 16th, we will inform you based on the situation at the end of May.
  • The class completion for the 1st term will be extended one week from June 9th (Tue) to June 15th (Mon). The 2nd term will start on June 16th (Tue) and end on August 13th (Thu).
  • To secure the number of school days, classes may be recovered on the extra week at the end of the 1st term, weekend classes, and supplementary online classes.
  • HU will actively promote remote learning and on-demand classes by using the online learning support system (Bb9) and ICT equipment.
  • Regarding in-person classes, HU will maintain a safe learning environment by taking the following measures: hold lectures in larger rooms (according to the number of students), conduct classes every other week to reduce the number of students taking a class at the same time and assure the frequent ventilation of classrooms.
  • If you do not feel well, please refrain from going to classes/lectures; instead, contact the professor in charge by e-mail (except when attending online classes). If a student had to be absent from classes, he/she shall be provided with backup measures (i.e. assignments or reports).
  • Details on the implementation of classes will be announced on "Momiji" (HU’s student portal). A student number and password are required to use "Momiji" and "My Momiji". For any other inquiries, please contact the School/Graduate School of your affiliation.

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

Hiroshima University takes the following stance on each of the following alert levels set by the Ministry of Foreign Affairs of Japan (MOFA) :
※This includes MOFA's Travel Advice and Warning on Infectious Diseases.

*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)

3. 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,
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.

4. 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:
(*You can seek consultation even if you do not fall under any of the following)

  • If you experience symptoms such as shortness of breath (dyspnea), strong dullness (fatigue), high fever, etc.
  • If you are more liable to develop a severe case of novel coronavirus (*) and have relatively mild cold symptoms such as fever and cough.
    (*) Older adults, those with underlying medical conditions such as diabetes, heart failure, respiratory diseases such as COPD (chronic obstructive pulmonary disease), or dialysis, those who have been taking immunosuppressants or anticancer agents, etc.
  • If you have relatively mild cold symptoms such as fever, cough, or any other symptoms besides the ones mentioned above.
    (Immediately consult a help desk if you show symptoms for more than 4 days. Please note that symptoms may vary from person to person; therefore, if you think that you are experiencing a severe symptom, please promptly consult a help desk. The same applies to those who need to keep taking antipyretic drugs.)

[To expectant mothers]
As a preventive measure, expectant mothers (same as those who are more liable to develop a severe case of novel coronavirus) should promptly contact a help desk if they experience symptoms. 

[To those families with children]
If your children are seen with any of the aforementioned symptoms, consulting a pediatrician is highly recommended. Please contact a help desk or your child's medical institution by phone.

Those who must travel abroad for unavoidable reasons 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 Those applying for a Study Abroad Program: Application to Study Abroad and Emergency Contact Information
Those with other travel plans: Overseas Travel Notification
※Please note that the response might differ depending on each School/Graduate School's Support Office.
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

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

Regarding domestic travel, business trips, etc.

Moving beyond your area of residence may increase the risk of infection and lead to the spread of infection nationwide. Please carefully determine the urgency of traveling and refrain from doing so (including business trips, training programs, etc.).

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, Global Initiatives 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 patient (confirmed case), or those who have been exposed to a person with the novel coronavirus for a long time while onboard (a car, bus, or an aircraft, etc.).
  • Those who have consulted/examined, nursed, or given care for a patient (confirmed case), with no special protection against infection.
  • Those who are very likely to have come into direct contact with the respiratory tract secretions or body fluids of a patient (confirmed case). 
  • Any others who have contacted a patient (confirmed case) without taking the necessary infection prevention measures for more than 15 minutes at a distance that allows having face-to-face conversations or reaching the other person with an extended arm (1 meter, as a rough guide). (Patient’s infectivity is comprehensively assessed based on his/her conditions)

※Period of contagiousness:
Patients (confirmed cases) are the most contagious between 2 days before the onset of symptoms of novel coronavirus infection and the start of isolation.
(Fever, cough, dyspnea, general malaise, sore throat, nasal discharge/nasal congestion, headache, joint/muscle pain, diarrhea, nausea/vomiting)

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
    Global Initiatives 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 (Weekdays 8:30-17:15)
    E-mail: gsyugakukm-group*offic.hiroshima-u.ac.jp (Please replace * with @)
  • 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 @)

Hiroshima Telephone Consultation Service (Public Health Center)

  • Higashi-Hiroshima city
    (24h) TEL: 082-513-2567
  • Hiroshima city
    (24h) TEL: 082-241-4566
  • Kure City
    (24h) TEL: 0823-22-5858
  • Fukuyama City
    (24h) TEL: 084-928-1350

References (in Japanese)

Enquiries about this article:
Public Relations Group, Hiroshima University

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


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