Class Absences and Tardiness
If a student is absent from class due to illness or injury, the procedure differs depending on the length of the absence. Please refer to the content on this page and complete the procedure as necessary.
Class Absences due to COVID-19
Please refer to the following procedure for instructions.
Class Absences due to COVID-19: Overview for Students (PDF)(ublished
October 13, 2022)
If you tested positive from a test at a medical institution or tested positive using a self-test kit approved by Japan (tests with “In Vitro Diagnostics” or “Category 1 OTC Drug” written on the package):
- Please submit the Medical Condition Confirmation Sheet Survey. Please avoid going out.
APU Health Clinic (Monday ~ Friday,10:00~17:00) booking@apu.ac.jp - On Saturdays, Sundays, public holidays, and nights, please consult the Oita Prefectural Consultation
Center.
(097-506-2755 / Japanese and English available)- *Testing with a test kit that has not been approved by the Japanese government is not recognized as an official test. Please make sure to visit a medical institution or use a test kit approved by the Japanese government.
- How to see a doctor if you have a fever, etc. (Oita Prefecture)
- About free distribution of test kits at medical treatment and testing institutions (Oita prefecture)
Temporary physical condition (other than positive)
The following is the response for all except close-contacts and those who test positive.
- 【Absence from 1 ~ 4 days】
-
Please contact your instructor directly to inform them of your absence.
- 【Absences of 5 or more consecutive class days】
-
This absence may be subject to procedures with the Academic Office.
Please refer to “Short-term Class Absences” below.
Absence from class due to adverse reactions after vaccination
If you are unable to attend class due to symptoms that may be adverse reactions after vaccination (fever, headache, malaise, etc.), please contact your teacher by email if possible or before or after the next class and follow their instructions.
It is not necessary to submit a vaccination certificate to the university, but the teacher in charge may request it depending on the lesson. Please keep the vouchers for yourself.
Class Absences
If a student is absent due to illness or bereavement, the procedure differs depending on the reason and the length of the absence. Before inquiring, please refer to the following information.
Approach to Class Absences
- 【Bereavement】
-
- Bereavement leave may be taken for first-degree relatives (parents and children) and second-degree relatives (grandparents and siblings). Other cases are not eligible for the procedure.
- The applicable period is within 7 days for first-degree relatives and within 5 days for second-degree relatives, calculated from the date of passing or the date of the funeral (Saturdays, Sundays, and holidays are included).
- Please refer to “Short-term Absences” for details of the procedure.
- 【1~4 day absences due to physical condition, illness, injury, hospitalization, etc.】
-
- These absences are not subject to Office procedures. Please explain the situation to your professors on your own.
- The following cases shown are not subject to Office procedures (4 class days absent):
Mon. Tue. Wed. Thu. Fri. Sat. Sun. Week 1 Attend Attend Attend Attend Absent① - - Week 2 Absent② Absent③ Absent④ Attend Attend - - - 【Absences of more than 5 consecutive class days ~ 3 weeks due to illness, injury, or hospitalization of the student】
-
- The absence may correspond to Short-term Absences.
- For details of the procedure, please refer to “Short-term Absences”.
- Please refer to the following table for how “more than 5 consecutive class days” is determined. The absence of more than 5 days excludes Saturdays and Sundays.
Mon. Tue. Wed. Thu. Fri. Sat. Sun. Week 1 Attend Attend Attend Absent① Absent② - - Week 2 Absent③ Absent④ Absent⑤ Absent⑥ Attend - - - 【If a student is absent more than half the lessons in a course due to illness or hospitalization of the student】
-
- The absence may correspond to “Long-term Absences”.
- The first step is to consult the Academic Office as soon as possible.
- For details of the procedure, please refer to “Long-term Absences”.
Short-term Absences
A “Report of Absence from Class due to Illness or Bereavement” is issued for illness or injury of the student
or when bereavement is necessary for blood relatives or relatives by marriage among second-degree relatives.
Please note that this “Report of Absence from Class due to Illness or Bereavement” does not automatically
guarantee approval of the absence. All decisions regarding absence from class will ultimately be determined by
individual instructors.
Absences for reasons other than those listed below are not eligible for this procedure.
If you meet the application requirements for long-term absence from class, you fall under the category of
"long-term absence".
Eligible reasons for absences, application criteria, official certificates required
Application Criteria | Absent for 1 ~ 3 weeks (at least 5 consecutive class days) due to personal illness or
injury. *This report does not apply to illnesses or injuries of family members or friends. |
---|---|
Applicable Period | Within the period written on the medical certificate from the doctor. *Applications cannot be made for periods outside the period stated on the medical certificate. |
OfficialCertificatesRequired |
|
Application Criteria | Bereavement for first-degree relatives (parents and children) and second-degree relatives
(grandparents and siblings) *Third-degree relatives (such as uncles, aunts, and great-grandparents) are not covered by this leave. |
---|---|
Applicable Period | The applicable period will be calculated from the date of passing or the date of the funeral as
follows: First-degree relatives: Within 7 days including Saturdays, Sundays, and holidays Second-degree relatives: Within 5 days including Saturdays, Sundays, and holidays *The days calculated will be the days written on the official document submitted. *If the absence exceeds the applicable period due to travel, please submit a public transportation ticket (only tickets which show the date of use may be used). |
OfficialCertificatesRequired |
|
Application Method
- 1. Please fill out a “Report of Absence from Class due to Illness or Bereavement” form for each class.
-
Please download the form and fill it out for each class. When filling out the necessary information, please fill out the form in the language that the class is offered in.
- 2. Please submit the required documentation to acsubmit@apu.ac.jp.
-
Depending on the reason for absence, please send the official certificates required by email.
- 3. Please wait for a reply from the Academic Office.
-
If nothing is missing from the documents submitted, the Office will stamp its seal on the “Report of Absence from Class due to Illness or Bereavement” form and return it to the student by email.
- 4. Please submit the “Report of Absence from Class due to Illness or Bereavement” form to each professor.
-
Please submit the form returned by the Office to each professor as soon as possible.
- *Please refer to the syllabus and office hours for the professors’ email addresses.
- *If you do not know a professor’s email address, please confirm it in class.
- *There may be cases in which the University requests original copies of the documents. Please store the original documents safely even after you have applied.
Application Deadline
Applications must be submitted by 16:30 on the last class day (excluding final examination periods and make-up class days) of the relevant subject.
- *Late applications will not be accepted.
Long-term Absences
If a student is absent for more than half the lessons of a course (or more than a quarter of Language subjects,
Study Skills and Academic Writing, or Multicultural Cooperative Workshop) due to illness or injury, removal of
registration in that course may be approved upon application.
Please note that if this cancellation is approved, all courses in the affected semester, quarter or session will
be cancelled. You may not cancel only specific subjects.
Eligible reasons for absence, application criteria, official certificates required
Application Criteria |
|
---|---|
Applicable Period | The applicable quarter, semester, or session |
OfficialCertificatesRequired |
|
Notes
- The student must have a good attendance record prior to the absence.
- The illness or injury must be of the individual. Absences resulting from the illness or injury of a family member or friend will not be approved.
- If the student wishes to cancel their registration in a session course due to reasons other than those above such as extracurricular activities or job hunting, they should consult the Academic Office no later than one day before classes start.
Application Method
- 1. Please consult the Office as soon as a situation occurs that prevents you from attending class.
-
As soon as a situation occurs that requires a Long-term Absence, a student should apply to acsubmit@apu.ac.jp as soon as possible.
- 2. Following the instructions of the Office, please proceed with the application.
-
Please prepare the necessary documents and apply to the Academic Office by the application deadline.
- 3. The Office will carry out the procedure for removing the course.
-
If nothing is missing from the documentation, the Academic Office will remove the course.
- 4. Please confirm that the course has been removed on Campusmate.
-
When you have received a notice from the Office that the course has been removed, the process is complete. Please also confirm whether the course has been removed from Campusmate.
Application Deadline
Applications must be submitted by 16:30 on the last class day (excluding final examination periods and make-up class days) of the relevant subject.
- *Late applications will not be accepted.
Class Absences due to Infectious Disease
If you cannot attend class due to an infectious disease legally recognized by the Japanese School Health and Safety Act, it will not be treated as an absence if you submit the necessary documents. However, illnesses other than those listed below do not apply.
Category 1 |
Avian influenza (H5N1), novel coronavirus/COVID-19 |
---|---|
Category 2 |
Influenza (excluding avian influenza (H5N1), whooping cough, measles, mumps, rubella, chicken pox, pharyngoconjunctival fever, tuberculosis and meningococcal meningitis |
Category 3 |
Cholera, shigellosis, enterohemorrhagic Escherichia coli infection, typhoid fever, paratyphoid fever, EKC: epidemic keratoconjunctivitis, acute hemorrhaging conjunctivitis, infectious gastroenteritis (only norovirus, rotavirus), mycoplasma infection, shingles and other infectious diseases |
Application Method
- 1. Visit a medical institution.
-
Visit a medical institution to get a diagnosis, then ask the doctor to fill in the “Certificate of Recovery from Infectious Disease”. (Please save your receipts.) You need to submit this certificate in Step 3.
Print the “Certificate of Recovery from Infectious Disease” and take it to the medical institution. If you forget to take the “Certificate of Recovery from Infectious Disease” when you go to the doctor, please ask the medical institution to issue a medical certificate with the same information or ask your doctor to fill in the “Certificate of Recovery from Infectious Disease” at a later date. - 2. Rest and recuperate for the period indicated by your doctor.
-
Please focus on recovering from your illness at home for the period indicated by your doctor.
If you catch a legally-recognized infectious disease, your absence from class will be excused and treated as a suspension of attendance. Please do not attend any online classes either.
The office will notify your professors about your illness after you complete Step 3.
If you need to notify your professors of your absence before then, please contact them yourself. - 3. Complete the class absence procedures at the Academic Office after you recover.
-
Please complete the absence procedures before the deadline using the “Absence Notification Form due to Infectious Disease”.
You need to upload the following two documents to the application form.[Required Documents]
- ①“Certificate of Recovery from Infectious Disease” form filled out by a doctor (copy)
- ②“Medical Expenses Receipt” from your visit to the medical institution (copy)
- 4. If there are no problems with your documentation, the Office will share the absence information with your professors.
-
If there is nothing missing from your documentation, the office will contact your professors and request that they accommodate your absence.
Please note that you will receive an email from the office titled “Absences due to Legal Infectious Disease (excluding novel coronavirus infection)” after the information is shared with your professors.
Application Deadline
Applications must be submitted by 16:30 on the last class day (excluding final examination periods and make-up class days) of the relevant subject.
- *For session subjects, applications must be submitted by 16:30 on the last class day of the relevant subject.
- * Late applications will not be accepted.
Important points for absence procedures
- Please note that forging documents is a serious offense and may result in disciplinary measures under Article 5 of the Ritsumeikan Asia Pacific University Regulations on Punitive Measures for Students.
- Applications will not be accepted after the deadline.
- Class absences only apply to reasons related to the student. Family illnesses and caregiving will not be approved.
Other Reasons for Absences
- Absence due to job-hunting activities: Please consult with the Career Office.
- Absence due to extracurricular activities: Please consult with the Student Office.
- Absence due to Japan's lay judge system or other trial-related reasons: Please consult with the Academic Office beforehand.
Tardiness
There are no Office procedures.
In you are late due to a public transportation scheduling delay or disruption, the transportation company will
issue official delay certificates if requested. Show this certificate to your instructor and they will determine
how to handle your tardiness.