This page is applicable to 2017 curriculum undergraduate students

Class Absences

Preventing Infection & Health Consultation
Dealing with Suspected Cases of COVID-19

  • Please submit the Condition Check Survey.Don’t go out for any reason.
    APU Health Clinic (Mon – Fri /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)

Class Absences due to COVID-19
Class Absences due to COVID-19: Overview for Students (PDF) (Update April 22, 2022)

Absence from class due to adverse reactions after vaccination
If you are unable to attend class because of symptoms that may be adverse reactions (fever, headache, malaise, etc.) after vaccination, please contact your teacher by mail 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 ask for it depending on the lesson. Please keep the vouchers for yourself.

In the event that you are unable to attend classes due to unavoidable circumstances such as illness or the death of a family member, please inform your instructors of your absence from classes. Each instructor will determine how to handle your absence in these cases. Please refer to the course syllabus to confirm how absences are treated with regards to grading.

These procedures, however, will differ depending on the length of the period absent. Please read the following information for details and application instructions.

Short-term Absences

In the event a student is absent for 1-3 weeks due to personal illness or injury, or due to bereavement leave of up to 7 days due to the death of parent, spouse or child, or up to 5 days due to the death of grand parent or brother/sister, the University may issue a "Report of Absence from Class due to Illness or Bereavement". If a student is absent for less than one week due to personal illness or injury, a "Report of Absence from Class due to Illness or Bereavement" cannot be issued. Please explain your circumstances to your instructors directly. In addition, if you meet the application requirements for long-term absence from class, you fall under the category of "long-term absence".

Please note that this "Report of Absence from Class due to Illness or Bereavement" does not automatically guarantee approval of the absence however. All decisions regarding absence from class are the prerogative of individual instructors.

A "Report of Absence from Class due to Illness or Bereavement" cannot be issued for personal or family issues. If you will be absent for reasons other than those shown below, please consult directly with your instructor.

Application Criteria
Reason for Absence Application Criteria Official Certificates Required
Illness / Injury Absent for 1 - 3 weeks (at least 5 class days in a row) due to personal illness or injury. This report does not apply to illnesses or injuries of a family member or friend. a copy of your Medical certificate (Shindansho) which includes the period of hospitalization or treatment and the reason for the class absence, plus the receipt for medical expenses
Bereavement Applicable for 7 days including public holidays from the date of death (or funeral) of parent, spouse or child, or 5 days including public holidays from the date of death (or funeral) of a grandparent or sibling. If a student is absent for longer than the applicable period due to being in transit, whether within Japan or overseas, the student should consult with the Academic Office in advance. In such cases, any public transport ticket(s) used showing the boarding date and the boarding section need to be submitted when applying. a copy of either the Funeral attendance letter or official death certificate showing the date of death
Application Method
  1. Download the “Report of Absence from Class due to Illness or Bereavement” and fill in one form per subject.
  2. Submit these together with the relevant forms below to acsubmit@apu.ac.jp.
    【Illness / Injury / May also Apply to Legally-Recognized Infectious Diseases】
    ①A copy of your official Medical certificate that clearly states the reason for and duration of absence. *
    ②A copy of the receipt for medical services. *
    ③A copy of a valid student ID or other valid photo ID
    ④“Report of Absence from Class due to Illness or Bereavement” with the necessary information filled in
    【Bereavement】
    ①A copy of either the Funeral attendance letter or official death certificate showing the date of death.
    ②A copy of a valid student ID or other valid photo ID
    ③“Report of Absence from Class due to Illness or Bereavement” with the necessary information filled in
  3. An Academic Office staff member will check your official medical certificate and original receipt for medical services. If there are no mistakes, the staff member will stamp the application forms with the office seal and return it to the student via e-mail.
  4. The student will submit the stamped forms to the instructors via e-mail (Please refer to the syllabus for faculty email addresses.)
    * There may be instances where the University requests you to submit original documents. Please store your original documents safely even after you have applied. Please also note that forging documents is a serious offense and may result in disciplinary measures.
Application Deadline

You must apply by 16:30 on the last class day (excluding final exams and make-up classes) for the relevant subject. Late applications cannot be accepted.

Long-term Absences

In some cases a student may be absent for more than half the term of a course (or more than quarter the term of the course for language subjects, Study Skills and Academic Writing, or Multicultural Cooperative Workshop) due to illness or personal injury. If those students meet the following conditions for a Long-Term Absence and submit an application by the deadline, course registration for the period of absence will be cancelled. Please note that if cancellation is approved, all courses in the affected semester or quarter will be cancelled. You may not cancel only specific subjects.

Application Criteria
  • If a student is absent for more than half the term of a course due to illness or injury, etc., the student must prove his/her absence with an objective document. For session courses, the absence must be due to illness, injury (only in the case of hospitalization), infectious disease or bereavement (application criteria for an absence due to bereavement are the same as the short term absence criteria due to bereavement), and the absence must be proven by official documents.
  • The absence must have been unforeseen during the registration correction period.
  • The reason for the absence cannot be the result of actions willfully taken by the student.

*Only students who meet the conditions above are eligible to apply for the cancellation of a course.

Notes

  • The student's attendance record until the absence must have been good.
  • Must be a student's own illness or injury. Absences resulting from the illness or injury of a family member or friend are not eligible.
  • If the student will be absent from the course due to reasons other than the above, such as extracurricular activities or job-hunting for more than half the term of the session course, and s/he wishes to cancel the session course, the student must visit the Academic Office no later than the day before the session course starts.
Application Method
  1. Students must notify acsubmit@apu.ac.jp as soon as a situation requiring a long-term absence arises.
  2. The following documents must be submitted to the Academic Office by the application deadline.
    ①original official certificate
    ②original medical expense receipts
    ③valid student ID or other valid photo ID
Reason Original Official Certificate(s) Required
Illness/Injury Medical certificate which includes the period of hospitalization or treatment and the reason for the class absence plus the receipt for medical expenses
Bereavement Funeral thank you letter or official death certificate showing the date of death.
Application Deadline

You must apply by 16:30 on the last class day (excluding final exams and make-up classes) for the relevant subject. Late applications cannot be accepted.

Class Absences due to Infectious Disease

In the case a student misses classes due to an Infectious Disease as defined by the Japanese School Health and Safety Act, these missed classes will be treated as a recognized absence by submitting to the University an original "Certificate of Recovery from Infectious Disease" completed by a medical institution, along with a medical expenses receipt.
Please note that if the Certificate of Recovery from Infectious Disease does not indicate that the absence was by doctor's order, then the illness will not be considered an infectious disease even if it is included on the list of recognized Infectious Diseases.

Infectious Diseases Recognized by the Japanese School Health Law:

Category 1 Avian influenza (H5N1), novel coronavirus/COVID-19 etc.
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 disease

Application Method

Once you have identified your disease as one of those listed above, please complete the following steps.

  1. Receive a diagnosis from a medical institution for any of the above diseases.
  2. Receive a medical certificate or print out a "Certificate of Recovery from Infectious Disease" and have your doctor fill it out (please save your receipts)
  3. Please rest at home until you recover. If you are able to join class, please take them online instead of coming to campus.
  4. Submit the following documents to the Academic Office by the application deadline: ※Original or copy
    ① Original official Medical certificate or Certificate of Recovery from a Legal Infectious Disease
    ② Medical receipts
Application Deadline

Applications must be submitted by 16:30 on the last class day of the term in which the relevant subjects are held (excluding final examination and make-up class days). (For session subjects, applications must be submitted by 16:30 on the final day of class for the subject in question.) Applications will not be accepted after the deadline.

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

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