Ⅱ. Emergency Communications / Safety Measures for Club Activities

You will learn a lot from doing activities overseas and being exposed to different environments. However, you may encounter incidents/accidents in different countries that you did not anticipate making it very important to plan carefully for your trip. Here are some things your student organization needs to consider in planning your trip;

• ✔ What are the purposes and goals of your trip?
• ✔ Is this trip the best way to achieve the purposes or goals?
• ✔ Is it cost effective?
• ✔ Are the destinations safe? Check the latest safety information on the destinations.
• ✔ How can you prevent your members from having an accident?
• ✔ How will your members deal with an accident/emergency if it actually happens? Can your members really do it?
• ✔ What kind of immunization is necessary in visiting the destinations? Go to the APU Health Clinic to ask for an advice.
• ✔ If you are going with a big group, how will you manage them while traveling?
• ✔ Do you have enough time to organize for passports/visas for all the members?
• ✔ Have you consulted with your advisor about your overseas activity (if your organization has an advisor)?

Date & Time: Specified by the Outreach and Research Office (Information on guidance dates and times will be posted in the Notices section of the Outreach and Research Office website.)

Two representatives from organizations that are either planning or considering to conduct overseas activities must attend this guidance session. No reservation is required. In principal, the university will not approve overseas activities of the student organizations that do not attend this guidance.
Please read through the forms listed in 5 below. If you bring a rough draft of these forms, Outreach and Research Office staff will check them after the guidance.

All members going need to inform their guardians/parents about trip details including the flights, accommodation, schedule, and emergency contact information and submit a guardian consent form to the Outreach and Research Office. Your guardian must state that they give their permission to participate in the trip and write their name, address, and phone number before signing and dating the form at the bottom. Please be aware that the Outreach and Research Office may directly contact guardians about the trip.
Students over 20 years of age may submit a self-declaration letter in place of the guardian consent form. In the self-declaration letter, please state that you have received permission from your guardian to participate in the trip and write your name, your guardian’s name, address, and phone number, before signing and dating the letter at the bottom.

All members must purchase travel insurance that will cover them for the entire travel period. Members who are originally from the country the group will be traveling to and possess a local insurance policy that will cover them while they are there are recommended to purchase additional insurance, but it is not mandatory.

• * APU will apply for an emergency support service on your behalf (this is NOT insurance). Please report any member changes to the Outreach and Research Office as soon as possible.
• ** If the insurance certificate is written in a language other than English or Japanese, please translate the insurance company name, student name, insurance coverage period, and company’s phone number in the margins of the copy.

Applications in which the content in forms 1 to 3 is insufficient will be shown as "dismissed" on the online application system. Outreach and Research Office staff will leave instructions on how to revise the application in the comment section at the bottom (“Comment” section in the “Approved Status”). Please revise the content as indicated in the instructions and resubmit the application.

When resubmitting an application, please click the "Application status" icon on the top of the screen and then select "Takeover application" on the left side of the screen. Selecting the previously submitted application will show all the content of the previous application on the screen. Please make sure to revise the content according to the instructions and resubmit the application.
Please be advised that the university may not approve the trip depending on the trip plan.

• (1) For students who will travel overseas but not to their home country: Participate in the specified guidance session.
• (2) For students who will travel to their home country: Participate in the specified guidance session.

All members who will participate in an overseas activity must attend this session. If you have members who cannot attend this session due to unavoidable reasons such as attending a class, a representative of the student organization for the overseas trip must let the Outreach and Research Office know the name of the absent students and their reasons for absence 3 days prior to the guidance at the latest. In principal, the office will only accept absence due to classes. The Outreach and Research Office will hold a follow up session for them. The University may not allow members who do not attend this session to participate in the trip.

All members who will participate in the overseas activity must take a copy of the Overseas Activities Proposal and the Overseas Activities Schedule Sheet that were submitted to the Outreach and Research Office, and an Emergency Contact Card which will be handed out at the Safety and Crisis Management Guidance Session with them. If the group leader of this trip forgets their mobile phone or if their phone number changes, they must inform the Outreach and Research Office of their new number. If your student organization has an advisor, please notify your advisor about your trip details prior to departure.

Frequently check for safety and health advisories in the area you will be traveling to and always prioritize safety during your activities. In the case of emergency, please contact the university or the list of people/organizations listed on your emergency card.

Submit the “Event Report” via the online application system within 10 working days after your club/circle finishes your overseas activity. If your club/circle has an advisor, please contact them as quickly as possible to let them know that you have safely returned home.