Ⅱ. Emergency Communications / Safety Measures for Club Activities
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There is a possibility of injury or illness occurring during extracurricular activities. Please read the following procedures in advance and work together with group members and those around you to respond quickly and appropriately. Also, be sure to report the incident to the University office.
Contents
(i) Emergency Communications
- If a member of your club is injured during your on-campus activities, you should immediately call for an ambulance by following the flowchart below. (Call 119).
- After you call an ambulance, report the incident to the Central Security Office (Call 2810 using the telephone installed on the wall of each classroom.) to lead the ambulance to the scene of the on-campus accident.
- Regardless of whether the location is on or off campus, be sure to contact the Outreach and Research Office. (Tel: 0977-78-1104) In case of office closure, please contact the Central Security Room (Tel: 0977-78-1150).
(ⅱ) Safety Measures for Activities
1. Insurance
Personal Accident Insurance for Students Pursuing Education and Research (gakkensai)
All regular APU students are covered by insurance (premiums paid by APU) should they be involved in an accident or sustain an injury while conducting research or activities. For more details regarding this insurance, refer to:
http://www.jees.or.jp/gakkensai/.
You need to apply within three weeks after the accident. Please refer to page 74 of the Campus Life Handbook for more information.
| Coverage | Days of Medical Treatment | Amount of Medical Coverage | Hospitalization Coverage |
|---|---|---|---|
|
For injuries sustained carrying out activities on APU facilities or activities that have been reported to APU |
14 days or more | ￥30,000 ~ ￥300,000 |
￥4,000 per day, |
Sports Safety Insurance
Sports-related organizations are required to enroll in Sports Safety Insurance from the perspective of ensuring participants' safety. Sports Safety insurance also covers cultural activities ,local exchange and volunteer activities.
| Coverage | Days of Medical Treatment | Amount of Medical Coverage/Hospitalization Coverage |
|---|---|---|
|
Coverage area: Covers APU facilities, excursions, and activities reported to the university, for the round trip from the registered address of the insured person to the event and back. |
Compensation begins the first day for outpatient treatment and hospitalizations |
For more details see |
2. University Sponsored Safety Measures for Club Activities
①First Aid・Heatstroke prevention measures Workshop
| 【Purpose】 | To provide students with the skills to be able to provide first aid until emergency medical personnel arrive if a member is critically injured (unconscious, etc.) during extracurricular activities. In addition, students become able to acquire knowledge about heatstroke prevention and be able to put it into practice. |
|---|---|
| 【Date】 | Held once a year.Following the confirmation of the event date and time, notification will be provided to the organization’s representative and vice-representative. |
| 【Contents】 | CPR (Cardio Pulmonary Resuscitation). How to use AED (Automated External Defibrillator). Heatstroke prevention. ※A completion certificate will be provided after you complete the workshop. |
| 【Place】 | On-campus |
| 【Cooperation】 | Beppu City Fire Department |
| 【Target Participants】 | Member of sports clubs MUST attend this workshop. Art circles and academic circles may also attend. |
(ⅲ) For Camps and Trips
If your student organization plans to conduct a training camp, participate in a competition trip, attend a national seminar, go on a concert tour, or engage in any similar activity, please submit the required form(s) to the Office in advance.
All student organizations are required to submit these forms. The information is needed to respond to inquiries from parents or guardians, provide support in emergencies, and communicate important information during the activity.
For events, training camps, or trips organized by your organization within Japan
→ Submit the Event Application
For events, training camps, or trips within Japan organized by another organization
→ Submit the Participating in events hosted by non-APU organizations (off-campus)
For any overseas travel, regardless of whether it is organized by your organization or another organization
→ Submit the Overseas Activities Registration
1. Self-Check List for Planning Camps and Trips
When planning a camp or trip, please ensure that a safe environment can be provided for all participants. The items below are recommended for all student organizations. During camps and trips, student organizations are responsible for managing their activities and ensuring the safety of their members. Please review all items carefully and submit the required forms before conducting any activity.
| (All participants) |
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| For chartered buses, taxis, and other transportation services: |
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| For rental cars, private vehicles, etc. |
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Required Procedures
Depending on the activity, please complete and submit the appropriate form(s) listed above through the Student Activity Application System (WAWA). As the information is required for emergency contact purposes, forms for domestic activities must be submitted at least five office business days in advance. For overseas activities, forms must be submitted through WAWA at least one month before the start of the vacation period, as described below.
(ⅳ) Preparing for student organization’s overseas activities
1. Plan carefully
Participating in overseas activities provides valuable opportunities to learn and gain experience in a different environment. At the same time, unfamiliar surroundings may present unexpected risks, including accidents, illnesses, or other incidents.
For this reason, it is important to plan carefully and take appropriate precautions before traveling overseas. The following points should be considered when planning an overseas 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)?
If the Ministry of Foreign Affairs (MOFA) Overseas Safety Information risk level for your destination is raised to Level 2 or higher before your departure, you must cancel your trip. Even if the destination remains at Risk Level 1, you should continue to monitor local conditions carefully. If the situation appears likely to worsen, or has already worsened, you should cancel your trip. If the risk level is raised to Level 2 or higher while you are overseas, you must discontinue your trip and return to Japan as soon as possible.
https://www.anzen.mofa.go.jp/
2. Report travel plans to the office, and consult with the Health Clinic
- An email will be sent to the representatives and vice-representatives of student organizations about two months before the long vacation to confirm overseas travel plans. Please make sure to reply.
- The office will provide the travel representatives with information regarding precautions and procedures for overseas travel. Based on this guidance, all participating members must watch videos related to risk management and hygiene, and complete the necessary procedures.
- The travel representative should visit the Health Clinic to consult about vaccinations.
3. Keep Your Guardian Informed
In the event of an emergency or other circumstances related to overseas travel, the Outreach and Research Office may contact your parent(s), guardian(s), or other designated family member(s). Therefore, all members participating in the trip must confirm in the application form that they have shared the trip details with their parent(s), guardian(s), or next of kin, including flight information, accommodation details, itinerary, and emergency contact information.
4. Purchase Travel Insurance
All members are strongly encouraged to purchase travel insurance that covers the entire travel period. Students who are originally from the destination country or region and already have local insurance coverage are also encouraged to purchase additional travel insurance.
5. Overseas Transportation Safety Check
A new checklist item has been added to the application form asking whether you have confirmed that local transportation arrangements are provided by an appropriate and reliable company or service provider. Please make sure to review the safety of any transportation you plan to use during the trip.
6. Submit the following documents to the Outreach and Research Office on time.
| Document Name | Form No. | Deadline | |
|---|---|---|---|
| 1 | Overseas Activities Proposal & Map | Registration System “Activity Registration” → ”Overseas Activity Registration" |
Date specified by the Outreach and Research Office
[Expected timeframe] Summer Vacation Travel: Early July |
| 2 | List of Participants for the Overseas Activity* | Attach the Form Overseas 02 when you lodge the abovementioned “Overseas Activity Registration” in the Registration system*Guardian contact information is also required. | |
| 3 | Overseas Activities Schedule Sheet |
Attach the Form Overseas 03 when you lodge the abovementioned “Overseas Activity Registration” in the Registration system (Can be replaced with a free format version) |
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
In addition, the 'Overseas Travel Proposal' and the ' Overseas Activities Schedule Sheet ' should be shared with all members involved.
7. All participants are required to prepare for safety and hygiene management.
All students participating in overseas travel must watch the university-designated videos on crisis management, vaccinations, and hygiene. Registration with “Tabi-Regi” is also strongly recommended. Please follow the latest guidelines outlined in the document titled “Preparing for Overseas Travel,” which will be distributed to the travel representative.
In addition, the travel representative should consult with the Health Clinic to consider group vaccinations. Since the Health Clinic can confirm whether hospitals are able to accommodate the group, early consultation is advised. Details regarding this process will also be provided separately to the travel representative.
8. Before Departure
All members participating in the overseas activity must ensure they have access to the Overseas Activities Proposal and the Overseas Activities Schedule Sheet submitted to the Outreach and Research Office.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.
9. During the overseas activity
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”Overseas Activities Proposal”.
Members who register with 'Tabi-Regi' will receive overseas safety information issued by the Ministry of Foreign Affairs of Japan via the email address they provided.
10. After your club / circle finishes the overseas activity
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.
