NOTICES

Apr 15, 2022

It will be possible for student organizations that thoroughly abide by the infection prevention measures to conduct face-to-face activities after applying and receiving approval from the Student Office.

●Student Organizations (clubs/circles, project groups, etc.)
  • Student organizations that want to conduct face-to-face activities must apply and have their application approved by the Student Office.
  • It will be possible to reserve and use campus facilities once your application has been approved.
  • Student organizations must apply separately for activities that involve only club/circle members and those that involve non-members (new student welcome events, events with an audience, off-campus events an organization has been invited to perform at/participate in, etc.) and receive approval from the Student Office.
  • All members are required to follow the infection prevention measures (here) stipulated by APU.

●Fitness Room:It will be possible to use the Fitness Room, however, there are rules concerning the maximum number of people able to use this facility at one time. An application is required to use the Fitness Room.

●Individual Use of Campus Facilities (Gymnasium, Tennis Court, etc.):

Campus facilities are currently not able to be reserved for individual use. An announcement will be posted on the Student Office website and Campus Terminal if the University decides to open campus facilities for individual use.

Notes
  • Members should keep a daily record of their temperature and health condition for the one-week period leading up to the activity. Seek medical attention if you experience any changes in your health and refrain from participating in club/circle activities.
  • Please be aware that there is the possibility that the University could decide to temporarily suspend extracurricular activities if the coronavirus situation changes even after a club/circle’s activity application has been approved.
  • The maximum number of people using a campus facility at one time must be less than half of the facility’s capacity limit.
Activity Application Procedures for Student Organizations
  1. Confirm the infection prevention measures (here) stipulated by APU and ensure that all participating members strictly follow these guidelines
  2. Apply to the Student Office to conduct face-to-face activities.
【Clubs/Circles】
(1) Activities involving club/circle members only (Apply each quarter)
① Submit an online application (here). Click “New Application” →”Activity Registration” →”Register Activities for the Quarter”
Fill out the required information for activities involving club/circle members only and submit the application.
② Access the online application system to check if the Student Office has approved or rejected your application.

  • It will be possible to view your application results 1-3 business days from the date you applied. (The Student Office is closed on weekends and national holidays.)
  • Please be aware there are cases where the Student Office may not be able to approve your application by the date you intend to hold the activity if you submit your application too close to the activity date.

③-1 If your application is approved: Reserve a facility if needed and hold your activity after confirming that all
participating members are upholding the University’s infection prevention measures.

  • It is not possible to reserve a facility until your activity application has been approved by the Student Office.
  • Clubs/circles that want to add extra activities after their initial application has been approved by the Student Office will need to reapply.

③-2 If your application is rejected: Check the online application system and read the comments left by Student Office staff. Revise your application in accordance with the instructions in the comment section and reapply.

(2) Activities involving non-members
A: Participating in events hosted by non-APU organizations (Example: Off-campus sports match or event hosted by a non-APU organization.)

①Submit an online application (here). Click “New Application” →”Activity Registration” →”Participating in events hosted by non-APU organizations (off-campus)”
Fill out the required information for activities involving non-members and submit the application.
②Access the online application system to check if the Student Office has approved or rejected your application.

  • It will be possible to view your application results 10 business days from the date you applied. (The Student Office is closed on weekends and national holidays.)

③After confirming your application results, the flow is the same as (1)③ above.
※Be sure to follow the infection prevention measures stipulated by the host of the event (sports league,
etc.) in addition to APU’s infection prevention measures.

B: Events hosted by student organizations (new student welcome events, events with an audience, etc.)
①Submit an online application (here). Click “New Application” →”Activity Registration” →”Event Application”
Fill out the required event information and submit the application.

  • Ask non-members participating in the event to keep a record of their temperature and how they are feeling. Have participants write down their names, contact information, temperature, and how they feel on the day of the event before the event begins.
②Access the online application system to check if the Student Office has approved or rejected your application.
  • It will be possible to view your application results 10 business days from the date you applied. (The Student Office is closed on weekends and national holidays.)
  • Submit your application as early as possible. Please be aware the Student Office may not be able to approve your application by the date you intend to hold the event -even if you submit your application 10 business days in advance – if your application is missing information and is not revised in time.
③After confirming your application results, the flow is the same as (1)③ above.

【Project Groups, Student Staff, etc.】

Speak with staff of the office that oversees your group’s activities. Explain the type of event or activity you want to hold and receive approval from the office.

3. Conduct your activity/event in line with the infection prevention measures.
  • Do not participate, and do not allow others to participate, if there are any changes in your/their health during the period leading up to, as well as on the actual day of an activity/event.
  • Contact the Student Office immediately if someone tests positive for the coronavirus before or after an activity/event.
  • If necessary, the Student Office may ask student organizations to submit members’ health check sheet that shows their temperature and health condition for the period leading up to an activity/event, as well as for the actual day of the activity/event. Please submit this document right away if requested to do so.
  • Approval to hold an activity/event may be revoked if the Student Office decides a student organization is not properly following the infection prevention measures.
Applying to use the Fitness Room

【Those who have participated in a Fitness Room Guidance Session:】

Fitness Room use is limited to a maximum of 10 people per period. Apply here to use the Fitness Room.

【Those who have not participated in a Fitness Room Guidance Session:】

Fitness Room Guidance Sessions will resume from April 27. Details will be posted on the Student Office website and Campus Terminal once finalized.

<Capacity Limits>
Campus facility use is limited to the maximum number of participants below.

Facility Area Maximum No. of Participants
Gymnasium Arena 1 30 (Able to be used by a maximum of 2 organizations at a time)
Arena 2 30 (Able to be used by a maximum of 2 organizations at a time)
Multipurpose Ground
60 (Able to be used by a maximum of 2 organizations at a time)
Student Union 1 Student Hall 50
Event Space 1 10
Event Space 2 4
Event Space 3 10
Music Practice Room 1 5
Music Practice Room 2 10
Japanese-style Room A 6
Japanese-style Room B 6
Student Union 2 Multipurpose Hall 40
Presentation Space 40

Apr 13, 2022

At present, there are approximately 84 different student organizations active at APU, in the categories of sports, academic research, culture arts, and social organizations (volunteer groups).
You are free to join any of these student organizations, or even create new ones.
If you want to join the club, please directly contact to the club. How would you like to challenge setting up a new organization in this Fall semester?
If you are interested, please read the "Establishing a New Organization" carefully and fill in the application form and submit it.
https://en.apu.ac.jp/studentsupport/page/content0017.html

Student Office
stueca@apu.ac.jp

Apr 7, 2022

To all Circles and Clubs

The Clubs/Circles Continuation Guidance will be held as follows;
Date and time: 4th period, on Wednesday, April 13th.
Venue: Online
https://weareapu.zoom.us/j/94344024748

* Two members from each club/circle are required to be present.
* The Student Office will not provide any follow up for the clubs/circles that do not attend this session (The office will not be able to answer any inquiries on the matters that will be discussed in the session for those clubs/circles).

Student Office
stueca@apu.ac.jp

Jan 25, 2022

APU has decided to raise the campus Business Continuity Plan (BCP) Level from the current level 1 to level 3 due to the recent spike in coronavirus cases.

All in-person extracurricular activities will be suspended for the period below. As a general rule, only online extracurricular activities will be permitted during this time.

Student organizations with plans to compete in an official competition should consult with the Student Office immediately.

Suspension for in-person extracurricular activities:
Beginning from Monday, January 24, 2022~

*The spread of the coronavirus and infection rates will determine how long these restrictions will remain in effect.
An announcement will be made on this website once an end date has been decided.

During this period, clubs and circles will not be able to use campus facilities and individuals will not be able to use the Gymnasium or the Multi-Purpose Ground.

Practice Games

Please postpone all practice matches during this period.

Official Games &Tournaments

Sports clubs/circles that have league games or tournaments scheduled during this period should contact the league your organization is affiliated with or the host of the tournament to discuss whether postponing the game/tournament would be a possibility. If postponement is not possible, please contact the Student Office as soon as possible before the game.

Clubs/circles with plans to compete in an official game/tournament may be permitted to compete based on a review of their submitted application documents (practice details/participation in an off-campus event application) IF coronavirus infection rates drop and IF the club/circle has continued to implement thorough infection prevention measures and monitor their members’ health.

Other Information
  • There are no restrictions on online extracurricular activities, however, please make sure that each club/circle member takes part from their own home or room. There is no need to notify the Student Office in advance.
  • An announcement will be made at a later date if the University decides to extend these restrictions for a longer period. Please ensure that all members continue to fill out the Health Check Sheet if you are plan to resume your club/circle activities after the restrictions are lifted.
  • If you have any other questions or concerns, please contact the Student Office at stueca@apu.ac.jp.

Student Office

Jan 13, 2022

1.Moving-in schedule

For students residing in countries or regions other than Japan

Currently, the number of new student visas being issued to enter Japan is restricted. Once the restrictions are lifted, APU will send the students affected by these restrictions an email regarding procedures to enter Japan and the dormitories.

For students residing in Japan
【Moving-in period】March 22 (Tue.) – March 25 (Fri.) 【Moving-in hours】10:00 – 17:00
【Reception】(Undergraduate students) AP House 1 or 2 Security Office, (Graduate students) AP House 4 Security Office
※Information regarding room assignments will be announced via email approximately three days before the moving-in period. Residents need to proceed to their assigned building to complete the reception procedures.

【Moving-in date registration】
Please provide your moving-in date using the URL shown below by Tuesday, March 15 at 9:00 a.m.
https://survey2.apu.ac.jp/limesurvey/index.php/612959?lang=en
The information provided through this survey will be used for preventative measures against COVID-19.

※Domestic students are asked to complete the procedures to withdraw AP House fees from their bank accounts by their move-in dates.
Please refer to page 59 in the ENROLLMENT PROCEDURES HANDBOOK for more information.

2.Students residing in Japan are asked to monitor their health before moving into AP House

Students are asked to refrain from behaviors and actions that will increase their risk of infection, such as eating, drinking, and singing karaoke with people they do not live with and staying at friends’ homes. Below are the primary health observational points that are being taken to prevent the spread of the new coronavirus.

1) Students are asked to observe their health every morning and evening starting from Monday, March 14, until the day they move in.

Students need to use the URL below and enter their health information for the night before and the morning of submission every morning by 10:00.

2) If the University cannot confirm a student’s health status for several days, the APU Health Clinic may contact them at home or on their mobile phone.

3) Students should visit a nearby medical facility or contact the APU Health Clinic at booking@apu.ac.jp if they experience any symptoms such as coughing, breathlessness, extreme fatigue, a sore throat, loss of smell or taste, or a fever two days before moving into AP House. Depending on the circumstances, the student may be asked to move into AP House at a later date.

4) Students must continue to take care of their health even after moving into AP House. The AP House Office will provide residents with additional information about submitting their health questionnaires after moving into AP House.

★ Health Monitoring Questionnaire for students who are planning to move into AP House
https://survey2.apu.ac.jp/limesurvey/index.php/582756?lang=en

3.Shipping luggage in advance

※Students need to write their name in roman letters and application number clearly.
※Each resident can send up to two boxes (Total dimensions <length + height + width> must be within 120cm).
※※The AP House Office will send the new residents their room numbers and telephone numbers approximately three days before moving in via email.

Students residing in countries or regions other than Japan are asked to send their luggage after their entry date to Japan is finalized. After entering Japan, students who are requested to quarantine by the Japanese government can send their luggage to AP House after their quarantine period is concluded. Students are required to pay for their postage fees. Students who decide to send their luggage should address it to themselves and send it to their AP House room number. Students should ensure that it arrives after they move into AP House.

Students residing in Japan are asked to have their luggage arrive after they move into AP House at a date and time they can receive it from the carrier directly.

Mailing address:
AP House1 and 2 (Undergraduate students)
AP House 2, Ritsumeikan Asia Pacific University
1-2 Jumonjibaru (Uchikamado), Beppu, Oita 874-0011
Phone: 0977-78-1955 (Extension: 9500)

AP House 4 (Graduate students)
APU PLAZA OITA (AP House 4)
Kyomachi 11-8, Beppu, Oita 874-0926
Phone: 0977-75-8789

※※
For students who send their luggage from within Japan
AP House1 and 2 (Undergraduate students)
AP House __ (1 or 2), ____ Building, Room ____
Ritsumeikan Asia Pacific University
1-2 Jumonjibaru (Uchikamado), Beppu, Oita 874-0011
Addressee: Name, Application number
Your phone number or room phone number: _____________________

AP House 4 (Graduate students)
APU PLAZA OITA (AP House 4) Room __________
Kyomachi 11-8, Beppu, Oita 874-0926
Addressee: Name, Application number
Your phone number:_____________________

4.Parents, guardians, or other individuals accompanying residents may not enter AP House

Entering AP House is currently restricted to residents and staff to prevent the spread of COVID-19. Parents, guardians, and other individuals accompanying residents are welcome to come by car on the premises and help unload luggage but are prohibited from entering AP House at this time. The University asks for everyone's understanding and cooperation.

5.Other

Students are asked to move into AP House during the specified period above. After moving into AP House, all residents are required to perform health observations during the designated period.

Please inform the AP House Office if your flight schedule or unavoidable circumstances arise.

●Facility information
AP House 1-2
Outline of AP House - Ritsumeikan Asia Pacific University (apu.ac.jp)
AP House 4

●Preventative measures against COVID-19 in AP House
Click here

●Preventative measures against COVID-19 at APU
Click here

For inquiries about AP House, please contact the AP House Office at aph-mi@apu.ac.jp.

For other inquiries, please use the link below.
【APU Office list】 https://www.apu.ac.jp/home/contents/contact.html/

AP House Office

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