There are most likely many student organizations that were unable to conduct their regular activities this year as a result of the coronavirus pandemic. Organizations that do want to continue their activities once the overall situation improves should be sure to complete the club/circle re-registration procedures for AY2021.
All clubs and circles registered with the University that intend to continue their activities -- including ones that registered for the first time in the 2020 fall semester -- must submit applications to re-register for the 2021 academic year.
Also, current premier organizations that want to keep their status and any other current clubs and circles that want to apply for premier organization status for AY2021 must submit a premier organization application in addition to a re-registration application
Please apply after carefully reading the following application information. Please note that application methods have changed and are different than last year.
1. Re-registration Applications (For all clubs and circles)
< Re-registration Online Guidance Session >
The Student Office will explain how to apply to re-register and how to fill out the forms. Attendance is not compulsory, however, the office will not reexplain the guidance contents to clubs/circles that did not attend.
< Re-registration Application Period and Interviews >
Method: Submit the designated application form on the Activity Registration System (Wawa Office). A ZOOM interview may be required for clubs/circles whose application contents are insufficient.
Application Period: Friday, December 11, 2020 ~ Friday, January 15, 2021 (Submit by 16:30)
Clubs/circles that need to revise their application and/or require an interview will be notified on Wednesday, January 27, 2021 at 17:30.
(This notice will only be sent to clubs/circles that must revise their application or have an interview and will not be sent to all clubs/circles.)
Revision Period and Interviews: Friday, January 27, 2021 ~ Friday, February 10, 2021
Results Announced: Friday, March 10, 2021
< Application Method >
Update your club/circle’s member list in the Registration System (online)
Registration System： "Change of registered information"→ "Member list"
Submit your application for continuing your club/circle activities in the Registration System (online)
Registration System： "Change of registered information"→ " Application for Continuing Club/Circle Activities "
※As for the accounting report section in the "Application for Continuing Club/Circle Activities ", if your club/circle did not have any financial activity (i.e. your club/circle did not collect any money from members), write 0 in the expenditure and revenue sections.
※Please be careful when filling out the accounting report section as there are many clubs/circles that have to revise this section every year due to missing or incomplete information, expenditure and revenue figures don’t match, etc.
After submitting your application, if the contents of your application are insufficient, your application status will be shown as “dismissed” on the online system. Please confirm the status of your application on the Registration System sometime after 16:30, on Friday, January 15, 2021 or by the Wednesday of the following week at the absolute latest.
※If your application is “dismissed,” check the Student Office’s comments in the comment section below the application form, change your application accordingly, and apply again. If your club/circle is required to have an interview, follow the instructions written in the comment section.
※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 add or correct the content as indicated in the instructions provided and resubmit the application.
No applications will be accepted after the deadline for any reason. Clubs and circles that did not submit an application by this deadline will be regarded as discontinuing for AY2021.
It takes time to fill out all the information in the application, and there is information that the leaders need to collect from other members. It is possible to save drafts of your application online. Begin filling the application out as early as possible.
If you do not update your club/circle’s member list, members not on the list will not be able to borrow keys for facilities or equipment, your club/circle will not receive important notices from the Student Office, in addition to negatively affecting your organization in other ways.
Clubs/circle will not be approved to re-register and premium organizations will have their premium organization status revoked in the case false statements are found in the application.
Please note that organizations that do not pass their re-registration screening may reapply as a new organization during the application period for new organizations in April, however, the screening for these organizations will be very strict.
Premier organizations that intend to keep their status and any other clubs and circles that intend to apply for premier organization status for AY2021 must submit a premier organization application in addition to an application for re-registration. (Please refer below.)
2. Applying for Premier OrganizationStatus
Premier organizations that intend to keep their status in AY2021, or any other clubs that intend to apply for premier organization status for AY 2021, need to attend the Application Guidance for Premier Organizations, apply online, and have an interview.
※Clubs/circles that have been active for five consecutive years are eligible to apply for premier organization status.
< Application Guidance for Premier Organizations >
Date: Wednesday, December 23 (Tentative)
Guidance will be held online via ZOOM.
At least two of the four core members are required to attend.
All members who can participate should attend.
Organizations that do not attend this guidance will not be able to apply.
In addition to regular practices and away games, there are most likely student organizations that have already made plans to hold a dinner or other gathering involving food with their club/circle members during Quarter Break. As the temperature drops and we head into winter, we must be even more careful about our actions. There are many examples of coronavirus cluster infections among university students resulting from drinking parties and karaoke. As the number of infections continues to rise nationwide, we ask that all students acknowledge the potential that your choices have to put you at risk for infection. Please make safe choices and refrain from organizing or participating in a party or other social event that could result in a COVID-19 cluster.
We have fortunately not had any infection clusters result from club/circle activities thanks to the diligence with which our student organizations have cooperated with the infection prevention measures required during club/circle activities. Please take a moment to read through the following prevention guidelines and continue to be vigilant about enforcing the necessary measures to ensure that you are able to conduct your activities in as safe a manner as possible.
１）Be careful to avoid the Three Cs at all times.
２）Wear a mask when out in public and wash and sanitize your hands often.
３）Check your temperature daily and monitor your physical condition. Do not leave the house if you are not feeling well.
４）Refrain from going to karaoke and holding long dinners (parties, etc.) with more than 5 people at a time.
Approximately one month has passed since classes commenced for the Fall Semester. Over that period, APU generally limited on-campus entry by students to class-related purposes only, and forbade extracurricular activities in principle. Following consideration of the situation as of Tuesday, November 3 as characterized by the state of COVID-19 infection in Oita Prefecture calming down, socioeconomic activities based on a “with COVID-19” approach reaching entrenchment in various quarters and sufficient measures to prevent the spread of the virus being taken on the APU campus as well, the university has made the decision to relax the restrictions that were in place up to this point.
In mid-September prior to the start of the Fall Semester, slowly but surely, the liveliness of students has become increasingly visible on the APU Campus as roughly 300 new dorm students got their life at AP House underway and face-to-face classes have been administered in university classrooms.
Although we hope to be able to welcome students back to the APU campus as soon as possible, the situation is still very unpredictable. We ask for your cooperation in following the guidelines below to protect the health and safety of everyone and appeal to each and every student to be as thorough as possible in preventing the spread of infection as you proceed with your student lives in the midst of the pandemic.
Guidelines on Extracurricular Activities for November 4 and Beyond
For all activities, regardless of whether they are on or off campus, students must submit an online application accompanied by an activity plan, etc. to the Student Office to obtain permission in advance.
When the club in question is a member of an association or other parent organization, students must take measures to prevent the spreading of COVID-19 that are also based on guidelines, etc. set forth by that organization.
When using off-campus facilities, students must adhere to guidelines, etc. for preventing the spread of COVID-19 set forth by the facility in question.
Examples of measures to prevent spreading of COVID-19:
When at home:
Check your temperature and monitor your physical condition.
When in transit:
Always wear a mask and keep your hands and fingers sanitized while in transit.
Wear a mask, avoid the shared use of equipment, etc., avoid high-risk contact, eat meals while maintaining social distance from others, and refrain from conversing while eating or drinking
Time for Standard Activities (Practice, meetings, etc.)
One class-hour (95 min.) per day
*Note that up to two non-consecutive class-hours may be permitted in cases where special grounds are recognized, such as cases involving activities to prepare for official sports matches or performances.
*The time slot for activities is between Periods 1 and 5.
*The ideal time for off-campus activities shall also be one class-hour (95 min.) per day.
Gymnasium Arena (Note that the Fitness Room cannot be used.)
Student Union 1 (Note that the atelier cannot be used.)
Student Union 2
Excursions, Training Camp, Etc.
Allowed following consideration of the state of infection at the excursion site on the condition that measures to prevent the spreading of COVID-19 are enforced in mid-transit.
Students must refrain from activities such as training camps where it is impossible to avoid the “Three C’s” (Closed spaces, Crowded places and Close-contact settings).
Events, New Member Welcoming Activities, Etc.
Students are recommended to conduct these activities online.
Events, etc. judged as having to be implemented as a matter of necessity based on their purpose and/or content will be allowed on the condition that sufficient measures to prevent the spreading of COVID-19 are taken.
Can meetings be held inside classrooms?
Meetings can be held inside classrooms provided that measures are taken, such as keeping the number of attendees to no more than 1/4 of classroom capacity, ensuring to maintain social distance, and ventilating the classroom in the course of the meeting by opening the windows.
When will the Fitness Room be open for use?
We’re currently looking into having a staff person stationed in the Fitness Room to ensure that infection prevention guidelines are followed. We plan to reopen the Fitness Room once the necessary preparations are in place.
Is it possible for off-campus advisors, other than the main club/circle advisor, to come to campus to assist with club/circle activities?
It is possible as long as off-campus visitors follow the health and hygiene guidelines to prevent the spread of COVID-19. Please refer to the Student Office website for details.
For inquiries on this matter, contact:
Ritsumeikan Asia Pacific University
Student Office firstname.lastname@example.org
To prevent the spread of COVID-19, since September, APU has only been allowing students to enter the campus for class-related activities as a rule. We have asked students to avoid extracurricular and self-directed activities that entail close contact with others, regardless of whether they are held on or off campus, and we have asked students to only attend online activities from their own apartments or dorm rooms.
Our policy for extracurricular activities and facility usage by students after the start of classes on October 5 is outlined below.
Games (League & exhibition games) Practice (including academic clubs)
Games (League & exhibition games) Practice for League & exhibition games, etc. (including academic clubs) Preparation for Tenku Festival
Maximum Time Allowed
1 class period / day
1 class period / day
Gymnasium (9/28~) Multi-Purpose Field Student Union I Student Union II
Gymnasium (Unavailable during Tenku Festival) Multi-Purpose Field Student Union I Student Union II
Some facilities are excluded
Usage not permitted
＊Individual use of the following facilities is scheduled to recommence from October 19 (Mon.). Gymnasium Multi-Purpose Field Tennis Courts
Permission not required for online activities
Students will need to apply in advance to receive permission to engage in activities in the facilities listed above. If your club is the member of an association or other parent organization, you will be permitted to engage in activities as long as you comply with the infection prevention measures stipulated by said organization and your club has been deemed able to thoroughly implement those measures.
Examples of infection prevention measures:
At home: Taking your temperature; monitoring your health
While commuting: Always wearing a mask and keeping your hands clean; avoiding public transportation altogether or avoiding contact with regular passengers if you have no other means of transport
During activities: Wearing a mask; avoiding the sharing of equipment; avoiding close contact; maintaining social distance and keeping conversation to a minimum during meals
Please check the Student Office website for information on how to receive permission for activities and how to apply to use facilities.
※Submit the Practice Details and Schedule form via the Activity Registration System (WAWA System) if you want to use a storehouse or locker. https://en.apu.ac.jp/studentsupport/page/content0338.html/
You will need to receive permission for activities in advance even if you plan to use off-campus facilities. By complying with the infection prevention measures stipulated by the facility and exercising caution to prevent infection among club members, you can help us gradually resume regular activities while protecting your life, safety, and health.
Can we hold welcome activities (to attract new club members) on campus? → No. These activities could lead to close contact among an unspecified number of people. You can hold online activities, however.
Can we hold events on campus? → No. These events cannot be held due to the potentially high risk of infection during October when a considerable number of new and current students are expected to travel to and from the campus. However, some preparations for Tenku Festival are permitted. We will decide on our future policy as the situation dictates.
The university has made the decision to keep the campus entry ban for students in place for September except for students who need to come to campus for reasons related to their classes given the number of coronavirus infections continuing to be reported throughout Japan in addition to the number of confirmed cases within Oita Prefecture alone. As a result, students will not be able to use campus facilities and the Gymnasium and Multipurpose Field will not be able to be used for individual use.
Student organizations are asked to continue to refrain from conducting extracurricular activities that entail contact or proximity to others both on and off campus. Online activities are permitted, however, please ensure that members participate from their own homes.
The above restrictions are scheduled to remain in place until the end of October, however, permission could be given to gradually recommence extracurricular activities earlier depending on the number of coronavirus infections here in Oita Prefecture and the rest of Japan.
APU’s unique multicultural campus had been alive with laughter and exchange from students all over the world prior to this pandemic. Although not being able to come to campus has prevented you from enjoying a wealth of on-campus experiences and connecting with other members of the APU community, we intend to provide online platforms that we hope will simulate the “APU experience.” APU’s annual Tenku Festival has been an event that has served as an opportunity for student organizations to perform and show off the results of their long practices and hard work in addition to being a place where APU students could socialize with other students and members of the community. This year, we are moving forward with preparations to hold the Tenku Festival online and will be trying to recreate the festival program as faithfully as possible.
I am disappointed to have to announce that we will continue to suspend extracurricular activities for now, but implore you to use this time to focus on your fall semester classes without forgetting the need to prioritize human life, safety, and health. Now is the time when we must all act responsibly and put our obligation to society first in doing whatever we can to prevent the spread of the virus.
Please continue to follow the measures below to prevent contracting and transmitting COVID-19.
① Take care to avoid the Three Cs (closed spaces, crowded places, and close-contact settings).
② Do not leave home without a mask.
③ Refrain from non-essential and non-urgent outings.
Sports teams with upcoming tournaments organized by the sports league they belong to, scrimmages, or away games should consult with the Student Activities Team in the Student Office. I will make another announcement on the university’s guidelines with regards to extracurricular activities from November 2020 onward once they have been finalized.
Please direct questions concerning this matter to:
Ritsumeikan Asia Pacific University
Student Office, Student Activities Team email@example.com
August 31, 2020
Dean of Student Affairs