NOTICES
November, 2020
Dec 2, 2021
To all clubs and circles:
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 AY2022.
All clubs and circles registered with the University that intend to continue their activities -- including ones that
registered for the first time in the 2021 fall semester -- must submit applications to re-register for the 2022
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 AY2022 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.
Date：Wed, Dec 15, 5th Period
ZOOM URL：https://weareapu.zoom.us/j/98844286333
＜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 10, 2021 ~ Tuesday, January 11, 2022 (Submit by 16:30)
Clubs/circles that need to revise their application and/or require an interview will be notified on Wednesday,
January 26, 2022 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 26, 2021 ~ Thursday, February 10, 2022
Results Announced: Wednesday, March 16, 2022
＜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 14
2022 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.
◆Please refer to the following link for information on the online Registration System.
http://en.apu.ac.jp/studentsupport/page/content0140.html/
＜Notes＞
- l 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.
- l 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.
- l 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.
- l 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.
- l 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.
- l 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 Organization Status
Premier organizations that intend to keep their status in AY2022, or any other clubs that intend to apply for premier organization status for AY 2022, 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 15, 6th period
ZOOM URL:https://weareapu.zoom.us/j/98844286333
At least two of the four core members are required to attend.
² All members who can participate should attend.
² Organizations that do not attend this guidance will not be able to apply.
Student Office
stueca@apu.ac.jp
Nov 11, 2021
In accordance with the lowering of the BCP (Business Continuity Plan) level on campus from 2 to 1, the current restrictions on activities will be relaxed.
Groups wishing to hold activities on or after Monday, November 15 must observe the following and must submit an activity application to the office and receive permission in advance as described in the Guidelines on Extracurricular Activities for Monday, November 15 and Beyond.
- All participants should get a free PCR test from the Beppu City testing center when resuming activities. (Anything submitted in October or after does not need to be resubmitted.)
- All members must take their temperature and check the condition of their health every day and keep a record of this information. As before, continue to check that there is no risk of infection, and share this information within your group. (You may be required to submit this to the office at some point, so be absolutely sure to continue to keep track of this information.)
- Each participant should purchase a thermometer and take their temperature every day, regularly wash their hands, wear nonwoven fabric masks when going out, avoid the "three Cs" (crowded places, closed spaces, and close-contact settings), and monitor their health daily. (In particular, be careful at times like when at your job or when going shopping.)
- When any member returns to Beppu from any travels, they should get tested at the Beppu City Free PCR Test Center and confirm that they are negative.
- Refrain from any activities that involve eating or drinking, and from having parties with any food or drink before or after any activities, any apartment or house parties, or any after-work parties.
- Take the same infection prevention measures that you would take during extracurricular activities during other times as well and avoid extended exposure to others.
* If any member of any organization becomes infected or has close contact with an infected person, activities will be suspended temporarily.
Guidelines on Extracurricular Activities for Monday, November 15 and Beyond
|
Activity Guidelines |
| Essential Requirements |
Students must apply to the Student Office in advance and obtain permission to conduct an activity regardless of whether it is on or off campus. ※Submit the yellow paper received when receiving a PCR test (to be completed before the first activity).
※Submit a list of the participants to the Central Security Office on the day of the activity if you have reserved an on-campus facility.
※Attach a list of the participants when applying to reserve a classroom for your activity.
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 set forth by that organization.
When using off-campus facilities, students must adhere to guidelines 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 (nonwoven fabric) and keep your hands and fingers sanitized while in transit.
During activities:
Wear a mask (of nonwoven cloth), avoid sharing equipment, avoid close contact, maintain adequate distance from people around you, and if you must eat or drink avoid talking while doing so. (Do not share beverages.)
How to submit applications for activities and use facilities:
https://en.apu.ac.jp/studentsupport/page/content0140.html/
|
| Time for Standard Activities (Practice, meetings, etc.) |
Aim for two periods per day (200 minutes).
*The time slot for activities is between Periods 1 and 7.
*The ideal time for off-campus activities shall also be two periods per day (200 minutes).
|
| Approved Facilities |
Clubs |
Gymnasium Arena, Fitness Room (prior training is required)
Multi-Purpose Field
Student Union 1 (Atelier cannot be used.)
Student Union 2
|
| Individuals |
Gymnasium Arena, Fitness Room (prior training is required)
Multi-Purpose Field
|
| Excursions, etc. |
Excursions and practice games that involve travel outside the prefecture will be allowed on the condition that the infection situation at the destination has been taken into consideration, and that infection control measures are carefully followed. When returning to Beppu from any travels, get tested at the Beppu City Free PCR Test Center and confirm that the results are negative. |
| Events, New Member Welcoming Activities, etc. |
Permission may be granted provided that adequate infection control measures are taken. Online applications must be submitted at least 15 office days in advance.
|
*No restrictions in particular will be in place for activities conducted online. Additionally, it will not be necessary to submit prior notification, etc.
Q&A
- 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 1/2 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?
- The Fitness Room is currently available to those with prior training.
- 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 consult with the Student Office in advance.
Inquiries:
Ritsumeikan Asia Pacific University
Student Office
stueca@apu.ac.jp
Oct 6, 2021
As the Business Continuity Plan (BCP) level on campus will be lowered from 3 to 2, in-person extracurricular activities will be resumed as described below. Because all classes from Monday, October 4 through Sunday, October 17 are being conducted online, activities will be resumed in stages.
From Thursday, October 7 to Sunday, October 10
All in-person extracurricular activities will be suspended.
From Monday, October 11 to Sunday, October 17
Only activities using off-campus facilities will be permitted.
* However, for activities that require the use of on-campus facilities, such as preparations for the Tenku Festival, permission may be granted provided that adequate infection control measures are taken.
Monday, October 18 and after
Use of campus facilities will be permitted. However, for the time being hours for each organization will be limited to two days per week, and a maximum of one period per day, unless there are special circumstances.
Groups wishing to hold activities on or after Monday, October 11 must observe the following and must submit an activity application to the office and receive permission in advance as described in the Guidelines on Extracurricular Activities for Monday, October 11 and Beyond.
- All participants should get a free PCR test from the Beppu City testing center when resuming activities.
- Pay careful attention to the state of your health by getting a thermometer and checking your temperature every day, washing your hands, wearing a mask, and avoiding the "three Cs". (Be especially careful when going out for a part-time job or grocery shopping.)
- Each participant should purchase a thermometer and take their temperature every day, regularly wash their hands, wear nonwoven fabric masks when going out, avoid the "three Cs" (crowded places, closed spaces, and close-contact settings), and monitor their health daily. (In particular, be careful at times like when at your job or when going shopping.)
- If you have traveled anywhere, get a PCR test or antigen test at your destination and confirm the results are negative before returning to Beppu. For two weeks after returning to Beppu, quarantine yourself (refrain from going out and do not visit with friends or other people) and check your temperature and physical condition every day.
- Do not have meals together before or after activities.
- Do not hold or attend any parties with eating or drinking, including before or after activities, at any apartments or other housing, or after work.
- Avoid contact with anyone returning to Oita Prefecture from another prefecture for two weeks after their return.
- Take the same infection prevention measures that you would take during extracurricular activities during other times as well and avoid extended exposure to others.
* If any member of any organization becomes infected or has close contact with an infected person, activities will be suspended temporarily.
* Members of organizations conducting activities on an ongoing basis may be required to get tested either by the Beppu City Free PCR Test Center or with an antigen test kit provided by the Student Office.
Guidelines on Extracurricular Activities for Monday, October 11 and Beyond
|
Activity Guidelines |
| Essential Requirements |
For all activities, regardless of whether they are on or off campus, students must submit an online application accompanied by an Activity Plan, a yellow paper received when receiving a PCR test (to be completed before the first activity), and Health Check Sheet 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 set forth by that organization.
When using off-campus facilities, students must adhere to guidelines 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 (nonwoven fabric) and keep your hands and fingers sanitized while in transit.
During activities:
Wear a mask (nonwoven fabric), avoid the shared use of equipment, avoid high-risk contact, and maintain social distance. Eating is not allowed during activities. (Drinking water or other beverages to stay hydrated is allowed, however, do not share your drink with others.)
How to submit applications for activities and use facilities:
https://en.apu.ac.jp/studentsupport/page/content0338.html/
|
| Time for Standard Activities (Practice, meetings, etc.) |
One class-hour (100 min.) per day
*Note that up to two 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 7.
*The ideal time for off-campus activities shall also be one class-hour (100 min.) per day.
|
| Approved Facilities |
Clubs |
Gymnasium Arena (Fitness Room cannot be used.)
Multi-Purpose Field
Student Union 1 (Atelier cannot be used.)
Student Union 2
|
| Individuals |
Gymnasium Arena (Fitness Room cannot be used.)
Multi-Purpose Field
|
| Excursions, 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. Practice games will be permitted only if they do not involve overnight stays. |
| Events, New Member Welcoming Activities, Etc. |
Students are recommended to conduct these activities online.
Events 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.
|
*No restrictions in particular will be in place for activities conducted online. Additionally, it will not be necessary to submit prior notification, etc.
Q&A
- 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 plan to reopen the Fitness Room in November.
- 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 consult with the Student Office in advance.
Inquiries:
Ritsumeikan Asia Pacific University
Student Office
stueca@apu.ac.jp
Sep 15, 2021
As of August 26, 2021, the campus BCP level was raised from 2 to 3, and as a result all extracurricular activities were suspended. Even now the infection situation across Japan has not improved significantly and a number of people in Oita Prefecture continue to be infected, so we must remain vigilant. The number of infected APU students has continued to increase since the beginning of September, and with students returning to Beppu from all over for the start of the fall semester, we expect to see more movement across prefectural boundaries.
In consideration of the above, the university has decided to maintain BCP Activity Level 3 and to continue the suspension of all extracurricular activities.
During extracurricular activities multiple people gather in the same space, moving and talking, which increases the risk of infection. To prevent the further spread of infection among APU students, and to protect your health and safety, all in-person extracurricular activities will be suspended during the following period.
Period of suspension for in-person extracurricular activities:
Thursday, September 16 through Wednesday, October 6
*This period may be extended depending on the future spread of the infection.
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 field.
Practice Games
Please postpone all practice matches during this period.
League Games
For league games scheduled during this period, please contact the respective sports league to discuss postponement. If postponement is not possible, please contact the Student Office before the game, as soon as possible.
Other Information
- There are no restrictions on online extracurricular activities, but please make sure that each individual participant takes part from their own home or room. There is no need to notify the Student Office in advance.
- If restrictions will continue after October 6, we will make an announcement once the decision has been made. If you are planning to resume your activities, please ensure all members continue to fill out the Health Check Sheet.
- If you have any other questions or concerns, please contact the Student Office at stueca@apu.ac.jp.
Student Office
Aug 25, 2021
Presently the number of people of people nationwide suffering from COVID-19 is increasing, with Oita Prefecture also experiencing a record number of cases. Additionally, it is apparent many students traveled outside of the prefecture during the summer break, and in conjunction with this we are seeing a large number of infections among APU students. In particular, the risk of infection has greatly increased due to the spread of more infectious strains of the coronavirus. Considering the current situation, the university has decided to raise the campus Business Continuity Plan (BCP) Level from the current level 2 to level 3.
During extracurricular activities multiple people gather in the same space, moving and talking, which increases the risk of infection. To prevent the further spread of infection among APU students, and to protect your health and safety, all in-person extracurricular activities will be suspended during the following period.
Period of suspension for in-person extracurricular activities:
Thursday, August 26 through Wednesday, September 15
*This period may be extended depending on the future spread of the infection.
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 field.
Practice Games
Please postpone all practice matches during this period.
League Games
For league games scheduled during this period, please contact the respective sports league to discuss postponement. If postponement is not possible, please contact the Student Office before the game, as soon as possible.
Other Information
- There are no restrictions on online extracurricular activities, but please make sure that each individual participant takes part from their own home or room. There is no need to notify the Student Office in advance.
- If restrictions will continue after September 16, we will make an announcement once the decision has been made. If you are planning to resume your activities, please ensure all members continue to fill out the Health Check Sheet.
- If you have any other questions or concerns, please contact the Student Office at stueca@apu.ac.jp.
Student Office
