Mar 5, 2020

Update on Student Activities and Freshman Welcome Events in light of the Coronavirus

To APU Student Organizations:

<Student Activities>
In light of the spread of the coronavirus, student organizations are asked to read the activity guidelines below for information on the types of club/circle activities permitted and the environment in which activities should be conducted.

These policies concerning student activities will be in place up to the start of the AY2020 spring semester. There is the possibility that the University may decide to continue to enforce these policies even after the spring semester begins and there may be even further policy changes depending on how the coronavirus situation develops. Please check Campus Terminal and email frequently for updates.

★Activity Guidelines

  • Only club/circle members and advisors are allowed to participate in activities.
  • Activities that involve overnight accommodation are not permitted.
  • Activities are limited to a maximum of 30 people.
  • Clubs/circles planning on holding an activity that involves more than 30 participants for 3 consecutive periods or longer (including sports practice) must first apply online to receive permission from the Student Office. Online applications should include the number of participants, activity details, measures your organization plans to implement to prevent the transmission of infectious diseases (measures you will implement at the activity venue, how you will monitor the physical condition of participants and ensure activities are conducted in a hygienic environment), how you plan to enforce these measures, etc.
  • Permission is required to participate in off-campus activities (away games, etc.). Consult with the Student Office ahead of time and receive permission from the staff in charge.

★Abide by the following rules when holding club/circle activities:

  • Avoid lengthy conversations and maintain an appropriate distance when speaking with others.
  • Conduct activities in a manner so that members are able to maintain an appropriate distance between themselves at all times.
  • Activities should be conducted in a space large enough so that members are able to maintain an appropriate distance between themselves.
  • Ventilate the activity space by keeping doors and windows open.
  • Avoid using a windowless space if at all possible. If using a windowless space is unavoidable, leave the door open.
  • Consult with the Student Office ahead of time if you are worried about your activity’s noise disturbing others or if you have any other concerns.
  • All members must wash their hands with soap both before and after the activity.
  • Wear a face mask and practice proper cough etiquette.
  • Carefully monitor how everyone is feeling. Do not allow someone who is not feeling well to participate in a club/circle activity.
  • Do not share food, drinks, or towels with others.
  • When traveling to off-campus activities, open a window to keep the space (car, bus, train, etc.) well ventilated.

★Overseas Travel

  • If there is anyone in your organization who has traveled overseas since February, confirm where they went and for how long.

★Health Management

  • Students participating in club/circle activities should chart their temperature daily beginning 2-weeks prior to the activity date.
  • Students with a fever of 37.5 degrees or higher are not allowed to participate in club/circle activities.
  • Individuals with symptoms that include a fever of 37.5 degrees or higher for four days or longer, cold-like symptoms such as a runny nose or a cough, severe fatigue, and shortness of breath should contact the APU Health Clinic and follow the instructions of the staff.
  • Refrain from participating in club/circle activities if you are not feeling well.
  • Wear a mask if you have a cough or other cold-like symptoms.

Remember that you are not immune to contracting an infectious disease. Undertake the measures necessary to protect yourself and your members.

<Freshman Welcome Events>

  • The welcome event organized by Premier Organizations intended to introduce APU’s clubs/circle to new students has been postponed. (The date/time for when it will be rescheduled is still undecided.)
  • Due to the cancellation of the entrance ceremony, it will not be possible for student organizations to hand out flyers to promote their club/circle at that time, however, student organizations will be able to place their flyers at a booth in the vicinity of the cafeteria entrance for interested students to take during the new student orientation period. (This is not mandatory. Interested organizations only.)
  • Promotional Flyers
    1. Only student organizations that have their “application for continuing club/circle activities” approved will be permitted to put out flyers at the booth. (The approval announcement will be made on March 13th.)
    2. Flyers must be printed on A4 paper or smaller (cannot exceed A4 size). All of the information on the flyer must be written in both Japanese and English.
    3. Bring a draft of your flyer to the Student Office for approval. If approved, staff will stamp your flyer with the official Student Office seal. Make copies of the stamped flyer to place at the booth.
    4. Bring your flyers to the booth near the entrance of the cafeteria at 15:00 on Friday, March 27. Flyers that do not have the official Student Office seal on them will not be put out. Please stay until 16:00 to help out with booth decorations, etc.
    5. Student organizations that had flyers at the booth must be at the booth at 16:00 on Tuesday, April 7th to help with cleanup. Not helping with cleanup will adversely affect your organization and its activities.

Please contact us if you have any concerns or questions.

Student Office

APU’s Policy on the Novel Coronavirus


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