May 18, 2022

(Updated on May 18) Notice concerning face-to-face extracurricular activities from April 20

As of April 20, it is now 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.
The following information has been updated (updates indicated in red) to include instructions on what to do in the case someone tests positive for Covid-19 and PCR tests prior to participating in events hosted by non-APU organizations. All student organizations should re-read the following and confirm the updated information.

●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.
  1. ●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.
  • Club/circle members participating in events hosted by non-APU organizations must get a PCR test in the 3-day period leading up to the event and report the test results to the Student Office. (Submit the PCR test results)
    If club/circle members participating in events hosted by non-APU organizations are traveling and/or staying overnight in separate groups, be sure to stay with the same group from the time you depart Beppu until you return.
  • Club/circle representatives must contact the University immediately if someone tests positive for Covid-19. (Instructions here)
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.
  1. 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.
  2. 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.)
  1. Submit 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.
  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 10 business days from the date you applied. (The Student Office is closed on weekends and national holidays.)
  3. After 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.)
  1. Submit 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.
  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 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.
  3. After confirming your application results, the flow is the same as (1)③above.

【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 15 people per period. Apply here to use the Fitness Room.

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

Attending a Fitness Room Guidance Session is required to use the Fitness Room. Guidance details can be found on Campus Terminal and the Student Office website.

<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
If a club/circle member tests positive for Covid-19:
Follow the instructions below. All of the following procedures must be done immediately on the day the person receives a positive PCR test result.

■ Instructions for the member(s) who tested positive:

Contact the APU Health Clinic. Fill out the survey and send the Clinic an email.
  1. Survey: https://survey2.apu.ac.jp/limesurvey/index.php/671123?lang=ja
  2. Email: booking@apu.ac.jp

■ Instructions for the club/circle representative. (The vice-representative will be responsible if the representative tests positive.)

  1. Collect information
    Find out the following information (to the best of your ability).
    1. Information on the person who tested positive (Student ID number, name, year)
    2. Date the person began exhibiting symptoms
    3. Date the person received a positive PCR test result
    4. Symptoms that person is exhibiting
    5. Has the person received any instructions from the Public Health Center?
    6. Has the person contacted the APU Health Clinic? If yes, did they receive any specific instructions from Health Clinic staff?
    7. Did the member participate in club/circle activities on the day they began exhibiting symptoms as well as the three days prior to the day they began exhibiting symptoms? Take down the names of any other members that person came into contact with during club/circle activities or had meals with during that 3-day period leading up to the date they began exhibiting Covid symptoms.
    8. Your club/circle’s upcoming activity/event schedule

  2. Call the Student Activities Team in the APU Student Office. (TEL: 0977-78-1104)
    If the Student Office is closed, first send an email to stueca@apu.ac.jp and wait to call during Office business hours.

※The above procedures must be followed each time someone tests positive for Covid-19.

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