Chapter 1: Purpose

(Purpose)

Article 1

These regulations determine necessary procedures regarding the Harassment Prevention Committee (hereafter referred to as the Prevention Committee) in accordance with Article 8, Paragraph 2 of the Sophia School Corporation Code for Preventing Harassment (hereafter referred to as Code for Preventing Harassment).

Chapter 2: Harassment Prevention Committee

(Responsibilities)

Article 2

The Prevention Committee shall be responsible for dealing with the following matters related to Sophia School Corporation (hereafter referred to as the Corporation):

(1)With a mandate for all matters related to the prevention of harassment, the Prevention Committee shall establish policies, revise or abolish related regulations, form guidelines and deal with matters related to the Harassment Consultants (hereafter referred to as the Consultants).

(2)At the request from the person seeking consultation, the Prevention Committee shall assist in resolving the issues between the parties concerned.

(3)On receiving a complaint report, or in cases of emergency, the Prevention Committee shall undertake investigation.

(4)The Prevention Committee shall take necessary measures to assist the victims of harassment.

(5)The Prevention Committee shall deal with any other matters considered necessary by the Chairperson of the Prevention Committee.

(Members)

Article 3

The Prevention Committee consists of the following members, with an approximately equal number of men and women appointed:

(1) Member of the Board of Trustees appointed by the Chancellor

(2) Vice President for Student and General Affairs (Sophia University)

(3) Vice President for Academic Affairs (Sophia University)

(4) Director of Bureau of General Affairs

(5) Director of Bureau of Personnel Affairs

(6) Director of Bureau of Student Affairs

(7) Deputy Director of the Center for Student Affairs (Sophia University)

(8) Faculty members of Sophia University appointed by the Chancellor: 7 persons

(9)Faculty member of Sophia Junior College appointed by the Chancellor: 1 person

(10)Faculty member of Sophia School of Social Welfare appointed by the Chancellor: 1 person

(11)Staff members appointed by the Chancellor: 4 persons

(Term of the Prevention Committee Members)

Article 4

The term of the Prevention Committee members shall be two years and they may be reappointed after the completion of the term.

(Chairperson, Vice-Chairperson of Prevention Committee)

Article 5

The member of the Board of Trustees appointed by the Chancellor shall act as the Chairperson of the Prevention Committee. The Chairperson of the Prevention Committee shall convene and chair the meetings. If the Chairperson cannot fulfill his/her duties due to an accident, the Vice Chairperson will act on his/her behalf.

2.The Vice-President for Student and General Affairs shall act as Vice Chairperson of the Prevention Committee.

(Meetings of the Prevention Committee)

Article 6

The Prevention Committee shall hold two regular meetings every year. However, if the Chairperson considers it necessary, it can hold extraordinary meetings.

(Agenda of the Prevention Committee)

Article 7

The Prevention Committee can only operate with a quorum of a majority of its members and decisions shall be made by a majority of the members present. If there are an equal number of votes for and against a proposal, the Chairperson shall cast the deciding vote.

Article 8

The Prevention Committee, if necessary, may seek the opinions of professionals from outside of the Corporation.

Chapter 3: Harassment Complaint Committee

(Establishing Harassment Complaint Committee)

Article 9

The Prevention Committee shall establish a Harassment Complaint Committee (hereafter referred to as the Complaint Committee) to deal with necessary items according to Article 2, Paragraph 2, Paragraph 3 and Paragraph 4.

(Members of Harassment Complaint Committee)

Article 10

The Complaint Committee consists of the following members:

1) The Chairperson of the Prevention Committee

2) The Vice-Chairperson of the Prevention Committee

3) A few members of the Prevention Committee selected by the Chairperson of the Prevention Committee.

4) In addition to the members mentioned above, in special cases, the Chancellor may appoint a few faculty and/or staff of the Corporation.

2.The Chairperson of the Prevention Committee shall act as the Chairperson of the Complaint Committee.

3.The Vice-Chairperson of the Prevention Committee shall act as the Vice-Chairperson of the Complaint Committee.

4.The Chairperson of the Complaint Committee may transfer his/her authority to the Vice-Chairperson of the Complaint

Committee.

5.The Complaint Committee can only operate with a quorum of a majority of its members and decisions shall be made by a majority of the members present. If there are an equal number of votes for and against a proposal, the Chairperson shall cast the deciding vote.

(Meetings of the Complaint Comiittee)

Article 11

The Chairperson of the Complaint Committee shall convene a meeting if the following applies:

(1)The person seeking consultation requests that the problem be resolved by discussion between the parties concerned.

(2)A complaint is filed on a case of harassment.

(Resolving the Problem Through Discussion Between the Parties Concerned)

Article 12

In the case of situation 1 of the preceding Article, the Chairperson of the Complaint Committee shall appoint a few members from among the Complaint Committee members who will assist in resolving the problem from a neutral and fair standpoint.

2. If the Chairperson of the Complaint Committee considers it necessary, Consultants may assist in resolving the problem.

Chapter 4: Harassment Investigation Committee

(Establishing an Investigation Committee)

Article 13

In the case of paragraph 2 of Article 11, the Chairperson of the Complaint Committee shall establish a Harassment Investigation Committee (hereafter referred to as the Investigation Committee) within a week from the day the complaint is filed, to make an investigation into the complaint and report the results in writing.

2. (Deleted)

2. If both the complainant and the person accused of committing an act of harassment are students of schools established by the Corporation, notwithstanding paragraph 1, the Chairperson of the Complaint Committee shall not convene an Investigation Committee but instead, shall request the Presidents of the schools to which the students are affiliated with undertake investigation of the matter and report in writing the investigation results and the measures taken to assist the victim.

(Members of the Investigation Committee)

Article 14

The Investigation Committee consists of three or more faculty or staff (including one member from the Complaint Committee) appointed by the Chairperson of the Complaint Committee. A majority of the members shall be of the same gender as that of the person reporting a complaint.

2. When appointing the members mentioned in the preceding paragraph, the Chairperson of the Complaint Committee shall pay particular attention to securing an objective, neutral and fair investigation.

3. The Chairperson of the Investigation Committee shall be elected by and from the Committee members.

(Investigation and Investigation Reports)

Article 15

The Investigation Committee shall complete the investigation within approximately one month from the day the complaint is filed. The investigation results shall be reported in writing to the Complaint Committee. If the investigation cannot be completed in this period, the Investigation Committee can extend the period by obtaining permission from the Complaint

Committee.

2. The Investigation Committee shall give the person accused of harassment an opportunity to state his/her views.

3. The Investigation Committee, if necessary, may seek the opinions of professionals from outside of the Corporation.

4. The investigation report compiled by the Investigation Committee shall be made by agreement of all members. However, if any of the members has a different opinion on an essential issue, it can be added to the report as a supplementary opinion.

5. When reporting the result, the Investigation Committee shall submit materials related to the investigation to the Chairperson of the Complaint Committee.

(Establishment of Investigation Committee by Official Authority)

Article 16

The Chairperson of the Complaint Committee may, in cases of emergency, have the Complaint Committee discuss the matter and

establish an Investigation Committee if a complaint is not filed by the alleged victim or if it is difficult to affirm the

intention.

2. In the case of preceding paragraph, provisions of Article 12 and Article 13 are applicable.

3.The Chairperson of the Complaint Committee will dissolve the Investigation Committee and report it to the Complaint Committee if the alleged victim of the harassment objects to having the investigation undertaken according to Paragraph 1 and to having measures taken to assist the victim.

Chapter 5: Providing Assistance to Victims; Measures Against the Person Committing Harassment; Objections

(Assistance to victims)

Article 17

The Complaint Committee shall, based on the investigation report of the Investigation Committee, confirm the facts about a case of harassment and determine the appropriate measures to assist the victim.

2.The Chairperson of the Complaint Committee shall notify in writing the facts confirmed by the Complaint Committee investigation and the appropriate measures for assisting the victim to the person who filed the complaint report and to the person accused of harassment.

3.The Chairperson of the Complaint Committee, based on the decisions of the Complaint Committee, shall provide assistance to the victims or request in writing that the people concerned provide such assistance.

4.The Chairperson of the Complaint Committee shall report in writing the results of the investigation, the facts of the case and the measures taken to assist the victim to the Chancellor, to the Presidents of the schools to which the persons stated in paragraph 2 are affiliated with and to the Prevention Committee.

(Measures against persons who committed harassment)

Article 18

If the Complaint Committee, notwithstanding the provisions of the preceding article, considers it necessary to impose punishment in accordance with Article 34 of the Sophia School Corporation Employment Regulations, or Article 60 of the Code of Sophia University, or Article 57 of the Code of Sophia Junior College, or Article 23 of the Code of Sophia School of Social Welfare, the Chairperson of the Prevention Committee will discuss the matter at a Prevention Committee meeting and submit a request in writing to the Chancellor and the President of the school of the person accused of committing harassment to discuss the said punishment.

6. If the harasser has a status that does not apply to any of the status in Article 3 of the regulations for prevention, a written request will be made to the Chancellor or the President of the school to which the alleged harasser belongs to deliberate on how to deal with the person.

(Objections)

Article 19

If the person who filed the complaint or the person accused of harassment wishes to object to the facts concerning the case or the measures to be taken to assist the victim, he/she shall do so in writing to the Corporation indicating the reasons within three days from the day after the notification. In such a case, the Chairperson of the Complaint Committee must notify the other party about the objection and allow him/her to state any comment.

2.The Prevention Committee must discuss the objection at a meeting within approximately one month from the filing of the objection and, if necessary, revise the decision of the Complaint Committee.

3.The Chairperson of the Prevention Committee shall establish a committee for reviewing the facts obtained by the investigation if considered necessary. This reviewing committee shall consist of a few members of the Prevention Committee who are not members of the Complaint Committee or the Investigation Committee.

4.The Chairperson of the Prevention Committee shall notify in writing the person who filed the complaint and the person accused of harassment concerning the decisions made according to paragraph 2. The Chancellor and the Presidents of the schools to which these persons are affiliated with must also be notified.

5.Any protest against the decisions made in accordance with paragraph 2 cannot be made.

Chapter 6: Miscellaneous provisions

(Withdrawal of complaint)

Article 20

If a complaint is withdrawn while an investigation is in progress, the Chairperson of the Complaint Committee will order the investigation to be discontinued and dissolve the Investigation Committee and report this to the Complaint Committee.

2.If a complaint is withdrawn after an investigation is completed, the Complaint Committee will not make any decisions on the measures to be taken to assist the victim and the Chairperson of the Complaint Committee will not enforce the measures. In this case also, the proposal for punishment prescribed in paragraph 5 of Article 14 will not be made by the Chairperson of the Prevention Committee.

3.In the case of the preceding paragraph, provisions of paragraph 4 of Article 16 are applicable.

(Protection of Privacy and Confidentiality)

Article 21

The Prevention Committee, the Complaint Committee and the Investigation Committee and any related faculty and staff shall keep all information related to an investigation in strict confidence, and shall protect the privacy and human rights of those involved.

(Secretariat)

Article 22

The Bureau of General Affairs shall act as secretariat for the matters related to the Prevention Committee, the Complaint Committee and Investigation Committee.

2.All records of the consultations shall be kept ini strict confidence by the Secretariat.

Article 23

The Center for Student Affairs, Bureau of Student Affairs shall act as secretariat for the matters related to the Investigation Committee, if the person seeking consultation is a student, and the Office of Personnel Services and Welfare Facilities, Bureau of Personnel Affairs, if the person seeking consultation is a faculty or staff member.

(Revising or Abolishing the Regulations)

Article 24

The Regulations shall be revised or abolished in accordance with the procedures set forth by the Corporation, after deliberation by the Prevention Committee.

Supplement

1. These Regulations will be enacted as of April 1, 2003.

2. These Regulations will be reviewed after one year.

Supplement

These Regulations are revised and will be enacted as of April 1, 2004

Supplement

These Regulations are revised and will be enacted as of April 1, 2005.

Supplement

These Regulations are revised and will be enacted as of July 1, 2008.

Supplement

These Regulations are revised and will be enacted as of April 1, 2010.