Sophia University

News (To All Students) Campus Entry and Preventing Spread of COVID-19(updated January 7)

(To All Students) Campus Entry and Preventing Spread of COVID-19(updated January 7)

  1. Self-care for health management and preventive actions (updated January 7) 
    (Regular habit of wearing masks / Regular habit of hand washing and disinfection / Temperature check, health management / Installing(COCOA) COVID-19 Contact-Confirming Application)
  2. Entering the campus 
    (Campus entry / Points to note for different purposes of campus entry / Campus exit / Action recording / Contact offices for inquiries (weekdays only))
  3. If you suspect you have COVID-19
  4. If your family or housemate is suspected of having COVID-19
  5. Measures taken by University when a person tests positive for COVID-19

1. Self-care for health management and preventive actions

(1) Regular habit of wearing masks
  • Please have your own masks ready and make sure to wear a mask as a habit.
    If it is difficult for you to obtain masks or you have damaged masks, consult the Health Center.
  • When you remove your mask to eat or drink, please refrain from talking. If you want to have a conversation, please make sure to wear the mask each time. (updated January 7)
(2) Regular habit of hand washing and disinfection
  • Make sure to wash and disinfect hands while on campus.
  • Please pay special attention not to touch your eyes, mouth, or nose after using any items or equipment in common shared areas.
  • If you share any items or equipment, make sure to keep them sterilized.
  • Hand sanitizers are installed at the Main Gate and entrances of all buildings. Try to protect yourself from infection; carrying a portable hand sanitizer will help.
(3) Temperature check, health management
  • If you feel ill, you may not enter the campus or take part in research activities. If you have poor health conditions such as fever, respiratory symptoms, fatigue, and other symptoms of cold, loss of taste or smell, please stay home.
  • Make sure to check your temperature before leaving home. If you have even the slightest doubt about your health condition, please do not come to university. Please notify your class teacher promptly, if you need take the class online or cannot attend the class.
(4) Installing COVID-19 Contact-Confirming Application (COCOA)

COVID-19 Contact-Confirming Application (COCOA) is an application recommended now by the Ministry of Health, Labour and Welfare to check on close contact with infected person.
•  Ministry of Health, Labour and Welfare (COCOA) COVID-19 Contact-Confirming Application (in Japanese) 
•  Flyer of COCOA (in English)

<< What to do when "COCOA" notifies you "have been in close contact": >>

  1. If you have no symptoms:
     Follow instructions of the application, consult Public Health Centers to decide whether you should take the PCR test.
     (a) If you take the PCR test:
       Stay home until the test results are available.
       If you test positive, follow instruction so the public health center.
     (b) If you do not take the PCR test:
       You may come to university, observing any changes in your health condition for two weeks
     (c) If you have no symptoms, but you were not able to avoid the 3Cs or there are positive or doubtful cases of infection around you:
       Take the PCR test and stay home until the test results are available.
     (d) If symptoms appear while you are observing your health condition:
       Take the PCR test:
       Even if you test negative, stay home for 8 days after onset of illness and 3 days after symptoms disappear.
     (e) If you have practical training such as in Department of Nursing:
       Take the PCR test even if you have no symptoms.
       When results are available, consult the training institution for decision on conducting the training program.
  2. If you have symptoms:
    Take the PCR test:
    − Even if you test negative, stay home for 8 days after onset of illness and 3 days
    after symptoms disappear without taking any medicine.
    − If you tested positive, follow instructions of the public health center.
  3. Notifying /reporting to the University (Health Center)
    There is no need to report to the Health Center, if COCOA notifies you had "contact" but you have no symptoms and there are no positive or doubtful cases of infection around you. Also, there is no need to report if you take a PCR test.
    But you must report to Health Center if you test positive.

2. Entering the campus

(1) Campus entry
  • Please try to minimize conversation while commuting, avoid overcrowded commuting hours where close contact is expected.
  • If you feel ill while commuting or while on campus, take care of yourself and go home immediately.
  • Students who are allowed to enter Yotsuya campus are the following:
    <<Campus entry procedures (summary)>> 
    (a) students taking face-to-face classes held on the day (students who have registered for the classes)
    (b) students who have campus entry permission from the affiliated Department for preparing papers etc.
    (c) students who have campus entry permission from the Library to use the Library
    (d) students who have campus entry permission from Health Center and other relevant offices for consultation and procedures to be taken at Career Center, Health Center etc.
    (e) students who have made reservation using campus entry reservation system (added on October 30)
    (f) students who have campus entry permission from the University for other, special reasons.
  • For entering the campus, you need to show your Student ID Card; make sure to carry it with you.
  • The Main Gate only will be open for campus entry. At campus entry/exit, the following will be checked, and this will take some time; allow extra time for your schedule.
    (a) Temperature will be checked at campus entry
      It will be non-contact temperature check. If you have 37.5℃ or above, your temperature will be re-checked.
      If re-checked temperature is 37.5℃ or above, you will not be allowed to enter campus.
    (b) Record of campus entry or exit by using card reader.
      Your Student ID Card is required. If the card reader fails to read the information, you will be asked to fill in your student number, name, campus entry and exit time on the management ledger.
(2) Points to note for different purposes of campus entry

1) Taking face-to-face classes

  • Hand sanitizers are installed at entrances of each building. Please make sure to wear masks and wash hands and use the hand sanitizers before entering the buildings. Hand sanitizers are not installed for each classroom. Please try to protect yourself from infection; carrying a portable hand sanitizer will help.
  • You may use elevators to go to your classrooms. While on the elevator, please try to avoid 3 Cs and keep distance between users and minimize conversation. Please give priority to those who need to use the elevator such as people on wheelchairs.
  • Please take seats in the classroom according to the seating chart pasted in the classroom, keeping a distance (about 2m, at least 1m) away from each other and avoid face-to-face seats. If your class teacher gives instructions for seating, please follow the instruction.
  • If classwork requires talking, take preventive measures such as a small number class, keeping distance from each other, wearing face shields as needed. Please make the utmost efforts to avoid activities that require much contact at close distance and talking face-to-face.
  • Please open windows for ventilation, before, after and during classes.
  • If you feel ill during class, please tell your teacher immediately

<< Taking online classes >>

Beginning Monday, November 9, the following students will be able to use classrooms listed below for taking online classes. This arrangement was allowed, up to now, for students taking online classes held before, between or after the face-to-face classes. Now, it will include other students who have difficulties taking online classes at home or off campus, if they make campus entry reservation in advance. However, students are strongly encouraged to try and take online classes at home or off campus when possible. If you need to take online classes in the classrooms listed below, be sure to leave the classrooms promptly when class is over, and do not stay in the classrooms.

<< Classrooms available for online classes Sophia Wi-Fi, with power supply devices >>

Building 12: 12-102, 12-201, 12-202, 12-203, 12-301, 12-302, 12-401, 12-402, 12-502
Follow seating chart pasted in classrooms, keep sufficient distance from each other, and try to avoid 3Cs as in face-to-face classes.

2) The Use of Library, Computer Room (partially updated on September 23, October 30)

  • Advance reservation will continue to be necessary for the use of Library. For details, please refer to website of the Library.
  • Computer Rooms may be used for self-study or using printer. Please pay attention, as in other classrooms, to keep social distance for seating and avoid the three Cs (closed spaces, crowded places, close-contact settiings). Please check the open hours on website of ICT Office.
  • In some Computer Rooms, computers are available for taking online classes. For more details, please check notices on website of ICT Office. Computers with web cameras are also available. For hygienic reasons, headsets are not lent out and you need to bring your own USB type headset.
  • The keyboard and computer mouse of the PCs are not disinfected. Please keep your hands and fingers clean and sanitized and, if you wish to, bring your own gloves and disinfectant wipes.

3) Research activities

  • Please continue to carry on activities that you can conduct at home, to make your stay at university as short as possible.
  • Please be aware of cluster infection to be avoided in seminar rooms and laboratories by minimizing the number of students working in the room at the same time.
  • According to the rules of Graduate Schools, keep entry/exit record of seminar rooms and laboratories (name and time of entry/exit etc.)

4) Extracurricular activities

Beginning Saturday, January 9, 2021, all in-person extracurricular activities will be prohibited. Please check the announcement from Student Affairs. (updated on January 7)

5) Opening hours of Dining Room etc.

  • Student Dining Room (5th Floor, Building #2):  weekdays: 11:30 to 14:00
    * Two types of box lunch, Bento, are available (eating is allowed in classrooms, except Room 6-101 and classrooms in Building #12)
  • Seven-Eleven:  weekdays: 11:00 to 15:00
  • Campus store Kinokuniya Sophia Square (B1F, Building #2):  Mon, Wed, Fri  10:00 to 16:00
  • Campus store PATINE SPORTS (B1F, Building #2/in Kinokuniya Sophia Square):  Mon, Wed, Fri  10:00 to 16:00
  • Copying Room (OA Rix/5F, Central Library):  Weekdays, 10:00 to 17:00
(3) Campus exit
  • After classes, research, and other activities, you are advised to go home promptly.
(4) Action recording
  • When leaving the campus, please register and record the facilities you used while you were on campus. Also, record your behavioral history (time schedule of what you did on campus) and keep it for 3 weeks.< Contents of record >
     •  Facilities you used (position of your seat in classrooms, cafeteria, places you had meals)
     •  Whether or not you had face-to-face conversation
    ∗ The information may be used to identify close contact persons when infected person is detected.
(5) Contact offices for inquiries (weekdays only)

During the period of restriction of campus entry, all offices and service desks are closed. For inquiries, please contact the following by phone, e-mail or website:

  • Regarding classes, Loyola: Center for Academic Affairs (Academic Services)
      03-3238-3515 / Office hours: 10:00-11:30, 12:30-15:30
  • Regarding Moodle, ICT accounts, Zoom etc.: ICT Office
      03-3238-3101 / Office hours: 12:30-15:30
  • Regarding classrooms, equipment and fixtures: Office of Property
      03-3238-3112 / Office hours: 9:00-19:30
  • Regarding health consultation, report of infection: Health Center
      03-3238-3394 / Office hours: 9:30-17:00
  • Regarding extracurricular activities: Center for Student Affairs
      03-3238-3525 / Office hours: 10:00-11:30, 12:30-15:30

∗ See also "Contact Information during the 2020 Autumn Semester"

3. If you suspect you have COVID-19

If you test positive for PCR test, or you are identified as close contact person, please immediately notify the Health Center,

  1. If your PCR test result is positive:
    Please attend face-to-face classes only when the public health center or medical institution gives you permission.
  2. If you are identified as close contact person by the public health center:
    You are not allowed to enter the campus for 14 days, counting as day 1 the day following the day on which you had the last contact with COVID positive person. Even if you tested negative on further PCR test, this period cannot be shortened.
    If you receive instructions from the public health center, follow their instructions.
  3. If you have symptoms of cold, such as fever, or loss of taste and of smell:
    You are not allowed to enter the campus, for 8 days after onset of illness and 3 days after fever lowers and symptoms disappear without taking any medicine.
  4. "Attendance is suspended" according to School Health and Safety Act in the following cases:
     •  If student tests positive to COVID-19
     •  If student is identified as close contact person by public health center
    If student is suspected of infection and shows symptoms such as fever, "the attendance is suspended" similarly.
    In such cases, consideration will be made to avoid any disadvantages for the student. Consult your class teacher for actual handling of classes.

4. If your family or housemate is suspected of having COVID-19

  1. If your housemate is confirmed as positive:
    If your family or housemate has symptoms and will take the PCR test, please do not come to university until the test results are announced. If the test result is positive, you are not allowed to enter the campus for 14 days, counting as day one (1) the day following the day on which you had the last contact. If this family or housemate is ordered to stay home for remedy, you are not allowed to enter the campus for 14 days counting as day one(1) the day following the day on which the family or housemate tests positive on PCR test. (this period cannot be shortened even if you test negative on PCR test.)
  2. If your housemate is identified as close contact person by public health center:
    You may enter the campus, if the PCR test result of your housemate is negative and you have no symptoms. Entry to campus is not allowed until the PCR test result of your housemate is available.

5. Measures taken by University when a person tests positive for COVID-19

  • If a University personnel tests positive for COVID-19:
    University will begin contact tracing and take necessary measures such as disinfection according to the instructions of the Public Health Center.
  • Measures may be taken for temporary prohibition of campus entry, changes of classrooms, switching face-to-face classes to online, depending on when and how the cases of infection occurred. The measures will be announced on Loyola.