Faculty Manual for Novel Coronavirus (COVID-19) Infection Prevention now available
Campus operations and infection prevention measures
We are calling on students to adapt to "Sophia New Normal" and follow the rules to prevent infection.
⇒ Student Manual for Novel Coronavirus (COVID-19) Infection Prevention
This is an effort to be made by all members of the university community to prevent the spread of the epidemic, and we ask for the understanding and cooperation of all teachers.
- Health management and behavior
- Use of campus facilities
- Contact information (weekdays only)
- What to do in case of infection or suspicion of COVID-19
- Measures taken by University when epidemic spreads or infection is confirmed
- Instructions regarding COVID-19 vaccines side effects (from the day of vaccination through the following two days)
1. Health management and behavior
(1) Habit of wearing masks
- Please be sure to wear your mask at all times and instruct students to wear their masks properly as well.
- You are encouraged to use non-woven fabric masks, which have proved to be high effective in preventing infections.
- If you are unable to obtain a mask or if your mask is damaged, the Health Center can provide masks for you.
- When you take off your mask for eating and drinking, please refrain from talking and if you wish to talk, please do not forget to put on your mask.
(2) Thorough hand washing and disinfection
- Please wash and disinfect your hands while on campus.
- Alcohol disinfectants are available at each gate and entrance/exit,etc. of each building. Please cooperate in disinfecting your hands before entering the building. Please note that there are no disinfectants in each classroom.
- Make sure to wash your hands before touching your face, if you have used shared items or equipment in common areas.
- When sharing items or equipment, please make sure to disinfect them to prevent infection.
(3) Temperature check and health management
- If you feel ill, you will not be allowed to enter the campus or take part in research activities. In particular, please refrain from leaving home, if you have a fever of 37.5°C or higher, respiratory symptoms, fatigue, other cold symptoms, or loss of taste or smell.
- If you have any concerns about your health, please do not come to university and contact the Center for Academic Affairs to cancel in-person classes.
(4) Entering campus
- Students must enter the Yotsuya Campus through the North Gate, and faculty and staff must enter through the Main Gate or East Gate.
- Students will pass through fever screening using thermographic systems at the North Gate, and will not be allowed on campus if their temperature is 37.5°C or above. The University has informed students that if they develop fever, cough or other cold symptoms, loss of taste or smell on your way to university or while on campus, they are urged to go home immediately. The same applies if they use the Health Center.
(5）Cooperation for reducing campus network load
- To reduce campus network load, students are asked to avoid, as far as possible, using Zoom or watching videos while on campus.
Students are instructed to use network at home or other off campus network unless in compelling situations when they have to take specially approved classes by Zoom while on campus due to class timetable, or when they have to connect to off-campus activities such as job search and interviews while on campus. We ask for your understanding.
Also, when using the network in your office, please avoid watching videos during weekday class hours when the network load is high.
On personal computers or mobile phones, please turn off Wi-Fi setting (sophiawifi2019, eduroam) when you are not using it.
(6) Getting around campus
- To avoid congestion in the elevators and to allow those who need to use the elevator, including those in a wheelchair. to use them, please use the stairs or escalators.
- In the elevator, please refrain from talking and make every effort to avoid 3C situations.
(7) Record of behavior
- When an infection is confirmed, the university or public health center will check your behavior record from two days prior to the onset of the infection and the people you came into contact with. Your response will be needed urgently, so please keep the record of your behavioral history.
(8) Installing the Contact Confirming Application
- As the number of people entering the campus will increase, please download the COVID-19 contact confirming application "COCOA"recommended by the Ministry of Health, Labor and Welfare. If you are notified that you have been in "contact" with an infected person, you may take a PCR test by contacting the public health center.
⇒ What to do if you are notified by COCOA that you have been in contact with an infected person
(1) Use of classrooms
- You may use only the classrooms allotted for your classes.
- Classrooms have been allotted based on classroom capacity that will ensure social distance and the required ventilation volume recommended by the Ministry of Health, Labor and Welfare (30m³ per hour per student)
- Please instruct students to be seated keeping a distance from other students.
- When possible, please keep the door and windows open and ventilate the room for about 10 minutes every hour.
- Before using the microphones, please wipe them with the distributed disinfectant wipes.
- Microphones, keyboards, and mouse devices in the computer room (COM room) will not be disinfected. Please be sure to disinfect your hands and bring your own gloves and disinfectant wipes if you feel uneasy.
- In order to reduce congestion in the cafeteria, students are basically allowed to have lunch in the classrooms, with some exceptions. If you teach 2nd period, please instruct students to open the window at the end of your class for ventilation. If you teach the 3rd period, please close the window before starting your class.
(2) Management of in-person classes
- For classes with practical training or practical skills, please reduce risk by keeping a sufficient distance or using a mask or face shield as necessary.
- When engaging students in discussions or pair work, please have them wear a mask and keep sufficient distance. Please do not have students talk to each other without wearing a mask. In particular, when the infections are widespread, please take measures, such as shortening the time allocated for each pair.
If you notice a student who is feeling ill (fever, cough, fatigue, or other cold symptoms) during class, or if the student asks you to help, please advise the student to go home immediately. If you have trouble making a decision, please contact the Health Center (03-3238-3394)
When individual students connect to the campus Wi-Fi in the classroom during in-person classes. it may cause system failure due to concentrated access. Students many connect to Zoom or watch videos during in-person classes, even for a short time.
(3) Hy-flex classes
- Please refer to the online class portal site for explanation of the Hy-flex class method. (The location of the portal site has changed since Academic Year 2021.)
- For information on students who have applied to take online classes beyond November, please refer to the student list on Loyola, as in the Spring Semester. The student list will be ready on November 5.
(4) Location for borrowing and receiving corona-related items
- If you need a face shield, they are available at the Office of Property on the first floor of Building No. 2.
(5) What to do if a student is infected
- If a student is infected with coronavirus, or is identified as a close contact by the public health center, the student will be subject to "Suspension of Attendance" in accordance with the School Health and Safety Act.
- Similarly, if a student misses a class or joins a class online due to illness or other health reasons, we ask you to make considerations to avoid any disadvantages for the student, based on the student’s explanation.
- In the case of Hy-flex classes, we ask for your consideration to decide and give your approval individually for students who have not applied for online classes in advance to join class online on a temporary basis.
- Please urge students to promptly report using the format provided on Loyola.
- What to do if a student who has attended in-person classes is infected(141.05 KB)
3. Use of campus facilities
(1) Location of online classes for students
- Due to the load on the campus network, we recommend that students take classes at home as much as possible, but there may be cases where students watch on-demand classes in between in-person classes.
- If students need to take online classes on campus, they can do so in the classrooms originally allotted.
Also, they can do so in designated classrooms (7F, Bldg. #11), in designated areas of the Library, or in the cafeteria (except during lunch hours). For courses that have shifted online through October, the classroom originally allocated to the course is available for use.
(2) Computer Room (COM rooms)
- Open Hours:
Weekdays : 8:45a.m. − 9:00p.m. (3F, Bldg. #2)
Saturday & Sunday : 9:00a.m. − 5:00p.m. (3F, Bldg. #2)
- The open hours may be changed. Information will be updated on "Our Facilities", website of ICT Office.
- CALL rooms are not available for use in Academic Year 2021.
- Information on library services will be updated on website of Library.
- Please take measures to prevent infections, such as seating in the reading area so as not to be crowded.
- The search terminals in the library are not disinfected. Please be sure to disinfect your hands and bring your own gloves and disinfectant wipes if you feel uneasy about it.
- Library services will return to normal. There will be no lending of books by postal service or copying service of Sophia collection materials.
(4) Operation of Cafeterias
Only the student cafeteria on the fifth floor of Building # 2 will be open from 11:30a.m. to 2:00p.m. for the time being.
- Please note that the cafeterias will be crowded with students.
- The number of seats have been reduced and transparent partitions have been installed at the center of the tables.
- The cafeterias are open to students for self-study from 8:00a.m. to 7:30p.m.
- Lunch box sales will be suspended for the time being.
- The faculty/staff cafeteria will not be open.
(5) Shops, etc.
- Seven-Eleven : Weekdays 11:00a.m. − 3:00p.m.
- B1F, Bldg. #2, Campus Store, Kinokuniya Sophia Square
Weekdays : Open 10:00a.m. − 6:00p.m. (Closed on 1st and 3rd Saturdays, Sundays, and national holidays)
A limited number of people can enter the store at a time.
- B1F, Bldg. #2, Campus Store, PATINE SPORTS
Weekdays : Open 10:00a.m. − 6:00p.m. (Closed on 1st and 3rd Saturdays, Sundays, and national holidays)
- Library 5F, Photocopy Service Room : Weekdays 10:00a.m. − 5:00p.m.
4. Contact information (weekdays only)
- If you have any questions, please visit our service desks or contact us by phone, e-mail or via our website.
- To avoid overcrowding at the beginning of the Semester, entry to the service desks on 1F, Bldg. #2 (Center for Academic Affairs, Center for Global Education and Discovery, Center for Student Affairs) will be limited. Faculty members are requested to visit the offices at times outside the students’ lunch break or to contact us by e-mail etc.
• On classes in general, Loyola : Center for Academic Affairs (Academic Services)
03-3238-3515 / Office hours : 10:00a.m. − 11:30a.m., 0:30p.m. − 3:30p.m.
• On Moodle, ICT account, Zoom etc. : ICT office
ict-support[at]sophia.ac.jp (for sending email, please change "[at]" to @)
• On classrooms, facilities and equipment : Office of Property
03-3238-3112 / Office hours : 9:00a.m. − 7:30p.m.
• On health counseling, report of infection : Health Center
03-3238-3394 / Office hours : 9:30a.m. − 5:00p.m.
5. What to do in case of infection or suspicion of COVID-19
※For more information, please see the Sophia Bulletin Board.
(1) If you are infected or suspected to be infected
If you have tested positive by PCR, or if you are identified as a close contact person by the public health center, please report promptly to the Health Center.
Please follow the reporting procedure indicated on the electronic bulletin board for faculty and staff members.
Please resume in-person classes only after receiving permission from public health center or medical institution.
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 with the person who tested positive. This period cannot be shortened even if you test negative by PCR.
You are not allowed to enter the university campus for 8 days after onset of illness and 3 days after fever lowers and symptoms disappear without taking any medication.
<< 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 have taken a PCR test
Stay home until the results are available. If the result is positive, follow the instructions of the public health center.
(b) If you have not taken a PCR test
You may come to university for work, 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 a PCR test and stay home until the test results are available．
(d) If symptoms appear while you are observing your health condition
Take a PCR test;
Even if you test negative, stay home for 8 days after onset of illness and 3 days after symptoms disappear.
<< If you have symptoms >>
Take a 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 medication
• If you tested positive, follow the instructions provided by the public health center
(2) If your family or any other housemate, is suspected of having COVID-19
You are not allowed to enter campus for 14 days, counting as day one (1) the day following the day on which you had the last contact.
If this 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 housemate tests positive by PCR. (this period cannot be shortened even if you test negative by PCR)
You may enter campus, if your housemate tests negative on the PCR testand you have no symptoms. Entry to campus is not allowed until the PCR test result of your housemate is available.
Please refrain from entering the campus until the PCR results of your housemate are available.
6. Measures taken by University when epidemic spreads or infection is confirmed
- 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 to temporarily prohibit campus entry, changes of classrooms, switching in-person classes to online, classes depending on when and how the cases of infection occurred.
- If the epidemic spreads in Japan and the government or Tokyo Metropolitan government makes a request, the University may partially restrict campus activities.
7．Instructions regarding COVID-19 vaccination side effects (from the day of vaccination through the following two days)
(1) If you have a fever (37.5℃+) as well as symptoms, such as a cough, shortness of breath, a runny nose, sore throat and loss of smell and/or taste: or
if you do not have a fever but have symptoms, such as a cough, shortness of breath, a runny nose, sore throat and loss of smell and/or taste:
・ You are not permitted on campus.
・ Please consult with your home doctor or a medical institution nearby, or your local COVID-19 consultation office, administered by the local government.
・ If you test positive on the PCR test, please follow the instructions given by your local public health center.
・ Even if you test negative on the PCR test and it has been confirmed that you are not infected with COVID-19, you will only be permitted on campus after 72 hours since the symptoms have completely subsided, provided that you have not taken any medication (medication to alleviate symptoms, including antipyretics).
(2) If you only have a fever; or
if you have a fever, accompanied by fatigue, headache, chills and/or muscle pain:
・ You will not be permitted on campus
<You will be permitted on campus when the following conditions are met.>
 Your fever has declined (and you have not taken antipyretics within 8 hours).
 You have not developed COVID-19 symptoms (cough, shortness of breath, a runny nose, sore throat and loss of smell and/or taste).
 Your health conditions have recovered to a level that you can engage in work (studies).
(3) If you do not have a fever, but have developed COVID-19 symptoms (cough, shortness of breath, a runny nose, sore throat and loss of smell and/or taste):
<You will be permitted on campus when the following conditions are met.>
・ You have not been in close contact with a person infected with COVID-19 within 14 days of developing symptoms.
(4) If your fever continues and notice symptoms (including those listed in (1)-(3)) for more than 3 days:
 Please consult with your home doctor or a medical institution; or
 Contact and consult with the COVID-19 Vaccine Side Effects Consultation Center
*Open 24 hours every day, including Saturdays and Sundays.
*The following languages are available; Japanese, English, Chinese, Korean, Vietnamese, Tagalog, Nepalese, Burmese, Thai, French, Portuguese
 If you fail to take both  and , the conditions provided under (C)③ of the university flowchart will be applied. (i.e. 8 days have passed since infection, and both fever and symptoms have subsided for more than 3 days without using medication.
(5) When a student misses a class for vaccination or side effects, please take measures so that the student will not be disadvantaged.