Student Manual for Novel Coronavirus (COVID-19) Infection Prevention now available
Campus operations and infection prevention measures
March 19th, 2021
For Sophia students,
"Sophia New Normal" is the new campus rule to be followed by all members of the university community in order not to stop campus activities even during the outbreak of COVID-19 and for the safety and security of university members.
- Wear a mask properly while in public places →1. (1)
- Maintain physical distancing →1. (2)
- Eat in silence and wear a mask when not eating →1. (1) , 4. (3)
- Wash or sanitize your hands often →1. (6) , 2. (1)
- Watch video or connect to Zoom meeting on Sophia Wi-Fi only when required →1. (5) , 2
- Leave the campus when you are done with your classes or club activities
The following show more details.
We ask for your cooperation for the safety and security of all university members.
- Health management and behavior
- Research activities
- Use of campus facilities (Computer rooms, Library, Cafeterias and shops, etc.)
- Extracurricular activities
- Contact information (weekdays only)
- What to do if you are infected or suspected to have the new coronavirus
- Measures taken by University when epidemic spreads or infection is confirmed
1. Health management and behavior
(1) Thorough habit of wearing masks
- Please prepare your own masks and make it a thorough habit to wear them.
- If you are unable to obtain a mask, or if it is damaged, please consult with the Health Center.
- 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 disinfectant is available at each gate and entrance/exit of each building. Please cooperate in disinfecting your hands before entering the building. Please note that there is no disinfectant in each classroom.
- Make sure to wash your hands before touching your face if you have used items or equipment in common shared 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. Please measure your temperature before leaving home and if it is over 37.5°C, please stay home.
- If you are not feeling well and cannot attend face-to-face classes, please notify the class instructor and follow the instructions.
(4) Entering the Campus
- Until March 25 (Thu.), please make reservation using campus entry reservation system.
- After March 27 (Sat.), you do not need to make reservation to enter the campus.
Please note that there will be some days (March 26 and April 1) when events are held and the campus entry will be allowed only for students concerned.
⇒ "Campus Entry Procedures from March 26"
- On and after March 26, students may enter the campus through the North Gate, and faculty and staff may enter through the Main Gate or the East Gate.
Thermography will be conducted at the North Gate, and students will not be allowed to enter the campus if their temperature is above 37.5°C.
- If you develop fever, cough or other cold symptoms, loss of taste or smell on your way to university or while on campus, the university urges you to take care and go home immediately.
(5) Cooperation for reducing campus network load
- To reduce campus network load, please avoid, as far as possible, using Zoom or watching videos while on campus. We ask for your cooperation to use network at home or other off campus network unless in compelling situations when you have to take specially approved classes by Zoom while on campus due to class timetable, or when you have to connect to off-campus activities such as job search and interviews while on campus.
On personal computers or mobile phones, please turn off Wi-Fi setting (sophiawifi2019, eduroam) whenever you are not using it.
(6) Getting around campus
- As a general rule, take the stairs to the 5th floor in Bldg. #2, the 4th floor in Bldg. #11 and the stairs or escalator to the 6th floor in Bldg. #6.
- In other buildings, the use of elevators is permitted, but please refrain from talking and make every effort to avoid 3Cs situations. Please be considerate for persons using wheelchairs etc. who need to use the elevators.
(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. Take a note of your activities, when, where, with whom, and what, so you can answer their questions promptly when you are infected.
(8) Installing the Contact Confirmation Application
- Please download the COVID-19 contact confirming application "COCOA" recommended by the Ministry of Health, Labor and Welfare. If you are notified that there is "contact" with an infected person, you may contact the public health center to receive a PCR test.
⇒ "What to do if you are notified by COCOA that you have been in contact with an infected person"
(1) Face-to-face classes
- Classrooms are allotted by 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 be seated with plenty of space between you and the other students.
- Please wear a mask and keep sufficient distance from others when discussing or doing pair work.
- When possible, please keep the door open and ventilate the room for about 10 minutes every hour.
- 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 about it.
- To reduce congestion in the cafeteria, students are basically allowed to have lunch in the classrooms with some exceptions. Please cooperate in opening and closing the windows at the end of 2nd period and the beginning of 3rd period for ventilation.
- Please do not connect to Wi-Fi in the classroom during face-to-face classes. as this may cause a system failure due to concentrated access. To reduce the load on the campus network, you are requested not to connect to Zoom or watch videos during face-to-face classes, even for a short time.
- If a student is infected with the coronavirus, or is identified as a person in close contact with the virus by the public health center, the student's attendance will be suspended in accordance with the School Health and Safety Law.
- In such cases, please contact the instructor in charge and follow the instructions.
(2) Taking on-demand classes on campus
- There is a class timetable for on-demand classes, but this does not mean you must watch the video at the scheduled times. To reduce campus network load, please cooperate in viewing at home or other off campus places.
- If you need to take on-demand classes in between face-to-face classes, you can take them in designated classrooms (6F or 7F, Bldg. #11, except during lunch hours and classrooms used for afternoon classes), the library reading area (B2F to 5F), and the cafeteria (except during lunch hours).
(3) Taking real-time online classes (Zoom) on campus
- In principle, real-time online classes (ZOOM) will be held during the 5th and 6th periods, on Saturdays, or for only subjects specially approved.
- In the Learning Commons of the Library, students may take language or other classes that require students to use their voices or speak.
- Since there is a possibility of system failure due to the concentration of access on campus, students should take real-time online classes at home as far as possible.
3. Research activities
- For research activities in Graduate research rooms and laboratories, etc., please follow the instructions of your Faculty or Graduate School.
4. Use of campus facilities
(1) Computer rooms (COM rooms)
- Open hours:
Weekdays : 8:45a.m. – 9:00p.m. (3F, Bldg. #2)
Saturday and 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.
- You need your student ID card to enter the library.
- Please be seated in the reading area so as not to be crowded.
- The search terminals in the library are not disinfected. Please disinfect your hands thoroughly and bring your own gloves and disinfectant wipes if you feel uneasy about it.
- Please bring your own headphones when using the AV corner.
- The use of Group Study Rooms is not available.
- Library services such as lending, browsing and inter-library cooperation will return to normal. There will be no lending of books by postal service or copying service of Sophia collection materials.
- The number of books that can be checked out from the library is 10 books for 14 days for undergraduate students and 20 books for 30 days for graduate students.
- The visiting service of other university libraries will start from April depending on the situation of other universities.
- You may be asked to wait to use the Mejiro Seibo Campus Library and Law School Library depending on the number of users.
(3) Operation of Cafeterias
- The following cafeterias will be open from 10:00a.m. to 2:00p.m. starting April 1.
5F, Bldg. #2, Student Cafeteria / 5F, Bldg. #2, Subway /
1F, Bldg. #6, S-Café / Bldg. #9, 9-CAFÉ by PRONTO /
Bldg. #11 Lounge / Hoffmann Hall, Tokyo Halal Deli & Café
- Seats have been reduced and transparent partitions have been installed in the center of the tables.
- The classrooms (except for 6-101 and Bldg. #10 Auditorium) may be used for lunch. Please be seated keeping sufficient distance from each other.
- In April, faculty and staff will take turns patrolling the school during lunch break.
- The hundred-yen breakfast will not be available for the time being.
- Lunch box sales
From April 12, four kitchen cars will be selling lunch boxes on campus.
Lunch box sales at Active Commons in Bldg. #9 will resume on April 12.
- The cafeterias will be available for self-study from 8:00a.m. to 7:30p.m. except during lunch time.
- Please refrain from talking during meals, and wear the mask when not eating.
(4) Shops, etc.
- Seven-Eleven (B1F, Bldg. #12) :
Weekdays 11:00a.m. – 3:00p.m.
- Campus Store "Kinokuniya Sophia Square" (B1F, Bldg. #2) :
Weekdays : Open 10:00a.m. – 6:00p.m. (Closed on 1st and 3rd Saturdays, Sundays, and national holidays)
- Campus Store "PATINE SPORTS" (B1F, Bldg. #2) :
Weekdays : Open 10:00a.m. – 6:00p.m. (Closed on 1st and 3rd Saturdays, Sundays, and national holidays)
- Photocopy Service Room (Library 5F) :
Weekdays 10:00a.m. – 5:00p.m.
5. Extracurricular activities
- Please follow the notice from the Center for Student Affairs and take all possible measures to prevent infection.
6. Contact information (weekdays only)
- If you have any questions, please visit our service desks or contact us by phone, e-mail or on our website.
- To avoid overcrowding at the beginning of the Semester, the number of entry at a time will be limited to the service desks on 1F, Bldg. #2 (Center for Academic Affairs, Center for Global Education and Discovery, Center for Student Affairs).
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.
7. What to do if you are infected or suspected to have the new coronavirus
Please make sure to report Sophia University Health Center if diagnosed of suspicion or infection of the virus.
8. 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 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.
- If the epidemic spreads in Japan and the government or Tokyo Metropolitan government makes a request, University may partially restrict campus activities.