Sophia University

News Student Manual for Novel Coronavirus (COVID-19) Infection Prevention

Student Manual for Novel Coronavirus (COVID-19) Infection Prevention now available

【Updated on September 24】

Campus operations and infection prevention measures

March 19, 2021

For Sophia students,

This Manual describes the points students are asked to pay close attention to in their behavior during Academic Year 2021. The most important points have been compiled as "Sophia New Normal."

"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.

<< Six basic rules of Sophia New Normal >>
  1. Wear a mask properly in public places →1. (1)
  2. Wash or sanitize your hands frequently →1. (2)
  3. Eat in silence and wear a mask when not eating →4. (3)
  4. Maintain physical distancing, →1. (6) ,   2. (1)
  5. Watch videos or join Zoom meetings by connecting to Sophia Wi-Fi only when required →1. (5) ,   2
  6. Leave campus as soon as you are finished with your classes or other tasks

Further details are provided below.
We ask for your cooperation for the safety and security of all university members.


  1. Health management and behavior
  2. Classes
  3. Research activities
  4. Use of campus facilities (Computer rooms, Library, Cafeterias and shops, etc.)
  5. Extracurricular activities
  6. Contact information (weekdays only)
  7. What to do if you are infected or suspected to have the new coronavirus
  8. Measures taken by University when epidemic spreads or infection is confirmed
  9. 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 carry our own mask at all times and make it a habit to wear them.
  • 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, 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 disinfectants are available at each gate and entrance/exit of each building. Please cooperate in disinfecting your hands before entering a building. Please note that there are no disinfectants in each classroom.Therefore, please carry your own disinfectants or disinfecting wipes.
  • 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 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 in-person classes, please notify the class instructor and follow the instructions given.
(4) Entering campus
  • Fever screening using thermographic systems will be conducted at the North Gate, and students will not be allowed to enter campus if their temperature is above 37.5°C.
  • If you develop fever, respiratory symptoms, fatigue 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 your home network or other off campus network unless you have a special reason, such as a need to take Zoom-based class on campus due to your 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 those. who need to use the elevators., including those s.in a wheelchair.
(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

2. Classes

(1) In-person classes
[1] Use of classrooms
  • 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 be seated keeping a distance from other students.
  • Please wear a mask and keep a distance of at least 1m from others when engaging in discussions or pair work.
  • When possible, please keep the door and windows open to ventilate the room.
  • 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.
  • To reduce congestion in the cafeteria, students are 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 the campus Wi-Fi in the classroom during in-person classes. as this may cause 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 in-person classes, even for a short time.
[2] How to handle cases of COVID-19 infection
  • If a student is infected with the coronavirus, or is identified as a person in close contact 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 given.
(2) Taking on-demand classes on campus
  • There is a time slot designated 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 by viewing at home or other off campus places.
  • If you need to take on-demand classes in between in-person 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
  • For courses that are temporarily given online through October, the classrooms originally allotted to each course may be used for taking real-time online classes. 
  • Since there is a possibility of system failure due to the concentration of access on campus, students are asked to 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 are subject to change. Detailed information are updated on "Our Facilities", on the ICT Office website.
    https://ccweb.cc.sophia.ac.jp/userguide-cat/facility/
  • CALL rooms are not available for use in Academic Year 2021.
(2) Library
  • Your student ID card is required to enter the library.
  • Please be seated in the reading area to avoid congestion.
  • The search tool 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 Group Study Rooms are not available for use.
  • Library services such as lending, browsing and inter-library cooperation will be resumed. 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.
  • 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 student cafeteria on the fifth floor of Building # 2 will be open from 11:30a.m. to 2:00p.m. for the time being..

  • The number of seats have been reduced and transparent partitions have been installed at the center of the tables.
  • Classrooms (except for 6-101 and Bldg. #10 Auditorium) may be used for lunch. Please be seated keeping sufficient distance from others.
  • The hundred-yen breakfast will not be available for the time being.
  • Lunch box sales will be suspended for the time being.
  • The cafeterias are open to students for self-study from 8:00a.m. to 7:30p.m. except during lunch time.
  • Please refrain from talking while eating, and wear your mask when not eating.
(4) Shops, etc.
  • Seven-Eleven
      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 (5F Library) :
      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 via our website.
  • To avoid overcrowding at the beginning of the Semester, the number of entry at a time will be limited for the service desks on 1F, Bldg. #2 (Center for Academic Affairs, Center for Global Education and Discovery, Center for Student Affairs).
    For inquiries:
    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 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.

 

9.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.>
[1] Your fever has declined (and you have not taken antipyretics within 8 hours).
[2] You have not developed COVID-19 symptoms (cough, shortness of breath, a runny nose, sore throat and loss of smell and/or taste).
[3] 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:  
[1] Please consult with your home doctor or a medical institution; or
[2] 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
[3] If you fail to take both [1] and [2], 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 you miss a class for vaccination or side effects, you will not be disadvantaged. Please inform the instructor of the class missed.