Regarding the University Response
to the COVID-19 Situation (Consolidated Version #4)

September 17, 2020

To all students

Regarding the University Response to the COVID-19 Situation (Consolidated Version #4)

Although COVID-19 infections continue to spread, Kwansei Gakuin University will lift the ban on entry to campus and conduct fall classes after taking measures to prevent the spread of infection. Consequently, each office will resume regular operations and restart counter services.
We would like to inform you about AY2020 fall semester classes, the grading system, financial support and other measures. Previously made announcements have been included in this notice as well. Please make sure that you are ready for the new semester.

<Table of Contents>
1.Message from the President
2.Fall Semester Class Format
3.Class Registration
4.Fall Semester Grading System
5.Things to Note When Coming to Campus
6.Things to Note When Taking Classes in Classrooms
7.Places to Stay During Breaks and Between Classes, Places to Eat
8.Use of Commons Facilities, Computer Rooms, and the University Library
9.Online Class Format
10.Preparing an Online Environment
11.Online Printing Services
12.Tuition Payments and Leave of Absence Procedures
13.Financial Support Such as Scholarships
14.Counseling Services for Students W ho Are W orried or Anxious (Classes, Student Life, Mental Anxiety)
15.If You Are Infected with COVID-19

1. Message from the President
As fall semester classes begin, President Osamu Murata would like to share his thoughts with the student body about how classes should be conducted at Kwansei Gakuin University.
Read the message from the link below.

2. Fall Semester Class Format
From the standpoint of preventing the spread of infections, classes will be conducted online as a general rule, with some courses being held face-to-face in classrooms at each campus after taking measures to prevent infections.
However, in the event that the infection situation noticeably worsens and the level of restrictions on activities, as designated by the university, rises to Level 4, we will shift from face-to-face classes to online classes.

The classes that will be conducted in person are practicum classes (seminars), those involving experiments, hands-on training and practical training, language classes (mandatory classes and required electives), some teacher training courses, and graduate school classes, as well as those selected by each school. Classes to be conducted in person will vary according to the judgment of each school, so check the previously announced list for more information. Refer to the Course Format field in the syllabus system, which will display the format for each course (in-person, on-demand, or realtime interactive).

In-person (face-to-face) classes
As a general rule, students registered for face-to-face classes must attend the classes in the classroom. However, if for any of the following reasons students are unable to attend the face-to-face classes, please speak to your School’s office and follow their instructions.

● International students unable to enter Japan
● Students with underlying medical conditions that may increase risks for severe illness
● Students registered for (simultaneous/two-way) online courses before and/or after a face-to-face class
In order to ensure educational equity, most face-to-face courses will be offered online. However, please note that some select courses may not be offered online. For details on attending face-to-face courses, please speak to your School’s office and follow their instructions.

Online (on-demand) classes
As a general rule, students are advised to attend classes from home. However, if students wish to attend classes on campus, students may use the designated computer rooms or Academic Commons. For details read section 8. Use of Commons Facilities, Computer Rooms, and the University Library below.
If you own a personal portable WiFi device, you may also use an empty classroom for attendance.

Online (simultaneous/two-way) classes
As a general rule, students are advised to attend classes form home. However, if students wish to attend classes on campus, students may use the designated computer rooms or Academic Commons if and only if they are not required for vocal participation during attendance. If vocal participation is required, students must attend classes in an empty classroom using a personal portable WiFi device.

Please note that the KGU network is experiencing heavy traffic, causing disruptions to online classes. Refrain from using the KGU network through wired/wireless connections anywhere other than the Academic Commons and designated computer rooms, and also avoid sending or watching videos unrelated to your studies, regardless of where you are on campus.

Check the Kyogaku Web Service regularly, as we will make class-related announcements through the service. Note students may also receive emails through LUNA from course instructors at their KG email addresses ( *Click here for previous class announcements.

3. Class Registration
・Course Registration
(Theology, Humanities, Sociology, Law and Politics, Economics)
September 23 (Wednesday) 8:50 - September 25 (Friday) 16:50
(Business Administration, Science and Technology, Policy Studies, Human Welfare, Education, International Studies)
September 24 (Thursday) 8:50 - September 25 (Saturday) 16:50
・Period for revising schedules
September 30 (Wednesday) 8:50 - October 1 (Thursday) 16:50
・Period for revising schedules
November 16 (Monday) 8:50 - November 20 (Friday) 16:50
[AY 2020 Course registration website>

4. Fall Semester Grading System
Classes will be evaluated as usual, with a few exceptions. This means that grading will be based on scores in class, reports, and online in-class tests.
However, some undergraduate and graduate schools will conduct written tests in classrooms for certain subjects during the exam period. We will look into exercising consideration for students who are unable to take exams on campus.
For information on fall semester grading systems, be sure to check the Grading section in the syllabi of the courses you are taking. Note that it may not be possible to conduct exams due to the state of COVID-19 infections, even if students are graded through exams. If it becomes impossible to conduct exams, information about the substitute grading systems will be listed in the Notes column of the Grading field in the syllabus system, so please check them.

5. Things to Note When Coming to Campus
When coming to campus, check the following points in advance, and act to protect yourself and other people. Please behave and observe infection etiquette so as to avoid disturbing members of the public when going to school. Take care not to shout or make loud noises in large groups.

<Who should not come to campus>
If any of the following apply, do not come to campus.
① You have a fever or cold symptoms (or it has been less than two days since your symptoms disappeared)
② You have returned to Japan from overseas, or entered Japan, in the past two weeks
③ You have been in close contact with someone infected with COVID-19
④ You were notified by the contact-tracing app COCOA that you were in contact with someone who tested positive
⑤ Someone whom you live with, such as a family member, has a fever and cold symptoms
⑥ Someone whom you live with, such as a family member, is eligible for a PCR test or other test

<What you can do on your own to prevent infection>
Be aware of the following when coming to school, when you are on campus, and when you go home.
・Prepare your own mask, and wear it (watch out for heat stroke, and remove it when you can keep your distance from other people).
・Maintain social distan cing.
・As much as possible, avoid facing people head -on when speaking to them. ç
・Diligently wash and disinfect your hands.
・Act to avoid the three Cs (closed spaces, crowded places and close -contact settings).
・ Install the contact-tracing app COCOA, or keep a record of your activities. For the time being, we strongly urge students to refrain from mixers, drinking parties and dinner parties.
*Contact-tracing app COCOA Users can quickly receive support from public health centers, such as testing, by 

knowing that they were in contact with an infected person. It is expected that an increase in users will lead to preventing the spread of infection.
(MHLW website)

How to install (from the MHLW website)

6. Things to Note When Taking Classes in Classrooms
When coming to campus, check the following points in advance, and act to protect yourself and other people. Please behave and observe infection etiquette so as to avoid disturbing members of the public when going to school.
<Maintaining social distancing>
・Keep one seat’s worth of distance in all directions when sitting.
・Do not use seats which are marked as being unusable.

<Wearing masks, disinfecting and washing hands>
・As a general rule, wear a mask.
*If you cannot wear a mask because of your physical condition or another reason, contact the office of your School or the teacher in charge.
・W ash your hands and disinfect them regularly. W e will set up hand sanitizer dispensers in each classroom where in-person classes will be conducted (or in each building, for those without classrooms)

<Classroom ventilation>
・In response to classroom situations, we will ventilate classrooms through measures such as running fans every 30 minutes for about five minutes and leaving windows open (this does not apply to classrooms where it is not physically possible to open and close the windows).
<Preventing droplets which spread infection>
・Do not shout in loud voices and gather in large groups, making noise.

7. Places to Stay During Breaks and Between Classes, Places to Eat
We will make empty classrooms available as places to stay during break time and free time, so please use them while making sure to avoid the three Cs (closed spaces, crowded places and close-contact settings). Open classrooms may also be used as places to eat lunch (except at the Osaka Umeda campus).

The Central Auditorium on the Nishinomiya Uegahara campus will be open as a place to stay from 1st to 5th period, but eating and drinking is prohibited. It is not available for use on weekends and public holidays, and when it will be used as the venue for an event.
The cafeteria and shops at the Student Union, as well as some shops, will reopen after taking infection prevention measures.
<Operating hours>

When talking during a meal, be aware of the following points, which may spread droplets that can infect people.
・Maintain social distancing and avoid sitting directly across from one another.
・Speak softly.
・W ear a mask after you fin ish eating.

8. Use of Commons Facilities, Computer Rooms, and the University Library
The Commons facilities on each campus, as well as some computer rooms, will be made available as individual study spaces. If you wish to take online classes on campus, you may use the Commons or designated PC classrooms.
Note that the university network is experiencing heavy traffic. Refrain from using the university network (through wired/wireless connections) in places other than the Commons and designated computer rooms, and avoid sending/watching videos that are unrelated to your classes, even if you are in the Commons and designated computer rooms. It may cause disruptions to online classes. We will not place restrictions on students taking online classes with their own Wi-Fi devices.
Please use headphones when taking online classes to avoid disturbing other students. The libraries at each campus have loosened the reservation-only restrictions on usage, and are now open, with set limits on the maximum number of people who can be inside.
(1) Using the Commons
As a measure to prevent COVID-19 infections, the Commons will only be available for use after class as an individual study space, with seating restrictions (the Commons cannot be used for group activities). Also, please observe the precautions for use of the Commons facilities at each campus.
It is expected that the method of use, etc., may change, in light of the future state of infections in society. We will make an announcement at that time.

[Operating hours for each Commons]
<Nishinomiya Uegahara Campus>
・Building H and Central Auditorium Commons (open on weekdays from 8:50 to 18:30, closed on Saturday and Sunday)
<Nishinomiya Seiwa Campus>
・Rippla Learning Commons (open on weekdays from 8:50 to 18:30, closed on Saturday and Sunday)
<Kobe Sanda Campus>
・Academic Commons (open on weekdays from 8:50 to 18:30, open on Saturday from 8:50 to 12:20, closed on Sunday)
[Points to Note]
● Although there are computers available to rent out at each Commons, the number is limited.
● You may take online classes (on-demand format) at the Commons, but refrain from taking classes where there will be voices coming from the speakers or where you will have online discussions, which will bother those around you.
● Headphones are not available to be rented out. Please bring your own.

(2) Using Computer Rooms
We will ease the restrictions on reservation-only use, and open them up with a reduced number of seats. Available rooms and times are as follows.
<Nishinomiya Uegahara Campus>
・Media and Research Building Computer Rooms #3 through #7)
(open on weekdays from 8:50 to 18:20, and on Saturdays from 8:50 to 18:00)
・Building #4 Annex, Classrooms 101A and 101B (open on weekdays from 8:50 to 18:20)
<Kobe Sanda Campus>
・Building VI M edi a Forum (in accordance with the opening hours of the Library Media Building)
・Building VI Classrooms 202 and 203 (open on weekdays from 8:50 to 18:20)
<Nishinomiya Seiwa Campus>
・Building 6, Computer Rooms #1 to #3 (open on weekdays from 8:50 to 18:20)
<Osaka Umeda Campus>
・14th Floor, Computer Corner (be sure to check the website in advance for available times and how you can use the computers.
[Points to Note]
 ●Priority is given to those using computers for class.

Check the website for the operating hours of the Kobe Sanda Campus Library Media Building.
● You can take online classes (on-demand format) in computer rooms.
● Headphones are not available to be rented out. Please bring your own.
(Headphones with USB connectors or 3.5mm stereo mini plugs can be connected. If you will connect to a desktop terminal, in general, you will need
a cable that is more than 1.2m).

(3) Using the University Library
Starting on September 23, library facilities will be open to students and faculty members. Reservations will no longer be necessary, but entry may be restricted if the library becomes crowded.
University Library Website
<Operating hours>
 Open from 8:50 to 18:30 on weekdays and Saturdays (closed Sunday)
 For more, view the library calendar ( ).
<Suspended services>
 Group browsing rooms, individual research rooms, installed computers, rental laptops, and audiovisual materials may not be used.
*Please bring in your own laptop to use.

9. Online Class Format
*Refer to the attachments for more information.
The format of online classes will vary according to the supervising teacher, such as assignments and summaries being posted online, or videos being broadcast.
Syllabuses have been changed to more appropriately achieve the class objectives as online classes. Check the Course Format and the Study Required Outside Class fields for your registered classes on the syllabus system.

<Procedures to Prepare for Taking Online Classes (For Fall Semester 2020)>

<Manual for Browsing Syllabuses for fall semester 2020>

10. Preparing an Online Environment
You will need a computer and an environment with Internet access to register for and take online classes. Refer to the following sites and prepare them. You may take classes using tablets and smartphones, but some functionality is limited.
<Refer to the Wiki for online classes>

Note that we are renting out mobile Wi-Fi routers (volume of 60 GB/month) and laptops for free to students who have been unable to prepare an online environment for taking classes for financial reasons. If you require help, please apply as soon as possible (you will be responsible for the shipping fees). Refer to the flyer below for more details.
<Mobile router information>
<Laptop information>
<Contact> KG Coop Forum 0798-53-5150

11. Online Printing Services
 We offer online printing services at convenience stores for students who are having
difficulty with online classes because they do not have printers. If you require help,
please apply as soon as possible. Check the page below for more information.
<Online printing services>

12. Tuition Payments and Leave of Absence Procedures
The deadline for tuition payments has been extended for a month, from November 9 to December 9. Kwansei Gakuin University also has a system for deferring tuition payments. Please contact the office at your affiliated School or Graduate School if you
are unable to pay your tuition by the deadline.
If you would like to request a leave of absence, submit the designated documents within a month of the start of the Fall semester. Discuss it in advance with your affiliated School or Graduate School.
<Contact information>

13. Financial Support Such as Scholarships
Due to an increase in students whose household financial situations have suddenly undergone major changes, and who are having difficulty paying tuition, Kwansei Gakuin University has set up special 2020 scholarships and HECS-type loans. The details are as follows. 

① Special Scholarships
Kwansei Gakuin University will provide special scholarships to support students whose household financial situations have suddenly undergone major changes, and who are having difficulty paying tuition. The scholarship amount shall be limited to either 400,000 yen (the annual amount) or the equivalent of half (rounded down to the nearest thousand yen) the amount of tuition (academic expenses) whichever is
Note that there will only be one round of applications for the year.

② HECS-Type Loans
Kwansei Gakuin University will set up HECS-type loans for students who are having financial difficulties due to reduced income from part-time jobs, etc., as a result of COVID-19. The amount of the (no-interest) loan will be over 30,000 yen, with the equivalent of annual tuition fees (roughly 700,000 to 1,200,000 yen) as the upper limit. Repayment will be deferred until the income of the student after graduation exceeds 4,000,000 yen. Note that if the student’s income after graduating falls below 4,000,000 yen, repayments for the following year will be deferred. The annual amount shall be 120,000 yen (in annual installments, or in a lump sum if the loan amount is 120,000 yen or less), but a larger amount can be repaid.
Check the link for details.

③ National Study Support System for Higher Education
You are eligible for the national study support system if it is confirmed that you fulfill the conditions because of a sudden change to your household financial situation, and your income prospects after that change, due to COVID-19. Please read the following for details.
MEXT Website
<JASSO Website>

14. Counseling Services for Students Who Are Worried or Anxious (Classes, Student Life, Mental Anxiety)
Due to the spread of COVID-19, the environment has changed from what it was
before, and there are many people who are suffering from various problems. In addition
to the information provided on the website and face-to-face consultations in the office,
we also accept consultations by phone and e-mail. We hope you find this information
useful in helping you to have a better student life.
<List of contacts>

15. If You Are Infected with COVID-19
If you are diagnosed with COVID-19, or you suspect you are infected, please contact the office at your affiliated school or graduate school (or CIEC, if you are an international student at KGU through a student exchange agreement, or a short-term international student at KGU through a CIEC-operated program) by telephone immediately. For more details, check the site below.
<Procedures for dealing with infectious disease>

The situation regarding the spread of the COVID-19 infection is expected to continue changing, and our response to it may change, as well.