OASA K

UN I V ER SI TYCrisisManegantem
G u id e lin eTopics to Explain at the Orientationfor New International Students
The details please refer to P16.
Important matters and preparations to be carried out by individual departments at orientation:1)Presentation of the record of international students
2)Understanding VISA extensions etc., Registration for participation in the academic conferences3)Having regular medical examinations and guidance for enrolling in insurance plans (National Health Insurance, Personal Accident
Insurance for Students Pursuing Education and Research, etc.)

Possible Crises andEmergency Responses(explanation at orientation)(1)Measures for natural disasters(2)Measures for crimes

Safety Precautions for Daily LifeThe details please refer to P16.

General Safety Management
1)Handling the records of international students
2)Understanding VISA extensions etc., Registration for participation in the academic conferences3)Having regular medical examinations4)Understanding conditions of insurance (National Health Insurance, Personal Accident Insurance for Students Pursuing Educationand Research, etc.)(4)Measures for health and sanitation(5)Handling cross-cultural communication(6)Others(1) Matters to be explained as measures for earthquakes
Preparing for typhoons or floods damage(2)Act in accordance with Japanese law so as to avoid causing
accidents, etc., and know how to handle matters should you receive
injury(3)Explanations of safety measures in the case of traffic accidents andfires(4)Explanations concerning health and hygiene(5)Living customs, counseling for incidents related religion etc.,
specifications for the system of counseling(6)The system for handling human relations, sexual harassment,
academic harassment, financial issues etc.

(human relations, sexual harassment)
The details please refer to P17 - P19.

Insurance for International Students

How to Handle Risks
The details please refer to P17.

Insurance the University
Recommends for International
Students
The details please refer to P19.

Response in times of crisis, collection of information and the establishment of contact should be taken in accordance withcharts 1,3,4 and 5 in addition to attaining the help of related institutions
Chart 1: Emergency Measures Organization
Chart 3: System for Contacting the Concerned Parties on Campus in the Case of Emergency (in campus)
Chart 4: Emergency Response System (for accidents or other incidents)
Chart 5: Safety Management System for International Students (within Japan off campus)(Indemnity the cost of transfer or cremate body)http://www.anzen.mofa.go.jp/

In situations presenting risk to international students, the university staff should follow theinstructions in Chart 1, 3, 4, and 5, when handling the situation (including information gathering andmaking contact), with assistance from related institutions.

Items to be prepared before, or instructions to be explained at, the orientation for newinternational students
Instruct students to submit their personal record as an overseas student (including address,telephone number, e-mail address, etc.) to the university.
Instruct students to notify the university when applying for visas (incl. renewal), participating inacademic conferences, temporarily returning to their home country, and leaving Japan for privatereasons.
Strongly encourage students to take regular health-checks and join insurance plans (National
Health Insurance, Personal Accident Insurance for Students Pursuing Education and Research,etc.).
the contact person is, especially for holidays. The risks discussed here are: I. natural disasters
incidents; IV. health problems (intractable diseases, SARS, etc.); V. cross-cultural problems; andVI. Others (human relationships, harassment, and academic, career, tuition and other problems).
As for international students risk management, conduct on a personal basis, when temporarily
returning to their own country, refer to Chapter 5 of The Risk Management Guidelines forStudents Going Overseas.

Daily Operations Regarding Safety Precautions by the University Staff in Charge
Take management of the international students personal records (including address, telephone
number, e-mail address, etc.), including any changes.
in academic conferences, temporary return to their home country, and the leaving of Japan forprivate reasons.
Make sure to strongly encourage students to take regular health-checks.
Keep records of the students insurance situation (National Health Insurance, Personal Accident
Insurance for Students Pursuing Education and Research, etc.).

3

Accidents

dents
When driving a car or riding a motorcycle, students must be aware of their personal responsibilities.
Before driving a car or riding a motorcycle, students must join an insurance plan.
In the case of accident, students must contact the police (110) and the emergency services(119), as well as the staff in charge at the university. (Make clear who the contact person is.)Students should be aware of who to contact when seeking assistance for a language communication problem.
scheme, such as the Comprehensive Renters Insurance for Foreign Students Studying in Japan.
moving into the place.
The university should conduct simulations, based on the scenario of a student s death fromfuneral procedures).

4 Health and Sanitation

studying or research.
Be ready for a worst case scenario with health problems. (It is best to use insurance.) For
example, conduct simulations based on the following key points, based on the scenario of aExplain the following to the students and make sure they pay close attention to the explanation.

1 Natural Disasters
a. Earthquakes

b.Typhoons and Floods

2 Crimes

1. Items to Explain Concerning Natural Disasters(1) Items to Explain Concerning Earthquakes
In the case of an earthquake, students should not panic, but attempt to protect their headwith something soft, like a cushion, and evacuate in an orderly manner.
When an earthquake occurs, students should turn off gas and electrical devices, as well as
the gas at the main, and then evacuate.
Students should make sure that they prepare a portable radio, a torch, and drinking water,and check the location of the evacuation shelter they will need to evacuate to. They should
also take safety measures, such as placement of items to avoid being hit by falling furniture.
Students should be aware of the risk of tsunami.
(2) Items to Explain Concerning Typhoons and Floods
In case of typhoons and heavy rain, students should not remain by, or move closer to, a riveror the sea. They should also try to remain inside.
Students should make sure that they prepare a portable radio, a torch, and drinking water,
and check the location of the evacuation shelter they will need to evacuate to.
In case of typhoons and heavy rain, students should check for weather information on the TV
or the radio, and pay close attention to the situation.
2. Make sure that students are aware that they must abide by all Japanese laws in order to avoid becoming a perpetrator, and should know how to handle the situation if they become a victim.
Students must contact the police (110) and the emergency services (119), as well as the staff
in charge at the university.
There may be a language problem when communicating with the police and the hospital staff,
so students should be aware of who to contact when seeking assistance (interpreter, etc.).

4. Staff Responsibilities Concerning Health Problems
Make sure that students take regular health-checks.
Make clear who to contact or who to consult in the event that students have to take a longleave due to sickness.
Explain the problems caused by not joining the National Health Insurance plan. Also explain
about cases which are not covered by the National Health Insurance plan.
Always keep track of the health conditions of international students, including a check forprevious diseases at the time of entry.
Explain that there is a possibility that students may be sent back to their home country, incases where they are diagnosed with a critical or intractable disease and the member of staffa) Organization of a handling teamb) Response prior to an operation (explaining about the symptoms (language problems), obc) Care support after operation and discharge (tending to the patient s requests and responses)d) Financial issues (medical expenses, health insurance, student status and tuition, and living
expenses after discharge)

5 Cross-CulturalCommunication
6 Others

5. Make clear who to contact for consultation or counseling (mental care support), in cases where astudent has problems concerning lifestyle habits, religion, or other matters.
6. In the case of problems concerning human relationships, sexual harassment, academic harassment,dents are aware of who to contact and the care support system. Also consider carefully those casesthat present language problems in terms of communication.

In the case that an international student dies or becomes critically ill during their study period at theily, transferring of the body, and cremation. Therefore, the university encourages students to obtain an
overseas rescuer s expense insurance for international students, which insures the costs of transfer ofthe body, cremation and other matters.

Publicity Coordinator
Director of Departmentof Planning

Emergency
Response
Task Force
Secretariat

Emergency Response
Task Force Members

Head of Public
Relations Division

Public Relations
Division

Coordination of mass media and otheroff-campus matters.
Arrange press conferences etc.

Head of General Affairs
Division

General Affairs
Division

Liaise and coordinate with MEXT andother related authorities.

Government Coordinator
Director of Departmentof General Affairs

Deputy Director
Executive
Vice
President ofGlobalEngagement

HQ Director

Family Affairs Coordinator

All
Executive
Vice
Presidents

President
Deputy Director
Executive
Vice
Presidentof Risk
Management

Dean of faculty
concerned

Members

Administrative Director offaculty concerned

Administrative Staff of faculty
concerned

Cooperation

DepartmentofInternationalAffairs

Executive Vice
President in charge ofEducation

Departmentof Safetyand HygieneInternational Contact
Coordinator
Director of International
Affairs Department

Director ofDepartment of
Education andStudent Affairs

Head of Campus
Life and Career
Support Division

Campus Life andCareer Support
Division

Head of International Affairs
Division
Head of International Student
Affairs DivisionInternational Affairs
DivisionInternational Student
Affairs Division

Administrative Director offaculty concerned

Administrative Staff offaculty concernedAccident Site
Coordinator
Dean of faculty concerned

Cooperation
Director of International
Affairs Department

Head of International Affairs
Division
Head of International Student
Affairs DivisionInternational Affairs
DivisionInternational Student
Affairs Division

Relay information such as overview
of the accident, details and progress
etc. to legal guardian/s. Whennecessary, be contact person for allcommunication with legal guardian/s.

Collect information from site, report tothe headquarters director and provide
information to all relevant persons incharge.
Deliver instructions from theemergency response task force tothe persons in charge on site as wellas arrange a dispatch of appropriate
persons to the site.

Go to site, collect detailed informationand provide feedback to theemergency response task force incharge of handling the incident.
Take care of family members on site.

Emergency(Accident Other Incident)

Organization of emergency team

Emergency (Accident Other Incident)

Contact
Department of Safety andHygiene
Department of International
Affairs

Department
Directors
Cooperation
Partnership(Details)
Merging of affairs
concerning emergency
measures

Department
Administration

Take action at the initial stage
Confer with the persons concerned in each departmentCoordination of contact with outside
Establishment of a venue for emergency measures to contact the police, hospitals, the Immigration
Bureau, insurance agencies and other pertinent agencies
Coordination of contact with the student s family, university, etc.

International Affairs DivisionInternational Student Affairs
Division

Health Care Center( The following affairs must be taken charge of: )Center for International
Education and Exchange

1 In the case of accidents or other incidents, contact between the concerned parties on campus
should as a rule take place baseda on Chart 3.
2 Each department director that has received contact should organize an emergency response teamand unify the efforts of each.
3 The departments by which emergency response teams have been organized must carry out
emergency measures in coordination with and with the cooperation of the Health Care Center,
Center for International Education and Exchange, International Affairs Division, and International
Student Affairs Division in the Department of International Affairs.

Overseas

Domestic

Japanese embassy and consulate
The Ministry of Foreign Affairs(Diplomatic and consular offices inforeign countries)

Report(Contact Counsel)
Contact

University at which the student isregistered Research Institution

Report(Contact Counsel)

International Student
International Researcher
Diplomatic and consular
offices in Japan(an embassy andconsulate in the student s
home country)
The Immigration
BureauContact

Student s Family
Osaka University (Department, Subject)
Establish an office in charge of taking
appropriate measures.

Contact

The Ministry of
Education, Culture,Sports, Science andTechnology