Policies and Guidelines
at Hiroshima University
for Respecting Gender and Sexual
Diversity- To Be Inclusive of LGBT+ Students,
Faculty and Staff*

In the guidelines, “LGBT+” is used as a general term related to gender and sexual diversity toindicate, for example, a lesbian (a woman attracted to women), gay (a man attracted to men),bisexual (an individual attracted to both women and men), and transgender individual (whose
gender identity is different from the sex that they were assigned at birth).

【First edition】
Recognition by the Education and Research Council on December 17, 2019
(Application effective on April 1, 2020)【Second edition】
Recognition by the Executive Board on December 27, 2022
(Application effective on April 1, 2023)<Table of Contents>
Policies for Gender and Sexual Diversity ................................................................. 1
Guidelines for Response ............................................................................................ 2<Response to LGBT+ Students, Faculty and Staff> ................................................. 2
I.

Guidelines ...................................................................................................... 2

II. Counseling..................................................................................................... 2
1.
2.
3.
4.
5.

General Counseling Counter................................................................................ 2
Counseling Counter to Address Problems with Classes ..................................... 3
Counseling Counter to Address Worry ................................................................ 3
Counseling Counter to Address Trouble .............................................................. 3
Information and Awareness ................................................................................. 3

III. Use of Facilities, etc. ..................................................................................... 4
1.
2.
3.

Restrooms ............................................................................................................ 4
Locker Rooms ...................................................................................................... 4
Health Examinations ............................................................................................ 4<Response to LGBT+ Students> ............................................................................... 5
Treatment of Students’ Names and Gender Information ............................ 5

I.
1.
2.
3.

Preferred Names .................................................................................................. 5
Gender Information .............................................................................................. 6
Handling of Names and Gender Information ....................................................... 6

II. Classes .......................................................................................................... 7
1. General Remarks and Behaviors in Classes ....................................................... 7
2. Preferred Titles ..................................................................................................... 8
3. Gender-based Group Assignments ..................................................................... 8
4. Sports Classes ..................................................................................................... 8
5． Classes for Which Outfits Need to Be Changed .................................................. 9
6. Handling of Gender Information and Names on Class Rolls ............................... 9
7. Off-campus Learning (Teaching Practicums, Internships, Nursing Care
Practicums, etc.)................................................................................................. 10

III. Campus Life................................................................................................. 11
1.
2.
3.

Student Dormitories, etc..................................................................................... 11
Studying Abroad ................................................................................................. 12
Job Hunting ........................................................................................................ 12

IV. Students Who Have Partners ..................................................................... 12<Response to LGBT+ Faculty and Staff> ................................................................ 13I.

Treatment of Names and Gender Information of Faculty and Staff ......... 13
1.
2.
3.
4.

Preferred Names ................................................................................................ 13
Registration and Change of Gender Information ............................................... 14
Handling of Gender Information ......................................................................... 14
The Concept of “Gender” in Gender-based Positive Action .............................. 15

II. Personnel Systems and Benefits for Faculty and Staff with Partners ..... 15
Appendix…………………………………………………………………………………….. 17

Policies for Gender and Sexual Diversity
Hiroshima University was established with the vision of realizing “a single unified university,” freeand pursuing peace. Based on this principle, we strive to accept a wide variety of individuals, respect
each individual’s autonomy, eliminate discrimination, and establish an environment in which all our
members can fully demonstrate their capabilities to the fullest extent possible without any worry.
In addition, the Hiroshima University Charter (enacted on December 27, 2021) pledges that the
University, in all its activities, will not tolerate discrimination or harassment of any kind in relation
to ethnicity, nationality, religion, belief, gender, economic or social status, or disability, and will
respect and protect the human rights and individuality of each person.
To implement specific measures toward realizing our ideals, we hereby formulate the Policies
for Respecting Gender and Sexual Diversity, based on which we establish response guidelines.
1.

We Respect Gender and Sexual Diversity.
We respect each individual’s diversity, such as gender identity, sexual orientation, gender
expression, and sex characteristics*.

2.

We Do Not Discriminate on the Basis of Gender, Sex or Sexuality.
Placing our cornerstone on gender and sexual diversity and equality, we do not discriminate on
the basis of gender, sex or sexuality.

3.

We Respect Each Individual’s Gender and Sexual Autonomy.
We respect each individual’s gender and sexual autonomy. Each individual’s gender, sex andsexuality, and also whether or not they will disclose them, should be controlled based on theirautonomy.

4.

We Foster an Inclusive Environment in Terms of Gender, Sex and Sexuality.
We foster an inclusive environment for all our members.
An inclusive environment here means one in which each individual is respected, enablingthem to live as their true self without any worry, fully demonstrate their characteristics, andengage in the production of new knowledge without any hesitation. Gender, sex and sexuality
are particularly important elements for establishing each individual’s identity. We foster anenvironment in which all our members can engage in their activities without any worry andunnecessary restraints, irrespective of gender, sex and sexuality.
*

Term Definitions
Gender identity = Which gender you do, or do not, identify with
Sexual orientation = Which sex and/or gender you are, or are not, attracted to
Gender expression = How you do, or do not, communicate your gender through yourappearance and behavior
Sex characteristics = What physical features relating to sex you do, or do not, have1

Guidelines for Response<Response to LGBT+ Students, Faculty and Staff>
I.

Guidelines

The guidelines show specific responses to be made to ensure that Hiroshima University is an
educational and research institute that respects gender and sexual diversity. As necessary, theguidelines present Policy to explain our policies and views, Response to describe points that faculty
and staff should note when responding to LGBT+ students, and LGBT+ Individuals to explain toLGBT+ students, faculty and staff what they should do to receive support.
The most critical point when responding to LGBT+ individuals is to confirm their intention at
the beginning. It is, of course, important to take account of the existence of minorities in all aspects
of university activities and establish an environment in which all our members can spend their time
without any worry, regardless of gender, sex and sexuality. However, it is not appropriate forfaculty, staff and other people around LGBT+ individuals to make speculations at their own
discretion regarding the individuals’ gender, sex and sexuality and then determine how to respond tothem, or to give them special treatment even though they actually do not want it.
The guidelines have been in effect since April 2020 for items regarding students, and April
2023 for items regarding faculty, staff, and partners. If you have any questions on the guidelines orfind any difference between the guidelines and reality, please inform the LGBT+ CounselingCounter. (See II-1.) We will continue to make strenuous efforts to become an even better university.
We look forward to receiving cooperation from all the university members.

II.

Counseling

1.

General Counseling Counter

Counseling, mainly on the issues presented in the guidelines, is available at the LGBT+ CounselingCounter. Since the counseling staff ensures counselees’ privacy, everyone can use this service
without any worry. Depending on the counseling content, cooperation with related organizations
might be necessary. For the scope and content of such cooperation, the counseling staff confirms
with the relevant counselee in advance.
There are cases where requests from counselees cannot be accommodated, depending on theindividual situation or our circumstances, but they are still encouraged to contact the LGBT+
Counseling Counter without any hesitation.

<LGBT+ Counseling Counter><For Students>
Location: 3rd floor, Student Plaza, Student Services Group
Email：gakusei-lgbt@office.hiroshima-u.ac.jp<For Faculty and Staff>
Location: 4th floor, Administration Bldg.,
Personnel Systems Planning Group
Email: staff-lgbt@office.hiroshima-u.ac.jp

2

Another option is not to seek advice from the LGBT+ Counseling Counter but to make directcontact with any of the following counseling counters (whose contact information is provided inAppendix), if necessary.
If students are not sure where they can seek counseling, they can also contact the Student
Counseling Counter as a general counseling counter. In case of faculty and staff, they can contact the
Human Resources Concierge (HR Concierge). (Contact information is provided in Appendix.)2.

Counseling Counter to Address Problems with Classes

Counseling regarding any problem or difficulty in learning is available at the Accessibility Center.
At Hiroshima University, we follow the basic principles of ensuring that all students canreceive the same, high-quality education and guaranteeing the fairness of assessment. We promotelearning accessibility (ease with which to learn and participate), and make reasonableaccommodation for students with social barriers to learning.
3.

Counseling Counter to Address WorryCounseling regarding concerns about gender, sex and/or sexuality is available in the counselingsection and the mental health section of the Health Service Center. Students can also contact the Peer
Support Room.
4.

Counseling Counter to Address Trouble

If students, faculty or staff experience, regarding their gender, sex and/or sexuality, any lack ofunderstanding from other students, faculty or staff, etc., suffer bullying, discrimination, or
disadvantage, or have any other types of trouble, counseling is available at the Harassment
Consultation Office.
Possible examples of harassment on the basis of gender, sex and/or sexuality are presented
below:
Making insulting remarks regarding an individual’s gender identity, sexual orientation, gender
expression, sex characteristics, etc.
Assuming that an individual is inferior or undesirable in terms of personality, capability, action,
inclination, etc., simply because the individual is a sexual minority.
Revealing an individual’s gender identity, sexual orientation, gender expression, sex
characteristics, etc. to a third party, or spreading information on them without permission fromthe individual. (This is called “outing.”)
At Hiroshima University, these behaviors are prohibited based on the harassment guidelines.
https://www.hiroshima-u.ac.jp/harass/siryo/guideline
5.

Information and Awareness

The Research Center for Diversity and Inclusion and the Harassment Consultation Office makeefforts to raise campus awareness of gender and sexual diversity, and they provide information to
those who would like to know more about it by providing access to and lending books, DVDs,
materials, etc.

3III. Use of Facilities, etc.

1.

Restrooms

Many of the on-campus restrooms for the disabled and accessible restrooms are designed as unisex
facilities. Those who find it difficult to use gender-specific restrooms are encouraged to use such
unisex facilities.
For the locations of such restrooms, see the barrier-free map for each campus.
Higashi Hiroshima Campus
https://www.hiroshima-u.ac.jp/access/higashihiroshima/barrierfreemap_higashihiroshima
Kasumi Campus
https://www.hiroshima-u.ac.jp/access/kasumi/barrierfreemap_kasumi
Higashi-Senda Campus
https://www.hiroshima-u.ac.jp/access/senda/barrierfreemap_higashisenda
2.

Locker Rooms

We will install unisex changing booths in the future.
In addition, we will equip some accessible restrooms with a changing board. Since some people
can use only accessible restrooms, we ask all university members to show consideration for one
another.
3.

Health Examinations

Periodic health examinations are conducted in gender-specific time slots. However, upon request,
individual examinations can be scheduled during the health examination period. This point isannounced in the notices of health examinations.
For chest X-ray examination, examinees are X-rayed while wearing a T-shirt, etc.
There is a gender section in the medical record, as required by Article 23 of the Regulations for
Enforcement of the Medical Practitioners Act.
The gender reported to us will be automatically printed on the health examination form.

4<Response to LGBT+ Students>
I.

Treatment of Students’ Names and Gender Information

Policy We understand that disclosure of students’ names, gender information (family relationshipinformation), etc., in their Family Registry might cause them disadvantages. We raise our university
members’ awareness of that possibility and ensure that students’ names and sexual and/or gender
information are handled carefully.
While responding flexibly so that students can spend their school life by the names that theywould like, we strive to reduce opportunities for their gender information to be needed and review
our gender-specific practices, in order to protect students from being excluded or having trouble on
the basis of their gender.
1.

Preferred Names

Response If students complete the designated procedure, they can change their names on theschool register to preferred names. In principle, not only their signatures but also the signatures of
their parents, guardians, etc. are required. If they have come of age, however, students can change
their names on the school register without the signatures of their parents, guardians, etc., as long as
they have explained the change to their parents, guardians, etc.
LGBT+ Individuals If students would like to change their names on the school register to preferrednames because of their gender disparity, they can change them in principle by completing thedesignated procedure, although the signatures of their parents, or guardians, etc. are necessary. Thisis because a change of their names on the school register to preferred names means that the preferrednames will be used for all the activities that they engage in as students of Hiroshima University,whether on or off campus, and because we believe that it would be difficult for us to endorse suchactivities without the consent of their parents, or guardians, etc. If students have come of age, thesignatures of their parents, or guardians, etc. are not a requirement. However, when students cannot
obtain the signatures of their parents or guardians, etc. , the students must definitely explain to theirparents, or guardians, etc. about the change of their names on the school register to prevent trouble
from occurring.
If the students do not have Japanese nationality, they need to take account of how to handle thechange in terms of immigration control. For details, students are encouraged to contact the LGBT+
Counseling Counter.
If students are engaged in any on-campus work and receive pay, remuneration, etc., pay slips
and some other in-house documents contain their names as indicated on their Family Registry.
Note

If students change their names on the school register to preferred names, the preferred names
will be used in almost all the documents issued by us. If they request, we will issue a
Certificate for Use of Preferred Name. However, should any disadvantage occur as a result ofa difference between their names on a document issued by us and their names on their Family
Registry, they need to handle the disadvantage on their own responsibility. They areencouraged to seek counseling from the LGBT+ Counseling Counter and make carefulconsideration before making their decision.

5

2.

Gender Information

When applying for an entrance examination for Hiroshima University, applicants usually use gender
information provided on their school grade transcripts and other documents. If they pass theexamination, the gender information is registered on the school register at Hiroshima University.
The gender information on this school register cannot be changed, unless the gender information on
their Family Registry is changed.
As indicated in I-3, however, we manage gender information as personal information to behandled carefully and ensure that it is not exposed in their regular campus life.
3.

Handling of Names and Gender Information

Policy For preparation of rolls and documents, we ensure in principle that they are free of a gendersection, unless such a section is indispensable. Even if such a section is included, we handle theinformation carefully to prevent it from being disclosed in disregard of the relevant student’s will.
(See II-6.) However, this approach does not apply in the case of an emergency, such as when an
accident or incident occurs. In such cases, we might disclose the relevant student’s gender
information and name on their Family Registry to the necessary persons concerned without
permission from the student.
For certificates and other documents that we issue, we ensure that gender information is notprovided to the fullest extent possible. Inquiries for details are available at the LGBT+ CounselingCounter.
LGBT+ Individuals For certificates, even if their formats are designed to provide gender
information in principle, there are cases where we can issue a certificate without such information, if
requested by students. Such students are encouraged to contact the counter by which the relevant
document will be issued.
If students suffer any disadvantage as a result of the provision of gender information on a roll or
document, they are encouraged to contact the person who has prepared it. Alternatively, they areencouraged to seek counseling from an appropriate counseling counter, depending on the type of
disadvantage.
1)

School Register
Response In principle, gender information on the school register is disclosed only toadministration staff in charge of school affairs and students and to tutors. (For the handling ofstudents’ gender information in case that it is needed by faculty members in charge of classes,
see II-6.) Staff in charge of school affairs and students and tutors need to be aware that somestudents might suffer disadvantage in a wide variety of ways if their gender information on their
Family Registry (or their former gender information on their Family Registry) is provided onrolls or other documents, and they need to handle such information very carefully to prevent
any leakage.
This approach is also applicable to the handling of the names on the Family Registry ofstudents using preferred names. Such names are disclosed only to administration staff in chargeof school affairs and students and to tutors, who must handle the names on the Family Registryvery carefully.

2)

Rolls
Response In principle, the format of rolls needs to be free of a gender section. If gender
information needs to be provided on rolls, they need to be managed cautiously. Once the rolls
become unnecessary, they need to be discarded promptly.

6

3)

Statistical Research and Experiments
Response Even if it is necessary to obtain a gender and/or sex ratio in statistical research forthe purpose of, for example, promoting gender equality, we recommend such categories as“Other” and “Non-response” be provided.
In case of an academic experiment which requires subjects of a certain gender and/or sex,
the researcher needs to examine the necessity once again and explain the academic necessity
when recruiting subjects or conducing the experiment.

II.

Classes

1.

General Remarks and Behaviors in Classes

Policy In classes provided at Hiroshima University, all students are respected equally regardless ofgender, sex and sexuality. We facilitate an environment in which students are not excluded, do not
feel that their dignity is being hurt, or do not have difficulty in classes on the basis of gender, sex or
sexuality.
Response Faculty members in charge of classes need to examine their teaching methods andconduct their classes carefully so that students are not unnecessarily identified in terms of genderand sex. If students might need to engage in gender-based group assignments in classes, the faculty
members need to indicate the possibility in advance on the syllabuses or other documents. In
addition, faculty members in charge of classes also need to always consider the possibility thatstudents may request consideration, and if students do so, the faculty members need to respond as
flexibly as possible.
When conducting classes or supervising research, faculty members are not allowed to make adiscriminatory joke, ridicule, engage in teasing, etc. on the basis of students’ gender identity, sexual
orientation, gender expression, sex characteristics, etc. Moreover, they need to be mindful ofquestions and directions that will force students to disclose their private information. Also, they needto try to avoid giving examinations and assignments, such as report writing, that are difficult forsexual minorities to handle or cause them mental suffering.
On campus, freedom of speech and freedom of religion are protected. However, even those who
cannot tolerate homosexuality, transgenderism, etc. on the basis of their religions and beliefs are notallowed to clearly attack our university members simply because they are sexual minorities or to act
without respecting the human rights of such individuals.
LGBT+ Individuals If students are worried whether there is any gender-based division in classes
that they would like to register for, they are encouraged to check the syllabuses before deciding toregister for them. If they request consideration, they are encouraged to contact the LGBT+
Counseling Counter or the faculty members in charge of the classes.

7

2.

Preferred Titles

Policy We encourage all university members, including faculty members in charge of classes, toavoid using gender-specific titles when addressing students in classes and to use “san” or any othernon-gender-specific title. This approach is also applicable to foreign language classes. For titles usedin foreign languages, we provide information and, at the same time, seek information from alluniversity members.
Response Faculty members in charge of classes are encouraged to use a non-gender-specific title
to the fullest extent possible when addressing students. In addition, they are encouraged to collectinformation on non-gender-specific titles in foreign languages.
LGBT+ Individuals If students request consideration for the handling of their names and preferred
titles, they are encouraged to contact the LGBT+ Counseling Counter or the faculty members incharge of their classes.
3.

Gender-based Group Assignments

Policy We encourage all university members to avoid unnecessary gender-based groupassignments in classes.
Response Faculty members in charge of classes need to first consider whether gender-based groupassignments are really necessary in their classes and whether there is any other option. If genderbased group assignments are essential and might be given in classes, the faculty members need toindicate the possibility in advance on the syllabuses or other documents.
LGBT+ Individuals If students are worried whether there is any gender-based group assignment inclasses that they would like to register for, they are encouraged to check the syllabuses before
registration. If they request consideration, they are encouraged to contact the LGBT+ CounselingCounter or the faculty members in charge of the classes.
4.

Sports Classes

Policy We also encourage sports classes to be organized without gender-based group assignments
or gender-based rules.
Response Those in charge of sports classes are encouraged to break away from conventions andconsider whether there is any possibility of organizing classes without gender-based groupassignments or gender-based rules. They are also encouraged to prevent outfits and equipment inclasses from becoming more gender specific than necessary. For points to note regarding intensive
lessons that require an overnight stay, see II-7 3).
If gender information is absolutely necessary, those in charge of sports classes need to file anapplication, accompanied by a description of the reason, to administration staff. If there is apossibility that there will be gender-based group assignments in classes, those in charge of theclasses need to indicate the possibility on the syllabuses.
LGBT+ Individuals If students are worried about gender-based group assignments, outfits,
equipment, and locker rooms in sports classes, and overnight stays for intensive lessons, they areencouraged to check the information on the syllabuses before class registration. If necessary, they
are encouraged to contact the LGBT+ Counseling Counter or those in charge of the classes.

8

In the West Gymnasium, there is an accessible unisex restroom. We will install anotheraccessible restroom, where we will also install a shower booth and a changing booth. Since somepeople can use only accessible restrooms, we ask all university members to show consideration for
one another.

5． Classes for Which Outfits Need to Be Changed
Response If students need to change their outfits for classes, those in charge of the classes need toclearly indicate the necessity on the syllabuses. If students say that they feel hesitant to use genderbased locker rooms, those in charge of the classes need to respond flexibly by, for example, having
the students use the locker rooms at a different time or by having them change their outfits in adifferent room.
LGBT+ Individuals If students feel hesitant to change their outfits in gender-based locker rooms,
they are encouraged to contact the LGBT+ Counseling Counter or the faculty members in charge ofthe classes.
We will install changing booths and equip some accessible restrooms with a changing board.
Since some people can use only accessible restrooms, we ask all university members to show
consideration for one another.
*

For the latest information on the installation of facilities for changing outfits, contact theLGBT+ Counseling Counter.

6.

Handling of Gender Information and Names on Class Rolls

Policy In principle, gender information on class rolls is not disclosed to the faculty members incharge of classes. Although tutors and administration staff in charge of school affairs and students
can access students’ gender information through the school register, they handle it carefully toprevent any leakage.
As indicated in I-1, if students change their names on the school register to preferred names, thechange is reflected in all the class rolls. Although tutors and administration staff in charge of schoolaffairs and students can identify such students’ names on their Family Registry, they handle theinformation, as well as their gender information, carefully.
However, this approach does not apply in the case of an emergency, such as when an accident
or incident occurs. In such cases, we might disclose the relevant student’s gender information andname on their Family Registry to the necessary persons concerned without permission from thestudent.
Response If faculty members in charge of classes consider students’ gender information essential
and indispensable to ensure educational effects or security, they can ask the administration staff todisclose the information. In this case, the faculty members need to be aware that some students
might suffer disadvantage if their gender information is disclosed, to handle the gender information
carefully, and to ensure that the gender information is not revealed in disregard of the students’ will.
Once the information becomes unnecessary, it needs to be discarded promptly.
Tutors and administration staff in charge of school affairs and students need to recognize
students’ gender information and names on their Family Registry as personal information that
requires careful handling, so they need to prevent any leakage.
LGBT+ Individuals If students would like to know in detail about the scope of the disclosure of
their gender information and names on their Family Registry, such as to whom and why they havebeen disclosed, they are encouraged to contact the LGBT+ Counseling Counter.

97.

Off-campus Learning (Teaching Practicums, Internships, Nursing Care
Practicums, etc.)

Policy For off-campus practicums, it is sometimes difficult to change practicum partnerorganizations’ policies or facilities. However, we make efforts so that all our students regardless of
their gender, sex and sexuality can undertake a practicum, as long as they wish to do so, by offeringcounseling for students and faculty and staff in charge of practicums and, at the same time, bystriving to obtain understanding from practicum partner organizations.
Response Faculty and staff in charge of off-campus practicums need to strive to obtainunderstanding from practicum partner organizations by notifying them of our policy of respecting
individuals’ gender and sexual diversity, and they need to prevent trouble from occurring.
If students request consideration in terms of handling of their gender information, outfits, locker
rooms, overnight stays, etc., faculty and staff in charge of the practicums need to consult with thepracticum partner organizations so that they will respond as flexibly as possible.
LGBT+ Individuals If students who will undertake practicums request consideration andunderstanding from the practicum partner organizations regarding the handling of their information,
outfits, locker rooms, overnight stays, etc., they are encouraged, in advance, to contact the LGBT+
Counseling Counter or communicate their request to the faculty and staff in charge of thepracticums.
1)

Gender Information
Policy We respond flexibly so that students can select whether they will undertake offcampus practicums by the gender they identify with or by the gender on their Family Registry.
Response If faculty and staff in charge of off-campus practicums are consulted by students
regarding the gender by which they will participate in the practicums, they need to try toaccommodate their request by seeking understanding from the practicum partner organizations.
In addition, the faculty and staff need to ensure that the students’ gender information is notdisclosed to those related to the practicum partner organizations or other practicum participantsin disregard of their will.

2)

Outfits and Locker Rooms
Policy When students undertake off-campus practicums, the outfits that we instruct them towear are not always limited to suits strictly. We allow students to wear other outfits that makethe students look clean and polite. This is because unisex suits are still rare and most suits are
gender specific. If outfits to be worn for off-campus practicums are limited only to suits, somestudents will feel hesitant to participate in practicums.
Response Faculty and staff in charge of off-campus practicums need to inform and seek
understanding from practicum partner organizations that we respect gender and religious
diversity and follow the policy of allowing students to participate in practicums not only instandard suits, leather shoes, etc. but also in other outfits that make the students look clean andpolite. One of the measures for supervising students who will undertake off-campus practicums
is to show specific examples of acceptable outfits.
Even if practicum partner organizations have uniforms, faculty and staff in charge of thepracticums need to ask the partner organizations to accommodate students’ requests to thefullest extent possible or allow the students to wear non-gender specific uniforms.
If students who will undertake off-campus practicums make a request about locker rooms,
faculty and staff in charge of the practicums need to request consideration from the practicum
partners.

103)Overnight Stays, etc.
Policy Few of the overnight stay accommodations that we provide for off-campus learning
have unisex rooms and bathrooms. We respond flexibly by adjusting the use of suchaccommodations.
Response Faculty and staff in charge of off-campus practicums need to take account of thepossibility that some students might have trouble with overnight stays for off-campus
practicums due to their gender, sex or sexuality, consider a wide variety of options, and try to
flexibly respond to requests from such students. Such requests might be accommodated by, forexample, ensuring that the relevant students share a room with a chaperon faculty or staff
member of the gender that the student identifies with or ensuring time during which individuals
can take a bath alone.

III. Campus Life
Policy For university operation, facilities, etc., we strive to ensure easy-to-use functionality for all
our members, regardless of gender, sex and sexuality, and to prevent them from feeling discomfort.
In addition, we aim to provide the necessary information to enhance comfortable use by sexual
minorities.
*

For the latest information on the university’s facilities, contact the LGBT+ Counseling Counter.

1.

Student Dormitories, etc.

Although most of our student dormitories are gender specific, some are unisex. In the unisex
dormitories, a common washing room is available on each floor, but some rooms are equipped witha space for installing a washing machine. The fees vary depending on the room type. Those who
would like to live in our dormitories need to consider these points before deciding to live there.
For details, check the below website.
https://www.hiroshima-u.ac.jp/nyugaku/shien/jyuukyo/gakuseisyukusya
In addition to single rooms, the International House has couple rooms and family rooms that areavailable for students, including international students, enrolled at Hiroshima University and theirfamily members (spouses, partners, and children). When an individual who is not a spouse in a legal
marriage but a partner in a de facto marriage, a partner in a partnership system such as for sexual
minorities, or a partner in an overseas partnership system, etc. wishes to move in, submission of adocument proving the partnership* as provided in IV (page 12) is required. For details, students areencouraged to contact the staff in charge of housing reception.

11

2.

Studying Abroad

Policy In most cases, it is difficult to change the policies and facilities of the foreign institutes
where students will study. In addition, there are sometimes high legal hurdles for students who wish
to use different names and genders from those on their passports while studying abroad. However,some foreign institutes can respond flexibly. We provide counseling for students who would like toparticipate in study abroad programs which we introduce, but they are also encouraged to fully
consider an appropriate foreign institute where they will study.
Response If requested by students, counter staff in charge of study abroad programs need to informthe foreign institutes where the students will study that we follow a policy of respecting individuals’
gender and sexual diversity and to ask them to respond flexibly in terms of the students’ daily living
environment and learning support, thereby striving to prevent trouble from occurring.
LGBT+ Individuals Not all requests from students are necessarily accommodated, but students
wishing to receive support are encouraged to contact counseling counters.
3.

Job Hunting

Policy It is often difficult to change companies’ policies and equipment. However, somecompanies are beginning to respond flexibly.
For job hunting, we provide support for each student to display their capabilities to the fullest
extent possible, regardless of gender, sex and sexuality. The counseling staff members of the Global
Career Design Center have been trained on matters related to gender and sexual diversity. They alsocollect information on companies with a high level of understanding of gender and sexual diversity.
Response Academic advisors and the staff of the Global Career Design Center need to collectinformation in order to identify problems often confronting sexual minority students.

IV. Students Who Have Partners
Policy Students who have partners in de facto marriages, partners in partnership systems such as
for sexual minorities, or partners in overseas partnership systems, etc. may be treated the same asstudents with spouses with regard to class-related and other procedures. However, submission of an
original or a copy of a document proving the partnership* (any one of the documents (1)–(4) below)
is required.
* Documents proving the partnership(1) Partnership certificate issued by prefectures, municipalities, etc.
(2) A document that can confirm the existence of a partnership agreement (same-sex marriage,
domestic partnership, civil union, etc.) in other countries(3) Certificate of residence proving a de facto marriage (with a statement such as “Husband(unregistered),” etc.)(4) Other documents that can confirm the partnership (in case (1)–(3) cannot be submitted)

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[Example]
An authenticated or a certified copy of a notarial deed pertaining to a voluntary
guardianship agreement in which the other party mutually becomes the voluntary guardian,and the Certificate of Partial Matters of the Family Registry, etc., which confirms that bothpartners are not married otherwise
A document proving that the partner has acknowledged the child (Certified Copy of
Family Registry)
A document proving that a wedding ceremony or a reception took place, and theCertificate of Partial Matters of the Family Registry, etc., which confirms that the couple is
not married
Response Faculty members in charge of classes need to ensure that students with partners aretreated the same as students with spouses.
LGBT+ Individuals Treatments such as make-up exams for liberal arts education programs, school
courses, etc. after taking bereavement leave due to the death of a spouse or relative within the third
degree of kinship, absence from classes by taking bereavement leave due to the death of a relative,
or financial assistance due to the death of a relative, may be applied to students with partners as wellas to students with spouses. Students who wish to receive such treatments are encouraged to consult
with faculty members in charge of classes or administration staff.

<Response to LGBT+ Faculty and Staff>
I.

Treatment of Names and Gender Information of Faculty and Staff

1.

Preferred Names

Response In principle, the names of faculty and staff (including those who are employed with astudent status) at Hiroshima University used should be their real names (names as indicated on their
Family Registry). However, except in cases restricted by laws and regulations or our handlingguidelines (e.g., documents (1)–(8) below**), they may use their preferred names*** because of
their gender disparity.
** Documents, etc. for which the use of the preferred names is not permitted(1) Documents related to tax affairs (tax withholding slip, application for exemption for
dependents, application for deduction for insurance premiums, application for special
exemption for spouse, etc.)(2) Documents related to the mutual aid program (membership card, eligible dependent allowance
application, benefit claim forms, welfare program application forms, etc.)(3) Documents related to property savings(4) Documents related to passports(5) Documents related to lawsuits(6) Documents related to insurance (life insurance, employees’ pension, health insurance and othersocial insurances, employment insurance, etc.)(7) Documents related to payroll (documents in which names are printed through the payroll
system (payroll by employee, standard payroll, pay slips, etc.))(8) Other documents for which it is difficult or inappropriate to use maiden names or preferred
names

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*** A preferred name refers to “a name other than one’s real name (name as indicated on the
Family Registry) that is widely used as a substitute for one’s real name (excluding maidenname) or a name that is normally used as a substitute for one’s real name due to genderdisparity.”
LGBT+ Individuals Faculty and staff who wish to use their preferred names may do so bycompleting the designated procedure, and as such, are encouraged to contact the LGBT+ CounselingCounter. Personnel staff of the department to which they are assigned handle inquiries about theprocedure.
2.

Registration and Change of Gender Information

Policy In principle, we register the gender of the faculty and staff on their Family Registry as
gender information. However, it is possible to register a gender for which they feel less discomfort
as the “gender on application,” apart from the gender on their Family Registry, because of theirgender disparity. By registering, they will be treated by the “gender on application” as employees.
Note, however, that systems and procedures of the national government and the Ministry of
Education, Culture, Sports, Science and Technology Mutual Aid Association may require the genderon the Family Registry.
Response To add a gender different from the one on the Family Registry as a “gender onapplication” to the gender information, submission of a document in which the gender disparity of
the applicant is proven by a professional third party (e.g., a medical certificate from a doctor) is
required.
Also, the gender information will be changed if the gender on the Family Registry is changed.
LGBT+ Individuals Faculty and staff who wish to be treated by the “gender on application”
different from the one on their Family Registry or who have changed their gender on their Family
Registry need to follow the designated procedure, and are encouraged to contact the LGBT+
Counseling Counter for details.
3.

Handling of Gender Information

Response We handle gender information carefully to prevent it from being disclosed in disregardof the will of relevant faculty and staff.
We ensure that our forms are in principle free of a gender section. However, forms designatedby the Ministry of Education, Culture, Sports, Science and Technology Mutual Aid Association, anddocuments related to affirmative action taken to promote gender equality and equity are excluded.
The university standardized forms do not have an unnecessary gender section. Forms used byeach department, etc., also need to be free of any unnecessary gender section.

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4.

The Concept of “Gender” in Gender-based Positive Action

Policy Currently, the percentage of our women faculty members in the positions of professor,
associate professor, lecturer, and assistant professor is below 40%, resulting in a de facto disparity
between men and women faculty members. To address this situation, we are taking measures thattarget or favor only women (positive action).
Based on the principle of respecting gender identity, we consider individuals whose gender on
their Family Registry is male but whose gender identity is woman to be woman and thus eligible forthis measure. We also do not prevent individuals whose gender on their Family Registry is female
but whose gender identity is not woman from applying for this measure without clarifying their own
gender identity.
We treat those employed or promoted under this measure as woman, by adding “woman” as“gender on application” to their gender information, apart from their gender on their Family
Registry. Note, however, that systems and procedures of the national government and the Ministryof Education, Culture, Sports, Science and Technology Mutual Aid Association may require thegender as indicated on the Family Registry.
Response Individuals whose sex in the Family Register is male but whose gender identity is
woman and who wish to apply for positive action measures are requested to submit a document inwhich their gender incongruence is proven by a professional third party (e.g., a medical certificate
from a doctor). This is to help prevent gender identity fraud.
LGBT+ Individuals It is possible to apply for positive action measures, such as applying for
women-only open positions or women-only promotions under the above conditions, but it should be
noted that there may be an increased focus on gender of applicants as this action is intended for“women.” Specifically, the following cases are expected.
Applicants may be asked to submit documents indicating their aspirations for gender equality
promotion or may be asked questions about gender equality promotion during the interview.
Applicants may be asked to cooperate with Hiroshima University’s gender equality promotion
activities, although they are free to refuse.

II.

Personnel Systems and Benefits for Faculty and Staff with Partners

Policy Hiroshima University respects diverse lifestyles of its members and supports their lives. To
this end, the personnel systems and benefits related to spouses are applied not only to spouses inlegal marriages, but also to partners in de facto marriages, partners in partnership systems such as
those for sexual minorities, and partners in overseas partnership systems.
Response Faculty and staff with partners are eligible for the same personnel systems and benefits
as faculty and staff with spouses by submitting a document proving the partnership****. However,the systems of the national government and the Ministry of Education, Culture, Sports, Science andTechnology Mutual Aid Association are out of the scope of this policy, as we are unable to provide
our own response.
[Applicable employment regulations, etc.]
https://www.hiroshima-u.ac.jp/about/initiatives/lgbtetc/fs

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Mainly LGBT+ Individuals Application Procedure
Faculty and staff who wish to apply for the above employment rules and regulations should submit
an original or a copy of a document proving the partnership**** (any one of the documents (1)–(4)below) to the administration staff. For details, applicants are encouraged to contact the LGBT+
Counseling Counter.
Response If the above consultation counter receives an inquiry from a faculty or staff member
regarding application, the information shall be shared with the department in charge upon obtaining
the consent of the faculty or staff member.
**** Documents proving the partnership(1) Partnership certificate issued by prefectures, municipalities, etc.
(2) A document that can confirm the existence of a partnership agreement (same-sex marriage,
domestic partnership, civil union, etc.) in other countries(3) Certificate of residence proving a de facto marriage (with a statement such as “Husband(unregistered),” etc.)(4) Other documents that can confirm the partnership (in case (1)–(3) cannot be submitted)[Example]
An authenticated or a certified copy of a notarial deed pertaining to a voluntary guardianshipagreement in which the other party mutually becomes the voluntary guardian, and theCertificate of Partial Matters of the Family Registry, etc., which confirms that both partners are
not married otherwise
A document proving that the partner has acknowledged the child (Certified Copy of Family
Registry)
A document proving that a wedding ceremony or a reception took place, and the Certificate ofPartial Matters of the Family Registry, etc., which confirms that the couple is not married

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Appendix【List of contacts for university services】
Consultation counter

Desk for LGBT and other sexual
minorities

Accessibility Center(for students, faculty and staff)

Place(For students)
Student Services Group
3F, Hiroshima University Student Plaza(For faculty and staff)
Personnel Systems Planning Group
4F, Administration Building

2F, Hiroshima University Student Plaza

Consultation matters

Person in charge

Appointment required

Email:gakusei-lgbt@office.hiroshima-u.ac.jp

Staff

Appointment required (by email)Email:staff-lgbt@office.hiroshima-u.ac.jp

Consultation about LGBT andother sexual minorities

Consultation aboutinconveniences and difficulties in
study

Mental health section:
Health consultation about mind
and stress
Kasumi Campus:
1F, Clinical Administration Building

Contact information

Staff

Faculty member, Accessibility Appointment required
Coordinator
Mon.-Fri. 9：30-17：30

Higashi-Hiroshima Campus:
4F, Hiroshima University Student Plaza

Health Service Center(for students, faculty and staff)

Appointment

Counseling section:
Consultation about various
problems in student life such as
studying, career, interpersonal
relations

Mental Health Section:
psychiatrist
Counseling Section:clinical psychologist

Higashisenda Campus ：1F, Higashi-Senda Innovative ResearchCenter

Appointment required
Mental Health Section:
Mon.-Fri. 9:00-12:00, 13:00-17:00
Counseling Section:(Japanese) Mon.-Fri. 9:00-12:00，13:00-17:00(English) Mon., Tue., Wed., Fri. 9:00-12:00, 13:00-17:00
Appointment required
Mental Health Section:
Mon.-Fri. 9:00-12:00, 13:00-17:00
Counseling Section:(Japanese) Wed., Thu. 9:00-12:00, 13:00-17:00(English) Fri. 9:00-12:00, 13:00-17:00
Appointment required
Mental Health Section:
Tue. 16:00-18:00
Counseling Section:(Japanese only)
Tue. 18:00-21:00
Thu. 19:00-21:00

Tel:082-424-6324
Email:office@achu.hiroshima-u.ac.jp
Tel:082-424-6186
Mental Health Section:
mental@hiroshima-u.ac.jp
Counseling Section:
shinri@hiroshima-u.ac.jp（Japanese ）rcounsel@hiroshima-u.ac.jp（English）
Tel:082-257-5096
Mental Health Section: mental@hiroshima-u.ac.jp
Counseling Section:
shinri@hiroshima-u.ac.jp（Japanese）
rcounsel@hiroshima-u.ac.jp（English）
Tel:082-542-6970
Mental Health Section:
mental@hiroshima-u.ac.jp
Counseling Section:
shinri@hiroshima-u.ac.jp（Japanese)rcounsel@hiroshima-u.ac.jp（English）
Tel:082-424-6328
Email:peer@hiroshima-u.ac.jp

Peer Support Room(for students)

Peer Supporter(Students)

No appointment required
You can check the opening date at the following URL
https://peer.hiroshima-u.ac.jp/index.html

Faculty member,
Harassment Consultant

No appointment required:Mon.-Fri. 10:00-17:00

Tel:(082) 424-5689, 7204, 4352
* Appointments for any campus will be accepted at
Higashi-Hiroshima Campus.
Email (Appointment):harassos@hiroshima-u.ac.jp (for consultation only)

Kasumi Campus:
1-3F,Common-use Building 1

Faculty member,
Harassment Consultant

Appointment required:Mon.-Fri. 13:00-19:00

Tel:（082）257-1519

Higashisenda Campus:
B-107, Common Facility Building B

Faculty member,
Harassment Consultant

Appointment required

4F, Hiroshima University Student Plaza

Consultation about various
problems in student life

Higashi-Hiroshima Campus:
1BF, Central Library
Harassment Consultation Office(for students, faculty and staff)

If you have any comments or questions about Peer Support Room, pleasecontact the email address above.
* We do not consult by email. Please come to the room
if you would like to consult.

Consultation about harassment

Research Center for Diversity andInclusion
8F, Building B, School of Education(for students, faculty and staff)

Raising awareness and providing
information on gender and sexual
diversity

Faculty member

By making an appointment by e-mail, you can surely consult.
If there is a person in charge when you come to the center, we will takeyour consultation at any time.

Tel:082-424-4559
Email:ooike@hiroshima-u.ac.jp

All-Purpose Counseling Center
for Students(for students)

Student Services Group
3F, Hiroshima University Student Plaza

Consultation about troubles andproblems

Staff

No appointment required
Mon.-Fri. 8:30-17:15

Tel:082-424-6145
Email:gakusei-senmon@office.hiroshima-u.ac.jp

Human Resources Concierge(HR Concierge)(for faculty and staff)

Personnel Systems Planning Group
4F, Administration Building(consultation via online inquiry form)

Personnel systems andprocedures in general

Staff

No appointment required

URL for Human Resources Concierge (HR Concierge):
https://forms.office.com/r/Ba5d16Kane

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