OIST Graduate University
Policies, Rules and Procedures
Authority:
Approved by the President
OIST School Corporation Act
Private School Act
School Education Act

Chapter 2: Governance and Organization
2.1 Official University Name
In accordance with Chapter II, Article 4, of the Bylaws of the Okinawa Institute of
Science and Technology School Corporation (“the Corporation” or “SC”), the name ofthis graduate educational institution is
Okinawa Institute of Science & Technology Graduate University(sometimes referred to as “OIST Graduate University” or “the University”).
All its academic activities shall be transacted, and all written academic instruments
must be executed, in this official university name by its authorized officers and agentsand authenticated, when necessary, by affixing the seal bearing the name Okinawa
Institute of Science & Technology Graduate University [Link: 2.7]. All businessagreements, contracts, and other legally binding transactions required for OIST
Graduate University must be executed in the official corporate name of the Okinawa
Institute of Science and Technology School Corporation.
2.1.1 OIST School Corporation and OIST Graduate University, through the Boardof Governors, reserve to themselves authority to approve:
2.1.1.1 Use, and revocation of the use, of the official corporate or university nameor any abbreviated name by any non-University person or entity as part of its nameor in any other manner that indicates or implies an authorized relationship with
the University.
2.1.1.2 Removal of the official university name or any abbreviated name from thename of any organizational unit of the University.
2.1.1.3 Use of the official corporate or university name in a manner other thanthat prescribed in administrative policy.
2.1.2. Gifts, Bequests, Donations or Devises [Link: Chapter 7]
All gifts, bequests, contributions, donations and devises made in trust or otherwise
in the name of the University or any abbreviated name, or in the name of any unit of1
ch02_governance-organization_en_20240401_clthe University, shall be transferred to the Okinawa Institute of Science & Technology
School Corporation. The Okinawa Institute of Science & Technology School
Corporation has the authority to manage all transfers intended for the corporation.
2.1.3 University Marks [Link: Chapter 15].
The University shall maintain a consistent visual identity system, including name,marks, and logos, that (a) reinforces and protects the University’s identity; (b)distinguishes the University from other institutions; and (c) reflects the University’s
traditions and heritage.
2.1.3.1 The President or delegate shall maintain administrative policies andprocedures to implement this policy.
2.2 Board of Governors
The ultimate authority and responsibility for the management and operation of the
OIST School Corporation lies with the Board of Governors (“BOG”). The BOG appoints
a President for the OIST Graduate University. The President of the University serves as
the CEO of the Corporation, pursuant to the SC Bylaws. The BOG appoints the Senior
Level Executive who serves as the Vice-CEO of the Corporation, in accordance with the
SC Bylaws. The SC Bylaws and the Rules for the Operation of the Board of Governors
specify the purpose and activities of, and topics to be decided by the BOG. In general,the matters to be decided by the BOG concern management and operation of the School
Corporation and the University. In particular, the BOG is required each fiscal year toreview and approve the annual budget and business plan for the Corporation, which
will have been prepared by the CEO/President, Vice-CEO, Provost, Secretary General,
and Vice-Presidents in consultation with University faculty and staff. In all of its
endeavors, the subjects to be deliberated may be accompanied by reports/opinions of
the Board of Councilors.
2.2.1 The Board of Governors has an Office of the BOG. Secretary to the BOG acts
as the Secretariat and works for the Chair of the BOG with the responsibilities for
preparing agendas and papers for meetings, serving sub-Committees created by the
BOG, managing the affairs of the BOG, and coordinating the activities with the
Senior Level Executives and Faculty Council.
2.3 Board of Councilors
The Board of Councilors (“BOC”) must prepare opinions on specified matters (such as
budgets, borrowing, disposal of assets, donations, changes to the Bylaws) and submit
them to the School Corporation CEO before meetings of the BOG to make decisions on
the matters. The BOC also responds to inquiries from Governors, provides opinions toGovernors, and solicits reports from Governors, regarding the state of the School
Corporation’s operations and assets.
2.4 Roles and Responsibilities
The ultimate authority and responsibility for the management and operation of the2
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OIST School Corporation (SC) lies with the Board of Governors (BOG).
2.4.1 President/CEO
The Board of Governors selects a President for the OIST Graduate University; thePresident also serves as the Chief Executive Officer (CEO) for the School Corporation.
The President, in consultation with the BOG, establishes a management structure for
the University. That structure must effectively and efficiently facilitate thedevelopment, maintenance, operation, and growth of a renowned international
graduate university that promotes outstanding achievement in science andtechnology through education and research and contributes to the self-sustaining
development of Okinawa. The management structure must also ensureadministrative and fiscal accountability and provide transparent oversight regarding
use of government and private funds.
The BOG entrusts the day-to-day operations of the School Corporation and the
Graduate University to the CEO/President, including- management of the University and all its departments, operation of the physicalplant, and administration of the University’s business activities;- preparation of annual University operating and other budgets, which must be
submitted to the BOG for review and subsequent action; and- preparation and submission of periodic plans and reports to the BOG on thestatus of plans and projections and various other reports as needed.
One Senior Level Executive who is appointed by BOG; by the provision of the SC
Bylaws, also serves as the Vice-CEO of the School Corporation. The President may
appoint, and prescribe the powers and duties of, other officers and employees that
the President may deem appropriate to assist in the performance of Presidential
duties and responsibilities.
The President is further responsible, directly or by delegation, for establishing andmaintaining administrative policies and procedures to assure the carrying out ofthese responsibilities.
2.4.1.1 Tokyo Office Director
Tokyo Office Director is responsible for strengthening relationships in Tokyo withJapanese and foreign political, industrial, and academic circles to expand thepresence and activities of OIST at home and abroad through science, technology,
and innovation (excluding responsibilities and duties of other divisions).
2.4.1.2 General Counsel
The General Counsel provides legal opinions and advice in regard to the
University’s policies/business, risk managements, conflicts/disputes cases andcontracts related matters and represents the University in legal matters concerning
external entities. The President may permit the General Counsel to use a title ofVice President for Legal Affairs.
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ch02_governance-organization_en_20240401_cl2.4.1.3 Chief Information Officer (CIO)
The Chief Information Officer (CIO) is responsible for promoting coherence andefficiency through university wide information technology (IT) strategy, andinformation security programs. The CIO is also responsible for conducing special
programs or information related initiatives at the discretion of the President.
2.4.1.3.1 The CIO delegates the development and enforcement of theinformation security program to the Chief Information Security Officer (CISO).
2.4.1.4 Chief Internal Audit Officer (CIAO)The Chief Internal Audit Officer (CIAO) conducts the audit based on the annual
audit plan or on a temporary basis. The CIAO reports those results to the
CEO/President.
2.4.1.5 Ombudsperson
The Ombudsperson provides confidential, neutral, independent and informal
assistance, such as listening, offering information and examining options forresolving concerns, to employees and students who have concerns arising fromtheir work or studies at OIST.
2.4.2 Vice-CEO
The President nominates, and the Board of Governors appoints, the Senior Level
Executive who also serves as the Vice-CEO of the School Corporation.
The Vice-CEO shall support the duties of the CEO or perform the duties of the CEOby proxy in the event that he/she is indisposed or absent. For long-term incapacity
or absence of the CEO, the Board of Governors may appoint an Acting CEO from theGovernors in accordance with Paragraph 2 of the Article 13 of SC Bylaws.
2.4.3 Auditors
Auditors of the School Corporation (SC) are nominated by the BOG from amongindividuals who are not Governors, not employees of the University and notCouncilors; the BOC must concur in the nomination, and the CEO must appoint the
Auditors. The appointment becomes effective only upon approval by the Prime
Minister. Auditors are responsible for auditing SC operations and asset condition,and for reporting on these matters to the BOG and the BOC following the close ofeach fiscal year. Auditors attend BOG meetings and express opinions on the SC’s
operations and asset condition. If, as a result of their audits, Auditors discoverviolations of bylaws or illicit activities concerning the SC’s operations or assets, theymust report these discoveries to the BOG, among others.
2.4.4 Provost and Secretary General
2.4.4.1 Provost
The Provost shall represent the University for academic and research matters. The
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Provost is in charge of interdepartmental coordination between the Dean of
Graduate School, the Dean of Faculty Affairs and the Dean of Research in terms ofacademic affairs and has the authority to allocate resources and manage necessary
resources, such as administrative support for concluding agreements with external
academic partners. The Provost is also responsible for overall research support
functions required for research activities including the research support services
with the Core Facilities led by the Director of Core Facilities (excluding the items
that are under the responsibility of the Dean of Faculty Affairs).
2.4.4.1.1 Vice Provost for Research Finance and Administration
The Provost may have the Vice Provost for Research Finance and Administration
conduct the duties in part of the financial management on research andadministrative matters.
2.4.4.1.2 Associate Vice Provost for Scientific Coordination
The Provost may have the Associate Vice Provost for Scientific Coordination
conduct the duties in part of the coordination of research support related matters.
2.4.4.2 Secretary General
The Secretary General shall assist the President and serve as the final authority
on all administrative matters. The Secretary General oversees all administrative
functions, including financial management, human resources, facility
management, information technology, and Strategy Implementation. The
Secretary General is also responsible for occupational health and safety for
employees and students and risk management of the School Corporation.
2.4.4.2.1 Associate Vice President (SG Office)The Secretary General may have the Associate Vice President in SG Officeconduct the duties in part of governmental relations, rules and procedures, andcompliance.
2.4.4.2.2 Emergency Response Coordinator
The Secretary General may have the Emergency Response Coordinator conduct
the duties in part of the Safety Management on the whole university level.
2.4.5 Vice Presidents, etc.
The following university officers serve as Vice Presidents (including Deans) of the
University as represented in the University Organization Chart in 2.5 below. Each
Vice President is assigned an annual budget, with full authority to administer thebudget for which they are held responsible by the President.
2.4.5.1 Dean of the Graduate School
The Dean of the Graduate School (DGS) is responsible for providing services andprograms that support the full cycle of attending the Graduate School at OIST
Graduate University. Thus the Dean of the Graduate School is responsible for all
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ch02_governance-organization_en_20240401_clelements of planning and support that start with admission and end with
graduation and the initial post-graduate placement. The Dean of the Graduate
School is responsible for all aspects of the graduate school curriculum including
the assignment of faculty to teach the graduate courses.
2.4.5.1.1 Vice Dean of the Graduate School
The DGS may delegate duties to Vice Dean.
2.4.5.2 Dean of Faculty Affairs
The Dean of Faculty Affairs (DFA) is responsible for administration of generalmatters concerning the recruiting, appointment and evaluation of faculty andpersonnel in research units and other groups. The DFA is in charge of academic
and scholarly management in coordination with other Deans and the Provost. The
DFA is also responsible for the operation of University Library and the Center forProfessional Development and Inclusive Excellence (C-Hub).
2.4.5.2.1 Vice Dean of Faculty Affairs
The DFA may have the Vice Dean of Faculty Affairs conduct the duties in part.
2.4.5.3 Dean of Research
The Dean of Research is responsible for developing a network with otheruniversities and research institutions on academic and research matters, which
includes organizing workshops and visiting programs, as well as promotinginterdisciplinarity and inter-unit collaborations. The Dean of Research is also
responsible for grant applications and management (excluding the grants
managed by the Executive Vice President for Technology Development andInnovation).
2.4.5.3.1 Vice Dean of Research
The Vice Dean of Research (Vice Dean of Research: VDR) deputizes for the Deanof Research in (i) developing collaborative networks with other universities andresearch institutions on academic and research matters and (ii) directing grantapplication and management (excluding the grants managed by the Executive
Vice President for Technology Development and Innovation).
2.4.5.4 Executive Vice President for Technology Development and Innovation
Executive Vice President for Technology Development and Innovation administers
the functions that support the University mission to further the self-sustaining
development of Okinawa. Key elements of this mission are management ofintellectual property, technology transfer and business development.
2.4.5.4.1 Associate Vice President for Technology Development and Innovation
The Executive Vice President for Technology Development and Innovation may
have the Associate Vice President for Technology Development and Innovation
conduct the duties in part.
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ch02_governance-organization_en_20240401_cl2.4.5.5 Vice President for Financial Management
The Vice President for Financial Management (VPF) is responsible for all aspectsof the University budgets and the accounting against such budgets. The VPF is
responsible for procurement, which includes tenders, routine procurements andinternal supply lines.
2.4.5.6 Vice President for Buildings and Facilities Management
The Vice President for Buildings and Facilities Management (VPBFM) is
responsible for all aspects of new construction, from the planning throughprocurement, to contract management, to physical constructions and completionof the facility. The VPBFM is responsible for all aspects of building, facility and site
maintenance, including modifications made to University buildings.
2.4.5.7 Vice President for Communication and Public Relations
The Vice President for Communication and Public Relations (VPCPR) is
responsible for public relations in its broadest sense, be it interactions with local,
Okinawan, national, or global communities. The VPCPR is responsible for all
aspects of media and press. The VPCPR is responsible for the logistics of University
events, including workshops, symposia, colloquia, celebrations, and public events.
2.4.5.8 Vice President for Human Resource
The Vice President for Human Resource (VPHR) is responsible for overallmanagement of Employment and Employee Relations Management, Labor
Management Agreement, Talent Development, Training and Education, HR
Management, Recruiting and Relocation, to enhance productivity of the diverse
workforce, to promote diversity, and to improve work-life balance at OIST.
2.4.5.9 Vice President for Information Technology
The Vice President for Information Technology (VPIT) is responsible for ensuringthat IT services are appropriately architected, implemented and maintained. The
VPIT is responsible for ensuring IT remains engaged with all areas of the
University, and that IT services are developed to support the programs and policies
set by the CIO.
2.4.5.10 Vice President for Strategy Implementation
The Vice President for Strategy Implementation is responsible for facilitation of
implementation of President’s annual strategic planning cycle, including but notlimited to tracking and reporting on trends to measure success in the mission areas,
provides advice and support for university strategic and/or cross functional
projects led from other functions, leads specific strategic projects as identified by
the President or the Secretary General, and co-ordinates the implementation ofprioritized strategic projects as directed by the President, for example, by ensuring
tools to facilitate the participation of faculty, researchers and students in the Open
Centers which is being developed under the 5-year strategy of 2024-2029, with an7
ch02_governance-organization_en_20240401_cloutlook to 2034, are made visible and used under the allocated budget.
2.4.5.11 University Community Services Director
University Community Services Director (UCSD)is responsible for providing
campus-wide community services that will enhance the lives of all faculty, staff,
students and their families at the University.

2.4.5.12 Director of Core Facilities
Director of Core Facilities (DCF) is responsible for leading the Core Facilities andensuring the effective provision of common equipment and services provided by
the Core Facilities.
2.4.6 Committees
The University may rely upon committees, standing and ad hoc, internal andexternal, whenever needed to assist in carrying out various functions or to provide
advice regarding selected topics. Whatever their purpose, such committees must be
operated in accordance with the Terms of Reference regarding formation,
composition and organization of each committee. To create the Terms of Reference,refer to the Terms of Reference example. Details concerning the payment ofhonoraria and other expenses for external committee members may be found in
Chapter 26, Finance & Accounting, Appendices.
2.5 Organization Chart

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ch02_governance-organization_en_20240401_cl2.5.1 Detailed Charts
The CEO/President, the Vice-CEO, Provost, Secretary General and the Vice
Presidents are responsible for developing more detailed organization charts for thoseunits that they head. Those detailed organization charts [Link: 2.5] shall be approvedby the CEO/President and internally published with a description regarding
responsibilities and duties of each group/section/units.
2.5.2 Reorganization of the Structure
When the organization of OIST is to be restructured, the proposal of the new
structure shall be approved with Kessai by the CEO/President 14 days prior to theeffective date.
2.6 CEO/President’s Delegation of Authority
As authorized by the Board of Governors, the President/CEO may delegate executive
management and administrative authority to the University's Senior Level Executives.
The CEO/President's delegations of authority authorize the Senior Level Executives toact on behalf of the Corporation/University in the name of the CEO/President and tobind the Corporation/University within the scope of the delegated authority to a legally
enforceable obligation. The CEO/President may condition, limit, or revoke any
authorities so delegated at any time. Authority reserved by the CEO/President may not
be exercised by any other person.
Delegation of authority does not permit those so privileged to violate spending or
signature thresholds established by the CEO/President for fiscal and administrative
control.
2.6.1 Sub-Delegations of the CEO/President's Authority
Senior Executives who have authorities delegated to them by the CEO/President may,
but need not, sub-delegate authorities to employees who report to them and so on
throughout the organization. The Senior Executives are ultimately responsible andaccountable for the proper sub-delegation of the CEO/President's authorities
throughout their units, in accordance with this policy. For purposes of this Chapter,the person who delegates authority to others is a “Delegating Official” and the person
who receives a delegation of authority is a “Delegate.”
2.6.2 Responsibilities of Delegates
2.6.2.1 Delegates may further delegate any delegated authority if it is not
expressly disallowed or limited in any way. However, unless further delegation isrequired, delegates may reserve to themselves any authority delegated to them.
2.6.2.2 Delegates below the level of Vice President must obtain approval from the
Delegating Official in order to sub-delegate any authority delegated to them.
2.6.2.3 Delegates may not delegate greater responsibility and decision-making
authority than they have been delegated, and may not delegate authority to anyone
9ch02_governance-organization_en_20240401_clwho has an individual or institutional conflict of interest related to that authority,
as defined by University policy [Link: Chapter 22].
2.6.2.4 Employees with delegated authority must act only within the scope of thatdelegation. Employees who act outside the scope of their authority and do not havedocumented authority to do so may be subject to disciplinary action, up to andincluding termination.
2.6.2.5 Delegates remain responsible and accountable at all times for the exercise
of any authority they choose to sub-delegate to others.
2.6.3 Requirements for Delegation
2.6.3.1 Delegated authority must be granted and exercised consistent with theterms and conditions of the original delegation and with all applicable laws andUniversity policies.
2.6.3.2 Delegating Officials must delegate authority only to persons who are
current University employees, who have some level of responsibility for the activity
being conducted, who are knowledgeable about University policies, rules, laws,
regulations and procedures, and over whom the Delegating Official has
management authority. All delegations become null and void upon the last date of
employment.
2.6.3.3 Delegating Officials must provide copies of their delegations of authority(new or revised) to the Secretary General and to the General Counsel.
2.6.3.4 For annual budget authority, a delegation of authority is deemed complete
once the budget is allocated on the ERP system. Any other delegation of authority
must be made in writing.
2.6.3.5 Delegating Officials must retain documentation of all of their delegations,and review those delegations at least annually, via the performance evaluation
process, to ensure they are up-to- date and appropriate. This documentation must
be made available upon request.
2.6.4 Ambiguities involving Delegations of Authority
In the event that there is an ambiguity or an inconsistency involving delegation
assignments, the CEO/President or his/her delegate will determine who has theultimate authority.
2.7 Use & Management of Seals
2.7.1 Definition
In this paragraph, the meanings of the terms listed in the following items are asprescribed respectively in those items.

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(i) Official seal
A seal used for documents such as contracts and agreements created by the
University, and the purpose of which is to certify the authenticity of such
documents by affixing the seal.
(ii) Signature
A document created by the University, such as a contract or agreement, is signedby an employee who has the authority to create the document on his or her behalf
for the purpose of certifying that the document is authentic.
(iii) Digital signature
A digital signature as defined in Article 2, Paragraph 1 of the Act on Electronic
Signatures and Certification Business (Act No. 102 of 2000), whose use isintended to have the same effect as an official seal.
(iv) Electronic contract system
An information system or information service that can objectively verify theconclusion of a contract by digital means such as digital signatures or timestamps, and that enables the conclusion of a contract by digital means throughthe exchange of digital information via a communication line.
(v) Official seal, etc.
Refers to those listed in the following items.
a. Official sealb. Signaturec. Digital signature
d. Electronic contract system
2.7.2 Production and Custody
2.7.2.1 Any of University/Corporation’s official seals and digital signatures shallbe produced by the Secretary General and registered in a registry (Official Seal
Registry) developed and maintained by the Secretary General.
Any of the University/Corporation’s official seals and digital signatures are in thecustody of the Secretary General or the officials that are registered in the Official
Seal Registry with an approval of the Secretary General (hereinafter referred to as“Official Seals Management Supervisor”).
Any official seals, etc. shall be kept with utmost care in accordance with theguidelines developed by the Secretary General (hereinafter referred to as“Guidelines for Management of Official Seals.”).
2.7.3 Use of Seals, etc.
The Official Seals Management Supervisor shall follow the provisions of the
Guidelines for Management of Official Seals. when using official seals.
2.7.3.1 Copy of Seal Impression
With a prior approval by the Secretary General, the impression of official seals may
be copied or electronically inserted, when issuing standardized documents, suchas ID cards and certifications or issuing a large number of documents with thesame contents.
11ch02_governance-organization_en_20240401_cl2.7.3.2 Signatures
A signature by a person authorized to create a document may be used to verify theauthenticity of the document in substitution for official seals.
2.7.3.3 Digital Signature
A digital signature may be used in place of a regular seal or signature provided thatthe other party to a contract or agreement can be signed by a digital signature andthat there is an agreement between the University and the other party to that effect.
2.7.3.4 Electronic Contract System
If the electronic contract system used by the University (such systems that meet
the technical and legal requirements of the University and are used by the
University as standard. However, excluding general-purpose information systems
such as e-mail) is used for entering into contracts and agreements, it is notnecessary to use official seals, signatures, or digital signatures. However, whenusing an electronic contract system used by the other party to a contract oragreement, a contract or agreement may be entered into only if the conditions
specified in the Guidelines for Management of Official Seals. are met.
2.7.3.5 Omission of Official Seals
Affixing official seals may be omitted if specified in the Guidelines for Managementof Official Seals.

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