OIST Graduate University
Policies, Rules and Procedures
Authority: Approved by the President

Chapter 24 Childcare Services
24.1

PolicyThe OIST Graduate University (hereinafter “the University”) recognizes the criticalneeds of the university staff, students, and visitors with children for international andhigh-quality pre-school and after-school/holiday education services. The University
must provide exceptional child and youth services to attract and retain the best talentand enhance the well-being of the University community, both key factors in ensuringthat the University mission is achieved.
The University provides the pre-school and after-school/holiday programs designed tomeet such needs as much as possible by establishing and operating the OIST ChildDevelopment Center (CDC) and school aged program (SAP). The services are provided
at dedicated, safe facilities on campus. While the CDC (including SAP: the same shallapply hereinafter.) is established as a part of the University, they have an independent
Oversight Committee, the CDC Oversight Committee [Link: 24.3.3], which advises on
the objectives, policy, compliance and budget to the Secretary General of the University.
The University establishes the CDC Liaison Committee [Link: 24.3.4] to advise theUniversity Community Services Director (UCSD) on forecasting appropriate budget tosustain CDC operations, ensuring compliance with applicable laws regulations and todevelop appropriate communication with the Parent Teacher Council.
The UCSD oversees the operation and management of the CDC with delegatedauthority to the CDC Director on day-to-day operation, with the support by the CDC
Management Committee. The services must be offered based on fair and transparent
rules set forth by the CDC Director, upon consultation with the Liaison Committee.
The University’s equal opportunity and diversity policy [Link: 1.3] must be applied indeveloping and implementing such rules.
24.2

Rules

24.2.1 Governing Rules
In addition to what is provided for in this chapter, aims and objectives of the CDC
are governed by the Bylaws of the CDC [Link] and other policies and rules aremaintained by the CDC Director, based on the advice made by Liaison Committee.
1Ch24_Childcare-Services_20230601_en_clFor the matters not provided for by such rules, the general university policies andrules apply.
24.2.2 Budget and Accounting
24.2.2.1 The CDC Director must request annual budget for operation of the CDC
to the Vice President for Financial Management (VPFM) through the UCSD every
fiscal year in accordance with the general budget request procedures. [Link: 27.5]
When making a budget request, a proposal of fee structure and estimated annual
revenue must also be submitted.
24.2.2.2 Funds to be allocated to CDC might consist of several different source offunding including the fee from parents and the Subsidy for Operations allocated byOIST. The CDC Director, with support by the Management Committee, isresponsible for confirming the constraints of use of each source of funding andreflecting it to the business plan and implementation. The CDC Director is also
responsible for consulting with and reporting to the UCSD about budget requestand execution.
24.2.2.3 As a budgetary unit [Link: 27.3.2], the CDC Director is responsible formanagement and implementation of the allocated budget for the CDC through theUCSD.
24.2.2.4 Budget and accounting of the operational expenses of the CDC must be
dealt with separately from other operational expenses of the University except for
the expenses for which such separation is not practical (i.e. routine facilitymaintenance, utility and security expenses etc.).
24.2.3 User Eligibility
24.2.3.1 Staff and students. Any University staff, including temporary staff
dispatched from an agency under an hourly-fee contract (excluding contractor orvendor employees), personnel affiliated with the Office of Technology Developmentand Innovation (TDIC) and students are eligible to enroll their children in the CDC.
Priority is given to faculty and may be given to other specific groups based on thepolicy and rules adopted by the CDC Director, based on the advice made by the CDC
Liaison Committee.

2Ch24_Childcare-Services_20230601_en_cl24.2.3.2 Visitors. Visiting faculty, lecturers, students, participants in events heldon campus and other guests may be given access to the CDC programs for theirchildren. Priority is given to the University staff and students or specific visitor
categories based on the policy and rules adopted by the CDC Director, based on theadvice made by Liaison Committee.
24.2.3.3 Others. In addition to those specified in preceding paragraphs, staff ofcontractors (vivarium, cleaning, café, etc.), volunteers, and others working on
campus may be given access to the CDC programs.
24.3

Responsibilities

24.3.1 CDC Oversight Committee
The Oversight Committee oversees CDC; advises on the policies and the operationof the CDC to Secretary General and establishes the Search Committee for CDC
Director and recommend appointment to the President.
Please refer to the Terms of Reference of the Oversight Committee [Link] for its
responsibilities and membership.
24.3.2 CDC Liaison Committee
The Liaison Committee supports Secretary General and the UCSD based upon theadvice of the Oversight Committee.
Please refer to the Terms of Reference of the Liaison Committee [Link] for its
responsibilities and membership24.3.3 Secretary General
The Secretary General of the University is responsible for ensuring the sustainable
provision of high-quality and international pre-school and after-school/holiday
programs. The Secretary General ensures compliance with Japanese laws,
regulations and safety standards. The Secretary General receives periodical reports
from the UCSD and forward to the President and Board of Governors of the OISTSchool Corporation.

The Secretary General approves annual business and budget

plans of the CDC.
24.3.4 University Community Services Director (UCSD)The UCSD is responsible for the operation and management of CDC, under thedirection of the Secretary General.

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The UCSD is the line manager of the CDC Director, with delegated authority to theDirector for the day-to-day operations and management of the programs. The UCSD
is a member of the Liaison Committee and acts as the Executive Secretary of theLiaison Committee.
24.3.5 Management Committee
The Management Committee assists the CDC Director in the day-to-day operationand management of the CDC. The Management Committee consists of the CDC
Director, the CDC Assistant Director, the Head of Administration and the SAPAssistant Director.
The CDC Director is responsible for the daily operations of the CDC. The CDC
Assistant Director is primarily responsible for the classroom operations and CDC
Head of Administration is primarily responsible for internal administrative
functions of the CDC. The SAP Assistant Director is responsible for the daily
operations of the after-school/holiday programs.
24.3.6 Parent/Teacher Council
The Parent/Teacher Council advises the CDC Director on matters affecting theoperation of the CDC and provides a forum for discussions between Parents andTeachers on issues affecting the CDC. The Parent/Teacher Council may address orreport to the Liaison Committee with the agreement of the Chair of the LiaisonCommittee.
Please refer to the Terms of Reference of Parent/Teacher Council [Link] for its
responsibilities and membership.
24.3.7 Users of the CDC
Users of the CDC are responsible for supporting the CDC operations by following
CDC rules and ad-hoc request issued by the CDC Director from time to time, bysending their feedback through the Parents/Teacher Council and by participating in
CDC events. CDC users must bear the cost of services based on the fee structure.
24.4Procedures

24.4.1 CDC Enrollment
Submit required documents to CDC [Link]
24.4.2 SAP Enrollment
Submit required documents to SAP [Link]
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Ch24_Childcare-Services_20230601_en_cl24.4.3 Complaints Procedures
If a parent has a concern about CDC matters, the following process should be
followed to resolve the situation:
Initial Complaint:(1) The issue should be discussed with the Classroom Staff and if not resolved orinvolves a complaint against the Classroom Staff, with the Team leader.
(2) If the Team Leader is unable to resolve the issue, to the parent’s satisfaction, theTeam Leader will report the incident and parent concern to the CDC
Management Committee.
(3) If the parent remains unsatisfied with the situation, the CDC Management
Committee will report the incident and all steps that have been taken to resolve
the matter to the UCSD for final arbitration. If the complaint is related to anincident involving the CDC Head of Administration and/or the CDC Assistant
Director, the parent should discuss the matter directly with the CDC Director.
If an incident involves either the CDC Director or the SAP Assistant Director, or
there is a likely conflict of interest, the complaint should be made to the UCSD.
The UCSD will review the full incident report, all steps taken to resolve the matterand meet with the parents to develop a plan to resolve the situation in a mannerthat aligns with standard protocols, processes and ensures the parent concerns
are addressed appropriately.
Appeal:A parent who is unsatisfied with the decision of the UCSD is permitted to appeal thedecision to the Chair of the CDC Liaison Committee, the OIST Secretary General.
The Secretary General will review the matter thoroughly and meet with both theparents and UCSD to determine an appropriate resolution to address the parent’sconcern. The Secretary General will consult with the Office of the General Counsel
and the HR Division to review the situation prior to finalizing their decision.
24.5

Contacts

24.5.1 Policy Owner:
The UCSD
24.5.2 Other Contacts:
CDC Director5

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