Guidelines for Preventive Measures against COVID-19 in the Securities Industry(Provisional Translation)
May 2020
Revised October 2021
Japan Securities Dealers Association
Introduction
These Guidelines have been formulated based upon the Japanese government’s “Basic
Policies for Novel Coronavirus Disease Control” (published March 28, revised May 4; hereinafterreferred to as “Basic Policies”)1, which requested industry groups to take voluntary measures to containthe virus outbreak; for instance in the form of industry-specific guidelines that are compliant with therecommendations by the Expert Meeting on the Novel Coronavirus Disease Control23. These Guidelines
provide basic items of infection prevention measures against the Novel Coronavirus (COVID-19) basedon the analysis and recommendations of said Expert Meeting, in order to serve as a reference for thebusiness continuity of member firms, including operations within offices/stores and visits to customers.
Member firms are requested to have a good understanding of the intentions and details of the
Basic Policies, and to endeavor to prevent the spread of COVID-19 in reference to the “Basic
Considerations Regarding Infection Prevention” and “Specific Preventive Measures” outlined in these
Guidelines, while taking into account the business structure and practical circumstances of each member
firm.
These Guidelines should be applied not only during the period of the declaration of a state of
emergency. Rather, even after the state of emergency has been lifted, until such time that the health andsafety of all related parties can be sufficiently guaranteed—for instance, through a marked reduction of
the risk of severe infection and death —it would be recommended to continue to apply these Guidelines
to the business activities of member firms, in consideration of the spread of infection and changes insocial conditions.
These Guidelines have been prepared with reference to the recommendations of the Expert
Meeting on the Novel Coronavirus Disease Control, and will be subject to revisions as appropriate
based on the infection situation, views expressed by the experts, and amendments to the Basic Policies,etc.

1

For more information about the English translations of the Basic Policies, see
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/newpage_00032.html
2 Expert Meeting on the Novel Coronavirus Disease Control, “Analysis of the Response to the Novel Coronavirus (COVID19) and Recommendations” (May 4, 2020). An English summary can be found here:
https://www.mhlw.go.jp/content/10900000/000628610.pdf
3 Japanese Business Federation, “Guideline for Preventive Measures against COVID-19 at the Office” (available inJapanese only) https://www.keidanren.or.jp/policy/2021/094_guideline1.html

1Basic Considerations Regarding Infection Prevention
The financial and capital markets play a crucial role in the Japanese economy as a place where
investors can manage their assets and corporates—including growth industries that pave the way forthe next generation—can raise funds. As intermediaries in this process, securities firms are tasked withthe responsibility of sustaining the continuous and stable functioning of Japan’s financial and capital
markets to the greatest extent possible.
For member firms, it is imperative to recognize that efforts to prevent the spread of infectionsin the workplace will help to contain the spread of the virus in society as a whole, as well as contributeto the continuous and stable functioning of the financial and capital markets. In this vein, it is importantto establish an appropriate capacity for prevention, evaluate the risk of infection according to thespecific characteristics of each workplace, and take measures accordingly.
In particular, in addition to preventing the spread of infection to employees by, for instance,
giving due consideration to commuting styles, establishing thorough preventive measures applicable atthe individual level, and enhancing measures applicable to the workplace environment, it is imperative
to endeavor to prevent the spread of the infection to customers as well. It should be noted thatconsidering the spread of the new variant, such as the Delta variant, there is a need to reinforce themeasures against the infection.

Specific Preventive Measures(1) System for Preventing Infections


Led by top management, establish a system under which measures to prevent the spread of
COVID-19 are formulated and modified.

Continuously collect accurate information on COVID-19 through various channels, including
the national/local government and the Japan Securities Dealers Association.

Establish an environment allowing employees who wish to get vaccinated4 to do so, which
includes adjusting their work schedule, exempting their work duties, and granting them leaves
on the day of and after the vaccination, considering the possibility they experience the side
effects.

(2) Ensuring HealthEncourage employees to check their health conditions through healthcare apps5, etc., daily. If
the employees are not feeling well prior to their arrival at the office, encourage them to takevarious types of workplace leave and take check-ups at medical facilities. Additionally,
encourage those who fall ill during work to take inspections at medical facilities. Also, it is4

For details on vaccination, refer to MHLW’s website: https://www.mhlw.go.jp/stf/covid-19/vaccine.html

5 Cabinet Secretariat New Coronavirus Infectious Disease Control Promotion Office "Health observation app to prevent the

spread of COVID-19 infection": https://corona.go.jp/health/2necessary to consider the cases where employees cannot immediately visit the medical facilities.
Thus, it is desirable to secure an environment where employees can take COVID-19 diagnostic
tests at the office by preparing antigen test kits6 approved by the Ministry of Health, Labor,and Welfare (MHLW). For those whose test results were positive and those who had close
contacts with them, instruct them to undergo official tests.
Please note that the following items 1 to 3 are required when purchasing antigen kits, and check
MHLW’s notices7 for more information on how and where to purchase the kits.
1 To establish a collaborative medical institution
2 Ensure that employees understand pertaining precautions on the sample collection process
3 Use antigen kits approved by the governmentConsider proactively utilizing regular PCR tests if the work environment is presumably more
likely to cause clusters of COVID-19 infections due to factors such as the restrictions to conduct
the basic preventive measures against COVID-19. (e.g., dormitories where they share places
and items, and an environment such as closed and/or crowded spaces where distance cannot be
maintained between employees (labor-intensive environment))For employees who are resting at home due to exhibiting symptoms such as a fever, requestthat they check their health every day. When they are no longer exhibiting symptoms, in making
the decision to return to the office, refer to the guidelines of academic societies8. If symptoms
persist, request said employee to consult a doctor or public health center specialist.



The above shall be applied in the same way to dispatched/contracted workers through theirdispatching/contracting agencies.

(3) CommutingTo alleviate crowds in public transportation systems, make available a variety of work styles,
including teleworking (work from home or at a satellite office), flexible/modified work hours,
and rotating shift work (i.e. dividing work days or time increments within a work day among
the workforce).

(4) WorkplaceImplement changes to the office layout such that a certain distance (ensure, as much as possible,
about 2 meters (at least 1 meter); the same applies hereinafter) is maintained between
employees who are face-to-face with one another; for instance, by spacing out the seating layout,
avoiding face-to-face seating arrangements without partitions, using a zigzag-style seating

6 MHLW and Cabinet Secretariat “Request for promoting proactive inspections in the workplace” (available in Japaneseonly): https://www.mhlw.go.jp/content/000819118.pdf
7 Refer to the administrative notice “Procedures for conducting proactive inspections in the workplace (2nd edition)” (2021
June 25th) (available in Japanese only): https://www.mhlw.go.jp/content/000798697.pdf and “Request for promoting
proactive inspections in the workplace” (2021 August 13th) (available in Japanese only):https://www.mhlw.go.jp/content/000819118.pdf
8 Refer to the “Guidelines for Preventive Measures against COVID-19 in the Workplace” (Fifth Edition)
released by theJapanese Society of Travel and Health and Japan Society for Occupational Health (available in Japanese only)3

arrangement, or seating people adjacent to one another.
Ensure that employees are washing their hands regularly, including when they begin their workand after their break time. For that purpose, place hand soap dispensers at all facilities withrunning water. At spaces where running water facilities (sinks) are not available, place handsanitizers.

Ensure that employees endeavor to wear9 face masks10 at all times during work. However, incases where sufficient distance between people has been secured, it is possible for employees
to take off their face masks as appropriate in accordance with the situation.

Ensure sufficient ventilation in the office space, or the building as a whole. For example, toimprove ventilation, in the case where windows are opened, ensure that they are opened at least
twice every hour and more than five minutes each time (frequently in the wintertime orconstantly keeping the windows slightly open). Additionally, it is effective to ventilate using
appropriate air conditioning equipment regularly. It is also conceivable to use a CO2 monitor
or other such tools to check the ventilation interventions' effectiveness and to utilize a filtertype air purifier or a circulator with those measures.

Ensure that the humidity level within the office is set at 40% to 70% through the use of air
conditioners and humidifiers as appropriate, based on the Ordinance on Health Standards in the
Office. Stay aware and conscious of the fact that sufficient humidity in wintertime is thought
to be effective for preventing the spread of the disease.



Minimize the number of items that are shared with others or frequently touched by multiple
people.

Consider creating barriers to physical contact by placing acrylic boards or transparent vinyl
curtains in areas where employees and customers frequently meet and where it is not possible
to ensure that face masks are worn by the related parties. Moreover, when using transparent
vinyl curtains, etc., be cautious of the following regarding fire prevention and safety:
1. In principle, do not place these near equipment/appliances that use fire, incandescentlight bulbs, or other potential sources of heat. However, if, for infection prevention
purposes it is deemed necessary to place them near such items, use non-flammablematerials such as flame-resistant, incombustible, or flameproof products.
2. If the same material is used, it is better to use boards (acrylic boards), rather than thethin film-type curtains, from the perspective of fire prevention.

9 For details on how to wear a face mask properly, refer to the MHLW’s website: https://www.mhlw.go.jp/stf/covid-

19/mask.html
10 The Cabinet Secretariat's website "COVID-19 Information and Resources" indicates that non-woven fabric masks havebeen shown to be more effective than cloth and urethane masks (available in Japanese only): https://corona.go.jp/proposal/

43. If there are any questions, consult the nearest fire department.
When working outside of the office, endeavor to evade crowds by avoiding the use of public
transportation during rush hours.

When meeting with customers outside of the office, such as visits to customers at their homes,
implement measures such as maintaining a certain distance from the customer and wearing aface mask.

When traveling, pay attention to the current status of the spread of the virus in the area, as wellas the infection prevention measures in place at the destination.



Document details of visits/travels such as contacted persons, meeting times, traveling routes
and meeting venues.

Consider hosting meetings, events, seminars, lectures, etc. (hereinafter referred to as “Events”)
online, wherever possible.

In the events hosted face-to-face, ensure proper precautions are taken such as ensuring enoughventilation and wearing a face mask. Moreover, work to minimize proximity between
participants and avoid face-to-face seating by, for example, reducing the number of chairs,
marking desks for where to sit, or reducing the duration of the meetings.

With regard to external Events, check the infection prevention measures carefully, only send
the bare minimum number of employees, and ensure they all wear face masks.

When teleworking, refer to the guidelines released by the Ministry of Health, Labor andWelfare11, and pay due care to ensuring a system by which work hours can be appropriately
grasped and a proper working environment is observed.

Promote paperless and digitized operations at office environments.

(5) Break Rooms, Restrooms, Office EquipmentIn break rooms or eating spaces, ensure that shared items (such as chairs and tables) arehygienically maintained (through, for example, regular and frequent disinfection) and that
employees are washing their hands when entering/leaving the room. Also, ensure that there isa certain distance between people within the space, limit the number of people who enter theroom at a time, setting containment partitions (e.g. plastic shield) on tables, and ensuring
enough ventilation, to thoroughly prevent the so-called three Cs (closed spaces with poor
ventilation, crowded places with many people nearby, and close-contact settings such as closerange conversations). Even in instances where, due to facility restrictions, implementing theabove is deemed difficult, make sure that people are not sitting face- to-face.

11

Refer to the MHLW’s guidelines (Japanese only) on appropriate management of teleworking:https://www.mhlw.go.jp/content/11911500/000683359.pdf

5

Ensure appropriate management of restrooms, such as prohibiting the use of shared towels at
the restroom sink or limiting the use of hand dryers.

Ensure that doorknobs, light switches, trashcans, and other shared office equipment are
hygienically maintained (through, for example, regular and frequent disinfection).
* To disinfect the office equipment, use the antiseptic most appropriate for each equipment,such as sodium hypochlorite fluid and ethanol (refer to the Appendix, attached)Appropriately manage and throw out trash, and ensure that employees handling said trash aretaking measures for personal hygiene such as wearing a face mask and gloves, and/or washing
their hands.

(6) Visitors


Limit the number of external parties such as business counterparties visiting the office to thosedeemed necessary, and make a record of all visitors.

(7) Request for Cooperation from Customers

Ask customers who are exhibiting cold-like symptoms, who have a fever, or who have been in
Close Contact* to refrain from coming to the store.
*Close Contact above refers to the case that they: i) have been in close contact with patients
tested positive for COVID-19, ii) have traveled to a country/region subject to travel restrictions
or where a period of self-isolation was required within the last 14 days; or iii) have been inclose contact with a resident of such country/region within the last 14 days.

"Persons in close contact" refers to the individuals with whom patients (confirmed patients,
including “asymptomatic carriers” (those who do not present with clinical characteristics but
are diagnosed with the novel coronavirus infection by test); the same applies hereinafter)
have been in physical contact during the potential infection period(Note), to whom thefollowing applies:

Those who have lived with or had prolonged contact (including contact inside a car,plane, etc.) with a person who is confirmed to have the novel coronavirus infection;



Those who have consulted/examined, nursed, or cared for a patient who has thenovel coronavirus infection (confirmed), without appropriate protection against
infection;



Those who are likely to have directly touched contaminants such as respiratory tract
secretions or body fluids of a person who has the novel coronavirus infection;



Any person who has been in physical contact with a patient (confirmed patient) for
more than 15 minutes without taking the necessary infection prevention measures,6

at a distance such that they could touch him/her with their hand (1 meter, as a roughguide) (How contagious the patient is will be comprehensively assessed based oneach situation including the surrounding environment and nature of the contact).

(Note)
“Potential infection period of patients (confirmed patients)” refers to the period between twodays before the date when the patients experience symptoms thought to be indicative of
COVID-19 (see below) including fevers and/or respiratory symptoms (coughs, difficulty
breathing, etc.) and the start of hospitalization/quarantine at home or in a facility.

“Potential infection period of asymptomatic carriers” refers to the period between two days
before the positive test results confirming that the said individual has been infected and thestart of hospitalization/quarantine at home or in a facility.

Ref.: Guidelines for Active Epidemiological Investigation in Patients with Novel
Coronavirus Infection (Infectious Disease Surveillance Center, National Institute of
Infectious Disease (May 29, 2020))


Take measures such as reducing the number of chairs in the store or receiving store visits on areservation basis only, to ensure that certain distance between customers is maintained. Request
cooperation from customers to this effect.



Ask customers to wear face masks when entering the store.



Disseminate relevant information such as information about store closures, changes in businesshours, changes in business hours at call centers, etc.



Notify customers ahead of time that there may be a waiting time prior to the entry dependingon the congestion of the store.

Ensure that customers are informed of the company’s policies with respect to theabovementioned items and the company’s overall response to COVID-19 by making thisinformation available online on the company website and/or as storefront posters.

(8) Education of Employees regarding Prevention of Infection

Encourage employees to understand the importance of infection control measures and promotechanges in their behaviors including in their daily lives. Disseminate information relevant tothis end, such as the five situations12 that increase the risk of infection and the “Example ofPracticing ‘New Lifestyle’”13 released by the government and experts.

1213

https://corona.go.jp/proposal/
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/0000121431_newlifestyle.html

7

In light of the spread of the new variant, such as the Delta variant, endeavor to inform that it isdesirable to refrain from yelling and shorten the conversation even when wearing a mask.



Encourage employees to use the COVID-19 Contact-Confirming Application (COCOA). For
employees who receive a notification of close contact through COCOA, encourage selfquarantine until the results of the test are available.

For employees who use public facilities such as public transportation and libraries, ensure thatthey wear a face mask, observe proper etiquette when coughing, and refrain from talking inclosed spaces such as in a car.

In closed spaces such as inside vehicles, always wear a face mask correctly, refrain from loudand long conversations, ensure thorough ventilation, and secure interpersonal distance as muchas possible.



Respect the human rights of patients, infected persons, medical personnel, and returnees toJapan, as well as those of their families and children.

Ensure that employees and related personnel that have recovered from COVID-19 are notdiscriminated against in the workplace, and can smoothly return to work by giving due
consideration to said employees as well as educating the other employees to this effect.

In the event that an employee is feeling unwell, including when said individual experiences
symptoms other than those thought to be possible signs of COVID-19 (e.g. fevers, problems insense of smell or taste, etc.), or when his/her family has been infected with COVID-19, or when
there is the possibility that said individual has come in close contact with a person with COVID19, encourage the use of various types of workplace leave or teleworking.

In the event that an employee is a person in close contact (see above for details), instruct him/her
to stay at home until further notice.

(9) Response in the Event an Infection is Confirmed
a. When an infection has been confirmed for an employee of a member firm

Follow the instructions of the public health center and medical institutions.



Based on the movements of the infected person, take such measures as
disinfecting the place of work of the said individual (refer to the Appendix,
attached) , as well as instruct employees who have been in close contact withsaid individual to stay at home until further notice.



Respect the human rights of the infected person and ensure that the name of
the infected individual cannot be identified. Regarding the handling of personal
data for the purpose of the prevention of spread of COVID-19, respond
appropriately with due consideration of the protection of personal8

information14.
With respect to whether to disclose when an infected person has been
confirmed within a member firm, as well as the method of such disclosure,with consideration of the protection of personal information as described above
and taking into account the necessities from the standpoint of public health,examine the response in light of the actual situation.

b. When an infection is confirmed for an employee of another company whose office space
is shared with a member firm (e.g. in the same building)Follow the instructions of public health centers and medical institutions, andrespond in cooperation with the owner of the building.

(10) Other General health and safety managers should be aware of and make note of the contact details of
the local public health centers, and cooperate with inquiries and other activities conducted by
the public health centers.

For example, refer to the relevant provisions of the Act on the Protection of Personal Information at Personal
Information Protection Commission’s website: https://www.ppc.go.jp/en/legal/Covid-19_en/
149Appendix

Japanese Society for Travel and Health /Japan Society for Occupational Health
Guidelines for Preventive Measures against COVID-19 in the Workplace(Provisional Translation)
Fifth Edition (May 12, 2021)
Excerpts from Relevant Portions (Note)

Workplace Disinfection
Basic Considerations Regarding Disinfection in the Workplace・ Before disinfection, use a neutral detergent to clean the surface.
・ Use alcohol disinfectant (70%-95% is desirable, but 60%-69% is also acceptable) or sodium
hypochlorite (0.05%).
・ Use sodium hypochlorite (0.1%) for disinfecting toilets.
・ Basic method for disinfection is to clean by wiping (as opposed to spraying disinfectant into
the space as it won’t be inhaled).
・ If necessary, use appropriate personal protective equipment (PPE) (i.e., masks, protective
eyeglasses, gloves, gowns, etc.).

(1) Disinfection under Normal Circumstances
・ Regularly disinfect door knobs, handrails, elevator buttons, rest rooms including toilet seats andfloors, etc. that are touched by the general public.
・ Regularly disinfect toilets (including the floor) that are used by the general public.
・ Disinfect at least once a day (preferably multiple times).
・ It is desirable for each employee to disinfect his/her own table, chair, computer, telephone, etc.
with alcohol prior to leaving the office (prior to and after using the office equipment if it is shared
among employees.).
(2) Disinfection in the Event Infection is identified
・ Follow the instructions from the public health center and take measures to disinfect theworkplace under the responsibility of the operator.
・ If there are no instructions from the public health center, disinfect the workplace using thefollowing as reference:- Start disinfecting after ensuring sufficient ventilation. As a principle, disinfect the area where
it has taken less than three days after the last use of the infected person.
10- The following serves as a guide for possible areas subject to disinfection:
Spaces, such as workspaces and conference rooms, where an infected person has
worked (including desks, chairs, etc., with a radius of at least 2m)

(Note)

Toilets, smoking rooms, break rooms, dining halls, etc. which the person has used

“Measures in the Workplace” and “Disinfection of the Office” in “Guidelines for Preventive Measures against COVID-19 in the

Workplace – Fifth Edition” (May 12, 2021): https://www.sanei.or.jp/images/contents/416/COVID-19guide210512koukai0528revised.pdf(available in Japanese only)

11