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

Chapter 0: ABOUT THE POLICIES, RULES &PROCEDURES LIBRARY
0.1

Overview

Policies are broad statements of principle that provide context and support for theattitudes and conduct expected of the Okinawa Institute of Science and Technology
School Corporation (hereinafter referred to as “School Corporation”) community.
From policies flow “rules,” which state what is encouraged, permitted, or forbidden.
From rules flow procedures, the step-by-step instructions that implement the rules.
The Polices, Rules and Procedures (PRP) Chapters found in this PRP Library provide
the framework and directions for working and conducting other transactions within
School Corporation. The Library contains the administrative and operating
requirements of the University, as well as the Faculty Handbook, the Graduate School,
and the University Library. Responsibility for maintaining the PRP Library is vested in
the Secretary General, which oversees development of new and revised chapters andmaintains the website, assisted by the Rules and Compliance Section.
Each PRP chapter is intended to help faculty, students and staff (and in some cases,visitors, vendors and others) with policy guidance and rules, as well as clear “how to”
instructions for accessing School Corporation services and complying with School
Corporation requirements.
Because many of the policies, rules, and procedures in the Library have generalapplicability, this online PRP Library is accessible to the community outside School
Corporation. Visitors, guests, vendors, and others who may be intermittently on
premises or otherwise involved with School Corporation are encouraged to review PRP
Chapters that may be relevant.
The currently approved Chapters of the PRP Library are online; the prior versions areremoved, deemed outdated and are void and of no effect.

1ch00_about-the-prp-library_en_20230801_cl0.1.1 Regulations
Designated University Officers establish regulations and guidelines (hereinafterreferred to as Regulations) on specified matters designated by PRP among his/her
responsibilities and duties. Requirements and restriction on 0.2.1 and procedureson 0.4.2 shall be followed in the process of the establishment and maintaining thePRP.
0.2

Maintaining the PRP Library

The Secretary General is responsible for maintaining the Library of Policies, Rules andProcedures.
Officers and employees follow procedures specified in 0.4.1 when they establish newor revise some chapters of PRP.
However, the Secretary General shall convene the PRP Review Committee for review
as necessary before his/her approval in case of significant matters such as majorchange of Policies or draft of new Chapters.
In principle, date of enforcement of the proposal for establishment or revision is set in
the Document for Approval Process (kessai). In the case that the date is not set in theDocument for Approval Process (kessai), the proposal come into force (becomeeffective) in the time final approve is done.
Rules and Compliance Section installs established new or revised PRP online regularly.
0.2.1 Maintaining the Regulations
Regulations shall be maintained by the department of the Designated University
Officer, who established the Regulations, include old versions and edit histories.
Officers and employees follow procedures specified in 0.4.2 when they establish orrevise Regulations.
Established new or revised Regulations come into force in the date which is written
and approved by the Document for Approval Process (kessai). In the case the date is
not set in the Document for Approval Process (kessai), the proposal come into force(become effective) in the time final approval is done.
The department of the Designated University Officer, inform and make available2ch00_about-the-prp-library_en_20230801_clthose established new or revised Regulations to School Corporation community by
the department’s web site or other relevant tools.
0.3

Responsibilities

0.3.1 Designated University Officers
The following Designated University Officers are responsible for the initial review,
approval, and informing of establishment new or revising PRP chapters.
When he/she establish the Regulations on the specified matters designated by PRP,
he/she has the responsibility for maintaining and informing those.
When he/she establish new or revise any Regulations or PRP which contain any
other Designated University Officer’s assignment, he/she has responsibility toobtain consent from them by consultation and discussion with relevant departments.
Chapter
01TitleDesignated University Officer

About the Policies, Rules andProcedures Library
Who We Are: Founding andGoverning Principles

Secretary General
President

2

Organization and GovernancePresident

3

Faculty Handbook

Dean of Faculty Affairs

4Research Conduct

Provost5

Graduate School

Dean of the Graduate School

6University Library

Dean of Faculty Affairs

7Fundraising

President

8Internal Audit

Chief Internal Audit Officer

9

Auditors’ Audit

Auditors

10

Land, Buildings and Facilities

Vice President for Buildings andFacilities Management

12

Document and Record
Management

Secretary General

Safety, Health andEnvironmental Protection

Secretary General
ProvostVice President for Buildings andFacilities Management

133

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Title

Designated University Officer

14Intellectual Property andTechnology Transfer

Executive Vice President forTechnology Development andInnovation

15

Name Use, Endorsements,and Use of University Logos
and Trademarks

Vice President for Communication
and Public Relations

16

External and InternalCommunications and PublicRelations

Vice President for Communication
and Public Relations
University Community Services
Director

17
18

Information Technology andSecurity
Telecommunications Servicesand Devices

19

University Events

20

Health and Wellness Program

21

Use of University Resources

22
23

Avoiding Conflicts of Interestand Security Export Control
Misconduct andWhistleblower Protection

Chief Information Officer
Chief Information Officer
Vice President for Communication
and Public Relations
Secretary General
University Community Services
Director
Vice President for Buildings andFacilities Management
University Community Services
Director
Secretary General and Dean ofFaculty Affairs
Secretary General
University Community Services
Director
Vice President for Buildings andFacilities Management
Vice President for Financial
Management
Vice President for Financial
Management

24

Child Care Services

25

Campus Housing

26

Finance and Accounting

27

Budget Planning, Execution,and Monitoring

28

Procurement

Vice President for Financial
Management

Travel, Meetings and RelatedExpenses
Human Resources

Vice President for Financial
Management
Vice President for Human Resource

29
30

4

ch00_about-the-prp-library_en_20230801_clChapter

Title

Designated University Officer

31
32
33

Hiring Process
Work Schedules and Breaks
Leave

34

Compensation35363738Benefits
Performance Evaluation
Leaving the University
Discipline
Resolving Complaints andDisputes
Staff Development andAwards
Workplace Health and Safety
University Ombudsperson
OIST University Press

Vice President for Human Resource
Vice President for Human Resource
Vice President for Human Resource
Vice President for Gender Equality
and Human Resource Development
Vice President for Human Resource
Vice President for Human Resource
Vice President for Human Resource
Vice President for Human Resource

3940414243

Vice President for Human Resource
Vice President for Human Resource
Vice President for Human ResourcePresident
CEO0.3.2 Any employee who are proposing to establish a new, or revise PRP chapter
prepares a draft conforming to the PRP format and other requirements in 0.4.1 andask to check to the relevant Designated University Officer. The draft agreed by theDesignated University Officers shall be reviewed by Rules and Compliance Section
and shall obtain approvals from required officers and employees by Documented
Approval Process (kessai).
0.3.3 Any employee who are proposing to establish new or revise Regulations
prepares a draft and the Document for the Approval Process (kessai) by following
the procedures in 0.4.2, and shall obtain approvals from relevant Designated
University Officer(s) and the Secretary General.
0.3.4 Rules and Compliance Section reviews drafts of PRP and Regulations forconformance with Laws, Bylaws, University Rules, other PRP chapters andRegulations, and checked technical details such as PRP chapter format and forspelling errors, typographical errors.
0.3.4.1

Rules and Compliance Section installs the established new or chapterthat have been approved by the CEO/President in the appropriate section of theonline Policies, Rules and Procedures Library immediately.
5ch00_about-the-prp-library_en_20230801_cl0.3.4.2 Rules and Compliance Section informs changes of PRP to School
Corporation community by way of using internal websites or other relevant tools.
0.3.5 The Secretary General provides a review for content/substance for each draftof established new or revised PRP chapter or Regulation submitted as a Document
for Approval Process (Kessai).
0.3.6 The CEO/President reviews and gives final approval to a draft ofestablished new or revised PRP chapters submitted as a Document for Approval
Process (Kessai).
0.4

Procedures

0.4.1 Procedures to establish new or revised PRP Chapter
0.4.1.2

Read “How to Write a PRP Chapter” for guidance on drafting to establish

new chapter or to revise any PRP chapter.
0.4.1.2

Any employee who is proposing to establish a new or revise PRP chapter,

prepares a draft and submits that to relevant Designated University Officer, andobtains agreement from him/her. The Designated University Officer consults anddiscusses with other department(s) and obtains consent on the draft, in the casethat the establishment or revision contains other Designated University Officer’sassignment.
0.4.1.3

Any employee who is proposing to establish a new or revise PRP chapter,

submits the draft, which is admitted by the Designated University Officer(s), tothe Rules and Compliance Section, and modifies the draft as necessary responding
to the review.
0.4.1.4

Any employee who is proposing to establish a new or revise PRP chapter,creates the Document for Approval Process (kessai) attached the draft admitted
by the Designated University Officer(s) and Rules and Compliance Section, andobtains approvals from the Secretary General, and any other relevant
department’s heads.
0.4.1.5

Any employee who is proposing to establish a new or revise PRP chapter,

informs establishment and revisions of PRP chapter under the instruction of the6ch00_about-the-prp-library_en_20230801_cl

Designated University Officer.
0.4.2 Procedures to establish new or to revise the Regulation
0.4.2.1

Any employee who is proposing to establish a new or revise theRegulations, prepares and submits the draft to the Designated University Officer,
who are in charge of the department responsible for the assignment relevant tothe Regulations, and obtains consent from him/her. The Designated University
Officer consults and discusses with the other department and obtains consent on
the draft, in the case that the establishment or revision contains other Designated
University Officer’s assignment.
0.4.2.2 Any officers and employees who is proposing to establish a new or revise
the Regulation, submits the draft, which is admitted by the Designated University
Officer(s), to the Rules and Compliance Section, and modifies the draft asnecessary responding to the review.
0.4.2.3 Any officers and employees who is proposing to establish a new or revise
the Regulation, creates the Document for Approval Process (kessai) attached thedraft admitted by the Designated University Officer(s) and the Rules andCompliance Section, and obtains approvals from the Designated University
Officer, Secretary General, and any other relevant department’s heads.
0.4.2.4 Any officers and employees who are proposing to establish a new orrevise the Regulation, informs establishment and revisions under the instructionof the Designated University Officer.
0.4.3 PRP Review Committee
0.4.3.1

School Corporation set the PRP Review Committee to review andapprove PRP changes, and ensure the consistency as a whole, and maintain themission and policies of School Corporation.
0.4.3.2 Details of PRP Review Committee is specified separately by the Secretary
General [Link].
0.5Contacts

0.5.1 Owner:
Secretary General
7ch00_about-the-prp-library_en_20230801_cl0.5.2 Other Contacts:
Rules and Compliance Section rules@oist.jp***
The University reserves the right to augment, revise, add and delete Policies, Rules
and Procedures Chapters at any time.
***8

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