Kyoto University
Teaching Assistant (TA)Handbook

Latest Update: January 27, 2021

Introduction

In the Teaching Assistant (TA) system, talented students in the Kyoto University graduate schools
engage in educational support tasks in lecture, laboratory, seminar, and practical training classes under the
principle of providing educational accommodations for students in undergraduate and Master’s degree
programs. The overall aims of the TA system are to offer graduate students opportunities for teachingskills training, furnish them with financial support for learning, and thereby enhance education at Kyoto
University.
This Teaching Assistant (TA) Handbook covers the various work-related responsibilities andobligations that you need to be aware of as you undertake educational activities as a TA, a member of theuniversity’s teaching staff. Please read through this handbook carefully and pursue your duties with a fullunderstanding of its content.
A TA is expected to be a partner to the class instructor, a sympathetic supporter of students, and a
conduit for communication between the instructor and students. Sometimes TAs need to put themselves inthe students’ shoes and respond to their learning needs; at other times they need to adopt the viewpoint of
the instructor and think about what kind of assistance they can provide in order to improve the class;occasionally they also need to play the role of an observer, and critically analyze the instructor’s approachto the class.
The knowledge and skills that you acquire as a TA will prove useful not only if you are aspiring tobecome a researcher or university faculty member, but also if you wish to pursue a career in business,
public service, or other professions.
We hope that playing a part in the educational activities of Kyoto University as a TA will prove to be anelevating experience for you personally, as well as contributing to the advancement and enrichment of theuniversity’s education.

January 27, 2021
Educational Systems Committee
Office of GST Promotion
Note: The Office of GST Promotion is a body that promotes GST (Graduate Student Training) under the direction of the
Executive Vice-President for Education. It aims to assure the quality of TAs at Kyoto University through university-wide
education and training and to support the career development of graduate students themselves.

Contents
1. Education at Kyoto University ......................................................................................................................... 1(1) Kyoto University’s mission ........................................................................................................................ 1(2) Kyoto University’s educational mission ..................................................................................................... 1
2. Examples of TA Work ...................................................................................................................................... 1
3. Types of Work that TAs Cannot Do.................................................................................................................. 2
4. Attitude Towards Work as a TA........................................................................................................................ 2(1) Self-awareness as an educator .................................................................................................................... 2(2) Career development .................................................................................................................................... 2(3) Class preparation ........................................................................................................................................ 3
5. Points to Note when Working as a TA.............................................................................................................. 3(1) Compliance with employment regulations ................................................................................................. 3(2) Management of work attendance ................................................................................................................ 3(3) Health and safety training sessions when assisting in seminar or laboratory classes ................................. 3(4) Handling of students’ personal information ................................................................................................ 3(5) Harassment prevention ............................................................................................................................... 5(6) Accessibility measures ................................................................................................................................ 7(7) Safety and health ........................................................................................................................................ 8(8) Enrollment in Liability Insurance for Students Pursuing Education and Research (Gakkenbai) ............... 8(9) Handling of classes and exams in the event of a natural disaster or other emergency ............................... 8
6. TA Appointment Process9
7. Payment of TA Salary....................................................................................................................................... 9
8. References ........................................................................................................................................................ 9

1. Education at Kyoto University
To be appointed a TA means to be responsible for part of the education conducted at Kyoto University.
Firstly, therefore, it is important to understand the university’s mission and educational mission which
underpin its education.
(1) Kyoto University’s mission
Kyoto University states its mission “to sustain and develop its historical commitment to academic
freedom and to pursue harmonious coexistence within the human and ecological community on thisplanet.” (from the preamble to the Mission Statement)(2) Kyoto University’s educational mission
Kyoto University has established the following two points as the basis of its educational mission.
 Within its broad and varied educational structure, Kyoto University will transmit high-quality
knowledge and promote independent and interactive learning.
 Kyoto University will educate outstanding and humane researchers and specialists, who willcontribute responsibly to the world’s human and ecological community.

2. Examples of TA WorkTAs assist in lecture, seminar, and laboratory classes under the supervision and direction of the class
instructor. TA work can be divided broadly into activities related to preparation for the smooth operation ofclasses, and activities related to support for in-class teaching and learning activities. Specific duties may
include:(1) Providing learning advice and consultations(2) Chairing debates (including facilitating discussion)(3) Helping to lead off-campus excursions(4) Collecting and collating exam papers, reports, assignments, etc.
(5) Assisting with the grading of exams, reports, assignments, etc.
*TAs may provide assistance in grading exams, reports, assignments, etc. on the precondition that the
instructor will conduct a final check and be responsible for the final grades awarded (assistance may
include such tasks as simple grading where the standards are clearly provided by the instructor,
checking of collated grades, and checking of answer papers and reports).
(6) Assisting with the supervision of final exams*TAs may be involved in supervision under the direction of the class instructor and in accordance with1

the procedures prescribed by the faculty/graduate school.
(7) Preparing and operating teaching equipment and devices(8) Checking and recording student attendances and absences*TAs may manage the attendance book related to grading. However, the class instructor is to performthe actual grading of student attendance.
(9) Printing and distributing handouts(10) Assisting in the preparation of teaching materials and the production of handouts(11) Securing a health environment(12) Other forms of assistance in class*The above are examples of typical TA work. Actual duties vary from instructor to instructor and acrossdifferent faculties and graduate schools, so please be sure to confirm your duties with the class instructor.

3. Types of Work that TAs Cannot Do(1) Academic grading (evaluating student performance, managing academic grades, recording marks,
grading exams, reports, assignments, etc.)*TAs may provide assistance in grading exams, reports, assignments, etc. on the precondition that the
instructor will conduct a final check and be responsible for the final grades awarded.
(2) Teaching as a substitute when the class instructor is absent(3) Duties not associated with the class (clerical work for academic conferences, research assistance,
maintenance of web pages unconnected with the class, etc.)(4) Collecting personal information from students, except where directed by the class instructor*The above are examples; if you are unsure, please consult with your graduate school office.

4. Attitude Towards Work as a TA
(1) Self-awareness as an educator
TAs are graduate students, but they participate in classes from a “teaching” standpoint. Please beaware that the undergraduate students who are “learning” in the class view you as a member ofuniversity staff, and conduct yourself responsibly.
(2) Career development
TA work is expected to contribute to TAs’ self-development. It also provides experience that isvaluable in planning your future career. Please apply yourself to your work with a view to making themost of this opportunity to gain meaningful experience.
2(3) Class preparation
As well as confirming your specific duties and syllabus details, please consult with the class
instructor in advance on matters such as the educational goals of the course and approaches to student
guidance.

5. Points to Note when Working as a TA
(1) Compliance with employment regulations
Pursuant to the Kyoto University Employment Regulations for Hourly Employed Faculty and Staff
Members, in the course of your work as a TA you must comply with the directions of the class instructor,
maintain order in the workplace, perform the work in cooperation with co-workers, and avoid
unreasonable absences. Please be careful not to be late or absent without reason. If you must be absent,
please be sure to notify the class instructor in advance.
(2) Management of work attendanceWork attendance is managed using an attendance record. Please record your work attendance details
accurately.
Website reference:
Kyoto University Employment Regulations for Hourly Employed Faculty and Staff Members
http://www.kyoto-u.ac.jp/uni_int/kitei/reiki_honbun/w002RG00000904.html(3) Health and safety training sessions when assisting in seminar or laboratory classes
If you are assisting in seminar or laboratory classes, please consult with your administrative office
and, if required, attend workplace-specific safety and health training sessions the university holds eachacademic year in accordance with the Industrial Safety and Health Act.
(4) Handling of students’ personal information
The Kyoto University Regulations Concerning the Handling of Personal Information stipulate, as
an obligation of employees, that “employees involved in the handling of personal information, or
individuals who have been in such a position, must not, without due cause, inform other persons of
personal information of which they become aware in the course of their work, nor use such information
for improper purposes.” This stipulation applies to TAs as well; accordingly, you are prohibited frominforming any other person of personal information, including but not limited to students’ academic
3

results, which you became aware of in the course of your TA duties, and from using it for any improper
purpose. This prohibition applies to talking about it to other people where there is no work-related
need to do so, and sharing it via social media. If any problems do happen to arise, please report
immediately to the instructor in charge of the class and to the relevant administrative office.
Website reference:
Kyoto University Regulations Concerning the Handling of Personal Information
http://www.kyoto-u.ac.jp/ja/about/disclosures/request/open_kitei.html<Main prohibited matters>
 Acquiring personal information when not directed to do so by the class instructor
 Using personal information acquired in the course of work for the purposes other than the work Removing any personal information data acquired in the course of work to locations off campus*
 Taking any documents or other materials containing personal information acquired in the courseof work to locations off campus*
 Informing other people about personal information acquired in the course of work Disclosing personal information without confirming identity*Except where essential for the conduct of the class, for example when doing fieldwork off-campus.
<Prohibited matters in the use of social media>(extracts from the Kyoto University Official Instagram Account Operational Guidelines)
https://www.kyoto-u.ac.jp/ja/about/public/sns/instagram Conduct that identifies, discloses, or leaks personal information of any other user or third party,
without the authorization of the individual concerned Conduct that causes harm to the university, any other user, or a third party
 Conduct that infringes copyrights or other intellectual property rights of the university, any otheruser, or a third party
 Conduct that insults or defames, or causes damage to the reputation of or trust in the university,
any other user, or a third party
 Conduct contrary to public order and morals, or conduct that provides information that
contravenes public order and morals
 Other conduct judged by the university to be inappropriate<Responsibilities of individual TAs and/or the University>
Infringements, inappropriate responses, errors and the like may have the following consequences4

for individual TAs and/or the university.
 Identification of the personal information leaked and provision of apologies and/or
compensation to the individuals or organizations affected Loss of public confidence in the university and legal sanctions
 Holding individuals and supervisors responsible for failing to institute or follow
appropriate/proper measures Reporting to relevant authorities, provision of public explanation/apology in press conferences,etc.
 Costs of response, provision of measures for non-recurrence (development of management
systems, production/review of regulations and manuals, education and training, etc.)(5) Harassment prevention
Relationships between instructors and those being instructed, and between those giving directions
and those receiving them, can occasionally develop into inappropriate power relationships, not only
impeding study and work but also causing serious personal harm to the victims (students, faculty
members, TAs, administrative staff, general public). Conduct motivated by sexual desire or interest
can also damage the study and work environment for the target of such conduct, and causing him/her
serious personal harm.
Please keep the following points in mind, and consult with those around you or the university
Counseling Service if you have any concerns. For more details, please refer to the “Preventing and
Coping with Harassment at Kyoto University” booklet.
Website reference:
Preventing and Coping with Harassment at Kyoto University
https://www.kyoto-u.ac.jp/en/about/human-rights/harassment-policy-at-kyoto-university<In order to avoid becoming a perpetrator of harassment>
In order to avoid becoming a perpetrator or victim of harassment, you should take full precautions
to treat others’ feelings and standpoints with respect, and not to impose your personal feelings orvalue outlooks on your studies or work. The standard for judging “harassment” is whether or notthere have been inappropriate words or actions, regardless of the intention or awareness of theindividual who committed the act in question. The scope of inappropriate words/actions extends not
only to those within regular study and work hours, but also to those off campus.
To prevent unnecessary trouble, especially when providing students with guidance, try to avoid
situations where you are working one-to-one with a student where nobody else is present; ensure that5the instructor in charge of the class, another TA, or a student is nearby.
(Examples of harassment) A graduate student employed as a TA causes harm to the work and/or study environment byengaging in acts or words of a sexual nature toward a faculty/staff member, another TA, or astudent.
 A graduate student employed as a TA uses his/her relationship with a student unreasonably to
impede that student’s studies or subject the student to disadvantageous academic treatment,
thereby damaging the student’s motivation to study or causing harm to the environment.
 A graduate student employed as a TA uses his/her relationship with another TA or student
unreasonably to insult, defame or psychologically abuse that TA or student, thereby damaging
the TA or student’s motivation to work or study, or causing harm to the environment.
<If you are a target of harassment>
 Do not endure the harassment alone – discuss the matter with someone you can trust.
 Through your words and actions, make it clear to the person who is harassing you that their
behavior is disagreeable to you. If you merely ignore or endure the harassment, the situation
will not improve. In some cases of harassment, the perpetrator is unaware that their actions are
causing offence.
 Make a written record of the instances of harassment. If there are witnesses, confirm theoccurrences with them.
 Discuss the matter with the university Counseling Service.
<If you witness someone being harassed>
When you are aware that someone is being harassed, please offer assistance to the target of theharassment, even if you do not know them.
 If you witness disagreeable behavior, caution the perpetrator about it.
 When necessary, act as a witness
 Listen to what the target of the harassment has to say and be supportive. Don’t place the blameon them.
 Encourage the target of the harassment to visit the university Counseling Service. Offer toaccompany them.
Due to the very nature of harassment, it is difficult for targets of harassment to come forward. The
6

university Counseling Service is open, not only to the targets of harassment themselves, but also to
third-party witnesses of harassment.
<University-Wide Counseling Service>Counseling Office in the General Student Support Center
Telephone: 075-753-2515

e-mail：counseling@mail.gssc.kyoto-u.ac.jp

URL： http://www.gssc.kyoto-u.ac.jp/counsel/index.html
Opening hours: 10:00 a.m. to 5:00 p.m., Monday to Friday (closed on national holidays)
Labor Affairs Management Office, Personnel Division, General Affairs Department
Telephone: 075-753-2090

e-mail：830madoguchi@mail2.adm.kyoto-u.ac.jp

Opening hours: 10:00 a.m. to 5:00 p.m., Monday to Friday (closed on national holidays)<Departmental Counseling Service>*Please refer to the web page below.
https://www.kyoto-u.ac.jp/ja/about/foundation/human_rights/harassment/documents/
2020/harass.j-20205-2.pdf(6) Accessibility measures
There are many students at Kyoto University who require accommodations owing to visual or aural
impairment, difficulties in writing or mobility, and other issues relating to accessibility (ease of use
or participation). In the event that you find a student experiencing difficulties in their studies, pleaseprovide accommodations and support as necessary. If a student with a disability is accompanied bya student supporter (mobility aide, note-taker, etc.), consult with the supporter if appropriate.
<Examples of cases where accommodations are necessary> Accommodations pertaining to information and communication: students who have impaired
vision, hearing, speech, or memory function
 Physical and spatial accommodations: students who have limited use of limbs, or use awheelchair or crutch
 Situational accommodations: students who have unstable health, are prone to overstrain or
seizures, or have difficulty in responding to sudden changes or unforeseen events<University-Wide Counseling Service>
Disability Support Office in the General Student Support Center
Telephone: 075-753-2517

e-mail： s-sien@mail.gssc.kyoto-u.ac.jp

URL： http://www.gssc.kyoto-u.ac.jp/support/information.html
7

Opening hours: 10:00 a.m. to 5:00 p.m., Monday to Friday (closed on national holidays)(7) Safety and health(i) Fundamentals of safety and healthBe thorough in your approach to organizing, tidying, and cleaning to maintain clean and orderly
conditions. Make these things habitual, thereby sustaining a pleasant education and research
environment.
(ii) Managing safety in classClasses operated by the university include laboratory and practical training classes that makeuse of such things as chemicals and machine tools. Please confirm the properties of the chemicals
to be used, machinery operating procedures and the like in advance, and perform your duties inappropriate safety attire. Specific precautions vary from class to class, so please check with the
instructor in charge in advance, and follow his/her instructions when managing safety inlaboratory and practical training classes.
Should a problem occur, notify the instructor in charge immediately and follow his/her
instructions.
(8) Enrollment in Liability Insurance for Students Pursuing Education and Research (Gakkenbai)
In the course of your TA activities, you may accidentally cause injury to another person or damage
laboratory equipment or the like. We recommend that you take out Liability Insurance for Students
Pursuing Education and Research (Gakkenbai) to protect against such unlikely events. This insurance
indemnifies you against personal claims for compensation in the event that somebody is injured or
their property damaged in the course of your TA activities.
(9) Handling of classes and exams in the event of a natural disaster or other emergency
In order to ensure the safety of students, there may be changes to operation of classes and final
exams in the event of an earthquake (intensity of Lower 6 or above), issuance of an emergency weather
warning or storm warning, or suspension of public transportation services. Please refer to “Class
cancellations in the event of a disaster or other emergency.”
Website reference:
Class cancellations in the event of a disaster or other emergency
https://www.kyoto-u.ac.jp/en/current/campus-life/class-cancellations86. TA Appointment Process
Examples of documents required are shown below. Please follow the instructions of the relevant faculty,
school or institute with regard to specific requirements.
(1) Application form prescribed by the faculty, school or institute(2) Copy of student ID card *may not be required if identity can be confirmed separately byreference to internal student lists, etc.
(3) Work schedule(4) Request for bank transfer of salary (except if continuing to use an existing identification number)(5) Application for deductions for dependents, etc. (except if already submitted)(6) Copy of residence card (international students only)

7. Payment of TA Salary
Almost all of the funds used for education and research at Kyoto University are derived from taxes paidby the Japanese public. Receiving such valuable funds improperly cannot be justified under any
circumstances.
The types of conduct listed below constitute improper receipt of TA salary. Please refrain fromengaging in them at all costs.
<Examples of improper receipt>
 Receiving salary for work not actually undertaken
 Receiving salary based on a work record that differs from the actual work undertaken
 Complying with conduct involving a research lab collecting, in part or whole, salaries paidby the university, for the purpose of redistributing them to other students*Salary payments from the university will be transferred directly into the TA’s bank account inprinciple. Research labs are prohibited from making the above type of redistribution.
In the event that you have been asked to engage in acts of the types listed above, or are unsure of theadministrative procedures required, please consult with a member of the administrative staff in yourfaculty or graduate school office.

8. References
9

・Risk Management
In the event of an incident, accident, or other emergency situation, please follow the directions of
the class instructor and act appropriately with composure. If you cannot obtain directions from theclass instructor, contact the administrative staff of your graduate school.
Website reference:
Earthquake Safety Manualhttps://www.kyoto-u.ac.jp/sites/default/files/inline-files/Earthquake-Safety-Manual-jaaa56d4b5c5ffee2f0fbd40ccab1f892d.pdf
・Campus Life Information
This is a compilation of information of various services and supports provided by Kyoto University
in relation to aspects of student life beyond the formal curriculum. Please read through thisinformation in full.
Website reference:https://www.kyoto-u.ac.jp/ja/about/public/issue/binran
・University Academic Calendar
Website reference:https://www.kyoto-u.ac.jp/ja/education-campus/curriculum/calender・Learning Support Systems
PandA (People and Academe)This is the LMS（Learning Management System）used at Kyoto University. It can be accessed not
only from the computers on campus, but also from your own computer, smartphone, or other internetenabled device. PandA supports essential class activities, such as provision of class handouts,
submission, grading, and return of assignments, and implementation of quizzes. It is sometimes usedduring class under the instructor’s directions, while on other occasions it may be used by students for
preparing and reviewing at home.
Website reference:
PandA： Gateway
https://panda.ecs.kyoto-u.ac.jp/portal
KULASIS
10The university operates an academic information system known as KULASIS (Kyoto University’s
Liberal Arts Syllabus Information System). After logging in on a computer or smartphone either onor off campus, students can use KULASIS functions such as checking academic information (classcancellations, changes, reports), registering for courses, and checking their grades. Instructors canuse KULASIS to perform online tasks such as recording grades, making entries in the syllabus, andregistering class cancellations and make-up classes.
*To access KULASIS, log in to the Common Portal for All Students and click on “KULASIS.”
Website reference:
Common Portal for All Students
https://student.iimc.kyoto-u.ac.jp/
・Protection of CopyrightClasses make use of many copyright materials authored by the class instructor and third parties,
such as academic papers, books, figures, images, data, newspaper articles, and videos. As a TA, youneed to gain a proper understanding of how such works are handled and take care to avoid infringing
copyright.
The Copyright Act sets out the rights of authors and rules for the use of copyright materials, inorder to protect the interests of authors. Article 32 of the act prescribes “legitimate quotation.”
In principle, permission from the copyright holder is required when making use of copyrightmaterials, but educational institutions, in light of their public character, are granted a special
exemption under Article 35 of the Copyright Act that allows them to make use of a certain portion of
copyright materials without the author’s permission.
A 2018 amendment of the Copyright Act established a Compensation System for Public
Transmission for Educational Purposes to promote the use of ICT in education. Under this system,
educational institutions pay a lump sum compensation to the Society for the Administration of
Remuneration for Public Transmission for School Lessons (SARTRAS), which is composed of
copyright holders in different fields, which enables the public transmission of copyright materials up
to the minimum scope required for teaching purposes and to students only (this includes the sendingof class materials by email and their uploading to LMSs such as PandA). Under this compensation
system it is possible to use copyright materials without the need for individual permission from the
copyright holder, not only for face-to-face classes in lecture rooms, but also for so-called studio-stylesynchronous interactive/one-way remote classes, and on-demand remote classes. Kyoto University
makes use of this system too.
It goes without saying that the use of copyright materials, whether in face-to-face or online classes,11

is only permitted to the extent that it does not improperly harm the interests of the original author. As
a TA, you need to give thought to copyright protection yourself, as well as bringing it to the attentionof your students, under the direction of the class instructor.
Website reference:
The Importance of Copyright Protection (what to tell students)
https://www.highedu.kyoto-u.ac.jp/connect/teachingonline/
indication_to_students.php#copyrights
Online Learning Notification for Students (internal university access only)
https://www.highedu.kyoto-u.ac.jp/connect/teachingonline/limited/all/
online-learning-notification-for-stundents-200428.pdf
Agency for Cultural Affairs Copyright pagehttps://www.bunka.go.jp/seisaku/chosakuken/

12