OIST Graduate University
Policies, Rules & Procedures
Authority:⚫
⚫

Approved by the President
OIST School Corporation Act

Chapter 1: WHO WE ARE:
Founding and Governing Principles

1.1
FOUNDING OF THE OIST GRADUATE UNIVERSITYThe Okinawa Institute of Science and Technology Promotion Corporation (OIST PC)
was established on September 1, 2005, pursuant to the Independent AdministrativeInstitution Okinawa Institute of Science and Technology Promotion Corporation Act(Act No. 26 of 2005), in order to prepare the way for an international graduate
university (the University) dedicated to science and technology. Following thesuccessful establishment and operation of OIST PC, the OIST School Corporation Act(Act No. 76 of 2009) was enacted to provide the institutional basis for the University
and to establish a framework for transitioning from a research institute to a fully
functioning graduate university.
The express objectives of the OIST School Corporation (OIST SC) are to conduct
outstanding international research and education in science and technology, and by
this means to:~contribute to the sustainable development of Okinawa; and~to advance science and technology in Japan and the rest of the world.
1.1.1 OBJECTIVES OF THE OIST GRADUATE UNIVERSITY
The founding documents established five central concepts to guide the University:
Best in the World - Be a leading center for education and research, which requires
a culture where creativity, uniqueness, and diversity are encouraged.
International – Aim that more than half of the faculty and students will be nonJapanese and that English, as the international language of science and technology,
will be the University’s official language.
Flexible – Encourage innovation, creativity, and adaptability (academically andadministratively), accommodate new initiatives, establish an interdisciplinary
academic structure, and treat every student as a unique individual.
Global Networking – Increase research and education opportunities and enhancethe visibility of the University through hosting, attending at and participating ininternational meetings, conferences, workshops, collaborations, and the like.
Collaboration with Industry – Recognize that the research outcomes generated
by the University’s research in science and technology may be developed and applied1

ch01_who-we-are_en_20240619_clby industry for the benefit of society in general as well as to facilitate sustainable
development of Okinawa and the competitiveness of Japan.
1.1.2

SCHOOL CORPORATION & UNIVERSITY MANAGEMENTSTRUCTURE
In keeping with the mandate of the OIST School Corporation Act, OIST SC and theUniversity present a unified management structure:
The ultimate authority and responsibility for the management and operation of theOIST SC is vested in its Board of Governors (BOG). The BOG selects a Chief
Executive Officer (CEO) for OIST SC, and the CEO also serves as the President of theUniversity. The BOG entrusts the day-to-day management of the University to thePresident. Additionally, the BOG appoints the Senior Level Executive, who is alsothe Vice-CEO.
The President, in consultation with the BOG, establishes a management structure
for the University, a structure which is to be an efficient and effective vehicle for
operating a distinguished international graduate university and which will ensuretransparency and accountability in its administrative and fiscal operations.
1.2
MISSION STATEMENTThe University shall conduct internationally outstanding education and research inscience and technology, and thus contribute to the sustainable development of
Okinawa, and promote and sustain the advancement of science and technology inJapan and throughout the world.
1.3
CORE VALUES
Integrity, honesty, fairness, respect for others, and dedication to the OIST mission arethe values that inform the activities and behaviors of individuals working for, orasserting an affiliation with, the University. The University promotes diversity andprovides equal opportunities for all community members without regard for gender,
gender identity, gender expression, age, sexual orientation, mental or physicaldisability, medical condition, race, ethnicity, ancestry, culture, national origin, religion,or marital status.
In addition, the University operates within the principles established by the following
policies:
1.3.1 OPENNESS IN RESEARCHThe University’s central functions of teaching, learning, researching, and publishingdepend upon an atmosphere in which freedom of inquiry, thought, expression,
scholarship and peaceable assembly are given full protection and support. Therefore,
it is the University policy that expression of the widest range of viewpoints is to be
encouraged within the University.
In order to support the open and free exchange of ideas, the University as a matterof policy also encourages participation in the research enterprise by a diverse body2

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of highly qualified individuals. Except in extraordinary circumstances as determinedby the President, participation in University research by otherwise qualified
individuals will not be limited by citizenship, nationality, or ethnicity. Similarly,participants in the University research shall not be denied access - based on
citizenship, nationality, or ethnicity - to the intellectually significant portions of theirresearch.
Additionally, because the University’s research is intended for dissemination within
the interested scientific community and throughout the world, only time-limited
publication and disclosure restrictions based on contractual and/or legal obligations,such as those required for purposes of peer review and patentability review, may be
imposed on the research.
1.3.2 RESPECTFUL WORKPLACEOIST Graduate University Respectful Workplace Policy
The University is committed to providing a work environment that promotes
education, research, and productivity through working relationships based on
respectful communication. This commitment calls for a workplace where thefollowing core values are upheld:
1. Everyone at OIST without exception has an important contribution to maketoward the overall success of the University’s mission.
2. This mission will be carried out in an atmosphere where all employees, in all
types of jobs, value each other and treat each other with respect. Communication
between employees should be polite at all times. This will be true even insituations of high pressure and urgency.
3. Diversity among employees is celebrated at OIST and employees must at all times
exercise tolerance and respect for gender, gender identity, gender expression, age,sexual orientation, mental or physical disability, medical condition, race,ethnicity, ancestry, culture, national origin, religion, or marital status. Special
consideration should be given to those employees with physical or mentalimpairment.
4. Managers, supervisors and others in positions of authority should consider
themselves as role models in the promotion of these core values, without in any
way abdicating their responsibility to direct their employees to perform workeffectively.
5. In the same spirit, employees, irrespective of their job title, are encouraged todiscuss issues of concern without fear that those discussions will result innegative treatment or punitive consequences from any other employee of theUniversity.
6. To promote mutual understanding and avoid unnecessary conflicts, anatmosphere where native English speakers are considerate of non-nativespeakers, and vice versa, is expected so that no language-related barrier restricts
employees from participating in discussions or in asking questions.
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ch01_who-we-are_en_20240619_cl7. In response to staff input, the University will make reasonable changes toimprove the work environment and productivity at OIST.
8. Intimate relationships between students and faculty (or those involved in theacademic supervision of students), supervisors and subordinates, or with outsidevendors or related parties should be avoided, as they may lead to harassing
behavior or conflicts of interest and may adversely affect the working or studying
environment. If such a relationship exists, it must be reported to a supervisor andthe Vice President for Human Resource, and measures will be taken to prevent
harassment and conflicts of interest as necessary. Any such report will be treatedstrictly confidentially.
9. We will take disciplinary action against those who engage in disrespectfulcommunication, discrimination, harassment, bullying, or sexual violence
depending upon the nature and severity of the act and the seriousness of theconsequences in accordance with our Rules on Disciplines, etc. for Employees.
1.3.3 COMMITMENT TO STUDENTS
The University’s PhD program is at the heart of the University, and its participants
are selected from the very best science and technology graduate students in the world.
The University is committed to their success, both while in the thesis program andbeyond.
During their graduate training at the University, each student will work closely withworld-class faculty pursuing unique, highly individualized programs of study inmodern well-equipped laboratories. The University’s international composition andinterdisciplinary approach has been expressly designed to spark exploration,creativity, discussion and innovation, in order to assure that our students will
advance the cutting edge of research in science and technology. By providing
excellent conditions for thesis research (including good practical support for livingand thriving in Okinawa), the University advances the goals of its students andencourages them to become tomorrow’s leaders.
1.4
UNIVERSITY CODE OF CONDUCTThe Code of Conduct (Code) is a statement of our shared and mutual commitment toupholding ethical, professional and legal standards in conducting our lives and making
decisions within the University community. The University values integrity, honesty,fairness, diversity, respect for others, and equality of opportunity; it strives to assurethat no activity of the University undermines fundamental principles of human dignity.
OIST does not discriminate on the basis of gender, gender identity, gender expression,age, sexual orientation, mental or physical disability, medical condition, race, ethnicity,ancestry, culture, national origin, religion, or marital status. The OIST Gender Code ofConduct further emphasizes the core principles of equality for all individuals
regardless of their gender, gender identity, or gender expression.
As members of the University community, all faculty, staff, students, the Universityofficers, members of the Board of Governors, and all the University affiliates andvolunteers are responsible for maintaining and demonstrating these values and for4

ch01_who-we-are_en_20240619_clobserving the ethical standards of both the University and the broader community inwhich it operates. The values contained in this Code of Conduct must be integral
elements of the University’s educational, research and business practices. Each of us
also must be cognizant of, and comply with, the relevant external policies, standards,laws and regulations that pertain to our activities.
1.4.1 APPLICABILITYThe University’s Code applies to the following members of the Universitycommunity:~ Those who are paid by the University when they are working for the University,including faculty, staff, researchers and students;~ Those doing business with the University, such as consultants, vendors, andcontractors;~ Those who perform services for the University as volunteers; and~ Those who assert an association with the University (such as alumni).
1.4.2 BUSINESS TRANSACTIONS & OTHER ACTIVITIESMembers of the community must transact the University business in compliancewith applicable laws, regulations, and the University policies, rules, and procedures.
Business transactions and other activities within the University may not always be
subject to specific laws, regulations, or codes of ethics. In these instances, our corevalues will govern. The fact that a particular business or other practice is common,
customary, or expedient will not justify its use at the University if that practiceconflicts with the core values of the University or any other the requirements of theCode.
1.4.3 PROTECTION OF INFORMATION
Community members receive and generate on behalf of the University various typesof confidential, proprietary, and private information. It is imperative that eachmember of the University community understands and complies with Japanese law
concerning access to and disclosure of various types of information. In addition, eachmember of the University community must comply with disclosure/nondisclosureagreements with third parties, and with the University policies, rules and procedures
pertaining to the use, protection and disclosure of such information. Be aware that,in some cases, these rules and procedures may continue to apply even after aperson’s relationship with the University has ended.
1.4.4 CONFLICT OF INTEREST/CONFLICT OF COMMITMENT
Members of the University community who serve as faculty or staff owe theirprimary professional allegiance to the University and its mission. Outside
professional activities, private financial interests, or the receipt of benefits fromthird parties can cause an actual or perceived divergence between an individual’s
private interests and the duty of allegiance to the University.
To help prevent such a potential conflict of interest or commitment (including the5ch01_who-we-are_en_20240619_clappearance of a conflict) from arising, faculty and staff who have other professional orfinancial interests shall disclose them in compliance with applicable conflict ofinterest/conflict of commitment policies and procedures set out in the Policies, Rules
and Procedures Library at Chapter 22, Avoiding Conflicts of Interest & Security Export
Control.

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