OIST Graduate University
Policies, Rules and Procedures
Authority⚫ Approved by the CEO/President, Secretary General and University Community
Services Director⚫ Industrial Safety and Health Act⚫ School Health and Safety Act⚫ Medical Care Act

Chapter 20: Health and Wellness Program
20.1 Policy
Health is a state of complete physical, mental and social well-being and not merely theabsence of disease or infirmity. To achieve the mission of the OIST Graduate University(hereinafter “the University”), it is critical that students and staff members are able tostudy and/or work to their optimum. Ensuring and maintaining good health andwellbeing is critical to this mission. By establishing and operating the OIST Clinic,
Health Center and Ganjuu Wellbeing Service (Psychology led service providing therapy,
consultation & skills training to support individuals, teams and organizational
wellbeing), the University aims to meet the physical & emotional needs of the OIST
community. Students and staff members can access these services within work time.
20.2 Rules
20.2.1 OIST Clinic
20.2.1.1 Name of the clinic
The clinic on campus is named as OIST Clinic.
20.2.1.2 Providing medical careOIST Clinic is a health insurance medical facility at the campus that is available for
medical treatment. It is available to OIST affiliates and local residents.
20.2.1.3 Confidentiality
OIST Clinic handles personal information which may come to our knowledge in thecourse of work with the utmost care. We do not release the information without theconsent from the person unless it has a reasonable cause.
20.2.2 OIST Health Center
20.2.2.1 Services
The OIST Health Center plans and manage health checkups, provides healthconsultations, and first aid treatments to support members of the OIST community(the eligibility is defined under PRP 1.4.1 of the University) and their families
maintain and improve their health and lead fulfilling lives.

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Ch20_health-and-welness-program_20240621_en_cl20.2.2.2 Handling personal information
OIST Health Center handles personal information which may come to ourknowledge in the course of work with the utmost care. We do not release theinformation without the consent from the person unless there is a reasonable cause
to do so, such as an emergency case.
20.2.3 Ganjuu Wellbeing Service
20.2.3.1 Purpose
Ganjuu Wellbeing Service provides services to support the wellbeing of theUniversity and the OIST community.
20.2.3.2 Services provided
Ganjuu Wellbeing Service provides the following services:• Development and support of initiatives related to wellbeing and community• Workshops and training related to wellbeing• Services to teams (e.g., team building, mediation)• Information, advice and consultation on wellbeing or interpersonal matters,and• Psychological therapy
20.2.3.3 Medical treatment availability
Ganjuu Wellbeing Service does not provide medical treatment. Psychiatric andmedical consultations can be arranged via the OIST Health Center.
20.2.3.4 Language support
Services are provided in English and Japanese.
20.2.3.5 Eligibility and costs
All members of the OIST community (adults and children) who are living in Japanare able to receive the services, for free. The service is intended to support OIST
community members who reside in Okinawa, with some exceptions that would beconsidered on an individual basis.
Eligible members for this service include full-time and part-time employees,
students and immediate family members. Temporary staff whose work at OIST isidentical to directly employed staff are included. Vendors and temporary staff
whose place of work can be changed by their employing agency are not included.
The immediate family refers to a spouse, partner or children who live in the same
household. Exceptions may be made for family members residing outside of thefamily home if the nature of a relationship is significant in supporting an employee
or student (for example, separated spouses/partners who share care for children,or parents who are admitted on a visa to provide child-care). This is at the discretionof the Ganjuu Wellbeing Service.
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Ch20_health-and-welness-program_20240621_en_cl20.2.3.6 Confidentiality
The Ganjuu Wellbeing Service keeps all personal information, confidential within
the team. All clinical staff are bound by professional practice guidelines regarding
confidentiality. The Ganjuu Wellbeing Service administrator has clear expectations
and supervision from clinical staff at the Service regarding their responsibilities forconfidentiality. Verbal or written information will not be disclosed without
permission from the person it relates to (or from their parent/guardian if they are
not able to provide informed consent), except in the following circumstances:⚫ If clinical staff believe that the individual or a third party is at risk of serious
harm. This includes imminent risk of death or significant injury to self or
another; reports of or risk of abuse or neglect to a child. In this case,confidentiality is broken in order to reduce the risk of harm by involving
relevant people or services that can provide the necessary support. Wherever
possible this will be discussed with the individual first, unless disclosure
exposes the individual or others to serious harm.
⚫ If disclosure is required by Japanese law.
⚫ Information relating to children 12 years and under will be shared routinely
with parents/guardians unless there is a child protection issue in doing so. In
most cases parents or carers will need to be involved in the intervention.
⚫ For young people, aged 13-18 years, Ganjuu Wellbeing Service will negotiatewith the young person and parents/guardians to reach an agreement about
feedback which is appropriate to the developmental stage of the young person,and the clinical risk involved.
⚫ For the maintenance and improvement of therapeutic services, themanagement of risk, and to adhere to professional practice guidelines,
information will sometimes be shared with professional external consultants.
This information will not be personally identifiable. Any external consultants
are also bound by professional practice guidelines pertaining to confidentiality.
20.2.3.7 Record Keeping
As part of good professional practice, the Ganjuu Wellbeing Service keeps written
records to support work with individuals, couples, families, and groups. Individuals
can request access to their own records which the Ganjuu Wellbeing Service holds
about them under the conditions prescribed by the Protection of Personal
Information Act in Japan; however, information provided by a third party cannot
be disclosed without agreement from the third party. Any information requests will
be first sent to the OIST Rules and Compliance Section for review.
Case notes are kept on paper and are stored in a locked filing cabinet within a lockedside room. Email communication may be printed out and kept as part of the record.
Files are destroyed five years after discharge, in accordance with Japanese law for
retention of medical records.

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Ch20_health-and-welness-program_20240621_en_clLetters and some other clinical information may be stored electronically on a secure
drive with access restricted to the Ganjuu Wellbeing Service. Outlook calendar isused for appointment recording but people are referenced by number, not name, toprevent accidental breaches of confidentiality. Personal details are recorded within
the individual file and basic demographic data is collated anonymously onto a
database for service monitoring and improvement.
20.3 Responsibilities
20.3.1 OIST Clinic
20.3.1.1 Director of the OIST Clinic
The Secretary General appoints one doctor as a director from doctors who belong
to OIST Clinic. The director is responsible for managing the clinic, ensuring good
governance procedures are in place, and providing supervision where required.
20.3.1.2 Responsible Cashier at OIST Clinic
The Secretary General appoints one member from OIST Clinic staffs as a supervisor
responsible for managing and storing the collected fees for medical care.
20.3.1.3 Cashier at OIST Clinic
The Responsible Cashier at OIST Clinic may designate a Cashier from among thepersonnel in the OIST Clinic to perform the duties of disbursement specified in thepreceding paragraph.
20.3.1.4 Cash receipts and payments management in OIST Clinic
20.3.1.4.1 The Secretary General creates a petty cash in OIST Clinic for receipt,payment and custody of the fees in a strict manner. The management of the petty
cash shall be prescribed by from 26.3.1.5 to 26.3.1.12.
20.3.1.4.2 The petty cash specified in the preceding paragraph shall not be used
for any purposes other than settling medical care fees.
20.3.1.4.3 Considering the advancement of cashless payments and the growing
need for user convenience, OIST Clinic also accepts credit cards and otherpayments for medical care fees. In order to properly and safely operate credit cards
and other payment transactions, the Cashier shall compile and reconcile thetransaction data on a weekly or monthly basis, submit the reports to theResponsible Cashier, and receive confirmation and approval. The Responsible
Cashier shall prepare the credit card and other payment transaction report, withattached receipts and other supporting documents at the end of each month, andsubmit it to the Supervisor for receiving, paying and custody of money in theDivision for Financial Management.
20.3.1.4.4 The Responsible Cashier shall properly maintain and preserve alltransaction records of credit cards and other payments.

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Ch20_health-and-welness-program_20240621_en_cl20.3.1.5 Fee for medical care
OIST Clinic charges clients a fee for medical care based on the price set by theMinister of Health, Labor and Welfare after the treatment is completed. Clients
must pay the fee at the reception after the medical care.
20.3.2 OIST Health Center
20.3.2.1 OIST Health Center
OIST Health Center plans and operates the health checkups as specified by theIndustrial Safety and Health Act and the School Health and Safety Act.
20.3.2.2 Students and Employees
Students and employees must take the health checkups as specified by theIndustrial Safety and Health Act and the School Health and Safety Act.
Regulation of health checkups shall be specified separately.
20.3.3 Ganjuu Wellbeing Service
20.3.3.1 Ganjuu Wellbeing Service
Ganjuu Wellbeing Service complies with Japanese laws, University rules andprocedures, and the professional practice guidelines of the professional bodies withwhich clinical staff are registered. The clinical psychologist(s) of the Ganjuu
Wellbeing Service the President appointed as supervisor(s) is responsible for
ensuring good governance procedures and overseeing the staff.
20.4 Procedures
20.4.1 OIST Clinic
20.4.1.1 Opening hours
OIST Clinic opening hours are shown on the OIST Clinic website. However, they
may be subject to change due to unavoidable reasons.
20.4.1.2 Appointments
In order to see a doctor, it is required that you make a reservation by email or phone
before visiting the doctor. This does not apply in case of emergency.
20.4.1.3 Fees for medical care
Public health insurance covers medical treatment at OIST Clinic. Some medicaltreatments that are not covered by health insurance, such as travel vaccinations,must be paid in full by the clients.
20.4.1.4 Location
OIST Clinic provides medical care in C16, Lab4.
20.4.1.5 Referral to external medical facilities
OIST Clinic will refer to specialists, hospitals, and/or advanced medical facilities ifnecessary.

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Ch20_health-and-welness-program_20240621_en_cl20.4.2 OIST Health Center
20.4.2.1 Opening hoursOIST Health Center opening hours are shown on the OIST Health Center website.
However, they may be subject to change due to unavoidable reasons.
20.4.2.2 Location
OIST Health Center provides services in C12, Lab4.
20.4.3 Ganjuu Wellbeing Service
20.4.3.1 Opening hours
Ganjuu Wellbeing Service opening hours are shown on the Ganjuu website;
however, they may be subject to change due to unavoidable reasons. Occasional
services (for example workshops) may be provided at evenings or weekends at thediscretion of the Ganjuu Wellbeing Service staff.
20.4.3.2 Appointments
Appointments can be made by submitting an appointment request form (available
from the Ganjuu Wellbeing Service website) via email, in person or by post into ourletter box located outside the entrance door. In addition, we also welcome informal
enquiries by telephone, email or in person if community members are unsure
whether they need or want formal support and would like to first discuss this withclinical staff before submitting an appointment request form.
20.4.3.3 Location
Ganjuu Wellbeing Service is located at the President’s House.
20.5 Forms
20.6 Contacts
20.6.1 Policy Owner
Secretary General
University Community Services Director
20.6.2 Other contacts
OIST Clinic
OIST Health Center
Ganjuu Wellbeing Service
20.7 Definitions

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