Coronavirus Vaccination at Large-Scale Vaccination Sites FAQ (schools coordinating with the Tokyo Metro BOE)

Hello this is the public PA at the Tokyo Metropolitan Board of Education. I've gotten my hands on the Japanese FAQ made by the Tokyo Metro BOE section that is handling the vaccinations. This page only pertains to the schools that have already made registration with the BOE vaccination cites. For detailed information please contact your school administration staff.

I will post the questions I have translated as I go here.

**WARNING**: as the information is getting constantly edited there is a chance it may be incorrect at the time you read this, before I have a chance to get the new version and update. Also this is not the official translation, I am not in the section responsible for vaccinations and am doing this separately on my free time to hopefully help smooth the process.

## Table of Contents

**１**　Approach to Vaccinations

１－１　Do I have to get vaccinated?

１－２　I received the information from the local government where I live, so I was thinking of getting the vaccine there. Do teachers and staff have to get vaccinated based on the information from the Board of Education (at this large-scale vaccination site)?

１－３　I've heard about various vaccinations from local governments, but I don't know which ones to get.

１－４ We have heard from the local government that they are going to conduct inoculations at workplaces for teachers and staff of schools located in the local government, but we don't know how to respond as a school because of the talk about this large-scale inoculation site.

**２**　Target Audience

２－１　We do not know if certain faculty members are eligible for this mass vaccination.

２－２　Do you have specific criteria for "faculty and staff who have contact with them"?

２－３　What is the scope of a contractor? Can volunteers who are not contractors be included in the scope?

**３**　How to prepare and submit a list of names

３－１　There are faculty members (hourly teachers, etc.) who work at more than one school. At which school do we submit the list?

３－２　If teachers and staff (hourly lecturers, etc.) who work at multiple schools are vaccinated in the framework of special support schools, which are being implemented first, will it not be necessary to take action at the school with the largest number of working hours (appointed hours) (the so-called main school)?

３－３　When did the list of names sent by the Tokyo Metropolitan Board of Education become available?

３－４ There are faculty members, etc. who wish to be vaccinated outside of their assigned quota, may they do so?

３－５　Is it all school personnel who are to be added to the list? Or only those who want to?

３－６　Can I add a contractor to the list? What are the criteria for contractors?

３－７　What is the response of digital support?

３－８　I don't know the staff number, but is it mandatory?

３－９　Is it necessary to write up to the street address in the address of the residence certificate?

３－10　Is it possible to add newly hired staff during the survey period?

３－11　Is it possible to include employees whose appointment period ends at the end of July?

３－12　I would like to be vaccinated at the earliest possible time between the vaccination at my local government and this large-scale vaccination. Can I make a duplicate appointment?

３－13　It is assumed that a list of names will be submitted every day during the period. For example, if a person who wants to be vaccinated on Saturday, July 10 is not in the school, does he or she still have to submit the list by the deadline?

３－14　Is there a possibility that those who wish to be vaccinated will not be able to do so due to over-quota or other reasons?

３－15　Does the list of names have to be submitted

３－16　We are supposed to submit a list by each due date, but do we need to create a list for each vaccination date?

**４**　Vaccination site and hours

４－１ There are faculty members, etc. who wish to be vaccinated outside of their assigned quota, may they do so?

４－２　I would like to change the date and time of the vaccination before the first dose due to work commitments, etc. Is this possible?

４－３　I wanted to change the vaccination date and time, and tried to coordinate within the school, but it was difficult. What should I do?

４－４　Is it possible to change the date of the second vaccination?

４－５　Is it possible to change the time of the second visit?

４－６　Will the Tokyo Metropolitan Board of Education, etc. contact me again to confirm the date, time and venue?

４－７　Where are the inoculation sites? (As of July 19, 2021)

４－８　Can I choose the venue?

４－９　When is the best time to start vaccination?

４－10　The venue indicated is far from my home, is it possible to request a change of venue?

４－11　The venue indicated is too far from my home, and I would like to cancel (if I cannot change the venue). Is this possible?

４－12　What should I do if, after submitting the final version of the list, the person in question says, "I can't go anymore, so I want to change the date. What should I do?

４－13　After submitting the final version of the list, there was an omission in the list of subjects. Is it possible to add them?

４－14　If I can't make it within the pattern provided by TMG, will I be offered another slot afterwards?

４－15　What are the specific times of the night hours?

**５**　Inoculation day

５－１　What should he or she bring on the day?

５－２　Will I be able to receive this large-scale vaccination without an inoculation ticket?

５－３　Is it possible to cancel on the day?

５－４　If I have to cancel on the day, do I need to contact you?

５―５　Since the person who was scheduled to receive the vaccine cancelled on the day of the event, is it possible for another person to receive the vaccine using that slot?

**６**　Others

６－１　How is the service handled when receiving this vaccination?

６－２　Is there a fee for vaccination?

６－３　Are there any instructions or preliminary examination forms written in foreign languages?

６－４　If I don't submit my request by the deadline of this large-scale vaccination request survey, will I have no other choice but to be vaccinated by the local government?

## **１　Approach to Vaccination**

Ｑ１－１　Do I have to get vaccinated?

Ａ１－１　Vaccinations will be conducted on a voluntary basis based on the wishes of the individual.

※ Vaccinations are conducted at the ward, city, town, village, etc. where the teacher or staff member resides, so please choose whether or not you would like to be vaccinated at a large-scale venue in Tokyo based on your own will.

Ｑ１－２　I received the information from the local government where I live, so I was thinking of getting the vaccine there. Do teachers and staff have to get vaccinated based on the information from the Board of Education (at this large-scale vaccination site)?

Ａ１－２　You can get vaccinated at your local government office. However, please do not mix the first and second vaccinations. (NG: 1st vaccination at the local government, 2nd vaccination at this large-scale vaccination site)

Ｑ１－３　I've heard about various vaccinations from local governments, but I don't know which ones to get.

Ａ１－３　It does not matter which guide you use. However, please take the second vaccination within the same framework as the first one (or the same large-scale vaccination if it is this large-scale vaccination). Due to the nature of the vaccine, it is not possible to receive different vaccines for the first and second doses.

Ｑ１－４　We have heard from the local government that they are going to conduct inoculations at workplaces for teachers and staff of schools located in the local government, but we don't know how to respond as a school because of the talk about this large-scale inoculation site.

Ａ１－４　The purpose of this vaccination is to provide an opportunity to accelerate the vaccination process, and is not compulsory. It is up to each school to decide whether to use the framework of this vaccination or the framework of the local government, but please consult with the Tokyo Metropolitan Board of Education. When teachers and staff receive vaccinations under this framework, each school is requested to (1) prepare a list of names and other information according to the method indicated by the BOE, and (2) collect vaccination tickets from those who do not have them on the day of vaccination at the school at a later date. (2) For those who do not have a vaccination ticket on the day of vaccination, the school will collect the ticket from the subject at a later date.

## **２　Target Audience**

Ｑ２－１　We do not know if certain faculty members are eligible for this mass vaccination.

Ａ２－１　The target audience for this vaccination is "teachers and staff who have contact with preschoolers, children, and students. "

Ｑ２－２　Do you have specific criteria for "faculty and staff who have contact with them"?

Ａ２－２　The Tokyo Metropolitan Board of Education does not set standards for frequency of visits to schools or contact density. If you wish to be vaccinated in this large-scale vaccination program, you may include a wide range of teachers and staff working at your school.

Ｑ２－３　What is the scope of a contractor? Can volunteers who are not contractors be included in the scope?

Ａ２－３　The Tokyo Metropolitan Board of Education does not plan to set the scope or criteria of the contractors, etc. The management of the list of contractors, schedule, etc. will be announced separately. Volunteers can also be included in the scope.

## **３**　**How to prepare and submit a list of names**

Ｑ３－１　There are faculty members (hourly teachers, etc.) who work at more than one school. At which school do we submit the list?

Ａ３－１　Teachers and staff members who work at more than one school should be listed only at the school where they work the most hours (appointed hours) (the so-called "main school"), and not at any other school. In cases where the number of working hours (appointed hours) is the same and it is difficult to determine the school of primary duty, please enter only the school with the smallest affiliation code in the list.

Ｑ３－２　If teachers and staff (hourly lecturers, etc.) who work at multiple schools are vaccinated in the framework of special support schools, which are being implemented first, will it not be necessary to take action at the school with the largest number of working hours (appointed hours) (the so-called main school)?

Ａ３－２　The Tokyo Metropolitan Board of Education will not manage the vaccination status of this target group. When asking teachers and staff to confirm whether or not they wish to receive the vaccine, please make sure that they are "teachers and staff who will receive the vaccine for the first time," including the fact that they have not received the vaccine in the framework of special support schools that have already received the vaccine.

Ｑ３－３　When did the list of names sent by the Tokyo Metropolitan Board of Education become available?

Ａ３－３　This information is current as of July 19, 2021.

Ｑ３－４ There are faculty members, etc. who wish to be vaccinated outside of their assigned quota, may they do so?

Ａ３－４　It is not possible to choose a slot other than the one set or the time of visit. We ask for your understanding and cooperation in allocating the pattern slots within the capacity of the venue and the number of vaccinations given.

Ｑ３－５　Is it all school personnel who are to be added to the list? Or only those who want to?

Ａ３－５　Please list those who wish to be vaccinated. Please note that the contractors will be contacted separately regarding the management of the list, schedule, etc. This time, please identify faculty members who have many opportunities to come in contact with children and students.

Ｑ３－６　Can I add a contractor to the list? What are the criteria for contractors?

Ａ３－６　We will contact you separately regarding the management method and schedule of the list of names for the contractors. Please note that the Tokyo Metro BOE will not establish criteria for the contractors.

Ｑ３－７　What about the digital supporter?

Ａ３－７  If your ward or city directly employs digital supporters, you may add them to the list. In other cases, we will contact you separately.

Ｑ３－８　I don't know the staff number, but is it mandatory?

Ａ３－８ This is not required. In order for us to confirm the eligibility for vaccination individually, please provide other information such as date of birth accurately.

Ｑ３－９　Is it necessary to write up to the street address in the address of the residence certificate?

Ａ３－９ Please enter the name of the ward, city, town or village. (○Yokohama City, Kanagawa Prefecture ×Aoba-ku, Yokohama City, Kanagawa Prefecture)

Ｑ３－10　Is it possible to add newly hired staff during the survey period?

Ａ３－10　Please feel free to add more.

Ｑ３－11　Is it possible to include employees whose appointment period ends at the end of July?

Ａ３－11　In this large-scale vaccination, it is assumed that the Moderna vaccine used for this vaccination will be administered in two doses. The second vaccination should be given 4 weeks after the first. If you do not have a vaccination ticket on the day of vaccination, you will need to submit it at a later date. Even after the appointment period is over, you can still be included in the program as long as you follow the necessary measures.

Ｑ３－12　I would like to be vaccinated at the earliest possible time between the vaccination at my local government and this large-scale vaccination. Can I make a duplicate appointment?

Ａ３－12　You can reflect this in the deadline for submitting the list of names (from center, branch office, or local board of education until 2 days before the vaccination date for the Tokyo Metropolitan Board of Education).

Ｑ３－13　It is assumed that a list of names will be submitted every day during the period. For example, if a person who wants to be vaccinated on Saturday, July 10 is not in the school, does he or she still have to submit the list by the deadline?

Ａ３－13　If there is no one who wants to be vaccinated on a given day, please report it as no one who wants to be vaccinated. This can be done by email or other means.

Ｑ３－14　Is there a possibility that those who wish to be vaccinated will not be able to do so due to over-quota or other reasons?

Ａ３－14　In consideration of the capacity of the venue and other factors, we have set a quota for each school equally. Basically, inoculation is possible for those who request it within the quota.

Ｑ３－15　Does the list of names have to be submitted daily?

Ａ３－15　For administrative reasons, please submit the form every day. Even if there are no changes, please submit the form every day.

Ｑ３－16　We are supposed to submit a list by each due date, but do we need to create a list for each vaccination date?

Ａ３－16　Do not separate files or sheets for each vaccination date. In principle, do not make any changes to past data, such as deleting subjects whose vaccinations have been completed.

## **４　Vaccination site and hours**

Ｑ４－1  There are faculty members, etc. who wish to be vaccinated outside of their

assigned quota, may they do so?

Ａ４－１　It is not possible to apply more than the set number of students. The number of pattern slots will be evenly distributed to each school based on the number of applicants from each school.

Ｑ４－２　I would like to change the date and time of the vaccination before the first dose due to work commitments, etc. Is this possible?

Ａ４－２ If you wish to change the date and time of vaccination, in principle, please coordinate among the school staff or choose another date and time within the limit set by the metropolitan government.

Ｑ４－３　I wanted to change the vaccination date and time, and tried to coordinate within the school, but it was difficult. What should I do?

Ａ４－３　Please consult with your local board of education (or center).

Ｑ４－４　Is it possible to change the date of the second vaccination?

Ａ４－４ Due to the nature of the Takeda/Modena vaccine, vaccinations are to be given at 4-week intervals. As a general rule, the date and time of the second dose cannot be changed. However, in the unlikely event that you have to coordinate with other faculty members in the school, please have the second dose administered within 4 to 5 weeks.

Ｑ４－５ Is it possible to change the time of the second visit?

Ａ４－５ As a general rule, please come at the same time for the first and second vaccinations.

Ｑ４－６　Will the Tokyo Metropolitan Board of Education, etc. contact me again to confirm the date, time and venue?

Ａ４－６　You will not be contacted to confirm the date and time of your vaccination. The date and time of your vaccination will be decided by your school. Please arrive at the venue on the day of the event.

Ｑ４－７　Where are the inoculation sites? (As of July 19, 2021)

Ａ４－７ The following venues will be set up as large-scale vaccination sites (hereinafter referred to as "Main Venues") to provide priority vaccinations to educators (Additional sites may be established in the future). The following venues will be set up as large-scale vaccination sites (hereinafter referred to as "Main Venues").

1. South Observation Room, Tokyo Metropolitan Government Building No.1 (2-8-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo)
2. Tokyo Metropolitan Tachikawa Regional Disaster Prevention Center (3223-2 Midori-cho, Tachikawa City, Tokyo)
3. Tokyo Metropolitan Tama General Medical Center (2-8-29 Musashidai, Fuchu City, Tokyo)
4. Tokyo Metropolitan Tachikawa North Vaccination Center (inside Tachikawa GREEN SPRINGS)
5. Tokyo Metropolitan Gyoko-dori Underground Vaccination Center (2-4-1 Marunouchi, Chiyoda-ku, Tokyo)
6. Tokyo Metropolitan Teachers' Mutual Aid Association Sanraku Hospital Vaccination Site (2-5, Kinsurugadai, Chiyoda-ku, Tokyo)

Ｑ４－８　Can I choose the venue?

Ａ４－８　The venue will be designated by the Tokyo Metropolitan Board of Education. You will not be able to choose your own venue.

Q４－９　When is the best time to start vaccination?

Ａ４－９　We are currently working on it. We will notify you separately.

Ｑ４－10　The venue indicated is far from my home, is it possible to request a change of　venue?

Ａ４－10　 Please note that you cannot change the venue. We ask for your understanding and cooperation in distributing the total number of slots equally to each school.

Ｑ４－11　The venue indicated is too far from my home, and I would like to cancel (if I cannot change the venue). Is this possible?

Ａ４－11　 It is possible. In the list, there is an option "辞退" in the column for selecting the pattern (column L of the excel file). Please select this option and submit the form to the local education committee or the center.

Ｑ４－12　What should I do if, after submitting the final version of the list, the person in question says, "I can't go anymore, so I want to change the date. What should I do?

Ａ４－12  No additions or changes can be made after the final version of the list is

submitted. Please submit your request for a different pattern again.

Ｑ４－13　After submitting the final version of the list, there was an omission in the list of

subjects. Is it possible to add them?

Ａ４－13　No additions or changes can be made after the final version of the list is

submitted. Please submit your request for a different pattern again.

Ｑ４－14　If I can't make it within the pattern provided by TMG, will I be offered another slot afterwards?

Ａ４－14　At this point, the schedule and other details beyond the frame shown are yet

to be determined.

Ｑ４－15　 What are the specific times of the night hours?

Ａ４－15　The time range is from 5:00 pm to 8:00 pm (under adjustment). We are sorry, but there are only a few slots available in the evening hours, so the Tokyo Metropolitan Board of Education will set the allotment.

## **５　Inoculation Day**

Ｑ５－１　What should he or she bring on the day?

Ａ５－１　Please bring with you (1) a new corona vaccination record, (2) a preliminary medical checkup sheet with an inoculation ticket (preliminary medical checkup sheet for new corona vaccination), and (3) a document that verifies your identity (employee ID card, driver's license, health insurance card, or other document that verifies your name). If you have already received a vaccination coupon from your local government, please attach it to the preliminary medical checkup sheet with the vaccination coupon and bring it to the venue on the day. If you have not received the vaccination coupon from your local government, please submit it to the school as soon as you receive the vaccination coupon from your local government after the vaccination.

Ｑ５－２　Will I be able to receive this large-scale vaccination without an inoculation ticket?

Ａ５－２　Even if you do not have an inoculation ticket, you can still get vaccinated by submitting your request. However, your local government will send you an inoculation ticket at a later date, so please submit your request through your school.

Ｑ５－３　Is it possible to cancel on the day?

Ａ５－３　If the vaccination date is changed, please make arrangements within the school to avoid cancellation on the day of vaccination, and submit the final version of the list of eligible students to the Education Policy Division two business days in advance via the local board of education (or center).

Ｑ５－４　If I have to cancel on the day, do I need to contact you?

Ａ５－４　No special contact is required. However, if you wish to have your school personnel vaccinated on a different day, you will need to submit your request again through the school.

Ｑ５―５　Since the person who was scheduled to receive the vaccine cancelled on the day of the event, is it possible for another person to receive the vaccine using that slot?

Ａ５－５　We apologize, but please make arrangements for another day.

## **６　Others**

Ｑ６－１　How is the service handled when receiving this vaccination?

Ａ６－１　Teachers and staff of metropolitan schools can be "exempted" from service. For details, please refer to the attached notice (No. 533, dated June 9, 2021, "Temporary Measures Concerning the Handling of Service and Salaries, etc. of Employees When Receiving Vaccinations for the New Coronavirus Infection (Notice)") and Q&A.

Ｑ６－２　Is there a fee for vaccination?

Ａ６－２　Its free.

Ｑ６－３　Are there any instructions or preliminary examination forms written in foreign languages?

Ａ６－３　Please refer to the Ministry of Health, Labor and Welfare's website at the link below for a preliminary medical checkup form in foreign languages.

https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/vaccine\_tagengo.html

Ｑ６－４  If I don't submit my request by the deadline of this large-scale vaccination request

survey, will I have no other choice but to be vaccinated by the local government?

Ａ６－４　We are also planning to start vaccinations for those who have received their vaccination tickets through the online individual application system by the currently targeted time at the end of July. This will be announced separately as soon as the details are decided.