Faculty member:
To all faculty members employed by Hokkaido University
Things we would like you to know first
April 2018 Hokkaido University
Introduction
We would like to extend our warmest welcome to all our new faculty members and have high hopes for your contributions during your time with us. We are sure that there are many aspects of your new role at HU that are unclear, such as what to keep in mind regarding your duties or where to ask about essential matters. We have selected the things we most want you to understand initially and put them together in this compact booklet. The items mentioned in this booklet do not, of course, cover the full extent of what is expected of you as faculty members of HU, but we would like you to use this as your first point of reference. We ask that you read this booklet and make use of it. Please also note that the presence of a Japanese-speaking intermediary may be requested if you ask for details on any of the content in this booklet at the office in charge in your affiliated department. In this case, please consult a staff member from your laboratory or office who speaks both Japanese and English. ◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆◆ Contents
I Points to be aware of during your employment 6 Others ...... 16 1 Employee ethics ...... 1 2 Harassment Prevention ...... 1 IV Information network, etc. 3 Promotion of the elimination of all forms of 1 HU’s information network ...... 17 discrimination against people with disabilities ...... 2 2 How to access Single Sign-on (SSO) System 4 Prohibited acts in research activities ...... 3 (University-wide network system) ...... 17 5 Research safety ...... 4 6 Management, etc. of chemical substances, waste V Matters relating to education and student support liquids, etc...... 5 1 Educational code of ethics ...... 19 7 Security trade control ...... 8 2 Cooperation for liberal education and general 8 Employment of non-regular employees in education ...... 19 laboratories ...... 9 3 Academic assessment ...... 19 9 Information security measures and appropriate use 4 Entry of syllabus and academic records ...... 20 of software ...... 9 5 Duties relating to entrance examinations ...... 20 10 Protection of personal information ...... 10 6 Acceptance of international students ...... 21 11 Safety confirmation in a major disaster ...... 11 7 Faculty development (FD) ...... 23 12 Acquisition of researchmap IDs and entry of data such as degrees and achievements ...... 11 VI Research partnerships and partnerships between 13 Using the University crest and logos ...... 12 universities and industry 1 Types of and procedures for competitive funds .... 24 II Code of Conduct, etc. 2 Joint research and commissioned research ...... 25 1 Office hours ...... 13 3 Inventions, patent applications and tangible 2 Handling of cases in which employees engage research and development results ...... 25 in work other than their job at HU (concurrent 4 Conflict-of-interest management in posts) ...... 13 government-industry-academia collaborations ..... 25 3 Health checkup ...... 14 5 Registration of Researcher IDs ...... 2 6 4 Staff IDs ...... 14 VII Use of facilities III Finances and accounting 1 Vehicle entry restrictions on campus ...... 27 1 Purchasing of goods, inspections (acceptance 2 Hokkaido University Tokyo Office ...... 27 inspection), etc...... 15 2 Placing orders under unit price contracts ...... 15 3 Out-of-pocket expenses and corporate credit card payments ...... 15 4 Applications for business trips (application procedure for travel expense payment) ...... 16 5 Payment of honoraria (rewards) ...... 16
I Points to be aware of during your employment
1 Employee ethics
HU has established Employee Ethics Regulations to prevent its officers and employees from committing any acts that invites suspicion or distrust from the public, to ensure public trust regarding HU activities.
It is prohibited to commit any of the following acts with interested parties: (1) Receiving donations of money, goods, or property (2) Borrowing money (3) Borrowing goods or property free of charge without authorization (4) Receiving the provision of services free of charge (5) Accepting the rights to private equity (6) Receiving entertainment or a treat (7) Engaging in activities such as dining or drinking, recreational activities, golf or travel together
[What is an "Interested Party"?] (1) Business operator contracted to supply goods, business operator who has applied for such a contract, etc. (2) Person who has applied for enrollment at HU, student who is target for disciplinary action and persons concerned (3) Persons who wish to be employed at HU and persons concerned
Prohibited acts with parties other than interested parties It is prohibited to receive entertainment or a treat beyond what is considered the reasonable level of social courtesy, such as repeatedly receiving entertainment or a treat, or receive the provision of property benefits from any business operator, etc. even those not considered interested parties.
Other (1) It is prohibited for review committee members to receive entertainment, treats, or property benefits from the subjects of reviews, etc. (2) Following the enforcement of Disability Discrimination Act† on April 1, 2016, HU has established our implementation guidelines and points of concern on the implementation guidelines.
Please note that employees of national university corporations are considered provisional public servants and are subject to the same criminal laws and other penal regulations as public servants. (Article 19 of National University Corporation Act)
†The official title of the Act in English has yet to be confirmed. "Disability Discrimination Act" is the short title used in the UK.
2 Harassment prevention
Anti-harassment Regulations are stipulated for the purposes of harassment prevention at HU.
1 insults)
Sexual harassment Sexual speech or behavior of employees which offends others (considered sexual harassment when the other parties feel offended).
Academic harassment Speech or behavior of employees which infringe rights of others or humiliate personality by exploiting their occupational positions in HU’s education and research.
Other types of harassment All kinds of inappropriate language and behavior (other than sexual or academic harassment) which infringe the human rights of other parties.
3 Promotion of the elimination of all forms of discrimination against people with disabilities
Disability Discrimination Act (2013) outlines (1) prohibiting unjust discriminatory treatment for, and (2) providing reasonable accommodation to, the people with disabilities. It aims for an inclusive society for both the disabled and the non-disabled.
(1) Prohibition of unjust discriminatory treatment
The Act prohibits employers from discriminating people on the grounds of their disabilities without any other good reasons.
[Possible cases in universities]
1) Students excluded from participation in practical work, training sessions or field work on the grounds of disability. 2) Refusal to accommodate students with disabilities with a preconception that the people with mental disorders including developmental disorders lack the ability of comprehension and judgement with no exception, having not confirmed the actual levels of the said ability of the students. 3) Refusal of accompanying person where students with disabilities would be able to participate in classes and events when accompanied by their helpers or supporters.
2
(2) Provision of reasonable accommodation
Employers are required to make necessary and appropriate modifications and adjustments not imposing a disproportionate or undue burden when a person with disability expresses a demand of immediate attention from his/her employer to secure equal access in society.
[Common types of reasonable accommodations at universities]
1) Changing classroom location with an easier access for students with difficulty in mobility who have enrolled in the course. 2) Preparing instructions in writing when verbal communication may be challenging for specific students. 3) Supplementing education opportunities for the students on medical leave from education with additional classes upon their return.
(3) Assistance Services
HU provides our students with disabilities with help desk support services at:
1) Academic Support Office for Students with Special Needs 2) Student Counseling Office 3) Health Care Center 4) Administration office of the affiliated education and research organization of the student with disability 5) Administration and management offices of other organizations or facilities which students with disabilities have access to and use.
HU developed guidelines and related considerations in accordance with the Disability Discrimination Act. Please read and follow the details in the below page:
http://www.hokudai.ac.jp/pr/170407_02.pdf (English translation follows Japanese text)
4 Prohibited acts in research activities
The following forms of misconduct or misuse in research activities may become known to the public:
(1) Misconduct in research activities such as the fabrication, falsification, theft of research, or investigation data (2) Misuse of research funds such as fictitious orders (deposits paid), fictitious salaries, fictitious honoraria, or fictitious business trips
The following efforts are carried out at HU to prevent the above misconduct and misuse.
The Hokkaido University Code of Conduct for Scientists has been established to specify the standards of behavior in the work of scientists who conduct research activities.
https://www.global.hokudai.ac.jp/campus-access-only/Research-Related-Code-of-Conduct-for-Scientists-at- HU.pdf
The National University Corporation Hokkaido University Plan for the Prevention of Misuse of Grants has been established to reduce the causes of grant misuse and prevent the misuse of grants.
https://www.global.hokudai.ac.jp/campus-access-only/Research-Related-National-Corporation-HU-Plan-for-t he-Prevention-of-Misuse-of-Grants.pdf
3
The Handbook for Research Activities was created to explain complex rules related to research activities in a simple manner to increase the understanding of teaching and administrative staff. https://www.hokudai.ac.jp/research/research_handbook_en_1704.pdf
“Training to prevent misconduct in research activities” has been implemented online for faculty members to prevent research misconduct and misuse of grant funds. See our "Research Misconduct Prevention Training" page for related material. http://www.hokudai.ac.jp/research/injustice/kensyu/
* When misconduct in research activities or misuse of a grant is suspected, an investigation shall be conducted by the Review Committee. If misconduct or grant misuse is found, measures such as disciplinary action shall be carried out as established by regulations such as Employment Rules. Please note that if the misconduct in question involves competitive funds, a severe penalty will be administered by the allocator of the funds. For example, in the case of misuse of a scientific research grant that is a representative example of competitive funds, application qualifications may be restricted for a maximum of 10 years. Furthermore, in cases where even though the individual did not take part in the misuse, if the individual did not take full responsibility as the supervisor of research funds, application qualifications may be restricted for a maximum of 2 years ("breach of the duty of care").
5 Research safety
(1) Use of radioisotopes (RI) Prior registration as an RI worker with a radiation facility (management department) is required to use RIs. Registration process: Application for registration → attend University-wide education and training → pass a medical examination→ attend education and training by the RI facility Registrations need to be updated annually. Those applying to update their registration need to attend education and training and pass a medical examination again. Please note that RIs can only be handled in radiation facilities that have received approval to handle RIs. Prescribed procedures are also required when purchasing new RIs or accepting rights to RIs. Consult the office in charge in your affiliated department, etc. for details.
(2) Handling of X-ray apparatus Prior registration as an X-ray worker is required to use X-rays. (This is not required if already registered as an RI worker or X-ray worker.) Registration process: Application for registration → attend University-wide education and training → pass a medical examination
Please note that the Labor Standards Inspection Office needs to be notified when installing X-ray apparatus or moving it due to construction. Documents therefore need to be submitted to the Health and Safety Section of the General Affairs Division in the General Affairs and Planning Department via the office in charge in your affiliated department, etc. at least 40 days before commencement of the installation work. Consult the office in charge in your affiliated department, etc. for details.
(3) Handling of internationally controlled materials Permission from the Nuclear Regulation Authority is required to use internationally controlled materials in accordance with the Act on the Regulation of Nuclear Source Material, Nuclear Fuel Material and Reactors. However, the type of permission required for handling uranium or thorium depends on the quantity. Please note that the following materials are internationally controlled materials. These materials need to be registered and managed as internationally controlled materials.
4
Uranyl acetate, uranyl nitrate, thorium oxide, thorium nitrate, uranium oxide, uranium nitrate, triuranium octoxide, sodium uranyl acetate, thorium chloride, uranium dioxide, magnesium uranyl acetate, uranyl formate, etc. Consult the office in charge in your affiliated department for details.
(4) Handling of narcotics Application for a narcotics researcher license is required to handle narcotics when carrying out research. Consult the office in charge in your affiliated department, etc. for details.
(5) Handling of psychotropics The following application and notification must be submitted to the Hokkaido Regional Bureau of Health and Welfare to use psychotropics when carrying out research. Application for Registration of Proprietor of Psychotropics Research Institution (In the case of a new registration by an affiliated department. Application is required before handling.) Notification for Change of Proprietor of Psychotropics Research Institution (In the case of a change to the usage or storage locations of a registered affiliated department, etc. such as an addition or removal. Submit within 30 days of from the date of occurrence.) Consult the office in charge in your affiliated department, etc. for details.
(6) Required procedure for breeding of specified animals or invasive alien species If specified animals or specified foreign organisms need to be bred when carrying out research, application for permission to breed each species is required. Consult the office in charge in your affiliated department, etc. for details on procedures.
(7) Procedures for possession and usage of pathogens, etc. An application to a representative of the faculty, etc. and a screening by the Faculty / School Committee are required to use pathogens with a BSL (biosafety level) of 2 or higher when carrying out research. Prior procedures are also required for possession of Type 2 pathogens, Type 3 pathogens and pathogens of domestic animal infectious diseases or pathogens of notable infectious diseases. Botulin is classed as a Type 2 pathogen and the Shiga Toxin is classed as a Type 4 pathogen. Consult the office in charge in your affiliated department, etc. for details on procedures.
(8) Procedures for conducting animal experiment If conducting animal experiment, the facility conducting the experiment needs to apply in advance (on paper), submit an experiment plan (electronic application system) and receive approval from the President through a screening by a University-wide committee. Consult the office in charge in your affiliated department, etc. for details.
(9) Procedures for conducting genetic recombination experiments If conducting genetic recombination experiments, you need to register the facility you conduct experiments in through an application, apply for Approval of Containment Measures via the electronic application system and receive approval from the President after a review by a University-wide committee. Consult the office in charge in your affiliated department, etc. for details.
6 Management, etc. of chemical substances, waste liquids, etc.
The management of chemical substances, waste liquids, etc. is important to maintain safety and protect the environment. We request thorough management with sufficient understanding of the following points when conducting research.
(1) Safe management of chemical substances 1) General policy Before commencing use of a room (including rooms such as lodgings in addition to laboratories), open
5
all storage areas, boxes, etc. in the room and properly inspect their contents. If the previous user of the room has left unregistered controlled substances (nuclear fuel, specific pathogens, narcotics, psychotropic drugs, etc.), you will not be responsible for managing these substances if you report your discovery. See Guidelines for the Handling of Chemical Substances. There is also an English version of this guide. Obtain the newest version via the office in charge of your affiliated department, etc. The Lecture on Handling of Chemical Substances is held every year in Japanese. The office in charge of your affiliated department, etc. will provide details of the schedule. Irrespective of whether there are applicable regulations in Japan, there are many hazardous chemicals. Use the SDS (Safety Data Sheet) for safety information on each chemical substance. You must register with Hokkaido University Chemical Management System (HOCRIS) to obtain or request processing of used experimental waste liquid.
http://www.hokudai.ac.jp/jimuk/gakunai/gakunai2.html → Click " 化学物質管理システム (HOCRIS)" at the bottom right of the page → Click "English" at the top right of the page
Inspect/check your registration status and storage status of chemical substances on HOCRIS at least once a year. Please report the results of implementing these inspections/checks to the department office by the end of each year. All types of education materials and forms, poisonous material labels and documents on Industrial Safety and Health Act declarations are available from the download corner of the Office of Health and Safety.
http://www.hokudai.ac.jp/bureau/safety/hu/7.html
2) Hazardous materials in accordance with the Fire Services Act Open flames cannot be used in laboratories where hazardous materials are used. The amount of hazardous materials that can be stored is restricted by the Fire Services Act in Japan. Strictly follow the rule of storing less than 20% of the specified amount within one fire protection division. It is easy to mistakenly exceed the specified amount of flammable organic solvent. Therefore, be sure not to bring more than one 18L can into the laboratory. Be particularly careful when handling water prohibitive substances irrespective of the amount. Be very careful when handling chemical substances which are dangerous when mixed to ensure they are not mixed by mistake during storage, use or disposal.
3) Poisonous substances and deleterious substances In Japan, poisonous and deleterious substances are specified in the Poisonous and Deleterious Substances Control Law. A Poisonous and Deleterious Substances Supervisor must be nominated. Confirm with the office in charge of your affiliated department, etc. Separate poisons and deleterious substances and store them in a lockable, specialized strong metal storage cabinet (cabinets with glass or plastic doors cannot be used). The key must be strictly managed by teaching and administrative staff. Poisonous and deleterious substances must be labeled in the storage cabinet as prescribed in the Poisonous and Deleterious Substances Control Law. Substances may be labeled in English as well as Japanese, but “Non-medical Poisonous Substance (医薬用外毒物)” or “Non-medical Deleterious Substance (医薬用外劇物)” must be included in Japanese. Record the amount of substance used in HOCRIS each time the substance is used. Also, periodically compare the records against the stock. In cases where the theft, loss etc. of substances is detected, submit an incident report immediately to the office in charge of the affiliated department, etc.
6
4) Organic solvents and specific chemical substances (Industrial Safety and Health Act) In Japan, the safety displays prescribed in the Industrial Safety and Health Law must be used. Working areas where organic solvents or specified chemical substances are used must have the legally specified signs placed in “locations that are easy for workers to see” such as walls, etc. As prescribed by law, the signs must also include Japanese. In principle, when handling volatile or fugitive chemical compounds, local exhaust ventilation such as a draft chamber shall be used to prevent exposure to workers, and other necessary steps for working environment management of the laboratory shall be taken. Perform inspections and periodical voluntary inspections of local exhaust ventilation such as draft chambers to ensure functionality is continually maintained. Working environment measurements are required. Apply at the office in charge of the affiliated department, etc. when investigating the target area. Receive a special medical examination. Students who handle the target substances may also receive medical examinations as well as teaching and administrative staff. Inquire at the office in charge of your affiliated department, etc.
5) High-pressure gas Gas cylinders must be stood upright for storage and use. They must also be supported at two points, top and bottom, using chains or belts to prevent them from toppling over should an earthquake, etc. occur. The cylinder rack itself must also be fixed to the floor or wall. Endeavor to limit the number of high-pressure gas cylinders kept. Plan purchases and use so that such substances are not retained for a prolonged period. Gas cylinders are dangerous when retained for prolonged periods. If you find gas cylinders that have been left in a laboratory when arriving at your post, do not touch and immediately request removal or disposal via the office staff in charge of your affiliated department, etc. To receive a supply of liquid helium or liquid nitrogen: Contact the office in charge in your affiliated department, etc.
(2) Management of discharge of chemical substances (see Guidelines for the Handling of Chemical Substances (Section 3: Discharge of Chemical Substances)) 1) Laboratory drainage Waste liquid that contains harmful substances must not be discarded through drainage channels. The water layer from solvent extraction must be recovered as waste liquid. Fluid used to wash apparatus which contacted harmful substances must also be recovered as waste liquid. Additionally, sinks must not be used for washing that requires the recovery of waste liquids. Volatilized organic solvents outflow into drainage water, therefore a current aspirator cannot be used to reduce the pressure of organic solvents.
2) Harmful waste liquids Waste liquid containers are distributed by the Environmental Preservation Center. Do not write your affiliation, etc. directly onto the containers themselves as they are used throughout the University. However, if you do not have sufficient containers, contact the harmful waste liquid management assistant of the appropriate faculty/school. Sort out and store waste liquids according to the type of waste liquid so that the contents are clearly known. When storing waste liquid, store to a level under the 10L mark on the side of the container. To prevent pollution of the air in the laboratory by hazardous vapors, do not leave funnels, etc. inside bottles and be sure to fasten all caps tightly. In preparation for the unlikely event of a crack, etc. occurring in a waste liquid container causing the waste liquid to leak, store the container inside another container, etc. which can hold the full amount of leaked waste liquid (10L). When collecting waste liquid, create a label that contains the details required by HOCRIS and attach it to the container.
7
The collection location and transportation date is specified by each faculty/school.
3) Disposal of unneeded reagents Be sure to dispose of unneeded reagents and empty containers appropriately. If there are unneeded reagents in the laboratory when you arrive at your post, contact the office in charge of your affiliated department, etc.
4) Substances designated by the Pollutant Release and Transfer Register / PRTR Law The annual totals as prescribed in the PRTR Law and the Sapporo City Environmental Regulations are managed using HOCRIS. Be particularly careful not to make any mistakes in daily recordings of target substances as mistakes made by any of the laboratories affect the content of the report submitted by the entire campus.
[Materials] Guidelines for the Handling of Chemical Substances (Issued by the Environmental Preservation Center, Office for a Sustainable Campus, Hokkaido University Office of Health and Safety.)
7 Security trade control
To maintain international peace and security, specific legal controls of export shipments and technology transfer, such as Foreign Exchange and Foreign Trade Act, have been established and implemented in Japan over exporting complete arms and weapons along with the products with military potential and related technical intelligence including high-performance machine tools and bacteria which can be used as a bioweapon, to prevent the flow of those to developers of WMD (weapons of mass destruction) and terrorists. For these reasons, if you are planning: - to export (or carry abroad) sample items or research materials/equipment - to accept overseas students/researchers - to facilitate research exchanges with overseas research collaborators, or - to present a research paper overseas, you must make a prior confirmation whether the following require permission from the Minister of Economy, Trade and Industry: - the goods you export and the technologies you transfer - the technological aspects of the paper you present - the people you accept into your lab, and - the teaching content to be delivered. To confirm, submit a Prior Confirmation sheet or an Export Control Classification and Appraisal form. If you are organizing an overseas business trip, you are required to use “Self-Check Sheet for Those Who Go Abroad” to find out whether you need to submit a Prior Confirmation sheet, and to record the check result.
8 cumulatively), an administrative penalty or other measures).
In the past at our university, there was an incident that viruses subject to “List Control” were being processed for export without being recognized as subject to the Control. Sole discretion should not be placed in any case. Please contact the person in charge in your affiliated department for further advice on security trade control.
8 Employment of non-regular employees in laboratories
Non-regular employees such as specially appointed academic staff, contract employees, or part-time employees can be employed by public announcement with external sources of funding or other funding if necessary for the operation of the laboratory. If employing a non-regular employee, consult the office in charge in your affiliated department, etc. in advance about employment procedures, employment conditions such as the term of employment, etc. to prevent disputes with the employee. Furthermore, if work conducted in a laboratory is requested from another party and there is an employer / employee relationship with this party, an employment contract must be concluded and a salary must be provided as payment, even in the case of seasonal or general employees. (*This cannot be paid as an honorarium (reward). See page 15 for honoraria.)
9 Information security measures and appropriate use of software
(1) Information security measures To maintain a safe and secure Information Technology environment for all faculty, students and staff in HU, Basic Rules on Information Security and Rules on Information Security Measures have been introduced as information security measures together with Information Ethics Guidelines to attract the adherence of all personnel to the ethics in handling sensitive information using computers. HU is conducting tutorial programs on the basic knowledge of information security and the latest threats. Log in to SSO and select “個人情報保護・情報セキュリティ e-Learning (Protection of personal information・Information Security)”. Please make sure to complete the programs without delay.
9
Hokkaido University
(2) Use of computer software To ensure that all software licenses are being used appropriately at HU, investigations into all computers used within HU are implemented, and persons using a PC that is new to HU are requested to submit a Management Ledger for Computers, etc.
We therefore request that a Management Ledger for Computers, etc. is created for each computer after confirming the software licenses (EULA), etc. and a voucher is attached within 30 days after introducing the computer at HU. Please note that if no Management Ledger for Computers, etc. is submitted, the individual shall be fully responsible for software use (expenses for external compliance investigations, all bills including damage compensation, etc.) A separate notice about creating a Management Ledger for Computers, etc. is provided.
(3) Bulk purchases of software To prevent inappropriate use of software and to enable procurement at a low price, as public funds are used, the following software is centrally purchased by the University. ・Site license ・JUST Office
Please contact the office in charge in your affiliated faculty/school for the information on specific purchase methods.
(4) Use of software on volume licensing The following software products on volume licensing between the service providers and HU can be used, without purchase of product or service, but by logging into the Single Sign On System and registering yourself with the “User application system for volume licensed software”. 1) Adobe Creative Cloud Enterprise 2) Microsoft Office 365 Pro Plus 3) TrendMicro
Details of available software, the conditions of use and the methods of use are given in the said application system. Please contact the person in charge in your affiliated faculty/school.
10 Protection of personal information
HU has prescribed necessary measures for preventing leakage, loss, or irreparable damage of stored personal information and other measures for appropriate management of stored personal information following the Act on the
10
Protection of Personal Information Held by Incorporated Administrative Agencies, etc.
(1) What is personal information? Information relating to a living individual that can be used to identify that specific person.
(2) Examples of personal information 1) Information on students, etc. such as their name, age, date of birth, address, telephone number, courses, medical examination results, academic records, cumulative guidance record, student evaluation, entrance examination results and place, character evaluation, course record, etc. 2) Information on teaching and administrative staff such as their name, date of birth, address, telephone number, etc. 3) E-mail address information from which a specific individual can be identified
(3) Main points relating to the handling of personal information 1) Clarification of purpose of use and restrictions on storage Personal information shall be stored only when necessary for performing duties, and the purpose must be specified to the greatest extent possible. Furthermore, personal information that is stored shall not exceed the scope required to achieve the purpose of use. 2) Disclosure of purpose of use when obtaining personal information, either directly or in writing (including electromagnetic records), the purpose of use shall be disclosed to the owner of the information beforehand. 3) Restrictions on use and provision Parties storing personal information shall not use or provide this information themselves for any purpose other than the purpose of use except in cases stipulated by laws or regulations.
(4) Appropriate management, etc. Take necessary measures to prevent leakage of personal information, such as setting a password for the information, and manage the information appropriately. Furthermore, do not install file exchange software (such as Winny) on computers used to handle confidential information or personal information in the workplace. If an incident such as a leakage of stored personal information occurs, report this to the head of your affiliated department immediately.
11 Safety confirmation in a major disaster
HU has introduced a system to confirm the safety of students and staff rapidly as part of its emergency management framework. The system enables the University to send a mass e-mail to and receive responses from all University members for auto-tabulation. Check instructions on the below URL page and make sure to register your e-mail address with the system.
Safety Confirmation System webpage (in Japanese) http://www.hokudai.ac.jp/bureau/anpi/news2.html (English translation in progress) [Contact] Planning Unit, General Affairs Division, General Affairs and Planning Department Ext. 2064 e-mail: [email protected]
12 Acquisition of researchmap IDs and entry of data such as degrees and achievements
11
HU is required by law to disclose the academic degrees and achievements of each teaching staff / faculty member. This is disclosed on the HU website in the Researchers' Directory. HU's Researchers' Directory uses data from sources such as researchmap, which is jointly operated by the Japan Science and Technology Agency (JST) and National Institute of Informatics (NII). To reflect the data on the Researchers' Directory, each researcher (regular teaching staff / faculty, specially appointed academic staff, postdoctoral fellows, research fellows, and part-time fellows) need to obtain a researchmap ID and enter (import) data such as degrees and achievements. Please actively make use of the researchmap system as it can easily import the information of published papers, research grants and patents from external systems which vastly reduces the need for manual input. It also features various other useful functions that support research and educational activities.
The procedure for entering this information is as follows: 1) Check whether you have a researchmap ID. If you don’t have one, do so a.s.a.p. 2) Enter and edit data in researchmap. If you have been appointed by HU recently, update your “affiliation” to “Hokkaido University” on the system. 3) Check the information displayed in the Researchers' Directory, modify it, etc. (Only the research achievements set as "Disclose to all" of those registered in researchmap are published in the HU Researchers' Directory. Make sure to set "Degree" information as "Disclose to all" as well.)
See the URL below for information on entering this information. http://www.hokudai.ac.jp/bureau/RandR/eng/index.html
13 Using the University crest and logos
Faculty members and administrative staff of HU are permitted to use the University crest and logos for the purposes of the University operations and the education and research activities of HU. Follow the guidelines on the following link (in Japanese) when using them. Guidelines https://www.hokudai.ac.jp/bureau/info-j/ui_guideline/hu_ui_guideline_02.pdf (in Japanese) Downloads https://www.hokudai.ac.jp/jimuk/gakunai/ui/download.html
12
II Code of Conduct, etc.
1 Office hours
(1) The prescribed working hours for HU employees are 7 hours 45 minutes per day, or 38 hours 45 minutes per week.
Base office hours: 8:30-17:00 Break times: 12:15-13:00
(2) A Discretionary Working System applies to HU faculty members (who are mainly engaged in research), and the starting time, finishing time, and working hours are decided at the discretion of each faculty member.
[Discretionary Working System] Due to the nature of job categories, factors such as work method and time management are left to the discretion of employees.
(3) Please note that the Discretionary Working System requires physical attendance at HU. An application for leave must be submitted when they do not come to the workplace except for cases like business trip.
2 Handling of cases in which employees engage in work other than their job at HU (concurrent posts)
The HU Employees can only hold concurrent posts after receiving permission. Criteria for permission, handling of office hours, etc. are described below. Consult the office in charge in your affiliated department if you wish to hold a concurrent post.
(1) Criteria for permission 1) The other post does not interfere with the employee's work at HU. 2) The other workplace is not an interested party of HU. 3) No conflict of interest exists between the responsibilities of the employee's post at HU and those of their other post. 4) The other post does not interfere with the employee's fair and reliable performance of their post at HU.
(2) Handling of office hours Other concurrent post Handling of working hours Member of national or local government agency, etc. Equivalent to the work at HU Part-time lecturer at another university Must use exemption from official responsibilities at HU
Concurrent posts other than above Must work outside office hours Must work during paid annual leave and on holidays
(3) Scope of remuneration The maximum remuneration amount shall be within the scope of social accountability. Employees who received remuneration must file a Final Tax Return on their responsibility.
(4) Self-employment Permission for concurrent posts is required if earnings from leasing property exceed certain criteria.
13
3 Health checkup
HU faculty members are required to go through periodic health checkups and special health checkups (for those who are engaged in potentially harmful operations) in accordance with Paragraph 5 of Article 66 of the Industrial Safety and Health Act. Please make sure you take the health checkups during each allotted time period.
4 Staff IDs
Staff IDs are issued to the HU employees. These IDs are IC cards and function as a personal identification.
In addition to proving that the holder is an employee of HU, staff ID functions as an entrance pass to the HU facilities. Since it contains personal information, please comply with the following terms.
(1) Always carry your staff ID with you.
(2) Staff IDs must not be lent or transferred to other parties.
(3) Immediately contact the office in charge in your affiliated department to apply for reissue of staff ID in any of the following cases: 1) If your staff ID is lost, stolen, etc. 2) If your staff ID is defaced, damaged etc. to the extent that it can no longer be used. 3) If the information written on your staff ID changes, such as last name(s).
(4) Immediately return your staff ID to the office in charge in your affiliated department in any of the following cases: 1) If you lose your status as an employee of HU. 2) If the expiration date of the staff ID has passed. 3) If applying for reissue for the reasons described in (3).
14
III Finances and accounting
1 Purchasing of goods, inspections (acceptance inspection), etc.
(1) Purchasing of goods, etc. 1) In principle, goods shall be ordered by making a request through the office in charge of the affiliated department to the department in charge of contracts. 2) However, in cases where the amount of contract for one article is less than 1 million yen, and if the purchase is to be made from the suppliers specified by HU, faculty members may order directly. 3) When ordering directly, faculty members are recommended to use HU’s Purchasing Website (electronic purchasing system). *Available items: office supplies/daily commodities, electrical appliances, equipment for physics/ chemistry experiments, books, etc.
(2) Inspections of deliverables (acceptance inspections) 1) In principle, all goods delivered to HU from suppliers shall be inspected (acceptance inspection) by the Delivery Acceptance and Inspection Center. 2) Goods that are not delivered via the Delivery Acceptance and Inspection Center must be inspected (acceptance inspection) by a faculty member who made an order. 3) In the case of (2) above, the goods must also be checked by a third-party (either a faculty member or HU employee, but not students) other than the faculty member who made an order, and this person must seal the delivery slip.
2 Placing orders under unit price contracts
Unit price contract is a contract in which the supplier and purchase price are determined in advance when purchasing the same goods repeatedly. HU has concluded unit price contracts for over 20 items such as photocopier paper, ethanol, disposable latex gloves, etc.
Faculty members can order these items themselves, but please be aware of an ordering method since it is different depending on the items.
Goods with a unit price contract that are listed on HU’s purchasing website (electronic purchasing system) should be ordered via this system.
3 Out-of-pocket expenses and corporate credit card payments
Faculty members may temporarily pay for goods out of pocket if immediate acquisition would prevent obstacles from undermining your efforts to perform tasks in education and research. Where credit cards are accepted, you can make a payment with your Hokkaido University Corporate Credit Card rather than with your out-of-pocket money. Read instructions before making out-of-pocket/corporate credit card payments.
15
4 Applications for business trips (application procedure for travel expense payment)
In-advance application is required when faculty members make a business trip. Be sure to enter all the required information (destination, etc.) in advance via the travel expenses system. Air tickets can also be purchased via the travel expenses system.
5 Payment of honoraria (rewards)
Honoraria can be paid when asking a third party for non-continuous and temporary services that are necessary for carrying out education or research activities and require skills not possessed by the employees, such as giving lectures, writing manuscripts, translations, etc.
Please note that in-advance application is required when requesting services from a third party.
6 Others
Please refer to the National University Corporation Hokkaido University Accounting Operation Standards (Accounting Manual) for general information on handling of finances and accounting at HU in addition to the information provided above.
16
IV Information network, etc.
1 HU's information network
HU’s information network is known as Hokkaido University Information NEtwork System, which is abbreviated as HINES.
See the latest version of HINES-WORLD: Hokkaido University Information Network System User Guide 2013 for basic information and procedures for using the HU's network.
HINES-WORLD Hokkaido University Information Network System User Guide 2013 http://www.hines.hokudai.ac.jp/HINESWORLD/pdf/HINES-WORLD_2013_English.pdf
A HINES supervisor is assigned to each faculty/school. The supervisor performs duties such as managing the network system of their faculty/school, receiving applications and giving necessary notifications. To use the network, it is necessary to log in to the Single Sign-on (SSO) System as described in the next section, select the "Information Initiative Center Portal" and apply for an e-mail address or a device through “Application relating to HINES”.
E-Mail: [email protected]
2 How to access Single Sign-on (SSO) System (University-wide network system)
HU’s Single Sign-On (SSO) system enables its faculty and staff members to access all information systems of the University with a single set of ID and password.
An SSO ID is delivered to each HU faculty member via General Affairs Section of their faculty/school soon after their employment date. Contact General Affairs Section of your faculty/school if you have not received it yet.
[SSO System] https://enreiso.oicte.hokudai.ac.jp/
The following information systems can be used via SSO at present (*some are not available in English). An authentication method using a one-time password token (password generator) has been in operation to access these systems from outside the campus. If you’d like to access the systems from outside, you need to fill out and submit an application form. For further information, contact General Affairs section of your faculty/school.
17
[Examples - information systems accessible via SSO]
１．Inquiring System for Salary Statement ２．Electronic Notification System ３．Financial Accounting System ４．Groupware *Only available to administrative staff ５．Travel Expenses System (bt-Ace) ６．Information Initiative Center Portal Page ７．Entry System of Syllabi and Academic Records ８．Educational Information System ９．Library Web Services 10．Working Management System *Only available to administrative staff 11．Board Meeting Document Archive 12．Hokudai WEB Purchasing Site (Electronic Purchasing System) 13．Software License Registration System 14．Protection of Personal Information/Information Security 15. Equipment Market System
E-Mail： [email protected]
18
V Matters relating to education and student support
1 Educational code of ethics
HU has established the Hokkaido University Educational Code of Ethics to stipulate the code of conduct required of faculty members to achieve the basic educational goals of HU. See the URL below for details. https://www.global.hokudai.ac.jp/about/jobs-at-hokkaido-university/the-educational-code-of-ethics/
2 Cooperation for liberal education and general education
HU's liberal education is comprised of liberal arts course subjects and foundation course subjects. To make use of its structure as a comprehensive university with a wide range of undergraduate schools, faculty members who teach their specialized field at each faculty/school are also in charge of liberal education. Faculty members are kindly requested to teach classes for liberal education.
HU’s first-year students mainly take liberal arts course and foundation course subjects at the First-Year Education Division before proceeding to their respective faculty/school in their second year. Therefore, cooperation from faculty members across the University is necessary to give guidance to the first-year students including taking on the role of homeroom teachers.
3 Academic assessment
From the 2015 academic year onward, the following academic assessment of "A, B, C, D, F" has been used on an 11-point scale in order to increase international applicability and provide more detailed academic assessment, with grades "A+" to "C" as passing grades. A GPA (Grade Point Average) system has also been introduced to the undergraduate degree programs with the aim of increasing students’ desire to learn and contributing to appropriate learning guidance. Grade points are given to each academic assessment as shown below.
Grade Evaluation A+ A A- B+ B B- C+ C D D- F GP 4.3 4.0 3.7 3.3 3.0 2.7 2.3 2.0 1.0 0.7 0 Approximate Raw No Scores 95-100 90-94 85-89 80-84 75-79 70-74 65-69 60-64 50-59 0-49 evaluation
For graduate students, academic assessment is made based on a 5-point scale of Excellent, Very Good, Good, Fair, and Fail in which Excellent, Very Good, Good, and Fair are passing grades.
Grade Very Evaluation Excellent Good Good Fair Fail GP 4.0 3.0 2.0 1.0 0 Approximate Raw Scores 90-100 80-89 70-79 60-69 0-59
19
4 Entry of syllabus and academic records
Syllabus and academic assessment of students must be entered from the “Entry System of Syllabi and Academic Records.” This system allows you to do the following:
1) Enter/confirm information on syllabus; 2) Enter/confirm academic assessment report; *To respond to students’ appeals against assessment, supporting documents (answer sheets, reports, class participation record, etc.) need to be filed after reporting academic assessment. The information regarding liberal education (liberal arts course and foundation course subjects) must be kept for four years. Please check how to handle information on specialized subjects and graduate school course subjects, as procedures are different depending on faculty/school. 3) Answer a questionnaire on credits and substantial study hours; *Your cooperation in completing this questionnaire is highly appreciated. 4) View students directory; 5) View directory of enrolled students in each course; 6) Set authority of course registration; and 7) Confirm attendance record. *You are authorized to check attendance records of the liberal education subjects you are in charge of.
To use the Entry System of Syllabi and Academic Records, you must submit a User Application Form. Contact the person in charge of academic affairs in your faculty/school. Upon receiving the application, you will be sent a letter containing your ID and password.
For details on how to use this system, access the following URL, enter your ID and password, and follow instructions in the operating manual displayed in the menu.
*Hokkaido University Entry System of Syllabi and Academic Records https://clotho.academic.hokudai.ac.jp/websys * After log-in, refer to No. 9 "Syllabus Registration" and "Online Grading System User Guide".
5 Duties relating to entrance examination
It is very important to understand that duties relating to entrance examinations are a significant responsibility of all faculty members.
(1) At HU, entrance examinations for undergraduate students are supported by entire University with cooperation from all faculty members. Faculty members are requested to get involved with entrance examinations for departments other than their affiliated department. Teaching staff and faculty members of research facilities are also requested to perform tasks such as supervising exams. Following are the relevant examinations:
1) National Center Test for University Admissions (A Saturday and Sunday in mid-January) 2) HU’s individual proficiency exams (first semester: February 25-26/second semester: March 12) 3) AO entrance examination (late November) (not applicable to some faculties and schools) 4) Returnee exam (late November) 5) International Qualification Based Admission (late November) 6) Entrance exam for self-supported international students (mid-February) Proctors for the National Center Test for University Admissions are required to attend briefing sessions for listening comprehension exam staff and for proctors, and proctors for the HU proficiency exams are required to attend a briefing for proctors. Attendance to these briefings are compulsory to familiarize yourself with the duties.
20
(2) HU also requires all faculty members to engage in writing, marking and grading a test at the HU's individual proficiency exams.
(3) Transfer admission tests at undergraduate schools and entrance exams at graduate schools are conducted by each faculty or school. You will therefore be required to perform duties relating to these examinations in your affiliated department.
6 Acceptance of international students
This section provides a brief explanation and procedures relating to the acceptance of international students.
(1) Types of international students
International students are classified into two main categories depending on how their expenses are paid.
1) Government-supported international students: international students who have received a scholarship from the Japanese government (Ministry of Education, Culture, Sports, Science and Technology).
*There are three sub-categories based on the selection method. a. Embassy recommendation: students selected by applying through a Japanese embassy in their country. b. University recommendation: overseas residents recommended by the university they belong to. c. Domestic selection: students studying at HU as self-supported international students and selected in recognition of an excellent academic record and a need for financial assistance (application not available in the academic year 2018).
For a), students need to request prior consent for acceptance from a faculty member and a letter of consent for acceptance must be issued by the head of their affiliated department. The Ministry of Education, Culture, Sports, Science and Technology then sends a written request for acceptance to HU and the Division of International Students makes a request of appointing a student's supervisor via Academic Affairs Section of the relevant faculty/school according to the consent for acceptance and the student's field of study.
*Government-supported international students may also be recruited as part of the Top Global University Project. Please be aware that these students are handled differently from the general government-supported international students.
2) Self-supported international students: other international students.
Self-supported international students apply directly by searching for information on a supervisor suited to their field of study on the HU website and contacting the supervisor by e-mail, etc. to request acceptance. Upon receiving an e-mail, the supervisor carries out the procedure after consulting with the office (Academic Affairs Section) of their faculty/school.
(2) Support systems for the acceptance of international students
1) Intermediation of application for a Certificate of Eligibility International students need to obtain a student visa before entering Japan for the first time, and a Certificate of Eligibility must be issued by Immigration Bureau of Japan to obtain the visa. The Division of International Students helps with the submission of application documents to the Immigration Bureau. Please ask at the office (Academic Affairs Section) of your affiliated department for further details.
2) Supporters system
21
HU provides support for international students arriving in Japan for the first time to ensure a smooth transition to their life in Japan and studies (or research) after their arrival in Sapporo or Hakodate. HU students take on the role of the “supporter” to assist them as needed. Supporters are recruited through each faculty/school and the Center for International Education and Research in February and August every year.
3) Accommodation for international students Accommodation for international students is available at HU, and applications for residents are accepted by each faculty/school (Academic Affairs Section) around late January and late July every year. See the Handbook for International Students for an overview of accommodation.
4) Japanese language study Center for International Education and Research offers Japanese language courses for international students in April and October (Introductory courses are available four times a year: April, June, October and December). Students wishing to take these courses need to go through the application procedure within a specified period. See the following handbook for details.
5) Guarantors for students who wish to rent an apartment When international students need to find a guarantor to rent an apartment, the University will introduce private guarantee companies. Faculty members are requested not to become a guarantor to avoid any trouble that may arise. If you still wish to become a guarantor, you must do so at your own responsibility upon understanding all responsibilities as a guarantor such as payment of unpaid rent, damage compensation, etc.
6) Scholarships from private organizations that can be applied for through HU International students hoping to receive a scholarship for the following year need to register as scholarship candidates within a specified registration period. It is not possible to apply for scholarships without this registration. Supervisors are requested to evaluate academic record, etc. of the international students registered as scholarship candidates. See the following handbook for details on the application process and selection procedure for scholarships.
7) Counseling Office at the Office of International Affairs Bilingual counselors are available for international students to discuss problems with matters such as coursework, careers, mental health, interpersonal relationships, and adapting to the Japanese culture. The counselors listen to the students and work with them to find a solution. See the following handbook for details.
8) International Student Support Desk A peer support service where students can ask for a variety of advice casually. The international student staff working at the support desk speak both Japanese and English (with some able to speak other languages including Chinese) and provide compassionate support for international students. The support desk is open from 9:00 am to 6:00 pm weekdays. See the following handbook for details.
Hokkaido University Website https://www.global.hokudai.ac.jp/
Handbook for International Students Hokkaido University website→ ABOUT→ Brochures→ Handbook for International Student https://www.global.hokudai.ac.jp/about/publications/handbook-for-international-students/
22
Admission inquiries
Offer of admission
Preparation for acceptance Cooperation with persons concerned and collection of information Preparations such as proxy application for Certificate of Eligibility
Preparation for living in Japan Arrangement of accommodation, use of supporter system, etc.
Before and after arrival in Japan Registration for Japanese language course Use of tutoring system, livelihood support, etc. Arrival in Japan Going through necessary procedures Moving in Admission Submitting documents at time of admission Orientation for new students While studying at HU Livelihood support for international students Before return to home country Going through necessary procedures for returning Moving out of accommodation
Return to home country
7 Faculty development (FD)
(1) What is faculty development (FD)? Faculty development is an organized process to help faculty members improve their educational skills such as teaching and curriculum development. Programs include mutual observation of classes, seminars on teaching methods, and training courses for new faculty members. FD is made compulsory under the Standards for the Establishment of Universities and Standards for the Establishment of Graduate Schools.
(2) Efforts at HU Interactive FD training courses consisting of mini-lectures and workshops are also held off campus as training camps twice a year and on campus once a year as a University-wide effort for new faculty members (within 5 years from their employment date). All faculty members are encouraged to participate in these courses.
(3) Center for Teaching and Learning (Institute for the Advancement of Higher Education) A wide variety of training courses and seminars are held by the Center for Teaching and Learning.
23
VI Research partnerships and partnerships between universities and industry
1 Types of and procedures for competitive funds
(1) What are competitive funds (public research funds)? They are publicly offered research funds based mostly on competitive funds provided by the national government, independent administrative agencies and local government agencies.
At HU, the Division of Research Promotion & Planning gathers information from each organization, posts it on the official website, and distributes it to each department and division by e-mail.
Notifications on research aid provided by private organizations (companies and public interest incorporated foundations) are also posted in the same way.
List of competitive funds and other public research funds (national government and government organizations and bodies) http://www.hokudai.ac.jp/research/josei/kyososhikin/ (in Japanese)
List of public research aid (private organizations, etc.) http://www.hokudai.ac.jp/research/josei/kenkyujosei/ (in Japanese)
(2) Application method for competitive funds. It is possible to apply for competitive funds by mail, e-mail, or by using a cross-ministerial research and development management system, known as e-Rad. If you wish to use e-Rad, you will need to make registration. Please read below pages before you contact the office in charge in your faculty/school for further advice.
Help desk support services for the acquisition of competitive funds (public research funds) http://www.hokudai.ac.jp/research/josei/soudan/ (in Japanese)
How to make an application on e-Rad http://www.e-rad.go.jp/kenkyu/doc/register_an_application.pdf (in English)
(3) Rules for using competitive funds Check the rules of each competitive fund before use, as each fund has its own rules. Contact the office in charge in your affiliated department if you are not clear about it.
Misuse of competitive funds against their rules will result in disciplinary action based on the HU’s Employment Regulations as well as severe penalty from the provider of the funds including a suspension of eligibility for application and/or repayment of money along with an additional penalty fee.
(4) Handling of research aid received by employees from incorporated foundations, etc. In cases where an HU employee personally receives a research aid from an incorporated foundation, etc., and if the purpose of receiving the aid is to assist educational and research activity of the employee, it must not be handled personally and must be formally donated to HU.
24
2 Joint research and commissioned research
(1) Joint research with private sectors Joint research with private sectors is a system in which researchers from a university and researchers from a company engage in research for a common project on even ground under an agreement.
When engaging in joint research, an application needs to be submitted in a specified form to the head of the affiliated education or research facility and discussed in the committee meeting. Consult the office in charge in your affiliated department for details.
(2) Commissioned research Commissioned research is a system in which researchers at a university receive a request from a company, conduct research under an agreement and report its results to the company.
When engaging in commissioned research, an application needs to be submitted in a specified form to the head of the affiliated education or research facility and discussed in the committee meeting. Consult the office in charge in your affiliated department for details.
3 Inventions, patent applications and tangible research and development results
Inventions, patent applications, tangible research and development results, etc. resulting from research must be reported to the Institute for the Promotion of Business-Regional Collaboration in accordance with the rules relating to partnership between universities and industry.
See the Institute for the Promotion of Business-Regional Collaboration website for details. http://www.mcip.hokudai.ac.jp/eng/
4 Conflict-of-interest management in government-industry-academia collaborations
By engaging in government-industry-academia collaborative activities, HU aims to fulfil its role as a university and contribute to society by sharing its research findings and intellectual property. HU also aims to promote a wider scope of collaborations with the community in addition to the transfer of technology. In the course of such collaborations, unavoidable conflicts of interest may arise. Examples of such conflicts include:
1) Situations in which an HU employee has gained benefit from a collaborative activity with the community (royalties, remuneration, private equity, etc.) that conflict with the employee’s educational and research responsibilities at the University.
2) Situations in which an HU employee is responsible for carrying out work at a company, etc. (for his/her concurrent post) and there is a conflict between the employee’s responsibilities for performing duties in the University and in the company.
3) Situations in which HU has gained benefit from collaborative activity with the community that conflicts with the University’s social responsibilities.
To cope with such situations, HU has established a “Conflict of Interest Review Board” to investigate issues related to conflicts of interests and put in place a set of management rules and measures to prevent conflict of
25 interest. By doing so, HU aims to fulfill its educational and research responsibilities at the University, maintain its social responsibilities and promote collaborative activities with the community.
As part of our efforts to manage the conflict of interest, faculty members who are involved in industry-academia- government collaboration projects are requested to submit the “self-declaration on conflict of interest (including applicability declaration)” to the Review Board by a specified date.
E-Mail：[email protected]
5 Registration of Researcher IDs
We request your cooperation in registering with a Researcher ID provided by Thomson Reuters. See the URL below for more details.
http://wokinfo.com/researcherid/ http://www.researcherid.com/SelfRegistration.action
26
VII Use of facilities
1 Vehicle entry restrictions on campus
To reduce environmental impact and ensure road safety on campus, vehicle entry is restricted and campus circular buses are in operation.
(1) Road safety on campus Please comply with the following campus road safety rules
Speed limit of 25 km/h when driving on campus Pedestrians have priority Attention to stop signs/slow driving is encouraged Parking is prohibited on campus roads Parking is prohibited in areas other than the car park of your workplace
(2) Entry by vehicles 1) Using a car year-round (commuting by car, etc.) Get an approval from admin department of your faculty and reserve/confirm a parking space (campus entrance permit cannot be issued if the parking space is fully reserved). It is necessary to apply in advance as prescribed in the rules (fee applies), and to receive a campus entrance permit and IC card. Staff IDs (HU IC Card) can also be used as IC cards. While on campus, put the entrance permit in a place that can be easily checked from outside. Pass your IC card over the authentication device at the gate when entering/departing from the campus.
2) Entering the campus by car temporarily A temporary entrance permit must be issued if you are obliged to use a car for an unavoidable reason. Access to the University for tourism purposes is prohibited.
■ Operation of campus circular buses Campus circular buses operate from the Administration Bureau building to the Creative Research Institute building. The bus runs from 8:20 to 20:30, running every 10 minutes in the morning and evening, and every 15 minutes in the afternoon. Only HU personnel and those who have business in HU are entitled to use this service, and it is not for students and tourists.
2 Hokkaido University Tokyo Office
HU has established the Hokkaido University Tokyo Office as its base in the Tokyo metropolitan area. It is located in Sapia Tower at the Nihonbashi Gate of Tokyo Station. It is equipped with facilities such as computers, a fax machine, a color photocopier, an LCD projector, a TV conferencing system, free space, a small meeting room (up to 8 persons) and a large meeting room (up to 20 persons). HU employees and faculty members are encouraged to make use of this office.
See below for details including access information, a map, and usage instructions.
https://www.global.hokudai.ac.jp/about/facilities/event-and-seminar-spaces/tokyo-office/
27