（Partial revision from “Procedures to be followed to prevent the spread of the novel coronavirus (COVID-19)” announced on April 22, 2020）

The Crisis Management Committee will be formed to conduct necessary procedures for the novel coronavirus at RIMS.

Faculty Members:

Chief- T. Kumagai (Director), N. Ozawa (Deputy Director), K. Ono (Faculty Consort Director), The Chief of Research Group (In case a graduate student is included)

Administrative Members:

Chief- H. Isshiki (Manager), A. Okada, T. Kojima H. Shimura (For Joint Research Activities), F. Onitsuka (For Foreign Researchers)

Note: For those who belong to the Graduate School of Science (Graduate students and faculty members) are expected to follow the measures of the Graduate School Of Science
http://statphys.scphys.kyoto-u.ac.jp/covid/

(1) If a student, faculty member, or staff member is confirmed as infected

Procedures to be followed by the infected person:

1. Report the situation to the Crisis Management Committee at RIMS
2. Follow the instructions of their local public health center and recuperate from the virus.
   (The details of the recent activities of the infected person and others with whom they have had close contact with since developing symptoms should be reported through the local public health center or the medical doctor in charge)
3. Once recovered, they must submit evidence of their full recovery issued by the doctor supervising their treatment.

Procedures to be followed by the Crisis Management Committee at RIMS:

1. Report immediately the information about the infected person to the disaster response task force at Kyoto University and to the Graduate School of Science if the infected person is a graduate student.
2. Suspend the activities and operations related to the infected person at RIMS, and instruct all relevant persons to remain at home in accordance with the instructions of the local public health center and the disaster response task force.
3. Cooperate with the local public health center and the disaster response task force to identify the recent activities of the infected person and others with whom they have had close contact with since developing symptoms.
4. In accordance with the instructions of the local public health center, clean the rooms and buildings in which the infected person was working or studying in cooperation with the disaster response task force. (Close the rooms and buildings temporarily, if necessary.)
5. In accordance with the instructions of the disaster response task force, resume the suspended activities and operations (and make the necessary arrangements to handle the work usually done by the infected person).
6. Permit the infected person to resume study or work at the university once they have provided evidence of their full recovery, and report the situation to the disaster response task force.

(2) If a student, faculty or staff member of RIMS is confirmed to have had close contact with an infected person

Procedures to be followed by a person who has had close contact with an infected person:

1. Report the situation to the Crisis Management Committee immediately.
2. Follow the instructions of the local public health center and the university, stay at home for 14 days from the last date of close contact with the infected person, and monitor their health during the 14-day period.
3. If they have any symptoms, such as a fever or coughing, they must not visit a medical facility in person, but must contact a Covid-19 consultation service or local health center.
4. Seek medical care at a local health provider designated by the consultation service or local health center. If they are confirmed to be infected with the virus, they must follow the procedures described in the item (1), above.
5. If they have experienced no symptoms during the 14-day period, they should submit the health status log to the General Affairs Section at RIMS.

Note: Those who are not confirmed to have had close contact with an infected person are permitted to study or work at the university provided they have no symptoms (such as a fever or coughing). However, they are also required to monitor their health for 14 days, and submit the health status log to the General Affairs Section at RIMS.

Procedures to be followed by Crisis Management Committee at RIMS:

1. Report immediately the information about the person to the disaster response task force at Kyoto University and to the Graduate School of Science if the infected person is a graduate student.
2. Instruct the person to stay at home (work or study at home) for 14 days from the last date of close contact with the infected person, and monitor their health during the 14-day period, in accordance with the instructions of the local public health center and the disaster response task force.
3. Make the necessary arrangements to handle the work usually done by the person.
4. Permit the person to work or study at the university after they have submitted their health status log for the 14-day period and report the situation to the disaster response task force.
5. If the person was confirmed by a medical facility to be infected with the virus, follow the procedures described in item (1), above.

Note: please also submit the health status log(s) of person(s) who were not confirmed as having had close contact with an infected person to the disaster response task force.

(3) If a family member or person cohabiting with a student, faculty member, or staff member is confirmed to have had close contact with an infected person

Procedures to be followed by the student, faculty member, or staff member:

1. Report immediately the situation to the Crisis Management Committee at RIMS.
2. If the family member/cohabiting person has no symptoms (such as a fever or coughing), the student, faculty member, or staff member is permitted to study or work at the university. However, they are required to monitor their health for 14 days, and submit a health status log to the General Affairs Section at RIMS.
3. If the family member/cohabiting person has any symptoms (such as a fever or coughing), or if they are confirmed to be infected with the virus, report the situation to the Crisis Management Committee at RIMS and follow the procedures described in item (2), above, in accordance with the instructions of the local public health center and the disaster response task force.

Eight-point list of precautions to take at home
(by the Ministry of Health, Labour and Welfare):
https://www.mhlw.go.jp/content/10200000/000603323.pdf (in English)

Precautions to take at home if a family member is suspected to be infected with the novel coronavirus:
https://www.mhlw.go.jp/stf/seisakunitsuite/newpage_00009.html (in Japanese)

Procedures to be followed by the Crisis Management Committee at RIMS:

1. Report immediately the information about the person to the disaster response task force at Kyoto University and to the Graduate School of Science if the infected person is a graduate student.
2. Provide the 14-day health status log submitted by the student, faculty member, or staff member to the disaster response task force.
3. If the person who is living with the student, faculty member, or staff member is confirmed by a medical facility to be infected with the virus, follow the procedures described in item (2), above.

(4) If an infected person has entered the property of RIMS (including participants of the Joint Research Workshops and the examinees of the graduate program)

Procedures to be followed by the Crisis Management Committee at RIMS

If a student, faculty member, or staff member is confirmed to have had close contact with an infected person who entered the university campus, follow the procedures described in item (2) above in cooperation with the disaster response task force.

（5) If a visitor from outside of RIMS (including participants of the Joint Research Workshops and the examinees of the graduate program) becomes unwell in the property of RIMS

1. Guide the person to the lobby on the first floor of RIMS building for a temporal rest.
2. Observing the person’s condition, follow the instructions of the local public health center and the disaster response task force. Arrange a taxi or an ambulance if necessary. (As for the use of a taxi cab, consult with the local public health center whether it is relevant or not, depending on the condition of the person.)
3. Depending on the person’s condition, if necessary, restrict the rooms and areas the person has stayed and disinfect the areas.
4. Carefully handle the information regarding the person so that the individual is not identified.
5. Gather information of who have had close contact with the person, and explain them the circumstances and ask them to pay close attention to their health conditions for a while. Have the contact information of those who has had close contact with the person so that they can be contacted when necessary.
6. If the person has been attending a research meeting held in RIMS, the person in charge of the meeting will make a temporary decision to continue or cancel the meeting. However, depending on the situation such as restriction of entrance to the area or thorough disinfection has been required in 3., the director may request the cancellation of the meeting.
7. If the person who has become ill in RIMS is confirmed by a medical facility to be infected with the virus, follow the procedures described in item (4), above.
   If the infected person is attending a research meeting at RIMS, the director will request the cancellation of the meeting

For reference:

• The disaster response task force shall be responsible for all communication with administrative agencies, including local public health centers.
• Determining if a person has had close contact with an infected person / cleaning rooms and Buildings
  • The local public health center will determine if a person has had close contact with an infected person, and which locations must be cleaned, after investigating the infected person’s recent activities and who they were in contact with, conducting an on-site inspection, and consulting with the relevant offices.
  • Some of those who were working in the same office as an infected person may not be confirmed as having had close contact with the infected person.
  • In some cases, if the room in which the infected person was working is small, the cleaning of the room may be completed in one day, and operations may begin on the following day.
• A “person who has had close contact with an infected person” is defined as a person who has had a contact with “a patient (a confirmed case)” during the period in which the transmission of infection was a possibility (“period of potential infection”), and who meets any of the following conditions:
  • A person who has been living with or has spent a significant time in the same place (including a car or airplane) with a patient (a confirmed case).
  • A person who has examined, nursed, or cared for a patient (a confirmed case) without wearing appropriate protective gear.
  • A person who is likely to have had direct contact with contaminated substances, including the respiratory secretion and bodily fluids of a patient (a confirmed case).
  • A person who has had contact with a patient (a confirmed case) for more than 15 minutes at a distance close enough to touch their hand (approximately one meter), without taking sufficient protective measures. (Such cases will be judged based on all available information, including the surrounding environment and contact conditions of each case. )
• “A patient (a confirmed case)” is defined as a person who was suspected to be infected with the novel coronavirus based on their clinical condition, and tested positive for the novel coronavirus.
• The “period of potential infection” is from two days before an infected person develops symptoms associated with the novel coronavirus, such as fever, coughing, difficulty breathing, and other acute respiratory symptoms (see below for examples of typical symptoms) until the date that the infected person commences isolation.
  • *Typical symptoms: fever, coughing, difficulty breathing, general malaise, sore throat, nasal discharge, nasal congestion, headache, joint pain, muscle pain, diarrhea, nausea, vomiting, etc.
• In principle, professional cleaning companies will clean and disinfect rooms and buildings under the instruction of a local public health center and the disaster response task force. However, if it is necessary to conduct the cleaning urgently, and it is not possible to arrange for a professional cleaning company quickly enough, the disaster response task force will conduct the cleaning and disinfecting of rooms and buildings in cooperation with the relevant department(s).
  In the case that faculty or staff members clean and disinfect rooms, they shall focus on the areas that have been used by the patient (including rooms, elevators, corridors, and toilets) and items that the patient has been in frequent contact with (including door knobs, switches, rails, wash basins, toilet seats, and levers). The cleaning and disinfecting work shall be done in accordance with the information provided in the notices “Securing spaces for use by school clubs in the case of temporary closure of schools to prevent the spread of the novel coronavirus”1 (issued by the Ministry of Education, Culture, Sports, Science and Technology) and “How to clean and disinfect rooms to prevent the spread of the novel coronavirus”2 (issued by the Agency for Health, Safety and Environment, Kyoto University).
  1. https://www.mhlw.go.jp/content/11920000/000602409.pdf (in Japanese)
  2. http://www.hoken.kyoto-u.ac.jp/local/wp-content/uploads/sites/2/2020/03/9a6fe8e2ed004eb5936b17c09f7bf943.pdf (in Japanese)

CONTACT INFORMATION

Note: heath status should be monitored and logged using Form No. 1.
Form No.1: Health status log (for those who have been in close contact with infected persons)