Guidelines for RIMS Joint Research Activities

November 4th, 2021

The Research Institute for Mathematical Sciences (RIMS) has developed the following guidelines for meetings (workshops, symposia and seminars) hosted as part of its Joint Research Activities. Possible formats of each meeting depend on Kyoto University's Level of Activity Restriction, the latest status of which can be found here:
https://www.kyoto-u.ac.jp/en/about/safety/coronavirus.html
*The Current level of activity restriction is Level 1 (October 1st-)


i) When the Level of Activity Restriction is 2− or higher, the meeting shall be either cancelled, postponed to a later date in the same academic year, or held entirely online using Zoom.

ii) When the Level of Activity Restriction is 1, we recommend an online meeting using Zoom, but if the organizer (principal researcher) sees fit, a (partly) face-to-face meeting is also possible with capacity restrictions and adequate hygiene measures.
*Effective one month after Level 1*
*References (For Participants/ For Organizers)
* Detailed information on hybrid (face-to-face and online) meetings at RIMS

iii) When the Level of Activity Restriction is 0, the meeting takes place physically as usual.

Our staff will ask the organizer of each meeting to decide, at least one month prior to the scheduled start date, whether and in which format the meeting shall take place.

Our infection prevention measures


    *Effective for one month after Level 1*
    ◆For Participants: Measures against COVID-19 at RIMS
    ◆For Organizers: Measures against COVID-19 at RIMS


  • ** In our buildings **
  • ・Hand sanitizer is available at the building entrance, at the doors of seminar rooms, and near shared equipment.
    ・Our staff will clean room equipment (desks, chairs, audio/video devices, door knobs, etc.) daily.
    ・The capacities of seminar rooms are reduced so that sufficient distance between participants can be maintained.
    ・Doors and windows are regularly held open for increased ventilation.
    ・To further reduce risk, we ask participants to follow some restrictions on the usage of shared equipment and areas within the building.
    ・The lobby space on the 1st floor will be closed and the Tea/Water dispensers are unavailable for service.

  • ** Guidelines for RIMS meetings (Joint Research Activities) **
  • ・Daily temperature checks for participants are conducted, and those in doubt of a symptom are asked not to attend the meeting physically.
    *Note that under our health policy, persons with some typical symptoms (continued cough, fatigue or temperature 1 °C higher than normal) are not allowed in the building.
    ・Participants are encouraged to wash hands frequently and wear a mask.
    ・Participants are asked to keep a distance of two meters from each other.
    ・No beverage or snacks should be served in meetings.
    ・Participants should refrain from dining out as a large group during the period of meetings.
    *Effective for one month after Level 1* The lobby space on the 1st floor will be closed and the Tea/Water Dispensers are unavailable.
    ・We provide larger rooms as much as possible for meetings hosted at RIMS.
    *Effective for one month after Level 1* The number of members and participants will be limited each day.
    *We encourage only selected core members of organizing committees to show up and the rest to participate via Zoom. For the use of Lecture Room 420, the number of attendants should be limited to at most 30. For other rooms, up to 30% or less of its capacity.
    New! *Effective for two month after Level 1* The number of members and participants will be limited each day.
    *Only participants on the previously submitted "List of prospective participants" will visit the venue, and the rest to participate via Zoom. The number of attendants should be limited to up to 50% of its capacity.
    *Effective for one month after Level 1* Consider carefully the participation of those who are visiting from regions and countries where cases of COVID-19 are especially notable. Encourage them to participate online as much as possible. As a general rule, we restrict visitors from areas where a state of emergency is declared.
    ・Participants from regions under mobility restrictions by authorities are asked to refrain from in-person attendance.

Guide to organizing an online event using Zoom

Zoom Meeting features: Zoom Pro License, Video Webinar 500, Large Meeting 500, Cloud Recording - 500GB

*Guidelines for conducting online meetings using Zoom
*Zoom Operation Manual for Hosts
*Zoom Operation Manual for Participants
*Zoom Recording Manual for Speakers
New! *How to handle the recording and publication of lectures of RIMS Joint Research Activities

Guide to organizing a hybrid (face-to-face and online) meeting at RIMS

*Guidelines for conducting hybrid meetings using Zoom
*Zoom Operation Manual for Hosts
*Zoom Operation Manual for Participants
*Webinar Operation Manual for Hosts
*Webinar Operation Manual for Participants
*Zoom Recording Manual for Speakers
New! *How to handle the recording and publication of lectures of RIMS Joint Research Activities

Diagram for Hybrid meeting at Lecture Room 420


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