Guidelines for RIMS Joint Research Activities

June 21st, 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, whose latest status can be found here:
https://www.kyoto-u.ac.jp/en/about/safety/coronavirus.html
*The Current level of activity restriction is Level 1 (June 21st-)


i) When the Level of Activity Restriction is 2− or higher, the meeting shall be either canceled, 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 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 among participants can be maintained.
    ・Doors and windows are regularly held open for increased ventilation.
    ・To further reduce the 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 check for participants is 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, wear a mask
    ・Keep distance of two meters from each other.
    ・No beverage or snacks should be served in meetings.
    ・Refrain from dining out as a large group during the period of meetings
    *Effective 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 one month after Level 1* Limit the number of members and participants each day.
    *We encourage only the selected core members of organizing committee to show up and the rest to participate via Zoom. For the use of Lecture Room 420, limit the number of attendants up to 30. For other rooms to 30% or less of its capacity
    *Effective one month after Level 1* Consider carefully regarding 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

*Guidelines for conducting online meetings using Zoom
*Zoom Operation Manual for Hosts
*Zoom Operation Manual for Participants
*Zoom Recording Manual for Speakers

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

Diagram for Hybrid meeting at Lecture Room 420


← BACK TO THE TOP

  • Follow on

Research Institute for Mathematical Sciences (RIMS)