Re: Revisions to KIT Student Overseas Business Travel Policy（To: Faculty, Administrative staff, and Students）
Date: June 7, 2022
From: Kiyotaka Morisako,
KIT President and Director of the Novel Coronavirus Infection Control Task Force
To: Faculty, Administrative staff, and Students
Re: Revisions to KIT Student Overseas Business Travel Policy
As of the April 12, 2021 notice, “KIT Student Overseas Business Travel Policy” in principle, our university banned students from traveling overseas for business purposes (e.g., to attend international academic conferences, make overseas business trips funded by scientific research grants or faculty research funds, etc.) for public health reasons. However, due to the current reduced risk of infection in many countries and regions, and the need to ensure research opportunities and career development support for doctoral students, KIT is revising this policy as follows.
1. Students eligible for overseas travel for academic purposes
Regarding travel to countries/regions where the Ministry of Foreign Affairs of Japan has issued a Level 1 infectious disease risk ranking: All students may travel.
Regarding travel to countries/regions with Level 2 infectious disease risk ranking: doctoral students only.
Regarding travel to countries/regions with Level 3 or higher infectious disease risk ranking: No student may travel.
2. KIT policy regarding student overseas travel for academic purposes
(1) Travel Conditions
①Countries/areas with Level 2 or lower of the Ministry of Foreign Affairs’ “Danger Information on Infectious Diseases” (Only doctoral students may travel to Level 2 countries/areas).
②Traveling students must undergo one of the following “June 1, 2022: Measures in response to Omicron variant / New Border Measures (28)” requirements:
?3-day quarantine at a specific facility designated by the chief of the quarantine station (+negative test result (PCR test) at the facility)
?A 3-day home quarantine + negative result of a voluntary test
?Home quarantine and other measures are not required
?”7-day home quarantine without test” is NOT acceptable
(a student must not simply quarantine for 7 days. A PCR test is required in all cases.)
③Supervising professors are responsible for taking necessary measures for the student to travel to Japan.
However, travel funded by external organizations such as the Japan Student Services Organization (JASSO) will be handled in accordance with the regulations of the organization concerned.
Regarding overseas study, continue to follow the directives in the attached “Acceptance and Dispatch of International and KIT Students.
Before traveling overseas, in addition to the usual safety measures (researching procedures and safety in your destination country, establishing what the local system for cooperation with local institutions is, obtaining emergency contact information, and learning what to do in the event that you test positive for COVID-19, etc., be sure to follow the latest government measures to prevent infecting others in the event that you become infected in the destination country. Also, adhere to the “June 1, 2022: Measures in response to Omicron variant / New Border Measures (28).” Be sure you have thoroughly checked the latest destination- and Japanese- government border control measures before you travel to your destination.
(2) Treatment of business trip periods and quarantine periods after returning to Japan
The period from the date of departure from home to the date of return to Japan will be treated as the business trip period.
3. Major tasks to be carried out by the traveler and his/her supervising professor:
①Coordinate your date of return and the means of transportation after return to Japan
②Install the software application for responding to Japan’s required health management and whereabouts confirmation (MySOS)
③Secure a place to quarantine after returning home
④Arrange a post-return testing (PCR test or antigen quantification test) (if necessary)
(Reference: Ministry of Health, Labour and Welfare HP List of laboratories offering self-funded tests)
https://www.mhlw.go.jp/stf/seisakunitsuite/bunya/kenkou_iryou/covid19-jihikensa_00001.html
※If you test positive during a trip or after returning home, report it promptly in accordance with the Kyoto Institute of Technology Manual on Limiting Novel Coronavirus (COVID-19) Transmission (5th edition).
4. Travel and other expenses
The main items listed in 3. above and other expenses incurred in applying the ” June 1, 2022: Measures in response to Omicron variant / New Border Measures (28)” (e.g., quarantine facility accommodation expenses, voluntary testing expenses, travel expenses to home, etc.) will be included in your KIT travel expenses. However, if you are considering using outside funding to travel abroad, consult your academic advisor or the relevant administrative office at the planning stages, as there may be restrictions on travel expense payments.
5. Internal Procedures
Submit the attached Form 2 (for students) Student Overseas Travel Itinerary to your supervising professor’s superior after your supervising professor confirms it and you attach it to your travel itinerary.
After returning to Japan, report to your supervising professor that you have been released from quarantine status. Request that your supervising professor report to his or her superior before you come to the KIT campus.
In addition, submit a document confirming you have been released from quarantine status (e.g., a copy of the Immigration Health Care Center screen: “Notice of the End of Quarantine”), along with your business trip report.
①Prepare a travel request and ask your supervising professor to approve it (*Form 2 is attached)
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②Your supervising professor’s superior decides whether or not to allow the student to travel abroad
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③After approval, estimate your required travel expense payment
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④Travel overseas
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⑤After returning to Japan and being informed that “no quarantine is required” or “quarantine is complete,” promptly report to your supervising professor that your quarantine has been lifted, and he/she will report to the supervisor. You may then come to the KIT campus.
Submit a document confirming you have been released from quarantine status (e.g., a copy of the Immigration Health Care Center screen: “Notice of the End of Quarantine”), along with your business trip report.
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⑥The supervisor will approve your business trip report
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⑦Travel expense reimbursement procedures
6. (Reference) Outline of ” June 1, 2022: Measures in response to Omicron variant / New Border Measures (28)”
https://www.mofa.go.jp/ca/fna/page4e_001053.html#title4
7. Other
?We request that you continue to refrain from traveling abroad other than for KIT business.
?We ask that you read “New Measures 27” in the April 12, 2022 document, “Handling of KIT Business Travel Abroad” as “New measures (28).” (see “2, (1), B.” above)
Acceptance of Overseas Students and Dispatch of KIT Students Abroad
(Approved at the meeting of the KIT Novel Coronavirus Infection Control Task Force held on June 7, 2022)
Contacts:
（For inquiries on this notice and overseas business travel)
General Affairs and Planning,, General Affairs and Planning Office
Tel：075-724-7014 E-mail：soumuki[a]jim.kit.ac.jp
（For inquiries on travel expenses/reimbursements）
Accounting, Financial Accounting Office
Tel：075-724-7073 E-mail：kitkeiri[a]jim.kit.ac.jp
（For inquiries on overseas travel using outside funding）
Research Cooperation, Research Promotion and Collaboration Office
Tel：075-724-7714 E-mail：research_cooperation[a]jim.kit.ac.jp
（For inquiries on overseas travel for academic purposes）
Student Exchange Services, International Affairs Office
Tel：075-724-7128 E-mail：ses[a]jim.kit.ac.jp
※Change [a] to @.