Officially Approved Absence/Special Considerations on Classes due to other cases ineligible for official absence, and handling of the case that a student is infected with an infectious disease specified in the School Health and Safety Act


Officially Approved Absence

<Eligibility of officially approved absence (Article 7 of Ritsumeikan University Regulations on Curricular Classes)>

1. Absence from class to undertake practicum in a certification class offered as part of the regular curriculum

Teaching Practicum

Nursing Care Practicum

Social Welfare Assistance Practicum

Practicum in Japanese Language Education

Museum Practicum

2. Performance of obligations as a lay judge pursuant to the Act on Criminal Trials Examined under the Lay Judge System

3. Any case necessary for special treatment comparable to the preceding

 

<Handling of classes in case of an officially approved absence>

A student with an officially approved absence is permitted to be absent from class and will not be penalized on their assessment for the absence. The instructor shall give due consideration to the student as follows:

1. The absence shall not be counted toward the number of attendance days required.

2. The instructor shall provide students with the items listed below:

Handouts distributed in class

Information on what was covered in class as well as the key points in class

Instructions on self-study content

Academic guidance and support relating to classes such as making substitute arrangements for reports or small quizzes that the student missed.

 

<Procedures>

For details including the procedures, please refer to the following:

1. Students should submit a request to the Manabi Station on their home campus Suzaku: Administrative Office of Inter-Faculty Graduate Schools to issue an “Official Absence Notification”.

>Click here to apply for students affiliated with Kinugasa Campus

>Click here to apply for students affiliated with BKC)

>Click here to apply for students affiliated with OIC)

*For students affiliated with Suzaku Campus should apply to the Administrative Office of Inter-Faculty Graduate Schools.


2. Manabi StationSuzaku: Administrative Office of Inter-Faculty Graduate Schoolsshall review the submitted documents, determine whether or not to grant an officially approved absence, and, if the approval is granted, issue a certificate (affixed a seal of Dean of each College/Graduate School) to that effect.


3. The student should submit the certificate of officially approved absence to the relevant class instructor.

For certification classes, students must submit to the department in charge an official document issued by the host institution that clearly specifies the period, before requesting an Official Absence Notification.”

※In case that students perform a mission as a lay judge pursuant to Act Concerning Participation of Lay Assessors in Criminal Trials, students must submit to Manabi Station (or Suzaku: Administrative Office of Inter-Faculty Graduate Schools) on their home campus an official document issued by the court that clearly specifies the date(s).


Official Absence Notification and Examples

Official Absence Notification (Download)

SAMPLE


Officially Approved Absence for the Novel Coronavirus Vaccination (only in AY2021)

The absence from class due to the COVID-19 (novel coronavirus) vaccination is considered as an “officially approved absence” only in AY2021. In this case, the handling of the class should be the same as described in above “Handling of classes in case of an officially approved absence”.

Period covered

Applicable from Monday, July 5, for the courses held in AY2021

Within three days including the day of the COVID-19 vaccination

Procedures

    Download and fill out the “Novel Coronavirus Vaccination Report Form”.

    Submit the completed form directly to the instructor in charge of the course you will be absent from immediately. Moreover, submission deadline is within three days including the last class day of the course.

*If you have already received consideration for face-to-face classes, but there are circumstances that make it difficult for you to submit the form directly to the instructor, such as the contact information of the instructor is not disclosed, please consult with Manabi Station on your home campus.

Novel Coronavirus Vaccination Report Form (Download)

In the event that the day of vaccination overlaps with final examination days due to unavoidable circumstances, the student will be eligible to take makeup examinations upon application by the deadline. For details, please refer to the “Schedule and Procedures for AY2021 Spring Semester Makeup Examination” on “Makeup Examinations” page.

http://www.ritsumei.ac.jp/pathways-future/eng/examinations_grades/makeup_examinations.html/


Special consideration for absence other than official absence

Consideration shall be given in the case of absence from class due to 1) bereavement (spouse and relatives within the second degree), or 2) natural disasters (storm, heavy rain, flood, storm surge, earthquake, tsunami, eruption and other extreme natural phenomena), other than official absence.” Because such an absence is different from official absence,” the absence is counted as non-attendance. However, please apply for a special arrangement. Class instructors shall do the following as far as possible, so that the student can smoothly learn what they should study.

Handouts distributed in class

Information on what was covered in class as well as the key points in class

Instructions on self-study content

Academic guidance and support relating to classes such as making substitute arrangements for reports or small quizzes that the student missed.

As for 2) attendance or non-attendance in the event of a natural disaster, the principle is that each student makes a decision giving priority to safety, depending on the situation of his/her area of residence and commuting area, even if classes are not cancelled at the campus or the entire university. Based on this perspective, in the case of unavoidable non-attendance due to natural disasters, the University asks class instructors to make sure that such non-attendance does not cause disadvantage in academic assessment, in addition to the above arrangements.

Please follow the following procedure when requesting a special arrangement:

1) In the case of absence due to bereavement
Please submit an official certificate of death to the class instructor.

2) In the case of absence due to natural disasters
Please check acceptance of the special arrangements with regard to classes in the following order. 

*If there is any instructions in class or on manaba+R on how to submit the form other than the following, please follow the instruction and apply in accordance with its contents.
1. First, check Surveys” for the relevant subject in the course on manaba+R to see if there is a survey for the relevant natural disasters. 
* Acceptance of an application via manaba
R may take time before being posted, because this method is an emergency response due to natural disasters. Please continue to check it until the next class.
2. If there is a survey, fill it out and submit it.
3. If there is no survey or the reply deadline of the survey has passed, fill out the following form and submit it to the class instructor.

Application Form for a Special Arrangement for a Class (Download

If there is any point to be confirmed in the information on the application, class instructors may ask the student to submit an official certificate such as a certificate of delay.

 

Application for Special Considerations related to the Coronavirus COVID-19)(Immediate Special Measure)

 

1.    Application for the Special Considerations for Face-to-Face Class

For students who have difficulty in attending face-to-face classes (all face-to-face classes during the course period) due to any of the following reasons, we will consider allowing them to take classes online upon request. Please notify the instructor in charge of the class as soon as possible.

In addition, only if you are required to submit the form by the instructor, please download/create the application form from the following link and submit it to the instructor.

 

<Cases in which students may ask for the special considerations>

(1) the student has a pre-existing condition or chronic disease;

(2) the student has problems commuting to the school due to concerns about passing the

infection to family members residing with the student;

(3) the student is not allowed to enter/return to Japan due to overseas travel restrictions; and

(4) other unavoidable reasons that cannot be attributed to the student;

 

Application Form for Special Considerations for Face-to-Face Class in relation to the Novel Coronavirus (COVID-19) Infection(Download)AY2021 ver.

 

Attention

If the course includes final examinationin the grade evaluation methods of the syllabus, students will not be able to receive consideration for final examinations only with this application procedure.

Please check the following section 3. Application for Special Consideration for Final Examination.

 

2.    Application for Special Considerations in relation to the Novel Coronavirus (COVID-19) Infectionfor students who are infected or could have infected with COVID-19, includes person who had close contact with people infected with COVID-19

Please refer to the following page and follow the application procedure.

 

Ritsumeikan University Website > Student Life and Career Support >Treatment of Students with Infectious Diseases

http://en.ritsumei.ac.jp/lifecareer/treatment/


3.    Application for Special Consideration for Final Examination

Please refer to the following page and follow the application procedure.
http://www.ritsumei.ac.jp/pathways-future/eng/examinations_grades/final_examinations.html/


Handling of the case that a student is infected with an infectious disease specified in the School Health and Safety Act

1 “Attendance Suspension” Order

If a student/graduate student contracts an infectious disease defined by the Japanese School Health and Safety Act such as influenza or measles etc., the President issues a suspension order to the student under the “School Health and Safety Act,” “Enforcement Regulations of the School Health and Safety Act,” and the “Ritsumeikan Trust School Health and Safety Management Regulations”. If a student was suspended, the student must not come to the campus until the end of the attendance suspension period.

2 Handling of classes when a student was suspended

When a student cannot attend a class due to the “attendance suspension”, the case is not considered “official absence”. However, the student may receive instructions and supports related to the class by following the prescribed procedures.

Please check the details on the website of “Treatment and procedures when infected with a School Infectious Disease” and follow the procedures. Class instructors will take all possible actions as below so that the student is able to smoothly study the contents explained in the class that he/she was suspended to attend.

Provide the student with any materials distributed during class
Confirm the coverage of the class and explain key points discussed in class
Provide guidance for self-study
Provide other instructions and supports regarding the class, such as alternatives, if assignments, mini- tests, etc. were conducted during the class.

Furthermore, please perform procedures by the end of July for spring semester, and the end of January for fall semester as far as possible since it may be difficult for students to receive instructions and supports from their class instructors after the class implementation period. 

Ritsumeikan University Website > Current Students > Student Life and Career Support  > Treatment of Students with Infectious Diseases

URL: http://en.ritsumei.ac.jp/lifecareer/treatment/


<Contact information for inquiries regarding the above>

Kinugasa: Gakujikan Hall 1F (Manabi Station (East))

BKC: Prism House 1F (Manabi Station)

OIC: Building A 1F AC Office (Manabi Station)

Suzaku: Administrative Office of Inter-Faculty Graduate Schools