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

When a student is required to be absent from class due to the practicum in a certification class (e.g. teaching practicum), or the performance of obligations as a lay judge.

Special Considerations related to the Novel Coronavirus (COVID-19)

(Reference)List of procedures for each consideration

When a student has difficulty in attending face-to-face classes

When a student has difficulty coming to the campus to take final examinations

When a student is infected/may have been in close contact with someone infected/
is suspected to be infected with the novel coronavirus (COVID-19)

Officially Approved Absence for the Novel Coronavirus Vaccination

Other special consideration for classes

Bereavement・Natural Disasters・When a student is infected with an infectious disease specified in the School Health and Safety Act (other than novel coronavirus (COVID-19))

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.
      (*) Excludes “report examinations” (reports that are due on the specified deadline in the academic calendar).

Procedures

  • 1.Before following the procedures, please check here.
  • 2.Students should submit a request from the following . However, 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).
    Click here.
    Due to temporary system maintenance, application procedures will not be available during the following dates and times.
     From 9:00 am to 7:00 pm on Sat, December 3, 2022
  • 3.Manabi Station(Suzaku: Administrative Office of Inter-Faculty Graduate Schools)will check the date(s) and issue a prescribed ‘Official Absence Notification’.
  • 4.The student should submit the ‘Official Absence Notification’ to the relevant class instructor.

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

【Related to the Novel Coronavirus(COVID-19)】
When a student has difficulty in attending face-to-face classes

For students who have difficulty in attending face-to-face classes relating to the Novel Coronavirus (COVID-19) due to any of the following reasons, we will consider allowing them to take classes using the web (web-based classes). The applications for the reasons other the followings will not be accepted.

Cases in which students may ask for the special considerations

(1) the student at high risk of severe illness (*) if infected such as having a pre-existing condition or chronic disease;

(2)the student has family members residing with the student, who at high risk of severe illness (*) if infected such as having a pre-existing condition or chronic disease; and

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

(*) If you/your family members have an underlying condition defined by the government, such as respiratory disease, diabetes or heart failure.

Application procedures
*Please note that the application procedure is different from that of spring semester.

①Please complete the application from the URL below.

 Applications for AY2022 fall semester courses are closed.

②Applications are processed in order during the opening hours of Manabi Station (weekdays from 9:00 to 17:00), and Manabi Station will get back to you by email.

③Please submit the issued application form through manaba+R > Applicable Course > “Tutoring Collections". However, if you receive any individual instructions given by the instructor, please follow it.


Please check HERE for details about the application procedures.

Application deadline (Fall semester courses)

Application deadline to Manabi Station: 11:00a.m. September 30 (Fri)
*Applications received by 11:00a.m. on September 30 (Fri) will be processed sequentially for the issuance of application form on September 30.
*Applications can be accepted after 11:00a.m. on September 30 (Fri), however, there is a possibility that the application form cannot be issued within September 30.
*Applications to Manabi Station for fall semester courses will be closed at 5:00p.m. on September 30 (Fri). We do not accept any applications submitted after 5:00p.m. In addition, there is a possibility that we are unable to issue the application form for applications submitted between 11:00a.m. and 5:00p.m. Please make sure to complete the application for fall semester courses by 11:00a.m. September 30 (Fri).

Submission deadline to each course (instructor): September 30 (Fri)

Notes

・This system allows students to apply only when they need special consideration for all face-to-face classes and not only for some courses. Please understand the purpose of the system and submit the application form to instructors of all courses offered face-to-face for which you have registered. However, there are some courses that special consideration is not given depending on the class format, so please check the syllabus.

・You can apply if you have an underlying condition defined by the government. You may be asked to submit a medical certificate.

・When submitting the application for the reason (3), please be sure to input the date of arrival to Japan (tentative). If no date is filled in, the application form cannot be issued. 

・This application form cannot be used to report an absence for individual class sessions.

・If you meet any of the above reasons after the application deadline, the application will be accepted even after the application deadline. In case you need to apply, please send the reason for application to Manabi Station of your home campus via email (Kinugasa/Suzaku: k-manabi@st.ritsumei.ac.jp, BKC: bkckyoga@st.ritsumei.ac.jp, OIC: oic-mnb0@st.ritsumei.ac.jp).Then, please contact the instructor in charge of the class and submit the issued application form with the reason for application.

・In the event that the above reasons for consideration (1)~(3) are resolved, such as being allowed to travel to or enter Japan, please contact the instructor in charge of the course and attend face-to-face classes.

【Attention】
If the courses include “final examination”in 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 section “【Related to the Novel Coronavirus (COVID-19)】 When a student has difficulty coming to the campus to take final examinations”.

【Related to the Novel Coronavirus (COVID-19)】
When a student has difficulty coming to the campus to take final examinations

For students who meet the following requirements and have difficulty coming to the campus to take final examinations(*), we will provide alternative assignments and considerations upon prior request. In addition, some colleges may indicate another policy, so please check them.

(*) This means the final examinations held for courses that include “final examination” in the grade evaluation method.

Cases in which students may ask for the special consideration for final examinations

*The application requirement for AY2022 fall semester is (1) only.
(1)the student at high risk of severe illness (*) if infected such as having a pre-existing condition or chronic disease, and has been instructed by a doctor to refrain from going out;
(2)the student is not allowed to enter/return to Japan due to overseas travel restrictions;

(*) If you have an underlying condition defined by the government, such as respiratory disease, diabetes or heart failure.

Application period

Fall semester: From 9:00a.m. November 1 (Tue) to 5:00p.m. November 30 (Wed)

Application procedure

Please complete the application procedure from the URL below within the application period.

Students affiliated with Kinugasa Campus
Students affiliated with BKC
Students affiliated with OIC

Notes

  • (1) If you do not meet the above reasons, but have any special circumstances, please consult with the Administrative Office of each College (Manabi Station for OIC) within the application period.
  • (2)The details of the consideration vary for each course. Please follow instructions given by the instructor.
  • (3)The applicant will be informed by the instructor of the alternative grade evaluation method to final examinations. If you do not receive any instructions after December 15 (Thu) for the fall semester, please contact Manabi Station.
  • (4)If the contents of the application are incomplete (e.g. if you have applied for a course that does not include the final examination in the grade evaluation methods), and cannot be accepted, you will be informed by personal notification on manaba+R after December 1 (Thu) for fall semester courses.

【Related to the novel coronavirus (COVID-19)】
When a student is infected/may have been in close contact with someone infected/is suspected to be infected with the novel coronavirus (COVID-19)

In order to prevent the spread of the novel coronavirus infections, special consideration will be given for absence due to the following reasons.

Cases in which students may ask for the special considerations

  • (1)When the student is infected with the novel coronavirus (COVID-19).
  • (2)When the student may have been in close contact with someone infected with COVID-19 according to the guidelines set by the local government in the area where he/she lives in or instructions from the University.
  • (3)When the student has the symptom such as fever, shortness of breath or a strong sense of fatigue, etc.

Details of the special consideration

This case is not regarded as “official absence”, however the instructor in charge of the class shall do the following as far as possible, so please apply for the consideration.

  • Provide the student with any materials distributed during class
  • Indicate the material covered during class and explain the key points
  • Provide guidance for self-study
  • Provide other guidance and/or assistance regarding the class, including alternatives for the tests or reports (*) given during the class
    (*) Excludes “Report Examinations” (Reports due on the specified deadline in the academic calendar).

*In addition to the above considerations, the university has asked instructors in charge of courses to ensure that the non-attendance for the above reasons does not cause any disadvantages in grading.

Application period

Fall semester courses: From 9:00a.m. September 16 (Fri), 2022 to 5:00p.m. January 31 (Tue), 2023

Application procedures
*Please note that the application procedure is different from that of spring semester.

  • If you are infected with COVID-19 or identified as a "close contact", please follow the procedures for reporting to Medical Service Center through the link below. Please note that the application form will NOT be issued if the report is not submitted.
    https://en.ritsumei.ac.jp/health/coronavirus_infection/
  • After completing the procedures for reporting to Medical Service Center, please apply for Special Considerations for Class in relation to the Novel Coronavirus from the URL below. In case of suspected infection, procedure 1. above is not required.

    Click here

    Due to temporary system maintenance, application procedures will not be available during the following dates and times.

     From 9:00 am to 7:00 pm on Sat, December 3, 2022

  • Applications are processed in order during the opening hours of Manabi Station (weekdays from 9:00 to 17:00), and Manabi Station will get back to you by email.
  • Please submit the issued application form promptly through manaba+R > Applicable Course > “Tutoring Collections". However, if you receive any individual instructions given by the instructor, please follow it. The final submission deadline for each course is January 31 (Tue).

  • Please check HERE for details about the application procedures.

    Notes

    • If you have a class on the same day or the next day after the infection or close contact is detected and need to contact the instructors immediately (e.g., in case you have a face-to-face quiz or you wish to take a media class via Zoom), please contact them directly using manaba+R "Tutoring Collections" or via e-mail in parallel with the procedures of for applying the issuance of the form.
    • If there is anything that needs to be confirmed in the application, the instructors in charge may ask the student to submit an official certificate such as a medical certificate, etc.
    • Students should contact the instructor if they require confirmation of special considerations.

    【When a student is unable to take final examinations due to infection/close contact/suspected infection with the novel coronavirus (COVID-19)】

    The student needs to complete the application for makeup examinations.

    Also, if you are infected with COVID-19 or identified as a "close contact", please follow the procedures for reporting to Medical Service Center as well.

    For more details, please read the following webpage.

    Makeup Examinations

【Related to the novel coronavirus (COVID-19)】Officially Approved Absence for the Novel Coronavirus Vaccination

The absence from class due to the COVID-19 (novel coronavirus) vaccination is considered as an “officially approved absence” as a special measure for a time being.

The contents of the special consideration

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”.

Applicable for courses held during the following period

From September 26 (Mon), 2022 to March 31 (Fri), 2023

Period covered

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

Application period

The final deadline of the application: Within three days including the last class day of each course

Application procedures
*Please note that the application procedure is different from that of spring semester.

①Please complete the application from the URL below.


Due to temporary system maintenance, application procedures will not be available during the following dates and times.

 From 9:00 am to 7:00 pm on Sat, December 3, 2022

③Please submit the issued report form through manaba+R > Applicable Course > “Tutoring Collections". However, if you receive any individual instructions given by the instructor, please follow it.


Please check HERE for details about the application procedures.

Notes

  • In the event that the day of vaccination (within three days including 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 “Makeup Examinations” page.
  • "Period covered: Within three days including the day of the COVID-19 vaccination" refers only to cases of side effects such as fever etc. involved in the vaccination.
  • 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.
      (*) Excludes “report examinations” (reports that are due on the specified deadline in the academic calendar).

    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 (a death certificate etc., or a thank you letter for attending a funeral is also possible) 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.

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

    For infectious diseases specified in the School Health and Safety Act other than the novel coronavirus (COVID-19), please check the following.

    Treatment of Students with Infectious Diseases

    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