Service Changes

Update on Community Kitchen, Lounge, President House, and Clay Factory

  • Community Kitchen will reopen on May 21st with new guidelines on prevention of spread of COVID-19 based upon requirements issued by the Okinawa Prefectural Government and the Health and Safety Section at OIST. Guidelines will be posted outside of Community Kitchen and sent to those who reserve the kitchen.
  • Lounge will remain close until the end of May
  • President House will remain close until the end of May
  • Clay Factory closure will last until further notice.

Facility Management Section

The Resource Center will be taking the following measures to support social distancing efforts at OIST:

  • The Resource Center at the Center Building will be temporarily closed.
  • The Lab 4 Resource Center will be open, but we ask that you contact us by phone or inquiry form below.

Phone number:098-982-3540

Inquiry form : https://groups.oist.jp/resource-center/resource-center-inquiry-form

If we need you to come to the Resource Center in order to help you with your inquiry, we will contact you to make an appointment. If your inquiry is very urgent, please come directly to the Resource Center in Lab 4.

Thank you for your understanding and cooperation.

This is to inform you the food services available after May 18;

-AIEN Coffee and Bakery open Monday through Saturday, from 8am to 5pm.

-Bento can be purchased at Center Court. Please check the bento timetable here; https://groups.oist.jp/csd/food-service

-Onna no Eki will continue to sell vegetables on Mondays and Fridays at 2pm in front of Auditorium for the rest of May. Extension beyond May is under discussion.

*Please keep social distancing when purchasing foods.

The following facilities in the Village Center will reopen on May 21st with new guidelines on prevention of spread of COVID-19 based upon requirements issued by the Okinawa Prefectural Government and the Health and Safety Section at OIST.

  • Fitness Gym
  • Village Center Meeting Room
  • Village Center Ocean View Room

During the first two weeks upon return, the facilities will have limitations on numbers allowed to enter, types of activity allowed inside and specific protocols for entry. All are expected to comply with the guidelines. There will be a reassessment of guidelines after two weeks. Two week period will run from May 21- June 4.

Guidelines will be posted outside of each facility.

If you have any questions, please contact recreation-services@oist.jp

As of Monday, May 18, 2020, the OIST Shuttle Bus Service will return to normal business hours from 7:30 in the morning.

We encourage every users to continue in their vigilance in reducing the risk of infection by maintaining social distancing, wearing protective masks and using sanitizers when using the bus.

Further details about time schedule can be found at; https://groups.oist.jp/bfm/shuttle-bus-schedule

We thank everyone for their patience and understanding during these trying times.

Facility Management Section

We would like to inform you that on-site inspection by Board of Audit Japan scheduled on June 1st (through 5th) has been cancelled due to COVID19.

Freight has been suspended for the time being from airlines to / from Naha Airport. As a result, the only means of transportation to the mainland is by ship, thus expected to be delayed by several days. Be careful about the cargo that requires cooling with dry ice.

The temporary closure for below facilities will be extended to May 6th (Wed.). 

  • Community Kitchen and Lounge
  • President House
  • Clay Factory

If OIST recommends a longer closure, we will inform via TIDA.

Thank you for your patience and ongoing support of this situation.

Registration for English and Japanese courses during the summer semester (May - August 2020) has now begun. Due to the changing nature of the COVID-19 situation, classes for summer semester may be held online, in-person, or a combination of both. Your teacher will update you closer to the planned start date (Monday, May 11th).

We invite our family member students to register at this time, keeping in mind the following:  If classes are held online, or if OIST reopens with no restrictions, the lessons will proceed as usual.  If, however, OIST reopens with restrictions, it is possible that family members may not be allowed to enter the lab buildings and thus will be unable to attend the classes.

To check the new schedule and textbooks or register for English and Japanese courses, please have a look at the links below:

English schedule and textbooks: click here

Japanese schedule and textbooks: click here

Course registration for English and Japanese courses: click here

In accordance with the announcement of the Governor of Okinawa prefecture and the update of OIST's COVID-19 Guidance, we'd like to proceed the temporary changes on Official seal procedures until May 6, 2020. Your kind understanding and support would be appreciated very much.

During the period of your home-office working, you are kindly requested to follow the procedures as below on official seals for applications, official letters, agreements, contracts, etc., (‘the documents’ hereinafter).

Your kind understanding and support would be appreciated very much.

  1. In principle, the documents will be temporarily processed without the official seal (Koin).  Those documents will be replaced later with those with the official seals.
  2. The temporary procedures are as follows.
    1. Complete the kessai on DMS, HEART, etc., as usual.
    2. Inform your counterpart of OIST’s temporary measure as above 1.  If the counterpart understands it, please send the documents (PDF) without official seals to the counterpart.  When sending the email, please do not fail to mention that “the document has been officially approved and effective on April XX.
    3. Keep the email as an evidence.
    4. After the home working period is over, send the documents with official seals.
  3. If your counterpart does not accept OIST temporary procedures, and if the official seal is definitely necessary due to emergency cases, etc., please contact Rules and Procedure Section ( rules@oist.jp ) or 080-2705-7566 (Sakata) for processing the official seal.

https://groups.oist.jp/coo/official-seal

From April 22 to May 6, bento vendor will come down to the Ocean View Room in Village Center instead of Center Court. Two vendors will come on each day.

Fresh vegetables from Onna no Eki can be purchased soon at the same room.

Please check the recent timetable here:

https://groups.oist.jp/csd/food-service

Various meeting spaces around OIST have been locked during this period of reduced operations. Signs have been posted on these rooms. Please check your Outlook calendar for more information.

We would like to inform you that the submission deadline of documents for the April Closing is Monday, 11 May.

For more details, please confirm the “Closing schedule for April” as indicated either the DFA page or the PDF linked below.

DFA URL:https://groups.oist.jp/dfa

Closing schedule (PDF).

Your timely submission is much appreciated.

If you have any queries, please contact the section-in-charge. Thank you for your understanding and cooperation.

From April 21 to May 6, the OIST Shuttle Service will reduce operations.

Please see the temporary timetable to find out what stops are still available and how often.

Please travel only if your journey is essential. Unless it is really necessary to travel for work, or to shop for essentials, please stay at home.

The delivery and acceptance of goods, and the Supply Store, will be scaled down with effect from April 21, 2020. We will continue to support essential research and critical business on campus. Handling of goods will be as follows:

1. Direct delivery by vendors (Okinawa Medix, etc.)

An inspection will be conducted at the Inspection Center. (There will be only one member of staff on duty.) After that, vendors will deliver goods directly to the requesting section/unit.

2. Scale down of Supply Store operations

The Supply Store will reduce operating hours for the time being, starting on Tuesday 21 April, 2020. This is due to the changes in vendor work schedules.

Business hours: Monday - Friday, 9:30am - 12:00pm (open mornings only).

3. Delivery by Tomy Okinawa Novo Science

Tomy Okinawa Novo Science is gradually scaling down business, and this vendor will not deliver goods directly to the requesting section/unit. Goods ordered from Tomy Okinawa will be transported to the Supply Store following inspection at the Inspection Center. Please come to the Supply Store to pick up your goods, noting the reduced hours (mornings only, Monday to Friday).

4. Delivery by Parcel Services

Items delivered by parcel services will be delivered to the Inspection Center as usual.

After conducting an inspection, the person in charge of the Inspection Center will contact the recipient of the item, and ask them to pick up the package at the Inspection Center. Please note that there will be only one staff at the Inspection Center due to scaled-down operations.

5. Postal items

The internal mail service will now be provided on Monday, Wednesday, and Friday. We will deliver external post, but please note that delivery may take longer than usual. Please come to the Inspection Center with any urgent requests.

6. Sending packages, mails etc.

We will aim to handle outgoing post and packages as usual. However, since the global logistics network has been significantly affected, we may not able to handle all shipping requests (depending on the country and address).

Following OIST guidelines for COVID-19, the glass wash service will be closed from April 21 to May 6.

Thank you very much for your understanding and cooperation.

Due to the novel coronavirus pandemic, there are delay in the courier services via Yamato and Sagawa dispatch from Okinawa. It is difficult to send refrigerated or frozen item. Please confirm with each company before shipping.

Sagawa  098-921-1125

Yamato  0570-200-000

The health and wellbeing of the community is paramount and as a result we will temporarily restrict access to below facilities.

  • Clay Factory

         Access by private users will not be allowed from Thursday, April 16th until Sunday, April 26th.

Please inform your group/ club members that utilize the facility and communicate this message to them. If OIST recommends a longer closure, we will inform via TIDA.

Thank you for your patience and ongoing support of this situation.

From tomorrow – April 14, 2020 – the scaled down operation of the Inspection Center will be restored to usual operations (except for deliveries by Tomy Okinawa Novo Science.)

From tomorrow, delivery and acceptance of goods on campus will be as follows.

1. Direct delivery by vendors (Okinawa Medix, etc.)

An inspection by Inspection Center staff will be conducted as usual. After that, vendors will deliver goods directly to the requesting section/unit.

2. Delivery by Tomy Okinawa Novo Science

Tomy Okinawa Novo Science is gradually scaling down business until April 24, and the company can no longer delivers goods directly to the requesting section/unit. Orders to Tomy Okinawa will instead be transported to the Supply Store, after inspection by Inspection Center. Please come to the Supply Store to pick up your goods. The Supply Center will be kept operating by Tomy Okinawa in the usual way.

3. Delivery by Parcel Services

Items delivered by parcel services will be delivered to the Inspection Center as usual.

After conducting inspection, the person in charge of the Inspection Center will contact the recipient of the item and ask them to pick the package up at the Inspection Center.

4. Postal items

The operation of the internal mail service resumes tomorrow. We will deliver external postal items through the internal mail service, as usual.

5. Sending packages, mail etc.

We will endeavor to handle postal items and packages as usual. However, since the logistics network is globally scaled down, we may not always be able to handle shipping requests depending on the country and address.

Please confirm your visa date on your residence card.

If your visa expires during OIST home office work period, please follow the attached instructions (document 1 and document 2).

Otherwise the Relocation Team will assist you with regular procedures after OIST is back to normal operation.

Please contact us relocation@oist.jp if you have any questions.

From Monday 13 April, 2020 the Ganjuu team will undertake ‘home office working’ for two weeks.

The Ganjuu Wellbeing office in Lab 4 will not be accessible, but we still remain on duty and here to help you.

Communication

The Ganjuu office telephone number, 098-982 3327, is being redirected, and our team administrator will pick up messages. The whole team can also read emails sent to: ganjuu@oist

Advice, Consultation and Psychological Therapy

Ganjuu clinicians will continue to provide advice, consultation and psychological support in both English and Japanese and can provide video or audio support where needed.

Availability

The Ganjuu Wellbeing Service aims to sustain services during working hours on Monday – Friday. Please bear in mind that our clinicians have their own families and their availability and session lengths will be affected by their home commitments and the availability of confidential space to place video calls.

If you are currently seeing a member of the Ganjuu Team, please contact your clinician directly to let them know how you are doing, and whether you wish to continue sessions during this two week time period.

Resources

Lots of resources are posted at www.oist.jp/covid-19/mentalhealth  

There are also useful mental health and wellbeing resources on the Ganjuu Wellbeing Service group page including links to both internal and external resources. There is also information about who to contact if you are in crisis and need emergency mental health care at https://groups.oist.jp/ganjuu

Health

If you are concerned about your physical health or the physical health of a family member, and are concerned that you may have symptoms of coronavirus, please follow the guidance at: https://www.oist.jp/covid-19/health

We are all hoping that this arrangement will be short-term and that OIST can return to normal business soon. We will review the situation in two weeks time. 

We appreciate your understanding and your continuing support of the service and of each other.  

As we are now observing more rigorous social distancing at OIST, the Resource Center will be providing its support online. There will be no walk-in services from Monday 13th April, 2020 until further notice.

In line with advice to avoid crowded areas, we will suspend all visits to the Driver’s License Center located in Naha until further notice.  The Resource Center staff will assist you with rescheduling your appointments at the Driver’s License Center. 

Although our services will be limited, we will respond to inquiries remotely between the hours of 9:00-17:00. We ask all members of OIST to communicate with us online by submitting information

via this form: https://groups.oist.jp/resource-center/resource-center-inquiry-form

or via email at: ResourceCenter@OIST.jp

We will give priority to urgent requests related to credit card, car, and/or housing issues.  Support for the off boarding process will continue, including moving out inspections, as will document checks for license conversions.  Some limited support may be available for ATM money transfer assistance as well.  For all other inquiries, we would like to kindly ask for your patience if it has taken us time to respond to your inquiry.

For urgent matters, please call us at:  098-982-3540

Thank you for your understanding.

Following the Prime Minister’s emergency declaration due to the spread of COVID-19, OIST’s preferred travel agency, JTB, has announced reduced operations.

The main changes are as follows:

Service hours are now 10.00 a.m. to 5.00 p.m.

Enquiries will be managed by general JTB staff instead of a dedicated OIST team at JTB.

Priority will be given to the most urgent enquiries.

From Monday April 20, 2020 telephone support will be suspended. All enquiries must be managed by email.

Please refer to the attached announcements in Japanese and English for further details.

Thank you for your understanding at this time.

To stay in line with the evolving OIST policies, the Graduate School will shift to more ‘home office’ working and take the following measures to support social distancing efforts at OIST.

The Graduate School counter desk remains open, but we ask students to contact us by email or phone before visiting us in person. You can find GS contact information from following link: https://groups.oist.jp/grad/graduate-school-administration

gs-support@oist.jp : student welfare, housing, relocation, health, disability, childcare and safety

gs-travel@oist.jp : student travel

gs-finance@oist.jp : assistantships, allowance, tax matters, and external funding

academic@oist.jp : courses, academic programs, supervisors, and teaching support

examination@oist.jp : thesis examinations, thesis progress, and academic progress

gscareer@oist.jp : professional and career development and career advice

research-intern@oist.jp : internship program and RI to PhD pathway

admissions@oist.jp : PhD applications and admissions and recruiting queries

gs-records@oist.jp : student records, certificate issuance, leave requests, and efront

Please directly come to the GS counter if it’s urgent or an emergency. Or you can write us at gs-emergency@oist.jp, or call the OIST Helpline 098-966-8989.

The Graduate School personnel will contact you if we require your physical presence to complete administrative work, such as your signature on paperwork, distribution of a New National Insurance Card, etc.

You can still come to the counter to drop off paperwork, such as change request, reports, etc., if necessary. (If sending a PDF via email will suffice, then please do so.)

There is a drop-box at the counter, so please drop off your paperwork in the box.

In all other cases, we will use phone, email or Zoom for further communication while the current situation remains the same.

The health and wellbeing of the community is paramount and as a result we will temporarily restrict access to below facilities.

Community Kitchen and Lounge

           From Friday, April 10th at 5:00pm until April 27th.

President House

                From Monday, April 13th until April 24th.

Please inform your group / club members that utilize the facilities and communicate this message to them. If OIST recommends a longer closure, we will inform via TIDA.

If you have belongings in the facilities that you need to remove, please do so by Friday, April 10th (4pm) otherwise we will clear all of them.                                                                                                

 Laundry room in the Village Area will remain open.

We are observing more rigorous social distancing practices across OIST. This means that IT can no longer offer walk-in or face-to-face service from tomorrow, Friday 10th April, 2020, until further notice.

Wherever possible we now ask all members of OIST to communicate with us online:

https://oist.service-now.com/sp/

or  it-help@oist.jp

Issuance of loan items and diagnosis of issues with physical devices will be by appointment. Please contact us via the service portal or email to arrange this.

We know that this change will make an impact all OIST members but we cannot observe social distancing practices while offering services on a walk-in or face-to-face basis.

Thank you for your understanding, and thanks too to the team in I.T for their continuing good work and commitment in challenging circumstances.

OIST is working to ensure that we take all necessary measures in response to COVID-19 and the challenges presented by these unusual circumstances.

The health and wellbeing of the community is paramount and as a result we will temporarily restrict access to our Fitness Gym, Village Center Meeting Room and Ocean View Meeting Room from Friday, April 10th at 5:00pm.

Please inform your group/ club members that utilize the facilities and communicate this message to them.  We are predicting the closure to last until April 27th. If OIST recommends a longer closure, we will inform via TIDA. Please continue to check for regular updates on the OIST COVID-19 page.

If you have belongings in the facilities that you need to remove, please do so (Thursday, April 9th and Friday, April 27th)

From today, the operation of the Inspection Center will be temporarily scaled down due to home quarantine related staff shortage.

During this period, handling of the delivery and acceptance of goods at the campus will be as follows:

1. Direct delivery by vendors (Okinawa Medix, etc.)

Vendors deliver goods directly to the requesting section/unit without going through the Inspection Center. The inspection by Inspection Center staff will be omitted. The requesting section/unit should inspect and confirm that the delivered items are as you ordered.

2. Delivery by Tomy Okinawa Novo Science

Tomy Okinawa Novo Science has scaled down business due to coronavirus precautions, and they will not deliver goods directly to the requesting section/unit. Please come to the Supply Store to pick up the goods that you have ordered from Tomy Okinawa Novo Science. For the time being there will be one member of staff from Tomy Okinawa Novo Science at the Supply Center to hand over goods.

3. Delivery by Parcel Services

Items delivered by parcel services will be transferred to the Lab 1 loading dock after being received at the Disaster Prevention Center (BOSAI Center).

The person in charge of the Procurement and Supplies Section will contact the recipient of the item to pick the package up at the Lab 1 loading dock.  Pick up time is between 3:00 and 5:00 p.m.

The inspection by the Inspection Center staff will be omitted.

In this difficult situation, some non-procurement-staff are helping with the running the Inspection Center. You may therefore receive a call/email from non-procurement-staff for package arrivals.

4. Postal items

Postal items will be stored in the Lab 1 loading dock.

We do not contact or deliver mails or other items to recipients. If you are waiting for your invoice or other important documents to arrive, please come to the Lab 1 loading dock between 3:00 and 5:00 p.m. to pick up or check your mail.

5. Sending packages, mails, etc.

Please bring postal items directly to Lab 1 loading dock. Please do NOT post to internal mail boxes since internal mail service is currently suspended.

Due to the shortage of staff at the Inspection Center, we may not be able to handle urgent shipping requests. We appreciate your understanding.