OIST Guidelines on Prevention of Spread of COVID-19 Coronavirus SARS-COV-2

May 13, 2020
Rev May 23, 2020

Based upon requirements issued by the Okinawa Prefectural Government

Company name: Okinawa Institute of Science and Technology Graduate University
Business category: University
Responsible Officer: Dr. Peter Gruss, President and Chief Executive Officer
  1. General infection prevention measures:
    1. Maintain social distancing of 2 meters.
    2. Avoid three Cs (Closed spaces, Crowded spaces, Close-contact settings).
      • Open two-way doors in offices/meeting rooms/seminar rooms wherever possible.
      • Limit numbers of people to ensure that a 2 meter distance can be maintained between each person.
      • Avoid contact and conversation within 2 meters.
    3. Do proper and frequent hand washing (using water and soap or other disinfectant).
    4. Wear a mask where people are present.
    5. Avoid frequently touched surfaces. If it cannot be avoided, wash hands and disinfect hands with antiseptic solution.
      • Frequently touched surface include the surface of items that are used or touched by many people, such as door handles, corridor railings, electricity switches, handsets, PC keyboards, touch control panels, faucets, elevator buttons, tables, chairs, restaurant trays and tongs,lids, toilet seats, etc.
    6. Do not have a face-to-face conversations if not wearing a mask.
      • Do not place meeting chairs facing each other if people are not wearing masks.
    7. If a person has flu-like symptoms, fever, breathlessness, tiredness, do not let them come to work or onto campus. They must stay at home, measure temperature, and monitor their health condition.
  2. Additional infection prevention measures for research and educational activities:
    1. Limit the number of people that can conduct experiments at the same time. Schedule experimental work to avoid three Cs (above) as much as possible.
    2. Education and training should be conducted online as much as possible, but when teaching or supervising face-to-face, follow the "General infection prevention measures" (above) closely.
    3. For the time being, you must refrain from business trips outside the prefecture/country. Essential business travel, where permitted, will require, a 14-day period of quarantine upon return.
  3. Infection prevention measures at small events and seminars (fewer than 10):
    1. OIST will not hold large-scale events where people from all over the country or from overseas travel to participate on-site. All such events are currently postponed until at least August 31, 2020.
    2. When conducting small-scale events (fewer than 10 participants) follow all steps outlined above. Those who have symptoms such as fever, cough, and headache must not to participate.
  4. Infection prevention measures for general visitors/vendors
    1. No general visitors are permitted until advised otherwise.
    2. Those who do come to the OIST campus for essential business (vendors, with the agreement of the Emergency Response Coordinator, or others where agreed with senior colleagues) should have their temperature, checked at the Main Reception or Bosai Center. They will not be permitted entry to the OIST campus if they exhibit symptoms such as a fever, cough, or headache.
  5. Additional infection prevention measures for childcare:
    1. Limit contact
      1. Avoid Mixing groups, teachers should not enter other classrooms and only be assigned to one classroom, children should only enter his or her own classroom and parents should not enter the classroom. Outside play will be scheduled for one class at a time.
      2. Stagger parent pick up and drop off and ideally designate only one parent to pick up and drop off
      3. Restrict visitors
      4. Postpone or cancel large or off campus events and group events such as field trips
      5. Post social distance visuals for parents, staff and children, rearrange classrooms and office layouts to increase social distance.
    2. Wear Face Masks
      1. Encouraged older children to wear masks. Due to the danger of suffocation mask will not be allowed during nap time or for any child under 2 years old. Masks should not be worn during outside play to avoid heatstroke for staff and children.
    3. Health Screen
      1. Health Screen* of children upon arrival, use non contact thermometer to temperature of parents and children at drop off
      2. Use classroom thermometer to take children’s temperature mid-morning and 30 minutes after nap.
    4. Monitor absenteeism and keep record of illness. If child or staff become ill, communicate health notice with symptoms and diagnosis to all parents and staff.
    5. Follow the OIST Healthcare Guidelines for COVID-19 Symptoms and the CDC Exclusion Policy
    6. Support healthy hand hygiene. Follow CDC Handwashing policy and procedure*, post handwashing policy and procedure posted in both languages at every sink, keep hand sanitizer at every entrance.
    7. Continue regular cleaning increase disinfecting
      1. Clean outdoor play equipment in between uses
      2. Clean and disinfect floors before and after eating
      3. Increase the disinfecting of frequently touched surfaces
      4. Handwash and sanitize in between each use of shared materials
    8. Other Childcare Classroom Considerations
      1. Assign seating for children, spread out as much as possible, reduce face to face seating for eating, no family style of buffet style lunches
      2. Keep windows and doors open as much as possible
      3. Minimize the amount of toys so cleaning and sanitation can be done
      4. Limit the sharing of materials
      5. Remove soft toys and carpets from classrooms
      6. Arrange Circle time circle to be larger with more space in-between children/ divide children into 2 circle time groups to reduce size of group and create more space
      7. Spread children out during naptime 2 meters when possible. Children should be oriented head to foot.
      8. Paper towels for hand drying to replace personal hand towel.
      9. Teachers of individual classes to set reasonable limits for each classroom area and redirect children to spread out in classroom when they are in a cluster playing together in one area.
      10. Reduce the amount of physical contact and practice good hand hygiene after physical contact.