For Staff and Management

Staff may not come to work if they have any COVID-19 symptoms. You and your entire household must begin a 14-day home quarantine away from OIST to monitor your symptoms before you may return to the workplace. Contact your manager by email or telephone to request to work from home. Managers have been asked to support this. 

During quarantine, staff must complete this form, and managers must advise the Health and Safety Office (koji.fukuoka@oist.jp), on a weekly basis, of the number of staff in their section who are observing home quarantine and why. Overtime is not permitted while staff work from home.

Please visit the health care page for more detailed information.

An OIST staff member who feels they might be infected with the novel Coronavirus must immediately follow the guidelines on the health care page, which involve contacting local public health authorities and informing their manager of the situation. If this is a medical emergency, please call 119 for an ambulance (service available in Japanese, English, Chinese, and Korean).

If a family or household member living with a member of OIST staff is confirmed to be infected (or likely to be infected), the OIST staff member must immediately follow the guidelines on the health care page, which involve contacting local public health authorities and informing their manager of the situation. If this is a medical emergency, please call 119 for an ambulance (service available in Japanese, English, Chinese, and Korean).

OIST staff members who have had close contact with an infected person must immediately follow the guidelines on the health care page, which involve contacting local public health authorities and informing their manager of the situation. If there is a medical emergency, please call 119 for an ambulance (service available in Japanese, English, Chinese, and Korean).

Where possible, OIST staff are asked to take all possible steps to minimize impact on the workplace.  People whose partners are also OIST employees may be able to share childcare responsibilities between them.  Those who enjoy the support of wider family members are encouraged to seek their support.

While OIST does not ordinarily permit work at home, in these exceptional circumstances, where feasible, the following special measure will be permitted with the approval of the employee’s immediate manager during the closure of elementary, middle, and high school.

  1. Reduce core time for those employees on flextime working hour arrangements
  2. Partial or full day work from home

Additionally, beginning on Monday, April 13, OIST managers will be asked to arrange more working from home within their sections. 

OIST staff should seek advice and approval from their manager on the nature of tasks they can undertake, and OIST will provide – where needed and available, laptop and VPN access support to ensure information security. Managers are not allowed to instruct any staff member who works from home to work overtime. Overtime claims in these circumstances will not be accepted.

Where work at home is not possible, employees with children up to sixth grade with no alternative childcare option will be given special paid leave for the temporary school closure period. This special paid leave is not automatic. It must be approved by the employee’s immediate manager and recorded in writing. Employees who have not taken the legally mandated five annual childcare leave days should do so before applying for the special paid leaves.

During the school spring break, special paid leave will not be approved for employees with school aged children up to sixth grade. Normal annual leave should be used for this.

In addition to the HEART leave approval, email approval is acceptable. Refer to the guidelines on the HR website (login required - look for the "HEART Timesheet Entry" section) for more information about time sheet entry in the HEART system.

Our HR team is finalizing arrangements with Temp Agencies to permit ‘Home Office’ working by Temp Staff whose work is supervised by OIST managers. We will write to your managers with HR and IT guidance on ‘Home Office’ work supervision.

You can find this document here (login required), hosted on the Risk Management Website. Information on new infectious diseases begins on page 43.

For more specific operational guidance for your division or section during a partial or complete OIST closure, please contact your manager for more information.