10.3.1 Budget Availability takes Precedence
No commitment to carry out any construction or modification of the facilities shall be made unless the funds necessary for the work are available in the budget. An exception may be granted by the President if the construction is funded in installments by a private donor or entity.
10.3.2 Statutory Compliance
Construction works and the installation of facilities at OIST, and the use and maintenance of same, must comply with all relevant laws and regulations in Japan. Some of these are set out in Table 10.1.
10.3.3 Access to University Buildings and Grounds
Access must be provided as freely and unobtrusively as possible consistent with security(Chapter 21.1). Priority of access is as follows:
First - faculty, students, other researchers, Senior Level Executives, and staff;
Second – authorized vendors & contractors;
Third - OIST family members and the general public.
10.3.3.1 Although the campus grounds are in principle open to the general public, access to the Onna Campus buildings is controlled at the points of entry to the buildings. Everyone entering the campus buildings shall be required to comply with the security procedures in force. In general, rules of access are as follows:
- Students shall be issued a security pass card upon registration.
- Researchers (including scientific visitors, collaborators, interns and invited guests), and employees shall be issued with a security pass card upon joining the University community, which will give them access to differing areas of the buildings depending on their need, and the training required, for access.
- Guests, vendors, OIST family members and general visitors shall be issued a different identifying pass card upon signing in at the entrance reception.
The above rules will be waived only for special events such as open days, at which times access to most areas of the buildings will be strictly limited and controlled.
10.3.3.2 Vendor, etc. Access to Labs
- Contractors and equipment installation engineers doing work in the buildings must register at the Security Office by the Lab 1 loading dock, and will then be given an armband and Security card with limited access.
- Vendors and others making sales calls or coming to OIST for meetings, product seminars, etc. should make an appointment, enter the campus at the Tunnel Entrance (OIST gallery) on the ground level, register at the security desk, and meet their OIST contact at the meeting tables on Level A of the Center Buildings, on Level C of Lab 2 just inside the Skywalk entrance, or in the Cafeteria. Such visitors will not be issued with a Security card and will not be permitted entry to the labs unless specifically invited and hosted by a member of faculty.
- In principle, lab supply deliveries should be picked up from the Supply Center (Procurement) by unit staff, and take acceptance inspection by supply center staff. However, vendors making regular deliveries to labs may continue to be given access to the Lab areas, provided they do not undertake unsolicited sales activities.
- Mail and courier deliveries at Supply center, and will be distributed to units by Supply Center (Procurement) staff (printed materials only). However all packages, boxes, etc. should be picked up from the Supply Center by unit staff, and take acceptance inspection by supply center staff.
NOTE: Safety Training
- Vendors, contractors, and other entering lab areas on an occasional basis should read the OIST leaflet “Safety Precautions in Lab Areas”.
- Vendors entering lab areas regularly shall participate in a safety training session organized by the Research Safety Section at least once a year.
10.3.4 Land Use Planning & Design
The overall development of the University’s Onna Campus has been carried out in line with a Master Plan prepared in 2006 and approved by the Board of Governors of the OIST Promotion Corporation. No construction at the University shall be carried out without reference to this Master Plan, and all proposals for construction, whether for a new building or for modification of an existing facility (interior or exterior), must be referred in advance to the Vice President for Buildings and Facilities Management, who shall be responsible for determining whether they are in accordance with the Master Plan.
10.3.4.1 Over time, the addition of facilities not envisaged in the original campus master plan can be expected. In this case, the Vice President for Buildings and Facilities Management shall commission additional planning and/or design work to ensure that such facilities are integrated into the overall campus in a planned and consistent way(Chapter 10.4). Such additional facilities must:
1) maintain the quality of the built environment at the University, and
2) not compromise the potential for further construction in future.
Final responsibility for determining whether the above criteria are achieved in any such proposed expansion of the facilities is vested in the Board of Governors.
10.3.5 Energy Conservation & Recycling
Sophisticated laboratory buildings inevitably use a great deal of energy to maintain precise environmental conditions within laboratory spaces and to operate certain research equipment. However, considerable effort has been made in the specification, design and construction of University buildings to ensure that they are as energy efficient as possible. While every University user has an obligation to utilize the facilities in a responsible manner and conserve resources to the greatest extent possible, the Division of Buildings & Facility Management is primarily responsible for monitoring and managing energy, water and other resource usage throughout the campus, and shall develop and implement appropriate measures on a continuous improvement basis to achieve optimal resource conservation.
10.3.5.1 Pursuant to the Article 7-2 of the “Act on the Rational Use of Energy” (Act No.49 of 1979), an Energy Management Supervisor is appointed to promote energy conservation at OIST. VPBFM shall serve the position.
10.3.5.2 “Energy Management Regulation” is prescribed separately for appropriate and effective implementation of the rational use of energy at OIST.
10.3.5.3 VPBFM The energy management supervisor establishes the “Energy Saving PromotionManagement Committee”, which investigates and discusses the energy management and energy saving at OIST upon advice from the CEO/President. Details of the “Energy Management Committee” are prescribed separately.
10.3.6 Historic and Archaeological Preservation
Before construction commenced on the Onna Campus, a survey was carried out to identify historic or archaeological artifacts on the site. Reference must be made to this survey and its findings taken into account when any new construction is proposed on the campus. In the course of construction, if any such artifacts are uncovered, the construction work in the area must be suspended, and notice given to the Vice President for Buildings and Facilities Management, who must then take immediate action to have such artifacts examined by a competent authority, and determine the appropriate subsequent course of action(Chapter 10.4) .
10.3.7 Disaster Preparedness and Operational Continuity
The Division of Buildings & Facility Management shall develop, implement and maintain measures and procedures to ensure that the safety of University users can be assured in the event of foreseeable natural disasters such as typhoon, flood or earthquake, or incidents such as fire, power failure or other potentially disruptive emergency on or off campus. This role shall include ensuring that the operation and activities of the university can be preserved and continued with minimal interruption after any such event. See also Chapter 13, Safety, Health, and Environmental Protection.
This work shall include the preparation, in conjunction with other Divisions, of a ‘red book’ setting out emergency contact and operational procedures in the event of an incident; ensuring that standby power systems and other resources (including stocks of emergency supplies) are available and in good condition; and organizing appropriate training of all University personnel in emergency procedures to ensure that the safety and welfare of everyone can be maintained.
10.3.7.1 The University must establish clear procedures for responding to an emergency situation(Chapter 13.3.17).
10.3.7.2 The University must provide emergency response training to all employees and must inform visitors and guests of emergency response requirements.
10.3.7.2.1 Building evacuation drills must be held, in accordance with the procedures and requirements of the Fire Prevention Plan, at least once during the school year.
10.3.7.3 The power distribution system shall be inspected and maintained regularly, in accordance with the procedures set by the Facilities Management Section.
10.3.7.4 The Disaster Recovery System shall be inspected and maintained regularly, in accordance with the procedures set by the Facilities Management Section.
10.3.8 Fire Prevention Planning
This plan, based on the Fire Service Act (Act No. 186 of 1948), Article 8, Paragraph 1, sets out the necessary fire prevention measures for the University facilities located in Tancha, Onna Village designed to protect against fire, earthquake or other disaster, ensure life safety and minimize damage. For details, see the University Fire Prevention and Control Plan.
10.3.9 Use of Facilities
If planning to use University facilities for a purpose other than that for which they were intended, you must advise the Facilities Management Section in advance. Use will not be permitted in the following circumstances:
- When it would interfere with educational or research activities or a University-related event;
- When there is the risk of damage or defacement of the facilities;
- For any political activity;
- For any activity which attacks the reputation of any individual or organization; or
- If the Facilities Management Section determines that the activity would impair, impede, or conflict with the management of University facilities.
The management, reservation and use of University rooms and other spaces for teaching/lectures are the responsibility of the Dean of the Graduate School.
Reservation and use of University rooms and spaces for other purposes is the responsibility of the Community Relations Section of the Division of Communication and Public Relations, and the related rules and procedures are set out in Chapter 21, Use of University Resources.
Policies, rules and procedures concerning use of other University resources, including Common Space, can be found in Chapter 21, Use of University Resources.
10.3.10 Use of Car Park Space
10.3.10.1 Management of Parking lots: All parking spaces on OIST are controlled and maintained by the Facility Management Section of Buildings and Facilities Management Division. Any inquiry, complaint, or request regarding parking spaces should be addressed to the Facility Management Section.
10.3.10.2 Parking Enforcement: All parking regulations are enforced 24 hours a day, unless otherwise stated.
10.3.10.2.1. All parking regulations apply to anyone operating a motor vehicle on OIST property.
10.3.10.2.2. Permits are considered self-managed accounts, and it is the sole responsibility of the permit holder to ensure compliance.
10.3.10.2.3. Bicycles must be parked in designated spaces. Parking a bicycle inside buildings or in hallways is strictly prohibited.
10.3.10.2.4. For further information regarding parking use on OIST property, please refer to the “Okinawa Institute of Science and Technology Graduate University Parking Rules and Regulations.”
10.3.10.3 Liability: Vehicle owners and operators park on campus at their own risk. OIST assumes no risk or liability for damage or loss (including the vehicle’s contents) while any vehicle is parked on OIST property. This includes damage incurred if the vehicle is wheel locked.