21.3 Rules

21.3.1  Buildings, Facilities, Land

The University is required to maximize the efficient and effective use of University property and facilities in order to provide appropriate, high quality, sustainable and sufficient space and infrastructure for University purposes and programs.  See also Chapter 10, Land, Buildings and Facilities.

21.3.1.1  Use of Common Spaces for Non-University Purposes.

The University wishes to be a venue for activities of local communities, staff, students, and their friends and family members.  The University will make available Common Spaces for meetings, artistic activities, conferences and workshops, cultural clubs, and other purposes not related to University operations.  Such use must be made through and coordinated with the Conference and Workshop Section [link: 19] of the Division of Communication and Public Relations to ensure there is no conflict with scheduled University activities.  With regard to use of University Common Spaces, the University’s requirements have priority and take precedence.

21.3.1.1.1  The University’s Common Spaces are:

On the Main Campus

-Café (Outside operating hours)

-Space for a restaurant

-Center Court

-Main Entrance Gallery

-Meeting and Seminar rooms:

Sydney Brenner Lecture Theater (Seminar room B250)

Seminar room C209

Seminar room C210

-Conference Center:

         Auditorium

Meeting room 1

Meeting room 2

Meeting room 3

Meeting room 4

At Seaside House

-Chura Hall

-Meeting and Seminar rooms:

Seminar room

Meeting room 1

Meeting room 2

21.3.1.1.1.1 Usage of Seminar Room C209

Regarding the use of Seminar Room C209, priority to book C209 will be given to Office of the President for VIP meetings.

 

21.3.1.1.2  Use of University Common Spaces, and of other areas as may be determined on a case-by-case basis, for non-University purposes may be permitted under the following conditions:

21.3.1.1.2.1  The Common Space or other area (Chapter 21.4.1.3) is available and not being used for a University purpose or program; and

21.3.1.1.2.2  Reservations have been made and an agreement regarding use has been developed (Chapter 21.5.1) between the University and the individual or non-University entity.

21.3.1.1.3  Restrictions on Use

Smoking is permitted only at a designated smoking area near the Central Control Room.
Posters, flyers and other such materials must only be placed on the noticeboards provided. No such materials may be attached to walls, doors, windows or any other part of the buildings, including the elevators.
Waste must be disposed of in designated boxes in the appropriate manner.
Alteration to the facilities, equipment, furnishings, etc. is not permitted unless authorized in writing in advance.

facilities must be returned to their original condition after use.

Users will be liable for any damage or loss caused by their use.

The contact person [link:21.4.1] will be held responsible for all damage or loss

21.3.1.1.4  Prohibited uses and activities

Commercial use or for-profit activities (this does not include fundraising such as bake sales and rummage sales by voluntary non-profit groups and associations)
Political activities
Uses that are offensive to public order and morals
Uses that may disturb or interfere with University activities (noise, vibrations, and the like)

21.3.1.1.5  Permission to use Common Spaces may be revoked by the University at any time, up to and including the date of the reserved use.

 

21.3.1.2  Accommodation

Please refer to the following procedures regarding the rules for accommodations of the university.

Accommodation Procedure for Short-term Lodging in Campus Housing [link: ]

 

21.3.2  Equipment, Information Technology, Shops and Services

The education and research operations of the University involve machinery and machine shops, a vast assortment of research tools and scientific equipment, cranes and hoists, as well as workshops, work benches, and assorted hand tools.  In addition to this hardware, the University utilizes computers, networks and electronic information systems as well as copiers and other peripherals, facsimile machines and other office equipment.  All of these resources are essential to the University's mission.  All of these resources are reserved for University purposes and business, and are to be used and managed responsibly to ensure their integrity, security, and availability for appropriate educational and business activities. All authorized users of these resources are required to use them in an effective, efficient, safe [link: 13] and responsible manner.

The University grants members of the University community shared access to these resources in support of accomplishing the University's mission.  Incidental personal use is permitted if reasonable in light of the user’s duties and responsibilities.  In no case may University equipment or services be used for private inurement or other personal gain.  Use of University computing to store personal data, information, or messages is not permitted.

 

21.3.3  University Vehicles

Faculty, staff, students and persons who are invited by the University and whose use of vehicle is approved by the University may use University owned, leased or rented vehicles only for University business University Vehicles must be operated and driven in a safe and responsible manner, with awareness that the user is acting as a representative of the University. Smoking is not allowed in University Vehicles. Violation of Laws and Regulations of Japan such as unsafe driving may result in withdrawal of the privilege of driving University Vehicles, in addition to other disciplinary action, up to and including termination of employment.

All accidents, faults, and thefts (hereinafter referred as “accidents, etc.”)  involving University Vehicle, as well as all violation of Laws and Regulations of Japan while driving University vehicles,  must be formally reported in accordance with the rules determined by the Vice President for Buildings and Facilities Management.

 

21.3.3.1  Criteria for Permitting Use of University Vehicle. 

Authorization to use a University Vehicle may be granted by the Facility Management Section only if the applicant has a current, valid driver’s license recognized in Japan, and the applicant states a University purpose justifying such use. Please refer to the rules determined by the Vice President for Buildings and Facilities Management.

 

21.3.3.1.1 (Deletion)

 

21.3.4 Personal Vehicle

21.3.4.1 Use of a Personal or Other Private Vehicle for University Business

The University may authorize drivers to use a personal or other private vehicle (hereinafter referred to as “Private Vehicle” which means automobile and motorized bicycle, except for University Vehicles, owned by Employees and Students) for official University business. Employees who are authorized drivers will be reimbursed by the University for University business related expenses provided the following conditions are met:

21.3.4.1.1 The driver must be prepared to provide proof of personal automobile insurance for the Private Vehicles.

21.3.4.1.2 The Private Vehicle’s personal automobile insurance provides primary insurance as follows:

1) Body injury liability insurance: unlimited
2) Property damage liability insurance:  unlimited

21.3.4.1.3 In cases where that the personal automobile insurance will not compensate for damages incurred, the driver is responsible for the cost of the damages.

21.3.4.1.4 An OIST accident report must be filed if there are personal injuries inflicted on anyone involved in the accident or if non-driver’s property is damaged. The form of this report will be determined by the Vice President for Buildings and Facilities Management.

 

21.3.4.2 Use of Personal Vehicle for University commuting

The University may authorize drivers to use a Private Vehicle for official University commuting provided the following conditions are met:

21.3.4.2.1 The driver must be prepared to provide proof of personal automobile insurance for the Private Vehicle.
21.3.4.2.2 The Private Vehicle’s personal automobile insurance provides primary insurance as follows:

1) Body injury liability insurance: unlimited
2) Property damage liability insurance:  unlimited

21.3.4.2.3 In cases where the personal automobile insurance will not compensate for damages incurred, the driver is responsible for the cost of the damages.
21.3.4.2.4 An OIST accident report must be filed if there are personal injuries inflicted on anyone involved in the accident or if non-driver’s property is damaged. The form of this report will be determined by the Vice President for Buildings and Facilities Management.
21.3.4.2.5 Beyond what is prescribed in the preceding paragraph, necessary matters regarding conditions and operation of Private Vehicles, please refer to the rules determined by the Vice President for Building and Facilities Management.
 

21.3.5  Personal Long-Distance Telephone Calls

University telephones (landlines and cell phones) may not be used for personal long distance calls, unless charged to an individual's residential telephone or personal credit card. In addition, charges for personal calls from an off-campus phone through the operator to any University number or credit card are not allowed.

The IT Division is responsible for monitoring the charges being made to University phones. If any person causes an improper charge, the University will collect the amount and deposit it in the account from which the bill is to be paid. The supervisor, manager or the Dean of the Graduate School (for students) is expected to take appropriate action to see that the infraction is not repeated.

 

21.3.6  University Inter Office Courier, External Mail and Related Services

University mail, courier, and printing/copying services may not be used by employees and students for personal mail, copying, printing or related services.

 

21.3.7  Gymnasium

A Gymnasium facility has been established for use by Students of the University. This gymnasium can be used by the University’s faculty and staff as well as family members in the same household to promote health, in exchange for a stipulated fee. For details, please refer to “Rules for use of the OIST Graduate University Gymnasium”[link: ].

 

21.3.8  Internal Cost Management Committee

The President shall decide which research facilities and services will be charged and the usage fee chargeable, after receiving proposals from the Internal Cost Management Committee [link:], based on suggestions from the Section with jurisdiction over the applicable research facility or service.

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