23.3.1 All the employees and students
All employees and students are required to report any non-compliance with the University policies as well as Japanese laws, regulations, rules or regulatory controls which apply to activities of the University, based on a rational ground and in good faith. Also, employees and students are expected to be truthful and cooperative in an investigation regarding suspected misconduct.
All employees and students are required to complete the orientation programs before they start working at the University, and also attend periodical training sessions to ensure compliance with the rules concerning appropriate use of research funds including operating expense subsidy and competitive research funding. In the course of these compliance training sessions, employees are asked to confirm their understanding and agreement to observe the rules that apply to the University.
The President/CEO is the Chief Administrative Officer for all aspects of the prevention and investigation of misconduct. The President/CEO will fully inform employees and students that they have responsibility to report misconduct and where the contact points for reporting. Also, the President/CEO shall promptly review reported cases and draw a conclusion.
23.3.3 Provost and Dean of Faculty Affairs
The Provost is the General Administrative Officer over the response and investigation of the public research fund misuse, and is a contact point for reporting the public research fund misuse. The Dean of Faculty Affairs is the General Administrative Officer over the response and investigation of the misconduct in research activities, and is a contact point for reporting the misconduct in research activities. Also, under the instruction of the President/CEO, the Provost and the Dean of Faculty Affairs provide instructions to relevant departments and offices and makes inquiry to verify details of a reported case.
The COO is a contact point for whistleblowing concerning any activity that violates Japanese laws or regulations, Bylaws, University Rules or PRPs (excluding those relating to public research fund misuse, harassment and other disputes) and is in charge of investigation. Also, the COO is in charge of responses to Retaliation Complaints, and administration of contact points for confidential or anonymous reporting (hotline). Also, the COO coordinates relevant departments and offices to ensure that they handle reports in compliance with predetermined procedures and cooperate with each other, and, further, responds to concerns about retaliation or unfair treatment against whistleblowers who have reported misconduct, in cooperation with the people in charge of the concerned case. If there is any potentially serious non-compliance with legal or regulatory provisions, the COO will coordinate communication between the President/CEO, the Board of Governors and Auditors.