1. University rules and regulations
There are a variety of rules and regulations in place at Keio University. Student Clubs are required to be in compliance with these rules during their activities both on and off campus. Examples of rules and regulations of particular relevance for Student Clubs are given below.
- Article 183, Undergraduate Faculty Rules and Regulations
- Regulations concerning student clubs, meetings, postings, etc.
- University West School Building (Mita) Regulations on using the Student Club Room (can be viewed at the service desk at respective campuses)
* In addition to the above, various internal agreements and rules for the administration of Keio University facilities are in place. For more details consult with service desks at respective campuses.
Service desk, Student Life Services Section, Office of Student Services (1F, South School Building) ... 03-5427-1568
Hiyoshi: Student Life Services Section, Hiyoshi Office of Student Services (1F, Independence Wing) ... 045-566-1025
Shinanomachi: Student Life Services Section, Shinanomachi Office of Student Services (1F, Koyosha) ... 03-5363-3665
Yagami: Student Life Services Section, Yagami Office of Student Services (1F, 25th Building) ... 045-566-1466
Shonan Fujisawa: Student Life Services Section, Shonan Fujisawa School Office (1F, Alpha Building) ... 0466-49-3408
Shiba-Kyoritsu: Student Life Services Section, Office of Student Services (1F, Building No. 1) ... 03-5400-2683
2. Provisions during absences of Student Club Chairpersons due to sabbaticals or other reasons
You are requested to ensure that the Chairperson and Student Officer of Student Clubs are contactable at all times.
It is required to submit a "Notification of Changeover of Student Club Chairperson" (available from the Student Life Services Section, Office of Student Services at respective campuses and the School Office at Shonan-Fujisawa) when a Chairperson will change due to retirement from their post, sabbaticals, etc. Also note that Chairpersons must be tenured faculty members of Keio University (Professor/Associate Professor/Senior Assistant Professor/Assistant Professor). Each Student Club Chairperson may be appointed to serve as such for up to three Student Clubs at any one time.
3. Alcohol consumption
June 2012 and February 2013 saw tragic accidents that resulted in students losing their lives at Keio University because of alcohol.
In recent years, the majority of accidents resulting in alcohol-related deaths among university students in Japan have been caused by acute alcohol poisoning from "down-in-one drinking." Down-in-one drinking is behavior that involves boisterously encouraging members of a group to drink alcohol in a single go to enliven a drinking party, which leads to excessive alcohol consumption and is extremely dangerous. Even if one doesn't engage in such customs, alcohol consumption can still be dangerous depending on one's physical condition. Please maintain an awareness of the necessity to moderate alcohol consumption if drinking at social gatherings for Student Clubs such as at welcome parties for new members or at training camps. You are also undoubtedly aware that underage drinking is against the law, and neither engaging nor encouraging in this behavior in others will be tolerated. Keio University will take rigorous punitive measures against any illegal behavior.
Please refer to the links below and ensure you are aware of the facts about alcohol.
4. Behavior during Keio-Waseda Baseball Games (Tokyo Big6 Baseball League) and game nights
Keio-Waseda Baseball Games held at the end of the Tokyo Big6 Baseball League are set to take place on June 1 (Saturday) to June 2 (Sunday) during the Spring season and on November 2 (Saturday) to November 3 (Sunday) during the Fall season. The Keio-Waseda Baseball Games are an all-Keio event. We encourage all Keio Students to add their voice to the enthusiastic support at the Jingu Stadium.
Nevertheless, be aware that in any given year numerous incidents occur in Ginza, Shibuya, Hibiya, and in the neighborhood of the Meiji Jingu Baseball Stadium on the nights before games or at parties on the nights of the games themselves.
Behavior such as staying overnight to secure places, damaging property, and making an unreasonable amount of noise late at night in the vicinity of the Meiji Jingu Baseball Stadium are a serious nuisance to local residents. Addressing any damage or harm caused by such behavior is the responsibility of the individuals involved. Many accounts of and complaints about such behavior are received by Keio from the authorities, including the police, as well as from neighborhood residents. There have also been incidents of Keio students seriously injuring themselves while under the influence of alcohol.
The Keio-Waseda Baseball Games Support Committee puts safeguards in place each year to help prevent Keio students coming to harm. However, this committee is made up of people who are themselves Keio students, and there is a limit to the efforts to which they can go. While we of course strongly beseech you to refrain from such nuisance behavior, you are requested to make efforts to prevent situations like these arising among other Keio students.
We strongly urge you to maintain an awareness of the dignity of your station as a representative of Keio University if you encounter such circumstances.
5. Appearance requests for Student Clubs
If a Student Club is requested to appear at an event, it is recommended that the credentials of the host be thoroughly established and that a contract be concluded between the club and the hosting party before any such appearance goes ahead. There have been many incidents of trouble arising from failures to properly confirm such details. Take every precaution to carefully confirm the suitability of a Student Club's involvement in a particular event, including confirming the credentials and track record of the organizers, and only commit to appearing after you have concluded an appropriate contract.
6. Notes and precautions on university festivals
When participating in student festivals (Mita Festival, Yotsuya Festival, Yagami Festival, Tanabata Festival, Shiba-Kyoyaku Festival), strictly ensure that behavior respectful of local residents and shopkeepers is maintained, while remaining in compliance with the rules set out by the respective organizing committees. Exchanging money at amusement centers for the purpose of obtaining change when setting up stalls is an infringement on the business rights of the proprietors and may be punishable by law.
7. Practice and training camps during extracurricular activities
1) Activities
Please strictly ensure that club activities involving noise or loud voices (instrument practice, chanting, flutes, etc.) do not constitute a disturbance to classes, exams, or study. Even if using designated practice spaces, you are requested not to leave windows open when activities produce noise or involve loud voices. In addition, please take the utmost care to ensure that you do not disturb the daily lives or passage of local residents. Please strictly adhere to the pre-arranged times for the activity.
2) Off-campus activities
Disturbances are often seen involving local residents in the vicinities of training camps or off-campus practice spaces. Discarded or unattended sports gear and other equipment can cause accidents. Please ensure to keep an eye on all such items.
A Notification of Off-campus Student Activities must be submitted to the Office of Student Services at respective campuses (Shonan Fujisawa School Office) in advance of any training camps or events taking place off-campus. Log in to keio.jp and draft and print out this notification on the "Online System for Student Club Activities." Ensure the club Chairperson affixes their seal before submission. The Student Officer will be notified of the authorization outcome and associated details.
If injuries occur as a result of accidents, etc. without this notification having been completed, these may not be covered by the university's personal accident insurance.
Note: Athletic Association clubs are requested to complete prescribed procedures for the Keio University Athletic Association (43 clubs, newly instituted groups, affiliated groups)
3) Precautions on off-campus behavior
Complaints have been received by the university in relation to the collective transfer of Student Clubs, such as during transit in the vicinities of the university, on trains, or at riverside sports grounds. Typical examples include "The pavement was crammed," "I got hit by a bag or racket," or "The students were loud and rowdy." In addition, many complaints are also received about long-term parking of buses for training camps, poor manners on public walkways, and leaving garbage behind. While it goes without saying that such behavior is a clear nuisance, strictly prohibited, and to be avoided, it is also requested that Student Clubs strongly bring home to their members at meetings the necessity to avoid bringing Keio University into disrepute through these behaviors.
8. Accidents at Student Clubs
1) Precautions
Accidents can potentially lead to litigation, and should they occur, questions will be asked about whether the Chairperson and Student Officer fulfilled their obligations to provide day-to-day guidance and cautions to club members. As such, you are requested to emphasize the following points with a view to preventing accidents:
- Observe due and diligent care to ensure that accidents do not occur when planning events, confirming the feasibility of proposals and remaining in frequent contact with the Chairperson.
- Give due consideration to safety measures in advance of matches, training camps, and other functions.
- Members of Student Clubs should be extremely diligent in advance of events to avoid accidents involving third parties (not members of Student Clubs), as these may involve monetary compensation.
- Complete advance confirmation such that appropriate action can be taken in the event of an accident, including contact and response measures. In the event of an accident, ensure to contact the Student Life Services Section at respective campuses and follow the "Emergency Contact System," reporting in a timely and precise manner to the Chairperson for instructions. Please contact the Campus Security Office (Disaster Prevention Center, Shinanomachi/Central Control Room, Shiba-Kyoritsu) as needed if you are unable to get through to the Student Life Services Section.
- Student Clubs engaged in high-risk sports, etc. are advised to enroll the club in sports accident insurance (including liability insurance).
- Please ensure to drive safely when using vehicles at functions, training camps, etc.
2) Personal Accident Insurance for Students Pursuing Education and Research
Keio University is enrolled in Personal Accident Insurance for Students Pursuing Education and Research as a compensation system for accidents occurring during university-related transit, commutes, and transfer between university facilities. Ensure to strictly observe the below points so that in the event of an accident you will be covered by this insurance scheme.
- Ensure to submit a Notification of Off-campus Student Activities (available at below link) at the service desk on respective campuses at least four days (excluding days the office is closed) in advance of off-campus activities such as practices, assembly, overnight training camps, recitals, trips, games, or mountain climbing. If this has not been submitted, activities may not be eligible for insurance coverage.
- In the event of an accident, you are required to notify the insurance company of the details within 30 days of its occurrence. Please refer to Information on Personal Accident Insurance for Students Pursuing Education and Research with regards to procedures relating to notification of accidents.
3) Other
- First aid can be availed of at the Keio University Health Center in the case of injuries or sudden illnesses. Opening hours are 8:30-17:00 (9:00-17:30 at Shonan Fujisawa/Shiba-Kyoritsu) The center is closed on Saturdays, Sundays and public holidays. Contact the campus Security Office (Disaster Prevention Center, Shinanomachi/Central Control Office, Shiba Kyoritsu) outside office hours. In addition, refer to the "Guide to Emergency Medical Facilities" below.
Guide to Emergency Medical Facilities→ 24-hour response, with information available on medical institutions providing medical treatment outside normal hours.
- Tokyo Fire Department Emergency Telephone Consultation Center in the Greater Tokyo Metropolitan Area (N1) #7119 mobile phone, PHS, push-button telephone
- Yokohama City Yokohama Emergency Medical Consultation Center #7499 or 045-227-7499 (mobile phones)
- Fujisawa City Fujisawa City Call Center 0120-26-0070 (Fujisawa Anzen Dial 24)
Calls to #7119 from the Greater Tokyo Metropolitan Area only. If unsure whether to call an ambulance, the center provides 24-hour, year-round information on medical institutions offering medical care and emergency consultation from emergency professionals such as doctors, nurses, and paramedics.
- There has been a recent spate of thefts on campus grounds. Ensure to keep your valuables and cash on your person at all times. Multiple reports of incidents similar to the below are received, particularly during the period at the start of new semesters.
Wallets stolen from bags after being left unattended at desks in the Media Centers (Libraries).
Bags left unattended in classrooms during times between classes and wallet, or bag itself, being stolen.
In addition, there are conspicuous incidences of bags being left unattended at the Student Union Building (Hiyoshi) and the Student Club Room (Mita). Each Student Club is requested to take responsibility for all belongings of club members, and not just valuables.
9. Undergoing routine health checks and prevention of infections (a notification from the Keio University Health Centers)
1) Undergoing routine health checks
You will end up spending a lot of time with the other members of your club in the course of Student Club activities such as day-to-day practice, training camps, etc. Please be sure to undergo the routine (annual) health checks offered each year at the Keio University Health Center, while giving due attention to your own health during the course of activities to ensure that you do not inconvenience other club members. Also note that if you have not attended your routine health check, interim health checks are by appointment only with fees charged, and may involve allowances for other contingencies such as scheduling.
You may be asked to present a Certificate of Health when appearing at matches with teams from outside of Keio. Be aware that the Health Center does not issue Certificates of Health to persons who have not undergone the routine health checks which they administer.
Students Clubs engaged in sports must ensure that members take health examinations (in particular, electrocardiograms, and those covering blood pressure, motor function, and kidney and liver function) in addition to the annual routine health check held by the Keio University Health Center, and be attentive to the prevention of accidents at all times.
2) Prevention of infectious diseases
There is a risk of rapid spread should an infection/outbreak occur within a group during club activities in which students are frequently in close contact. Club activities may be suspended in the event of a mass infection.
We recommend that members are vaccinated for influenza and measles in order to prevent mass infections. It is important to promptly undergo a medical examination at a medical institution, and that persons with any subjective symptoms refrain from attending class and participating in club activities. Actively undertake routine handwashing and gargling and encourage those around you to do the same.
Note also that the School Health and Safety Act stipulates that persons who have been diagnosed with a "School Infection" such as influenza or measles are forbidden to attend classes. Please promptly report any suspected illnesses to the Keio University Health Center. In particular, cases in which two or more members of a club fall ill should be reported promptly by the Student Officer. For more details refer to the Keio University Health Center website.
If you will attend classes at the university following suspension of extracurricular activities, such as those as part of a Student Club, you are required to present a Permission of Return to Campus after Illness when attending class. Please have the medical institution print out and fill in the Certificate of Permission to Return to School included on this webpage and submit this to the Keio University Health Center (Center for Physical and Mental Wellness at Shonan-Fujisawa Campus) on the first day on which you resume activities.
