CSEAS Response to Novel Coronavirus (COVID-19) | Center for Southeast Asian Studies Kyoto University

What to do in the case of infection of the staff or family members of CSEAS (September 24, 2020）

CSEAS : guideline for everyday and academic life in the face of COVID-19（December 17, 2020）

What to do in the case of infection for staff or family members of CSEAS

COVID-19 is an infectious disease of the new coronavirus virus (SARS-CoV-2)

I. When a member CSEAS is infected with COVID-19

For the patient
(1) Report to the director and jimucho (head of administrative office) as soon as possible.
(2) Report to the office, director and jimucho where you are staying during recuperation.
(3) Report to the office, director and jimucho as to whom you may have been in contact within those last 48 hours before the symptoms started (see endnote 1) and during the symptoms (as much as possible).
(4) During recuperation, secure a medical institution which you can contact in case your symptoms worsen.
(5) After recovery, consult with the director and jimucho when you might return to work.

For the office of the patient
(1) Share relevant information about the infected member with the director and jimucho.
(2) Draw up a list of all staff and students who were in close contact(see endnote 2) with the infected person.
(3) Re-allocate the work of the patient as well as those who were in close contact with the patient to other staff.

For the director and administrative head
(1) Depending on the number of persons who closely contacted (see endnote 2) the patient, consider restrictions on entry to offices.
(2) Instruct those who were in close contact (see endnote 2) with the patient: report to the administration, and inform the director and jimucho whether and when the SARS-COV-2 test was performed, and even if the test proves negative, stay at home for 14 days from the last contact with the patient and maintain a social distance (2 meters or 6 ft.) from other persons.
(3) Instruct those staff and students who were in close contact with the patient: stay home for 14 days from the last contact with the patient, taking temperature twice a day, and watching out for symptoms (see endnote 3). If symptoms appear, contact the administration, and report to the director and jimucho the availability and timing of SARS-CoV-2 testing.
(4) When the member is discharged, consider the schedule for his/her return to work (see endnote 4).

II. When a staff member has close contact with a COVID-19 patient

For staff members who were in close contact (see endnote 2) with the patient
(1) Contact the administration, and report to the director and jimucho whether and when s/he took the SARS-CoV-2 test.
(2) Even if SARS-CoV-2 test proves negative, s/he must stay home for 14 days from the last contact with the patient, during which s/he must maintain 2 meters (6ft.) distance from other persons.
(3) For 14 days from the last contact with the patient, s/he must stay home and take temperature twice a day, and watch out for symptoms (see endnote 3) . If symptoms appear, contact the administration, and report to the director and jimucho the availability and timing of SARS-CoV-2 testing (see endnote 4) .

For the office
(1) Share information regarding those who were in close contact (see endnote 2) with the patient with the director and jimucho.

For the director and jimucho
(1) Instruct the staff who was in close contact (see endnote 2) with the COVID-19 patient: contact the administration, and report to the director and jimucho the availability and timing of SARS-CoV-2 testing. Even if the test was taken and proved negative, the staff should stay home for 14 days from the last contact with the patient, and maintain 2 meters (6ft) distance from other persons.
(2) Instruct the staff who was in close contact (see endnote 2) with the COVID-19 patient: stay home for 14 days from the last contact with the patient, taking temperature twice a day, and watching out symptoms (see endnote 3). If symptoms appear, contact the administration, and report to the office, director and jimucho the availability and timing of SARS-CoV-2 testing.

III. When a cohabiting (family) member of CSEAS staff came in close contact with COVID-19 patient

For the staff member
(1) Report to the office, director and jimucho.
(2) Contact the administration, and report to the office, director and jimucho the availability and timing of SARS-CoV-2 testing for the family member.
(3) While the family member is staying at home (for 14 days from the last contact with the patient), the staff member should try to stay as far away from other people as much as possible, and consult with the director and office manager about whether or not s/he needs to stay at home.
(4) While the family member is staying at home (for 14 days from the last contact with the patient), the staff member should take temperature twice a day, and watch out symptoms (see endnote 3). If symptoms appear in the family member or the staff member himself or herself, contact the administration, report to the office, director and jimucho the availability and timing of SARS-CoV-2 testing.

For the office
(1) Share information regarding the staff whose family member was in close contact with aCOVID-19 patient with the director and jimucho.

For the director and jimucho
(1) Instruct the staff whose family member came in close contact (see endnote 2) with a COVID-19 patient: request the family member to contact the local administration, and report whether and when the family member took the SARS-COV-2 test.
(2) Instruct the staff whose family member came in close contact with COVID-19 patient: while the family member is staying at home (14 days from the last contact with the patient) the staff member should maintain 2 meters social distance with other persons as much as possible. If necessary, instruct the staff to stay at home, considering his/her situation.
(3) Instruct the staff whose family member came into close (see endnote 2) contact with COVID-19 patient: while the family member is staying at home (14 days from the last contact with the patient) the staff member should take temperature twice a day, and watch out symptoms (see endnote 3). If symptoms appear in the family member or the staff member himself or herself, contact the local administration, report to the office, director and jimucho whether and when to test for SARS-CoV-2.

ENDNOTES:
1. Symptoms that require contacting medical help: Difficulty in breathing, persistent chest pain and pressure, loss of clarity/consciousness, not responding to calls, pale lips and pale face. If any other symptoms may appear to be unusual, you should not hesitate to call for medical help.

2. Close contact here is defined as being in contact with a patient (an infected person) in close distance for a prolonged amount of time without appropriate protection, from 48 hours before the patient’s symptoms appeared. “appropriate protection” will include whether or not you had a face mask on, whether or not a distance of 2 meters (6ft) was maintained, and “prolonged amount of time” would be longer than 10 minutes. Even if the time of contact was short, if the patient’s cough was near your face, or you shared an object with the patient, it would constitute close contact. The period of high risk is as follows:
(1) Test based: The end of fever without the use of fever-reducing medications; AND Improvement in respiratory symptoms (eg, cough, shortness of breath); AND negative results of authorized molecular assay for COVID-19 from at least two consecutive nasopharyngeal swab specimens collected ≥24 hours apart (total of two negative specimens).
(2) Non-test based: At least seven days have passed since symptoms first appeared; AND at least three days (72 hours) have passed since recovery of symptoms (defined as resolution of fever without the use of fever-reducing medications and improvement in respiratory symptoms [eg, cough, shortness of breath]).

3. Temperature above 37.5℃, coughing, breathing difficulty. Note that temperature will go up and down. Older persons, persons with low immunity, and those taking medication may have different symptoms.

4. There are cases where symptoms reappear after being discharged from hospital. It is therefore best to stay home for 14 days after discharge.

*This document is based on the Kyoto University Hospital document (March 9, 2020) “In case hospital staff or family members are infected ver.1”; Kyoto University Institute for Frontier Life and Medical Sciences document “In case institute staff or family members are infected”(March 12, 2020); and Center for Disease Control and Prevention “Coronavirus Disease 2019 (COVID-19) Public Health Recommendations for Community-related Exposure” (March 20, 2020).

CSEAS : guideline for everyday and academic life in the face of COVID-19 (December 17, 2020)

We have been experiencing the increasing spread of COVID-19, and some cases occurring in our neighborhood. The situation changes from day to day.
We seek your cooperation in following the guidelines below. From here on, if Kyoto University issues guidelines that are stricter than what the guidelines indicated below, please follow those until we renew our guidelines.

1. Daily attention

(1) Three Golden Rules
As much as possible, follow the three golden rules of avoidance, that is, avoid staying in a secluded, crowded, intimate conversational space and avoid sharing objects. Wash your hands, clean surfaces you touch often. If you cannot avoid the three above, you must wear a mask
or use cloth-cover.
(2) Daily check
Before coming to our center, please check your body temperature and your own health status. And if you have any symptoms (fever, cough, fatigue, anorexia, muscle pain, shortness of breath, sputum productions, altered senses of taste or smell, nausea, diarrhea, headache, sore throat, runny nose, conjunctivitis, etc.), please do not come to the center.
(3) In-coming guests
Please ask guests to record his/her name, institution and contact information on a guest book placed in the General Affairs Office on the 1st floor of the Inamori Memorial Building. The information will be
used to figure out situations of close contact when cases with COVID-
19 occur in our center.
(4) Garbage
Before throwing away papers attached to body fluid (nasal discharge, saliva, etc.) in garbage cans, please put them in sealed plastic bags to protect the janitors.

2. Meetings

(1) Target
All faculty and staff affiliated with our Center (“Members”).

(2) Guideline
All face-to-face meetings with a large number of people should in principle, be cancelled*. Meetings that are essential for business and operation can be held. In case such meetings are necessary, keep it at
minimum, and when holding them, keep a distance of 2 meters or more between participants, prepare a disinfectant spray, keep the air ventilated, and participants must wear masks. Using various on-line
meeting systems is recommended. (Regarding the faculty meeting day, there will be a separate announcement.)
*”a large number of people” should be 10 people or more as a guide, and should be comprehensively judged based on the size of the space, ventilation conditions, and the importance of meetings, etc.

3. Gatherings with food and drink

(1) Target
Members

(2) Guideline
Farewell and welcome parties, various other parties or meals together should in principle be cancelled. Eating in small groups (about 3-4 people) is permitted, but should be done with great care.

4. Domestic travel

(1) Target
Members

(2) Guideline
Refrain as much as possible from traveling within the country for nonessential research meetings, lectures, and surveys. Private travel is left to the discretion of the individual, but you need to care in accordance with the above.

5. Overseas travel

(1) Target
Members

(2) Guideline
All overseas travel should primarily be cancelled. In absolutely
unavoidable circumstances of official travel, you must report to the
contact below and follow the guidelines below.
Contact: general affairs
Report: name and affiliation, destination, period, your contact e-mail
address and telephone

Guidelines for travel:
a) Counting the day of your return to Japan as zero, you should stay home until day 14.
b) During your stay home, report to your office, director and administrative head, if you have symptoms of fever or coughs etc.
c) Upon returning to office, consult with your office, director, and administrative head.

6. Meetings with incoming business/traders and visitors from outside

Except for those absolutely necessary, avoid meeting with in-coming business as much as possible.

(Adapted from Medical School COVID-19 guidelines June 11th 2020 and Kyoto Prefecture COVID-19 guideline May 2020)

Brief Extract from Homepage of Kyoto Prefecture

https://www.pref.kyoto.jp/kokusai/coronavirus_update.html (accessed on March 27th, 2020)

Dedicated consultation service
・A simultaneous interpretation telephone service has been made available to all international residents and tourists in Kyoto Prefecture.

Operating hours: 24 hours a day and 7 days a week
Telephone number: 075-414-4726
＜Supported languages: English, Chinese, Korean, Portuguese, Spanish, Vietnamese＞
※Vietnamese support is only available from 8:00 – 22:00

To those who exhibit the following symptoms, do not go directly to a medical facility and instead please contact the dedicated consultation service first.
・Cold-like symptoms, a fever of 37.5℃ or above that has continued for 4 or more days.
・Extreme fatigue (physical weariness) and difficulty breathing (labored breath).
* Elderly people or those with previously underlying conditions should consult when they have had the above symptoms for 2 or more days.
As a result of the consultation, if it is deemed necessary then you will be informed of a time to see a doctor and the method of your visit (method of transport and entering into a medical facility).
Furthermore, this consultation service is also accepting general inquiries regarding the novel coronavirus.
* Residents of cities other than those listed above should contact the relevant consultation service or the nearest Public Health Center.

Please also report the matter to your department and the clinic of Kyoto University
(075-753-2405), and continue to keep them updated of the situation.

Kyoto University’s Response to the Novel Coronavirus (COVID-19)