On-campus rules

1. Communication and notifications to students

Various communications and notifications to students (such as class cancellations, make-up classes, classroom changes, announcements, and administrative notices) will be made via bulletin boards, electronic bulletin boards, student portals, email, etc.
Bulletin boards and electronic bulletin boards are located in the mall on the 3rd floor and in the lounge in front of the Administration Bureau on the 4th floor.
These bulletin boards will contain information regarding academics (classes, exams, etc.), welfare (scholarships, extracurricular activities), employment, and more, so please be sure to check them.
Please note that particularly important matters will be notified via email, but students will be responsible for any problems arising from overlooking such notifications. All information posted will be considered communicated once it has been posted.

2. Use of school buildings and food/drink

Lecture rooms, computer labs, etc., may be used only when they are not being used for classes or other purposes. However, after-school use is generally limited to 22 PM. The general rules regarding the use of school buildings and eating and drinking are as follows:

○: Eating and drinking allowed
△: Not for eating, but can be drunk (only in containers with lids).
×: Not allowed to eat or drink

3. Student ID

Your student ID card serves as proof of your enrollment at this university, so please carry it with you at all times while on campus. Our student ID cards are contactless IC chip cards with a built-in magnetic strip. Please be careful not to bend them or bring them near magnets.

(1) Functions of the student ID card

A. Identification card
(i) Presentation during internal examinations, etc.
(c) Issuance of various certificates, etc.
E. Entry to the Media Library and use of the automated book lending and return machines.
O. Entry to computer classrooms, etc.
C. Entry to the university campus at night (only for those with parking permits)

(2) Student ID number

The 7-digit student ID number printed on your student ID card is unique to each individual student.
This will be required for various applications and confirmations.

(3) If lost or soiled

If you lose your student ID card, report it to the police station immediately, and then apply for a replacement at the Education/Student Affairs Division, Student Affairs Section. Similarly, if your student ID card is damaged, please also apply for a replacement at the Education/Student Affairs Division, Student Affairs Section.

(4) Return

Upon graduation, completion of studies, withdrawal, or expulsion from this university, please return your student ID card to the Student Affairs Section of the Education/Student Affairs Division.

4. Changes in student status

(1) Changes to name, address, telephone number, guarantor information, etc.

If there are any changes to your name, address, telephone number, registered domicile, etc., while you are enrolled at the school, or if there are any changes to the address, name, etc., of your guarantor (parents or their representative), please notify the Education/Student Affairs Division Student Affairs Section as soon as possible.

(2) Leave of absence and return to school

If you are unable to continue your studies for two months or more due to illness or injury or other reasons, you may be granted a leave of absence for up to one year by consulting with your homeroom teacher and department head, and then submitting a leave of absence request to the Education Affairs Section of the Education/Student Affairs Division one month before the date you wish to take a leave of absence.
However, in exceptional circumstances, the leave of absence period may be extended for up to one year, but the total period cannot exceed four years (Graduate School students should refer to the school regulations).
Please note that if you are taking a leave of absence due to illness or injury, you will need to attach a doctor's certificate.
When the leave of absence period expires, or when the reason for the leave of absence (such as illness or injury) ceases to exist, you can return to school by submitting a return-to-school application to the Education Affairs Section one month before the desired return date and obtaining permission. In this case as well, if the leave of absence was due to illness or injury, a doctor's certificate must be attached.

(3) Study abroad

If you wish to study abroad at an overseas university with which our university has an agreement, you can submit a study abroad application to the Education/Student Affairs Division, Student Affairs Section, and, with the president's permission, study abroad at a foreign university while remaining enrolled at our university.

(4) Changing departments

Only those assigned to the Advanced ICT Course can transfer from the Department of Complex and Intelligent Systems to the Department of Media Architecture.
Please note that there are requirements regarding the credits earned and a selection process for placement in the Advanced ICT Course. For details, please refer to the course placement regulations and announcements from the Advanced ICT Course.

(5) Transferring schools

If you wish to transfer to another university, you must obtain permission from the university president. Please consult with the Education Affairs Section of the Education/Student Affairs Division in advance.

(6) Withdrawal and readmission

If you wish to withdraw from the university due to unavoidable reasons such as illness, you must consult with your homeroom teacher and department head, and then submit a withdrawal request to the Education Affairs Section of the Education/Student Affairs Division one month before the intended date of withdrawal. Withdrawal will be permitted upon obtaining permission. If you wish to re-enroll after withdrawing, the president may grant permission after selection through a re-enrollment examination.

(7) Expulsion and disciplinary action

Our university has regulations and rules as minimum requirements for the smooth operation of educational and research activities. If a student falls under any of the matters stipulated in these regulations or violates them, they may be expelled or subjected to disciplinary action.

(8) Awards

Students who meet any of the following criteria may be recognized by the university president.

(a) Those who have made efforts and diligently pursued their studies and achieved results that serve as a model for other students.
(i) Those who have achieved outstanding results in extracurricular activities or academic research and have contributed to improving the reputation of this university.
(c) A person who has performed a good deed that serves as an example to others in light of social norms.
(e) Persons who have been commended by a public or equivalent organization for saving lives or similar actions.

(9) List of Notifications, Requests, etc. Procedures (Related to Changes in Personal Status)

5. Tuition fees

(1) Tuition fees

(2) Exemption from tuition fees

Based on the Act on Support for Studying at Universities and Other Institutions (Act No. 8 of 2019), there is a system in place to exempt tuition fees (admission fees) from those who are recognized as eligible for support (a reduction of 1/3, 2/3, or 1/3 will be applied depending on the support category).
Students wishing to apply for tuition fee exemption should submit their application and other necessary documents to the Student Affairs Section of the Education/Student Affairs Division within the application period for each term.
Information regarding necessary procedures will be provided via email or on the university website.
Please refrain from paying tuition fees until a decision is made regarding your eligibility for exemption.

(3) Deferral of tuition fee collection

There is a system in place to defer tuition payments for those whom the Chairman of the Board of Trustees of this university deems particularly necessary.
For further details, please contact the Student Affairs Section of the Education/Student Affairs Division.

6. Scholarship Program

Scholarships include those from the Japan Student Services Organization (JASSO) and those from other organizations (such as local governments and companies).
Information regarding scholarships and necessary procedures will be announced via HOPE, email, etc.
If you wish to apply or if you become a scholarship recipient, please be sure to check the announcements.
If you overlook this, it may have negative consequences for the person involved, so please be very careful.

(1) Japan Student Services Organization Scholarship (Loan Type)

The Japan Student Services Organization (JASSO) loan-type scholarship is a government-sponsored scholarship for students studying at universities, junior colleges, technical colleges, vocational schools (specialized courses), and graduate schools. Many students have utilized this scholarship in the past.
Scholarships are provided to students as loans to support their independent learning.
The money that scholarship recipients repay is used as scholarships for the next generation, passing the legacy from senior to junior students.
Let's understand this and use it effectively and strategically.
Details of the systemJapan Student Services Organization websitePlease refer to.

Furthermore, for graduate school students who have received a Type 1 scholarship and who have achieved particularly outstanding results during their studies, the Japan Student Services Organization (JASSO) may waive all or part of the scholarship repayment. Eligible students are those who have received a Type 1 graduate school scholarship and whose loan payments will end during the current academic year. An information session about this system will be held around January each year.

(2) Japan Student Services Organization Scholarship (Grant-type)

The Japan Student Services Organization's (JASSO) grant-type scholarships, funded by the national government, aim to support young people with motivation and ability who are forced to abandon their studies due to financial reasons. In principle, these scholarships do not require repayment. Furthermore, if you are eligible for a grant-type scholarship, your tuition and entrance fees will be fully or partially waived.

Details of the systemJapan Student Services Organization websitePlease refer to.

(3) Other scholarships

If you wish to utilize scholarships from local governments, companies, or other external organizations, please inquire directly. We will also announce any scholarships for which we have received notification through HOPE and other channels as they become available.
For further details, please contact the Student Affairs Section of the Education/Student Affairs Division.

7. Issuance of various certificates

Please obtain the following certificates yourself from the automated certificate issuing machine located in front of the Administration Bureau on the 4th floor.
The automated certificate issuing machine is available on weekdays from 9:00 AM to 5:00 PM.

1. School certificate
2. Transcript
   • First-semester grades will be reflected around late August, and second-semester grades around late February.
   • For graduate school students who advanced within the university, please request your academic transcript from your undergraduate studies from the Admission/Public Relations/Career Support Division/Admission/Public Relations Section.
3. Certificate of expected graduation/completion
   • Certificates of expected graduation can be issued after the course registration period for the first semester of the fourth year of undergraduate studies.
   • Certificates of expected completion can only be issued to second-year students in the Master's program and third-year students in the Doctoral program.
4. Health check certificate
   • It takes 2 to 3 weeks from the time of the health checkup until the certificate is issued.
5. Student Passenger Fare Discount Certificate

• For certificates 1-3 in English, please contact the Admission/Public Relations Section of the Career Support Division. Please note that it takes approximately one week to issue the certificates, so please apply well in advance.
• There is a fee for issuing certificates to those who have graduated, completed their studies, withdrawn, or are on leave of absence. For application procedures, please see below.CLICK HERE for more information.
• If you are asked by a company or other organization to provide sealed certificates during your job search, please retrieve the necessary certificates from the automated certificate issuing machine and submit them along with the "Application for Sealed Certificates" (the format can be obtained at the Administration Bureau counter or downloaded from WebDAV) to the Admission/Public Relations/Career Support Division, Career Support Section. The sealed certificates will be available for pickup at the Administration Bureau approximately the following day.
• We do not issue certificates as digital data.
• For any other unavoidable circumstances, please contact the Education/Student Affairs Division.

8. Student ID (required for purchasing JR and Hakodate Bus commuter passes)

A student ID is required to purchase a commuter pass for JR and Hakodate Bus. Students wishing to obtain a student ID should apply to the Education/Student Affairs Division, Student Affairs Section, using the prescribed form. Please note that commuter passes for the municipal tram can be purchased by presenting your student ID.

9. Student Passenger Fare Discount Certificate

The student passenger fare discount system aims to alleviate the financial burden of schooling and contribute to the promotion of school education, and is limited to cases where it is necessary to travel a distance exceeding 100 km one way for the following purposes.

1. Leave, return home due to business
2. Regular educational activities such as experiments and practical training
3. Special educational activities or extracurricular educational activities related to physical education or culture approved by the university.
4. Entrance examinations for employment or further education, etc.
5. Participation in visits or events deemed appropriate by the university for academic purposes.
6. Treatment of illness or injury, and other issues that may interfere with studies.
7. Accompanying parents on trips

The discount rate is 2% off the regular fare, and the validity period is within 3 months from the date of issue.
Do not use or transfer to others any items registered under someone else's name.

10. Health and hygiene, etc.

(1) Health management

Taking care of your own health is paramount when living at university. The university provides necessary regular health checkups to facilitate early detection and guidance of illnesses.

(2) Medical office (3rd floor, north side)

If you require emergency medical attention due to injury or illness, please go to the medical office for treatment.
The medical office is generally open from 9:00 AM to 4:45 PM on weekdays during the academic term.
For inquiries regarding the absence of medical staff or outside of regular hours, please contact the Student Affairs Section of the Education/Student Affairs Division.

(3) Regular health checkups

Every spring, we conduct regular health checkups for all students in accordance with the School Health and Safety Act.
The purpose of regular health checkups is to detect chronic diseases and illnesses that you may not be aware of at the time of application, and to help you understand your own health status. If you do not undergo a health checkup, your application for other scholarships may not be accepted, and you will not be able to obtain a health certificate necessary for employment, further education, etc., so please be sure to undergo the checkup.

(4) Health examination certificate

A health check certificate will be issued only after you have undergone all the health check items specified by this university. Please use the automated certificate issuing machine when needed.

(5) Enrollment in the National Pension

This is a public pension system that all citizens aged 20 and over are required to join. There is a "student payment exemption system" that allows for the deferral of payments while enrolled in school.
For further information, please read Japan Pension Service homepagePlease refer to the following or contact us at the address below.
Hakodate City Hall, Citizen Affairs Department, National Health Insurance and Pension Division Telephone:0138-21-3147

11. Student Counseling

At our university, we offer consultations to address a wide range of student concerns and problems. Please feel free to consult us about anything, including academics, extracurricular activities, career paths, interpersonal relationships, and more.

(1) Matters relating to student life

Student counseling roomWe offer counseling sessions conducted by certified clinical psychologists.
Also, consultations are available 24 hours a day.Counseling service for mind and bodyIt is also available.

(2) Matters concerning career paths, careers, and employment

At our university, we support each student's career design and encourage their future social and professional independence. For inquiries regarding career paths and employment, please contact the Career Support Section of the Admission/Public Relations/Career Support Division.

12. Prevention of Harassment

At our university, we are committed to preventing harassment so that students and faculty members can respect each other's dignity and enjoy a positive campus life. For more information,HOPE (internal site)Please refer to.

13. Regarding "Student Education and Research Accident and Injury Insurance" and "Student Education and Research Accident Liability Insurance"

At our university, we encourage students to enroll in the "Student Education and Research Accident and Injury Insurance" (abbreviated as "Gakkensai") provided by the Japan International Education Support Association to prepare for injuries and other incidents that may occur during student life, as well as the "Gakkensai Supplementary Liability Insurance" to prepare for cases where students injure others or damage others' property. Students are required to enroll in these insurances upon admission.
Membership is mandatory for participating in internships while enrolled at the university, as well as for attending events such as open campus events.
If you are not yet a member, or if you are a former student whose membership period has expired, we are accepting applications at any time. Please contact the Student Affairs Section of the Education/Student Affairs Division.

For further information, please read Japan International Education Support Association websitePlease refer to.

(1) Types of insurance available through this university

(2) Reporting of the accident

If you suffer an injury due to an insured accident, please promptly notify the Japan International Education Support Association of the accident and report it to the Education/Student Affairs Division, Student Affairs Section, and initiate the claim process.

Japan International Education Support Association: Information on how to report an incident

(3) Procedures in case of transfer (withdrawal or leave of absence)

If you withdraw from the university or take a leave of absence for more than one year, your insurance premiums may be refunded. Please contact the Student Affairs Section of the Education/Student Affairs Division.

14. Extracurricular activities

Extracurricular activities are activities undertaken by students independently and in an organized manner outside of regular classes. We hope that students will actively participate in these activities and enjoy a fulfilling student life.
Students must follow the following procedures when establishing and conducting extracurricular activity groups on campus.

(1) Establishment and continuation of the organization

When establishing a new extracurricular activity group (club, circle, etc.), you must submit a student group establishment application, along with the group's regulations, membership list, budget, and activity plan, to the Education/Student Affairs Division Student Affairs Section by the end of May each year and obtain permission.

Furthermore, when establishing a student organization, it is necessary to appoint a full-time faculty member or staff member of this university as an advisor.

Furthermore, if a student organization wishes to continue its activities, it must submit a student organization continuation request, along with the previous year's activity report and the current year's activity plan, to the Education/Student Affairs Division Student Affairs Section by the end of May each year and obtain permission.

(2) Change of organization

When an organization changes its purpose, structure, etc., it must submit a Student Organization Registration Change Notification to the Education/Student Affairs Division, Student Affairs Section.

(3) Joining external organizations

Students of this university who wish to join an external organization must submit an application for membership to the Education/Student Affairs Division, Student Affairs Section, and obtain permission.

(4) Participation in off-campus events and training camps

If you plan to participate in any competitions, please notify the Student Affairs Section of the Education/Student Affairs Division in advance.

(5) Meetings and events

When students or student groups plan to hold a meeting or event, they must submit a student meeting request to the Education/Student Affairs Division, Student Affairs Section at least seven days prior to the event to obtain permission and follow the university's instructions.

(6) Use of facilities and equipment

Students or student groups wishing to use classrooms or other facilities on campus for club activities or similar purposes must submit a "Facility Use Request Form" to the Education/Student Affairs Division, Student Affairs Section, and obtain permission. Similarly, if using equipment, a "Equipment Use Request Form" must be submitted to the Student Affairs Section.

When using any of the following items purchased from the Supporters' Association, please fill in your name and other necessary information in the loan register available at the Student Affairs Section of the Education/Student Affairs Division before borrowing them.

A soccer ball
Basketball
U Volleyball
E Badminton rackets and shuttlecocks
Table tennis rackets and balls
Tennis racket and ball
A complete set of softball equipment (glove, bat, ball, etc.)
Digital score display board
Assembly tents (for use only on university grounds.)
Chair
S Long desk

(7) Posting, distributing, etc. of documents, etc.

When students or student organizations post documents, posters, etc., or distribute documents, printed materials, etc., they must submit a Document Posting/Distribution Request Form to the Education/Student Affairs Division, Student Affairs Section, and obtain permission. Distribution of posted materials or printed materials without permission will not be permitted.

(8) Fundraising, signature campaigns, and sales of goods, etc.

If a student or student group wishes to conduct fundraising or signature campaigns, or sell goods, on campus, they must submit a fundraising/sales request to the Education/Student Affairs Division, Student Affairs Section, and obtain permission.

(9) List of Notifications, Requests, etc. Procedures (Extracurricular Activities and Other Related Matters)

All of the notifications and requests listed below should be submitted to the Education/Student Affairs Division, Student Affairs Section. The forms are as follows:CLICK HERE It is in
For student organizations, approval from a faculty advisor is required.

(10) Club Introduction

The list of clubs isExtracurricular activitiesに掲zai しています.

15. Part-time job

Information regarding part-time jobs is posted on the part-time job bulletin board next to the main lecture hall.
Students should keep the following points in mind when taking on part-time jobs.

1. Since our university does not directly investigate companies offering jobs, applicants should carefully consider their options and handle all matters at their own responsibility.
2. When working, please be sure to act responsibly as a university student, and take care not to quit without notice, and to avoid absences or tardiness.
3. If you encounter any problems related to your employment, such as discrepancies between the posted working conditions and the actual conditions, or non-payment of wages, please do not hesitate to contact the Education/Student Affairs Division, Student Affairs Section.

16. Other

(1) 電話

The university will not forward any phone calls or messages to individual students or student organizations, so please be sure to inform your family and other relevant parties.

(2) Mail

A. The university does not accept mail addressed to individual students, so please be sure to send it to your own address.
(i) As a general rule, the university will not accept mail addressed to registered student organizations. Mail sent to the university for unavoidable reasons will be placed in the student organization mailbox within the University Administration Bureau. Individual notifications will not be sent, so please check accordingly. Please note that mail exceeding the storage period (2 months) will be discarded.

(3) Lost, found, or stolen

If you lose or have stolen any items on campus, or if you find any lost items, please report it immediately to the General Affairs Section of the General Affairs Division.
Also, please be sure to take good care of your belongings, such as writing your name on them.

(4) Personal lockers for students

To facilitate student life, each student will be provided with a locker. Please manage your locker responsibly. The locker will be provided from the time of enrollment until the minimum standard period of study. Any items left in the locker after that will be discarded.
Please do not place anything on top of the lockers.
If we find any items on top of the lockers, we will discard them regardless of whether they are needed or not.

(5) Vending machines

Vending machines selling beverages and other items are located next to the faculty room 122 on the 1st floor, next to the Center for University-Society Relations and Collaboration (CRC) on the 3rd floor, next to the gymnasium on the 3rd floor, in the lounge in front of the Administration Bureau on the 4th floor, and opposite seminar room R724 on the 2nd floor of the Annex Building.

(6) Commuting by car, bicycle, etc.

A. If you commute by car or motorcycle and use the parking lot (or bicycle parking area), you must submit a parking lot usage request to the Education/Student Affairs Division, Student Affairs Section. Also, please notify us promptly if you change your vehicle.
I. Please use the parking lot on the north side. The parking lots in front of the main entrance and on the east side are reserved for visitors and people with disabilities, so please do not park there under any circumstances.
(c) Students who have received a parking permit will be issued a student ID card that can be used at the parking gate.
If the university entrance gate is closed at night, insert your student ID card into the card reader to open the gate.
If the exit gate is closed, stop briefly in front of the gate and it will open automatically.
Please note that this facility is not accessible by motorcycle. If the gate is closed, please dismount your motorcycle and enter or exit via the sidewalk.
E. On-street parking is prohibited on university grounds and in the bus stop rotary. In particular, on-street parking during the winter months is strictly prohibited as it obstructs snow removal and other operations.
If you are involved in a traffic accident on the university grounds, please contact the Education/Student Affairs Division Student Affairs Section immediately.

(8) Transfer of residence procedures

Students moving to Hakodate City or a neighboring town or village are advised to obtain a "Certificate of Transfer" from their previous municipality, and then bring this certificate to their new municipality to complete the transfer procedures.

(9) Future University HakodateSupporters' Association

The Supporters' Association was established to provide support for students' extracurricular activities and job hunting. It is run on membership fees from parents or guardians of students enrolled at Future University Hakodate as regular members, and from supporting members who agree with the association's objectives.
The projects implemented include support for student activities, support for job hunting, and publication of a newsletter.

(10) Future University Hakodate Alumni Association

The alumni reunion isHeisei 16/3 March, 2004 Established in [year], the alumni association was founded with the aim of promoting fellowship among its members and contributing to the development of the university. It is operated with alumni of the university as its full members. Its main activities include providing support to the university and current students, organizing social gatherings, and managing the alumni association's website.

Click here for the Future University Hakodate Alumni Association website.