The University of Aizu Somei House Handbook

The University of Aizu Somei House Handbook AY2017

Index 1 Welcome to Somei House 2 2 General information 3 3 Rules...11 4 Fees. 15 5 Moving out.. 16 6 Somei House Resident Assistants (SRA)... 18 7 Rules for Garbage Disposal..19 8 Contact Information.. 21 1

1 Welcome to Somei House! This guidebook, based on the purpose and regulations of Somei House, provides rules and instructions of move-in /out and of your daily life at Somei House. Please read this guidebook carefully and follow the rules to enjoy your life in Somei House. If you need further information, please talk to your Somei House Resident Assistant (SRA) of your unit. For detailed rules which need to be decided, please discuss with other residents in your unit and make decisions based upon mutual consent. Purpose of the establishment of Somei House The Somei House, established in 2011, has been served the purpose of supporting students from all over Japan and the world by helping them raise their social awareness and cooperativeness through communal living, and raising their motivation to study so that they can go through their student life in a smoother manner. 2

2 General Information Official Name : The Housing Facility to Support Learning for Students at the University of Aizu, Somei House Address: 90 Kami-iawase, Tsuruga, Ikki-machi, Aizu-Wakamatsu, Fukushima, 965-0006 *ZIP code is different from that of the Unviersity Building structure: Reinforced concrete of 4 stories Maximum 105 residents (except for Somei House Resident Assistant s rooms) 3 Rooms for physically-challenged students Management: Somei House is managed by the University of Aizu. Professors and university staff do not live in the House. Students who live in Somei House are required to do daily daily chores such as house cleaning or garbage disposal by themselves. Map Somei House Student Affairs office @ 2 nd floor 3 Main Entrance

Somei House Facility Map (1F Lounge, entrance) Warehouse Entrance (East wing) Elevator Mai Box エントランスホール Intercom 郵便受け Vending machine Entrance (West wing) Telephone Main Entrance Entrance Hall Mailbox 4

East Wing TV Toilet Wash basin Open Living Washing machine Shower Emergency Staris Entrance Toilet Elevator West Wing r Emergency Stairs Shower Wash basin Washing machine Toilet TV Open Living Entrance Elevator 5

Room Layout <Single> 10 m2 Single room <Twin> 10 m2 or 12 m2 6

<Facilities> Common area (1) Doors Main entrance door Open 24 hours *No curfew for residents Door to each Unit Self-locking / Unlock with student ID card Door to emergency stairs Accessible only from inside the Somei House (2) Entrance Hall Public phone, vending machine, sofa, intercom, mailbox are equipped. When a parcel is delivered, you will receive a call from a courier via intercom at the entrance. After you answer the phone, go to the entrance to receive the parcel. Make sure to ask senders of a mail or parcel to write your cellular phone number and room number on the delivery slip. (ZIP code : 965-0006 *different from the university) (3) Common utilities of each unit Place Items Note Entrance Shoe-racks Broom closet Umbrella stand Kitchen unit Pans are equipped. Tableware must be prepared by students. Electric cooking stoves Induction Heating system(ih) Refrigerator Microwave Rice cooker x 2 Open Living Electric kettle Cupboard Table Chair TV Vacuum cleaner Clock Bulletin board Trash bins Telephone Internal use only Curtain Wash basin x 3 Laundry Washer-dryer x 2 Laundry baskets x 2 Shower room Shower No bath tab Toilet Toilet x 3 7

Entrance TAKE OFF YOUR SHOES at the entrance to each unit. Please prepare slippers. Swing your umbrella to drain off the water before putting it into the umbrella stand. Open Living Room This room is not only for cooking, but also for coomunicating with other students or studying together. You are required to follow rules of each unit to use the room and equioment. Please keep clean!! Telephone The telephone in the open living room is for internal calls within the university buildings. For outside calls, use your mobile phone or the public phone at the entrance hall. Shower Room, Wash basin, Toilet, and Laundry There are shower rooms, wash basin, toilet rooms, and washing machines in each unit. Please keep these facilities clean, as they are for common use by all members in each unit. (4) Equipment of each rooms Category Appliances Furniture Accessories Item Ceiling light Desk light Air conditioner Fan Bed Desk Chair Closet Curtain Laundry pole Trash can Note Do NOT switch off until move-out day for the room getting moldy for humidity. with drawers for storage(single bed) Bedding must be prepared by students. at the balcony You can bring own items if necessary but can NOT bring big furniture. Internet Wired internet service is available in all residence rooms. The fee for internet connection is included in boarding fee. Bring your own LAN cable. Residents are responsible for any fees charged for the use of fee-based online services. 8

Bedding Please bring your own bedding. Please use a mattress protector or "Futon"(Japanese-style bedding) on the equipped mattress and cover them by a bed sheet in order to keep yourself warm and the mattress clean. In case there are stains on the mattress found at move-out check, cleaning or replacement of mattress fee might be charged to the resident. Electric power capacity Electric power capacity per residence room is approximately 15A. Each resident is responsible for the payment of electricity used in his/her room. Please save electricity. Student ID card Your student ID card is used as a key to enter each unit. Please carry the student ID card with you whenever you leave your unit. In case you lose your card, you will be charged for the reissuance fee. Electric Devices Allowed to bring in your room Coffee maker Compact refrigerator TV (You have to pay NHK subscription fees.) You must charge the batteries of your electrical appliances (mobile phone, shaver etc.) in your own room. NOT allowed to use in your room Cooking equipments (Microwave oven, Electric hot plate, Toaster etc.) Rice cooker, Electric cooking pot, etc.) Not Allowed to use at Somei House Gas stove Kerosene heater Electric heater Any other items which may be a cause of a fire. University cafeteria Open 11:00-20:00(Last order 19:00) Breakfast 8:00-9:30 Close : Saturday, Sunday, National holiday Due to university events etc., opening hours and days may change. 9

Damp and Mold Control Aizu-Wakamatsu is geographocally basin city, therefore humidity is relatively high. Additionally, Somei House is a reinforced concrete building and highly insulated with airtight windows and doors. Residents should take actions to prevent mold growth. Not only to activate 24 hours fan in the room (DO NOT TURN IT OFF), but also residents must do following countermeasures against mold. Air ventilation When you wake up in the morning, open the window of you room if not it is heavy rain/snow, or stormy weather. Please open the window of Living and Washroom daily. Be careful not to leave windows open when it rains. Damp control Use airconditioner ( 除湿 mode) and items for damp controle. When you dry your clothes in the room, open the window or use airconditioner in order not to get the room humid. Room cleaning In addition to regular cleaning, wipe spilled drink at once. You might want to check on the internet to find more damp control solutions! 10

3 Rules In your daily life at Somei House, you must follow the rules described below, as well as the regulations of the University of Aizu and instructions from the Student Affairs Division. Students who violates those rules might be asked to move-out immediately. <YOU MUST> Pay boarding fee and other expenses by the due date with designated method. Report promptly to Student Affairs Division if there are any changes in information on the documents you submitted for entering Somei house (ex. phone number, guarantors address etc.) Respect cultural backgrounds which vary among individuals from different countries as well as follow the rules of Somei House as it is the facility in Japan. Lights of open living room must be turned off after 12:00 a.m. Stay quietly in your room between 12:00 a.m. to 6:00 a.m. and not to disturb other residents. Use the buildings, facilities, furniture and fixtures with care. Should you harm them, report it to SRA or the Student Affairs Division immediately. Keep the House clean all the time. Especially after using common use spaces, be sure to clean up. Perform assigned duties of the unit. Make a report to the relevant sections on troubles, such as a fire, water leakage, malfunction of equipment, etc., in Somei House right away. Emergency stairs are emergency use only. To prevent unnecessary accidents and for security reasons, do not use emergency stairs except in emergencies. <YOU MUST NOT> Allow non-residents to stay within Somei House from 10PM to 8AM. Invite opposite-sex person into your room. Invite opposite-sex person into Somei House for private purposes. Bring in animals, plants, insects and any other creatures to Somei House. Smoke in communal spaces and within your room. Force anyone to drink alcoholic beverages or drink them if you do not reach 20 years old. Bring or use illegal drugs. Use flammable items such as incense, kerosene heaters, portable gas stoves, etc. Cause nuisances, such as making noises, etc. Do any activities which may interfere with communal life or operation of Somei House. 11

<Stay out overnight> You must submit a form ( Application for Staying out overnight ) to the Student Affairs Division if you will be away from Somei House for three nights or more. There is no deduction of boarding and other fees while you are out of the House. In addition above, please report to SRA when you are away even if it is less than 3 days. Before going out, please check; Turn off alarm of clocks in your room Switch off all electricic devices in your room Lock the door and the window <In case of emergency> In emergency situations, keep and act calm. To prepare for an earthquake or a fire, check the evacuation routes in advance. Residents are required to participate in fire drills conducted on campus. Fire There are fire alarm systems in Somei House. When the system detects a fire, an automatical annoucement will be broadcasted. Inform other students and call fire station(119) even if it is a small fire. Try to extinguish fire as soon as possible. Each unit has a fire extinguisher in hallway. Evacuate quickly. If a fire blazes up or a curtain catches a fire, for example, evacuate to outside of the building immediately. Earthquake Keep calm and do not rush to the exits or stairways all at once. Seek shelter under a desk or a table and protect your head with clothes or a bag. Protect yourself from falling objects, such as glass, fluorescent light, etc. Keep away from windows and shelves. If you have a chance, open doors to ensure evacuation routes to outside of the building. Accidents Call either Student Affairs Division (ext.6102) or Security guards room (ext.2131) or Police (110). In case calling for police, use public phone at 1 st floor or your own mobile phone. Other cases Call Student Affairs Division (ext.6102) or central monitoring room (ext.9000, *weekend and night time) 12

<Sharing duty of daily chores> At Somei House, all residents are required to take turns to share chores. Examples of possible duties are listed here. Please follow the instructions given by SRA. f you do not keep your duty, it will cause trouble with others. DO NOT SKIP YOUR DUTY. [Examples of duties] Cleaning of communal areas (Living room, Kitchen, Toilets, Shower, Washing basin, Stair cases), Garbage disposal, Lights off, Check consumbles etc. <Other important rules> When you damage fixtures/equipment in your room or in common use space, get lost your student ID card, you must report it to the Student Affairs Division immediately. You might be charged the cost for restoring your room to the original condition. For preventing the damage to be worsen, any damage need to be reported promptly. SRA will have an individual meeting with residents on a periodic basis to support daily life in Somei House as well as student life in the University. All residents are required to attend meetings in Somei House, regular cleanings, and disaster drills. Visitors are allowed to enter Somei House between 8 AM and 10PM. It is strictly prohibited to allow guests to stay after 10PM or invite opposite-sex person into the individual room. Residents are requested to answer questionnaires such as plans for stay in the house during long vacations, where to live after moving out of the house, level of satisfaction with the house and national population census etc. University staff or person who designated by the university may enter residents' rooms for the maintenance, inspection or repair of facilities. In order to maintain security and healthy living environment in Somei House, residents may be requested to open the door of the room on regular patrol by university staff. Do not disturb other residents with noises.. Fireworks, firecrackers, barbecues, incense smoke, using other flammables, gas, coals and candles are strictly prohibited in Somei House as well as on the campus. Use of cooking electrical appliances, such as an oven, a grill, a microwave, a toaster, a rice cooker, and a crock-pot, etc. is not allowed in individual rooms nor communal spaces (except open living). In addition, oil heaters and/or electric heaters cannot be used in Somei House. Please check how to use a fire extinguisher installed in each unit so that you can use it properly in case of a fire. Do not commit any acts causing harm to yourself or other people. If malicious behaviour by a residents is identified, the student might be asked to leave from Somei House immediately. Student Couseling Room and Nurse s Office will support your campus life. Student Counseling Room need a reservation. When you need emergency care due to sudden illness or injury, ask your SRA and/ornurse office 13

to help and receive treatment at a hospital, if necessary. Carry your health insurance card with you all the time to prepare for an emergency. Nurse office can provide external medication, but not internal medicine. The university does not take any responsibility for items stolen or lost in Somei House. Please make sure to lock the door when you leave your room to protect your valuables. You need to report to Student Affairs Division if any incidents happens. Please write your name on your textbooks and other personal belongings to prevent them from being stolen or lost. 14

4 Fees <How to pay> Boarding fee, Common-Use Fee Automatic withdrawal from your Japan Post Bank account on the last day of each month. (if the day is Saturday, Sunday or National Holiday, the payment day will be the next working day) Make sure if sufficient amount of money is left in your account one working day before the payment day As a proof of withdrawal, boarding fee etc.( キシュクリョウホカ ) will be printed on the bankbook. The payment by automatic withdrawal can be made only for one month. If automatic withdrawal is unsuccessful, student must pay via transfer to the university s bank account. Electricity and Water fees Automatic withdrawal of the fee of previous months from your Japan Post Bank account on the last day of each month, combined with the boarding fee and common-use fee. Payment method is the same as boarding fees. <How to check monthly fees> A bill will be posted to your mailbox in the middle of each month. Boarding fee : 17,000JPY/month(twin room shared by 2 persons : 8,500 JPY) Common Use Fee : 2,000JPY/month Electricity and Water fees : Charged actual cost If serious damage caused by a resident is identified, repair costs might be charged to the resident. How to calculate electricity and water fees Each room Electricity Communal spaces (Unit) Communal spaces (Whole building) Communal spaces (Unit) Water Communal spaces (Whole building) Charged to residents. Divided by the number of residents in the unit. Divided by all residents. Divided by the number of residents in the unit. Divided by all residents. 15

5 Moving out Students are allowed to live in Somei House for up to one year. Procedures to move-out are indicated below. 1. Submit a Moving out form 2. Fix a room inspection day 3. Prepare for moving out 4. Room Inspection 5. Settlement of expenses 1. Submit Moving out form Moving out form is required to be submitted to Student Affairs Divition 15 days before moving- out date at the latest. 2. Fix a room inspection day Student Affairs Division will notice you a room inspection day. It is not allowed to move out without the inspection. The schedule will be determined on a first-come-first-served basis, so your request date of the room inspection might not be accepted. 3. Prepare for moving out Please check you complete below by moving out day. <Each room / Communal spaces> Do not leave personnal belongings *The university might dispose left items and charge the disposal fee to the student. * Give disused items to friends, sell recycle shops, or dispose according to the rules. Do not take items originally equipped to Somei-House (incl. guidebook, trash box etc.) Clean up your room for next resident. Do NOT leave any garbage in the room. Empty your mail box *The University is not responsible for any missing letters/parcels in the mail box. <Others> Submit a "notification of change of address" to the post office. *Any postal item delivered to Somei House will be transferred to the new address(within Japan only) up to one year. Make a notification of the change at the city office about the content of your alien registration within 14 days from the change. 16

Change address of any subscriptions such as newspaper. Change your address registered with online stores for delivery. Packages delivered after you have moved out will be sent back to the sender. 4. Room Inspection University staff of Student Affairs Division inspects your room. You might be charged for expenses such as repair work described below as a results of the final room inspection. <Examples you might be charged for repair costs> Stains, discoloration, burns, mold, scratches, holes, punctures by nails and/or pins on the wall, deformation of the wall, peeling wallpaper and floor etc.. Yellowing and/or smell in your room caused by burning aromatic oil etc. Damage by water leakage from an air conditioner and/or a ceiling leak, etc. without reporting to the Student Affairs Division Cracks in a window Other damage caused by your negligence, inappropriate use, irresponsibility. 5. Settlement of expenses Based on the room inspection results, expenses for the items listed below will be deducted from your deposit. All residents Applicable students only Utility fee for the move-out month Room cleaning fee Cleaning fee of room curtain Additional cleaning charges Repair cost for facilities and fixtures, etc. Any unpaid expense Other expenses for which the residents is responsible If the deposit surpasses the deduction, the univeristy refund the remaining amount to your bank account. If the deposit can not cover the deduction, you need to pay the amount. Please do not close Japan Post bank accout used for the payment of Somei House until all payment/refund been settled. 17

6 Somei House Resident Assistant Somei House Resident Assistant (SRA) live in each unit. SRA is a role model for other residents. They support other residents by offering guidance and advice in various aspects of their daily life, so as to ensure their safe and comfortable life in Somei House. SRA also support residents in their studies through cooperation with the Student Affairs Division. <Responsibilities as SRA> 1. To live as a model for Somei House residents. 2. To observe rules in Somei House and admonish the residents who have broken the rules. 3. To lead residents to care each other and control their selfish behaviors so that all residents can cooperate and live together in Somei House. 4. To create an environment for residents to live comfortably and study in Somei House by cooperating with other residents. 5. To lead residents to understand and respect cultural differences among themselves. 6. To treat every resident fairly and help residents nurture a sense of togetherness. <Duties of SRA> 1. To patrol within Somei House 2. To give a guidance and advice to residents of Somei House of its rules (garbage disposal, cleaning, utility cost saving), patroling within within the House. 3. To warn and advice to residents who have caused troubles, such as noise, drinking alcohol, smoking, discrimination, bullying, etc. 3. To regularly report to the Student Affairs Division on their activities. 4. "To give advice to residents who have problems of their life in Somei House or campus life. 5. To organise unit meetings. 6. To attend SRA meetings. 7. To assist residents on move-in/out and orientation meetings. 8. To plan and organise events in Somei House. 9. To handle emergency situations. 18

7 Rules of Garbage Disposal Garbage segragation is required dispose. You must bring garbage to the garbage station in front of Somei House by 8:30 a.m. on the designated collection days (Dispose in the morning of collection day). Residents are responsible for preparing garbage boxes at the main entrance of Somei House between the night before and the morning of the collection day. Do NOT dispose garbage at the garbage station during the night. The way of garbage segragation is described below. For detail information, see the "Garbage and Recyclable Output Calendar & City Garbage Collection Schedule" available on the Aizu-wakamatsu city website. Category How to dipose Image Burnable (half) transparent garbage bag Non- Burnable (half) transparent garbage bag Cans Bottles Container *Separate Steel/ Alminuum Container *Separate according to colors Paper Bundle with a string according to types 19

Plastic bottles Container *Remove caps and labels *Wash inside *Crush Plastics (half) transparent garbage bag Large Items Contact to Aizu- Wakamatsu City office How to dispose garbages (Link to Aizu-Wakamatsu city website) http://www.city.aizuwakamatsu.fukushima.jp/docs/2009092400017/ 20

8 Contact information [Emergency contacts] Hours Department Phone Weekday(8:30am-17:15pm) Student Affairs Division 0242-37-2515(ext.6102) Weekday (night time) Weekend, National holidays Security Guard Room 0242-37-2700(ext.2131) Police station 110 Fire station, call an ambulance 119 [Other contacts] Organization Address Phone Aizu-Wakamatsu police staiton Yamami-machi 248 0242-22-5454 Aizu-Wakamatsu CityHall Higashi Sakae-machi 3-46 0242-39-1111 Aizu Wakamatsu International Association Saka-machi 2-14 0242-27-3703 Aizu-Wakamatsu post office Chuo 1-2-17 0242-22-0180 Aizu Chuo Hospital Tsuruga-machi 1-1 0242-25-1515 Iizuka Family Clinic Ikkimachi Tsuruga Shimo-Iawase 59 0242-22-6311 Ebitani OrthopedicClinic Byakko-machi 66-8 0242-24-6511 Onda Dental Clinic Ikki-machi Tsuruga Kami-Iawase 134-2 0242-22-6311 Igarashi Otolaryngology Clinic Byakko-machi 171-2 0242-39-2010 Above hospital/clinics are located nearby the university and no special partnership exist. [Extension phone number(open Living)] Floor Number 1 7011 2 7012 East Wing 3 7013 4 7014 1 7021 2 7022 West Wing 3 7023 4 7024 21