Crisis Management Measures for Students Studying Abroad
To prepare for unforeseen circumstances while studying abroad, students are required to make various preparations for crisis management on their own. If you are planning to study abroad, please refer to the information below as a guide in your preparation.
Please note that students studying abroad through UOsaka programs, such as exchange programs or short-term overseas training, should follow the instructions provided by their program coordinators.
1. Preparation Before Departure
① Preparations for Crisis Management During Study Abroad or Training Programs
（1） Be fully aware that crises may occur.
（2） Consider in advance how you would respond in the event of a crisis.
（3） Check your health condition (consult the Health and Counseling Center or undergo a medical checkup).
②Procedures and Tasks to Complete at UOsaka Before Departure
（1） Log in to the Travel Abroad Registration System and register your travel information.
（2） Attend crisis management briefings, orientations, and other relevant sessions.
（3） If your trip is less than three months, please register with “Tabireji.”
（4）If your trip lasts three months or longer, please submit a “Residence Registration” to a Japanese Embassy/Consulate General. Under the Passport Act, Japanese nationals staying abroad for three months or longer are required to submit a Residence Registration.
Additionally, if you are traveling to a country or region with unstable security conditions, please submit the registration even if your stay is less than three months.
③ Things to Check, e.g., Enrollment in Overseas Study Insurance and Overseas Student Safety Management Assistance, etc.
（1） Purchase insurance that covers emergencies during your study abroad or training period (e.g., overseas study insurance, co-op student comprehensive mutual insurance, etc.).
（2） To ensure your safety and prepare for emergencies during your study abroad or training period, enroll in the Overseas Student Safety Management Assistance provided by a safety management assistance company designated by UOsaka and register your travel information.
（3） Please confirm the compensation policies in case of emergencies with the travel agency or airline that arranged your flight.
④Collecting Information on International Affairs and the Safety of Your Destination
（1） Stay informed about changes and trends in international affairs.
（2） Check local safety information for your destination .
（3） Check information on infectious diseases at your destination and receive any necessary vaccinations.
（4） Gain an understanding of the political, social, and cultural conditions of your destination, as well as its relationship with Japan and perception of Japan.
⑤ Information on Crisis Management Systems at the Host Institutions
（1） Check whether crisis management systems and orientations are in place.
（2） Confirm the type and coverage of insurance related to crisis management provided by the host institution.
2.Matters to Be Addressed After Arrival
①Monitoring Risk Information
（1） If you were unable to submit the Travel Abroad Registration before departure, please do so immediately after arrival. Japanese nationals staying abroad for three months or longer are required to submit a Residence Registration.
（2） Regularly check safety information for your destination on the website of the Japanese Embassy/Consulate General, etc.
② Understanding the Crisis Management System at Your Study or Training Institution and Contacting UOsaka
（1） Gather information regarding crisis management at your host institution, and be sure to attend orientations.
（2） Familiarize yourself with the emergency handling procedures and communication systems at your host institution and report them to UOsaka (your program coordinator).
（3） Inform UOsaka (your program coordinator) of any insurance you have obtained after departure and its details.
③ Personal Crisis Management
（1） Always carry a note with emergency contact information (such as phone numbers and addresses of your host institution) when going out.
（2）Confirm how to contact your family in an emergency.
（3） Confirm and prepare how to contact UOsaka in an emergency.
（4） Under no circumstances should you drive a car or other vehicle while abroad (due to potential legal violations, accident procedures, liability for damages, and cost issues, etc.).
（5）Always act with the understanding that you are responsible for your own safety.
3. Response in the Event of a Crisis
① Contact the emergency contact information at your host institution and follow their instructions.
② Contact and consult with UOsaka in accordance with the emergency contact procedures. If you are unable to do so, ask staff at your host institution or the Japanese Embassy/Consulate General to contact UOsaka on your behalf.
③ Follow the instructions provided by the Japanese Embassy/Consulate General.
④ Contact your family.
⑤ Contact the safety management assistance company designated by UOsaka and the insurance company.
4.Criteria for Deciding on the Cancellation, Postponement, Continuation, or Early Return from Overseas (Study Abroad, Training, etc.)
Decisions regarding the postponement, continuation, or early return of study abroad and training programs will be based on the levels indicated in “Overseas Safety Information” and “Infectious Disease Risk Information” on the “Overseas Safety Website.” Students must follow the university’s instructions.
The safety levels and recommended safety measures for each are as follows:
[Level 1: Exercise Caution]
Stay alert to avoid danger when traveling to or staying in that country/region. → Programs may proceed or continue, but caution must be exercised.
[Level 2: Avoid Non-essential Travel]
Please refrain from traveling to or staying in that country/region. If you must travel, exercise special caution and take sufficient safety precautions. → As a general rule, it is advised to postpone or cancel your travel/stay.
[Level 3: Avoid All Travel (Travel Cancellation Advisory)]
You are urged to avoid all travel to and stay in the country/area regardless of the purpose. → Cancel your travel or return home immediately.
[Level 4: Evacuate and Avoid All Travel (Evacuation Advisory)]
Those currently in that country/region should evacuate from their location to a safe country/region. Do not travel regardless of the purpose. → Cancel your travel or return home immediately
■Contact at the University of Osaka■
International Student Affairs Division, Department of International Affairs
Email: intl-outbound[at]office.osaka-u.ac.jp
(Please replace [at] with @ when emailing)
*Students studying abroad through UOsaka study abroad programs should check with the person in charge of their respective study abroad programs.