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  • Classroom Emergency Procedure

In the event that a student becomes ill, violent or acts in a manner that you cannot manage in class, contact the International Exchange Office (Ex. 5952). They will contact security or health services. A phone is located on every floor in buildings 2, 3, and 6. Familiarize yourself with the location of the phones before classes begin.

-In Building 2, there is a phone next to the fire hose (red light), which is a few meters away from the elevators. -In Building 3, the phones are located next to the stairwell on all floors. -In Building 6, the phone is located next to the vending machines (near the entrance).


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  • Earthquake Protocol

1. Protect yourself (Protect your head and hide in a safe place, such as under a table. Running outside is potentially dangerous, because roof tiles and glass may fall on you. Stay away from windows)

2. Open the door and secure an escape route (A map of the escape route is located next to the phones on every floor. Do not take the elevator, walk down the stairs. Keep students calm)

3. Walk to the evacuation area (The first evacuation area at TIU is the open area next to the fountain. From there, wait for further instructions)

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Updated November 2016

  • Student Misconduct Protocol

When a student is chronically disrespectful to a GTF or other students:

  1. Seek to handle and manage the situation yourself or with another GTF.
  1. If the situation persists, contact an Associate Director to discuss possible solutions.
  1. If the problem continues, the teacher involved and the Associate Director will meet with the Director.
  2. The Director will meet with the student together with the teacher, if deemed necessary.

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Updated October 2016

  • Work Rules

Employment Policies and Procedures for the GTI

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  • TIUF Code of Ethics

TIUF Code of Ethics (English Translation)

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  • Civility & Decorum in the GTI

Rules of Civility and Decent Behavior

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Updated January 31, 2017

  • Dress Code

“How to dress? When the money is going from you, wear anything you like. When the money is coming to you, dress your best.” – Turkish Proverb

On regular teaching days (when GTF classes are in session), GTFs are to wear business casual attire in class and while interacting with students. Wearing blue denim jeans, t-shirts, and flipflops (beach sandals) is not appropriate.

If wearing casual clothing (non-work clothing) to the campus, please enter and exit the office through the back entrance.

For official university events (Entrance Ceremony, Open Campus Days, Graduation, Parent-Teacher Conference Days, High School Visits), please wear formal clothing (for males: dark suit, white shirt and tie; for females: dark suit) and the TIU Lapel Pin when entering, exiting and while on campus.

If you have a tattoo, please ensure that it is covered while on campus. One cultural difference between Japan and many Western countries is the perception of tattoos; GTI asks for your understanding and cooperation.

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  • Work Hours

The “Work Rules” state in Article 13: “a GTF shall work for eight (8) hours a day, excluding rest periods, starting at 9:00 a.m. and ending at 5:50 p.m.” Due to the nature of our vocation, keeping these hours is not realistic. As such, GTFs are obliged to be on campus at least 7 hours each day, and stay until at least 2:30 pm daily, during the academic year.

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  • Unlocking/Locking the Office

Unlocking the Office: If you are the first to arrive in the morning, you will need to get the office key from the security officer in the guard booth near the main entrance. If you are the first to arrive on campus, you will see a sign that reads “Key is here, Stop.” (You may need to sign your name on a sign-out sheet) If someone has already taken the key, you will see a sign that reads “Key is not here, Go.” These signs are displayed above and to the left of the booth window. Once you unlock the side door (ramp door), hang the key on the hook on the door frame.

Locking the Office: If you are the last person to leave the office*, please remember to unplug the hot water machine and turn off the lights. After you lock the side door (ramp door), return the key to the guard booth near the main entrance. (You may need to sign the sheet to show that you have returned the key)

*When in doubt (am I the last one?), go ahead and lock the office door. If someone is still in the office, he or she can easily unlock the door from the inside. So, if you are locked in, and you must unlock the door to leave, please tell the security guard in the guard booth as you leave that the GTI office door needs to be locked.

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  • English Plaza Hours

If you need to switch one of your scheduled English Lounge or Academic Advising times, it is your responsibility to negotiate a switch with another GTF, and to notify the Technology Committee and the Directors. All changes must be made at least three days prior to the day you want to change. In extenuating circumstances, exceptions can be made.

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  • Faculty Nonattendance Procedures

At times during the year various personal scheduling conflicts may arise, such as family or friends coming to visit, more reasonably priced air tickets should we leave the country a day earlier, to name two examples. According to the “Work Rules” of TIU, and in consultation with HR, and given our roles as professional educators, our main time off is scheduled during the months when classes are not in session. Thus, when arranging private schedules, please keep this in mind.

As we are lecturers of TIU and fellows in GTI, our prime responsibility and the way we earn our livelihood is to be professional educators. Our first calling is to teach our classes and serve our students. Our students and their families have paid tuition with the understanding that we will educate and assist them in their academic pursuits. In addition to our responsibility to our students in the classroom, we have the obligation to work in the Plaza, participate in regular weekly GTF meetings and fulfill our duties at other TIU or GTI scheduled events, such as Graduation, Open Campus, and Matriculation.

Of course, life events cannot always be scheduled so neatly; emergencies and illness occur. In such situations, the “Work Rules” and GTI have measures in place to insure time off. Please review the following pages for more detailed explanations.

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Updated June 2016

  • Missing Class or Plaza Duty

If you must cancel classes due to sickness, emergency, approved conference, or GTI/TIU-work-related travel, for the morning, afternoon, or all day, immediately contact the curriculum section (, and copy the Associate Directors and Director.

For Plaza duty absences, email the associate directors and director and CC the tech committee. 

For faculty with E-track classes, please also email the E-Track Academic Affairs Section at, too. 

As the staff in the Curriculum Section has limited English, please send a message similar to this:

Subject line: GTF Cancel Classes


My name is xxxx. Please cancel my morning/afternoon/all day classes. The reason why I am canceling my class is because I am sick.

Thank you,


{Note: for further details, please refer to Article 22 of the “Work Rules”.}

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  • Emergency Leave

Living and working abroad poses various challenges; one of the main ones pertains to emergencies and leave time. GTI is sensitive to family emergencies and will do its best to accommodate GTFs in every way possible.

As noted in the “Work Rules”, Article 20: Special Leaves, a GTF will be provided special leave when classes are in session if any of the following conditions occurs, “with the type of special leave, its duration, and whether paid or unpaid, to be as specified below.

i) The GTF’s wife gives birth: five (5) days (within one month);

ii) The GTF is in mourning due to the death of his/her father, mother, spouse, son, or daughter, or the father or mother of his/her spouse: seven (7) days (consecutively); or

iii) The GTF is in mourning due to the death of his/her natural grandfather, natural grandmother, natural brother, natural sister, or other blood relative up to the third degree of separation, or of an in-law up to the second degree of separation: three (3) days (consecutively).”

Due to extra travel time required, two additional days will be provided for transportation outside of Kanto area, for i), ii) and iii).

{Note: for Congratulatory Leave (Article 20 a. The GTF marries), special leave will not be provided while classes are in session.}

Please notify the Director at your earliest possible convenience about Emergency Leave requests.

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Updated January 2017

  • Attending a Conference

A GTF may not be absent from scheduled classes, meetings, English Plaza duties, and University-Related Duties for attending a conference, presenting, giving a poster presentation, or other professional development activities. While attendance at professional conferences is encouraged, teaching obligations take precedence.

If the attendee has a colleague substitute for English Plaza duties, that will be acceptable if:

  • the substitute colleague is given at least one week notice, and…
  • the conference attendee emails the Director, Associate Director(s), Technology coordinators, and colleagues scheduled in the English Plaza at the designated time at least one week in advance.

If presenting or giving a poster presentation at an academic conference, you must complete the Personal and Group Professional Development Funds Applications.

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  • Student Confidentiality

As a department, we are responsible for protecting student information. Anytime a student’s name and ID number are being shared via e-mail, it is your responsibility to password protect files containing this information. This means you are not to share student information within the body of an e-mail. For information about how to password protect files, refer to the information below.

Password Protect a Word Document on a Mac(older)

How to set a password to for a Word document:

1. Open the document that you want to help protect.

2. On the Word menu, click Preferences.

3. Under Personal Settings, click Security.

4. In the Password to open box, type a password, and then click OK.

5. In the Confirm Password dialog box, type the password again, and then click OK.

6. Click Save.

TIP: To remove a password, select all contents in the Password to open box, and then press DELETE

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  • Relationships with Students

GTFs should recognize and use common sense when dealing with students. They should also be aware that their students might interpret words and actions in a manner inconsistent with the intended meaning.

In order to minimize the possibility that any situations could ever be misconstrued as harassment, GTFs are expected to exercise professional discretion at all times with their students. Examples of such discretionary behavior comprise, but are not limited to:

a GTF and a student meeting alone in a classroom, office, or any room with the door closed (unless you are in public view of others – e.g. in English Plaza classrooms)

a GTF and a student socializing on a one-to-one basis off campus

a GTF should not invite a student to his/her home

GTFs should furthermore understand that the university has adopted a policy of zero tolerance for matters related to allegations of improper conduct or harassment.

This essentially means you should be very careful never to put yourself in a situation where it comes down to your word against a student’s – as in such cases you make it extremely difficult for us in the GTI to come to your assistance.

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Updated October 2016

  • General Grievances

Guidelines For Pursuing General Grievances

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  • Discrimination/Harassment

Updated March 2017

Rules for Prevention of Harassment & Discrimination

Prevention of discrimination and harassment at Tokyo International University Foundation

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Updated October 2016

  • Technology Cabinet Keys

When you need to borrow a key for a technology cabinet in some classrooms, you will need to pick up the key at the Curriculum Section. There is a clearly marked key box for all faculty. Please remember to sign out a key and return it after you have finished using it.

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Voluntary Student Organizations
(University Authorized Circles)

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Updated November 2016

  • Working Outside of TIU/GTI

Working Outside of TIU Report 1 ( Excel)

Working Outside of TIU Report 2 ( Excel)

All TIU faculty members, including GTI faculty, who are employed outside of TIU must inform TIU Faculty Administration Office. Employment outside of TIU must be done on weekends only and during times when classes are not in session. Fill out the “Report on Non-University Work” and submit to the GTI Director.