Guide for Extracurricular Activities 2015
This Guide is intended to introduce procedures necessary for conducting extracurricular activities on and off campus.
For application, notification and consultation for extracurricular activities, contact Center for Student Affairs.
Announcements from the University to extracurricular activities groups will be posted on Loyola or sent to the
emergency contact address of each group (mail/telephone). Important information will be included; be sure to check
Loyola. Please note you will be responsible for problems arising from failure to check such information.
If you have any inquiries, please contact the Student Support desk No. 9, Center for Student Affairs, 1F, Building #2
(phone: 03-3238-3525).
Formation and continuation of new groups
In order to have official approval of the University for extracurricular activities, the groups must participate in the
Orientation Session for Extracurricular Activities Groups held every April and October (to be decided) and follow the
required procedures. Details will be announced on Loyola.
・To form a new extracurricular activities group, at least five Sophia students (undergraduate degree students) must be
included in the members and “Notice of New Group Formation”, “Activities Schedule” and an “Group Profile in
English” must be submitted by the deadline for official approval of the University. You need to submit both electronic
and printed data Hand in the printed data to the office desk and submit electronic data to the following e-mail address
as attached file.
≪send electronic data to： clubs_circles@cl.sophia.ac.jp ≫
≪title of file should be【group name_2014 new group formation】≫
・ Groups that have already started their activities must hand in “Activities Schedule”, “Activities Report” and “Group
Profile in English”. Groups that do not hand in these forms by the deadline will be considered as dissolved.
・ For formation and continuation of extracurricular activities groups, both electronic and printed data must be
submitted. Hand in the printed data to the office desk and submit electronic data to the following e-mail address
as attached file.
≪send electronic data to： clubs_circles@cl.sophia.ac.jp ≫
≪title of file should be【group code_group name_2014 group continuation】≫
・ If there are any changes to the members, leaders or contact addresses, an updated “Activities Schedule” must be
submitted; data should be electronic. State the changes in the e-mail message and send the updated “Activities
Schedule” as attached file to the following address: In the “Activities Schedule” you will find “update/change data”
box, select “yes” and in the “version” box, give the number for how many times changes have been made.
≪send electronic data to： clubs_circles@cl.sophia.ac.jp ≫
≪title of file should be【group code_group name_2014 group updated】≫
・ The forms to be submitted are available on Loyola Download Center as follows:
「Forms for 2014 new group formation.xls」
・・・Notice of New Group Formation, Activities Schedule,
Group Profile in English are available in separate sheets.
「Forms for 2014 group continuation.xls」
・・・Activities Schedule, Group Profile in English, Activities
Report are available in separate sheets.
・ The deadlines for submission of forms for 2014 group formation or continuation are as follows:
(hand in the original forms to desk No. 9 Center for Student Affairs, and send the electronic data to the above
address; when both are done, submission is completed)
4/24 12：30～14：00 groups belonging to Association of Athletic Clubs
4/25 12：30～14：00 groups belonging to Association of Cultural Clubs/Music Society/Theatrical
Performance Society/ Association of Hobby Clubs
4/28 12：30～14：00 Non-organizational groups/groups belonging to other committees
4/29 12：30～14：00 Non-organizational groups/groups belonging to other committees
5/ 7 12：30～13：30 New groups
5/ 8 12：30～13：30 New groups
5/9 12：30～13：30 New groups
Hours of extracurricular activities
The hours given for on-campus extracurricular activities are as follows:
(Cleaning up after the activities must also be completed within these hours)
Monday through Saturday ……………… 9:00 am to 8:00 pm
Sundays, national / University holidays 9:00 am to 5:00 pm
Emergency contact address
Each group must have an emergency contact person to receive calls from the Center for Student Affairs. The name of
the contact person must be given on the “emergency contact address” column of “Activities Schedule”. The University
will contact the address in emergencies or to give instructions for required information. The contact person must notify
all the other members of the group about the instructions from the University. This is an extremely important task and
should be carried out with full responsibility.
Use of facilities
Extracurricular activities groups may use Yotsuya campus classrooms, Sanada-bori sports ground, gymnasium,
Hoffmann Hall common facilities, Building 11 Music Room, Hadano Sports Ground, Hadano clubhouse.
・To apply for the use of facilities, the groups must participate in Facility Scheduling Meeting, where they can reserve
the facilities, except for Building 1 Auditorium and Building 11 music room.
・To participate in the Facility Scheduling Meeting, make a provisional application (application for participation in Facility
Scheduling Meeting) at the office desk. Announcements on provisional application and the schedule of Facility
Scheduling Meeting will be posted on Loyola Bulletin Board.
・At the Facility Scheduling Meeting, groups wishing to use the same facility will discuss and decide the date and time
of use, put down the reservation results in a facility schedule ledger. At this stage, the final reservation for the use of
facilities is not yet made.
・The reservation results of the Facility Scheduling Meeting will be final with the “release of facility schedule ledger” that
shows the reservation status for each facility. The facility schedule ledger will be released at desk No. 9 of the
Center for Student Affairs. If there is still vacancy after the facility schedule ledger is released, groups may apply for
use of facilities by filling out the group name on the facility schedule ledger and submitting the Request for Facility
Use three days prior to the date of use, excluding Saturdays, Sundays, national and University holidays.
・When the facility schedule ledger is released, the Facility Use Permit will be issued.
・You must have the Facility Use Permit(*) with you while you are using the facilities. If you do not have the
Facility Use Permit with you, you may not be allowed to use the facility even if the permission has been
given.
(*)→ The Facility Use Permit issued for reservations made at the Facility Scheduling Meeting is in the form of a booklet
with the group name printed on the front page and the copy of the facility schedule ledger inside. Permit issued after
the facility schedule ledger is released would be the upper section only of the application form itself holding a
permission stamp. Both forms of permits will be issued at desk No. 9 of the Center for Student Affairs.
◆Classrooms
To apply for the use of classrooms at Yotsuya campus, groups should either participate in the Facility Scheduling
Meeting or, after release of the facility schedule ledger, put down the group name on the classroom schedule ledger
three days prior to the date of use excluding Saturdays, Sundays, national/University holidays, and submit a
“Request for Classroom Use” to the Center for Student Affairs.
a) For extracurricular activities, you are not allowed to use classroom equipment such as screens, projectors or
microphones. To use such devices, submit a “Request to Borrow Items”
b) Practices with sound (music/theatrical performance, dancing etc.) are allowed only in classrooms of
Building 1.
c) If you move desks and chairs or use the electric outlets, make sure to restore the room to its original condition.
d) Food is allowed only in some rooms. Be sure to clean up and remove litter.
e) If you wish to use classrooms of Mejiro Seibo campus or Junior College Division, please inquire at Center for
Student Affairs.
◆Hoffmann Hall Common Facilities
To apply for the use of the meeting rooms No. 1 to 7, theater studio, art studio, broadcast studio, photo darkroom,
Japanese-style room and announce booth, the groups should either participate in the Facility Scheduling Meeting or,
after release of the facility schedule ledger, put down the group name on the Hoffmann Hall Facilities schedule
ledger three days prior to the date of use excluding Saturdays, Sundays, national/University holidays, and submit a
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“Request to use Hoffmann Hall Common Facilities” to the Center for Student Affairs.
a) To use the Training Center, you must attend the training session prior to use. Check the schedule of the training
session on Loyola and apply at Center for Student Affairs.
b) Groups wishing to use the Hoffmann Hall Small Meeting Room for Student Circles should submit
“Usage Survey of Hoffmann Hall Small Meeting Room for Student Circles” by the deadline to the
Special Committee(*) (Small Meeting Rm. 221, Hoffmann Hall). The Special Committee will allot the Small
Meeting Rooms according to the “2014 Group Scheduling Rules for Hoffmann Hall Small Meeting Rooms for
Student Circles”.
c) If permission is given to a group to use the Hoffmann Hall Small Meeting Room, the group may use the Mail
Box on the third floor of Hoffmann Hall to receive mail addressed to the group. If a group does not use the
Hoffmann Hall Small Meeting Room but wishes to use the Mail Box, consult the Center for Student Affairs as
needed.
d) Groups wishing to use Locker Shelves to store their group items should submit “Request to use
Hoffmann Hall Locker Shelves” by the deadline to the Leaders’ Committee(*)(Small Meeting Rm. 221,
Hoffmann Hall). The Leaders’ Committee will allot the Locker Shelves according to the “2014 Group Selection
Procedure for Hoffmann Hall Locker Shelves”.
e) The permitted period of use for Small Meeting Rooms, Mail Boxes and Locker Shelves is one year from July
1st up to June 30th of the following year.
(*)→Leaders’ Committee is responsible for coordination of extracurricular activities groups and for overall
supervision of their activities; Special Committee is responsible for scheduling the group use of Hoffmann Hall
facilities. The two committees are operated by students, faculty and staff, comprised of members selected from
“Association of Cultural Clubs”, “Association of Athletic Clubs”, “Music Society”, “Theatrical Performance
Society” and “Association of Hobby Clubs”.
◆ Gymnasium
To apply for the use of the gymnastic halls Nos. 1 to 3, Judo Hall, Kendo Hall and swimming pool, the groups should
either participate in the Facility Scheduling Meeting or, after release of the facility schedule ledger, put down the
group name on the Hoffmann Hall Facilities Use schedule ledger three days prior to the date of use excluding
Saturdays, Sundays, national/University holidays, and submit a “Request for Gymnasium Use” to the Center for
Student Affairs.
a) According to the operation policy, the Association of Athletic Clubs is given priority.
b) You must change into indoor shoes before entering the gymnastics halls. Shoes are prohibited!
◆Sanadabori sports ground
To apply for the use of baseball field, football/rugby fields, athletic field, handball court, volleyball court, artificial turf
volleyball court, tennis court, golf range, Japanese and Western archery ground, the groups should either participate
in the Facility Scheduling Meeting or, after release of Facility Schedule Ledger, put down the group name on the
Sanadabori sports ground schedule ledger three days prior to the date of use excluding Saturdays, Sundays,
national/University holidays, and submit a “Request to use Sanadabori sports ground” to the Center for Student
Affairs.
a) According to the operation policy, the Association of Athletic Clubs is given priority.
b) A 30-minute early use of gymnasium and Sanadabori sports ground is allowed for court maintenance and
preparation for practices, starting a month prior to official games (involving promotion or demotion) hosted by
associations to which the extracurricular activities groups belong. To apply for the early use, submit “Request
for early use of Sanadabori sports ground” accompanied by an opening notice of the convention issued by the
association or documents equivalent to this.
◆ Hadano sports ground, Hadano Club House
To apply for the use of all-weather tennis court, clay tennis court, baseball field, track and field and clubhouse, the
groups should either participate in the Facility Scheduling Meeting and submit request form by the deadline or, after
release of the facility schedule ledger, put down the group name on the Hadano sports ground schedule ledger
three days prior to the date of use excluding Saturdays, Sundays, national/University holidays, and submit a
“Request for Hadano Facilities Use”.
a) If the group is staying overnight, attach a “List of Overnight Participants”. If there is any cancellation of overnight
stay, changes in number of participants or overnight schedule, please notify the Center for Student Affairs
immediately.
b) To make meal reservations, send “Request for Meals” by facsimile to Nikkyo Create, Ltd., five days prior to the
date of overnight stay excluding Saturdays, Sundays, national and University holidays; be sure to call the
company to check they did receive your facsimile message.
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c) If you are staying at the Club House, strictly observe the “Users Guide for Hadano Club House”.
d) If you are compelled to cancel on the day of overnight stay, be sure to notify Center for Student Affairs (after
office hours, call the concierge at 0463-81-4015)
◆Building 1 Auditorium
According to operation policy, groups belonging to “Theatrical Performance Society” will be given priority. The
Operation Committee (*) will select the groups to use the facility.
◆ Building 11 Music Room
According to operation policy, groups belonging to Music Society are given priority. The Operation Committee (*) will
select the groups to use the facility.
(*)→The Operation Committees are “Hoffmann Hall Operation Committee”, “Gymnasium/Sanadabori Sports
Ground Operation Committee”, “Building 1 Auditorium Operation Committee” and “Building 11 Music Room
Operation Committee”; the committees are comprised of faculty, staff members and students to deliberate on the
operation and use of the facilities.
Procedures
Extracurricular activities groups should submit applications or notifications prior to undertaking the activities listed in this
section. The applications should be submitted three days, the notifications one week prior to the date of activities,
excluding Saturdays, Sundays, national and University holidays.
The submission deadlines will be changed before the offices are closed for recess or long holidays (summer
recess/year-end and New Year holidays); be sure to check the changes on Loyola.
If your group is given permission to use a facility, you must have the Facility Use Permit(*) with you while you are using
the facility or engaged in the activity and if asked by a faculty, staff member or guard to show the Permit, you must do
so.
(1) Off-campus Activities (practices, games, training camps, mountain climbing etc.)
When you undertake off-campus activities such as practices, games, training camps, mountain climbing etc., you
must submit “Off-campus Activities Notification”. You need to obtain prior approval from the group advisory faculty.
a) If you practice in public places (public road, parks, river bed etc.), pay extra attention not to disturb the public.
Observe the rules of the public places, if any.
b) If you experience accidents or injuries during the extracurricular activities, immediately notify Center for Student
Affairs. You may have to submit “Accident Report”
c) Unexpected accidents or disasters can happen to anyone. Failure to notify may result in not receiving any
coverage from the Disaster and Accident Insurance for Student Education and Research(*) in cases of
unexpected accidents or injuries. Failure to notify may also make it difficult for the University to take
measures necessary to protect students.
(*)→Degree students and exchange students are covered by the Disaster and Accident Insurance for Student
Education and Research. The insurance may not cover certain activities or injuries depending on the extent.
(2) Joint use of University Facilities with Extramural Student Organizations
For intercollegiate games or joint practices with extracurricular activities groups, students or other persons outside
University, a “Request for Facility Joint Use” should be submitted three days prior to the date of use excluding
Saturdays, Sundays, national and University holidays.
a) If official games (involving promotion or demotion) hosted by associations to which the extracurricular activities
groups belong are held on campus, Request for Facility Use should be submitted also by the association.
b) For joint use of facilities with Sophia alumni, a request should also be submitted.
(3) Events held on or off campus
If extracurricular activities groups wish to hold events such as lectures, concerts, theatrical or dance performances,
on or off campus, an “Event Hosting Notice” should be submitted one week prior to the date of event to Center for
Student Affairs.
a) If the event is held off campus “Off campus extracurricular activity notice” must be submitted at the same time.
b) If the Center for Student Affairs asks the group to submit an event plan, submission is required.
c) Commercial events using University facilities will not be approved.
d) If you plan to hold special event or project involving the use of a large number of classrooms, you need to
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consult in advance.
(4) Posting on campus
To put up a poster, you must state clearly on the back of the poster, the names of the group, leader, person
responsible, student ID number and the contact address; post it on the Bulletin Board for extracurricular activities on
the Main Street or Hoffmann Hall.
a) Size of the poster should be788 x 1091mm per sheet and up to three sheets are allowed.
b) Posting period is up to one week.
c) No posting is allowed on building walls or corridors.
d) If the University judges the poster has inappropriate contents, University may remove the poster.
(5) Placing a signboard on campus
To place a signboard for lectures, gatherings or other activities, you must submit “Request for Main Street Use” to
Center for Student Affairs three days prior to the use excluding Saturdays, Sundays, national and University
holidays.
a) The signboard must be placed at the permitted spot.
b) Posting period is up to one week, at one spot for one group.
c) During the permitted period, the signboard should be put up and removed every day (the signboard must be
removed by 20:00 on weekdays, by 17:00 on Saturdays, Sundays, national or university holidays). Anything left
at the spot after these hours will be removed.
d) To avoid any accidents, the signboard must be tightly fixed to the tree at the permitted spot.
e) The size of signboard should be standard plywood size and up to three boards; the group name should be
stated clearly on the signboard.
f) If the University judges the signboard has inappropriate contents, University may remove the signboard.
(6) Displaying a banner on campus
To display a banner for publicity activity on the Main Street, fill in the preferred date of display (3 to 4 persons should
help putting the banner up and lowering it), attach the design of the banner, and apply three days prior to the display
date, excluding Saturdays, Sundays, national and University holidays.
a) Display period is basically up to three days.
b) The banner should hold the group name, the size should be 92cm vertically, 6m horizontally approx., and the
strings made of cotton, 10mm in diameter, with 1.5m allowance from the end of banner.
c) As a measure against the wind, the banner should have slits, the two ends and the center fixed with styrofoam
or cardboard. The banner and the string should be sewn together or clipped with pins to avoid the banner
sliding to one side.
d) As a measure against the rain, banner should be made of waterproof material or have plastic coating.
(7) Distributing handouts on campus
To distribute handouts on campus in the Main Street, submit “Event Hosting/Distribution Notice” and “Request for
Main Street Use”; attach two sample copies of the handout with the group name one week prior to the preferred
date.
a) Distribution of free newspapers (free papers) is allowed only to groups approved by Center for Student Affairs
upon agreement of “Pledge on creating free papers”. The free papers may be distributed and issued if
submitted at the proof-reading stage to Center for Student Affairs and approved.
b) Place of distribution allowed is the Main Street, time of distribution from 12:30 to 13:30.
(8) Selling items on campus
To sell items on campus, submit a request with the sales layout chart, three days prior to the preferred date,
excluding Saturdays, Sundays, national and University holidays and obtain permission.
a) Use the piloti of Building 8, sales period is basically up to three days.
b) Commercial sale will not be allowed.
c) After the project, income and expenditure report should be submitted to Center for Student Affairs.
(9) Borrowing items on campus
To borrow University items for extracurricular activities, submit “Request to Borrow Items” three days prior to the
preferred date, excluding Saturdays, Sundays, national and University holidays.
a) Items may be borrowed only for on campus use.
b) Items to be borrowed are limited to one category, one piece (chairs up to three), borrowing period up to one
week.
c) Loudspeakers may be used only on the Main Street, unless otherwise approved by Center for Student Affairs.
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d) The user shall be responsible to compensate for pollution damages or loss of items borrowed whether caused
inadvertently or intentionally.
e) If first-aid-box is necessary at training camps, ask at Center for Student Affairs. Trauma kit is available for
lending. (by Student Health Insurance Mutual Aid Association)
【List of borrowing Items】
Long desk / pipe chair / microphone (wired/wireless) / speaker with amplifier /microphone stand (tall/short) /
extension cord / projector / screen / trolley/bicycle trailer / black-out curtain / group flag stand / trolley /
loudspeaker etc.
(10) Use of Sophia University name and seal
To use the name and seal of Sophia University (on printed papers or deliverables), submit “Request for Visual
Identity (VI) Use” accompanied by a design layout three days prior to preferred date excluding Saturdays, Sundays,
national and University holidays; please note the permitted design and the intended purpose of use are strictly
managed based on VI operation rules.
a) The guideline summary may be viewed on Sophia University official website:
http://www.sophia.ac.jp/jpn/content/download/28454/270799/file/SophiaVIsummary.pdf
b) If your design or purpose of use is not kept with the guideline, you will be told to replace it.
(11) Entering the University buildings outside the extracurricular activities hours.
To carry in and out items under special circumstances and to enter university buildings outside the extracurricular
activities hours, submit “Request for Entry after Office Hours” three days prior (if entering with vehicles, five days
prior) to the date of entry excluding Saturdays, Sundays, national and University holidays.
a) The purpose of entry is to carry in and out items; you cannot engage in any activities.
(12) Entering University campus by vehicle
The campus is used by a vast number of students and the students have priority with guaranteed safe access.
Entering the campus with a vehicle is prohibited as a rule. However, under special circumstances, exceptional
permission may be given provided the safe traffic of other vehicles is not blocked. Basically the vehicle is not allowed
to move on the Main Street (especially during classes in session and breaks when the Main Street is crowded with
students, the vehicle may not enter the Main Street, for whatever reasons).
The “Request for Entry with Vehicles” and “Request for Entry after Office Hours” involving vehicles must be
submitted five days prior to the date of entry excluding Saturdays, Sundays, national and University holidays.
a) Time of entry allowed is up to 30 minutes.
b) Taxis are not allowed to enter.
c) The purpose of entry is carrying in and out items.
＊Before applying at Center for Student Affairs, plan the entry thoroughly well in advance of application deadline.
(13) Filming on campus
To take photos on campus, submit “Filming Request” stating the purpose, place of filming and the person taking
the photos, three days prior to the date of filming excluding Saturdays, Sundays, national and University holidays.
a) The person filming must wear the arm band lent out at Center for Student Affairs.
b) Pay extra attention to avoid accidental filming of a third party.
(14) Cancelling the facility use
To cancel the use of a facility, promptly submit “Cancellation of facility use”.
a) The permission to use a facility which you wish to cancel should not be transferred to another group. Submit
your “Cancellation of facility use” together with “Request for Facility Use” of the group wishing to use the
facility next. Submission deadline of the Request for Facility Use is three days prior to date of use excluding
Saturdays, Sundays, national and University holidays.
(15) Disposing of bulk waste
To dispose of devices set forth in the Home Appliance Recycling Act, each group will be charged of the fees
(recycle fees). Submit “Disposal Request” stating the manufacturer name, TV size (inches), refrigerator size (liters).
a) If permission is obtained, stick the Disposal Request Permit on to the device and place in specified disposal
area.
b) Pay the recycle fees either through bank transfer by the deadline given on the invoice or pay directly at the
desk of Office of Capital, Bureau of Financial Affairs, on 4th floor, Building 2.
(16) Repair or replacement of facility installation and equipment
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If repair or replacement of facility installation or equipment is necessary such as broken window glass, burnt out
lights, defects in electronic lock of small meeting room, ask at the Center for Student Affairs.
(17) Receiving parcel by home delivery service
Parcels sent by home delivery service addressed to the extracurricular activities group will be kept temporarily at
the Center for Student Affairs in unavoidable situations.
a) You must pick up the parcel on the scheduled arrival day at the Center for Student Affairs; there is only a
limited space for such parcels, please pick them up as soon as possible.
b) The address should read “Center for Student Affairs & Name of extracurricular activities group & emergency
contact address”
c) Pay on delivery parcels, valuables and food will not be accepted. Also, cash sent by registered mail and other
valuable mail will not be accepted.
Points to note
The following list is a reminder of complaints we received on and off campus in the past. Penalty may be imposed on
Individuals and groups responsible for such acts.
× Leaving personal belongings in locker room, shower room, laundromat, training center.
※Will be retrieved as soon as found, kept temporarily at Center for Student Affairs, later discarded.
× Working or engaging in activities in empty areas, Hoffmann Hall common sections (corridors etc.)
× Making loud noise in passages during classes in session (pay special attention around 8:00 pm when
extracurricular activities comes near to the ending time.
× Abandoning bulk waste, unauthorized disposal
× Music performance, singing practices on the sides, benches of Main Street
× Music performance, singing practices in piloti of Buildings 8, 9, 11 and stretching exercises etc.
× Dancing practices in area between Gymnastic Hall 1 and Building 1, and in front of Building 10.
× Occupying public areas in parks, ball games in areas not allowed
× Disturbing the public and the neighborhood at cherry viewing parties
× Smoking in places other than the on campus designated areas, on streets in smoking-prohibited zones
× Occupying, blocking the streets by walking in a group, making loud noises on streets
× Disturbing public peace in stations, inside trains, and other public areas.
× Underage drinking, coercion of minors to drink, forced chug-a-lug leading to drunk-drinking accidents
× Drunk beyond control and dangerous behavior in public areas
× Use of facilities without carrying Facility Use Permit or unauthorized use
× Broken damage of on campus facilities, failure to report such damage, leaving neglected.
As of April 2015
Center of Student Affairs (1F, Building 2)
Office hours: 9:30 to 11:30
12:30 to 17:00
※excluding Saturdays, Sundays, national and
University holidays
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