Health & Safety Policy

Version 2024.2

The goal of this policy is to outline general health and safety measures and recommendations, as well as procedures for reporting any incidents or injuries. To ensure the International HPC Summer School (“IHPCSS”) is a safe and welcoming event, every IHPCSS participant is expected to adhere to the guidelines presented below.

Accessibility

The IHPCSS organizers are committed to ensuring that the IHPCSS is accessible to all participants and will endeavor to provide accommodation and/or support to ensure that everyone can fully participate in the event.

If you require accommodation and/or support to attend the event, please contact us at any point before or during the event (see contact details in the Emergencies and Incident Reporting section below). IHPCSS staff will work with you to identify and implement appropriate accommodations and support.

Responsibilities and recommendations

IHPCSS organizers are responsible for

  • conducting a risk assessment prior to the event to identify any potential hazards or risks, and implementing appropriate control measures to prevent or mitigate any potential incidents;
  • providing a safe and healthy environment for all participants during the scheduled sessions;
  • ensuring that the event is accessible to all participants with disabilities;
  • evaluating all incidents/injuries and taking appropriate action in accordance with the established protocols and procedures;

All participants are required to

  • provide correct and up-to-date emergency contact details during registration and inform organizers in case of changes;
  • wear identification badges provided during the in-person registration process;
  • report any incident/injury during the event to the IHPCSS organizers as soon as possible by contacting the persons listed in the Emergencies and Incident Reporting section below. Please note that it is important to report any incidents or injuries, no matter how minor they may seem, to ensure the safety and well-being of all participants;
  • inform the IHPCSS organizers (see contact details in the Emergencies and Incident Reporting section below) if they cannot attend the IHPCSS planned activities for any reason (medical or not)
  • take care of their own security and safety during the time not spent in the sessions;

All participants are recommended to

  • follow the health and safety protocols recommended by the local health authorities at the time of the event;
  • follow personal hygiene rules (e.g., use hand sanitizers, etc.);
  • not to attend any of the scheduled sessions if feeling unwell;
  • follow recommendations for international travelers;
  • have personal travel insurance.

Emergencies and Incident Reporting

Any medical emergencies or any health and safety-related injuries should be reported to the local organizers and representatives from each organizing partner:

  • Ambulance and Fire phone number: 119
  • Police phone number: 110

Organizer contacts:

In case of illness, when outside of R-CCS:

  1. Contact your host organizing institution (above)
  2. If you can use your telephone:
    • Call 119 (ambulance and fire) or call 110 (police). Include simultaneous interpretation over the phone.
    • Emergency Relief Center Kobe: Call “#7119” for emergency consultation (consultation in English available through a three-way call).
  3. If you cannot use your telephone:
    • Sign up for the “Kobe City NET 119 call system” beforehand or after arriving in Japan.
      The Kobe City NET 119 Reporting System is for people who have difficulty in hearing or speaking, and who have difficulty in making a 119 call by telephone (voice) to call 119 using the Internet function of their smartphones or mobile phones.
      If you sign up for the system, make sure to cancel the registration before leaving Japan. Please ask the organizers for help with signing up or cancelling.

Additional Resources:

Liability Waiver

The IHPCSS organizers require that any attendee or volunteer at the IHPCSS 2024 (the “Event”) review the following material prior to attending the Event.

Liability Waiver and Release of Claims

I acknowledge that I derive personal satisfaction and a benefit by virtue of my participation and/or attendance at this Event and I willingly engage in this Event. In connection with the exposure, infection, and/or spread of any pandemics at the Event, I hereby forever release, waive and discharge any and all liability, claims, and demands of whatever kind or nature against IHPCSS and its affiliated partners and sponsors, including in each case, without limitation, its and their directors, officers, employees, volunteers and agents (the “Released Parties”), either in law or in equity, to the fullest extent permissible by law. This waiver includes damages or losses caused by the negligence, fault or conduct of any kind on the part of the Released Parties. This waiver includes, but is not limited to, death, bodily injury, illness, economic loss or out of pocket expenses, or loss or damage to property, which I, my heirs, assignees, next of kin and/or legally appointed representatives may hereinafter accrue on my behalf, which arise or may hereafter arise from my participation in the Event.

Assumption of the Risk

I acknowledge and understand the following:

  • Participation in this Event includes possible exposure to and illness from infectious diseases. While particular rules and personal discipline may reduce this risk, the risk of serious illness and death does exist; and
  • I hereby knowingly and freely assume all such risks related to illness and infectious diseases, such as COVID-19, even if arising from the negligence or fault of the Released Parties; and
  • I hereby knowingly assume the responsibility of reviewing the Event venue’s safety protocols before deciding whether to attend the Event and acknowledge that the decision of whether to attend the Event is solely mine; and
  • I hereby knowingly assume the risk of injury, harm and loss associated with the Event, including any injury, harm, and loss caused by the negligence, fault or conduct of any kind on the part of the Released Parties; and
  • I hereby knowingly assume the risk of any travel costs I may incur in connection with attendance at the Event, including, but not limited to, the costs associated with any mandatory quarantine regulations, canceled travel, etc.

Choice of Law and Forum

I understand that the law of Japan will apply to this agreement and that the exclusive venue for any dispute arising out of this agreement shall be the district, high, or supreme courts in Japan.

Commitments

Upon receiving an injury or incident report, or a health and safety-related query, the organizers will promptly evaluate the situation and take appropriate action in accordance with the established protocols and procedures, within an acceptable timeframe.

Review

The Health and Safety Policy will undergo an annual review and may be reviewed as needed in response to changes in legislation or organizational requirements. Following the review, any essential changes to the policy will be made and communicated to all relevant parties.

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