Gender Diversity – Basic Policies and Guidelines

1. Promotion of Understanding Gender Diversity

(1) Awareness-raising and training

• To promote understanding of gender diversity, awareness-raising, and training will be conducted.
• For students, sessions on the topic of “gender diversity” will be held at new student orientations and other opportunities to provide basic information as well as an introduction to the university initiatives and resources. In addition, this basic policy and guidelines, as well as a glossary of gender diversity terms, will be included in the Student Life Handbook.
• For faculty and staff, “gender diversity” will be taken up as a theme in FD/SD (faculty and staff training), and additional training will be provided for staff in charge of consultation.

(2) Conducting Surveys

• In order to check the status of promotion of understanding, surveys on gender diversity will be conducted periodically for students, faculty, and staff, and the results will be shared within the University.

2. Consideration in Speech, Behavior, and Conversation

• It is recommended that the person’s name be called according to the person’s request, and that “san” be used in Japanese.
• Beware of gender-dividing remarks based on appearance. Statements such as “a female student over there” or “a male student over there” can be offensive to those involved.
• Do not use words with discriminatory overtones such as “Okama,” “Homo,” “Rezu,” etc.
• “Do you have a boyfriend?” “Do you have a girlfriend?” Be aware that there are people who find such statements offensive.

3. Understanding of Coming Out

• “Coming out” is when a person voluntarily reveals their SOGI to others. Coming out is not a “must”; it is “up to the person” to decide whether or not to tell others about their sexuality. Therefore, the person’s self-determination is respected. No one should be forced to come out.
• If someone comes out to you about their sexuality, first accept the person’s feelings. If you need to share information with others, be sure to discuss and confirm with the person in advance to who and to what extent.

4. Outing Strictly Forbidden

• “Outing” is the unauthorized disclosure of one’s SOGI to others. Outing causes great emotional distress to the person involved. It is strictly forbidden.
• One of the most common cases of outing is when a person who receives a coming-out or consultation tells other third parties about the person’s sexuality “for goodness sake.”

5. No SOGIE Harassment

• Discrimination or harassment with respect to SOGIE is called “SOGIE harassment.” Specific examples include discriminatory name-calling or ridicule about sexual orientation or gender identity, bullying, neglect, violence, and unauthorized exposure (outing) of someone’s SOGIE.
• In June 2016, the UN Human Rights Council adopted by a majority vote a resolution on “Protection from Violence and Discrimination on the Basis of Sexual Orientation and Gender Identity.” In Japan, the revision of the Sexual Harassment Guidelines of the Equal Employment Opportunity Law clarified that sexual harassment targeting SOGIE is also a form of harassment, and the “Guidelines for the Prevention of Power Harassment” released by the Ministry of Health, Labor and Welfare, which stipulates measures employers should take in employment management to prevent power harassment in the workplace, includes items related to SOGIE harassment and outings.
• In April 2022, Akita Prefecture enacted the “Basic Ordinance for Creating a Society Rich in Diversity,” which prohibits all forms of discrimination, including discrimination based on race, gender, sexual orientation, and gender identity. In conjunction with this, Akita Prefecture and Akita City introduced a partnership pledge system to publicly recognize LGBTQ+ couples.
• The University does not tolerate SOGIE harassment in the same manner as other forms of harassment; if you are subjected to SOGIE harassment, please consult with the University’s harassment consultants.

• How to find the list of harassment consultants
  (Students) ATOMS → Student Affairs → Harassment Prevention (Students)
  (Faculty and Staff) ATOMS → Faculty and Staff Support → Harassment Prevention

1. Consultation Counter

• The Gender Diversity Coordinator (affiliated with the Office of Student Affairs) will listen to you. If you have any discomfort, concern, or inconvenience in your student life, the coordinator will tell you what the University can do to help you, and will contact and coordinate with the relevant departments according to your individual needs and desires. You may consult with the Office of Student Affairs even if the matter is under the charge of another department.
• Consultations are conducted in person. If you would like to schedule a consultation, please let us know several desired dates and times in advance by email. We may not always be able to meet your requests, but please feel free to contact us.

• Email: gdc@gl.aiu.ac.jp (Gender Diversity Coordinator)

2. Name and Gender Information

(1) Change of name in the student register

• The names of students at the University are based on the notation in the student register, and the notation in the school register is, in principle, the name in the family.
• The University will consider implementing a system that enables students, either upon enrollment or during the school year, to apply for the use of the name of their choice as their registered name in the school. This application would be conditional on individuals assuming responsibility for explaining any disparities between their nickname and their legal name.

(2) Change of gender in the student register

• A change of gender on the student register is possible when the student’s gender on the family register changes. Please notify the Gender Diversity Coordinator in case of the change.

(3) Handling of gender information

• The University will handle personal information carefully so as not to disclose your gender information in an unintentional manner. We have established the “Akita International University Personal Information Protection Regulations” which handles all personal information in its possession in an appropriate manner to protect privacy.

(4) Gender on certificates and other documents issued by the University

• All certificates issued by the University (e.g., certificates of enrollment, transcripts, degrees, etc.) do not include gender information.
• If you are submitting documents to other groups or organizations on their respective designated forms, you may be required to include your gender.

(5) Filling out gender information on forms and surveys submitted to universities

• In principle, documents and questionnaires submitted to the University during the student’s enrollment will not have a gender field, except when legally required.
• If it is unavoidable to include a gender field, we will try to provide options for male, female, other, and no response, or clearly state the reason for including a gender field.

3. Classes

(1) Handling in the classroom

• The University thoroughly promotes small-group education, which is based on a teaching style that encourages dialogue between faculty and students and exchanges of opinions (group discussions) among students. In class groupings, we will make every effort to ensure that students are not unnecessarily grouped according to gender.
• It is recommended that the person’s name be called according to the person’s request, and that “san” be used in Japanese.
• We will discuss examples of efforts from the perspective of gender diversity (e.g., how to confirm the preferred name calling) in the FD/SD (faculty and staff training) to promote understanding among faculty and staff.

(2) Taking Physical Education classes

• The University requires students to take physical education classes, which are divided into lecture and practical skills courses. We offer a variety of activities in each practical skills class, but there is no gender-based component.

(3) Taking practical training (including teaching practice and field trips)

• Although it may not always be possible to meet your request depending on the system and circumstances of the host institution, you can consult with your class instructor or the Gender Diversity Coordinator in advance about the restrooms, changing rooms, accommodation, clothing, etc. during off-campus training, including teaching practice and field trips.

4. Student Life

(1) Medical check-up

• For regular health checkups conducted at the University, the reception desk and the time of the checkups are not separated by gender. Those who wish to receive individualized services regarding health checkups, etc., should consult with the Health and Medical Care Room or the Gender Diversity Coordinator.

(2) Student dormitory/student apartments

• All new students at the University spend the first year of their enrollment at the Komachi Hall, a student dormitory located on campus. Dormitory rooms are divided into separate floors for men and women, and the community kitchen on the first floor is shared by all dormitory residents. Short-term international students also live in the Komachi Hall.
• In addition to the Komachi Hall, there are three other student apartments on campus: Global Village, Sakura Village, and Tsubaki Village, which house second-year and above undergraduate students who have completed one year of dormitory life and short-time international students. In addition, Graduate House is a student housing facility for graduate students. All rooms in Global Village, Sakura Village, and Graduate House are separated by gender, but some units in Tsubaki Village have been operated as gender-neutral units (units not separated by gender) since AY2023.
• Restrooms and bathrooms are provided on a unit-by-unit basis in both the student dormitory and other student residences.
• The University has introduced “themed houses” so that students can broaden their perspectives outside of the classroom. Students interested in the same theme live and work together in the same student apartment (Tsubaki Village). From AY2024, all houses will be operated as gender-neutral units.
• We plan to introduce a gender-neutral floor (a floor not separated by gender) in the Komachi Hall from AY2025.
• If you would like to consult about the student dormitory and student apartments, please contact the Gender Diversity Coordinator.

(3) Restrooms

• There are 18 multipurpose restrooms on campus, which are available for use by anyone. Multipurpose restrooms are also located near the lobby on the first floor of the Komachi Hall and on each floor of Tsubaki Village A (1st to 3rd floors).
• We plan to gradually change the signage of multipurpose restrooms to “Inclusive Restrooms” and create and publish an accessibility map showing the locations of “Inclusive Restrooms” in the future.

(4) Changing rooms

• The changing rooms and shower rooms in Suda Hall are separated for men and women. In order to allow people to change in addition to the changing rooms, we will install fitting boards (changing tables) in some of the “Inclusive Restrooms.”

(5) Clothing and attire for classes and matriculation and commencement ceremonies

• From the perspective of promoting diversity, students may wear clothing and attire based on their diverse identities to their daily classes, matriculation and commencement ceremonies, and other events. At the ceremonies, we respect students’ decisions on clothing and attire appropriate to their diverse identities, such as kimono, ethnic costumes, etc., as long as they are appropriate for the occasion.

5. Study Abroad and Job Hunting

(1) Study abroad

• The University has agreements with over 200 foreign universities, and the Center for International Affairs provides counseling on study abroad and support in preparing for study abroad. Since the conditions and living environment of dormitories, apartments, and university facilities differ depending on the host institution, please consult with the Center for International Affairs Outbound Exchange Team if you have any concerns about your study abroad experience. We can consult with our partner schools for additional communication, if necessary.

(2) Job hunting/career support 

• The Career Development Center offers a wide variety of career choice support services, including career counseling, social exploration activities, and job study groups. If you have specific needs, the Center provides counseling on how to gather information and how to proceed with job hunting, based on an understanding of the situation of each individual student. If you have any concerns about job hunting, please contact the Career Development Center.

1. Consultation Counter

• The Office of Faculty and Staff Support will listen to you. If you have any concern or inconvenience, they will inform you of what the University can do to help you for further coordination according to your individual needs and desires. You may consult with the Office of Faculty and Staff Support even if the matter is under the charge of another department.

• Email: fssupport@gl.aiu.ac.jp (Office of Faculty and Staff Support)

2. Name and Gender Information

(1) Change of name

• If you wish to use a nickname based on your self-identified gender, please contact the Office of Faculty and Staff Support.
• Even if you use a nickname, your name that needs to be registered with a public institution (e.g., local government, immigration office, etc.) should be the name registered in your family register or passport.

(2) Change of gender

• Change of gender is possible when the gender on the family register is changed for Japanese nationals, and when the gender on the passport or residence card is changed for foreign nationals. Please contact the Office of Faculty and Staff Support to make the change.

(3) Handling of gender information

• The University will handle personal information carefully so as not to disclose your gender information in an unintentional manner. We have established the “Akita International University Personal Information Protection Regulations” and handle all personal information in its possession in an appropriate manner to protect privacy.

(4) Gender on certificates and other documents issued by the University

• No certificates issued by the University include gender information.
• If you are to submit documents to other groups or organizations on their respective designated forms, you may be required to include your gender.

(5) Application Forms for Faculty and Staff Employment

• The application form for hiring faculty and staff at the University does not include a gender field.

3. Welfare and Personnel Systems

(1) Medical check-up

• For regular health checkups conducted at the University, the reception desk and the time of the checkups are not separated by gender. Those who wish to receive individualized services regarding health checkups, etc., should consult with the Office of Faculty and Staff Support.

(2) Leave systems

• The leave systems available for pregnancy, childbirth, menstruation, etc. may differ depending on the sex at the time of birth. If you have any questions regarding the use of each system, please consult with the Office of Faculty and Staff Support.

(3) Lease of official residence

• The University allows faculty and staff who do not own their own residence in the commuting area to live in official residence in accordance with the regulations. The criteria differ depending on whether the applicant is a single person or lives with family members. If you live with a family member, you are required to submit an official document such as a marriage certificate. Same-sex partners are also treated as family members upon submission of official documents such as a “Partnership Pledge Certificate”.
• For details on the partnership oath system in local governments in the prefecture (application procedures, where to contact, etc.), please refer to the following website.
  
  Akita Partnership Pledge Certificate System (Akita Prefecture)
  https://www.pref.akita.lg.jp/pages/archive/63250
  
  Akita City Partnership Pledge System:
  https://www.city.akita.lg.jp/shisei/hoshin-keikaku/1011480/1033990.html

(4) Travel expenses for new employees

• The University will provide financial assistance to faculty members and their spouses for travel expenses and transportation of household goods and books owned by the faculty members. In this case, the “spouse” must submit an official document such as a marriage certificate. Same-sex partners are also treated as spouses if they submit a “Partnership Pledge Certificate” or other documents recognized by an official organization and approved by the University.

(5) Personnel system

• The University does not discriminate in any way in personnel matters on the basis of SOGIE.

4. Use of Facilities

(1) Restrooms

• There are 18 multipurpose restrooms on campus, which are available for use by anyone.
• We plan to gradually change the signage of multipurpose restrooms to “Inclusive Restrooms” and create and publish an accessibility map showing the locations of “Inclusive Restrooms” in the future.

(2) Changing rooms

• The changing rooms and shower rooms in Suda Hall are separated for men and women. In order to allow people to change in addition to the changing rooms, we will install fitting boards (changing tables) in some of the “Inclusive Restrooms”.

Term	Meaning
Sexuality	A term that describes human sexuality in general.
Sexual Minority	“LGBTQ+” and other sexual minorities. *It should be noted that some people have a negative impression of the term “sexual minority.”
Gender Identity	How one perceives one’s own gender.
Sexual Orientation	The direction in which sexual interest is directed (including when it is not directed).
Gender Expression	How you want to express yourself in terms of dress, language, behavior, etc. It is also called “expressive gender.”
LGBTQ＋	A generic term for lesbian, gay, bisexual, transgender, and other sexual minorities. The “Q” is an acronym for Queer or Questioning, and the “+” is an inclusive term for more diverse sexualities.
Lesbian	A person whose gender identity is female and whose sexual orientation is toward women.
Gay	A person whose gender identity is male and whose sexual orientation is toward men.
Bisexual	A person whose sexual orientation is toward both men and women.
Transgender	A person whose self-identified gender does not match the gender assigned at birth.
Queer	A generic term for people who do not belong to any existing gender concept or category and an inclusive term for a variety of sexuality.
Questioning	A person who is not clear about their gender identity or sexual orientation and is unsure or does not want to decide.
SOGIE/SOGI	The acronym for “Sexual Orientation, Gender Identity and Gender Expression.” Every person has some form of SOGIE/SOGI.
Heterosexual	A person whose sexual orientation is toward the opposite sex.
Cisgender	A person whose self-identified gender matches the gender assigned at birth.
Pansexual	A person whose sexual orientation is toward people of various genders, regardless of whether they are male or female.
Nonbinary	A person whose gender identity or gender expression does not fit into the male/female category.
Asexual	A person who feels little or no sexual desire.
Aromantic	A person who feels little or no romantic feelings.
MtF (Male to Female)	A person who was born male and whose gender identity is female.
FtM (Female to Male)	A person who was born female and whose gender identity is male.
DSDs	Condition of congenitally atypical chromosomal, gonadal, or anatomically sexual body development
Coming Out	Confiding in a third party about your SOGI.
Outing	Revealing a person’s SOGI to a third party by someone other than the person themselves without the person’s consent.
Ally	People who understand and support sexual diversity.