Policies & Responsibilities

Should you violate the Statement of Responsibility or any other behavioral expectations outlined by your program, host institution, or host country, you may be subject to disciplinary action including the consequences detailed below.

If you are participating in coursework or other activities off campus, you are reminded that you must comply with the behavioral expectations set forth by both JCMU and your host institution. Be aware that the process for responding to conduct issues may vary by institution or organization and may be different while on study abroad than on campus.

1. Verbal Warning

   Student conduct issues that do not jeopardize the health and safety of the individual or others and do not prevent the program from functioning (for example, tardiness to class or a single instance of rudeness toward a host) may result in a verbal warning being issued. Student services staff will have a frank discussion with you regarding your conduct and will clearly outline expectations and consequences should the behavior continue. The student services staff member will give you the opportunity to respond and to ask questions. The student services staff will inform the appropriate JCMU and/or Michigan State University (MSU) staff in East Lansing.

2. Written Warning

   Student conduct issues that jeopardize or have the potential to jeopardize the health and safety of the individual or others and/or is disruptive to the program (for example, alcohol misuse or property damage) may result in a written warning being issued. Failure to respond to and correct behavior outlined in a verbal warning may also result in a written warning. The written warning will describe the reported student conduct issue, outline the behavior that must change, and highlight the consequences should the behavior continue. Written warnings will be shared with your home institution.

3. Removal from Program

   If unacceptable behavior outlined in a written warning does not improve or your behavior is such that it is determined that your continued presence on a program is likely to impede the achievement of program objectives, disrupt program activity, or jeopardize health and safety, you may be removed from the program. You will have 24-48 hours to vacate program-arranged housing. There will be no refund of the program fee.

   Your home institution will be notified of your removal.

   When removed from a program, you are strongly encouraged to return to the U.S. since the program and its affiliates will no longer have any responsibility towards you.

4. Campus Disciplinary Action

   JCMU or faculty/staff from your home institution may submit a student conduct complaint to the student conduct office at your home institution for possible disciplinary action upon return to campus.

By committing to participate in a Japan Center for Michigan Universities (JCMU) study abroad program, I agree to the following.

1. Student Conduct

   1. JCMU Policies, JCMU Website, and Program-Specific Expectations. I understand that as a participant in a JCMU program, I am considered a student and that I am responsible for knowing and abiding by the rules, policies, regulations, and expectations outlined in this agreement and in the following:

      • JCMU Statement of Responsibility
      • JCMU Conduct Agreement
      • JCMU Academic Policies
      • JCMU Website
      • MSU Student Rights and Responsibilities (SRR)
      • MSU Anti-Discrimination Policy (ADP)
      • MSU Relationship Violence and Sexual Misconduct and Title IX Policy

      Any program-specific conduct and academic expectations outlined by my home institution, JCMU (or its affiliates), program leader, and/or other on-site provider or program staff.

      I am subject to JCMU disciplinary codes and processes. In the absence of JCMU-specific policies, I must abide by any Michigan State University (MSU) policies while enrolled in the program and I may be subject to disciplinary action for violations of those policies upon my return to my home institution.

   2. Host Country Customs. I will abide by the laws of my host country, community, institution, and program. I will be sensitive to the local social norms and customs. I will treat my hosts and local communities with respect and dignity.
   3. Alcohol and Drugs. I must abide by host country laws and local institutional regulations with respect to alcohol and other drugs. Unless permitted by host country law and local institutional regulations, I will not possess, consume, furnish, or distribute any alcoholic beverages. Further, I understand that the Japan Center for Michigan Universities has a zero-tolerance policy with respect to the possession, use, manufacture, production, sale, exchange, or distribution of illegal drugs. Whether a drug is illegal is governed by U.S. federal drug laws, the laws of the State of Michigan, and host country laws. I am responsible for knowing and obeying the laws of the host country, as well as all local institutional regulations, regarding alcohol and other drugs. I will adhere at all times to the JCMU Alcohol Misuse and Drug Policy.  I understand that violations of law or policy may result in disciplinary action upon my return to campus and may result in (i) probationary requirements for the remainder of the program abroad; (ii) removal from the program (grade determination will be made by the Sponsoring College's Associate/Assistant Dean for Undergraduate Education at MSU in consultation with the JCMU Resident Director, JCMU instructor(s), and other appropriate staff/faculty members at the student's home institution); and/or (iii) academic withdrawal from JCMU for the semester or program in progress.
   4. Disciplinary Action. I understand that violations of this Statement of Responsibility, JCMU policies, MSU policies, or policies, regulations, and expectations outlined by my program director(s), host institution, and/or on-site provider(s) may result in disciplinary action on-site and/or upon return to campus, academic consequences, removal from the program, and/or suspension or expulsion from JCMU and/or my home institution. A description of disciplinary procedures is available online on the JCMU Policies and Responsibility webpage.
   5. Program Removal. If it is determined that my continued presence is likely to impede the achievement of program objectives or to disrupt program activity, or that I pose a danger to the health or safety of myself or others, I may face summary removal from the program. Any decision to remove me from a program would be final with no refund and take effect immediately. Housing and transportation back to my home country would be my responsibility and at my own expense.
2. Academic and Financial Responsibilities
   1. Payments. Upon completion of my application, I will be responsible for the non-refundable application deposit. I understand that my withdrawal after indicating my acceptance of admission may be very costly, and that my failing to turn in all completed acceptance materials and payments in a timely manner may result in my removal from the program.

   2. Withdrawal. If I wish to withdraw from the program after receiving admission and indicating my commitment to participate, I understand that I must contact the JCMU Office and complete any required steps necessary to change my status, including a written form indicating my withdrawal. If I withdraw from the program after accepting admission, I will be financially responsible for any non-recoverable costs incurred and/or committed by JCMU and its affiliates on my behalf at the time of my withdrawal. After the program's first day, I will be financially responsible for the entire program fee.

      If I withdraw, I will notify the JCMU Office in writing using whatever form is required. The date the form is received by the JCMU Office is the date by which the financial calculation will be determined. If a balance is due at the time of withdrawal, I will pay to cover expenses incurred to that point. If I should decide to withdraw and fail to submit any written notification of my withdrawal and/or fail to show up at the program site, I understand I will be financially responsible for the entire program fee. If I withdraw from the program prior to the program's first day, I will be required to withdraw from my course(s) and will receive a full refund of program and housing fees, less any non-recoverable costs incurred and/or committed by JCMU and its affiliates on my behalf at the time of my withdrawal.

      If I withdraw after the program's first day, I will not receive any refunds. If I am put on probation or recessed from my home institution after acceptance, it is my responsibility to withdraw from my program.

   3. Credit. It is my responsibility to understand the policies and procedures of my home institution and how they relate to my eligibility, billing, and ability to earn credit for participation in my chosen JCMU program(s)/term(s).

      If I am a student of a JCMU consortium, affiliate, or cooperative institution (with an active partnership agreement), I understand that I will remain enrolled in and issued credit through my home institution and MSU will not issue a transcript [i]. If I am a non-JCMU consortium/affiliate/cooperative student, I understand that I will be enrolled at and issued credit through Michigan State University (MSU) as a Lifelong Education student (pending admission granted by MSU) and I am responsible for ascertaining whether and how my home institution will accept such credit.

      I will comply with the JCMU course credit requirements and with JCMU's academic policies and procedures. I will maintain enrollment for the duration of the program in the specified courses for at least 12 credits (MSU credits or equivalent MSU credits) for a semester program or the minimum number of credits specified for my short- term program. If I enroll in more than the number of credits included in my JCMU program, I will be financially responsible for any additional tuition charges. If I fail to enroll (or fail to remain enrolled) in the minimum number of credits, I may be removed from the program and/or I will be billed and responsible for paying an additional program fee. Even if I pay this additional fee after completion of the program, I cannot be retroactively (re-)enrolled in my desired courses.

      If I miss a substantial portion of the program, for whatever reason, the number of credits awarded and any point or grade deductions will be determined at the program leader's discretion. If I withdraw, depart or am removed from a program before its formal completion, I may be ineligible for academic credit. Should I receive permission to return home early, I may be eligible to receive a grade of "W" on my academic transcript.

      1. Students attending a JCMU consortium, affiliate, or cooperative institution who apply for specific JCMU programs and/or terms may be required to register at Michigan State University for billing and/or credit purposes. If this applies to my JCMU program/term, I understand that I may be required to be enrolled at and/or billed through Michigan State University (MSU) as a Lifelong Education student (pending admission granted by MSU) and I am responsible for ascertaining whether and how my home institution will accept such credit.
3. Program Logistics and On-site Responsibilities

   1. Travel Arrangements. JCMU may make changes to the program itinerary, including cancellation, at any time and for any reason. I will be responsible for any costs paid to outside agencies (such as airlines or travel agencies) due to such cancellation or change. JCMU is not responsible for penalties assessed by air carriers or any other associated costs based on operational and/or itinerary changes.

      I must confirm departure and arrival times and locations with the JCMU Office. If I travel independently and arrive after the start of the program, I will notify JCMU personnel and am responsible for all academic consequences such as lost class time and assignments. My property is transported at my risk. JCMU is not responsible for travel delays and hassles.

      I will notify the appropriate JCMU on-site staff (typically the Student Services Coordinator or Resident Director) of my itinerary whenever I leave the site for longer than one day. JCMU is not responsible for any injury or loss I may suffer when I am traveling independently or am otherwise separated from any JCMU-sponsored activities. If I become separated from the program group, for any reason, I will rejoin, at my own expense, the group at the first opportunity.

      JCMU may substitute hotel accommodations or housing at any time. Specific room and housing assignments are within JCMU's sole discretion.

   2. Countries with High-Risk Designation. I understand that JCMU, MSU, and/or my home institution may have specific waiver requirements and policies associated with student travel to countries or other geographic areas that have been designated high-risk. It is my responsibility to confirm any such policies and requirements before making plans to travel and to complete any processes necessary to apply for a waiver (if available). Furthermore, I understand I am not permitted to travel independently to a country or geographic area that is designated high-risk unless I have been granted a waiver by all appropriate institutions.
   3. Accompanying Family Members. JCMU is not responsible for providing support for accompanying non- participants, e.g. spouses/partners, parents, and children. I am advised to obtain international health insurance for any accompanying non-participants. Such persons cannot attend classes or other activities formally associated with the program. If such a person disrupts the program, it may be grounds for my removal from the program.
   4. Health. I will be responsible for my own health maintenance. In the event of illness, accident, or emergency, I will inform an appropriate program official so that assistance may be secured and so that my designated emergency contact may be notified. If changes to my health occur prior to program participation but after submission of the JCMU Participant Health / Emergency Treatment Authorization Form, I agree to submit an updated form to the JCMU East Lansing Office as soon as possible.
   5. Housing Infractions. In the event of infractions of housing regulations and/or behavior that negatively impacts the housing situation, the Consequences For Student Conduct Issues procedures will apply. If I am removed from housing, I may be removed from the JCMU program. If I am removed from housing but remain in the program, I will be responsible for locating and paying for alternative housing. No refund of the program housing will be granted. If alternative housing cannot be found, I will be removed from the program and forfeit academic credit and any financial refund. If JCMU becomes aware of or is invoiced for damage to on-site housing (including host family property, hotels, etc.), the responsible student(s) will be held financially accountable, the costs will be invoiced to the student(s) or their home institutions, and credits and grades will be withheld.
   6. Unauthorized Absences. Attendance and engagement are indispensable parts of the education abroad experience and academic consequences as outlined in the course syllabus and on [JCMU Policies and Responsibility page] will apply. Unauthorized absences may be considered an emergency situation and the emergency contacts listed on my application may be contacted. Failure to attend any required program activities (including field trips, classes, guest lectures, etc.), will not be considered an official withdrawal from the program and I will be held to the refund policies outlined in section 2. B. Withdrawal.
   7. Demonstrations and Protests. As a condition of participation in my JCMU program(s), I agree to not participate in and to avoid any demonstrations and protests. Even those with peaceful intentions may become unsafe and/or involve negative confrontations with local law enforcement. If I am accidentally caught up in a demonstration, I agree to leave the area as soon as it is safe to do so. If I have any questions or concerns about civil unrest before my program or while abroad, I know that I should contact the Office for Global Health, Safety, and Security at Michigan State University. If I participate in a local demonstration or protest, I understand that I am subject to local laws and may be subject to disciplinary action by JCMU, MSU, and/or my home institution.
4. Acknowledgement of Risk and Release of Claims
   1. Acknowledgement of Risk. I understand that international travel has varying degrees of risk that are dependent on location and unpredictable events such as natural disasters as well as my own conduct. I am aware that I may contact the JCMU Office and/or the MSU Office for Global Health, Safety, and Security for assistance with travel planning and emergency preparedness. Recognizing the risk of loss and serious injury that could occur, I affirm that the decision to travel internationally is my own choice.
   2. Release of Claims and Indemnity. For myself and all those who may claim through me, I release JCMU and its member institutions (and their agents, employees and representatives) from liability for all injuries, illnesses, and losses, including death, I may sustain to my person and/or property, which are in any way connected to my program participation, except as regards any claim of "gross negligence" that is actionable under Michigan's Governmental Tort Liability Act. I further agree to defend and hold JCMU and its member institutions harmless with respect to any loss, claim or expense it may sustain by reason of my behavior.
   3. Governing Law. Any dispute arising from this Statement will be determined according to Michigan law.
   4. Waiver - Release of Information. In the event of an emergency or urgent circumstance, if I cannot be reached, I authorize United States governmental personnel to release information concerning my welfare and whereabouts to JCMU. By this authorization, I waive all rights otherwise provided by the Family Education Rights and Privacy Act, including 5 USC section 522(b)(8).

Signature Statement:

I acknowledge that I have had an opportunity to ask any questions I have about this Statement of Responsibility (and all related policies and procedures referenced therein), that I have read and understand it, that I accept its terms, and that I have signed it knowingly and voluntarily.

(Last updated: March 6, 2024)

Students participating in JCMU programs are required to abide by the rules outlined in the following Conduct Agreement (along with any additional guidelines set by on-site staff):

1. Bicycle Helmets: Students are required to sign a bicycle and helmet use agreement before a bicycle will be issued to them. All students are required to wear a bicycle helmet. Students not wearing a helmet when riding a bicycle will have their bicycle privileges revoked for one week after the first offense. A second violation of the bicycle helmet agreement will result in bicycle privileges being revoked for the remainder of the program. Proper wearing of a bicycle helmet means that it must be worn with the chin strap properly fastened. This helmet policy is serious. There will be no exceptions.
2. Drug Use: Any student found to be using or in possession of any kind of illegal substance will be reported to the police and immediately dismissed from the program. The Residence Hall and the Academic Building are the property of the Government of Shiga Prefecture. JCMU administrators and Shiga prefectural officials have the right to request the police to enter a student’s room if the student is suspected of violating the policy regarding drugs.
3. Alcohol: The possession and consumption of alcohol is forbidden in all common areas, including the TV room, study hall, residence hall computer lab, corridors, and grounds (which includes the front of the residential/academic buildings, parking lot, and tennis/basketball court).
4. Smoking: JCMU is a smoke-free environment. Smoking (including 'vaping', i.e., the use of e-cigarettes) is prohibited in all buildings (including in Residence Hall apartments). Smoking on campus is only permitted next to the student bike shed. Ashtrays are provided in this area. Cigarette butts must be properly discarded in these designated ashtrays. Littering will not be tolerated.
5. Fire Hazard: Students are prohibited from using incendiary devices on the property of JCMU and its surrounding areas. Candles, incense, and any electronic portable cooking device are not allowed. The only device allowed in the apartment is the cooking stove and only when a student is cooking. The stove should also never be left unattended while ignited.
6. Theft: Students are strongly cautioned to not leave any of their valuable belongings (i.e. laptops, jewelry, etc.) unattended in common areas or in their apartments when they have visitors (other residents or outside guests). JCMU is not responsible for any damage to or theft of personal belongings.
7. Privacy: Although efforts will be made to respect your privacy, the Resident Director and his/her designated personnel reserve the right to enter a student’s room at any time while in pursuit of their duties. This includes situations of medical emergency, suspected policy violations, or for general health/safety/maintenance issues. A search of the room and all belongings may also be conducted if deemed necessary by the Resident Director or his/her designee.
8. Noise:
   • No noise, including stereos or other amplified sound, shall be heard beyond the confines of the individual’s room.
   • No noise or other activities that can disturb others shall take place in the corridors, in the lobby, or within twenty feet of the exterior of the buildings.
   • Unauthorized social events are prohibited in the residential building lobby/study hall.
9. Visitors in the Residence Hall: Visitors must be accompanied by a JCMU student while in all areas (residence hall computer lab, TV room, fitness room, and student rooms) of the residence hall with the exception of the lobby. Visitors must leave the building and grounds of JCMU at 10 P.M. and are not permitted to return until 8 A.M. the following day. No exceptions. Students are responsible and accountable for the behavior of their visitors while they are on JCMU property. They will be held to the same standards as you. Home stay students are not residents and are not permitted to stay in the residence hall after 10 P.M. Home stay students are considered to be guests and are not allowed to stay in students’ rooms alone at any time. Home stay students who violate this policy will be asked to end their home stay immediately and return to the residential building. Home stay students, during the school week, may come back to the dormitory by 7 A.M.
10. Quiet Hours: Quiet hours are from 10 P.M. to 8 A.M. If approached by a faculty or staff member or a fellow student to hold the noise down, please comply.
11. Residence Hall Security: Students should lock their doors when leaving their apartment. 15,000 yen will be charged to the student in the case of a lost key and/or key tag. Please ensure the residence hall is secure by keeping the outer doors locked after 10 P.M. Students who are reported to have unlocked any of the outer doors after it has already been locked will be dismissed from JCMU. Students are not allowed to obtain any safety hazard including firecrackers, fireworks, firearms, or other dangerous weapons or explosives including but not limited to soft air guns and Japanese swords. If you wish to purchase them as a souvenir, consult with the Resident Director first so they can be stored in a storage room until you depart JCMU.

12. Room Occupancy: If you are assigned a room in the residence hall and you are the only occupant of the apartment, please do not occupy the second room. Students found occupying two rooms in the apartment will be asked to pay a rental fee on the second room of 2,500 yen per day plus 2,500 yen for cleaning. Students are responsible for the behavior of guests that are in their apartment, regardless of whether the guest is another JCMU student or not. Students are responsible for cleaning their apartment upon departure. Failure to go through the room inspection and/or cleaning the apartment as instructed will result in a fine.
    Students that fail to abide by these regulations, or those who condone or assist in the violation of the policies, may be subject to sanctions by the Resident Director or his/her designee. Sanctions may include fines, restitution, loss of privileges (including bicycle privileges), removal from the residence hall, or dismissal from the program (see the Consequences for Student Conduct Issues section on this page).

    Failure to pay fines or charges will result in your grade being withheld at the end of the program until payment is made (see Statement of Responsibility).

    Violations of the rules by fellow students, particularly regarding conduct in the Residence Hall, or regarding behavior that compromises residence hall security, can and should be reported to either the Student Services Coordinator or the Resident Director in the form of a formal written complaint. The person who submits the complaint may remain anonymous upon request, but students will receive notice of the complaints filed against them. Multiple formal written complaints against one student may be sufficient grounds for sanctions and possible dismissal from the program.

Updated 03.30.2022

If you are of legal drinking age in your host country, you are permitted to consume alcohol during non-program hours. However, alcohol must be consumed responsibly and cannot be misused. Alcohol misuse is consumption of alcohol that is or has the potential to be harmful to the individual and/or is disruptive to the program. Alcohol misuse is often a factor in student conduct issues abroad.

The Michigan State University (MSU) Drug and Alcohol Policy applies to JCMU programs. MSU has a zero-tolerance drug policy that prohibits the possession, use, manufacture, production, sale, exchange or distribution of illegal drugs by education abroad participants. Whether a drug is illegal is governed by U.S. federal drug laws, the laws of the State of Michigan, and host country laws. Students should be mindful that marijuana is prohibited on EA programs regardless of any local laws.

Students that violate this policy face removal from the program and disciplinary action upon return to campus.

Tips for consuming alcohol responsibly:

• Remember that education abroad is primarily an educational opportunity, not a vacation.
• If you choose to consume alcohol, do so responsibly and in compliance with local norms. In most countries, alcohol is consumed socially and in moderation.
• Look out for your friends and do not hesitate to seek assistance for a friend who may be in danger.
• Research local attractions and activities that are nearby and may offer a safe, fun alternative to drinking alcohol

For more information or assistance with alcohol misuse, please see MSU Olin Student Health Services.

1. Visa Guarantor

   Many students are granted visas to reside in Japan under the official sponsorship of JCMU and Shiga Prefecture. The Resident Director of JCMU assumes the responsibility of serving as "guarantor" for these program participants.

   These participants thus bear a reciprocal responsibility to the Resident Director for their behavior in Japan. Students must be scrupulous in observing the mores of the community, the rules of the Program, and the laws of the country. Failure to do so endangers the trust established between the governments of Shiga and Michigan, and the continuance of the program itself. Some specific rules on drugs, employment and driving require special mention here. These restrictions are rigidly enforced to protect students as individuals from being jailed or deported, and to protect JCMU itself from censure.

2. Drug Use

   Illegal drug use in Japan carries much heavier consequences than in the United States. Laws are harsher and more strictly enforced, and public opinion against drug use is much stronger. Anyone violating the prohibition on drug use will be dismissed from the program without further warning. Students with other substance abuse problems (even with legal substances such as alcohol) may also be sent home.

3. Employment

   In general, students are not allowed to work during their stay at JCMU. JCMU students' sole purpose for coming to Japan is to study Japanese language and culture. Unauthorized employment could jeopardize the student's continued stay at JCMU. Students may, however, participate in non-paid internships, a selection of which will be introduced while you are at the center.

4. Driving

   JCMU students are not allowed to own or operate motorized vehicles. The restriction on driving a motorized vehicle while in Japan relates to the Japanese concept of liability, which is both broader and more severe than in the US. An accident while driving would affect not only the driver, but also the organizations of which they are a member—the Japan Center and the Shiga Prefecture Government. Neither the Japan Center nor the Prefecture can accept the social censure and fiscal liability that even a minor accident could bring.

Attendance:

1. Class attendance is mandatory: Students enrolled in the Intensive Japanese Program will be dismissed from the program if they accumulate 15 unexcused absences (15 hours, not days). An absence may be excused with a note certifying an illness from the doctor in Japan who diagnosed the illness and prescribed the treatment. Students must keep in mind that, due to the intensive nature of the language program, a total of more than 22 hours of absences (whether they are unexcused or excused) will not be accepted, except in extremely special cases. Students also have to keep in mind that, by being absent, they will miss other opportunities to take quizzes or tests, to turn in homework and so forth, in addition to learning new materials in class. 
2. Students are expected to be punctual. Being late five minutes or more is unacceptable, and will be counted against one's attendance grade. Three tardies will count as one absence.
3. Excusing any absence or lateness due to weather, public transportation problems or other reasons will be decided by the JCMU Director in consultation with the Japanese Language Program Coordinator.

Assignments:

1. Late assignments will not be accepted. If you know in advance that you will be absent, you may hand in your homework before the due date.
2. Incomplete or poorly-done assignments (as judged by the instructor) will not be accepted.

Tests/Quizzes/Examination:

1. Quiz days will be announced in the weekly schedule.
2. Test and examination days will be outlined at the beginning of each term.
3. There will be no make-up quizzes, tests or examinations. ("making up" here means taking a quiz both before and after the scheduled time.)

Miscellaneous:

1. The use of English in the classroom is strictly prohibited without prior permission requested (in Japanese) and given by the instructor. Ex. "Sumimasen, Eigo de ii desu ka?" Speaking English is discouraged anywhere in the academic building during the morning sessions.
2. The following are forbidden in the classroom: food, drink besides water, gum-chewing, and wearing hats of any kind.
3. JCMU Japanese language courses strive for a high level of accuracy in the student's Japanese. To that effect, students should expect to be corrected in class. This should not be taken personally and should not inhibit one's participation in class. This measure is to ensure students practice only correct and productive Japanese.
4. Students are expected to come to class well-prepared. Preparation for class makes a significant difference in the ability of the class as a whole to progress. Please familiarize yourself with the new lesson, vocabulary, and grammar prior to the class. Any questions raised during your study will be answered in class.
5. Students are expected to study a minimum of 3-4 hours outside of class daily.