Harassment Prevention CommitteeWaseda University

In light of the recent rapid spread of social media and the consequent increase in online troubles, Waseda University has established the “Guidelines for Preventing Troubles in the Use of Social Media and Emails.”

These guidelines aim to ensure the responsible use of social media and emails, thereby preventing troubles arising from the use of social media and emails by students enrolled in the University and faculty and staff working in the University, and promoting the development of free discourse and information space.

※The official version of the Guidelines is written in Japanese.
In the case where this document is written in Japanese and in other languages and there is any inconsistency or difference between the versions of this document, Japanese version shall prevail in all respects.

Social media is a convenient tool that allows for the instant dissemination and acquisition of information without geographical or temporal constraints, enriching academic information exchange as well as personal communication. However, its nature–enabling easy, anonymous, and widespread information sharing–often leads to trouble. Similarly, emails are widely used as a convenient communication tool and share some characteristics with social media, such as the ability to send information to many people simultaneously, which can also lead to issues.

These guidelines aim to prevent issues from arising through the use of social media and emails by ensuring their prudent use. This applies to students enrolled in schools established by Waseda University Corporation (hereinafter referred to as “the University”) as well as the faculty and staff working in the University, thereby promoting the development of free discourse and information space.

(1) In these guidelines, “social media” refers to media services that enable the dissemination of information to a large number of unspecified people using the internet or internet capable devices (regardless of whether they use the University’s systems, servers, etc.). This includes social networking services such as video sharing sites and microblogging sites, weblogs, bulletin boards, free communication apps, and other similar services.

(2) In these guidelines, “students” refers to all students enrolled in schools established by the University (including non-degree students, special research students, research students, and exchange students).

(3) In these guidelines, “faculty and staff” refers to the following individuals:
i. All faculty and staff employed by the University (including research associates, dispatch employees working under a dispatch contract or other agreements, researchers, temporary staff, and contract staff).
ii. In addition to i, faculty, researchers, supervisors, and other individuals who have the qualifications to conduct educational, research, and operational activities using titles or positions that include the University’s name.
iii. The President, Trustees, and Auditors of the University.

(4) In these guidelines, “members” refers to students, faculty, and staff.

These guidelines apply to the use of social media, email, etc. by members, regardless of whether such use occurs on-campus or off-campus, within or outside the educational curriculum (including private activities), or during work-related or non-work-related activities. This includes actions involving the dissemination of information to specific individuals or groups using social media messaging functions, email, etc., as well as the use of anonymous or private accounts on social media.

Members are required to adhere to the following when using social media, email, etc.:
(1) Do not violate Japanese laws and regulations (including the laws of other countries and international law when abroad) or the various regulations, basic policies, guidelines, declarations, and other directives of Waseda University that you have the right to view permitted by your employment or student status. Violations of item (1) include, but are not limited to, the illegal acts that fall under (2) and (3) below.

(2) Do not disseminate content that defames or slanders others (use of “others” includes the University, the same shall apply hereafter) without just cause.

(3) Be mindful not to infringe on the rights of others, including human rights, portrait rights, privacy rights, copyrights, etc., and do not disseminate discriminatory, obscene, or otherwise offensive content that violates public order and morals.

(4) Do not disclose information about others that is subject to confidentiality obligations without their permission.

(5) Make an effort not to disseminate false, inaccurate, or misleading information on social media, and strive to maintain the dignity of being a member of the University when using social media, email, etc.

(6) Understand that it is impossible to completely delete information once disseminated through social media, email, etc., particularly in the case of social media, where such information can be instantly shared and spread worldwide regardless of the sender’s intent.

The University shall strive to thoroughly inform and enlighten members on the proper use of social media and email by clarifying and deepening their understanding of the background, actual situation, impact, and the issues related to incidents arising from the use of these tools through education, training, investigations, and public relations activities.

(1) If it is suspected that the use of social media, email, etc., by members has violated any laws, University regulations, or guidelines; breached confidentiality; infringed others’ rights; or if the University deems that such use has damaged its credibility or reputation, the University may conduct an investigation in cooperation with relevant agencies.

(2) If members use social media, email, etc., in violation of items (1) to (5) of section 4 (Matters to Be Observed), the University may request the correction or deletion of the disseminated information to the concerned members.

(3) Regardless of whether a request described under item (2) is made, if members (limited to those over whom the University has disciplinary authority) willfully or negligently use social media, email, etc., in violation of items (1) to (4) of section 4 (Matters to Be Observed) and such use constitutes a reason for disciplinary action as stipulated in the University’s regulations, the University may impose disciplinary measures on the violators.

Information disseminated by social media, email, etc., cannot be completely deleted and carries the risk of being instantly shared and spread worldwide, regardless of the sender’s intent. There is also the possibility that such information may be collected and used in ways not intended by the sender. The following actions, while not necessarily subject to immediate disciplinary action or criminal penalties, can lead to trouble and may inflict lifelong damage on the sender as well.

When using social media, email, etc., please take plenty of precautions. In the event of any issues arising from the use of these tools, please consult your school office, or contact your division’s executives, managers, or the Compliance Consultation desk as needed.

1. Examples of Actions that (potentially) Violate Laws and Regulations
(1) Posting photos or videos depicting oneself or a third party in a sexual manner on social media, or sending such content via message or email without permission
(2) Posting another person’s copyrighted material (photos, illustrations, videos, texts, etc.) on social media without permission, including materials used or distributed in classes, exams, or content saved from websites.
(3) Displaying content that defames or slanders others on social media profiles or statuses, or disseminating such content through social media, email, etc.
(4) Displaying threats of harm against others on social media profiles or statuses, or disseminating such threats via social media, email, etc.
(5) Sending emails or messages that specify an individual’s location beyond what is normally available, or repeatedly sending emails or messages seeking direct communication against the recipient’s will.
(6) Logging into another person’s social media or email account using their ID and password.

2. Examples of Actions that (potentially) Violate the University’s Guidelines for Harassment Prevention
(1) Sending obscene texts or images without consent, or requesting an individual to send such images.
(2) A person in a superior position sending emails or messages frequently or during late hours or holidays without a reasonable cause, demanding immediate replies or actions.
(3) A person in a superior position posting warnings or reprimands about an individual on social media or sending such messages to groups or mailing lists that include third parties without a reasonable cause.
(4) Faculty members sending emails or messages to students, without reasonable cause, that imply or state potential disadvantages related to credit acquisition, graduation, thesis presentation, etc.

3. Examples of Actions that (potentially) Violate the Rights of Others or Public Order and Morals
(1) Displaying or posting expressions on social media profiles, statuses, or sending messages or emails that specifically demean certain ethnic groups, nations, religions, gender identities, or sexual orientations.
(2) Posting photos or videos on social media that depict identifiable individuals or private information without their permission.
(3) Using someone else’s face photo, name, or other personal information without permission to impersonate them or disseminate information via social media or email.
(4) Sending emails or messages to others with unreasonable demands for actions they are not obligated to perform, along with implied threats of self-harm if those demands are not met.
(5) Using social media or emails to spread malicious rumors, fake information, or inaccurate information.

4. Examples of Actions Suggesting Personal Involvement in Illegal or Unjust Activities
(1) Posting photos, videos, or written confessions on social media depicting fare evasion on public transportation, trespassing on railway tracks, shoplifting, gambling, or other activities in violation of the law.
(2) Posting photos, videos, or written confessions on social media showing engagement in unsanitary activities in restaurants or similar establishments, or disturbing behavior in public places.
(3) Posting photos, videos, or written confessions on social media showing underage (under the age of 20) drinking or smoking, drinking in a manner that affects health such as binge drinking, or cheating on exams.
(4) Displaying on social media profiles or statuses, or posting on social media, content confessing to possession of marijuana, stimulants, or other illegal drugs, recommending their use, or seeking to buy or sell such substances.
(5) Advertising on social media the resale of live event or concert tickets at prices higher than the face value.
Note: The content of these posts (potentially) constitutes illegal or unjust improper activities.

5. Examples of Confidentiality Breaches
Posting on social media any of the following information obtained during learning, education, research, internships, club activities, circle activities, part-time jobs, or other work and daily life, or sending such emails or messages to third parties without the authorization of the person with the appropriate authority:
i. personal information
ii. internal information of companies or organizations
iii. other information subject to confidentiality obligations