The WNU are pleased to welcome all participants to WNU Summer Institute 2023, held in Japan with the cooperation and support of JAIF.

The WNU Summer Institute has been adapted to enable the event to take place safely during the COVID-19 pandemic. Protecting the health of participants and the local community, while at the same time enabling an effective, inclusive and safe event is of utmost importance. Everyone participating has an important role to play in keeping us safe.

To this end, all Participants (including attendees, speakers and staff member) must adhere to the WNU Summer Institute (SI) COVID-19 requirements which are summarized below. These will be updated nearer to the event, to build on the regulations in place across Japan, where the event will be held. Violations of COVID-19 requirements risk everyone’s safety, and as such they will be taken very seriously and may lead to expulsion from the programme or even criminal prosecution.

WNU will not be liable for any equipment or tests required to comply with WNU policy or local regulations including but not limited to LFD Tests, PCR tests, face coverings, hand sanitizer etc. WNU is also not liable should local or international regulations require you to remain in the venue or host country beyond the end of the programme.

This Code of Conduct summarises the COVID-19 requirements that all Participants must abide by and outlines the additional measures taken to ensure a safe conference.

Accurate information about the COVID-19 vaccination status of Participants will help to inform health planning for the event. Participants must declare their COVID-19 vaccination status as part of the registration process within the WNU online application system. WNU will require all participants, once accepted, to provide proof of vaccination, medical exemption or of recent COVID illness.

For those coming from developing countries, please inform the WNU Coordinating Centre if you are if you are not able to get hold of the vaccine.

You will be expected to comply with all mandated COVID-19 restrictions required by our host country prior to departure. You may also be asked by WNU to complete any extra safety measures we deem necessary, including but not limited to taking a pre-departure COVID-19 test in the 72 hours before departing to Japan and showing evidence of a negative result before you start your journey and on arrival.

Please also be aware that you will be required to comply with local regulations in any countries you travel through on route to the WNU programme.

Depending on the situation at the time of the event, Participants may be required by WNU to:

• Complete self-administered daily COVID-19 Lateral Flow Device (LFD) tests in their accommodation, at any stage during the SI. A negative test result may be required for entry each day to the plenary and breakout sessions.
• Engage with any COVID-19 spot-testing regime or COVID-19 detection trial that may be in place within the venue.

Any Participant that reports symptoms of COVID-19 or tests positive on a daily LFD COVID-19 test, must self-isolate immediately and undertake a confirmatory COVID-19 PCR test.

Any Participant who receives a positive COVID-19 PCR test result must:

• Follow the WNU SI isolation rules and isolate immediately in their accommodation for 10 full days.
• Report their positive result immediately in writing to the WNU Secretariat, their mentor, and to any relevant authority required by the host country’s regulations.
• Engage with contact tracing, when asked to do so, and provide the relevant details to enable contact tracing to be conducted.

Any Participant who is contacted by the host country’s Test and Trace process must follow the advice given to them in relation to their need to take a COVID-19 test and isolate. This advice may differ from published guidance based on an individual risk assessment taking into account vaccination status and previous infection history.

WNU guidance for safety may change as circumstances evolve, but participants may be requested to:

• maintain physical distancing
• wear face coverings except when eating, drinking, or are medically exempt.
• ensure events / meetings finish in a timely manner to ensure the cleaning teams have sufficient time to do their valuable work.

Hand sanitiser stations will be located throughout the premises and Participants should make frequent use of them. Regular cleaning of all surfaces will take place throughout the programme.

Outside of the WNU SI venue, including within public spaces, hospitality venues, accommodation and on public transport, all Participants must adhere to the relevant local COVID-19 measures and restrictions that apply.

These might include the wearing of face coverings in indoor public spaces (unless eating, drinking or seated in a hospitality setting) and on public transport as mandated by local regulations, unless medically exempt.

Any breaches of this Code of Conduct will be dealt with by the WNU Coordinating Centre individually. The WNU Coordinating Centre will take the necessary measures in order to address such breaches adequately, as soon as possible and usually within 24 hours, in order to ensure a safe event. Such breaches may lead to a temporary suspension from the event and serious breaches may lead to permanent exclusion. Criminal prosecutions may also be pursued if serious breaches occur.

The following is a non-exhaustive list of serious breaches:

• Providing false information on vaccination status
• Failing to undergo, when required, or leaving Managed Quarantine before the required period of time
• Failure to comply with Managed Quarantine testing requirements and COVID-19 protocols where applicable
• Falsifying information on a Passenger Locator Form or failing to complete a PLF
• Failure to comply with any required COVID-19 testing regime
• In the event of a positive COVID-19 test, deliberately failing to record or falsifying the test result
• In the event of a positive COVID-19 test, failing to observe self-isolation protocols
• Failure to comply with testing or isolation advice
• Failure to engage with the contact tracing process