Information for Residents

1. Change of Information Provided in the Application

   • If there are changes to the information provided at the time of application such as occupants or vehicle information, please submit the form 07, "Notification of Change in Information Provided in the Application to Rent Housing"(貸与申請書記載事項変更届出書) within ten days of the change.
     
     

2. Long-term Absence from Housing

   • If you will be away from the housing for over one month or up to one year, please submit the form 10, "Notification of Long-term Absence from Housing" (宿舎長期不在届出書) at least ten days before the absence begins.

   • Be sure to conduct water draining of the water pipes and the bath tub water heater before leaving the housing.
     
     

3. Alteration on Housing

   • Generally, alterations to the housing unit are not permitted. In cases where alterations are unavoidable and do not impede the management of the housing unit,  you may submit the form 08, "Application for Alteration on Housing" (宿舎模様替等申請書) for review by the Asset Management Section at least ten days before the alteration work is scheduled. Alterations may be denied or approved with conditions. Submit any additional paperwork detailing the nature of alterations if necessary.

   • In accordance with university regulations, the alterations must be restored to their original state at the time of moving out.

   • See the following for common alterations. If your alteration is not listed, contact the Asset Management Section for more information.

     1. Application required

        • Changing amperage service

        • Changing the lock cylinder

        • Increasing the number of gas valves

        • Installing a bidet or heated toilet seat

        • Installing a doorbell, electrical outlet, fiber internet outlet, etc.

     2. Application not required

        • Installing an air conditioner where no holes for ducting are necessary

        • Painting walls the same color

        • Installing a water heater

     3. Not permitted

        • Installing shelves on the walls

        • Installing kitchen cabinets

        • Removing closet shelves

        • Installing storage sheds
          
          

4. When Desiring to Transfer

   • If you wish to transfer to another housing unit after moving in, please submit the form 01, "Record of Intending to Move-into/Change Faculty/Staff Housing" (宿舎入転居希望調書) to your host department via email at least one month before your desired transfer date. Please note that approval may not be granted depending on vacancy status.
     
     

5. Housing Loan Certificate (宿舎貸与証明書)

   • If a housing loan certificate is required for any reason, please notify the Asset Management Section.

The Housing Association is responsible for the upkeep and maintenance of common items in the housing such as: water pump rooms, water tanks, shared TV antennas, outdoor lights, etc. The cost of upkeep, not including the amount borne by Tohoku University, shall be borne by the residents through the Communal Charge. The Communal Charge shall be collected, managed, and disbursed by the Housing Association. See the information below for details on the scope responsibility of the Housing Association.

1. Common Area Electricity Fees

   • Electricity fees for facilities like water supply and drainage systems, outdoor lights, and stairwell-lights.  

   • The cost of repairs for damaged or burnt-out bulbs in outdoor lights and stairwell-lights as well as the purchase of replacement fluorescent lamps etc.

2. Common Area Water Fees

   • Water fees for shared outdoor faucets etc.

3. Maintenance Costs for Water Supply and Drainage Equipment

   • Costs for cleaning indoor and outdoor sewage pipes, grey water pipes, and cleaning of the water receiving tank. Sewage pipes, grey water pipes, and the water receiving tank must be cleaned once a year by a specialized contractor. Regarding dirt, sand, fallen leaves, etc., accumulated in the grey water drain traps by rainwater, please clean them as needed.

4. Weeding and Cleaning

   • Weeding and cleaning of the housing premises, etc. This should be carried out once a year depending on the condition. When cleaning the bicycle parking area, please organize any unnecessary bicycles.

5. Maintenance Costs for Plazas and Children's Playgrounds

   • Costs for the repair and replacement of playground equipment, and for the replenishment and cleaning of sandboxes. To prevent accidents involving children, please conduct a monthly visual inspection of equipment, and lubricate as necessary. In addition, conduct an annual inspection by a specialized contractor. Please remove small stones, level uneven surfaces, weed, and replenish sand as needed.

6. Repair Costs for Common Equipment, etc.

   • For repairs of common equipment, please refer to "B. Common Areas" in the "Standard on Small Repairs Paid for by the Tenant" (軽微な修繕にかかる入居者負担の基準)

7. Miscellaneous

   • Other items deemed necessary. This is determined by agreement of the residents of each housing.

※The Housing units are not equipped with extra room lights, kitchen water heater, gas cook-top, kitchen ventilation fan, air conditioner, or other appliances. Residents are responsible for installing their own appliances and fixtures as needed, and shall remove all appliances and fixtures when moving out.

1. Entrance

   • The entrance to each unit is not waterproofed, so please do not pour water there. Doing so may cause water to leak to the floor below.
     
     

2. Living Spaces

   • Tatami Mats: Laying coverings or carpets over tatami mats can impede ventilation and damage the tatami base. Please expose the tatami to outside air occasionally.

   • Decorative Boards: Do not use nails, thumbtacks, or cellophane tape.

   • Aluminum Fixtures: Clean with a sponge soaked in lukewarm water diluted with a neutral detergent.

   • Preventing Scratches on Flooring/Tatami: When installing heavy objects, ensure extreme caution to prevent tipping. To protect flooring and tatami from scratches, use elastic mats, cork mats, anti-scratch sheets, cushion seals, or anti-vibration mats.

   • Ceiling: The ceilings in the housing units are painted. Specifically, ceilings with spray paint (uneven surface) may have paint peel off if force is applied. Therefore, please refrain from using tension rods or similar items against the ceiling.
     
     

3. Kitchen

   • Ventilation: Since fire is used in the kitchen, pay particular attention to ventilation. Insufficient ventilation can lead to high indoor humidity, causing condensation on light fixtures and potentially leading to short circuits. Please try to ensure good airflow by using the ventilation fan or frequently opening windows.

   • Drainage: Water used in the kitchen flows into the building's drainage pipes via the sink trap. Therefore, if the drainage pipes become clogged, wastewater may backflow into sinks on other floors, causing significant inconvenience to other tenants.

   • Important Notes:

     1. Do not pour tempura oil or similar substances down the drain, as this can cause drainage pipes to clog.

     2. Do not flush kitchen waste such as rice grains, tea leaves, coffee grounds, or vegetable scraps down the drain.

     3. The drain strainer and P-trap attached to the sink are easily removable. Please clean them once a day and remove any accumulated waste.
        
        

4. Toilet

   • Toilet tank: If the water does not stop running, stop the water at the valve before inspecting it.

   • Sewage Pipe Clogs: Sewage pipes connect toilets on upper and lower floors with a single pipe. Therefore, clogging a sewage pipe can cause sewage to backflow. Always use toilet paper and never flush newspapers, cloth scraps, disposable diapers, sanitary products, or similar items. If you cause a sewage pipe to clog, you will be responsible for all repair costs and damages. If the cause is unknown, the costs will be borne by all tenants on that staircase or in that entire building. If waste in the toilet bowl does not flush, or if you suspect any other abnormality with the sewage pipe, please ask all tenants on the upper and lower floors to stop using their toilets and then contact the Asset Management Section.

   • Toilet Cleaning: The floor in the toilet room is not waterproofed, so pouring water on the floor will cause it to leak downstairs. Please clean by wiping.
     
     

5. Shower Room

   • Ventilation: Shower rooms are humid and prone to mold, so always ensure good ventilation by opening windows sufficiently after use.

   • Be sure not to open the window in the shower room while the bathtub water heater is in use. Exhaust fumes may enter the shower room if the window is open. Open the window after use to ventilate the room.

   • Floor and Walls: While the floor is waterproofed, placing washing machines roughly can damage the waterproof layer, so please be careful. Wall surfaces are generally not waterproofed. If you wash walls with water, it may leak downstairs. When cleaning walls, use a damp towel or similar. Also, if the wall surface is painted, do not scrub with a brush.

   • Cleaning the Drain:

     1. Hair and other debris tend to accumulate in the bathroom drain. Be sure to remove them.

     2. Remove the drain cover with a screwdriver or similar tool and clean the P-trap and drain opening regularly.

     3. Remove and dispose of items that are prone to clogging, such as hair, instead of flushing them down the drain.

     4. Neglecting to clean the drain can cause a large amount of water to pool on the floor, potentially leading to water leakage from the walls to the floor below, so please be careful.
        
        

6. Bathtub Water Heater (Furogama)

   • Quick start Guide

   • Full manual (Japanese only)

   • Caution Against Dry Firing: Before ignition, be sure water is inside of the bathtub water heater and can flow through unimpeeded. When reheating the bath water, always ensure that the water in the bathtub is at least 10 cm above the upper circulation pipe.

   • Cleaning the Heater: Insert a hose into the upper and lower circulation pipes in the bathtub and flush water through the internal water channels of the heater. Dirty water will flow out from the lower circulation pipe. If the outer casing of the heater becomes dirty, wipe it with a cloth instead of washing it with water.

   • In the following cases, stop use and contact the Asset Management Section or a specialist:

     1. If ignition does not occur after multiple attempts. If the green light is lit, replace the batteries.

     2. If the burner flame is unstable.

     3. If abnormal noise occurs during ignition.

     4. If there is a gas odor in the bathroom.

     5. Any other malfunction or abnormality in various parts.

   • Draining Water: During winter, bathtub heaters are prone to malfunction due to freezing. If you will be absent from the housing for several days, please drain the water from the bathtub heater according to the following: Water Draining

   • Flooding of Bathtub Heater: Clogs in the drainpipe can cause poor water drainage. In such cases, there is a risk of the bathtub heater breaking down if it becomes submerged in the accumulated water. When draining large amounts of water, please be careful about clogs in the drainpipe.
     
     

7. Gas

   • Gas is supplied to the housings via pipes. The gas must be turned on by the Sendai City Gas Bureau when you move in. At that time, all gas appliances will undergo an ignition test, so please have all gas appliances you intend to use inspected.

   • Preventing Gas Explosion Accidents: If any abnormality such as a gas leak occurs, open windows to ventilate, close the main valve at the gas meter, and immediately contact the Sendai City Gas Bureau. Do not use lighters, matches, or electrical equipment near the suspected gas leak.

   • Tips for Safe Gas Use:

     1. Insert rubber hoses fully and secure them firmly with safety bands.

     2. Replace loose or old rubber hoses with new ones.

     3. Ensure adequate ventilation when using gas appliances.

     4. When going to bed, close not only the appliance's valve but also the main gas valve. When away for an extended period, close the meter's main valve.

     5. Incomplete combustion can cause gas poisoning. Use appliances correctly.
        
        

8. Electricity

   • Electrical Capacity: The electricity supply contract is a direct contract between the power company and the tenant. Therefore, if you wish to change the electrical capacity, please contact the power company to request a contract capacity change. Prior notification to the Asset Management Section is required. If more electricity than the contracted capacity flows, the breaker will trip, and the indoor electricity will cut off. Generally, the maximum amperage for the housing units is 40 amps. If more than 40 amps is required, the tenant shall lower the amperage to 40 when moving out.

   • If Indoor Electricity Cuts Off: Check the distribution board. If the breaker has tripped, it may be due to excessive electricity use. Reduce the use of electrical appliances and then flip the breaker switch up. If the earth leakage breaker has tripped and caused a power outage, turn off all circuit breakers, then turn on the earth leakage breaker one by one. If the earth leakage breaker trips again when you turn on a specific circuit, that circuit has a short circuit. Turn off that circuit's breaker and request repairs from an electrical contractor.

   • Accident Prevention:

     1. Daisy-chaining power strips is dangerous due to cord overheating. When using extension cords, be mindful of the capacity of both the extension cord and the outlet.

     2. It is dangerous to use many appliances at once from a single electrical outlet using a splitter.

     3. Moisture conducts electricity easily. Touching outlets or sockets with wet hands or feet can cause electric shock.

     4. Bundled cords can overheat and are dangerous.

     5. Do not fix cords with nails or staples, or use them trapped under furniture or in sliding doors.

     6. Use washing machines with a ground wire.

     7. Leaving refrigerator, washing machine, or air conditioner plugs plugged into outlets for a long time can cause overheating or fire due to dust and moisture. Occasionally unplug them and wipe them with a dry cloth.

     8. Leaving irons or heating appliances on or forgetting to turn off switches can cause fires. When going out, turn off switches and unplug appliances from outlets.
        
        

9. Water

   • Water Shut-off: In the case of water outage, be sure to close the water faucets. Also, if water is shut off while you have a hose connected to a faucet filling a bath or bucket, be sure to remove the hose from the faucet. Forgetting to remove it can cause dirty water from the bucket to backflow into the water pipes due to the "siphon effect," contaminating them.

   • Dripping Leaks: Water dripping from a faucet indicates that the faucet's packing is worn out. Replace it as soon as possible.

   • Freeze Prevention: During winter, water pipes may freeze. When freezing temperatures are expected, and especially when you will be absent for an extended period of time. Be sure to close the main water valve and drain the water sufficiently. After draining, close the water faucets.

10. Internet

    • Rooms may not have a fiber internet outlet installed. Please contact the Tohoku University International Support Center to request support with setting up internet service.

    • When scheduling installation of a fiber internet outlet, be sure to submit form 08, Application for Alteration on Housing (宿舎模様替等申請書) to the Asset Management Section at least 10 days before the work is scheduled.
      
      

11. Common TV Antenna Equipment

    • Housing units with a common TV antenna do not permit the installation of individual antennas on the rooftop. While there is no common antenna for satellite broadcasting, installation on balcony railings is permitted. However, please install it carefully to avoid damaging the railing. Before installation, notification to the Asset Management Section is required.
      
      

12. Balcony

    • Hazard Prevention: While balcony railings are designed with height and vertical bar spacing to prevent infants from falling, it becomes extremely dangerous if infants stand on something on the balcony. Absolutely do not place items that can serve as a stepping stool, such as wooden boxes. Do not place potted plants on balcony railings. They are extremely dangerous if they fall. The partition panel between your balcony and your neighbor's serves as an emergency escape route in case of fire or other emergencies, so do not place anything near it.

    • Clothes Drying: Do not hang laundry protruding outside the balcony.

    • Drainage: Drains are prone to clogging, so clean them occasionally. Also, during winter, they may freeze, causing meltwater to accumulate on the balcony, so be careful.
      
      

13. Stairwells

    • For cleaning the stairwells, please discuss among yourselves and decide on a rotating duty system or assign specific areas of responsibility to ensure everyone cooperates.

    • Do not place bicycles on the stairwell landings. This not only inconveniences other residents but is also extremely dangerous in an emergency.
      
      

14. Disaster Preparedness

    • 1. Please check the "Comprehensive Hazard Map" within the "Sendai Kurashi no Map" (Sendai Living Map) provided by the City of Sendai to find the evacuation areas around the dormitory.

         • PC Version: www2.wagmap.jp/sendaicity/Portal?vpc=1

         • Smartphone Version: www2.wagmap.jp/sendaicity-sp/

      2. Regarding Fires

         • If a fire breaks out, first try to extinguish it with a fire extinguisher. If you cannot put it out, press the emergency buzzer and evacuate.

         • The resident may be liable for damages caused by a fire for which the resident is responsible.

      3. Regarding Typhoons

         • Before the wind intensifies, move items from the balcony indoors and securely close windows and doors.

         • Remove debris from the balcony drains to prevent flooding.

      4. Regarding Earthquakes

         • When an earthquake occurs, first ensure your personal safety and take cover under furniture or other sturdy objects.

         • Shut off the gas and electricity, and open doors to secure an evacuation route.

         • Act calmly and deliberately after the major shaking subsides.

         • Prepare for water and power outages by having water, flashlights, and other supplies ready.
           
           

15. Other

    • The dormitory may undergo renovation work occasionally.

    • During construction, you may be asked to allow entry into your room or to move furniture. We ask for your cooperation.

    • Construction sites are dangerous. Do not enter them.

    • There are areas where entry is restricted to authorized personnel only, such as the water receiving tank and pump room. Please pay special attention to children regarding these areas.