RIKEN is actively working to hire diverse individuals from both within Japan and from overseas, accepting researchers as well as students in various capacities (such as Student Trainees, Interns, and Visiting Scientists). Throughout RIKEN’s hiring and acceptance procedures, it is essential to ensure an appropriate environment for job-seeking activities and laboratory visits, so that the activities of applicants and candidates under consideration for hiring, as well as those of researchers, students, and others who visit laboratories for the purpose of applying for positions or being considered for acceptance (below, collectively referred to as “job seekers”), are not hindered by inappropriate sexual conduct, and so that no adverse effects arise which pose an impediment to the full demonstration of the abilities of these job seekers.

These guidelines are established to clarify RIKEN’s policies to prevent sexual harassment of job seekers. The guidelines are based on amendments (effective October 1, 2026) to the Act on Equal Opportunity and Treatment between Men and Women in Employment (1972, Act No. 113) and the Act on Comprehensively Advancing Labor Measures, and Stabilizing the Employment of Workers, and Enriching Workers' Vocational Lives (1966, Act No. 132), which include provisions mandating measures to prevent sexual harassment of job seekers.

Purpose

These guidelines aim to prevent the sexual harassment of job seekers throughout all employment screening and selection procedures as well as acceptance procedures for students (including but not limited to screenings and interviews) at RIKEN.

Definitions

Terms in these guidelines are defined as follows:

• (1)Personnel in charge of selection and acceptance procedures: all employees or personnel (regardless of job type, contract type, or rank) who are involved in employment screening and selection procedures (including interviews and document reviews) as well as screening, interview, and advance consultation/contact with students who wish to be accepted at RIKEN
• (2)Selection and acceptance procedures: In addition to employment screening and selection procedures as well as acceptance screening procedures, any laboratory visits, facility tours, discussions, briefings or information sessions, as well as any individual meetings or advance consultations at academic conferences or at business trip locations, which are held for the purpose of considering employment or acceptance

Basic stance for selection and acceptance procedures

Personnel in charge of selection and acceptance procedures must always be conscious of the strong power imbalance that exists between themselves and job seekers in the context of their professional duties and the selection process, and must ensure that their conduct shows consideration to the psychological well-being of job seekers.

Required code of conduct for personnel in charge of selection and acceptance procedures

Throughout all selection and acceptance procedures, personnel in charge of selection and acceptance procedures must not engage in any of the types of conduct outlined below.

• (1)Unnecessary inquiries into personal affairs
  • a.Asking questions unrelated to the selection process, such as whether the job seeker is in a relationship or has plans to marry, raise children, or give birth
  • b.Making comments regarding physical appearance or characteristics, attire, or demeanor
• (2)One-on-one interactions in enclosed spaces; personal invitations
  • a.Engaging in one-on-one interviews or meetings with job seekers in enclosed spaces
  • b.Engaging in one-on-one interviews or meetings with job seekers in hotel rooms or any other inappropriate locations while on business trips
  • c.Inviting job seekers to one-on-one private meals or drinks under the pretext of engaging in employment screening or selection or the consideration of acceptance
• (3)Quid pro quo harassment that abuses a position of authority
  • a.Making the acceptance of personal invitations or compliance with inappropriate conduct a condition for issuance of an offer of employment, permission for acceptance, a recommendation, or a positive evaluation
  • b.Implying that a lack of compliance with a request will result in a disadvantage in the selection process
• (4)Misuse of communication tools
  • a.Contacting job seekers via personal social media accounts or personal contact information when there is no need for such contact in the context of selection or acceptance procedures

Matters to be strictly observed throughout selection and acceptance procedures

Personnel in charge of selection and acceptance procedures must strictly observe the following matters to eliminate potential opportunities for the sexual harassment of job seekers.

• (1)Restrictions on the time and location of interviews and meetings
  Any interviews or meetings must be held during daytime working hours* and must be held in RIKEN meeting rooms rather than in private offices or other enclosed spaces.
  • *This excludes cases where job seekers reside overseas and time differences must be taken into account.
• (2)Restrictions on official means of contact
  When coordinating the details of an interview or meeting (such as the date and time) with a job seeker, in principle contact must be made via an official RIKEN email address (ending in @riken.jp) or via the contact functions provided via the hiring website as indicated in the job posting.

Actions to be taken when sexual harassment of job seekers occurs or is alleged

If there is suspicion that a RIKEN employee or member of personnel has violated these guidelines and engaged in sexual harassment, RIKEN will take the following actions:

• (1)An investigation will be carried out in accordance with the Regulations for Measures to Prevent Harassment. If the investigation indicates a violation has occurred, the individual(s) responsible will be subject to strict disciplinary measures based on Article 14 Item 13 and Article 5 Item 19 of the Regulations on Disciplinary Measures (懲戒規程 Chokai kitei; available in Japanese only).
• (2）If a job seeker alleges sexual harassment while employment screening and selection or acceptance procedures are still ongoing, RIKEN will immediately suspend the relevant selection or acceptance procedures. RIKEN will also take appropriate measures to prevent potential additional harm to job seekers and engage in measures to avoid any further disadvantage, such as by conducting a reevaluation.

Handling of these guidelines; other matters

The handling of these guidelines and other matters are as follows:

• (1)These guidelines set forth part of the basic code of conduct for all selection and acceptance procedures. Personnel in charge of selection and acceptance procedures must strictly adhere to these guidelines.
• (2）The Human Resources Group and the Compliance Division must periodically circulate these guidelines and hold training sessions.
• (3)The Human Resources Group and the Compliance Division must publicize the email address recruit-safety@ml.riken.jp, which serves as a consultation contact point for job seekers.

Established October 1, 2026