Information for Employees at the CAU

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Information for Employees

Employees receive up-to-date information on duties and rules during the Corona pandemic.

Risk groups

In the context of SARS-CoV-2, a general determination of the classification of individual employees into a riskgroup is not possible due to the variety of different pre-existing conditions and their severity as well as the multitude of other influencing factors. Influencing factors include consideration of viral variants and their clinical impact, as well as Covid19 vaccination or recovery status. An age limit at which an increased probability of severe COVID-19 disease progression is to be assumed cannot be justified.

The RKI therefore calls for each case to be considered individually, with the connection between the individual health situation and the activities performed being decisive. Occupational medical expertise is therefore particularly important.

According to the occupational health recommendation of the Federal Ministry of Labour and Social Affairs "Dealing with employees in particular need of protection due to the SARS-CoV-2 epidemic", December 2021 (BMAS website - Dealing with employees in particular need of protection due to the SARS-CoV-2 epidemic), activities should be divided into four groups:

Group 1 has a low risk and Group 4 a very high risk of becoming infected with SARS-CoV-2.

Group 1: Low-risk activities

  • Low-risk activities are characterised by a low risk of exposure and infection with SARS-CoV-2.
  • Activities with little or no contact with persons (e.g. employees, customers) and compliance with the minimum distance of 1.5 m.
  • Activities without contact with persons known or suspected to be infected with SARS-CoV-2.
  • Activities with little contact with the public
    Examples: Activities in a home office, lone workers (e.g. office, laboratory, archive).

Group 2: Activities with a medium risk

Activities with a medium risk are characterised by a medium risk of exposure and a medium risk of infection with SARS-CoV-2.

  • Activities with frequent and/or close contact with persons (minimum distance of 1.5 m observed).
  • Activities with persons who may be infected with SARS-CoV-2 but are not known COVID-19 patients.
    Examples: Activities in social services, retail trade, public authorities

Group 3 "Activities with a high risk" (medical and nursing activities) and Group 4 "Activities with a very high risk" (treatments and examinations on known COVID-19 patients) are not present at CAU outside the clinical area of the Faculty of Medicine.

In principle, the following still applies:

Any risk of infection must be minimised through (hygiene) measures (AHA+L). The establishment and implementation of a hygiene concept as well as an adapted operational risk assessment is of great importance and represents a direct management task.

If compliance with the minimum distance of 1.5 m is not possible with certainty due to the specifics of the operation, mouth-nose protection (MNS -medical mask or FFP2 mask) must also be worn temporarily at the workplace in accordance with appropriate hygiene concepts.

Procedure:

If employees indicate to their superiors that they belong to a risk group, the occupational health service should be consulted. An individual risk assessment with documentation of measures is to be prepared by the supervisors with the involvement of the occupational health service.

The possibility of a work assignment in the office is determined by the supervisor on the basis of the risk assessment. In addition to the health impairments, the work situation (workplace design, spatial situation; cf. risk assessment) must be analysed in detail. In particular, the cooperation with interfaces, external persons and other colleagues must be considered and clarified in a joint exchange with the employee.

Initially, it is not necessary to submit a medical certificate. If, in the course of the risk assessment, it is necessary to submit an additional opinion from a general practitioner or specialist, this must be provided by the employee.

In the case of severely disabled employees or employees of equal status, the representative body for severely disabled employees (SBV) must be informed by superiors about the risk assessment carried out and the organisational measures derived from it.

Professors please contact the respective dean's office of the faculty.

Regulation for pregnant women

During the COVID 19 pandemic, a risk in the sense of maternity protection law is always to be assumed if the employee has special contact with people due to their occupation or training. This is the case if the protection standard resulting from the respective legal requirements (Infection Protection Act, Corona Control Ordinance) cannot be met or can only be met in part within the framework of the occupational activity or training.
Protective measures include, for example, maintaining the minimum distance, wearing masks or hand hygiene.

The following are examples of special personal contacts where an increased risk of infection is to be expected 

  • occupational activities with many contacts (public transport, retail trade)
  • occupational activities in which the minimum distance of 1.5 m from people cannot be maintained, e.g. in medical care,
  • occupational activities where there is insufficient opportunity for pregnant women to comply with hygiene regulations (e.g. reasonableness of wearing protective masks).

An individual risk assessment must be carried out when the pregnancy becomes known. The pregnant woman must be offered a discussion on adjustments to working conditions. 

On the website of the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth, you will find the information leaflet Information on the assessment of risks from SARS-CoV-2 under maternity protection law

To implement the "assessment of risk groups" mentioned in the process description, the form "Risk assessment of an individual workplace of an employee belonging to a risk group" (status 05.11.2020) was prepared for you. The form is available in German and English on the website of the safety engineer unit.

Business travels and travel returnees or people entering from abrod

There are no restrictions on business trips. Only the general hygiene regulations and the hygiene rules at the destination must be observed.

If you have any further questions  on business trips, please contact the Department for Travel Expenses (Ms Welz, cwelz@uv.uni-kiel.de).

Using Kiel University's vehicle fleet

If trips have to be made with university vehicles in an official context, the following regulations must be observed, which also apply to the use of the CAU fleet for field trips:When using vehicles, they can be fully occupied.

  • We recommend that all vehicle occupants wear a face mask. This does not apply to the driver.
  • Ensure cross-ventilation within the vehicle, and that the ventilation system and/or air-conditioning system is not operated in recirculation mode by switching on the intake air.

People returning to the country or entering from abroad

The International Center informs CAU travellers and guests about the current regulations.

Risk assessment

Risk assessment

The form "Risk assessment for the continuation of university operations during a pandemic until the official declaration of termination (2020 - Coronavirus SARS-CoV-2)", which applies to Kiel University, was adapted on 12.04.2022. The risk assessment  is available on the pages of the Safety Engineer's Office (in German).

If the risk assessment shows that mouth-nose protection is to be provided for the employees,  the risk assessment form is to be filled in and sent to the soap warehouse/central warehouse.

When is it necessary to wear FFP2 masks?

Particle-filtering half masks (so-called "FFP masks") are part of the personal protective equipment (PPE) in the context of occupational health and safety. They protect the person wearing the mask from particles, droplets and aerosols. Correctly fitting FFP masks fit snugly and offer protection to others as well as to oneself. Wearing FFP2 masks is always the last resort, not least because of their stressful nature (increased breathing resistance), and must be kept to the minimum necessary. FFP2 masks are intended by the manufacturer to be disposable. They should be changed regularly and disposed of after use. They must fit close to the face in order to develop their filtering capacity.

For activities outside the health sector, the Federal Institute for Occupational Safety and Health (BAuA) recommends wearing medical masks if the minimum distance of 1.5 m cannot be maintained or if increased aerosol emission without covid 19 is to be expected. FFP2 masks are recommended only if workers encounter persons who are not required to wear mouth-nose protection. 

Source: BAuA, "Recommendations of the BAuA on the use of protective masks in the workplace in connection with SARS-CoV-2", as of 24.11.2021.

FFP2 masks should therefore only be worn if

  • technical and organisational measures are not feasible,
  • physical cooperation is necessary and the minimum distance of 1.5 m cannot be maintained, e.g. when familiarising employees, joint activities or in practical training courses,
  • the employees are particularly vulnerable, e.g. pregnant women.

An FFP2 mask is not required for routes within the CAU buildings. Encounters on pathways, e.g. the corridors, count as short-term contacts. Due to the low number of people in the buildings, it can be assumed that the total of short-term contacts does not exceed 10 minutes per day.

Please note: Wearing masks is part of a bundle of protective measures and works together with them. Therefore, wearing masks should under no circumstances lead to neglecting the other AHA+L rules (keep your distance, observe hygiene, ventilate indoor areas). Wearing masks should also not lead to an increase in the density of people in enclosed spaces with poor ventilation or to unnecessary close contact.
 

Organisation of work groups during the Corona pandemic

Based on the risk assessment, the necessary measures to protect against infection in the workplace must be defined and implemented. The measures to be defined must also be implemented in the sanitary areas, the break areas and during break times. In addition to the general hygiene and distance rules (AHA + L), it may be useful to reorganise work groups and divide workers into 2G and 3G areas.

Contacts:

Homeoffice and work on site

The following applies to the university workplace

Supervisors must organise the work area that they are responsible for in such a way that the risk of infection is minimised.

For technical and administrative staff, the new "Homeoffice" work agreement concluded on 17.03.2022 and the conclusion of an agreement between the employee and their supervisor now form the basis for working from home. For employees in the scientific field, the agreements continue to be informal. Working from home should be used as a form of mobile work by those who require special protection (persons who belong to a high-risk group), if no individual or organisational arrangements can be made on site for the work station, even after consultation with the university's in-house doctor

  •  
  • By employees who are affected by the closure of kindergartens or schools
  • In the event of slight cold symptoms
  • In the event of quarantine or isolation.

The prerequisite in all cases is that the respective activities of the staff member are suited to mobile work.  Availability must be ensured and the regulations on working hours must be observed.

The protective measures at the workplace are based on the CAU’s current Hygiene Conceptual Framework and the individual risk assessments:

  • We recommend maintaining a minimum social distance of 1.5 metres to other people wherever possible, both indoors and outdoors.
  • Observe hygiene rules. The hygiene recommendations by the Federal Ministry of Health
    (www.infektionsschutz.de) are a source of guidance.
  • The obligation to wear a face mask is no longer applicable since 25.05.2022. In all CAU buildings, including the libraries, greenhouses at the Botanical Garden, museums and sports venues, however, we still recommend wearing a face mask (surgical or FFP2 mask) if the minimum social distance of 1.5 metres cannot be maintained.
  • Air interior rooms regularly, i.e. every 20 minutes for 3 to 5 minutes.

Employees are no longer obliged to provide daily test result certificates or to provide information about their vaccination or recovered status. Self-tests have no longer been issued since 26.05.2022. You can still use the public testing stations.

The information and recommendations by the Central Unit: Safety Engineering (“Risk assessment and working alone”) must be observed. Supervisors must prepare risk assessments for work on site or adapt existing risk assessments. If you have any questions about occupational safety, please contact Ms Hefner (mhefner@uv.uni-kiel.de) or Mr Breuninger (pbreuninger@uv.uni-kiel.de).

Meetings, committee meetings and business meetings can take place face-to-face. The minimum social distance of 1.5 metres should be maintained during room occupancy - if possible - but is not mandatory. The general hygiene regulations must be observed.

For the occupancy of (office) rooms, the checklist for the assessment of rooms with multiple occupancy can be used. The checklist is available on the pages of the Safety Engineer's Office (in German).

In addition, the instructions and recommendations of the Safety Engineer's Office ("Risk assessment and working alone") should be observed.

Necessary and official meetings are generally possible in presence, provided that the general hygiene rules and the minimum distances between participants are observed on site. The minimum distance of 1.5 metres should be observed when rooms are occupied - if possible - but is not obligatory. We recommed you to wear a mask.

Making work more flexible

The already familiar flexibility instruments (options for flexible working hours) are still generally available in order to minimise the risk of infection.

Platforms for video meetings, conference calls and digital team work

The University Computing Centre at the CAU recommends the following video conference tools for digital teaching:

BigBlueButton

BigBlueButton is an OpenSource web conference system which is hosted in the University Computing Centre at the CAU and is therefore suitable for confidential content. It is good for digital teaching, conferences and team meetings. Access is guaranteed for all CAU employees (Login  via the RZ identifier of the form suabc123). Conferences lasting up to four hours in total can be held. This service is available 24/7 for free.

DFNconf

Network (DFN). It is available to all CAU employees. The login is carried out via the CAU's identity provider, for which a password must be set in the CIM Service Portal (CAU Identity Management) before the first use.  DFNconf is good for digital teaching, conferences and team meetings. Although this service is a professionally operated one, the high amount of demand at the moment can cause performance losses.

Nextcloud Talk

Nextcloud Talk is an add-on for the CAU cloud. The CAU cloud is OpenSource and is hosted in the University Computing Centre. It offers chat, audio and video functions within the CAU cloud environment. Mobile clients can also download the Nextcloud Talk app from the app stores. All CAU employees with a valid Computing Centre account have access to this service, which is also suitable for confidential materials. Audio or video chats can only be used in small groups for collaborative work, however (max. 4 people).

Zoom

The CAU now has a campus licence for the American service Zoom as an extra video conference tool in addition to those already provided. The use of Zoom is available to all employees of the CAU. Login is via the CAU's identity provider, for which a password must be set in the CIM Service Portal (CAU Identity Management) before the first use. This service enables web conferences with up to 300 participants and is authorised for use in Digital Teaching at the CAU. The service is not suitable for confidential content such as team meetings or committee meetings.

Sickness, sickness leave

You send your certificate of incapacity to work by Email as a scan to the e-mail address:  krankmeldung@uv.uni-kiel.de. Since the Emails are distributed automatically, please use only the following options in the subject line: 

  • Faculty of Agriculture and Nutritional Sciences
  • Faculty of Mathematics and Natural Sciences
  • law school
  • Faculty of Philosophy
  • technical faculty
  • theological faculty
  • Faculty of Economics and Social Sciences
  • Faculty of Medicine
  • Central management
  • University Library
  • Computer centre
  • Graduate Centre
  • Lorenz von Stein Institute
  • Sports Centre

or by post:  

Geschäftsbereich Personal
R1BO/Backoffice
Christian-Albrechts-Platz 4
24118 Kiel

Schools and Kindergarten

Below you will find the current regulations in case your child is ill and needs to be cared for at home.

Regulations during operation of the respective kindergarten/school

The state Ministry of Education, Science and Cultural Affairs, in cooperation with the Ministry of Social Affairs, Health, Youth, Family and Senior Citizens, has published recommendations for dealing with cold symptoms in kindergartens, primary schools and secondary schools. You can find the corresponding diagrams on the website of the state of Schleswig-Holstein. The corresponding charts can be found on the website of the Federal State of Schleswig-Holstein (German).

Childcare benefits or exemption from work for childcare

The following applies to employees subject to collective bargaining agreements:

If the child is sick, it is cared for at home. Depending on the employment contract, the employee has a certain number of days that they can use for this purpose. There are legally stipulated special provisions for statutory health insurance for the calendar years 2022 and 2023, with an exceptional allowance of 30 days per child and parent and 60 days for single parents. In the case of multiple children, the entitlement is increased up to a maximum of 65 days, or in the case of single parents up to a maximum of 130 days. The entitlement applies to working parents that are statutory health insurance members, who are themselves entitled to sick pay, and who have a child below the age of 12 that is also a statutory health insurance member. For children with disabilities, the entitlement also applies above the age of 12. It is also a prerequisite that there is no other person in the household who can take care of the child. The entitlement is irrespective of whether the work can also be performed from home, in principle. Sick pay is paid for this time off.

If the child is sick, the need for care must be proved to the health insurance company with a medical certificate from the child’s doctor. For this purpose, the form "Medical certificate for the receipt of sick pay in the event of a child's illness" must be completed. The sick pay is paid out directly by the relevant statutory health insurance company.

The regulations for persons insured under the statutory health insurance scheme to claim children's sickness benefits in the case of children who are not ill and have to be cared for at home due to quarantine or the like have been extended until the end of April 7, 2023.

The following applies to employees subject to collective bargaining agreements who are not entitled to exemption from work in terms of Section 45 SGB V:

For employees subject to collective bargaining agreements who are not entitled to exemption from work in terms of Section 45 SGB V because they themselves or their child/children are not statutory health insurance members, the regulation in place for civil servants continues to apply, subject to the condition that an exemption from work is granted for an initial period of three working days in accordance with Section 29 (3) TV-L. The exemption from work may be extended for a further three days at a time, provided that the conditions are still met.

The following applies to civil servants:

For civil servants, Section 13 (2) SUVO applies to the care of sick children who have not yet reached the age of 12. In order to avoid personal hardship, additional days of leave may be granted in individual cases to the extent necessary in accordance with Section 20 SUVO in conjunction with Section 13 Paragraph 2 SUVO. § 13 paragraph 2 SUVO may be granted.

In general, the following applies:

As a matter of priority, in consultation with their superior, the employee affected should make use of the possibilities of flexible working hours and in particular the opportunity to work from home. The University Board is aware that due to the often difficult situation associated with this childcare, the full work performance cannot always be delivered, and this additional burden cannot always be fully compensated in the private environment. It will also send this appeal to the superiors with an urgent request to take into account the emergency situation.

In order to arrange a solution that is appropriate for your childcare situation, please contact your responsible staff member in the Human Resources Department – in consultation with your superior – in order to jointly agree on an individual solution for taking into account the (remaining) working hours available to you in work time recording. If the childcare situation is still not manageable despite taking full advantage of all the measures listed above, the conditions for a further leave of absence or exemption from work can also be addressed together during this consultation. However, the newly-created entitlement to extended sick pay for childcare must have been fully utilised beforehand.

There is also the possibility to care for children using annual leave, overtime or flexible working arrangements, provided such arrangements have been agreed with the superior in advance.

Act on Academic Fixed-Term Contracts

This information is currently being updated.

The Act on Academic Fixed-Term Contracts (WissZeitVG) has ,against the background of the pandemic, been amended restrospectively with effect from 01.03.2020 to include a transitional arrangement for a limited period of time, by  the addition of Section 7 (3) WissZeitVG. The current wording of the amendment is as follows (translation from the German original):

"(3) The total permitted duration of fixed-term employment in accordance with Section 2 (1) Clause 1 and 2 shall be extended by six months, if an employment relationship exists in accordance with Section 2 (1) between 1 March 2020 and 30 September 2020.

The Federal Ministry of Education and Research is hereby authorised to use statutory regulation, with the consent of the Bundesrat, to extend the permitted duration of fixed-term employment for a further period of up to six months, if this appears necessary due to the ongoing impact of the COVID-19 pandemic in the Federal Republic of Germany; the extension shall also apply to employment relationships entered into after 30 September 2020 and prior to the expiry of the extension period referred to in the statutory regulation."

The legislator has thereby created a means of mitigating the additional coronavirus-related burdens on scientists who are in the qualification phase.

The new legal regulation applies to scientific staff who have an employment contract in terms of Section 2 (1) WissZeitVG for their own academic qualification in the period from 01.03.2020 to 30.09.2020. Employment may continue beyond the usual 6-year maximum period during the pandemic-related restrictions. The extension of the maximum period of fixed-term employment was initially limited to a maximum of six months. There is no legal claim to an extension of the employment relationship.

The employment relationship may be extended if the respective institution is able to secure funding, and if continuation of employment is applied for in the usual way via Human Resources. Additional central funding is not available.

The Corona-related impairments will continue beyond September 30, 2020. Consequently, the Federal Ministry of Education and Research has extended the period for six month until March 31, 2021. In compliance with the above mentiones conditions, the maximum time limets have been inreased by further 6 month.

There is no entitlement to an extension of the employment relationship.
Continued employment may be granted if the respective institution secures funding and continued employment is requested through the usual channels via the Human Resources Division. Additional central funding is not available.

If you have any questions, please contact your HR staff member.

To the website of the Federal Ministry of Education and Research (German)