- 3G proof in the workplace
- Act on Academic Fixed-Term Contracts
- Business travels and returnees
- Carrying out job interviews
- Homeoffice and working on site
- Professorial appointments
- Residence permits, work permits and visas
- Risk assessment and working alone
- Risk groups
- Schools and Kindergarten
- Sickness, quarantine, suspected sickness
- Student and research assistants
- Working time framework
- Employees who cannot work in a home office and have contact with others at the University may only enter the University if they are vaccinated, recovered or tested and carry proof of 3G evidence.
- The employer is obliged to check the evidence and document the check.
- It is a legal requirement that QR codes on vaccination certificates must be checked using the CovPassCheck app (a visual check is not sufficient).
- Employees who have not been vaccinated or recovered must present a negative rapid antigen test no older than 24 hours (PCR test 48 hours) every working day.
- Self-tests are not sufficient for detection. The tests must come from a testing centre or a GP. There is no entitlement to testing at the university under supervision. The time of testing does not count as working time.
- Employees, are not obliged to provide information on the existence of a vaccination or recovery, but in this case must also submit negative antigen rapid tests on working days.
- The university as employer continues to provide employees with two rapid tests per week. However, these are not sufficient for detection under the workplace 3G scheme as they are not carried out by designated staff.
- The presence of one of the 3Gs must be checked and documented. In the case of vaccination or recovery, this only needs to be done once as long as the evidence is valid; in the case of presentation of a test, it needs to be done (work)daily.
- The supervisor or a person appointed by him or her is responsible for the control and documentation. Further information and the requirements for control and documentation are compiled in a handout for supervisors (link or refer to box on the right).
- Even if the 3G evidence is only recorded and documented once in the case of vaccination or recovery, all members of the university must always carry their evidence with them for internal or external checks, e.g. by the occupational health and safety authority. This also applies to guests of the university and employees of external service providers.
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.
If you have any questions, please contact your HR staff member.
All members of the CAU are strongly encouraged to refrain from business trips that are not absolutely necessary, i.e. absolutely essential for the completion of official duties. Possible alternatives are digital formats or postponing the business trip.
Business trips shall not be authorised. Exceptions require the approval of the University Board in individual cases - this also applies to trips that have already been approved. For this purpose, a justification of the compelling necessity of the trip and a risk assessment in which possible hazards during the trip and at the destination are analysed and concrete measures are derived must be submitted. Reasoned applications are to be submitted to the Registrar via the Department for Travel Expenses (Ms Welz, email@example.com).
Excluded from this regulation are absolutely necessary journeys between the various CAU locations or errand trips in order to maintain the operation of the institutes, faculties and administration. If you have any further questions in this regard, please contact the Department for Travel Expenses (Ms Welz, firstname.lastname@example.org).
When using the CAU vehicle fleet the following guidelines must be observed: When travelling on official duty or using the vehicles for excursions, the usage of vehicles by multiple persons is to be avoided wherever possible. The applicable health and safety regulations and AHA+L rules also apply to vehicle use. However, if it is not possible to keep the distances in the vehicle in case of urgent need, the vehicle occupants, except the driver, are obliged to wear an FFP2 mask while in the vehicle. In order to extend the idea of protection, the CAU requires vehicle users to have a current negative rapid test (not older than 24 hours) and/or proof of complete vaccination or recovery. If all vehicle occupants are fully vaccinated or recovered, the wearing of masks can be waived. Compliance is the responsibility of the respective vehicle driver or, in the case of field trips, etc., the respective field trip leader or supervisor. The interior of official vehicles must be cleaned regularly, especially when used by several people. The interiors of official vehicles must be cleaned regularly, especially when used by multiple people.
In the current pandemic situation, selection interviews in job filling procedures and lecture events in appointment procedures (subject-related lecture, possible teaching sample, the subsequent discussion and the interview with the appointment committee) can be conducted as video conferences. Exceptions are possible for the on-site visit of shortlisted applicants or for selection interviews, e.g. if special requirements for the job content can only be verified on site.
The exceptions in detail and the requirements for an exceptional on-site visit are regulated in the "Guidelines of the University Board for the Conduct of Appointment Procedures" and in the "Guidelines for the Conduct of Selection Interviews" (German only).
In the university workplace, too, contact opportunities between members of the university are to be restricted once again in implementation of the state government's measures and the regulations of the amended Infection Protection Act to curb new infections.
The following therefore applies to the university workplace:
Home office duty: employers are obliged, due to the regulation made in § 28b paragraph 4 of the Infection Protection Act (IfSG), to offer their employees home office whenever possible in the case of office work or comparable activities. Working from home reduces the risk of infection not only specifically at the workplace, but also on the way to work - for example on buses and trains. The prerequisite is that the work can be done without restrictions in the home office and that the business is not impaired. The decisive factor for working in a home office is the assigned activities and not the individual immunisation status. The mere fact that daily testing is required as a prerequisite for access to the workplace (see 3G in the workplace) does not lead to an entitlement to home office. It is left to managers to decide to what extent a presence in their organisational unit is considered mandatory. Employees are obliged to accept the home office offer on the basis of section 28b(4) IfSG, provided that there are no reasons on their part to the contrary. In addition to the nature of the work, reasons may also include the nature of the home office (e.g. confined space, interference from third parties or inadequate technical equipment). If an employee has such reasons which fundamentally speak against the acceptance of the home office offer, an (informal) written notification to the superior is sufficient.
For working on site, the familiar AHA-L measures continue to apply in principle:
- Keep a distance (at least 1.5 m),
- Observe hygiene rules. The hygiene recommendations of the Federal Ministry of Health (www.infektionsschutz.de) serve as support.
- wear masks in everyday life and
- airing indoor rooms regularly, i.e. every 20 minutes.
For the occupancy of (office) rooms, the checklist for the assessment of rooms with multiple occupancy can be used. In addition, the instructions and recommendations of the Safety Engineer's Office ("Risk assessment and working alone") should be observed. If you have any questions about occupational safety, please contact Ms Hefner (email@example.com) or Mr Pitulle (firstname.lastname@example.org).
Necessary and official meetings are in principle possible in presence, provided that the general hygiene rules and the minimum distances between participants are strictly observed on site. External guests will also have to provide proof of 3G in future.
The obligation to wear a medical or FFP2 mask applies to all indoor circulation areas until a fixed seat or workplace is reached and in areas where the minimum distance cannot be maintained.
The supervisors must prepare risk assessmentsor adapt existing risk assessments for on-site work.
According to the SARS-CoV-2 Occupational Health and Safety Ordinance, the employer - i.e. through the respective supervisors/managers - can take into account a vaccination or recovery status of his employees known to him when determining and implementing the measures of occupational infection protection within the framework of the risk assessment. However, it is recommended to again reduce contacts to a necessary minimum and to observe the distances and further hygiene measures even among fully vaccinated and recovered employees.
All employees working on site are asked to take advantage of the free offer of self-testing in the office (at least twice a week). In doing so, you are contributing to your own health protection and to the protection of your colleagues.
The already known flexibilisation instruments (possibilities for flexibilisation of working hours) are available.
The University Computing Centre at the CAU recommends the following video conference tools for digital teaching:
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.
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 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).
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.
- The Computing Center informs about technical offers in the home office
- to the VPN webportal
- About the OpenOlat short news service: The team of elk.Medien regularly informs in the OpenOlat short news service about innovations, updates and training dates.
- The Continuing Professional Development Centre offers support in dealing with Office programs
Persons with a residence permit for Germany who are currently staying abroad and whose residence permit expires abroad should contact the Immigration Office in Kiel by e-mail email@example.com in order to apply for a Rückkehrberechtigung (permission to return) that allows them to re-enter Germany. Keep in mind that even if your residence permit is valid for a longer time, if you stay outside of Germany for more than six months your residence permit will become invalid and you will need to apply for the Rückkehrberechtigung.
Concerning residence registration for new arrivals and change of address requests at the Residence Registration Office:
- As of August 1, 2020 the Registration Office has regular open office hours Mondays, Tuesdays, Thursdays and Fridays 7:30 am to 12:00 noon. You do not need an appointment to register.
- The change of address can be done by post.The registration confirmation will be sent by mail.
If students, teachers or other employees are in affected regions with the support of the Erasmus+ programme (all lines of funding), then any costs arising or already incurred due to changes in the travel plans of affected persons are regarded as "force majeure" and are thus fully refundable. Affected regions are those designated as such by the respective national authorities, so in Germany those on the list of the RKI (German only) and/or the Foreign Office (German only).
For the assessment of the situation and the planning of further steps, all travel information on the pages of the Federal Foreign Office (German only) on the coronavirus, both travel warnings and entry and quarantine regulations for travellers from Germany in numerous destination countries, must be observed and documented in detail. Furthermore, German citizens are strongly recommended to register in the electronic registration system of the Federal Foreign Office by Germans abroad "Elefand" (German only).
Other stays abroad
Staying in virus variant and high-risk areas is strongly discouraged. With regard to planned stays, further developments should be closely monitored. For further questions, please contact the colleagues at the International Center are available to help with any other questions.
DAAD informs about funding programmes | Information for scholarship holders and applicants
The DAAD (German Academic Exchange Service) provides important information about programmes and for individual target groups, which is updated regularly. Please keep yourself informed. Detailed information is also available on the webpresence of the ERASMUS+ programme (all funding lines) (German only).
Note: The links refer to FAQ's of the DAAD, which are always updated
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 22. November 2022. This was done on the basis of the amendment of the Corona Control Ordinance Schleswig-Holstein (20.11.2021) and the Infection Protection Act (22.11.2021) and is available on the pages of the Safety Engineer's Office (in German).
New regulations include the documentation of the 3G status of employees and the obligation to instruct all employees regarding the hazards posed by Covid19 and protective measures, e.g. vaccinations. Instruction slides for this purpose are available on the Safety Engineer's Office website (in German).
Supervisors register the need for mouth-nose protection for their employees via the risk assessment. They then receive the required quantity of mouth-nose protection via the form in the risk assessment.
If the risk assessment shows that mouth-nose protection is to be provided for the employees, the order form is to be filled in and sent to the soap warehouse/central warehouse. A link to the order form is presented in the risk assessment form.
Due to the required adherence to the distance specifications, there may be more work alone in rooms and laboratories. Working alone can mean that a person is exposed to increased or critical risks. A person is considered to be 'working alone' if help cannot be provided immediately after an accident or critical situation.
Examples of dangerous tasks
(mechanical, electrical, chemical, biological, thermal or radiant energy)
It is pointed out that existing personal emergency signal devices must not be removed from their intended areas and used. It is not possible to locate injured persons in the event of third-party use!
Employees who have been exposed according to the risk assessment of the Robert Koch Institute (RKI), but have full vaccination protection, have extensive protection against a severe course of a Covid19 infection and can therefore be treated in the same way as vaccinated, non-pre-exposed persons. An individual risk assessment or individual measures at the workplace are therefore not required for this group of people. Accordingly, the general regulations for home office and presence activities apply.
Supervisors must prepare an individual risk assessment with documentation of measures for employees who, according to the risk assessment of the RKI, have a previous exposure and cannot be vaccinated or have not been vaccinated. The following still applies here:
If a possible risk of infection cannot be sufficiently minimised by (hygiene) measures (AHA+L), these employees are to be sent to the home office by their superiors or should remain in the home office. In case of doubt, working in a home office is to be given preference over working in a presence. The decision on this is made by the supervisor on the basis of an individual risk assessment. Reference is made to the information provided by the RKI, which should be used for risk assessment.
In practice, the risk assessment by superiors means in particular that the previous illnesses mentioned by the RKI (e.g. cardiovascular diseases, diabetes, immune deficiency), but not e.g. age alone, are to be taken into account as factors relevant to the decision. In cases where work cannot be done at home or can only be done to a small extent, the risk assessment by superiors is of particular importance.
Considering all the circumstances, a high standard must be applied to the process of weighing up and deciding on a possible work assignment in the office. The establishment and implementation of a hygiene concept and an adapted operational risk assessment are of great importance and represent a direct management task. In addition to the health impairments, the work situation (workplace design, spatial situation; cf. risk assessment) must be analysed in detail by the supervisor. In particular, the cooperation with interfaces, external persons and other colleagues must be considered very carefully and clarified in a joint exchange with the employee. In this respect, it should be checked, for example, whether the work can be done in an individual office, whether it would be conceivable to work shifts or even days, and whether the strict hygiene regime can be adhered to. 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. This also applies if the distance is temporarily less than 1.5 m, e.g. in corridors and hallways. In addition, the personal situation of the employee must also be taken into account. If, for example, an employee is dependent on public transport to get to the university, this would also be an important factor that would speak against an assignment in the office, as this would expose the affected employees to an increased risk of infection.
In case of doubt, it is also recommended to contact the company medical service to obtain an assessment of the measures taken/planned in relation to the employee's individual previous illness in order to exclude the risk of infection as far as possible. This offer is aimed at both employees and supervisors.
Affected employees indicate to their supervisor that they belong to one of the risk groups mentioned in the RKI guidelines. In this case, it is not initially necessary to present 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 and the resulting organisational measures.
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.
Below you will find the current regulations in case your child is ill and has to be cared for at home. In addition, you will find regulations in the event that the childcare facility in your district/town is still affected by a "closure" or will be affected in the future.
Regulations when the childcare facility/school is in operation
The Ministry of Education, Science and Culture, in cooperation with the Ministry of Social Affairs, Health, Youth, Family and Senior Citizens, has published recommendations for the occurrence of cold symptoms in childcare facilities and primary as well as for secondary schools ("Sniffles plan/Schnupfenplan"). The corresponding charts can be found on the website of the Federal State of Schleswig-Holstein
In accordance with service law the general regulations apply:
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. The law stipulates 30 days per child and parent for the years 2021 and 2022. Single parents are granted 60 days respectively. If there are several children, the entitlement increases to a maximum of 65 days, or a maximum of 130 days for single parents. Eligible are legally insured, working parents who are themselves entitled to sickness benefit, with a legally insured child who has not yet reached the age of 12. In the case of children who have a disability, also beyond the age of 12. It is also a prerequisite that there is no other person in the household who can look after the child. The entitlement exists irrespective of whether the work could in principle also be done at home. Sickness benefit is paid for this time.
If the child is sick, the need for care must be proven to the health insurance fund with a certificate from the attending doctor. For this purpose, the "Ärztliche Bescheinigung für den Bezug von Krankengeld bei Erkrankung eines Kindes" (medical certificate for the receipt of sickness benefit in case of illness of a child) is filled in. The sickness benefit is paid directly by the respective statutory health insurance fund.
Since the employer will stop paying the salary for the period of sickness benefit, the responsible administrator of of the Human Resources Department must be informed immediately of the intended leave of absence to care for the child, as well as the superior. Please send a copy of the medical certificate to the Human Resources Department. The health insurance fund will make a final decision on the entitlement to leave. We recommend that you contact your health insurance fund at the same time so that there are no delays in the payment of sick pay.
Insofar as this entitlement exists for cases in which care for the child at home becomes necessary because the school or childcare facility is closed in whole or in part due to the pandemic or because compulsory attendance at classes is suspended, the regulation in place until the end of the year has been extended. The days can be used both for the care of a sick child and, for a limited period until 19.03.2022, for care because the school or daycare centre has been closed, compulsory attendance has been suspended or access has been restricted. If a child has to be cared for at home due to a school or daycare centre closure, a certificate from the respective institution is required. Sickness benefit is paid directly by the respective statutory health insurance fund.
Since the employer stops paying the salary for the period during which the sickness benefit is paid, the responsible administrative department of the Human Resources Division must be informed immediately of the intended leave of absence to care for the child, as well as the supervisor. Please send a copy of the certificate from the school or day care centre to the Human Resources Department. The health insurance fund will make a final decision on the entitlement to leave. We recommend that you contact your health insurance fund at the same time so that there are no delays in the payment of sick pay.
The following applies for pay-scale employees (Tarifbeschäftigte) without an exemption entitlement in accordance with § 45 SGB V:
For employees who are not entitled to time off according to § 45 SGB V because they themselves or the child or children are not covered by statutory health insurance, the regulation for civil servants shall continue to apply with the proviso that time off from work is granted for an initial period of three working days according to § 29 para. 3 TV-L. The time off from work may be extended for a further three days if the requirements continue to be met.
For civil servants applies:
For civil servants, the regulation is adopted as follows: For the care of sick children, in individual cases the additional maximum of 20 days per child (in the case of several children a total maximum of 40 additional days), in the case of single parents an additional maximum of 40 days per child (in the case of several children a total maximum of 80 additional days) may be granted in accordance with section 20 SUVO in conjunction with. § 13 paragraph 2 SUVO.
Insofar as the use of these additional days is necessary for cases in which care of the child at home becomes necessary because the school or care facility is closed in whole or in part due to the pandemic or the compulsory attendance at classes is suspended and another person is not available to care for the child, the granting of special leave pursuant to section 20 SUVO is possible upon justified application, provided that the service is neither provided at the office nor in the home office or cannot be provided in the form of mobile working alongside childcare; this possibility of leave is valid until 19.03.2022.
As a matter of priority, the employees concerned should, in consultation with their superiors, make full use of the possibilities for flexible working hours and, above all, mobile working. The university management is aware that due to the often difficult care situation associated with this, full work performance cannot always be achieved and this additional workload cannot always be fully compensated for in the private sphere. It will also send this appeal to superiors with the urgent request to take the current exceptional situation into account.
In order to agree on a solution adapted to your care situation, please contact - in consultation with your superior - your responsible administrator in the Human Resources Division in order to jointly agree on an individual solution for taking into account the (remaining) working hours possible for you in the time recording. The prerequisites for further leave of absence or time off if the care situation is still not possible after exhausting all the measures listed above can also be discussed together during this counselling interview. However, the newly created entitlement to extended sick pay for care must be exhausted beforehand.
In addition, it is also possible to ensure childcare through leave, compensatory time off or a flexible work (time) arrangement, which has been agreed with the superior in advance.
Please handle the signs of an emerging disease responsibly and prudently. For example, the Ministry of Education, Science and Cultural Affairs and the Ministry of Social Affairs, Health, Youth, Family and Senior Citizens have recommended thatto day-care and school children who simply have a sniff, sore throat/clearing the throat (mild symptoms) or have a runny nose without disease value should not be excluded from day care centre or school. The reasons for exclusion have thus been put into perspective. In consultation with your supervisors, please also use the possibilities of working from home. The possibility of rapid and self-administraded PoC antigen tests enables you to find out about a possible infection with SARS-CoV-2 on your own responsibility and in an uncomplicated way. If you do not work exclusivelyfrom home, you also have the opportunity to carry out a PoC antigen self-test free of charge twice a week at the university. Please also read the information on what to do in the event of a positive self-administrated PoC antigen test or rapid test at a test station (pdf).
If you feel ill or if you suffer from fever, joint and muscle ailments, dry cough and sore throat or a loss of smell and taste, contact your supervisor and consult your own family doctor to have the symptoms clarified. This and the other statements apply equally to all employees and also explicitly include employees with a superior function. They bear a special responsibility for themselves and the employees assigned and entrusted to them.
Employees who show unspecific general symptoms or respiratory problems - regardless of their severity and characteristics - and who have had relevant contact with a person demonstrably infected with the coronavirus are considered unfit for duty or work and are therefore not allowed to report for duty (the obligation to report illness in accordance with § 5 Para. 1 Continued Remuneration Act remains unaffected). In the event of such symptoms of illness, your own family doctor must be informed or you must call the doctors' hotline 116 117 (around the clock) in order to clarify the presence of a coronavirus infection immediately. If there is any suspicion, affected persons should not go directly to the doctor or to the emergency room of a hospital. If a corona test has been ordered or was required by the applicable ordinance, employees are not permitted to enter the campus of Kiel University until the test results are announced. In such cases, use shall be made of the option to perform work in the home office.
Relevant contact with a person infected with corona virus
If an employee learns that he or she has had relevant contact with a person infected with corona virus and is on the CAU campus at that time, the following procedure must be followed:
- The employee must immediately inform his/her superior and as well the coordinator of the crisis team by e-mail via firstname.lastname@example.org and go home immediately. If no car or bicycle is available for the journey home, a collection from home should be considered. It is important to make the return trip as non-contact as possible. Public transport is therefore out of the question.
- The public health department responsible for the place of residence (German olny) should be contacted.
- The employee concerned will remain at home for 14 days, unless the Health Office or the office informs otherwise.
- The employee's own family doctor must be informed immediately or called on the doctors' hotline 116 117 (around the clock) to clarify the presence of a coronavirus infection immediately. If there is any suspicion, affected persons should not go directly to the doctor or to the emergency room of a hospital.
- The service or work performance must continue to be rendered insofar as this is possible while maintaining seclusion (e.g. in the home office). Otherwise, the absence from the service or workplace shall be deemed to have been approved.
You will be of great help to the authorities if you can reconstruct as best as possible, on the basis of duty rosters or appointment calendars, with which persons the patient have had contact. If there is a suspected case or a confirmed positive finding, the responsible public health office will order all further measures.
In case of a proven infection with the coronavirus
In case of a proven infection with the coronavirus, employees are generally obliged to report sick to their employer immediately (§ 5 para. 1 Continued Remuneration Act), if there are symptoms of disease in addition to the pure viral infection.
- You send the notification of illness to the university using the method described below. Coronavirus is a notifiable, highly infectious and dangerous disease. Due to the employer's duty of loyalty and care towards his or her employees under labour law, the university management exceptionally requests affected persons who have been infected with the corona virus to inform the responsible administrator the Human Resources Department of the nature of their illness. This time advantage supports the work of the Health Department and serves to protect their colleagues. Only in this way can appropriate protective measures against the spread of the virus be taken immediately. In the case of a symptom-free corona infection, the duty or work performance must continue, insofar as this is possible while maintaining seclusion (e.g. in the home office). Otherwise, absence from work or the workplace is deemed to be authorised.
- Quarantines ordered by the Health Department must be reported to the employer (the supervisor and and by e-mail via email@example.com).The Robert Koch Institute (RKI) has produced a flyer with information for people who are not ill and who are in quarantine after consultation with the public health department. The flyer can be downloaded from the RKIand is available in different languages (German (pdf)/English (pdf)/French (pdf).
Section 56(1) of the Infection Protection Act (IfSG) grants a financial compensation benefit to persons who have been completely or partially prohibited by the competent authority from exercising their professional activity or who have been ordered to be quarantined. The IfSG explicitly refrains from granting compensation if the ban on activity or the quarantine order could have been avoided by making use of a publicly recommended protective vaccination or other measure of specific prophylaxis. According to the IfSG, persons for whom a general vaccination recommendation of the Standing Commission on Vaccination is available will not receive compensation benefits in the future as contact persons or travel returnees from risk areas due to the widespread availability of vaccination offers if complete vaccination protection is not available in the event of a ban on activities or a quarantine order. A list of the federal states with links to the respective vaccination recommendations is available on the RKI website (in German).
Quarantine regulations for vaccinated and recovered persons
Persons with full vaccination protection are, moreover, in principle no longer subject to quarantine if they do not show any typical symptoms of a Corona infection or if there is no positive test result. The obligation to quarantine according to § 10 para. 2 of the Corona Exemption Protection Ordinance exists despite (complete) vaccination or recovery if this occurred because of contact with a person infected with a virus variant that is not yet widespread in Germany and has characteristics of concern defined by the RKI, or entry from a virus variant area.
Employer's right to ask questions
In this context, the employer has the right to ask questions (Section 56, Paragraph 1, Sentence 4 IfSG), since the employer is legally obliged to make advance payments for compensation. In this respect, the Human Resources Division must know whether the affected employee is entitled to compensation. In this context, the Federal Ministry of Health has confirmed the employer's right to ask about the immunisation status.
The above regulation will be implemented by the Länder by 01.11.2021 at the latest. In Schleswig-Holstein, this regulation will already apply from 01.10.2021.
You send your certificate of incapacity to work by Email as a scan to the e-mail address: firstname.lastname@example.org. 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:
- Employer's right to issue instructions according to § 106 GewO (German only)
- Domestic quarantine (ordered by the health authorities): flyer for contact persons from the RKI (mobile version, German only)
- Domestic quarantine (ordered by the health authorities): flyers for contact persons from the RKI
- Reporting trail for lab-confirmed coronavirus infections
- Sick note:
Student and research assistants are to be treated in the same way as all other employees of Kiel University. Where possible, they should again be deployed in presence. The assessment of the working conditions on site in the work units is carried out by the supervisors in accordance with the currently valid framework conditions (see the section on home office, presence work). If you have any questions, please contact Ms Sattler, Personnel Division.
Training allowance in case of quarantine
In case of suspicion or confirmed illness, trainees must stay away from work to avoid infecting other people. In the event of illness, trainees are generally entitled to continued payment of remuneration from their employer for a period of six weeks and subsequently to sickness benefit from the health insurance fund. Please refer to the quarantine regulations and the consequences for unvaccinated persons.
Leave must be applied for by the trainee and may not be ordered against his/her will.
Loss of vocational school
The closure of a vocational school by state ordinances cannot usually be changed and would be a reason to change the training plan. However, if the vocational schools offer learning formats that do not require attendance (e-learning, online instruction etc.), then the company providing training must allow this time. The special hygiene and distance rules on site should be observed.
In vocational schools, the corona virus can also be an occasion to think about work assignments in home work and to create appropriate opportunities to minimise the effects of infection and illness without missing out on learning content. Apprentices can find out about appropriate forms of provision from the relevant chamber.
If vocational school is cancelled, attendance at the company providing training is generally compulsory. Fear of an infection does not release from the obligation to attend. Trainees are in close contact with the training management in order to discuss the training conditions on site in this special situation while observing hygiene standards.The respective areas are required to set up an independent hygiene concept based on the framework hygiene concept of Kiel University.
Postponement of examinations
The responsible examination committee, if necessary the chairperson, decides whether examinations take place and, together with the school management, when they are to be taken. Since the current situation and risk assessment regarding coronavirus is not predictable, a trainee should contact the responsible chamber to find out about the dates for catching up.
The training contract is not automatically extended due to the postponement of examinations. The training ends when the training period ends in the respective training contract. However, trainees are entitled to have their training extended if the examination is not passed or if the state examination cannot be taken before the end of the training period through no fault of their own. This is the case if the examination is postponed after the training period of three years has expired.
A written application must be submitted to the training provider to extend the training until examinations have been successfully completed. If the training is completed in accordance with the provisions of the Vocational Training Act, you must submit the application to the competent authority (§ 8 (2) BBiG).
Trainees can also contact the training management or the responsible administrator in the Human Resources Division if they have any questions.
If work is carried out at the office, working time is to be recorded there as usual. For reasons of hygiene and to prevent the risk of infection, it is better not to stamp in and out at the terminal and to use the workstation PC instead.
Time spent working in the home office should be recorded using set-up VPN access via the web terminal of the time recording system. If this is not feasible, working time is recorded manually and subsequently entered in the workflow process or added manually afterwards by the employees themselves. The monthly journal and/or manual records are co-signed and forwarded as defined in the work agreement on variable working time to the supervisor by the 15th of the following month. If this is not possible, printouts from the time recording journals will be collected and, when convenient, submitted immediately.
Until further notice, working timeframes will remain fixed from 6am to 9pm in order to enable as much flexibility as possible. The legal provisions regarding maximum working time and rest periods must be observed. The recording system was adapted to the new working time framework.
To reduce the risk of infection, work scheduling must be aligned with existing hygiene concepts. Various organisational measures are available to supervisors for this purpose. The instruments of working time flexibility already mentioned (staggered work, shift work, home office, reorganisation, etc.) can be exploited accordingly, taking hygiene and distance regulations into account, in order to comply with hygiene concepts or risk assessments. As the vaccination rate rises, the aim is to increasingly normalise service operations, and presence operations thus become the rule again.
If, despite this, individually agreed work output cannot be requested as an exception, because the sites (laboratories, workshops, animal husbandry, etc.) or the work organisation cannot be used to full capacity while adhering to hygiene rules, the supervisors are to inform the relevant administrator in Human Resources. The supervisors are to produce a monthly list of affected employees and add a short description of the circumstances that are preventing normal work capacity. If shift schedules are drawn up, these are to be sent at the end of the month. Affected employees shall receive a time credit note for this period. Minus hours that arise for other reasons (e.g. by using up overtime) are not affected by the above rule and must be reported separately by the supervisors.
If holiday or using up overtime has already been approved, this must be used first before granting special leave or release from duties. The approval of holiday or using up overtime already frees the employee from the obligation to perform their duties, and thus no granting of special leave or release from duties is required.
Cancelling annual leave or using up overtime can only be considered on an individual basis, if there is an important reason to do so. Tasks – even those in crisis/system-relevant areas – occur regularly and must also be covered for during normal operations when someone is on holiday.
If cancelling annual leave or using up overtime becomes necessary due to important work matters, then an application to do so must be submitted to Human Resources, together with a justification statement of the important work matters by the respective supervisor.
Occurrence of authorised leave and ordered quarantine:
First of all, it should be noted that quarantine due to a positive test corresponds to an illness, so that in this case a credit of the holiday under § 8 (1) EUVO (civil servants) or § 9 BUrlG (employees covered by collective bargaining agreements) is possible.
If it is a quarantine measure without a positive test, there are no facts of illness. There is therefore no legal entitlement to a withdrawal or postponement of leave (unless illness occurs at the same time, see above).
If there is the possibility of working in a home office or mobile work during the quarantine period, a postponement of the holiday can be agreed with the supervisor by mutual consent, provided that a corresponding employment is possible, even if the supervisor had prepared for the holiday-related absence. If this is not possible, holiday will continue as requested and approved.
Application/approval of holiday and using up overtime
Holiday and using up overtime can also be applied for and approved via the supervisor. If you are unable to use the workflow, please e-mail your annual leave application to your supervisor, who will forward it to Stephanie Mahrt (email@example.com), stating his/her approval. It will be entered into the time recording system centrally.
Taking up a vaccination offer during working hours
By amending the Corona Occupational Health and Safety Ordinance, employees can be given time off to attend a vaccination offer since 10.09.2021.
In the case of variable working hours, any time missed due to the vaccination appointment must be worked in advance or in arrears. A deduction from working time or paid time off from work can only be considered if the vaccination appointment falls within the duty/working time stipulated, for example, by a duty or shift schedule.
If vaccinations are carried out by the company medical service, this can take place during working hours. Please also contact the Kiel University's company medical service (extension: -3267) to arrange a vaccination appointment.
You can find more information about vaccination services under the following links:
- Applications by e-mail to: Stephanie Mahrt, firstname.lastname@example.org