Updating of the framework hygiene concept in accordance with the decision of the Executive Board of 1.12.2021
1. Preliminary remarks
This framework describes, in accordance with applicable laws and ordinances of the federal government and the state of Schleswig-Holstein, as well as on the basis of rules for occupational health and safety and applicable general hygiene and protective measures, which are to be applied to all university operations in teaching/studies, research and administration, as well as to all CAU facilities. The objective is comprehensive health protection for the CAU members and guests. Based on these regulations, the university should continue to operate without serious restrictions as far as possible, and a contribution made towards containing the spread of the coronavirus.
To do so, comprehensive guidelines for operations at the CAU will be formulated, which cover as many institutions and/or examination and event formats as possible, so that the individual concepts can largely draw on this framework and supplement it where necessary.
- 2. Basic principles
- 3. Basics
- 4. Teaching and examinations
- 5. Hygiene concepts for libraries
- 6. Research and administration, events, self-governance
- 7. Requirements for special areas and institutions at the CAU
- 8. Non-curricular or non-teaching events
- 9. Templates, handouts, posters and checklists
Non-essential contact between employees, students and other people (e.g. doctoral researchers, guest researchers and other guests) must be avoided. General hygiene measures must be implemented, and the infection risks during essential contact must be minimised by means of special hygiene and protective measures.
- University buildings may only be entered with valid proof of vaccination, recovery or a negative rapid antigen test (not older than 24 hours) or PCR test (not older than 48 hours) (3G). This applies to all members and relatives of CAU as well as guests and employees of external service providers.
- The requirements for general hand hygiene and coughing and sneezing etiquette must be followed.
- On the entire CAU campus, both indoors and outdoors, a minimum social distance of 1.5 metres must be maintained to other people. For this purpose, appropriate social distancing measures must be determined for each location.
- In the CAU buildings, it is compulsory to wear a face mask (surgical or FFP2 mask) in accordance with the regulation on combating coronavirus (Corona-BekämpfVO) of the state of Schleswig-Holstein, in the respectively valid version, unless exceptions are described in this Hygiene Conceptual Framework.
- Lifts should only be used with a mask on, and the minimum distance of 1.5 m must be observed.
- In closed rooms for temporary use (such as oral examinations, short-term laboratory use, meetings), there should be a maximum of 2 people per 10 square metres, and in offices or labs used for longer periods (of more than 1.5 hours), a maximum of one person per 10 square metres. This should be understood as a guideline, and may vary according to specific conditions at each location.
- All interior spaces must be adequately ventilated with fresh air. In the event of mechanical ventilation (technical ventilation), the Facility Management team will ensure that the settings of the ventilation systems are adjusted accordingly. There are handouts for regular ventilation in all other seminar rooms and meeting rooms. Here, it is important to open the doors and windows completely at least every 20 minutes for 3-5 minutes, so that the room is filled with fresh air. (This is based on the "Infektionsschutzgerechtes Lüften" (correct ventilation to protect against infections) recommendation of the Federal Government issued on 16.9.2020)
- Signs must be displayed at building entrances and inside buildings regarding the hygiene measures to be observed.
- Travel to the campus should preferably be individually (by bicycle, car, or on foot): those using public transport must comply with the applicable rules for wearing a face mask (surgical or FFP2 mask) in the state of Schleswig-Holstein.
- People with respiratory symptoms or fever should not be present at the institution. In the event of acute respiratory symptoms, the person affected must leave the institution immediately and have their symptoms checked by a doctor.
- Those arriving in Kiel from abroad must observe the applicable information in the state of Schleswig-Holstein for incoming or returning travellers, along with the Corona Entry Ordinance of the Federal State and any temporary entry bans in place related to university premises.
All members of the university are required to responsibly observe and adhere to the existing regulations and rules, in order to protect themselves and others.
Further information on the above-mentioned principles is available on the CAU’s coronavirus information pages.
The general basic obligations of the employer in terms of Section 3 and Section 4 no. 3 ArbSchG and/or DGUV Regulation 1 give rise to general hygiene requirements, which are specified in the ArbStättV and its Technical Rules for workplaces as well as other regulations. This Hygiene Conceptual Framework was developed on the basis of the SARS-CoV-2 Occupational Safety and Health Standard (SARS-CoV-2-Arbeitsschutzregel) of 24.11.2021 (2021, p. 1331-1332 GMBL) in accordance with the SARS-CoV-2 Occupational Health and Safety Ordinance, which specifies the requirements for occupational health and safety with regard to SARS-CoV-2, taking into account the vaccination, sero and test status of employees, for the period of the epidemic situation of national significance determined in accordance with § 5 of the Infection Protection Act and for a limited period after it has been lifted. The DGUV's instructions for dealing with vaccinated/recovered individuals in the context of the SARS-Cov-2 pandemic of 30.08.2021 have also been incorporated.
With this Hygiene Conceptual Framework, the CAU also fulfils its obligation to prepare a hygiene concept in terms of the respectively valid version of the "Landesverordnung über besondere Maßnahmen zur Verhinderung der Ausbreitung des Coronavirus SARS-CoV-2 an Hochschulen" (state regulations regarding special measures to prevent the spread of the coronavirus at universities).
All laws, ordinances, decrees, guidelines and other regulations relevant to university operations in connection with the SARS-CoV-2 pandemic, in the respectively valid versions, are available on Kiel University's corona website (German only).
The priority for all teaching events is that they are held in attendance. Very large events should be conducted digitally to avoid large gatherings of groups. Smaller lectures (less than 200 people) in digital formats are possible if they are approved by the respective Dean's Offices (in consultation with the University Board, if necessary).
No individual hygiene concepts are necessary for face-to-face teaching events and examinations (exception: e.g. field trips, music and sports activities) if the framework requirements and hygiene rules described in Section 4.1 are adhered to.
All participants are obliged to contribute through their conduct towards helping to ensure that teaching events and examinations can be carried out without any health risks for all participants. We appeal to the sense of responsibility of each individual, not to attend teaching events or examinations if they have any symptoms of illness. In the event of a positive rapid test result or a positive PCR test, the appropriate reporting trail (German only) must be followed.
People who belong to high-risk groups should only participate in face-to-face teaching events or examinations after medical consultation. Participants who belong to a high-risk group must announce this to the responsible Examination Office in advance, and will be granted separate access and a separate examination room or workplace where possible.
For clinical teaching by the Faculty of Medicine at the CAU, which takes place at the UKSH Campus Kiel, further requirements for face-to-face teaching are to be coordinated with the UKSH, if necessary. The training and research in pre-clinical teaching on the CAU campus are subject to the provisions of this Hygiene Conceptual Framework.
3G proof and checks
For all participants in teaching events and examinations, proof of 3G status (vaccinated, recovered, tested) is a prerequisite for admission. The 3G status must be presented together with the official photo ID (identity card, passport, driver's license, etc.). If no proof is provided, admission cannot be granted to teaching events or examinations. In the event of repeated violations, sanctions can be enforced based on the state regulations regarding special measures to prevent the spread of the coronavirus at universities.
If students have neither proof of vaccination nor proof of recovery, proof of a negative test result must be submitted. A certificate issued by a body responsible for taking the test for the detection of coronavirus infection (testing centres) will be accepted. The negative test result must not be older than one day (24 hours; PCR test 48 hours). Proof in the form of a so-called self-test is not possible. International students vaccinated with a vaccine not approved in the EU must also provide a negative test result.
Minimum social distancing and mask requirements
Room occupancy without distancing regulations can be implemented in principle.
It is mandatory to wear a face mask (surgical or FFP2 mask) inside all CAU buildings. The mask requirement can only be waived in lectures if it cannot be implemented due to the nature of the course (see section 4.3). Lecturers are exempt from the obligation to wear a face mask (surgical or FFP2 mask) during the lecture if a distance of 1.5 metres is maintained.
If a lecture room does not have mechanical ventilation, it must be aired out regularly during the teaching event, i.e. every 20 minutes for 3-5 minutes.
On-site contact data collection no longer takes place across the CAU campus. At the beginning of the semester, a list of participants must be created once for lectures, in which at least the names and e-mail addresses of the participants are listed.
- Routes through the buildings to the venues for exams, face-to-face teaching events and to the sanitary facilities will be marked as far as possible, in order to prevent or minimise encounters. Masks (surgical or FFP2 mask) must be worn on the walkways inside the buildings.
- Separate entrances and exits should be indicated where possible.
- Signs about infection protection and health instructions must be displayed at building entrances and inside the buildings, which provide information about general protective measures such as hand hygiene, wearing face masks, social distancing and coughing and sneezing etiquette.
- The rooms and the sanitary facilities will be cleaned every working day, in accordance with the hygiene requirements. Additional cleaning steps may be performed, depending on usage.
- All rooms must be adequately ventilated with fresh air. In the event of mechanical ventilation, the technical possibilities must be utilised as far as possible, to ensure that ventilation systems provide more or exclusively fresh air, and that recirculation is avoided.
- In rooms where adequate ventilation cannot be ensured (e.g. non-opening or no windows, no forced ventilation), no events may be held, the time spent in the room by individual people must be kept to a minimum. The same applies in case of failure or defect of the ventilation system. The use of mobile air filter units is not a substitute for a fresh-air ventilation system. For the use of workshops/labs in which the windows may not be opened for climatic reasons, the Safety Engineer's Office provides advice.
- The doors of event rooms used should be kept open where possible, so that touching door handles can be avoided – and the rooms ventilated thereby if possible. This does not apply to rooms where the doors must be kept closed for security reasons, e.g. laboratory rooms.
- Sanitary rooms may only be used with MNS. If no cubicles are available or washrooms are occupied, maintenance should take place outside the anterooms.
- Guidelines for entering the sanitary rooms alone will be displayed prominently at the respective facilities.
- After the event, the participants must leave the building quickly via the marked exits. Here too, critical gatherings must be avoided.
Special notes on laboratory practicals
- The mandatory hygiene plans for biological laboratories with protection level 1, 2 and 3 remain unaffected by this Hygiene Conceptual Framework, and must be implemented in addition.
- Also, the mandatory hygiene plans for institutions for the husbandry of laboratory animals at the CAU remain unaffected by this Hygiene Conceptual Framework, and must be implemented in addition.
- The hygiene measures of the following "Technical Rules for Biological Agents" shall remain in full force:
- TRBA 100 Protective measures for activities involving biological agents in laboratories
- TRBA 260 Protective measures for activities involving biological agents in veterinary medicine and comparable activities
- TRBA 120 Laboratory animals
- When working with an open flame during lab practicals, a face shield must also be used to prevent the face mask from catching fire or burning off. Face shields are provided by the CAU and can be obtained from the storage facility.
For field trips, an individual hygiene concept must always be drawn up to ensure that the hygiene rules of this Hygiene Conceptual Framework and the hygiene regulations of the field trip location are observed and complied with during arrival and departure, during the stay including any overnight stays and communal meals. Part of the hygiene concept is contingency planning in case of a positive rapid test or an infection occurring during the excursion (quarantine, adapted return travel plan, possible additional costs). When using vehicles from the CAU fleet, the rules stipulated in 6. for trips with university vehicles must be observed.
All participants must provide proof of 3G, which will be checked by the field trip leader at the start of the trip. If participants have neither proof of vaccination nor proof of recovery, proof of a negative test result must be submitted every day. Furthermore, masks are compulsory if minimum social distancing cannot be maintained.
In the case of sports practicals (inside closed rooms), all participants must provide proof of 3G and this must be checked before the start of the teaching event. In indoor sports facilities, face masks must be worn in the corridors. The mask requirement and social distancing do not apply during the teaching event.
In the case of practical music events, all participants must provide proof of 3G and this must be checked before the start of the teaching event. At events with singing and/or wind instruments, face masks do not have to be worn while singing and playing music. We recommend maintaining minimum social distancing.
For the use of libraries, separate concepts must be developed for the central University Library and the individual departmental/specialised libraries, based on this Hygiene Conceptual Framework. In doing so, the requirements described in 4.2 above must be applied correspondingly.
According to the regulation on combating coronavirus (Corona-BekämpfVO) of the state of Schleswig-Holstein, a 3G proof is required for visitors using the libraries. Masks must be worn by visitors and employees in areas with public access. The obligation to wear a mask does also apply at work stations in libraries.
The University Library and the Dean’s Offices responsible for the departmental/specialised libraries will submit the hygiene concepts for approval by the University Board, through the crisis management team coordinator. The concepts will be stored centrally, and made available at the request of the health authorities or other testing authorities.
Protective measures must be implemented for the research and administration operations, and mandatory minimum standards for occupational safety and health protection must be ensured. All employees must adhere to the principles listed under 2. above.
In addition to the mandatory risk assessments in accordance with the ArbSchG, the form "Risk assessment for continuing university operations during a pandemic until the end of the pandemic is officially declared" (German only, updated November 22, 2021) must be completed. The employees must be instructed on the basis of the current operating instructions and, if applicable, the presentation slides by their supervisor. Information on vaccinations must be part of the instructions. The Central Unit: Safety Engineering will provide form templates and assistance, e.g. presentation slides, for the risk assessments and the instructions on its website and will advise employees and supervisors.
The corona website is the definitive resource for the currently applicable preventive and protective measures at the CAU. All members of the CAU should regularly inform themselves there about the applicable regulations. Information about protective measures and the code of conduct, and in particular the observance of personal and organisational hygiene rules (social distancing, masks, coughing and sneezing hygiene, hand hygiene, regular ventilation), is provided through notices and signs.
Employees may only enter the university if they have been vaccinated, recovered or tested and are able to proof their 3G status. Supervisors are required to check the evidence and document the check. Employees who are not vaccinated or recovered must provide a negative rapid antigen test no older than 24 hours (PCR test 48 hours) every working day. Even though 3G detection 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.
The German AHA+L measures continue to form the basis for attendance working:
- Keep your distance (at least 1.5 m),
- Observe hygiene rules. The hygiene recommendations by the Federal Ministry of Health (www.infektionsschutz.de) are a source of guidance.
- Obligation to wear a mask
- Airing interior rooms regularly, i.e. every 20 minutes.
When working in offices, laboratories and workshops, the following principles must be observed:
- For on-site work, a risk assessment must be submitted by the supervisor that specifies protective measures.
- A face mask (surgical or FFP2 mask) must be worn in all interior areas where people circulate to and from the work station in all buildings at the CAU. At the work station, the face mask may be removed, as long as the risk assessment does not provide otherwise.
- Open-plan offices, workshops and other working areas where several employees congregate must be organised in such a way that personal contact between staff is reduced to a minimum level and the minimum social distancing of 1.5m between employees is ensured. Where this cannot be guaranteed technically or organisationally, alternative measures (use of face masks, separating walls) must be taken.
- Occupancy density of workspaces and shared facilities must be reduced by home office or other measures to stagger operations (staggered working hours and break times, shift work if necessary).
- AHA+L measures must always be complied with whenever not all workers in a work unit are fully vaccinated or recovered, or the vaccination or recovery status of the staff is not known, or occupational contact occurs with persons who are not fully vaccinated or recovered.
Working from home as a form of mobile work can and should be used, in consultation with the supervisor, for example:
- To reduce the number of people present at the same time in a work unit, and to support compliance with distancing rules
- By those who belong to a high-risk group due to pre-existing conditions, 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.
The prerequisite in all cases is that the respective activities of the employee allow mobile work. Availability must be ensured and the regulations on working hours must be observed.
Mild liquid soap and towel dispensers must be made available for washing hands. The cleaning intervals must be adjusted. This applies in particular to sanitary facilities and common areas. Appropriate social distancing must be ensured in break rooms, for example through the corresponding arrangement of tables and chairs, unless these rooms are exclusively used by vaccinated and recovered individuals. The number of people who can use the room at the same time is to be specified by posting a notice at the entrance and in the room. In addition, reminders to air the rooms regularly must also be posted. Even if air purifiers are used, the rooms must be ventilated regularly. At the end of the break, the used surfaces are to be cleaned.
Distancing must also be maintained in the shower rooms of workshops or other operational institutions; showers must either be blocked off, or other measures taken to ensure that they can only be entered and used by one person at a time.
If possible, work equipment and tools should be used by one specific person. Where this is not possible, they must be cleaned before being handed over to others.
Personal protective equipment (PPE) may only be used and stored by a specific person. Separate storage of work clothing and PPE from the everyday clothes must be enabled.
In closed rooms, regular ventilation of the rooms is strongly recommended if the operational conditions allow for it. If the room is equipped with an air conditioning system (HVAC), this must be operated continuously to reduce the aerosol concentration in the air and the associated increased risk of infection. Ventilate working rooms fully for three to five minutes after a maximum of 20 minutes. Here, cross-ventilation is recommended for particularly rapid air exchange – see the ventilation strategy. When using secondary air devices, e.g. mobile air-conditioning units or air-conditioning split units, sufficient air exchange with fresh air must be ensured. For the use of rooms in which the windows may not be opened for climatic reasons, the Safety Engineer's Office provides advice.
All employees have the opportunity to take a rapid test for the SARS-CoV-2 coronavirus at the place of work up to twice a week. These testing possibilities complement the other operational preventive and protective measures. However, they cannot be used for the proofs within the framework of the 3G obligation at the workplace. Even with a negative test result, all hygiene and distancing rules presented in this Hygiene Conceptual Framework must be observed without exception. Employees are obliged to have a positive rapid test result clarified immediately and to report a positive PCR test result to the university.
For this purpose, the university provides an action guideline for dealing with a positive rapid test (German only) as well as a reporting trail for a positive PCR test (German only).
Travel around campus should take place using bicycles, delivery bicycles, scooters, etc. wherever possible. If, however, trips have to be made with company vehicles in an official context, the following regulations must be observed, which also apply to the use of the vehicle fleet for field trips:
- In the case of trips required for official business or the use of vehicles for field trips, the simultaneous use of vehicles by several people is to be avoided wherever possible.
- The applicable occupational health and safety regulations and AHA+L rules must be observed when using the vehicle.
- 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.
- If distancing cannot be maintained within the vehicle, a face mask (FFP2 standard) must be worn. This also applies to the driver, unless regulations of the respective state prohibit this. Be sure to observe the wearing times by taking breaks.
- In addition, all vehicle occupants must present a current negative rapid test (not older than 24 hours) or proof of complete vaccination or recovery before commencing the trip.
- The person in charge of the vehicle or, in the case of field trips etc., the respective supervisor is responsible for compliance.
- At the end of the trip, the vehicle must be aired out again and cleaned and disinfected with the supplies provided before being returned.
Business trips which are not mandatory for completing work are not to be conducted. Business trips should not be approved, exceptions require the agreement of the University Board in individual cases. For this purpose, a justification of the compelling necessity of the trip must be submitted and a risk assessment in which possible hazards during the trip and at the destination are analysed and concrete measures are derived. Part of the risk analysis is contingency planning in the event of a positive rapid test or an infection occurring during the business trip (quarantine, adjusted return travel planning, possible additional costs). When using the CAU vehicle fleet for business trips, the above-mentioned guidelines for trips within the campus must be observed accordingly.
Internal meetings required for official purposes and meetings of working groups shall be held in digital formats. In the case of meetings in presence, the general hygiene rules and the minimum distances between the participants must be observed on site, the meetings are to be limited to a maximum number of participants of 10 and a maximum duration of 60 minutes. Committee meetings shall be conducted exclusively as video conferences. For appointment procedures and interviews, reference is made to the current guidelines of the University Board. University events outside teaching (e.g. specialist conferences, lecture series and similar event formats) will not take place until 16.01.2022; the same applies to events organised by external parties on CAU premises, with the exception of the provision of premises by way of administrative assistance. Internal university gatherings of a social nature on CAU premises or at external venues, such as Christmas parties or company outings, are not permitted.
Non-university personnel (e.g. workmen and other service providers) must be informed of the measures currently implemented with regard to protection against SARS-CoV-2 infection, and follow the principles listed under no. 2 above.
We would like to draw your attention to the information and regulations for rapid identification and tracing of suspected cases of a COVID-19 infection, as published on the CAU corona website, along with the information about reporting and passing on information under www.uni-kiel.de/de/coronavirus/alle-meldungen/meldeketten (German only).
Employees can arrange a personal consultation with the university's in-house doctor, also regarding high risks due to a pre-existing condition or an individual predisposition, or any other questions about the COVID-19 vaccination. The university's in-house doctor provides advice to employees and supervisors on appropriate protective measures for individual workplaces. The currently applicable instructions and procedures to/for people who belong to high-risk groups, or share a household with someone in a high-risk group, are published on the CAU corona website.
Special areas and institutions at the CAU such as the Sports Centre, Botanical Garden or museums will develop their own hygiene concepts in accordance with the relevant state regulations, the principles of this Hygiene Conceptual Framework and the recommendations of relevant professional associations for hygiene concepts.
If, according to the regulation on combating coronavirus (Corona-BekämpfVO) of the state of Schleswig-Holstein, wearing face masks is only recommended, it is incumbent on the management of the facility to make masks compulsory for certain areas of the facilities. This is especially true where visitors and people using the facilities concerned have contact with the staff. Risk assessments must be prepared for the staff members.
The institutions submit their hygiene concepts for approval by the University Board, through the crisis management team’s coordination team. The concepts will be stored centrally, and made available at the request of the health authorities or other testing authorities.
All event formats that are not directly related to teaching (see above, section 4) or are exclusively service-related (see above, section 7) will not take place until 16 January 2022. This also applies to events organised by external organisers on CAU premises, with the exception of the provision of rooms by way of administrative assistance.
Sample templates, handouts and guidelines are provided and continuously updated for the implementation of the regulations of this Hygiene Conceptual Framework, in particular for the preparation of hygiene concepts.
- CAU posters for Download
- Information on cleaning and disinfection of surfaces outside healthcare facilities in connection with the COVID 19 pandemic of the Robert Koch Institute (German only)