Information for Employees at the CAU

The University Board declares ongoing, continuous adherence to official measures to curb the COVID-19 pandemic. We also request that you, the members of the CAU, keep contributing towards maintaining control of the pandemic on site so that we can master the winter semester with as few restrictions as possible. This includes, above all, that we stick to social distancing and hygiene regulations on campus as well as the obligation to wear masks, and behave responsibly in our free time. In the following, employees of the University receive continuously updated information about the applicable regulations based on the state ordinances and decrees of Schleswig-Holstein.

Last update:

Employees receive up-to-date information on duties and rules during the Corona pandemic. New:Job Persons returning or entering from abroad; forms for risk groups and risk assessment

Act on Academic Fixed-Term Contracts

Against the background of the pandemic-related constraints on scientific operations, the Act on Academic Fixed-Term Contracts (WissZeitVG) has been amended retrospectively with effect from 01.03.2020 to include a transitional arrangement for a limited period, 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 is initially limited to a maximum of six months. There is no right 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.

If the coronavirus-related restrictions last longer, the Federal Ministry of Education and Research may extend the period from 01.03.2020 – 30.09.2020 by a further period of up to six months. The maximum periods of fixed-term employment could then be increased further, in accordance with the above-mentioned conditions.

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

Business travels and travel returnees or people entering from abrod

Business travels

All members of the CAU are specifically urged to refrain from non-essential business trips. Possible alternatives include digital formats (video conferences, telephone conferences, etc.) or postponing the business trip. Business trips in high-risk areas – whether within Germany or abroad – are not to be approved until further notice. For exceptional cases and absolutely unavoidable business trips to high-risk areas, special authorisation may be granted by the University Board, provided that a risk analysis of potential dangers is carried out in advance, and specific measures derived. Well-founded requests must be addressed to the Chancellor (kanzlerin@praesidium.uni-kiel.de).

Regulations for newly arriving international researchers residing in the guesthouses of Kiel University (CAU)

Newly arriving international scientists staying in the guesthouses of Kiel University may please consider the information of the International Center.

Persons returning or entering from abroad

With the amended State Regulation (§ 60 par. 3 sentence 1 LVwG) on Quarantine Measures for Incoming and Returning Travelers to Combat the Corona Virus of the state of Schleswig-Holstein (Corona Quarantine Ordinance) proclaimed on 6th November 2020, in force from 8th November 2020 (in German), the state government has issued binding orders:

This applies to entering and returning travelers who enter Schleswig-Holstein from abroad by land, sea or air and who have stayed in a risk area at any time within 10 days before entering the state (a list of risk areas is available on the RKI website, in German). The designation as a risk area may change frequently. Therefore, it is advisable to consult the RKI website on risk areas before arrival.

Persons who are obliged to quarantine must proceed directly to their own home or other suitable accommodation and stay there in domestic quarantine for a period of 10 days. This also applies to persons who first entered Germany in another federal state. During this time, they are not allowed to leave the accommodation/flat (even purchases of daily necessities are prohibited). They are not allowed to receive visits from persons outside of their own household during this period. Once the classification as a risk area is no longer applicable, the obligation to quarantine also ceases to apply.   The local health authority must be informed immediately upon entry into Schleswig-Holstein. In case of symptoms that indicate an illness with COVID-19 as per the current criteria of the Robert Koch Institute, the local health authority must also be notified immediately. During the period of isolation, persons in quarantine are subject to monitoring by the local health authority.

Persons who have had a test carried out not more than 48 hours before departure from certain vacation regions (for which the Federal Foreign Office has not published a travel warning on its website) and who carry a negative test result upon entry are exempted from this rule. On the website of the Federal Foreign Office there is a list of the certain vacation regions for which relevant agreements have been concluded. This country list can also be found on the website of the Robert Koch Institute. These regions have not yet been designated on the websites of the Federal Foreign Office and the Robert Koch Institute (as of Nov. 12, 2020).

The quarantine period can be shortened with the consent of the local health authority if a negative test result from a sample taken not less than five days after arrival can be provided. A testing site can be visited from the fifth day onward or with the approval of the local health authority. Quarantine is compulsory until a negative result can be presented to the local health authority.

Furthermore, starting November 8, 2020 (but not part of the above-mentioned state regulation), travelers who have stayed in a risk area within the past 10 days must register at www.einreiseanmeldung.de before their arrival in Germany and carry proof of registration with them upon entry. If, in exceptional cases, it is not possible to make a digital entry declaration, travelers must instead fill out a substitute declaration in paper form (in German) (pdf). Travelers can find further information in an info sheet of the Federal Ministry of health (in German) (pdf) and on the website of the German Federal Ministry of Health

WHAT TO DO IN CASE OF QUARANTINE OR ILLNESS?

 

Due to numerous queries we would like to provide you with information on travelling to Kiel from risk areas within Germany as well as conducting business trips.

Carrying out job interviews

Job Interviews must, initially until the end of November, again be conducted exclusively digital via video conference, or initially postponed. Specifications will be made for the period after 30.11.2020 well in advance. However, please prepare yourself for the fact that face-to-face events cannot take place, or only to a very limited extent, also in the coming months. If job interviews are conducted via video conference, then the applicants must be offered an introduction to the selected video conference system and a joint test run, well in advance before the job interviews. Under current regulations at the CAU, the ZOOM system may not be used for job interviews.

Homeoffice and work on site

Also at the university as a workplace, implementation of the measures by the state government to contain the spread of the coronavirus should minimise the contact opportunities between members of the university. Attendance at the institutes, institutions and administrative units must therefore be reduced to the minimum required to complete the tasks in research, administration and service, and be organised in such a way that operations can be maintained in the event of an infection - this applies in particular to critical business processes and infrastructures.

Supervisors are to use all possible organisational arrangements to enable employees, in principle, to work their individual standard working time. The instruments for flexible working time (offset working times, shifts, home office, reorganisation, etc.) should be utilised to the fullest extent, with due consideration of the hygiene and social distancing rules. Insofar as work can be performed there without restrictions, working from home should remain the primary location. It is up to the managers to decide on the extent to which attendance is deemed necessary in their organisational unit. Therefore, working from home must be approved by the supervisor in each individual case. 

The presence in the institutes, facilities and administrative units can be further expanded by observing the following distance and hygiene rules and other organisational measures, which also must be approved by the supervisor in each individual case. Insofar as the work can be performed without restrictions, work shall continue to be carried out in the home office. It is left to the managers to decide how many shifts they want to form in their organizational unit, what rhythm of change should apply depending on the requirements of the job and to what extent the presence can or should be in the respective work area. However, contact-reducing measures must be taken and organisational precautions (see below) must be observed. The Hygiene Conceptual Framework of Kiel University provides guidance for the development and application of individual hygiene concepts tailored to local conditions. Required presence activities must be assessed by superiors in the context of these concepts.

In terms of employment law, "home office" means that your place of work is moved to your home. This means that you are still obliged to workand it is therefore generally expected that you can be reached by telephone. In addition, you are - if you are technically able to do so - obliged to retrieve your e-mails and to process them if necessary.

If your workplace is not or only partially executable in the home office, you are required to resume work on site at the university or to proportionally resume work at the university in close coordination with your supervisor(s) if this can be implemented in compliance with the hygiene rules and compliance with the requirements of the Hygiene Conceptual Framework . Your supervisor will examine the possibility among other things of a work assignment on site with special consideration of the following basic conditions and will then decide on it. In these cases there is a limited obligation to be present. You and your supervisor must observe the following principles:

  • Double/group offices can only be occupied once.
  • Open-plan offices, workshops and other work areas where several employees come together are to be organised in such a way that personal contact between employees is reduced to a minimum. The hygiene and clearance specifications in offices and laboratories must be observed. In closed rooms for temporary use (e.g. short-term laboratory use, meetings), a maximum of 2 persons should stay per 10 sqm, in office or laboratory rooms with a longer stay (of more than 1.5 hours) a maximum of one person per 10 sqm. This is to be understood as a guideline and can be changed depending on local conditions. The instructions and recommendations of the safety engineer staff unit ("Risk assessment and working alone") must be observed. If you have any questions regarding occupational safety, please contact Ms. Hefner (mhefner@uv.uni-kiel.de) or Mr. Pitulle (hpitulle@uv.uni-kiel.de).
  • All other contacts within and outside the office should also be kept to a minimum.
  • Meetings should be held as telephone or video conferences wherever possible. If face-to-face meetings are required for work purposes in exceptional cases, then the social distancing and hygiene rules must be strictly observed.
  • Indoor areas must be aired regularly, i.e. every 20 minutes.
  • A strict hygiene regime applies. The hygiene recommendations of the Federal Ministry of Health (https://www.infektionsschutz.de/) serve as support.
  • It is possible to work in staggered shifts. The shifts are to be firmly divided. Changes between shifts must be avoided in order to keep the contact possibilities controllable.
  • It is also possible to work in staggered shifts on a daily basis in order to avoid or reduce personal contact and to enable work to be performed at least proportionately.
  • Wherever possible, employees who substitute for each other should not work on-site in the same organisational unit at the same time.

Furthermore, it is always the task of the immediate superiors to check which other tasks can be performed in order to ensure sufficient capacity utilisation at all workplaces. To this end, your supervisor may also assign you other tasks (within your pay category) for a limited period of time.

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.

Professorial appointments

Especially high standards should be set when selecting the best candidate for appointing a professor, as this position is usually awarded for life and represents an outstanding post at the CAU. The previously mentioned provisions in the HSG and the BvS naturally continue to be valid for the selection procedure for professors during the coronavirus pandemic and should not be “relaxed”. The University Board considers the presentation of candidates to the university public to be an extremely important component, and one which is essential in most departments, for selecting the best candidate and finalising the list of proposals for a professorship. In addition, the candidates’ lecture to the university public, along with its subsequent discussion, are often the only opportunity for students at the department in particular to form their own “opinion” of each candidate. The same applies for the professors and staff at the department.

Generally speaking, appointment committee meetings should be exclusively conducted as telephone or video conferences until further notice, under consideration of the regulations prescribed for such meetings by the University Computing Centre at the CAU which are applicable at the point of time in question.

Demonstration lessons should be conducted in an online format or as an online-seminar wherever possible. In appointment procedures, all candidates must present themselves in the same format (online format or a face-to-face event later). The provisions in the CAU Hygiene Conceptual Framework must be observed for face-to-face events.

If you have any questions about vacancy notices for professors or the appointment procedure, in particular during the coronavirus pandemic, the Referat für Beamten- und Berufungsangelegenheiten (civil servant and appointment affairs department) is available for legal advice at any time.

Residence permits, work permits and visas

  1. Residence permits/visas (and therefore also the corresponding work permits) that have expired in the Corona interim period (from about 17.03.2020) or will soon expire remain valid until an appointment can be made with the Immigration Department.
  2. Persons with residence permits for Germany who are currently staying abroad and whose residence permit expires abroad can contact the Immigration Office in Kiel by e-mail zuwanderungsabteilung@kiel.de in order to obtain a fictional certificate that allows them to re-enter Germany.  
  3. Appointments that were canceled during the closure of the Immigration Office in Kiel, do not need to be requested again. The Immigration Office will send out new appointment invitations to those, whose appointments were canceled.
  4. Appointments that were scheduled for the period after the re-opening of the Immigration Office (from May on) do not need to be requested again. The Immigration Office will send you a new appointment invitation letter or a confirmation of your scheduled appointment.

Concerning residence registration for new arrivals and new address registration for those who have moved at the Residence Registration Office:

  1. The residence registration/change of address registration can only be done by post. Information and registration form and on the website of the City of Kiel
  2. Appointments that were booked before the closing time are considered cancelled. However, you do not need a new appointment. The registration will be sent by mail.

Information and registration forms of the City of Kiel (German only)

Risk assessment and working alone

Risk assessment

The form for the "Risk assessment for the continuation of university operations during a pandemic until the official declaration of termination. (2020 - Coronavirus SARS-CoV-2)" and the operating instructions (both documents as of 13.10.2020) have been adapted to the current SARS-CoV-2 occupational health and safety regulations and are available in German and English on the pages of the Safety Engineer Staff Unit 

To the forms of the staff unit Safety Engineer

Working alone

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

Office work

No restrictions
Building services/workshops 
  • Working with fall hazard
  • Work on live electrical installations
  • Work on gas installations
  • Work on stationary woodworking machines (circular saws, band saws, surface planing machines, milling machines)
  • Work on stationary metalworking machines (lathes, milling machines)
 
Laboratories
(mechanical, electrical, chemical, biological, thermal or radiant energy)
 
  • Working with hazardous substances ((§ 9 (7) GefStoffV and point 4.3.3 of the DGUV information "Safe working in laboratories (213-850)") 
  • Work on live electrical installations
  • Working with artificial optical radiation
  • Working with ionising radiation
 

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!

Contacts:

Risk groups

Based on a risk assessment, employees who are already burdened with a risk should always be sent to the home office by their supervisor or remain in the home office. Work in the home office should always be given preference over work in presence. The decision on this is made by superiors based on a risk analysis. Reference is made to the notes of the  Robert Koch Institute, which can be used for risk assessment.

For the company's practice of assessing special risks, this means in particular that the pre-existing conditions mentioned there (e.g. cardiovascular diseases, diabetes, immune deficiency), but not, for example, age alone, are relevant to the decision. In those cases in which a work performance cannot or only to a small extent be performed in the home office, the risk assessment by your supervisor is of particular importance, as it decides whether you can (partially) be deployed on site or whether you will be released from work with continued payment of remuneration.

However, a high standard is applied for the process of weighing up and deciding on a possible assignment, taking all circumstances into account. The development and implementation of a hygiene concept as well as an adapted operational risk assessment are also of great significance. In addition to the health impairments, the work situation (workplace design, spatial situation; cf. risk assessment) must be analysed in detail by the supervisor. Especially the cooperation with interfaces, external and other colleagues must be considered very carefully and clarified in a mutual exchange with the employee. It is important to avoid personal contacts as far as possible in order to minimize the risk of infection. In this respect, it should be checked, for example, whether the work can take place in an individual office, whether a shift work or even daily shifts are conceivable and whether the strict hygiene regime is observed. If the minimum distance of 1.5 m cannot be safely maintained due to the special circumstances of the working conditions, temporary mouth and nose covers (MNB) must be worn in accordance with appropriate hygiene concepts. This also applies if the minimum distance of 1.5 m is temporarily not observed, e.g. in corridors and aisles.

In addition, the personal situation of the employee would also have to be taken into account. For example, if the employee is dependent on the use of public transport to get to the university, this would also be an important factor that would argue against working in the office, as this exposes employees to an increased risk of infection. This offer is aimed at both employees and superiors.

In case of doubt, it is also recommended to contact the company doctor in order to clarify the measures taken/intended with regard to the individual previous illness of the employee in order to exclude the risk of infection as far as possible.

Employees affected by the disease must inform their supervisor of their membership of one of the risk groups mentioned in the RKI instructions. In this case, it is not necessary to present a certificate. If it is necessary in the course of risk assessment that a supplementary medical or specialist opinion is submitted, this should be provided by the employees.

In the case of severely disabled employees or employees of equivalent status, the Severely Disabled Persons' Representative Body (SBV) shall be informed accordingly by the superior about the risk assessment carried out.

If the workplace cannot be operated in the home office, or not even partially, and if employees are unable to perform their work in the office in full or even partially due to the risk assessment, they are generally released from work after consultation with the the superior(s), with continued payment of your remuneration/remuneration. In the case of civil servants, the absence from work is approved in accordance with § 67 sentence 1 LBG. In the case of tariff employees, the acceptance of the work offered is expressly waived (default of acceptance). The same applies to student and research assistants. The responsible processing department in the Division of Personnel must be informed of the release by the superior(s).

However, the obligation to be available by telephone and to be on call at any time for the performance of important work at the university shall not be waived in the event of release from work. In addition, you too must keep yourself constantly informed about current developments at the university. You may also be informed by e-mail and via the CAU website when normal work is resumed and you need to be present in the office again.

Regulation for pregnant women

"According to the current state of knowledge, pregnant women do not in principle have a higher risk than the general population of being infected with COVID-19, nor are they at increased risk of a severe course. However, the possibilities of treatment in the case of a severe course in pregnant women are limited compared to the general population. For example, suitable medication and treatment measures cannot be used without endangering the unborn child." (See the information sheet for employers from the Ministry of Social Affairs, Health, Youth, Family and Senior Citizens of the State of Schleswig-Holstein (pdf) (in German)).

Regular social contacts with other people can increase the risk of infection and thus endanger the baby. Therefore, social contacts should be avoided as far as possible, taking into account operational concerns. This includes contact with the public, e.g. during consultation, but also with colleagues.

Pregnant women should therefore be employed at an individual workplace without risk of infection or work in a home office.

Please also note that wearing respiratory protection, e.g. FFP2 masks, is not suitable for pregnant women on a permanent basis.

Female employees report the pregnancy to their responsible clerk in the Division of Personnel and contact their superior for an individual risk assessment.

If you have any questions or need advice, please contact your supervisor:

If there is a contradiction in the assessment between the employee and the result of the risk assessment or individual action plan, please contact the Staatliche Arbeitsschutzbehörde bei der Unfallkasse Nord (StAUK), Tel.: +49 431-64070, for advice.

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.

Schools and Kindergarten

The state Ministry of Education, Science and Cultural Affairs, in cooperation with the state Ministry of Social Affairs, Health, Youth, Family and Senior Citizens, has published recommendations for dealing with cold symptoms, the so-called "sniffles plan" (German only), through the sponsors of schools and kindergartens, and distributed it to parents through the respective institutions.

In cases where a child has cold symptoms, which are associated with a fever, muscle and joint pains, a dry cough, a sore throat, or the loss of smell or taste, there are special precautions for the protection of other children, their families as well as the staff of the institution concerned. The sick child must stay at home for at least 24 hours for observation.

If necessary, a doctor should be consulted. Once the child has recovered, appears to be in good general condition, and the symptoms described have disappeared, under normal circumstances the child can return to their kindergarten or school.

If the doctor orders a test for the coronavirus, then the child tested may not attend school or kindergarten until the test result is received. If the test result is positive, the health authorities will order a quarantine period. The instructions of the health authorities must be followed.

Here, the general rules 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 ten days per child and parent, and in the case of single parents 20 days. No-one must fear a loss of earnings during this period. For civil servants, the provisions of Section 13 of the Special Leave Regulations of the state of Schleswig-Holstein apply (only available in German).

The Krankenhauszukunftsgesetz (Future Hospitals Act, KHZG), which entered into force on 28.10.2020, offers additional rights to exemption from work until 31.12.2020, for all statutory health insurance members who need to take care of sick children, or care for relatives in acute need, due to the COVID-19 pandemic. Unlike the previous regulations (new Section 45 (2a) SGB V), there is entitlement to sick pay for each child up to a maximum of 15 working days during the 2020 calendar year, and 30 working days for insured persons who are single parents. The entitlement (in the case of several children) for insured persons is in total not more than 35 working days, and not more than 70 working days for insured single parents. These regulations will be similarly applied to civil servants. If you have any questions, please contact HR. 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 supervisor in advance.

In light of the further operation of schools and kindergartens, the granting of special leave in accordance with Section 20 of the Special Leave Regulations and/or exemption from work under Section 29 para. 3 TV-L (the collective agreement for public service in the states) will only take place in exceptional situations (e.g. new kindergarten or school closures for children up to 6th grade including). If you are affected by the closure of a school or kindergarten due to an infection that has occurred there, please contact the Human Resources Department for information about the possibilities for special leave.

Sickness notification, quarantine or suspected sickness

In view of the increasing number of corona infections, since 19.10.2020, the exception to having the attending general practitioner write a sick note by telephone for minor respiratory diseases has been in effect again, initially for a limited period until 31.12.2020. This should reduce the risk of infection in waiting rooms.

In the colder season, that is beginning now, 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 that children who simply have a sniff, sore throat/clearing the throat (mild symptoms) or have a runny nose should not be excluded from the day care centre. The reasons for exclusion have thus been put into perspective. In consultation with your supervisors, please also use the possibilities of working from home. 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. 

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 the responsible administrator in the Human Resources department by telephone 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. 

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, employees are generally obliged to report sick to their employer immediately (§ 5 para. 1 Continued Remuneration Act). You send the notification of illness to the university using the method described below. However, you do not have to inform the university about the type of illness. However, 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.

Quarantines ordered by the Health Department must be reported to the employer (the supervisor and the responsible administrator in the Human Resources Division).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).

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

Student and research assistants

Student and research assistants are to be treated in the same way as all other employees of Kiel University. Due to the incidence of infection, they are to be deployed primarily in the home office until 30.11.2020. If this is not or only partially possible, the working conditions on site in the work units are to be checked and, if necessary, adjusted by superiors in accordance with the currently valid framework conditions (see the section on home office, presence). The possibility of postponing work performance should be used within the existing limits. If the work performance cannot be called up when all possibilities have been exhausted, the so-called default of acceptance occurs and the auxiliary staff are to be released from work performance. If you have any questions, please contact Ms Sattler, Personnel Division.

 

Trainees

Training allowance in case of quarantine

In case of suspicion or confirmed illness, trainees must stay away from work to avoid infecting other people. Trainees are generally entitled to continued remuneration from their employer for a period of six weeks and then to sickness benefit from the health insurance fund or to compensation in accordance with the Infection Protection Act.

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.

Working time framework

Suspension of the recording of working time was lifted on 04.05.2020.

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.

Since 13.07.2020 and 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, so that subsequent entries are no longer necessary from this point on.

In order to increase individual working time flexibility for all employees, and to take individual requirements into account, the regulation in force since 13.07.2020 will remain in place, which increases the maximum number of minus hours to double the contractually agreed regular working hours per week until further notice (77.4 hours for tariff-based full-time employees, and 82 hours for civil servants). This means the total balance of the time recording account can go into this amount in minus again. Offsetting of the above-mentioned balance of working hours is suspended until further notice and will only be reintroduced at a later date - depending on the further development of the coronavirus pandemic and associated restrictions - in agreement with the crisis management team and at the limits set in the work agreement “Variable Arbeitszeit” (variable working time).

To reduce the risk of infection, work scheduling is to be based on existing hygiene concepts. For this purpose, supervisors are to use all possible organisational arrangements to enable employees, in principle, to work their individual standard working time. Previously mentioned instruments designed to make working time more flexible (staggered work, shift work, working from home, reorganisation, etc.) are to be used accordingly, while adhering to hygiene and social distancing rules. Preference is currently to be given to work in the home office

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 (smahrt@uv.uni-kiel.de), stating his/her approval. It will be entered into the time recording system centrally.

Contact: