Information for Employees at the CAU

The CAU’s numerous service and advisory offices, as well as the central units will remain closed until further notice. Consultations will be conducted by telephone and e-mail. All administrative duties should, wherever possible, continue to be performed by working from home. If certain duties require presence on site, the valid hygiene and distancing rules must be adhered to.

All regulations on working from home, time recording and other work matters are extended for the time being until 26 April (see the regulations from 16 March). With the decree of the Head of the State Chancellery of 16 April 2020, which repeals the previous decrees of March 9, March 12, March 14 and March 24, new regulations were introduced, which in particular allow for initial cautious changes in personnel and organisation, also for CAU employees. With the decree of the State Chancellery of May 7 the existing decree situation was extended until June 1. The instructions for employees have been modified in this respect.

to the decrees

Homeoffice and work on site

The presence in the institutes, facilities and administrative units can be expanded by observing the following distance and hygiene rules and other organisational measures. 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. 

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 work, provided that you are required to do so. 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 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. Your supervisor will examine the possibility 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. 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.
  • 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.

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.

If, after checking all organizational options and complying with the above conditions (work performed in staggered shifts), your workstation cannot be performed at your location, or can only be performed in part, you are still released from work in principle after consultation with the manager, 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 offered work performance is expressly waived (default of acceptance). The same applies to student and research assistants. Supervisors shall document the releases and inform the Human Resources Division in the form of a list. However, the obligation to be available by telephone and to be called up at any time for the performance of important work at the university does not lapse in the event of a leave of absence. In addition, you must also keep up to date with the latest developments at the university.

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.

Risk assessment and working alone

Risk assessment

In order to continue (research) operations during the Corona pandemic, the Safety Engineer Staff Unit has developed a form for risk assessment, based on the legal regulations. This form is provided together with an operating instruction. The operating instructions are to be used for training purposes. As the verbal instruction required by law is contrary to the ban on contact during the Corona pandemic, it is possible to instruct the employees by video conference or to send the operating instructions to the employees by e-mail. In this case, superiors must have it confirmed by e-mail that the instruction has been noted and understood.

To the forms of the staff unit Safety Engineer

Working alone

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. 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 to the process of weighing up and deciding on a possible assignment. 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. 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.

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.

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 your workplace cannot be operated in your home office, or not even partially, and if you are unable to perform your work in the office in full or even partially due to the risk assessment, you are generally released from work after consultation with the manager, 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.

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.

Schools or kindergartens closed

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, in the case of single parents this is 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 (Sonderurlaubsverordnung) of the state of Schleswig-Holstein (German only) apply.

Civil servants who must stay at home to care for their children, either because the children are not allowed to attend school or other childcare institutions due to a possible infection with the coronavirus, or because such institutions are closed due to measures to contain the spread of the coronavirus, can be granted special leave in terms of Section 20 of the Special Leave Regulations, if the work performance is not possible either in the office or in the home office.

A reference to § 13 (2) of the Special Leave Ordinance was dropped by a decree of the State Chancellery of April 16 and of May 7, 2020. The special leave initially limited to 10 days (20 days for single parents) per child for their care was extended to the effect that this regulation is no longer limited to 10 days or 20 days, but is extended until June 1, 2020. The parents are responsible for the care of school-age children during holiday periods, so that this group of persons cannot take advantage of the newly regulated extension of the special leave period. The target group here is rather parents who would have accommodated their children in a kindergarten or a crèche, but are no longer able to do so due to the closures. The kindergarten closing times differ from the school holidays and are significantly shorter overall. Therefore, these parents are particularly faced with an accommodation problem, which this regulation is intended to counteract. As far as mobile working is possible in addition to child care, this should be taken into account.

This regulation applies as follows to employees covered by collective bargaining agreements: A permit for time off work can be granted for an initial three working days in accordance with § 29.3 TV-L. If the prerequisites are still fulfilled, the leave of absence can be extended for a further three days, initially until June 1, 2020, at the latest, if the work performance is not possible either in the office or in the home office.

This regulation is a fallback solution if the service is actually not possible. The possibility of the home office is therefore always to be used with priority. For clarification: If the service in the home office is possible or even only partially possible, the special leave regulation does not apply. In view of the cautious resumption of operation of schools and childcare facilities, this regulation will be dropped in the foreseeable future.

The leave of absence and exemption regulations only apply to parents whose children are up to and including 6th grade.

In addition to the alternatives described above, 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.

Sickness notification, quarantine or suspected sickness

Workers are not obliged to comply with instructions to be medically examined or even vaccinated. Physical interventions are not legally permitted. However, in terms of  Section 106  of the German Trade Regulation Act (GewO, German only), employers may order preventive health measures (e.g. regular hand washing, no shaking hands, etc.) insofar as they represent reasonable discretion.

In general: At the first sign of illness, contact your supervisor, consult your own family doctor and report sick to your office as described below. 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 or who have returned from a trip abroad in the last 14 days 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 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 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. According to § 56 of the German Protection Against Infection Act, there is a right to compensation for loss of salary if (domestic) isolation is ordered. In this case, please contact the State Office for Social Services (LAsD). Information can be obtained during regular working hours by telephone at: 04621-8060 or by e-mail at:  post.sl@lasd.landsh.de.

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* in 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).

You send your certificate of incapacity to work by e-mail as a scan to the e-mail address:  krankmeldung@uv.uni-kiel.de. Since the e-mails 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
  • Dean's office
  • Central management
  • University Library
  • Computer centre
  • Other equipment

or by post:  

Geschäftsbereich Personal
R123/Backoffice
Christian-Albrechts-Platz 4
24118 Kiel

Contacts:

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.

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. 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.

Travels and travel returnees or people entering from abrod

Travels

All members of the CAU are urged to consider any private and official travel and to refrain from business trips that are not strictly necessary. Strict standards must be applied to permits in view of the risk situation. The CAU vehicle fleet is not available until further notice. The Dean of the respective faculty decides on exceptions in connection with research projects.

Employees of the CAU who are already abroad and who are no longer able to leave the country of residence due to official orders from there or for other reasons of de facto impossibility (e.g. no flight connections) are considered to be released from the obligation to provide services. Priority is to be given first to claims for recreational leave. Those affected shall inform their superiors immediately.

Travel returnees or people entering from abroad

With the "Regulations on Quarantine Measures for Entry and Return Travellers to Control the Coronavirus of the State of Schleswig-Holstein" of April 10, 2020 (german only), the state government has issued binding orders according to which entry and return travellers entering Schleswig-Holstein from a state outside the Federal Republic of Germany, either directly or via another federal state, must enter domestic quarantine for 14 days and may not leave their accommodation/flat (even purchases of daily necessities are thus prohibited). In these cases, the local health authority must be informed immediately upon entry into Schleswig-Holstein. Regulations concerning special exceptions to domestic quarantine are listed and explained in detail in the regulation mentioned at the beginning of this article and its justification. If you have any questions, please contact the local public health department.

Special regulations for newly arriving international scientists staying in the guesthouses of Kiel University

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

Working time framework

Time recording was suspended from 16.03.2020 until 03.05.2020, i.e. the planned working time was estimated for all employees who are subject to time recording. The time recording terminals were also switched offline for this period.

Students and research assistants in existing employment relationships have been credited with the daily target number of hours specified in their contracts in the period from 16.03.2020 to 03.05.2020. They enter this accordingly in their working time accounts. There are therefore neither plus nor minus hours.

Should corrective entries/adjustments be necessary for individual persons after the suspension phase has expired (e.g. mandatory weekend/night work, necessary overtime in the period of restricted service beyond the agreed working hours), these must be documented and forwarded to the Human Resources division via the respective superior(s). These times are then maintained manually in the system after the suspension period has expired. The legal provisions regarding maximum working time and rest periods must be observed.

From 04.05.2020 the suspension of time recording has been lifted. 

If the work is performed in the office again, it is recorded in the office as usual. For reasons of hygiene and thus to avoid the risk of infection, it is preferable not to stamp in/out at the terminals and to use the workstation PC instead.

The working time in the home office should take place via the web terminal of the time recording system if VPN access is set up. If this is not feasible, the working time is recorded manually and subsequently booked in the workflow procedure or, in the case of self-booking, added manually.  The monthly journal or the manual records shall be sent to the supervisor(s) for co-signing by the 15th of the following month as specified in the relevant service agreement on variable working hours. If this is not possible, the printouts of the time recording journals are collected and presented immediately when the opportunity arises. 

The working time framework will continue to be extended beyond May 3, 2020 to the period from 6 a.m. to 10 p.m. in order to continue to allow greater work flexibility. The statutory provisions on maximum working hours and rest periods must be observed. Technically, however, the time recording system can only record times in the previous time frame (from 06:30 to 19:30). The capped target hours are to be entered by the employees themselves (either using workflow or manually).  

The maximum transferable hourly absence is set to zero until further notice. This means that the total balance of your time recording account cannot turn negative, if you are prevented from fullfilling your daily target.

Insofar as presence work is switched to shift operation to reduce the risk of infection, all organisational precautions (including hygiene and distance regulations) shall be exhausted which enable the employees to work the individual standard working hours. Only if the work performance cannot be fully called up in shift operation for organizational reasons can these areas (e.g. laboratories, animal husbandry and similarly organized areas) agree deviating regulations regarding time recording with the Human Resources business area by submitting the prepared shift schedules. 

If holiday or time compensation has already been approved, this must be used first before granting special leave or release from duties. The approval of holiday oder time compensation already frees the employee from the obligation to perform their duties, and thus no granting of special leave or release from duties is required.

Cancellation of holidays or time compensation is only possible in individual cases for good cause. Tasks - also in crisis/system relevant areas - occur regularly and must also be represented during vacation in regular operations. 

Should it be absolutely necessary to cancel leave or time off work due to important business matters, this should be requested from the Human Resources Division by the respective superior, stating the reasons for the business necessity.

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: