Information for Employees at the CAU

The infection rates in Schleswig-Holstein are enabling the current restrictions to be reduced and a gradual return to normal attendance, while adhering to and observing hygiene requirements. The CAU has produced a Hygiene Conceptual Framework to help university members and institutes develop their own, individual and department-specific hygiene concepts, in order to make university operations appropriate and taking due care and consideration. In the meantime, some institutions at Kiel University have restarted their on-site operations, with restrictions.

University management is still committed to keeping the presence of students and staff on campus as low as possible, however, in order to reduce the risk of catching the infection. Wherever the activity permits doing so, working from home should remain a priority. The numerous service and advisory offices should continue to perform their consultations via telephone or email.

to the decrees

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 urged to consider to refrain from business trips that are not strictly necessary. When using the CAU vehicle fleet, the following requirements must be observed: In the case of journeys required for business purposes, the simultaneous use of vehicles by several employees should be avoided as far as possible. In addition, the group of persons who use a vehicle together - simultaneously or consecutively - is to be restricted as far as possible, e.g. by assigning a vehicle to a specified team. The interiors of official vehicles must be cleaned regularly, especially if they are used by several persons.

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 Amendment pronouncement (§ 60 (3) sentence 1 LVwG) - State ordinance amending the ordinances for the control of the coronavirus in Schleswig-Holstein (announced on June 24, 2020, effective from June 25, 2020) (in German), the state government has issued binding orders according for incoming and returning travellers. This applies to persons that enter Schleswig-Holstein from abroad by land, sea or air and who have stayed in a risk area at any time within 14 days prior to the entry (see  list of risk areas can be found on the RKI website (in German)). The definition of risk areas may change frequently. Therefore, it is recommended to visit the RKI website on risk areas before the start of a journey.

Starting on June 25, 2020, the order for mandatory quarantine measures also applies to persons entering and returning from risk areas within Germany. The risk areas here include cities and rural districts in Germany with more than 50 new infections per 100,000 inhabitants in the past seven days.

People who are obliged to be quarantined have to go directly to their own home or other suitable accommodation immediately after entering the country. They must stay in domestic quarantine for a period of 14 days and are not allowed to leave the accommodation/flat (even purchases of daily necessities are thus prohibited). During this period it is not allowed to receive visits from persons who do not belong to their household. In such cases, the local health authority must be informed immediately upon entry into Schleswig-Holstein. In the event of symptoms that indicate an illness with COVID-19 according to the current criteria of the Robert Koch Institute, it is obligatory to inform the local public health department immediately. A negative corona test cancels any quarantine obligation.

Carrying out job interviews

Job interviews may be carried out face-to-face or via video conference. Job interviews via video conference should be given preference during the current pandemic situation. However, the format should be selected so that the job interviews are as barrier-free as possible for all participants, and in particular for the candidate. When selecting the format, factors such as the effort required for a journey to Kiel, the technical possibilities available and the high-risk group status must be taken into account. Mixed forms are also possible. However, it should be ensured that all candidates enjoy comparable conditions.

Please note the guidelines for carrying out job interviews in accordance with the University Board Resolution of 07 July 2020 (PDF)

Homeoffice and work on site

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. 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 as far as possible.
  • Interiors should be adequately supplied with fresh air.
  • 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.

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

In addition to the obligatory risk assessments according to ArbSchG, the form "Gefährdungsbeurteilung zur Fortführung des Forschungs- und Verwaltungsbetriebs" (in German) is to be used during
of a pandemic until the official declaration of its termination. This form is provided by the Safety Engineer together with operating instructions. The operating instructions are to be used for instructions. It is possible to instruct the employees by video conference or to send the operating instructions to the employees by email. In this case, superiors must have it confirmed by email that the instruction has been noted and understood.

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. 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.

Schools or kindergartens

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 ofSection 13 of the Special Leave Regulations (Sonderurlaubsverordnung) of the state of Schleswig-Holstein (German only) apply.

In view of the beginning resumption of the operation of schools and kindergardens, the granting of special leave according to § 20 of the Special Leave Regulations or exemption according to § 29 Para. 3 TV-L is only limited to exceptional situations and will cease to apply in the foreseeable future.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.

The leave of absence and exemption regulations only apply to parents whose children are up to and including 6th grade.If holiday has already been granted, this shall take precedence. This means that there is already a release from duty or work obligations, so that there is no need to grant special leave.

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 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.

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.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

Recording of working time was suspended from 16.03.2020 until 03.05.2020, i.e. all employees who are subject to recording of working time were deemed to have fulfilled their required hours. Time recording terminals were also switched offline for this period.

Student and research assistants in existing employment relationships were credited the daily target of their contractually defined working hours in the period 16.03.2020 – 03.05.2020. They enter these accordingly in their working time accounts. In this way, no plus or minus hours arise.

If corrections/adjustments are required for some individuals at the end of the recording time suspension period (e.g. compulsory weekend/night work, necessary overtime beyond agreed working time during the period of restricted operations), this is to be documented and forwarded to Human Resources via the relevant supervisor. Human Resources will then manually enter these times in the system at the end of the suspension period.

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

If work is once again 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.

As from 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.

Against the backdrop of a return to normal operations, the maximum number of minus hours from 13.07.2020 is, until further notice, equivalent to double the contractually agreed normal weekly hours (77.4 hours for full-time salaried employees and 82 hours for civil servants) in accordance with the statutory position of 28.05.2020. In principle, this means the total balance of the time recording account can go into minus again from 13.07.2020. This should also make the individual working time of all employees more flexible and allow for individual requirements. 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.

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.

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: