- Act on Academic Fixed-Term Contracts
- Business travels and returnees
- Carrying out job interviews
- Homeoffice and working on site
- Professorial appointments
- Residence permits, work permits and visas
- Risk assessment and working alone
- Risk groups
- Schools and Kindergarten
- Sickness, quarantine, suspected sickness
- Student and research assistants
- Working time framework
This information is currently being updated.
The Act on Academic Fixed-Term Contracts (WissZeitVG) has ,against the background of the pandemic, been amended restrospectively with effect from 01.03.2020 to include a transitional arrangement for a limited period of time, by the addition of Section 7 (3) WissZeitVG. The current wording of the amendment is as follows (translation from the German original):
"(3) The total permitted duration of fixed-term employment in accordance with Section 2 (1) Clause 1 and 2 shall be extended by six months, if an employment relationship exists in accordance with Section 2 (1) between 1 March 2020 and 30 September 2020.
The Federal Ministry of Education and Research is hereby authorised to use statutory regulation, with the consent of the Bundesrat, to extend the permitted duration of fixed-term employment for a further period of up to six months, if this appears necessary due to the ongoing impact of the COVID-19 pandemic in the Federal Republic of Germany; the extension shall also apply to employment relationships entered into after 30 September 2020 and prior to the expiry of the extension period referred to in the statutory regulation."
The legislator has thereby created a means of mitigating the additional coronavirus-related burdens on scientists who are in the qualification phase.
The new legal regulation applies to scientific staff who have an employment contract in terms of Section 2 (1) WissZeitVG for their own academic qualification in the period from 01.03.2020 to 30.09.2020. Employment may continue beyond the usual 6-year maximum period during the pandemic-related restrictions. The extension of the maximum period of fixed-term employment was initially limited to a maximum of six months. There is no legal claim to an extension of the employment relationship.
The employment relationship may be extended if the respective institution is able to secure funding, and if continuation of employment is applied for in the usual way via Human Resources. Additional central funding is not available.
The Corona-related impairments will continue beyond September 30, 2020. Consequently, the Federal Ministry of Education and Research has extended the period for six month until March 31, 2021. In compliance with the above mentiones conditions, the maximum time limets have been inreased by further 6 month.
If you have any questions, please contact your HR staff member.
There are no restrictions on business trips. Only the general hygiene regulations and the hygiene rules at the destination must be observed.
If you have any further questions on business trips, please contact the Department for Travel Expenses (Ms Welz, email@example.com).
If trips have to be made with university vehicles in an official context, the following regulations must be observed, which also apply to the use of the CAU fleet for field trips:When using vehicles, they can be fully occupied.
- We recommend that all vehicle occupants wear a face mask. This does not apply to the driver.
- Ensure cross-ventilation within the vehicle, and that the ventilation system and/or air-conditioning system is not operated in recirculation mode by switching on the intake air.
People returning to the country or entering from abroad
Job interviews and appointment procedures can take place face-to-face. The minimum social distance of 1.5 metres should be maintained - if possible - but is not mandatory.
The general hygiene regulations must be observed.
The following applies to the university workplace
Supervisors must organise the work area that they are responsible for in such a way that the risk of infection is minimised.
For technical and administrative staff, the new "Homeoffice" work agreement concluded on 17.03.2022 and the conclusion of an agreement between the employee and their supervisor now form the basis for working from home. For employees in the scientific field, the agreements continue to be informal. Working from home should be used as a form of mobile work by those who require special protection (persons who belong to a high-risk group), if no individual or organisational arrangements can be made on site for the work station, even after consultation with the university's in-house doctor
- By employees who are affected by the closure of kindergartens or schools
- In the event of slight cold symptoms
- In the event of quarantine or isolation.
The prerequisite in all cases is that the respective activities of the staff member are suited to mobile work. Availability must be ensured and the regulations on working hours must be observed.
The protective measures at the workplace are based on the CAU’s current Hygiene Conceptual Framework and the individual risk assessments:
- We recommend maintaining a minimum social distance of 1.5 metres to other people wherever possible, both indoors and outdoors.
- Observe hygiene rules. The hygiene recommendations by the Federal Ministry of Health
(www.infektionsschutz.de) are a source of guidance.
- The obligation to wear a face mask is no longer applicable since 25.05.2022. In all CAU buildings, including the libraries, greenhouses at the Botanical Garden, museums and sports venues, however, we still recommend wearing a face mask (surgical or FFP2 mask) if the minimum social distance of 1.5 metres cannot be maintained.
- Air interior rooms regularly, i.e. every 20 minutes for 3 to 5 minutes.
Employees are no longer obliged to provide daily test result certificates or to provide information about their vaccination or recovered status. Self-tests have no longer been issued since 26.05.2022. You can still use the public testing stations.
The information and recommendations by the Central Unit: Safety Engineering (“Risk assessment and working alone”) must be observed. Supervisors must prepare risk assessments for work on site or adapt existing risk assessments. If you have any questions about occupational safety, please contact Ms Hefner (firstname.lastname@example.org) or Mr Pitulle (email@example.com).
Meetings, committee meetings and business meetings can take place face-to-face. The minimum social distance of 1.5 metres should be maintained during room occupancy - if possible - but is not mandatory. The general hygiene regulations must be observed.
For working on site, the familiar AHA-L measures continue to apply in principle:
- Keep a distance (at least 1.5 m),
- Observe hygiene rules. The hygiene recommendations of the Federal Ministry of Health (www.infektionsschutz.de) serve as support.
- The obligation to wear masks (medical or FFP2 mask) on walkways and circulation areas and in lifts in all CAU buildings as well as in areas where the minimum distance cannot be maintained remains in place.
- at the workplace, provided the distances can be maintained throughout or physical barriers exist, the wearing of a mask can be dispensed with.
- airing indoor rooms regularly, i.e. every 20 minutes.
The obligation for employees to provide proof of 3G in the workplace has been abolished without replacement as of 19 March 2022.
Employees are therefore no longer obliged to present a daily test certificate or to provide information on the existence of a vaccination or recovery. All employees working on site are asked to take advantage of the free offer of self-testing in the office (once a week), which will continue to exist. In doing so, you are contributing to your own health protection and to the protection of your colleagues.
For the occupancy of (office) rooms, the checklist for the assessment of rooms with multiple occupancy can be used. The checklist is available on the pages of the Safety Engineer's Office (in German).
In addition, the instructions and recommendations of the Safety Engineer's Office ("Risk assessment and working alone") should be observed. If you have any questions about occupational safety, please contact Ms Hefner (firstname.lastname@example.org) or Mr Pitulle (email@example.com).
Necessary and official meetings are generally possible in presence, provided that the general hygiene rules and the minimum distances between participants are observed on site. The minimum distance of 1.5 metres should be observed when rooms are occupied - if possible - but is not obligatory. Masks are compulsory throughout.
The supervisors must prepare risk assessmentsor adapt existing risk assessments for on-site work.
The University Computing Centre at the CAU recommends the following video conference tools for digital teaching:
BigBlueButton is an OpenSource web conference system which is hosted in the University Computing Centre at the CAU and is therefore suitable for confidential content. It is good for digital teaching, conferences and team meetings. Access is guaranteed for all CAU employees (Login via the RZ identifier of the form suabc123). Conferences lasting up to four hours in total can be held. This service is available 24/7 for free.
Network (DFN). It is available to all CAU employees. The login is carried out via the CAU's identity provider, for which a password must be set in the CIM Service Portal (CAU Identity Management) before the first use. DFNconf is good for digital teaching, conferences and team meetings. Although this service is a professionally operated one, the high amount of demand at the moment can cause performance losses.
Nextcloud Talk is an add-on for the CAU cloud. The CAU cloud is OpenSource and is hosted in the University Computing Centre. It offers chat, audio and video functions within the CAU cloud environment. Mobile clients can also download the Nextcloud Talk app from the app stores. All CAU employees with a valid Computing Centre account have access to this service, which is also suitable for confidential materials. Audio or video chats can only be used in small groups for collaborative work, however (max. 4 people).
The CAU now has a campus licence for the American service Zoom as an extra video conference tool in addition to those already provided. The use of Zoom is available to all employees of the CAU. Login is via the CAU's identity provider, for which a password must be set in the CIM Service Portal (CAU Identity Management) before the first use. This service enables web conferences with up to 300 participants and is authorised for use in Digital Teaching at the CAU. The service is not suitable for confidential content such as team meetings or committee meetings.
- The Computing Center informs about technical offers in the home office
- to the VPN webportal
- About the OpenOlat short news service: The team of elk.Medien regularly informs in the OpenOlat short news service about innovations, updates and training dates.
- The Continuing Professional Development Centre offers support in dealing with Office programs
Persons with a residence permit for Germany who are currently staying abroad and whose residence permit expires abroad should contact the Immigration Office in Kiel by e-mail firstname.lastname@example.org in order to apply for a Rückkehrberechtigung (permission to return) that allows them to re-enter Germany. Keep in mind that even if your residence permit is valid for a longer time, if you stay outside of Germany for more than six months your residence permit will become invalid and you will need to apply for the Rückkehrberechtigung.
Concerning residence registration for new arrivals and change of address requests at the Residence Registration Office:
- As of August 1, 2020 the Registration Office has regular open office hours Mondays, Tuesdays, Thursdays and Fridays 7:30 am to 12:00 noon. You do not need an appointment to register.
- The change of address can be done by post.The registration confirmation will be sent by mail.
If students, teachers or other employees are in affected regions with the support of the Erasmus+ programme (all lines of funding), then any costs arising or already incurred due to changes in the travel plans of affected persons are regarded as "force majeure" and are thus fully refundable. Affected regions are those designated as such by the respective national authorities, so in Germany those on the list of the RKI (German only) and/or the Foreign Office (German only).
For the assessment of the situation and the planning of further steps, all travel information on the pages of the Federal Foreign Office (German only) on the coronavirus, both travel warnings and entry and quarantine regulations for travellers from Germany in numerous destination countries, must be observed and documented in detail. Furthermore, German citizens are strongly recommended to register in the electronic registration system of the Federal Foreign Office by Germans abroad "Elefand" (German only).
Other stays abroad
Staying in virus variant and high-risk areas is strongly discouraged. With regard to planned stays, further developments should be closely monitored. For further questions, please contact the colleagues at the International Center are available to help with any other questions.
DAAD informs about funding programmes | Information for scholarship holders and applicants
The DAAD (German Academic Exchange Service) provides important information about programmes and for individual target groups, which is updated regularly. Please keep yourself informed. Detailed information is also available on the webpresence of the ERASMUS+ programme (all funding lines) (German only).
Note: The links refer to FAQ's of the DAAD, which are always updated
The form "Risk assessment for the continuation of university operations during a pandemic until the official declaration of termination (2020 - Coronavirus SARS-CoV-2)", which applies to Kiel University, was adapted on 12.04.2022. The risk assessment is available on the pages of the Safety Engineer's Office (in German).
If the risk assessment shows that mouth-nose protection is to be provided for the employees, the risk assessment form is to be filled in and sent to the soap warehouse/central warehouse.
Particle-filtering half masks (so-called "FFP masks") are part of the personal protective equipment (PPE) in the context of occupational health and safety. They protect the person wearing the mask from particles, droplets and aerosols. Correctly fitting FFP masks fit snugly and offer protection to others as well as to oneself. Wearing FFP2 masks is always the last resort, not least because of their stressful nature (increased breathing resistance), and must be kept to the minimum necessary. FFP2 masks are intended by the manufacturer to be disposable. They should be changed regularly and disposed of after use. They must fit close to the face in order to develop their filtering capacity.
For activities outside the health sector, the Federal Institute for Occupational Safety and Health (BAuA) recommends wearing medical masks if the minimum distance of 1.5 m cannot be maintained or if increased aerosol emission without covid 19 is to be expected. FFP2 masks are recommended only if workers encounter persons who are not required to wear mouth-nose protection.
Source: BAuA, "Recommendations of the BAuA on the use of protective masks in the workplace in connection with SARS-CoV-2", as of 24.11.2021.
FFP2 masks should therefore only be worn if
- technical and organisational measures are not feasible,
- physical cooperation is necessary and the minimum distance of 1.5 m cannot be maintained, e.g. when familiarising employees, joint activities or in practical training courses,
- the employees are particularly vulnerable, e.g. pregnant women.
An FFP2 mask is not required for routes within the CAU buildings. Encounters on pathways, e.g. the corridors, count as short-term contacts. Due to the low number of people in the buildings, it can be assumed that the total of short-term contacts does not exceed 10 minutes per day.
Please note: Wearing masks is part of a bundle of protective measures and works together with them. Therefore, wearing masks should under no circumstances lead to neglecting the other AHA+L rules (keep your distance, observe hygiene, ventilate indoor areas). Wearing masks should also not lead to an increase in the density of people in enclosed spaces with poor ventilation or to unnecessary close contact.
Based on the risk assessment, the necessary measures to protect against infection in the workplace must be defined and implemented. The measures to be defined must also be implemented in the sanitary areas, the break areas and during break times. In addition to the general hygiene and distance rules (AHA + L), it may be useful to reorganise work groups and divide workers into 2G and 3G areas.
Due to the required adherence to the distance specifications, there may be more work alone in rooms and laboratories. Working alone can mean that a person is exposed to increased or critical risks. A person is considered to be 'working alone' if help cannot be provided immediately after an accident or critical situation.
Examples of dangerous tasks
(mechanical, electrical, chemical, biological, thermal or radiant energy)
It is pointed out that existing personal emergency signal devices must not be removed from their intended areas and used. It is not possible to locate injured persons in the event of third-party use!
In the context of SARS-CoV-2, a general determination of the classification of individual employees into a riskgroup is not possible due to the variety of different pre-existing conditions and their severity as well as the multitude of other influencing factors. Influencing factors include consideration of viral variants and their clinical impact, as well as Covid19 vaccination or recovery status. An age limit at which an increased probability of severe COVID-19 disease progression is to be assumed cannot be justified.
The RKI therefore calls for each case to be considered individually, with the connection between the individual health situation and the activities performed being decisive. Occupational medical expertise is therefore particularly important.
According to the occupational health recommendation of the Federal Ministry of Labour and Social Affairs "Dealing with employees in particular need of protection due to the SARS-CoV-2 epidemic", December 2021 (BMAS website - Dealing with employees in particular need of protection due to the SARS-CoV-2 epidemic), activities should be divided into four groups:
Group 1 has a low risk and Group 4 a very high risk of becoming infected with SARS-CoV-2.
Group 1: Low-risk activities
- Low-risk activities are characterised by a low risk of exposure and infection with SARS-CoV-2.
- Activities with little or no contact with persons (e.g. employees, customers) and compliance with the minimum distance of 1.5 m.
- Activities without contact with persons known or suspected to be infected with SARS-CoV-2.
- Activities with little contact with the public
Examples: Activities in a home office, lone workers (e.g. office, laboratory, archive).
Group 2: Activities with a medium risk
Activities with a medium risk are characterised by a medium risk of exposure and a medium risk of infection with SARS-CoV-2.
- Activities with frequent and/or close contact with persons (minimum distance of 1.5 m observed).
- Activities with persons who may be infected with SARS-CoV-2 but are not known COVID-19 patients.
Examples: Activities in social services, retail trade, public authorities
Group 3 "Activities with a high risk" (medical and nursing activities) and Group 4 "Activities with a very high risk" (treatments and examinations on known COVID-19 patients) are not present at CAU outside the clinical area of the Faculty of Medicine.
In principle, the following still applies:
Any risk of infection must be minimised through (hygiene) measures (AHA+L). The establishment and implementation of a hygiene concept as well as an adapted operational risk assessment is of great importance and represents a direct management task.
If compliance with the minimum distance of 1.5 m is not possible with certainty due to the specifics of the operation, mouth-nose protection (MNS -medical mask or FFP2 mask) must also be worn temporarily at the workplace in accordance with appropriate hygiene concepts.
If employees indicate to their superiors that they belong to a risk group, the occupational health service should be consulted. An individual risk assessment with documentation of measures is to be prepared by the supervisors with the involvement of the occupational health service.
The possibility of a work assignment in the office is determined by the supervisor on the basis of the risk assessment. In addition to the health impairments, the work situation (workplace design, spatial situation; cf. risk assessment) must be analysed in detail. In particular, the cooperation with interfaces, external persons and other colleagues must be considered and clarified in a joint exchange with the employee.
Initially, it is not necessary to submit a medical certificate. If, in the course of the risk assessment, it is necessary to submit an additional opinion from a general practitioner or specialist, this must be provided by the employee.
In the case of severely disabled employees or employees of equal status, the representative body for severely disabled employees (SBV) must be informed by superiors about the risk assessment carried out and the organisational measures derived from it.
Professors please contact the respective dean's office of the faculty.
Regulation for pregnant women
During the COVID 19 pandemic, a risk in the sense of maternity protection law is always to be assumed if the employee has special contact with people due to their occupation or training. This is the case if the protection standard resulting from the respective legal requirements (Infection Protection Act, Corona Control Ordinance) cannot be met or can only be met in part within the framework of the occupational activity or training.
Protective measures include, for example, maintaining the minimum distance, wearing masks or hand hygiene.
The following are examples of special personal contacts where an increased risk of infection is to be expected
- occupational activities with many contacts (public transport, retail trade)
- occupational activities in which the minimum distance of 1.5 m from people cannot be maintained, e.g. in medical care,
- occupational activities where there is insufficient opportunity for pregnant women to comply with hygiene regulations (e.g. reasonableness of wearing protective masks).
An individual risk assessment must be carried out when the pregnancy becomes known. The pregnant woman must be offered a discussion on adjustments to working conditions.
On the website of the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth, you will find the information leaflet Information on the assessment of risks from SARS-CoV-2 under maternity protection law.
To implement the "assessment of risk groups" mentioned in the process description, the form "Risk assessment of an individual workplace of an employee belonging to a risk group" (status 05.11.2020) was prepared for you. The form is available in German and English on the website of the safety engineer unit.
Below you will find the current regulations in case your child is ill and needs to be cared for at home. In addition, you will find regulations in case the kindergarten/school in your district/self-governing city is still affected by a "closure" or is affected by one in the future.
Regulations during operation of the respective kindergarten/school
The state Ministry of Education, Science and Cultural Affairs, in cooperation with the Ministry of Social Affairs, Health, Youth, Family and Senior Citizens, has published recommendations for dealing with cold symptoms in kindergartens, primary schools and secondary schools (the so called "sniffles plan"). You can find the corresponding diagrams on the website of the state of Schleswig-Holstein. The corresponding charts can be found on the website of the Federal State of Schleswig-Holstein.
Childcare benefits or exemption from work for childcare (illness of a child or closure of schools and kindergartens)
The following applies to employees subject to collective bargaining agreements:
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. There are legally stipulated special provisions for statutory health insurance for the calendar years 2021 and 2022, with an exceptional allowance of 30 days per child and parent and 60 days for single parents. In the case of multiple children, the entitlement is increased up to a maximum of 65 days, or in the case of single parents up to a maximum of 130 days. The entitlement applies to working parents that are statutory health insurance members, who are themselves entitled to sick pay, and who have a child below the age of 12 that is also a statutory health insurance member. For children with disabilities, the entitlement also applies above the age of 12. It is also a prerequisite that there is no other person in the household who can take care of the child. The entitlement is irrespective of whether the work can also be performed from home, in principle. Sick pay is paid for this time off.
If the child is sick, the need for care must be proved to the health insurance company with a medical certificate from the child’s doctor. For this purpose, the form "Medical certificate for the receipt of sick pay in the event of a child's illness" must be completed. The sick pay is paid out directly by the relevant statutory health insurance company.
Since the salary payment by the employer is discontinued for the period of the sick pay, the responsible staff member in the Human Resources Department must be informed immediately of the intended exemption from work for childcare, along with the employee’s superior. To do this, please send a copy of the medical certificate to the Human Resources Department. The health insurance company makes the final decision on the entitlement to exemption from work. We recommend that you also contact your health insurance company at the same time, so that there are no delays with payment of the sick pay.
Insofar as the entitlement exists for cases in which childcare becomes necessary at home, because the school or the kindergarten is completely or partially closed due to the pandemic, or compulsory attendance in the classroom is suspended, the regulation in place until the end of the year has been extended. The days can be used for childcare for a sick child, and for a limited period of time until 23.09.2022, also for childcare because the school or kindergarten has been closed, or compulsory attendance in the classroom is suspended, or attendance has been restricted. If a child must be cared for at home due to closure of the school or kindergarten, a certificate from the respective institution is required. The sick pay is paid out directly by the relevant statutory health insurance company.
Since the salary payment by the employer is discontinued for the period of the sick pay, the responsible staff member in the Human Resources Department must be informed immediately of the intended exemption from work for childcare, along with the employee’s superior. To do this, please send a copy of the certificate from the school or kindergarten to the Human Resources Department. The health insurance company makes the final decision on the entitlement to exemption from work. We recommend that you also contact your health insurance company at the same time, so that there are no delays with payment of the sick pay.
The following applies to employees subject to collective bargaining agreements who are not entitled to exemption from work in terms of Section 45 SGB V:
For employees subject to collective bargaining agreements who are not entitled to exemption from work in terms of Section 45 SGB V because they themselves or their child/children are not statutory health insurance members, the regulation in place for civil servants continues to apply, subject to the condition that an exemption from work is granted for an initial period of three working days in accordance with Section 29 (3) TV-L. The exemption from work may be extended for a further three days at a time, provided that the conditions are still met.
The following applies to civil servants:
Civil servants who must care for a sick child below the age of 12 are subject to Section 13 (2) SUVO. In order to avoid personal hardship, additional days off may be granted in individual cases to the extent required, in accordance with Section 20 SUVO in conjunction with Section 13 (2) SUVO. With regard to claims for additional days off for cases in which childcare is required at home and another person is not available to provide the childcare, the granting of special leave according to Section 20 SUVO is possible upon justified request, provided that the work cannot be performed in the workplace or from home office and/ or it is not possible in the form of mobile work in addition to the childcare; this possibility to obtain exemption from work applies until 23.09.2022.
In general, the following applies:
As a matter of priority, in consultation with their superior, the employee affected should make use of the possibilities of flexible working hours and in particular the opportunity to work from home. The University Board is aware that due to the often difficult situation associated with this childcare, the full work performance cannot always be delivered, and this additional burden cannot always be fully compensated in the private environment. It will also send this appeal to the superiors with an urgent request to take into account the current emergency situation.
In order to arrange a solution that is appropriate for your childcare situation, please contact your responsible staff member in the Human Resources Department – in consultation with your superior – in order to jointly agree on an individual solution for taking into account the (remaining) working hours available to you in work time recording. If the childcare situation is still not manageable despite taking full advantage of all the measures listed above, the conditions for a further leave of absence or exemption from work can also be addressed together during this consultation. However, the newly-created entitlement to extended sick pay for childcare must have been fully utilised beforehand.
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 superior in advance.
Sniffles plan /testing options
Please deal with any signs of a possible illness responsibly and considerately. For example, the recommendations by the state Ministry of Education, Science and Cultural Affairs and the Ministry of Social Affairs, Health, Youth, Family and Senior Citizens apply to kindergarten and school children, according to which a mild case of simple sniffles, slightly sore throat/mild cough or a runny nose without further symptoms of illness are no reason to exclude children from attending kindergarten or school. In consultation with your supervisors, please also use the possibilities of working from home in these cases. What to do if you test positive from a self-administered PoC antigen test or a rapid test at a testing station (pdf).
If you feel sick or if you have a fever, joint and muscle pain, dry cough and sore throat or loss of smell and taste, please contact your supervisor and consult your GP to have the symptoms checked. This, along with the other stipulations, applies equally to all employees and also expressly includes employees with a supervisory function. They have a special responsibility towards themselves as well as the employees assigned and entrusted to them.
Staff members who have non-specific general symptoms or respiratory problems – regardless of the nature and severity – and who have had relevant contact with a person known to be infected with the coronavirus, are required to perform their work from home in consultation with their supervisor, or in the event of more severe symptoms, to consult a doctor and obtain a certificate of incapacity to work (sick note) if necessary.
If you have to go into quarantine on the order of the responsible health authority or on the basis of the currently applicable regulations, there is a ban on entering the university campus. You are obliged to stay at home until the quarantine is lifted. If you are in quarantine without a sick note, your duties or work must still be performed, insofar as this is possible while maintaining isolation (e.g. working from home).
The Robert Koch Institute (RKI) has carried out a re-evaluation of the isolation periods. In response, the state of Schleswig-Holstein has requested all districts and self-governing cities in the state to draw up corresponding general rulings on this basis, and initially reduced the required isolation period to 5 days until 30.06.2022.
Relevant contact with a person infected with the coronavirus
An obligation to quarantine at home only exists under certain conditions. However, in individual cases and following a risk assessment, the responsible health authority may require further close contact persons to isolate by means of a corresponding quarantine order.
Confirmed infection with the coronavirus
In the event of a confirmed infection with the coronavirus, as a matter of principle employees are obliged to:
- Immediately inform their employer that they are ill (Section 5 (1) of the German Continued Payment of Salary Act (Entgeltfortzahlungsgesetz)), provided that there are symptoms of illness in addition to the viral infection itself. You can send your sick note to the university by the means described below. The coronavirus is a notifiable disease which is highly contagious. As an exception, in light of the employer’s fiduciary duty and duty of care for employees under employment law, the university management kindly requests those who have become infected with the coronavirus to inform the administrator responsible for them in the Human Resources Department of the nature of their illness. This head start supports the work of the health authority and serves to protect your colleagues. This is the only way that appropriate protective measures can immediately be taken against the spread of the virus. If you have an asymptomatic coronavirus infection, your duties or work must still be performed, insofar as this is possible while maintaining isolation (e.g. working from home). In all other respects, absence from duty and/or the workplace is deemed to be approved.
- Notice of quarantines must be given to the employer (to the supervisor and via e-mail to email@example.com). The Robert Koch Institute (RKI) has created a flyer with information for people who are not ill and are in quarantine. The flyer can be downloaded from the RKI and is available in various languages (German (pdf)/English (pdf)/French (pdf).
- An employee affected who is resident in Schleswig-Holstein or Hamburg remains in quarantine at home for 5 days, unless otherwise notified by the health authority or their place of work. If their residence is in another state, then the quarantine regulations applicable there must be observed. The quarantine period begins with the determination of a positive test result. If the positive test is based on a lateral flow test performed by trained personnel or a self-administered test, this result must be verified by a PCR test. Confirmation from the health authority is no longer necessary. The return to work/face-to-face teaching events should only take place when symptoms are no longer present, a lateral flow test or PCR test has been performed and the negative test result has been certified accordingly. For example, a testing centre or testing station can be visited. The isolation may be interrupted briefly for this purpose.
Quarantine, salary replacement benefits
Section 56 (1) of the Protection against Infection Act (IfSG) grants financial compensation to persons who have been completely or partially forbidden to carry out their professional activities by the responsible authority and/or those who are subject to isolation. The IfSG expressly forbids the granting of compensation if the prohibition of work or the quarantine measures could have been avoided by making use of a publicly recommended protective vaccination offer or other specific prophylactic measures. According to the IfSG, in the event of a prohibition of work or a quarantine order, persons for whom a general vaccination recommendation has been issued by the Standing Committee on Vaccination (STIKO) will not receive compensation as contact persons, or under certain conditions as travellers returning from high-risk areas, if they are not fully vaccinated, due to the widespread availability of vaccination offers. On the website of the RKI there is a list of the federal states with links to the respective vaccination recommendations.
Employer's right to ask
In this regard, the employer has a right to ask questions (Section 56 (1) 4 IfSG), since the employer is legally obliged to make advance payments for the compensation benefits. Accordingly, the Human Resources Department must know whether the employee affected is entitled to compensation. In this regard, the Federal Ministry of Health has confirmed the right of the employer to ask questions about vaccination status.
Section 56(1) of the Infection Protection Act (IfSG) grants a financial compensation benefit to persons who have been wholly or partially prohibited from exercising their professional activity by the competent authority or who have the basis for segregation. The IfSG explicitly refrains from granting compensation if the ban on activity or the quarantine could have been avoided by making use of a publicly recommended protective vaccination or other measure of specific prophylaxis.Persons for whom a general vaccination recommendation of the Standing Commission on Vaccination is available do not receive compensation benefits under the IfSG as contact persons or under certain conditions as travel returnees from risk areas due to the widespread availability of vaccination services if complete vaccination protection is not available in the event of a ban on activities or a quarantine order. A list of the federal states with links to the respective vaccination recommendations is available on the RKI website (in German).
Employer's right to ask questions
In this context, the employer has the right to ask questions (Section 56, Paragraph 1, Sentence 4 IfSG), since the employer is legally obliged to make advance payments for compensation. In this respect, the Human Resources Division must know whether the affected employee is entitled to compensation. In this context, the Federal Ministry of Health has confirmed the employer's right to ask about the immunisation status.
You send your certificate of incapacity to work by Email as a scan to the e-mail address: firstname.lastname@example.org. Since the Emails are distributed automatically, please use only the following options in the subject line:
- Faculty of Agriculture and Nutritional Sciences
- Faculty of Mathematics and Natural Sciences
- law school
- Faculty of Philosophy
- technical faculty
- theological faculty
- Faculty of Economics and Social Sciences
- Faculty of Medicine
- Central management
- University Library
- Computer centre
- Graduate Centre
- Lorenz von Stein Institute
- Sports Centre
or by post:
- Employer's right to issue instructions according to § 106 GewO (German only)
- Domestic quarantine (ordered by the health authorities): flyer for contact persons from the RKI (mobile version, German only)
- Domestic quarantine (ordered by the health authorities): flyers for contact persons from the RKI
- Reporting trail for lab-confirmed coronavirus infections
- Sick note:
Training allowance in case of quarantine
In case of suspicion or confirmed illness, trainees must stay away from work to avoid infecting other people. In the event of illness, trainees are generally entitled to continued payment of remuneration from their employer for a period of six weeks and subsequently to sickness benefit from the health insurance fund. Please refer to the quarantine regulations and the consequences for unvaccinated persons.
Leave must be applied for by the trainee and may not be ordered against his/her will.
Loss of vocational school
The closure of a vocational school by state ordinances cannot usually be changed and would be a reason to change the training plan. However, if the vocational schools offer learning formats that do not require attendance (e-learning, online instruction etc.), then the company providing training must allow this time. The special hygiene and distance rules on site should be observed.
In vocational schools, the corona virus can also be an occasion to think about work assignments in home work and to create appropriate opportunities to minimise the effects of infection and illness without missing out on learning content. Apprentices can find out about appropriate forms of provision from the relevant chamber.
If vocational school is cancelled, attendance at the company providing training is generally compulsory. Fear of an infection does not release from the obligation to attend. Trainees are in close contact with the training management in order to discuss the training conditions on site in this special situation while observing hygiene standards.The respective areas are required to set up an independent hygiene concept based on the framework hygiene concept of Kiel University.
Postponement of examinations
The responsible examination committee, if necessary the chairperson, decides whether examinations take place and, together with the school management, when they are to be taken. Since the current situation and risk assessment regarding coronavirus is not predictable, a trainee should contact the responsible chamber to find out about the dates for catching up.
The training contract is not automatically extended due to the postponement of examinations. The training ends when the training period ends in the respective training contract. However, trainees are entitled to have their training extended if the examination is not passed or if the state examination cannot be taken before the end of the training period through no fault of their own. This is the case if the examination is postponed after the training period of three years has expired.
A written application must be submitted to the training provider to extend the training until examinations have been successfully completed. If the training is completed in accordance with the provisions of the Vocational Training Act, you must submit the application to the competent authority (§ 8 (2) BBiG).
Trainees can also contact the training management or the responsible administrator in the Human Resources Division if they have any questions.
You can find the current work agreements on flexible working hours and on working from this Link.
To the work agreements
The working timeframes remain fixed from 6am to 9pm until further notice.
Concurrence of approved annual leave and quarantine orders:
First of all, it should be noted that a quarantine on the basis of a positive test corresponds to an illness, so that in this case a credit of the annual leave is possible in accordance with Section 8 (1) EUVO (for civil servants) or Section 9 BUrlG (for employees subject to collective bargaining agreements).
If there is a quarantine measure without a positive test, then this is not considered to be an illness. Therefore there is no legal right to withdraw or postpone the annual leave (unless there is a simultaneous illness, see above).
Making use of a vaccination offer during working hours
Due to the amendment of the coronavirus occupational health and safety ordinance, employees can be released from their duties to make use of a vaccination offer since 10.09.2021.
In the case of flexible working hours, any time missed due to the vaccination appointment must be made up before or after the vaccination. Recognition as working time or paid release from duties is only possible if the vaccination appointment is within the fixed working time specified, for example by a duty roster or shift schedule.
If vaccinations are carried out by the Occupational Health and Safety Service, they can take place during working hours. In this regard, please contact the CAU’s Occupational Health and Safety Service (extension: -3267) in order to arrange a vaccination appointment.
More information on vaccination offers is available via the following links:
- Applications by e-mail to: Stephanie Mahrt, email@example.com