Information for employees, professors in addition to the regulations laid down by the Presiding Board - Corona pandemic operation level 3

August 4, 2020

Translation aid, the German version of the text is valid (Translated with www.DeepL.com/Translator (free version)

Information for employees, professors in addition to the regulations laid down by the Presiding Board - Corona pandemic operation level 3

 

Working on site and from home

Employment on university premises will be the norm again from 15.6.2020.

In order to ensure the industrial safety regulations, temporary work from home can continue to be determined by the institute or facility management in accordance with the regulations of the executive committee, see § 2 DV special regulation. The regulations of the DV Telearbeit are to be observed in all other respects.

  • The working hours (on site and from home) are to be recorded by the employees.

For the purpose of telework, documents/files can be taken home for processing. Attention is drawn to the data protection regulations in accordance with Section 8 of the teleworking service agreement, which must be observed.

  • The taking along of files and original documents must be documented in the respective institution (who takes what when + return).

In order to reduce the occupancy rate for employees, the institute and facility management may continue to set fixed working and break times for on-site work within the framework time, see § 3 DV special regulation. In all other respects, the DV working hours shall apply as normal.


Hygiene rules

The following rules must continue to be observed by all employees within the university:

  • Wash your hands regularly or disinfect them
  • Use disposable towels
  • Sneeze and cough in the crook of your arm
  • No touching, no shaking hands
  • Keep hands away from face
  • Do not share work materials/items with colleagues if possible (e.g. tools, keyboard, mouse, pens etc.)
  • If a workstation is shared with other people, the workstation must be cleaned before changing.
  • Offices and event rooms must be regularly ventilated for several minutes if they do not have an exhaust air system.


Employees with care obligations - Children/relatives in need of care

Employees with children under the age of 12 or children who are permanently in need of care due to a disability should continue to be given the opportunity to work (partly) from home, provided that no other care options are available. The prerequisite is that the transferred, regular work can be performed from home.

Employees who have to look after their children themselves due to the closure of schools or childcare facilities and who suffer a loss of earnings as a result have a statutory right to compensation in accordance with § 56 para. 1a IfSG. Before the claim for compensation can be asserted, priority must be given to positive working time credits and old leave from 2019 and earlier. No compensation is provided by law for the period during which schools or childcare facilities are closed anyway (regular school or daycare holidays). The claim must be made through the employer.

  • If necessary, please contact the responsible personnel officer.

Civil servants are not entitled to compensation under § 56 (1a) IfSG.

For employees who have to look after close relatives in need of care because a full- or part-time inpatient care facility was closed due to the spread of COVID-19, or for whom a full-time home care worker is no longer available due to the spread of COVID-19, the regulations on working from home apply accordingly. A claim according to § 56 IfSG does not exist. Employees may be entitled to a care support benefit as defined by the Care Time Act (Pflegezeitgesetz) due to a short-term inability to work.

In cases of hardship (e. g. single parents) affected employees can contact their responsible personnel officer to clarify which legal alternatives exist.

A certificate of indispensability for emergency care in day-care centres, kindergartens and schools etc. is issued by Dept. III-2, all information on this can be found at

https://www.uni-ulm.de/einrichtungen/zuv/dezernat-3/pe/familie/not-unabkoemml/?no_cache=1#c830800


Employees who belong to the risk group/company medical service

The occupational health and safety measures implemented at the university are intended to protect all employees equally against infection with the corona virus. Employees who belong to the risk group should pay particular attention to compliance with occupational health and safety regulations.

Employees with an appropriate medical certificate may not be used for activities involving increased personal contact or for activities where the distance of 1.5 metres cannot be maintained. They should continue to be given the opportunity to work (partly) from home, as far as the activity permits and no other suitable protective measures are possible.

In order to clarify whether special protective measures are necessary in individual cases, employees are offered occupational medical precautions to prevent health hazards at the workplace due to the corona virus. They can obtain individual advice from the company doctor, including on special hazards due to a previous illness or individual disposition. The company doctor suggests suitable protective measures to the employer if the normal occupational health and safety measures are not sufficient. The employer only learns of these measures if the employee expressly agrees or informs the employer himself/herself.

The company doctor can also provide preventive medical care by telephone. For this purpose, employees can arrange a callback with a company doctor on 0731 500 66-190.

If employees wish to make an on-site appointment with the company doctor, they should first contact the personnel department by e-mail at sachbearbeiter-abt.III-1(at)uni-ulm.de. You will receive a letter from the personnel department (by e-mail) regarding the desired pension plan. This must be presented at the entrance to the surgery building and at the BÄD.


Documentation of contacts of persons within a facility/institute

In order for the public health department to keep track of the contact persons, it is necessary that for all guests, visitors and students who come to the institute/facility and stay there for a relevant time (at least 15 minutes) the first and last name, date and period of presence are noted down and kept for 4 weeks.


Infection, suspicion of infection, symptoms of disease

Positive evidence of infection:

The facility managers are requested to report these cases to the Human Resources Department and the Occupational Health and Safety Department: zuv.dez3(at)uni-ulm.de, arbeitssicherheit(at)uni-ulm.de.

  1. Persons who have tested positive for the corona virus must inform their facility mamagement immediately. They must not enter the university.

    Incapacity for work or the ordering of quarantine in accordance with § 56 IfSG must be reported to the Human Resources Department.

    The Health Department or the doctor treating you will decide on the time of your return to work.
     
  2. Collect contact persons of the last 14 days

    Find out at your institution/institute which persons have been in the immediate vicinity of the infected person. This information must be submitted to the public health department if necessary.

    a) Close contact persons

    According tp the information of the RKI, an increased risk of infection (category I) exist in persons who have had cumulative face-to-face contact with an infected person for at least 15 minutes (or in persons with direct contact with secretions of body fluids, in particular respiratory secretions or persons exposed to aerosol-forming measures or aerosols (e. g. celebrating, singing together or playing sports indoors).

    These persons must be sent home. Without proof that they have not become infected, they are not allowed to come to the university for 14 days. If possible, the activity should be carried out in the home office.

    b) Further contact persons

    Other contact persons, see RKI information on category II, should not attend any classroom event for 14 days and should not spend any time together with other persons in the same room at the workspace. It must be clarified whether home office is also possible.

    Information on contact person management:

https://www.rki.de./DE/Content/InfAZ/N/Neuartiges_Coronavirus/Kontaktperson/Management.html#doc13516162bodyText6Contact surfaces in the company should be thoroughly cleaned or disinfected.All rooms used should be thoroughly ventilated.

 

Suspected infection - procedure:

Suspected persons are persons with acute respiratory symptoms (e. g. odour and taste disorders, fever, cough, sore throat) or unspecific symptoms and contact with a person tested positive up to max. 14 days before the start of the illness.

  1. These persons should contact their family doctor for clarification of the illness. They are not allowed to come to the university for 14 days without a medical diagnosis or proof that they are not infected. If possible, the work should be cleaned and, if necessary, disinfected, and the rooms should be thoroughly ventilated.
     
  2. Contact persons within the institution are to be clarified in case of confirmation of infection. Contact surfaces should be cleaned and, if necessary, disinfected, and the rooms should be thoroughly ventilated.
     
  3. It is recommended to check the occupational safety measures and, if necessary, to adapt them to the situation, to give renewed instructions to the employees and to refrain from attendance meetings until clarification.


Symptoms without contact to a person tested positive

Persons - employees and students - who show symptoms of corona disease (especially coughing, fever, loss of sense of smell and taste, sore throat) are required to consult a doctor before carrying out their work on university premises.


Holiday trips / Private trips to risk areas

In the case of private travel to a region or country for which a separation is prescribed by a regulation after the return of the traveller(s), the university cannot and may not be entered for the purpose of resuming work. The current list of risk countries can be found in the entry regulation.

Entry regulations BW and Bavaria:

https://www.baden-wuerttemberg.de/de/service/aktuelle-infos-zu-corona/verordnung-fuer-ein-und-rueckreisende/

https://www.gesetze-bayern.de/Content/Document/BayEQV/true?AspxAutoDetectCookieSupport=1

Please inform yourself in good time about the countries at risk and contact the authority responsible for you. Please note that the risk countries can change continuously.

An exception to the obligation to separate is generally made if medical proof is provided that there is no infection. This proof must be provided privately. Please refer to the respective corona ordinance for details of the proof.

As an employer, we do not interfere with the holiday or travel plans of our employees. As a precautionary measure, however, we would like to point out that employees may not be entitled to continued payment of their wages if they are exposed to the risk of Covid-19 disease or the obligation to separate themselves from the employer's duty of care during a holiday trip and this  risk occurs. The State of BW has announced special regulations in this regard.

Please refer to the special notes for details.


Business trips

Business trips should be reduced to the necessary minimum. If they are carried out, the rules of hygiene must be observed. When attending a business event, the traveler must find out in advance which hygiene concept applies to the event and clarify with the superior whether the trip can be carried out under these conditions. The same applies to professors.

Business trips outside the Schengen area are still prohibited. Travellers are obliged to inform themselves about the current situation at their destination and to act accordingly before commencing the business trip.

For further information, see: https://www.auswaertiges-amt.de/de/ReiseUndSicherheit/covid-19/2296762

Even within the Schengen area, business trips to countries with travel warnings are not allowed.


Face-to-face events / job interviews

Internal meetings in presence should be reduced to the necessary minimum. If they are held, the safe distance between the participants must continue to be guaranteed. For this purpose, sufficiently large rooms with a hygiene concept must be selected. Consultation hours with students should preferably take place by telephone or video conference.

This also applies to job interviews, which can be conducted in person. Severely disabled persons are to be invited to a personal interview on site. The Representative Office for Severely Disabled Persons must be given the opportunity to participate in the selection interviews.

During interviews, the following must be observed: no shaking hands, no drinks, the interval between two candidates, regular ventilation of the room, disinfection of the surfaces occupied by the previous candidate.


Amendment to WissZeitVG / LHG

The Wissenschaftszeitvertragsgesetz (law on temporary contracts in science) was amended due to corona:

According to the new Section 7 Paragraph 3 of the WissZeitVG, the total permissible fixed-term period according to "Section 2 Paragraph 1 Sentences 1 and 2 is extended by six months if an employment relationship according to Section 2 Paragraph 1 exists between 1 March 2020 and 30 September 2020". It is not necessary that the employment relationship exists for the entire period from March to September. However, the contract must have been concluded for a limited period of time for scientific qualification in accordance with the WissZeitVG. This provision does not imply any entitlement to an extension or automatic renewal.

For employees who are employed on a fixed-term contract in accordance with § 2 paragraph 2 WissZeitVG and who were employed in the period since 1 March 2020 (so-called third-party funding limit), the extended fixed-term limit for scientific qualification described here does not apply.

The LHG was also amended due to corona:

For junior professorships and temporary academic councils, there is an extension possiblity for civil servants - § 45 LHG Abs. 6 a: Temporary civil servant contracts pursuant to §§ 51 (7) sentence 1, 51 a (3) sentence 2 and (4) sentence 1 und 52 (4) sentences 1 and 3, which already existed between 1 March 2020 and 30 September 2020, can be extended by up to six months upon application.


Performance to the tasks of the human resources department

The human resources department is once again performing its duties in a regular manner.

Employees are only hired/continued to work if the place of employment is Ulm and they start work here.

We kindly ask you to no longer send us the sick and job start notifications to the collective e-mail address, but to send them to us again by regular mail.


Updates

Please check the information on this website regularly for new information.


Further information on the subject

You can find further important information under:

https://www.uni-ulm.de/universitaet/informationen-zum-coronavirus/