Documentation of contact details at Ulm University

Ulm University is obliged to document the contact details of all persons attending courses and other meetings or gatherings on the University's premises. The purpose of this documentation is to enable the public health department to trace potential chains of infection.

The kiz of Ulm University has developed KNApp UU (Covid-19-App Uni Ulm) – a browser-based web solution that works with QR codes to digitally document the contact details of students and staff.

Legal basis: The University is obliged to document contact details in the areas of study and teaching as well as for general university and research activities (§§ 6, 14, 10 Corona Ordinance [CoronaVO], § 4 Corona Ordinance on higher education teaching and the arts). On 29 September 2020, the Board of Ulm University decided to introduce a comprehensive electronic data documentation system and to omit a paper-based process.

For questions about electronic contact tracing via this app, please contact knapp(at)uni-ulm.de

FAQs about the documentation of contact details

  • How does the registration via KNApp work?

    You need a standard smartphone or other internet-enabled end user device (PC, laptop, tablet). Registration is only possible within the university network (LAN network, W-LAN network: Welcome, Eduroam; VPN).
    You can access the registration page KNApp UU with a camera-based end user device (e.g. smartphone) via QR code scan. Alternatively, you can open the registration page by directly entering the web address that can be found below the QR code. If you don't have a suitable end user device, please ask someone else (teacher, event coordinator, other participants) to register your details with their device.
    Upon opening the registration page, you will be asked to enter your contact details (first and last name, address, telephone number) and the length of your stay.

    You can choose whether and which data to save for future registration processes; you then won't need to re-enter those details in future registration processes. After pressing the "Weiter" (=next) button, you will be asked in a new window to enter the beginning and end time ("Beginn und Ende") of your stay in the respective room. You will be offered selection options that you can then adapt. The default setting is 1.5 hrs.

    Once you have entered all required data, you can finalise the registration and documentation process by clicking the "Bestätigen" (confirm) button.

  • Is it possible to register without a smartphone or an internet-enabled device?

    If you do not have an internet-enabled device at hand, ask someone else (teacher, event coordinator, other students, other participants) to enter your details on their device.

  • Am I obliged to provide my contact details?

    Yes. In accordance with § 4 of the Corona Ordinance on higher education teaching and the arts as well as §§ 6, 10 and 14 of the Corona Ordinance of the State of Baden-Württemberg, the University is obliged to collect and store the contact details of all persons who participate in courses, events, activities and other offers on the University's premises.

    Should someone refuse to provide their contact details, we are legally required to exclude them from using the facility or participating in the event.

  • What details must be provided?

    The following are required for registration:

    • first and last name,
    • address (postcode, city, street, house number),
    • telephone number and
    • length of stay.
  • Who is obliged to provide contact details?

    The obligation to document contact details applies to all persons who are in a room with a QR code of the University with at least one other person – for longer than 15 minutes (pandemic-relevant encounters). It therefore applies not only to students, but also to staff and visitors. Contact details are documented for courses, committee meetings and all other meetings as well as for institutions and facilities with visitor traffic (e.g. in the Studiensekretariat [student administration and examinations office]). Persons who hold courses or events or chair meetings (chairpersons, teachers, etc.) must also provide their contact details.

  • Do employees at their office workstation also have to provide contact details?

    Yes, if they work at office workstations that are equipped with a QR code, they too must document their contact details (e.g. in the Studiensekretariat [student administration and examinations office], all institutions and facilities with visitor traffic).

  • How often am I required to provide my contact details?

    Contact details must be provided whenever you stay in a room that is equipped with a QR code. Contact details must be documented for each individual event. Your previously saved details will be suggested to you every time you register, if you have activated this function accordingly in the tracing app.

  • Can I register at a later time?

    No. The contact details must be submitted before the event begins. However, it is possible to adjust the length of stay, e.g. if the event has lasted longer than expected. This requires that the browser has not been closed. Otherwise, the registration process must be repeated.

    Should exceptional circumstances require the documentation of individual contact details on paper (e.g. W-LAN outage), teachers or event organisers have the option to register individual persons on KNApp up to 6 hours after the start of the event. If you have any questions on this topic, please contact knapp(at)uni-ulm.de.

  • What happens with the data?

    The contact details will be stored on a secure server at Ulm University for a maximum of four weeks. The data will then be deleted. Data processing is only carried out for the purpose of providing information to the public health department or the local police authority in accordance with §§ 16, 25 Infektionsschutzgesetz (short: IfSG; Infection Protection Act). Only in the event of a request for information from these authorities will the data be transmitted to them for the purpose of tracing potential chains of infection.

  • Where can I get support?

    If you have any questions on this topic, please contact knapp(at)uni-ulm.de

    Instructions for QR Code scanning:

  • How are data protection and the General Data Protection Regulation (GDPR) taken into account/ensured?

    You can find the Privacy Policy for the documentation of contact details in the context of the corona pandemic here (in German only)!