FAQs - Frequently asked questions

FAQs about studying and teaching

Teaching activities

  • Will my seminars, classes and introduction courses take place?

    On a central website you will find all important information on studying in the winter semester 2020/21.

    Information on the semester welcome and subject introductions can be found here.

    As of: 18 March 2020
    Updated: 16 October 2020

  • What happens with laboratory courses, dissecting courses or other practical courses?

    As things stand at present, we plan to facilitate small, interactive formats and practical courses on campus under special hygiene measures.

    The departments will inform you on the time and place of your courses in due time. You will find a list of courses in the winter semester, sorted by department, on the page Information about Studying at Ulm University.

    As of: 22 May 2020
    Updated: 16 October 2020

  • Will the current situation have consequences for me as a lecturer/teacher in the winter semester 2020/21?

    The University's management, teaching staff and students all agree that a return to on-campus teaching is important and desirable, because Ulm University is and will remain a campus university. At the same time, we are aware that the winter semester 2020/21 will also be affected by measures to protect against the spread of the SARS-Cov-2 virus. The number and type of courses (seminars, tutorials, classes, laboratory courses, excursions, etc.) offered on campus will therefore be limited to formats that require physical presence and are feasible in terms of the room and hygiene concept.

    Please take note of the University's current Corona Statutes (in German only).

    Teaching staff are obliged to document who attended their on-campus courses for the purpose of tracking contact persons/chains of infection. Please use the contact tracking application KNApp UU: With KNApp UU contacts between persons in lecture halls, laboratories or other facilities are documented by scanning a QR code. The QR codes are visibly displayed in all relevant rooms of the university.

    As of: 18 March 2020
    Updated: 02 December 2020

  • Why can't I use free rooms at the University to study like I used to?

    Due to the corona situation, strict hygiene regulations apply at Ulm University. In order to be able to trace chains of infection, it is necessary to document all persons who are present on campus for a longer period of time. Class rooms can thus only be used for actual teaching or in connection with prior booking. This is the only way to guarantee compliance with hygiene rules and the documentation of contact data.

    Room booking by student study groups is currently not possible.

    As of: 26 August 2020

Examinations

  • Is it possible to carry out exams via video conferencing?

    Oral doctoral and habilitation examinations as well as oral defences of final bachelor's and master's theses (colloquia/presentations) can be carried out via video conferencing. Please take a look at the handouts for examiners.
    Other oral examinations can be carried out online and, subject to compliance with the applicable laws on infection control, also on campus. Where examiners offer oral online examinations, examination candidates can register for the examination via the Higher Education Services Portal (Hochschulportal).

    As of: 18 March 2020
    Updated: 21 August 2020

  • I need to go to my lab or to the University for my final or doctoral thesis or for my written assignment. Is this possible?

    Yes, work on final theses and doctoral theses that cannot be carried out at home can be done on campus in compliance with the respective rules for infection prevention and the regulations of occupational health and safety.

    As of: 30 March 2020
    Updated: 21 August 2020

  • Can I hand in my final thesis or written assignment in person?

    Yes, theses may be handed in in person.

    As of: 18 March 2020
    Updated: 21 August 2020

  • Will I face disadvantages due to the cancellation of courses and examinations?

    For students who were enrolled in a study programme in the summer semester 2020 or the winter semester 202/21, the time limits for study and exam achievements that are tied to a specific semester in the programme are extended by one semester.
    The legislator has incorporated this regulation, which Ulm University had already included in its statutes on the effects of the corona pandemic, into the Federal State Higher Education Act Baden-Württemberg (Landeshochschulgesetz; short: LHG) This is a measure to compensate for the burdensome yet unavoidable delays with regards to studying and exams so that students who were enrolled in a study programme in the summer semester 2020 and/or winter semester 2020/21 shall not suffer any disadvantage in terms of examination legislation.

    As of: 18 March 2020
    Updated: 14 January 2021

  • How do I prove that I need to be present for an examination at Ulm University?

    If you have to stay overnight in Ulm for an examination or have to travel within the curfew, you can prove the necessity by using the certificate of registered examinations, which you can find on the portal.

    As of: 14 January 2021

Course of studies

  • Do I have to study two semesters longer if my exam is offered only in the winter semester?

    For students who were enrolled in a study programme in the summer semester 2020 or the winter semester 2020/21, the time limits for study and exam achievements that are tied to a specific semester in the programme are extended by one semester.
    The legislator has incorporated this regulation, which Ulm University had already included in its statutes on the effects of the corona pandemic, into the Federal State Higher Education Act Baden-Württemberg (Landeshochschulgesetz; short: LHG) This is a measure to compensate for the burdensome yet unavoidable delays with regards to studying and exams so that students who were enrolled in a study programme in the summer semester 2020 and/or winter semester 2020/21 shall not suffer any disadvantage in terms of examination legislation.

    As of: 18 March 2020
    Updated: 14 January 2021

  • Will I suffer negative consequences from the cancellation of lectures, classes and exams?

    For students who were enrolled in a study programme in the summer semester 2020 or the winter semester 2020/21, the time limits for study and exam achievements that are tied to a specific semester in the programme are extended by one semester.
    The legislator has incorporated this regulation, which Ulm University had already included in its statutes on the effects of the corona pandemic, into the Federal State Higher Education Act Baden-Württemberg (Landeshochschulgesetz; short: LHG) This is a measure to compensate for the burdensome yet unavoidable delays with regards to studying and exams so that students who are enrolled in a study programme in the summer semester 2020 and/or winter semester 2020/21 shall not suffer any disadvantage in terms of examination legislation.

    As of: 18 March 2020
    Updated: 14 January 2021

  • Will I continue to receive BAföG?

    Please find further information on the BAföG page of the student services (Studierendenwerk Ulm).

    As of: 18 March 2020
    Updated: 14 January 2021

  • Are the time limits that are stipulated in the study and examination regulations extended if I am unable to achieve a certain amount of credit points or cannot complete my job-related internship due to the current situation?

    For students who were enrolled in a study programme in the summer semester 2020 or the winter semester 2020/21, the time limits for study and exam achievements that are tied to a specific semester in the programme are extended by one semester.
    The legislator has incorporated this regulation, which Ulm University had already included in its statutes on the effects of the corona pandemic, into the Federal State Higher Education Act Baden-Württemberg (Landeshochschulgesetz; short: LHG) This is a measure to compensate for the burdensome yet unavoidable delays with regards to studying and exams so that students who were enrolled in a study programme in the summer semester 2020 shall not suffer any disadvantage in terms of examination legislation.

    As of: 18 March 2020
    Updated: 14 January 2021

Online teaching

  • Which tools and systems can I use for online teaching?

    Moodle is crucial for the organisation and coordination of courses and therefore obligatory for all teaching staff. Please abstain from using your own online solutions. The publication of teaching materials on websites (for example via TYPO3) is explicitly discouraged.

    Moodle allows you to make your teaching content available in different formats (text, video, audio, pictures). Moodle gives you many options to communicate with your students and facilitate learning activities. The application process for Moodle courses was changed to a self-service for teachers and department coordinators. You can find detailed instructions here (does not apply to Medicine). Please provide the link to the Moodle course in the field 'Hyperlink' in the course catalogue, so that students can easily find the correct Moodle course.

    The following systems are important and approved complements to Moodle:

    • Big Blue Button: This is a video conferencing tool intended for online teaching. You can set up sessions directly out of your Moodle courses.
    • Opencast and Opencast Studio: Opencast allows you to make videos available to students. The videos are uploaded via a Moodle interface (see instructions). With Opencast Studio you can produce web-based videos that are stored directly on the Opencast server.
    • Rocket.Chat: This messenger service is a great option for quick and uncomplicated communication between you and your students. It allows you to create chat channels, e.g. for working groups or for entire courses.

    Please use primarily asynchronous methods of online teaching to enable flexible learning. Keep in mind that the combination of on-campus and online courses means that students may have to spend time between courses to commute between university and home. By asynchronous methods we mean that the interaction between teachers and students does not happen in real time. Please find tips and recommendations in the guideline Alternatives to classroom teaching.

    As of: 18 March 2020
    Updated: 04 September 2020

  • Do I have to use Moodle?

    Yes, Moodle is crucial for the organisation and coordination of courses and is therefore obligatory for all teaching staff. For each of your courses you need to create and manage a course in Moodle.

    The application process for Moodle courses was changed to a self-service for teachers and department coordinators. You can find detailed instructions here (does not apply to Medicine). Please provide the link to the Moodle course in the field 'Hyperlink' in the course catalogue, so that students can easily find the correct Moodle course.

    As of: 18 March 2020
    Updated: 04 September 2020

  • How do students enrol in a Moodle course?

    You can find instructions for the different registration options for Moodle courses in our Help & Tips section on the e-learning portal. We recommend that you use self enrolment  (Selbsteinschreibung).

    Medical students who have enrolled in a course using the Corona course enrolment system are automatically registred in the corresponding Moodle courses. Students who do not use Corona (e.g. electives or students of other subjects) can enrol themselves in their course.

    Please note: For privacy and copyright reasons, Moodle courses should only be available to course participants, lecturers and examiners of the course. We therefore recommend that you use a registration key for self-registration in courses and / or close registration after two weeks at the latest.

    As of: 18 March 2020
    Updated: 04 September 2020

  • How can I produce videos for online teaching and make them available to students?

    We have compiled different methods of producing videos in the guideline „Alternatives to classroom teaching“  for you. With Opencast Studio you can produce web-based videos that are stored directly on our Opencast server.

    You can upload your videos via the Opencast-interface in Moodle. Please find instructions here.

    Opencast prepares your videos after upload for publishing in Moodle with all necessary parameters and it can handle various output formats. This means you don't have to worry too much when producing videos. However, we recommend a resolution of  720 p (1280x720 px) and the video format mp4.

    As of: 18 March 2020
    Updated: 04 September 2020

  • How can I facilitate webinars/video conferences with my students and broadcast lectures live?

    For online seminars video conferences with students, use the BigBlueButton feature in Moodle. This video conferencing solution lets you create and use virtual rooms within your Moodle course. BigBlueButton is for seminars and other interactive formats and is not intended for the live streaming of large events. Instructions and FAQs for BigBlueButton can be found here (in German only).

    BigBlueButton is the standard solution for video conferences in teaching. You also have the Cisco WebEx video conferencing system at your disposal. We offer two different virtual conferencing systems to cover different needs and to provide the most suitable solution for every scenario. Each system has different strengths and weaknesses. This website has a decision-making map to help you choose the right system.

    As of: 18 March 2020
    Updated: 04 September 2020

  • How can I record BigBlueButton sessions?

    For data protection reasons, the recording function in BigBlueButton is deactivated at Ulm University. The built-in one-click recording solution in BigBlueButton is therefore currently not available. However, the kiz is working on making this available at the beginning of the winter semester 2020/21. Until then, we have listed various alternative recording solutions for BigBlueButton on this website.

    As of: 04 September 2020

  • In terms of copyright, what must I be aware of in online teaching?

    In the e-learning portal, we have compiled information and answers to frequent copyright questions in teaching: questions regarding copyright . We are also happy to answer your questions by email: zle(at)uni-ulm.de.

    Not all students are aware that sharing the learning materials that you provide to them constitutes a copyright infringement. You can use the text module provided by Division (Dezernat) I on the website on copyright issues to inform the students in your Moodle courses about copyright regulations.

    As of: 18 March 2020
    Updated: 04 September 2020

  • Can I record my lecture with Opencast in an empty lecture hall?

    It is possible, but we do not recommend this approach. Recordings in lecture halls are only recommended for those who are already experienced and in cases where no other form of recording is possible for reasons of content (e.g. recording of experiments for which no video is available yet).

    The kiz cannot offer on-site support for recordings in the lecture hall. This means: The departments and lecturers are responsible for obtaining access to the university and are obliged to disinfect the room and the control elements, door handles etc. after use as well as to comply with the legal requirements (e.g. number of persons present in the room). Therefore, no technical instruction or technical support can be provided beyond the automatic recording. This approach is therefore not suitable for lecturers who have no previous experience with recording. For media-didactic reasons, we also do not recommend recording as a substitute for the classroom lecture.

FAQs International Office

General information on entering Germany

  • What do I have to consider if I am traveling to Ulm from a risk area?

    Travelers entering Germany from risk areas must either provide proof of a negative test result for SARS-CoV-2 or take a test within 14 days of entry. You must stay in quarantine until a negative test result is provided.

    Please note that non-compliance with quarantine measures will result in heavy fines. 

    Please take the time to read through the Federal Ministry of Health (Bundesministerium für Gesundheit) FAQs on the topic of Corona tests upon entry to Germany.

    Please regularly consult the Federal Foreign Office (Auswärtiges Amt) website to learn what regulations are currently in effect as well as the responsible local authorities. In Ulm, the responsible authority is the local regulatory authority (Ordnungsamt).

    As of: 25 August 2020

  • How do I know if I travel from a risk area?

    A list of countries that are considered risk areas in Germany can be found on the website of the Robert-Koch-Institut.

    As of: 25 August 2020

     

  • Can I take a test before my arrival in Ulm?

    Yes. The test must not be older than 48 hours before entry and must be issued in a country recognised by the Robert Koch Institute. The list of countries recognised by the Robert Koch Institute can be found here.

    The test result must be provided in English or German.

    Please take the time to read through the Federal Ministry of Health (Bundesministerium für Gesundheit) FAQs on the topic of Corona tests upon entry to Germany.

    As of: 25 August 2020

  • Where can I take a test after my arrival?

    Testing is possible either at a Corona test centre or at a primary care doctor’s office. For the latter, it is necessary to call in advance to arrange an appointment. You can do this by calling the nationwide phone number 116 117 (appointment service number of the Association of Statutory Health Insurance Physicians).

    Testing centres are located at most airports including Frankfurt, Stuttgart and Munich.

    Please take the time to read through the Federal Ministry of Health (Bundesministerium für Gesundheit) FAQs on the topic of Corona tests upon entry to Germany.

    As of: 25 August 2020

  • Do I have to announce my arrival at the authorities when travelling from a risk area?

    Travellers from risk areas are obligated to report to their competent health office immediately upon entering the country.

    Personal details required:

    • first and surname
    • date of birth
    • your adress in Ulm
    • phone number
    • the country you are arriving from
    • date of entry to Germany
    • any symptoms, e.g. fever or chills, cough, sore throat, diarrhea, nausea or vomiting, etc.

    In order to be exempt from the quarantine obligation, it is necessary to present a negative Corona test result as well as a medical certificate (see above).
    In Ulm, the responsible authority is the local regulatory authority („Ordnungsamt“, email: ulm-iso(at)ulm.de).

    Please take the time to read through the Federal Ministry of Health (Bundesministerium für Gesundheit) FAQs on the topic of Corona tests upon entry to Germany.

    As of: 25 August 2020

  • What do I have to do if my test is positive? What do I do if I have symptoms of Covid19

    If you are tested positive, you have to stay in quarantine for 14 days.

    If you have symptoms of Covid19, please contact a doctor via telephone.

    As of: 25 August 2020

Incomings

  • I am not in Ulm yet. Should I travel to Germany or should I stay at home?

    The summer semester at Ulm University started exclusively in a digital format. Online versions of courses are currently being offered for as many courses as possible. It is possible to take part in these online courses from your home country if you are interested in doing so. As of June 15, courses with practical components can resume in person.

    Some exams will be offered in an online format, while others must be taken in person. All deadlines have been automatically extended by another semester. Should your studies be prolongated (or otherwise negatively affected) by the lack of an opportunity to take part in an exam and/or in-person course, feel free to contact the International Office for individualised advising.

    Additionally, it is possible to travel to Ulm for the purposes of carrying out research or completing a bachelor or master thesis at Ulm University. If you are interested in this, please discuss your situation with the appropriate contact person.

    As of: 27 March 2020
    Updated: 28 August 2020

  • I am planning on studying abroad at Ulm University. Can I postpone my semester abroad to next semester or even next year?

    Yes, that is possible. Please get in touch with the International Office – both at Ulm University and your home institution – to learn more.

    As of: 27 March 2020

  • I am currently studying abroad at Ulm University. Can I cancel my exchange or is there a possibility to postpone my stay?

    Ending your stay abroad prematurely is possible, however, be aware that additional costs associated with your accommodations or rebooking fees may arise. Please contact the International Office to discuss the next steps.

    As of: 27 March 2020
    Updated: 28 August 2020

  • My home university has required that I return. Can I refuse to do this?

    We recommend following the directives given by your home university.

    As of: 27 March 2020

  • If I end my time at Ulm University prematurely, do I have to pay my Baden-Wuerttemberg-Scholarship money back?

    If you receive a Baden-Wuerttemberg Scholarship and you have to end your time abroad prematurely, you will receive funding only for the months in which you are able to realize your stay. This includes the month in which the return trip takes place. If you can postpone your stay abroad, the scholarship award remains valid with scholarship funds able to be used for the next academic year.

    As of: 27 March 2020

  • If I end my time abroad at Ulm University prematurely, do I have to pay back my Erasmus scholarship?

    The EU Commission has given plenty of leeway to countries and universities participating in the Erasmus+ Program in addressing the coronavirus crisis. In doing so, they hope to ensure that students who are forced to or choose to end their Erasmus stay prematurely are not confronted with additional costs or other disadvantages. The manner in which these so-called “force majeure” regulations are carried out may vary from country to country as well as from university to university. Please contact your home university to find out how these regulations will be implemented for you. A number of costs may potentially be reimbursed to you, possibly including your return flight, rental payments, etc. It also may be possible for you to continue receiving scholarship funds while taking online courses from your host university, even after you have returned to your home country – given that these courses fulfill your original Learning Agreement. One rule of thumb is though that it is not possible to distribute more funds to you than the total scholarship sum listed in your Grant Agreement.

    As of: 27 March 2020

  • What things should I be aware of when terminating my rental contract in Ulm early?

    There is a notice period of eight weeks until the end of the month for rental contract termination. It is of the utmost importance that you terminate your rental contract with the Student Services (Studierendenwerk) in writing. A mere e-mail will not suffice, as the Studierendenwerk requires your notice of contract termination to be confirmed with a signed form. Please use the Notice of Cancellation form (Kündigungsformular) found on the homepage of the Studierendenwerk and send the signed form by email to the Studierendenwerk Ulm and your contact person(s) at Ulm University.

    In order for the notice period of eight weeks until the end of the month to be effective and to ensure that you are not held responsible for rental payments through the end of the original contract or the end of a semester, you must attach your Exmatriculation Certificate (Exmatrikulationsbescheinigung). Should you continue to maintain your student status after termination of the rental contract, you must attach proof of force majeure clarifying the reasons it is not possible for you to continue to live and study in Ulm.

    To learn more details about contract termination notice periods, please see § 11 of the General Rental Conditions (Allgemeine Mietbedingungen) or reach out to the appropriate contact at the Studierendenwerk Ulm or Ulm University.

    Posted: 27 March 2020
    Revised: 18 June 2020
     

  • Will the winter semester take place as planned?

    The semester dates for the upcoming winter semester have been postponed. The semester will begin on 2 November 2020 and will end on 19 February 2021. A large portion of the courses will be offered in a digital format. Practical courses such as lab courses or internships, however, will be able to be realized in person.

    As of: 18 June 2020

  • As a DAAD scholarship grantee, can I suspend or postpone my stay at Ulm University to a later date?

    Yes, you have the possibility to suspend or postpone your scholarship.

    As of: 27 March 2020

  • Do I have access to personal advising at the International Office?

    Personal advising is still accessible via e-mail. It may also be possible to arrange for a video call. Please reach out to the appropriate contact via e-mail.

    As of: 27 March 2020

  • As a newcomer, can I build social contact through the International Office?

    Please also take advantage of our opportunities to network and interact with international students and check out our programmes which facilitate this. Currently, our programmes are operating without in-person contact, relying on online formats for communication and programming. We offer the following programmes: S.T.E.P.S. (Student Tutors for Exchange Programme Students), S.T.I.P.S. (Student Tutors for International Programme Students), and our Buddy-Programme. S.T.E.P.S and S.T.I.P.S. target the time directly after new international students arrive in Ulm, while our Buddy-Programme enables experienced students to mentor and guide international students over the course of one or two semesters.

    As of: 27 March 2020

Degree Students

  • If cancelled classes cause complications related to my study programme (i.e. needing longer to complete your degree), finances, or visa/residence permit, what can I do?

    Please contact the International Office with information about your individual situation.

    Posted: 27 March 2020

  • If I am feeling anxious and/or stir-crazy from being cooped up in my apartment during this situation, what can I do?

    If the current situation is compromising or negatively affecting your mental health, please contact an organisation that can provide you with professional counseling services (via e-mail or phone). Contact information concerning the Psychosocial Counseling Service provided by the student services (Studierendenwerk Ulm) can be found on their website.

    Posted: 27 March 2020

  • As a result of travel restrictions, I cannot enter or re-enter the country in order to enroll at Ulm University or to continue my studies. What can I do?

    Please contact the International Office with information about your individual situation.

    Posted: 27 March 2020

Outgoings

  • I am currently on exchange abroad. Do I have to cancel my stay abroad and return to Germany?

    If you currently find yourself someplace defined as a risk area by the Robert Koch Institute , we recommend that you return to Germany. Otherwise, the decision of whether you return to Germany or stay where you currently are is up to you. In any case, you should enroll yourself in the Crisis Prevention List (ELEFAND) of the Federal Foreign Office (Auswärtiges Amt) , so that the local authorities, i.e. those who would organize your repatriation, are informed of your location and can provide you with help. Considering that many universities have transitioned to online coursework, it may also be possible that you continue to take your courses from at home so that you are able to successfully complete your semester.

    As of: 27 March 2020

  • Is it possible to postpone my stay abroad to a later semester?

    You have been nominated to spend one or two semesters abroad during the academic year 2020/21. If you cannot realize this stay abroad due to reasons related to the COVID-19 pandemic, you have the opportunity to postpone your stay abroad to the summer semester 2021. To learn more about this possibility, please contact the International Office. Please note that in other countries, the summer semester typically begins much earlier than it does in Germany (Scandinavia: beginning of January; other countries: between January and March).

    If you are not able to postpone your semester abroad to the summer semester 2021 and/or could first consider a semester abroad in winter semester 2021/22 or later, you must submit another application for the relevant academic year. It is not possible to postpone your stay abroad to a semester in another academic year due to our fixed exchange quotas per academic year.

    As of: 18 June 2020

  • I had to cancel my Erasmus stay during the academic year 2020/21 due to the COVID-19 pandemic. Will I be penalized for this if I submit another Erasmus application in the future?

    If you had to cancel your Erasmus mobility due to the COVID-19 pandemic and choose to submit another Erasmus application at a later date, your application will be neither penalized nor prioritized. To determine the allocation of Erasmus spots, all applications are ranked based on the same criteria: academic achievements, academic aspirations at the selected host universities, language skills (considered for students of Medicine) and bonus points (awarded for those in other subjects).

    As of: 18 June 2020

  • I am planning to do or am currently taking part in an internship within the framework of the Erasmus Traineeship Programme (SMT) and cannot begin, continue, or complete my internship. Who should I contact for more information about this?

    Please contact the KOOR/BEST Center of Competence in Karlsruhe.

    As of: 27 March 2020

  • My host university is closed. Do I have to return to Germany or can I stay where I am?

    As long as your host university does not explicitly require your return to Germany, you are free to decide whether you would like to remain in or leave the country. Please know that ending your stay abroad prematurely may lead to additional costs (for accommodations, cancellation or rebooking fees, etc.).  As many universities have transitioned to online courses, it may also be a possibility for you to continue taking classes from your host university online, even after you are no longer located in the host country.

    As of: 27 March 2020

  • What is a blended mobility and what effects does such a mobility have on my scholarship?

    The term blended mobility encompasses mobilities comprised of in-person learning at the host university as well as online-learning components, wherever they may take place.

    The financial stipulations for Erasmus scholarships in the 2020/21 academic year are different from those in the previous year. In 2020/21, the beginning and ending of your physical mobility as well as the beginning and ending of your virtual mobility (if applicable) must be documented. It is only possible to provide financial support for the documented duration of a physical mobility, including situations wherein you are taking online courses but your host university requires your physical presence in the host country.

    As of: 28 August 2020

  • What happens if I have to go into quarantine after arriving at my host university?

    Nobody can predict how the pandemic will develop in the coming months. It is, of course, possible that some countries will require a period of self-isolation or quarantine for newly arrived students. Your host university will communicate all practical details concerning any quarantine measures (accommodations, delivery services, etc.).

    Please note: a period of quarantine that takes place after your arrival in the host country does count towards the calculation of your scholarship. Time spent in quarantine after you have ended your mobility and returned to your home country will not be subsidized.

    As of: 28 August 2020

  • Can I apply to study abroad in the 2021/22 academic year as normal?

    It is difficult to predict how the pandemic will evolve in the long-term. Despite this, the deadlines for study abroad applications will remain as usual:

    31.10.2020 – non-European programmes
    15.01.2021 – PROMOS Scholarships for self-organised stays abroad

    The deadlines for the Erasmus+ Programme will be communicated at a later date.

    You can find more information on the website of the International Office

FAQs Staff / HR Services

Availability of the HR Division/submission of a doctor’s note/further information

  • How do I reach the HR department?

    If you are unfit for work, please inform HR Services and indicate when you will be able to return to work.

    The following details are required:

      • Surname, first name
      • Personnel number LBV
      • University institution
      • Date of the first complete sick day (days that were started and finished early do not count as sick days)
      • Medical certificate if available
      • Was the sick day preceded by a holiday? If so: When did the holiday start?
      • When was the last sick day?
      • Is there a compensation claim against a third party - e.g., after an accident?
      • When did the inability to work end (annual leave or compensatory time off are considered as resumption of work)?
      • If you have a medical certificate and you resumed work early, please make a note of that

    Posted: 24.08.2020
    Updated: 16.12.2020

  • Where can I get more information from the HR department about the coronavirus?

    You can find information for staff members and professors on HR issues on the pages of Division III (Human Resources) under this link. (only available in German at present, English coming soon)

    Posted: 28.10.2020

Holiday and business trips

  • What must be considered when planning holiday or personal trips (to high-risk areas)?

    Those returning from a region or country for which isolation (quarantine) is required by a regulation are not allowed to enter university premises for work. The current list of high-risk countries can be found in the German Entry Regulations (Einreiseverordnung).

    Entry regulations for Baden-Württemberg (only available in German) and Bavaria

    Please get informed about high-risk countries and regions in good time before you start your travel, and contact the responsible authority. Please note that high-risk countries can change at any time.

    As an employer, we do not interfere with holiday or travel plans of our staff members. As a precautionary measure, however, we would like to point out that staff members may not be entitled to continued payment of their salary if they are exposed to the risk of Covid-19 or the obligation to isolate (quarantine) during a holiday trip and this occurs. Prior to departure, staff members should check with their department to determine how their ability to work after their return home can be ensured (by working from home, for example) or whether flexitime credits and/or further leave can be applied.

    For details, please refer to the special instructions.

    Posted: 24.08.2020
    Updated: 04.12.2020

  • May I go on a business trip?

    Business trips may only be taken if they are absolutely necessary. The travel warnings of the German Foreign Office (Auswärtiges Amt) (only available in German) must be observed in this regard. If you take a trip, you must observe the hygiene rules. When attending an event, you must get information in advance about the hygiene concept that applies to the event and discuss with your superior whether the trip can be taken under these conditions. The same applies to professors.

    Business trips outside the Schengen Area are still not permitted. Travelers are obligated to obtain information about the current situation at their destination before starting the business trip and to act accordingly. Even within the Schengen Area, business trips to countries with travel warnings are not permitted.

    Travel warnings from the German Foreign Office for countries outside the EU/Schengen area can be found here! (only available in German)

    Posted: 24.08.2020
    Updated: 22.10.2020

Infection, signs and symptoms of illness

  • I tested positive for coronavirus. What do I have to do and what does my superior have to do?

    Persons who have tested positive for the coronavirus must inform the management of their institute or facility immediately. They are not permitted to enter university premises. Notify the Human Resources Department if you are unable to work or if you have been ordered to quarantine (under Section 56 of the German Infection Protection Act (Infektionsschutzgesetz)). The Public Health Department or the treating physician will decide when you may return to work.

    The heads of the institute and facilities are asked to report these cases to both the university’s Human Resources Department (zuv.dez3(at)uni-ulm.de) and the university’s Occupational Safety and Health Department (arbeitssicherheit(at)uni-ulm.de). Determine which persons have been in the immediate vicinity of the infected person. Where applicable, this information must be submitted to the Public Health Department.

    You can find information from the Robert Koch Institute on how to handle contact persons here.

    Posted: 24.08.2020
    Updated: 04.12.2020

Visitors, meetings, recording of contact data

  • When and how do guests and visitors have to register?

    To enable the Public Health Department (Gesundheitsamt) to track contact persons, it is necessary to register all guests, visitors and students who come to a university institute or facility and remain there for at least 15 minutes. The registration of contact details also applies to university staff members visiting other university institutes or facilities for meetings or other official purposes. This is to be done entirely electronically. A special browser-based web solution has been set up (KNApp UU) for this purpose. First and last name, address and date, and duration and time of presence are to be recorded. In case of infection, this data is transmitted directly to the Public Health Department in accordance with the Corona Ordinance, and deleted after four weeks. You can find additional information here.

    Posted: 24.08.2020
    Updated: 28.10.2020

  • Is it possible to hold face-to-face meetings or job interviews?

    Internal meetings in person should be reduced to the bare minimum. If they are held, the safety distance between the participants must be guaranteed. Therefore, we ask you to please choose sufficiently large rooms with a hygiene concept.

    This also applies to job interviews that are conducted in person. Severely disabled persons are to be invited to a personal interview. A university disability representative is to be enabled to participate in the selection interviews.

    During job interviews, please observe the following rules: no shaking hands, no drinks, time intervals between candidates, regular airing out of the room, disinfection of all contact surfaces.

    Office hours with students should preferably take place by telephone or video conference.

    Mandatory electronic registration is also required for internal meetings, job interviews and office hours that take place in person.

    Posted: 24.08.2020
    Updated: 22.10.2020

Occupational safety measures, high-risk groups, university medical service

  • How many persons are permitted to use an office simultaneously?

    This depends on the size of the room. The following rule applies: a room up to 10 square metres in size may only be used by one person as an office workplace; in larger rooms, one additional person is permitted for every additional 10 square metres. Rooms that are used by several persons at the same time should be completely aired out every 20 minutes if possible (windows wide open for at least 3 minutes). Conference rooms without an exhaust air system must also be thoroughly aired out both before and after use.
    The heads of the facilities and institutes are responsible for the implementation of and compliance with the pandemic regulations adopted by the Board.

    Posted: 22.10.2020
    Updated: 04.12.2020

  • I am in a high-risk group. What do I have to pay attention to?

    Staff members who belong to a high-risk group must pay particular attention to occupational health and safety regulations. Staff members with a relevant medical certificate may not be assigned to activities involving frequent personal contact or activities where the distance of 1.5 metres cannot be adhered to. Furthermore, they should be allowed to work (in part) from home, as far as the work activity permits and no other suitable protective measures are possible.

    To determine whether special protective measures are necessary in individual cases, staff members are offered precautionary occupational medical checks regarding health hazards at the workplace due to the coronavirus. They may seek individual advice from the staff physician (Betriebsarzt), including advice on specific risks due to a pre-existing illness or individual predisposition. The staff physician will recommend suitable protective measures to the employer if the normal occupational health and safety measures are not sufficient.

    The staff physician can also provide advice by telephone. You can arrange a call-back by phone at 0731 500 66-190 or send a mail to sachbearbeiter-abt.III-1(at)uni-ulm.de to make a personal appointment with the physician.

    Posted: 24.08.2020
    Updated: 22.10.2020

Hygiene rules and protective measures for staff members

  • What does the ‘AHAL’ rule mean?

    The rule refers to the four central corona protection measures: distance (Abstand), hygiene (Hygiene), everyday masks (Alltagsmasken) and ventilation/airing out (Lüften).

    Posted: 22.10.2020

  • What distance and hygiene rules must be observed?

    A minimum distance of 1.5 metres to other persons must be maintained in all areas of the university. In addition, regular hand hygiene and compliance with coughing and sneezing etiquette must be ensured. Furthermore, masks are mandatory in all buildings of the university.

    Posted: 24.08.2020
    Updated: 22.10.2020

  • Where and when are masks mandatory?

    A non-medical everyday mask or a comparable mouth and nose cover must be worn in the buildings of the university. This mandatory requirement also applies to classes, events, meetings and brief consultations. Exceptions to this rule include working at one’s own workplace (without any customer contact) and eating (outside of walkways).

    Posted: 24.08.2020
    Changed: 22.10.2020

  • May I also use a visor or face shield?

    A face shield does not correspond to a mouth-nose cover in the definition of Section 3 (1) of the Corona Ordinance (Corona-Verordnung). Face shields are merely a kind of ‘sneeze-guard’ or comparable to goggles. They are suitable as an additional component of personal protective equipment for activities involving spraying. When using a protective shield alone, the filter effect of the exhaled air that is provided by fabrics is missing. In this respect, a protective shield is to be regarded as insufficient.

    Posted: 28.10.2020

  • Are there exceptions to the mask requirement?

    Only those persons for whom the wearing of a mouth and nose cover is not possible or not acceptable for health or other compelling reasons are exempt from the obligation to wear a mask. This must be documented by a medical certificate, which must be presented upon request.

    Posted: 24.08.2020
    Updated: 22.10.2020

  • What about the use of shared workplaces and materials?

    Where possible, work materials and other items should not be shared with your colleagues (such as tools, keyboard, mouse, pens, etc.) If a workplace is shared with other persons, it must be cleaned and aired out before the changeover.

    Posted: 28.10.2020

  • As the manager of a facility or institute, how can I reduce the number of personal encounters at the workplace?

    Opportunities for personal contact at the workplace are to be reduced by measures that spread out times and locations (staggered attendance times or working from home) as well as by other protective measures (partitions). Meetings at the workplace are to be reduced to the absolutely necessary extent.

    Posted: 28.10.2020

Place of work

  • Where should I work? At the university or from home?

    Since June 15, 2020, working on the university premises has once again become the norm. However, due to a drastic increase in the number of coronavirus cases, we are taking appropriate measures to reduce contacts at the workplace by separating and staggering working times and locations.


    To ensure appropriate occupational health and safety regulations, working from home on a temporary basis can be arranged by the management of your institute or facility. The regulations of the Telecommuting Service Agreement (Dienstvereinbarung Telearbeit) are to be observed.

    • Staff members must record their working hours (both at the university and at home).
    • Necessary documents and files can be taken home. Please observe the data protection regulations under Section 8 of the Telecommuting Service Agreement.
    • Files and original documents must be documented at the respective facility (who takes what along and when, as well as the return of the files and documents).

    Furthermore, the management of your institute or facility may set fixed working and break times for staff members within the established flexitime bandwidth hours to reduce the number of staff present (staggered working). In addition, the Working Hours Service Agreement (Dienstvereinbarung Arbeitszeit) applies.

    Posted: 24.08.2020
    Updated: 22.10.2020

  • Can I continue to work from home if I have childcare obligations?

    Staff members who have to look after their children themselves due to quarantine orders, cancelled classroom instruction or the closure of a childcare facility ordered by the authorities should be given the opportunity to work (in part) from home if no other childcare options are available. A prerequisite is that the assigned work activity can be performed from home.

    In addition, we also refer to the regulation of Section 56 (1a) of the German Infection Protection Act (Infektionsschutzgesetz) with regard to the possibility of compensation. Please contact your human resources officer for more information.

    Posted: 24.08.2020
    Updated: 29.10.2020

  • I would like to place my children in emergency childcare as a result of pre-school, school and day-care closures. How do I request access to emergency childcare?

    Parents are encouraged to arrange for their children’s care themselves to the greatest extent possible and to utilize emergency childcare only when absolutely necessary.

    To be eligible for emergency child care at day-care centres, pre-schools and schools, facilities may ask parents to provide some form of credible verification of the need for care. If this is not sufficient, and parents are indispensable to their employers, they can request a certificate of indispensability (only available in German - Unabkömmlichkeitsbescheinigung).

    Posted: 11 January 2021

  • What should be taken into account with regard to the increase in sick pay when your child is sick?

    Specific legislation on this is still pending.

    The HR Department will update the “Employee Guide to Handling the Pandemic-Related Situation” as soon as precise regulations have been published. The guide (only available in German) can be found here: https://www.uni-ulm.de/einrichtungen/zuv/dezernat-3/abt-iii-1-personalservice/corona-virus-informationen-fuer-beschaeftigte-professorinnen-und-professoren/

    Posted: 11 January 2021

FAQs are currently updated!

Do you miss an important question and answer? Please write to pressestelle(at)uni-ulm.de