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 cancelled lectures, seminars, classes etc. take place at a later date?

    Cancelled lectures, seminars, classes etc. will usually not be rescheduled to a later date.

    As of: 18 March 2020
    Updated: 26 August 2020

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

    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.

    As of: 18 March 2020
    Updated: 26 August 2020

  • Do I need accommodation in Ulm in the winter semester 20/21?

    For the winter semester 2020/21, Ulm University has adopted the motto 'Making studying safe and secure – on campus and online. The best of both worlds.' 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. We place particular priority on offering on-campus formats for our first-semester students. The short answer is therefore: Yes, you do need accommodation in Ulm.

    As of: 26 August 2020

  • I am interested in studying at Ulm University – what do I need to know?

    Please find information for first-semester students here.

    As of: 26 August 2020
    Updated: 16 October 2020

     

  • I am about to start my studies at Ulm University – what do I need to know?

    Please find information for first-semester students here.

    As of: 26 August 2020
    Updated: 16 October 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.

    We are aware that you currently have relatively few options for studying on campus. For the time being, we would thus like to offer you the option to reserve rooms for study groups via the room booking system. Here, too, the names of all participants must be documented. Please contact your study programme coordinator.

    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 stipulated by the Board in its decision of 27 April.

    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 are enrolled in a study programme in the summer semester 2020, 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 shall not suffer any disadvantage in terms of examination legislation.

    A cumulation of the regulations from the LHG and the Statutes of Ulm University due to the effects of the corona pandemic on study and teaching (i.e. extension of time limits by two semesters) is not possible.

    As of: 18 March 2020
    Updated: 25 August 2020

Course of studies

  • Do it mean that I need study two semesters longer if my exam is offered only in the winter semester?

    For students who are enrolled in a study programme in the summer semester 2020, 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 shall not suffer any disadvantage in terms of examination legislation.

    A cumulation of the regulations from the LHG and the Statutes of Ulm University due to the effects of the corona pandemic on study and teaching (i.e. extension of time limits by two semesters) is not possible.

    As of: 18 March 2020
    Updated: 25 August 2020

  • I have reached the maximum allowed number of semesters. However, I cannot finish my studies because of cancelled exams. Will I be exmatriculated?

    If the cancellation of the exams is related to corona, you are not responsible for the loss of the right to examination; your right to examination does therefore not expire and does not lead to your exmatriculation.

    As of: 18 March 2020
    Updated: 17 April 2020

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

    For students who are enrolled in a study programme in the summer semester 2020, 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 shall not suffer any disadvantage in terms of examination legislation.

    A cumulation of the regulations from the LHG and the Statutes of Ulm University due to the effects of the corona pandemic on study and teaching (i.e. extension of time limits by two semesters) is not possible.

    As of: 18 March 2020
    Updated: 25 August 2020

  • Will I continue to receive BAföG?

    The Federal Minister of Education has decreed that the payment of BAföG is to be continued at the same rates: 'If schools and higher education institutions are closed due to the pandemic and classes and lectures must thus be cancelled, payment of BAföG will be continued. Recipients of BAföG shall not suffer disadvantages due to the corona pandemic.'

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

    As of: 18 March 2020

  • Will the enrolment period be extended for the winter semester 2020/2021?

    For the winter semester 2020/2021, the registration period specified in the letter of admission applies to study programmes with restricted admission. For all study programmes with unrestricted admisssion, the registration period is extended until 31 October.

    As of: 28 May 2020

  • 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?

    Yes. If you were enrolled in the 2019/20 winter semester and were not able to complete coursework or achieve a certain amount of credit points on time because exams were cancelled and replacement dates are determined only after the summer semester 2020, or study achievements cannot be completed (job-related internship), the time limits are extended by at least one semester.

    As of: 17 April 2020

Online teaching

  • Can I organize online exams via moodle?

    The statutes of Ulm University in response to the effects of the corona pandemic in the area of study and teaching from 17 April 2020 permits in § 4 para. 5 the deviation from the types of examinations that are specified in subject-specific examination regulations or in module handbooks. Online alternatives to the written exam or other examination formats are thus possible!

    The decision as to what exactly the online alternative for an exam looks like is made by the examiners. However, please refrain from trying to replicate the on-campus exam version 1:1 in Moodle. Our Moodle is not designed for this and we cannot guarantee technical stability. For this reason, such replications are not allowed. On this website we suggest various forms of examination as alternatives to the usual on-campus exams that also work online.

  • 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).

    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 summer semester take place as planned?

    The summer semester began in a digital format on 20 April. Online versions of courses are currently being offered for as many courses as possible. As of 15 June, exams as well as courses with practical components can resume in person.

    As of: 27 March 2020
    Updated: 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

  • I have plans to study abroad in the winter semester. Will that be possible?

    As of now, studying abroad during the upcoming winter semester is possible as long as your host university is not located in a country where a travel warning from the Federal Foreign Office (Auswärtiges Amt)  exists at the time of departure. Owing to the rapidly changing and unpredictable situation, however, we cannot promise that future restrictions might not have adverse effects on the winter semester. Despite this and for that very reason, you should turn in all required application documents to your host university in a timely manner to ensure that the International Office there has a sufficient amount of time to organise everything for your winter semester stay.

    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

  • I received a PROMOS scholarship for my planned stay abroad during summer semester 2020. Now, however, my stay abroad is not possible due to the Coronavirus pandemic. What happens to my scholarship?

    PROMOS cannot provide funding for activities that are set to take place in a country that qualifies as a risk area, has required quarantine measures, or for which a travel warning exists. Already granted scholarships can be rescinded, should the situation in the host country worsen. PROMOS may, however, be able to subsidise costs that emerge as a result of canceling your planned stay abroad, regardless of whether your stay is affected by the aforementioned funding restrictions. If your stay abroad should be canceled prior to your departure to the host country, we will do our best to find a way to reschedule your stay abroad to a later point in time. Please contact the International Office  with any concrete questions you may have about your PROMOS scholarship.

    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

Arbeitsort

  • Work location: Is it mandatory to come to the University for work or may I continue to work from home?

    Work on university premises has been the norm again since 15 June 2020.

    In order to ensure occupational health and safety regulations, individual institutions or facilities may order temporary work from home (home office). The stipulations of the Dienstvereinbarung Telearbeit (short: DV Telearbeit; workplace agreement on telework) must be observed.

    • Staff are required to document their work hours, regardless if they work on site or from home.
    • Necessary documents and files may be taken home for work purposes. Please adhere to the data protection regulations as stipulated in § 8 DV Telearbeit.
    • Every institution must document all files and original documents that are taken home (who takes what and when, including date of return).

    Individual institutions or facilities may furthermore determine fixed work hours and break times for their staff within the flexitime work hours framework in order to reduce the occupancy density. In all other respects, the Dienstvereinbarung Arbeitszeit (short: DV Arbeitszeit; workplace agreement on work hours) applies.

    As of: 24 August 2020

  • What hygiene rules apply at the University?

    • A face mask (covering mouth and nose) must be worn on all traffic routes (corridors, stairways, lobbies, lifts etc.) inside the buildings
    • Keep a minimum distance of 1.5 meters to other people
    • Wash or disinfect hands regularly
    • Use disposable towels
    • Sneeze and cough in the inside of your elbow
    • Do not shake hands and avoid physical contact with other people in general
    • Keep hands away from face
    • Do not share work materials/ items with colleagues (keyboard, mouse, pen, etc.)
    • If a work station is shared with other people, the work station must be cleaned before changeover
    • Regularly ventilate offices and other rooms that have no automatic ventilation system

    As of: 24 August 2020

     

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

    We continue to give staff with children under the age of 12 or children who are permanently in need of care due to a disability the option to work (partially) from home, unless other care options are available. Prerequisite is that the regular work tasks can be carried out at home.

    Staff who are required to look after their children themselves due to the closure of schools or childcare facilities as a result of corona and who consequently suffer a loss of earnings are legally entitled to compensation under § 56 para. 1a of the Infektionsschutzgesetz (short: IfSG; infection protection act). Before compensation may be claimed, accumulated flexitime hours and remaining annual leave from the previous year (Alturlaub) must be used up. The law provides no compensation for periods during which schools or childcare facilities are closed anyway (regular school or day care holidays). The claim must be made through the employer.

    Please contact your HR officer.

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

    For staff who need to care for close relatives because a care facility was closed due to the spread of Covid-19, or where a full-time home care worker is no longer available due to Covid-19, the regulations on work from home apply accordingly. Employees may be entitled to a care support allowance (Pflegeunterstützungsgeld) in the event of a short-term inability to work.

    Please contact your HR officer.

    As of: 24 August 2020

  • I belong to a risk group. How should I behave in the workplace?

    The occupational health and safety regulations are of particular importance when it comes to staff members who belong to a risk group.

    Employees with a respective medical certificate are to be excluded from tasks that involve frequent contact with other people or where the distance of 1.5 metres cannot be maintained. They are furthermore entitled to the option to work (partly) from home, if the work tasks are suited for this and no other appropriate protective measures are possible.

    In order to clarify whether special protective measures are necessary in individual cases, employees are offered preventive occupational medical consultations on health risks at the workplace due to the coronavirus. You can get individual advice from the Occupational Medical Service, also on special risks due to a precondition or individual disposition.

    These preventive consultations can also be provided by telephone. To do this, you can arrange to be called back by calling +49 731 500 66-190, or book a personal appointment with the company doctor by sending an email to clerk-department III-1(at)uni-ulm.de.

    As of: 24 August 2020

  • Do visitors to the University need to be registered?

    In order for the public health department to be able to track contact persons / chains of infection, it is necessary to register all guests, visitors and students who come to the University and whose visit lasts 15 minutes or longer. For this purpose, first and last name, address, date and period of attendance must be documented and kept for 4 weeks.

    As of: 24 August 2020

  • Can I conduct face-to-face meetings or job interviews?

    Internal in-person meetings should be kept to the absolute minimum. The safety distance between all participants must be guaranteed. To ensure this, select sufficiently-sized rooms with a respective hygiene concept.

    This also applies to job interviews that are conducted in person. People with a severe disability are to be invited to an in-person interview as usual. The representative for severely disabled employees must be given the opportunity to attend the interview.

    When conducting in-person job interviews, please ensure the following: do not shake hands, do not serve drinks, arrange for a sufficient break between applicants in order to ventilate the room, disinfect contact surfaces.

    Consultation hours for students should preferably take place via telephone or video conference.

    As of: 24 August 2020

Infection, suspected infection, symptoms of disease

  • I suspect that I might be infected with the coronavirus / I have had contact with a person who tested positive. What do I need to do?

    1. Contact your GP to seek clarification. Without a medical certificate or proof that you are not infected, you are prohibited from entering the University for 14 days. If you are fit for work (i.e. no sick certificate), please do so from the home office if possible.
       
    2. It is important to identify all persons that you had contact with at your institution to help trace infection chains. Contact surfaces should be cleaned and/or disinfected, rooms should be thoroughly ventilated.
       
    3. We recommend to review and, if necessary, adjust the occupational health and safety measures, to give renewed instructions to all staff and to refrain from in-person meetings until clarification.

     

    Anyone with acute respiratory symptoms (e.g. fever, disturbed sense of taste and smell, cough, sore throat) and/or who had contact with a person who tested positive for coronavirus is suspected of being infected (up to max. 14 days after contact).

    As of: 24 August 2020

  • I tested positive for the coronavirus. What do I need to do?

    Anyone who has tested positive for the coronavirus must inform the management of their institution immediately. You are not allowed to enter the University. Please notify HR Services if you are unfit for work or if you have been ordered to put yourself in quarantine (according to § 56 Infektionsschutzgesetz, short: IfSG - infection protection act). The public health department or the treating doctor will decide when you are allowed to return to work.

    We ask everyone in a management position to report positive cases to HR Services and the Occupational Health and Safety Department too.dec3(at)uni-ulm.de, occupational safety(at)uni-ulm.de.
    Please identify everyone who has been in the immediate vicinity of the infected person. This information will need to be provided to the public health department.

    a) Close contact persons
    According to information provided by the Robert Koch Institute (RKI), there is an increased risk of infection (category I) for persons who

    • had a total of at least 15 minutes face-to-face contact with an infected person, or
    • had direct contact with secretions or body fluids, in particular respiratory secretions, or
    • have been involved in activities with an increased exposure to aerosols (e.g. celebrations, singing together or indoor sports).

    These persons must be sent home. Without proof that they are not infected, they are not allowed to enter the University for 14 days. Work should be continued in the home office where possible.

    b) Other contact persons
    Other contact persons, see RKI information on category II, should not attend any sort of gathering at the University for 14 days and should not spend time together with other persons in the same room at the workplace. Please look into home office as an option.

    Information on contact person management (in German):
    https:/www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Kontaktperson/Management.html#doc13516162bodyText6

    As of: 24 August 2020

Holiday and business travels

  • What must be considered when planning holiday or private trips (to risk areas)

    Returnees from a region or a country for which segregation (quarantine) is stipulated via decree are prohibited from entering the University. The current list of risk countries can be found in the corona entry regulations (Corona-Verordnung Einreise-Quarantäne; short: CoronaVO EQ)

    In principle, travellers entering Baden-Württemberg from abroad who have been in a risk area at any time within the 14 days prior to entry are obliged to put themselves under quarantine for a period of 14 days.

    Entry regulations Baden-Württemberg and Bavaria (in German):

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

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

    Please inform yourself about risk countries and areas before you start your journey and contact the respective authorities. Please note that the list of risk countries is subject to changes at any time.

    You are exempt from the obligation to put yourself under quarantine if you can provide medical proof that you are not infected. It is your responsibility to obtain this proof. Staff who have a medical certificate (not older than 48 hours when entering the country) stating that there is no evidence of infection with the coronavirus are exempt from the quarantine obligation. Please take note of the applicable corona regulations.

    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 remuneration if due to their holiday choices they exposed themselves to the risk of contracting Covid-19 or being obliged to put themselves under quarantine. Employees should discuss with their supervisors before the start of their journey how to ensure their ability to work after their return (e.g. through home office) or whether flexitime credits and/or further annual leave can be used.

    For details please refer to the special notes. Link to Corona_Hinweise_zu_Urlaubsreisen_und_Privaten_Reisen.pdf – German only

    As of: 24 August 2020

  • Am I allowed to go on a business trip?

    Business trips should be kept to the absolute minimum. If you do go on a business trip, please make sure to adhere to the rules of hygiene. When attending an event, you must find out in advance which hygiene concept is in place during the event and clarify with your supervisor whether the trip can be approved under these conditions. The same applies to professors.

    Business trips outside the Schengen Area continue to be prohibited. If you must travel, you are obliged to inform yourself about the current situation at your destination before starting your business trip and to act accordingly. Business travels to countries with travel warnings are prohibited, even if they are inside the Schengen Area.

    Travel warning by the German Federal Foreign Office for countries outside the EU/Schengen Area https://www.auswaertiges-amt.de/de/ReiseUndSicherheit/covid-19/2296762

    As of: 24 August 2020

Beschäftigungsverhältnis und Erreichbarkeit

  • Is there a possibility to extend my (fixed-term) employment contract due to the coronavirus?

    According to the new § 7 para. 3 Wissenschaftszeitvertragsgesetz (short: WissZeitVG; law on fixed-term employment contracts in the science and research sector), the total permissible fixed-term contract period is extended by six months for employment contracts as defined in § 2 para. 1 that are in place during the period from 1 March till 30 September 2020. It is not a prerequisite that the employment contract has been in place for the entire period from March to September. In order to qualify, however, the contract must have the purpose of academic qualification and be fixed-term in accordance with the WissZeitVG. This regulation does not automatically warrant an extension of the contract.

    For employees who have been employed on a fixed-term contract in accordance with § 2 para. 2 WissZeitVG since 1 March 2020 (Drittmittelbefristung; fixed-term employment in the context of a third-party funded project), the here-described extension of the permissible fixed-term contract period for academic qualification does not apply.

    For those with a contract as Juniorprofessor (comparable to assistant professor) or Akademischer Rat auf Zeit (academic staff with fixed-term civil servant status), there is a possibility to extend their civil service contract in accordance with § 45 Federal State Higher Education Act Baden-Württemberg (Landeshochschulgesetz; short: LHG) para. 6 a: Fixed-term civil servant contracts according to §§ 51 para. 7 sentence 1, § 51a para. 3 sentence 2 and para. 4 sentence 1, as well as § 52 para. 4 sentences 1 and 3, which already existed between 1 March and 30 September 2020, may be extended by up to six months. Formal application necessary.

    As of: 24 August 2020

  • How can I contact HR Services?

    HR Services is back to regular service.

    Staff are generally only hired/their employment extended, if the place of employment is Ulm and they start work here.

    Please no longer send notifications of sickness or of commencement of employment to the collective email address, but instead send them in the regular way by post or in-house mail:

    Abteilung III-1 Personalservice
    Helmholtzstraße 16
    89081 Ulm
    Germany

    As of: 24 August 2020

FAQs on university buildings, occupational health & safety

Restricted on-campus operations at the University

  • Is the University closed completely?

    From 15 June 2020 on, teaching staff and employees can return to their workplaces. Students are able to participate in practical course elements and examinations. The campus and the Botanical Garden are open to the general public (see opening hours of the Botanical Garden). The required safety distance and hygiene rules must be observed throughout the University.

    As of: 02 April 2020
    Updated: 18 June 2020

  • From 4 May 2020 on, staff who cannot carry out work from the home office are allowed to return to their workplace. What rules apply when entering the buildings?

    A face mask (covering mouth and nose) must be worn when entering the University. The rules of distance and hygiene must be observed. Please disinfect your hands when you enter the building. If there is no disinfectant dispenser at the entrance, please use the existing dispensers near the toilet facilities. Go to your workplace without detours or delays. Gatherings or lingering of any kind are prohibited.

    You may remove the face mask once you get to your work area, provided you are able to maintain the minimum distance to others (1.5 metres) at all times. For laboratories, workshops, etc. further rules may apply.

    As of: 01 May 2020
    Updated: 18 June 2020

  • How many people are allowed to work in one room?

    Each room up to 10m² may be used by one person as a work area. For the second person, at least another 10m² are required, i.e. a room size of at least 20m². Supervisors are asked to observe the 'occupancy density' regulations. For laboratories, workshops, etc. further rules may apply.

    Further information on occupational health and safety

    As of: 01 May 2020
    Updated: 25 August 2020

  • I would like to hold a meeting on campus with up to 10 people and need a suitable room. What can I do?

    Only absolutely necessary meetings should be held on campus. The rules of social distancing and hygiene must be observed.

    In order for the public health department to be able to track contact persons / chains of infection, it is necessary to document the first and last name, address, date and period of presence of all guests, visitors and students who come to the University and remain there for a relevant period of time (15 minutes or longer). This information must be kept for 4 weeks.

    Suitable rooms (that allow for the appropriate distance between participants) will be available soon for booking through your room administrators. An overview of available rooms in map format can be found on the Facility Management website (Only on the German website available!).

    As of: 01 May 2020
    Updated: 25 August 2020

  • I would like to hold an event on campus. What do I need to consider regarding cleaning/disinfection?

    The rooms that are used for events are cleaned once a day by the cleaning service.

    Disinfection of the hands (disinfectant) or the surfaces (disinfection wipes) must be done independently as appropriate.

    As of: 25 August 2020

FAQs are currently updated!

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