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Employees

Key points for employees in brief

  • The “Employees” topic group was checked and confirmed as up-to-date on 15 September 2022.
  • Employees infected with the SARS-CoV-2 virus, as proven by a positive test result (self-test, quick test or PCR test), are not allowed to enter Heinrich Heine University (grounds and buildings) until the end of the isolation or quarantine period. This also applies for those who have been vaccinated.
  • Employees with symptoms of a Covid-19 infection should call their general practitioner to discuss how to proceed.
  • Irrespective of these internal university regulations, the isolation and quarantine regulations, in particular those set out in the NRW Coronavirus Test and Quarantine Ordinance, and the directives of the local health and/or regulatory authorities must be observed.
  • Employees who need to isolate or who have been ordered to quarantine must follow the instructions in this guideline.
  • Operations returned to normal on site at HHU in the summer semester 2022, including utilisation of the options offered by the agreements on alternating mobile work (AMA). Working from home beyond the options offered by alternating mobile work will now only be permitted under strict conditions in close consultation with the corresponding supervisor insofar as doing so can avoid multiple people working in the same office at the same time after all other options (such as the use of empty offices) have been exhausted or where it is not advisable for a person to work in their workplace and safer for them to work from home due to initial symptoms of infection. See below for information on the booking option in the time management system to be used in this case.
  • Events within the framework of face-to-face teaching do not fall under the category of “office work and comparable activities”. However, this does not mean that a move to online classes is not possible in justified cases.
  • Medical masks or FFP 2 masks must continue to be worn in public areas inside all HHU buildings up to 6 June 2022. This obligation will no longer apply after that date. However, masks may of course continue to be worn for precautionary reasons and/or out of consideration for others. The Rectorate appeals to all HHU members to display tolerance in all respects with regard to the wearing of masks. You can obtain medical or FFP2 masks easily and unbureaucratically from HHU’s Lyreco webshop. Employees may also wear medical face masks or FFP2 masks financed from university funds for purely precautionary reasons.
  • The issue of coronavirus tests to employees will end at the same time as the obligation to wear masks as the requirement to do so will end with the expiry of the Coronavirus Occupational Safety Ordinance on 6 June 2022.
  • Due to the specific requirements of their work in connection with patient health care, the Faculty of Medicine and UKD regulations apply for UKD and Faculty of Medicine employees.
  • Visit this coronavirus website to obtain comprehensive information on what to do in case of suspected infections and personal contact with infected people.

Last updated on: 16 September 2022: Key points in brief.

General protection instructions

[Last updated on: 6 July 2022]

To protect individual health and prevent further infections, Heinrich Heine University is taking the following preventive measures. These measures apply regardless of whether initial symptoms of illness have already occurred.

  • Operations returned to normal on site at HHU in the summer semester 2022, including utilisation of the options offered by the agreements on alternating mobile work (AMA). Working from home beyond the options offered by alternating mobile work will now only be permitted under strict conditions in close consultation with the corresponding supervisor insofar as doing so can avoid multiple people working in the same office at the same time after all other options (such as the use of empty offices) have been exhausted or where it is not advisable for a person to work in their workplace and safer for them to work from home due to initial symptoms of infection. See below for information on the booking option in the time management system to be used in this case.
  • Events within the framework of face-to-face teaching do not fall under the category of “office work and comparable activities”. However, this does not mean that a move to online classes is not possible in justified cases.

Medical masks or FFP2 masks must continue to be worn in public areas inside all HHU buildings up to  6 June 2022. This obligation will no longer apply after that date. However, masks may of course continue to be worn for precautionary reasons and/or out of consideration for others. The Rectorate appeals to all HHU members to display tolerance in all respects with regard to the wearing of masks. You can obtain medical or FFP2 masks easily and unbureaucratically from HHU’s Lyreco webshop. Employees may also wear medical face masks or FFP2 masks financed from university funds for purely precautionary reasons.

  • The issue of coronavirus tests to employees will end at the same time as the obligation to wear masks as the requirement to do so will end with the expiry of the Coronavirus Occupational Safety Ordinance on 6 June 2022.
  • Due to the specific requirements of their work in connection with patient health care, the Faculty of Medicine and UKD regulations apply for UKD and Faculty of Medicine employees. Persons who cannot wear a face mask due to medical reasons are exempt from this obligation. This must be proven by a medical certificate, which they must carry with them at all times.
  1. Employees who are infected with SARS-CoV-2 are not allowed to enter Heinrich Heine University (grounds and buildings) until they can prove that they are no longer infected or no longer contagious. Employees with a positive PCR test result and/or who have been issued with an official isolation or quarantine order must follow the instructions in this guideline and inform their employer.
  2. Click on this corona website for comprehensive information on what to do in case of suspected infections and personal contact with infected persons.
  3. Continued payment of remuneration during the isolation or quarantine order as mandated by the responsible authorities and the resulting ban on entering HHU’s campus is based on the relevant legal regulations, in particular the German Infection Protection Act. Under normal circumstances, HHU will continue to pay your salary for a maximum period of six weeks as an advance on compensation to which it is usually entitled and which it will then claim back from the responsible authorities. However, compensation is excluded where an isolation or quarantine period could have been avoided – in particular by obtaining a vaccine or by not undertaking an avoidable trip to somewhere already defined as a high-risk area at the time of departure.
    Employees who have been mandated to isolate or quarantine or who must comply with such a mandate in accordance with the state of NRW’s general legal regulations are obligated to immediately report the circumstances of this case to Division 3 (Personnel Division) .

Teleworking/working time accounts

[Last updated on: 4 April 2022]

  • Following the return to normal operations on site in the workplace including utilisation of the options offered by the agreements on alternating mobile work (AMA) on 20 March 2022, it is no longer possible to use the “Corona FZ” booking option. The new booking option “AMA-Corona” should be used for any absence time requests necessitated by the as far as possible very few exceptions where people will be permitted to work from home to avoid multiple people working in the same office at the same time or in the event of initial symptoms of infection.
  • By nature, “AMA Corona” requests may only be submitted in advance. Following approval of the workflow request, the daily target working time will be credited for the day spent working from home. This means that a fixed working time applies on the day spent working from home and that there is no opportunity to work a shorter or longer day as is usually the case with the flexible working time system.
  • It is only possible to extend the working time in the event of exceptional and unavoidable work in an individual case where the need for overtime is agreed in advance. The Personnel Division or – in particularly short-notice cases – the corresponding supervisor is responsible for this. Retrospective entry of the actual working time via arrival/departure bookings is only permitted in such cases and a corresponding comment must be entered in the remarks field.
  • Employees who do not use the time management system should agree their presence/absence with their supervisor on the basis of the applicable special coronavirus regulations. This does not need to be reported to the Personnel Division.

Home working and teleworking

The Centre for Information and Media Technology (ZIM) has set up a wiki that provides detailed information on how to set up teleworking options (VPN, WebDAV) and how to hold video conferences, amongst other things: click here for the wiki information.

Support for scientists against the background of the coronavirus pandemic

[Last updated on: 15 April 2022]

Preliminary remark: Given the current situation, HHU’s management aims to alleviate the worries, difficulties and minimise obstacles the coronavirus pandemic has caused to the greatest extent possible for all groups of HHU employees. For the centralised, large, but also heterogeneous group of scientists, this guideline is intended to summarise the essential, but not always easy to find support measures and regulations for the personal situation in one single place.

  • Even though childcare facilities in NRW have resumed their normal operations, all institutes are called upon to still particularly consider the needs of scientists with young children who require care. Expectations are that difficulties will still arise in individual cases in childcare facilities, the scope of care will still be reduced and this replaces the previous emergency care. In addition, normal operations will probably not be possible in schools until the summer holidays.
  • In coordination with HHU’s management, the central equal opportunities representative organises several support formats. These include financial assistance for childcare during completion of final theses/dissertations, financial aid for the implementation of digital teaching or the assumption of childcare costs for committee members. You can get details on the individual support formats on the central equal opportunities representative’s website.
  • The extension options for scientists with fixed-term contracts who were particularly affected by the coronavirus pandemic (initially extension of the maximum fixed-term period by six months), which were amended in May 2020, can be fully utilised at HHU. Based on a BMBF ordinance valid from 1 October 2020, which the BMBF was authorised to issue by the amended Act on Fixed-term Contracts for Scientists (WissZeitVG), relevant employment contracts can now be extended by a further six months. Applications for corresponding contract extensions can be submitted to the Personnel Division in the usual way.
  • With the "Act to Amend the Act to Establish a Foundation for University Admissions and to amend other Acts in the Higher Education Sector" of 22 September 2020, the state of North Rhine-Westphalia created an option similar to the WissZeitVG for extending temporary civil service contracts for employees holding the position of junior professor, academic councillor and senior councillor by six months.
  • In the case of this regulation for academic civil servants, it is imperative to note that the extension must take place within the term of office or on the day following the term of office at the latest. Otherwise, this would refer to a new appointment under civil service law, which is not covered by legislation and is therefore not permissible. Corresponding applications can be submitted to the Personnel Division, taking into account the required processing times.
  • For employees who are financed by third-party funds, the regulations of the respective third-party fund providers, which for the most part reflect the exceptional situation, apply, particularly with regard to extending the term of grants and/or the granting of additional funds. You can obtain information on this at the Research & Transfer Department’s website. The Research & Transfer Department will be happy to review and forward relevant applications.
  • HHU’s management will, of course, take into account the restrictions imposed by the coronavirus pandemic with regard to evaluations, the review of target and performance agreements and similar procedures, e.g., for junior/assistant professorships, appointment commitments, etc. In addition to an extension of the respective term, further facilitations appropriate to the individual case can be agreed upon.
  • Research semesters that have already been approved and which cannot reasonably be commenced due to necessities in teaching, international travel restrictions or similar reasons can be postponed in agreement with the deans.
  • HHU explicitly offers the possibility of making use of the regulations set forth in Section 4, paragraph 6 of the Ordinance on Academic Teaching Obligations to credit the creation and supervision of multimedia offers as well as courses conducted virtually with up to 25 percent of the regulations concerning teaching commitment (Lehrverpflichtungsverordnung). The prerequisite for this is that completeness of the range of courses offered in the respective subject for which the dean is responsible is ensured.
  • Download the PDF: information sheet on support for scientists against the background of the coronavirus pandemic.

Business trips

[Last updated on: 25 April 2022]

Against the backdrop of the ongoing situation regarding the coronavirus pandemic and to protect staff against health risks, business trips should not be taken wherever possible. If possible, business trips should be replaced by technical solutions.

In principle, business trips and excursions within Germany can be approved. Business trips abroad can only be approved in exceptional cases where it can be justified that travel is inevitably necessary in the individual case. In light of the potential risk of infection during a business trip, the necessity to travel must be considered carefully and justified if necessary. Supervisors or the authorities issuing the orders must place highest requirements on the features of imperative necessity or unavoidable necessity of business trips.

In order to minimise the potential risk of infection during a business trip, the necessary infection protection measures must be taken and also complied with/supported and implemented by the person in charge of the business trip within the framework of the duty of care. Travellers must familiarise themselves with the hygiene regulations in place at their destination and must be advised on the infection protection measures to be taken during their trip.

Furthermore, business trips abroad are only permitted subject to the following restrictions and requirements:

  • Business trips abroad to a country/area that is classified as a high risk area in accordance with the Coronavirus Entry Requirements Ordinance (CoronaEinreiseV) at the time of departure are generally not permitted. As an exception, approval may be granted for employees who can verify that they are fully vaccinated or that they have recovered from the virus with a certificate of vaccination/recovery issued in their name pursuant to Section 2 of the Coronavirus Entry Requirements Ordinance.
    However, business trips abroad to areas that are classified as virus variant areas will not be approved due to the resultant obligations to isolate or quarantine.
  • Classification as a high risk or virus variant area is made following the publication of Robert Koch Institute’s assessment on the Internet at their website.
  • Travel abroad entailing an obligation to isolate or quarantine at the destination based on the regulations applicable there that contradicts the purpose of the trip or makes implementation of the business trip uneconomical will not be approved. Current travel warnings issued by the German Federal Ministry of Foreign Affairs and local restrictions must be complied with.
  • Approval for a business trip that has already been granted will be withdrawn
    • when the destination of the business trip is classified as a virus variant area after the date of approval or
    • when the destination is classified as a high risk area, and the person travelling cannot present proof of full vaccination or that they have fully recovered from the coronavirus in accordance with Section 2 of the Coronavirus Entry Requirements Ordinance and the risk classification has not been cancelled by no later than the time of commencing the business trip.
  • The spread of COVID-19 and the emergence of virus mutations continue to lead or are leading again in many countries to sometimes drastic restrictions in international air travel and travel flows, entry restrictions, isolation or quarantine measures and restrictions in public life such as curfews. Changes in entry, isolation or quarantine regulations sometimes occur without any prior notice and with immediate effect. Some countries require a negative PCR or rapid antigen test result for entry.
  • In the event of infection and in some cases also in the event of a suspected infection such as a positive COVID-19 test abroad, isolation or quarantine regulations at the travel destination must be complied with and travel back to Germany is not possible. In these cases, a longer stay in the country may be expected until a negative test result can be presented.

University Hospital Düsseldorf business travel regulations apply for Faculty of Medicine staff due to the (potential) impact on health care.

Information from the Central University Administration (ZUV)

[Last updated on: 15 April 2022]

Further information from the Central University Administration is collected here.

Management of keys

HHU’s key management office is still closed with immediate effect. Locking authorisations (transponders/keys) can only be issued and returned in absolutely necessary individual cases and only by making a prior appointment.

Please send your requests by e-mail to the key management office’s shared mailbox:

Click here for the respective application forms (Intranet)

If you cannot access HHU's internal intranet, please send a request by e-mail to the key management’s office, which will then provide you with the relevant documents.

Please send the fully completed and signed application forms to the key management office’s shared mailbox. Key management staff will contact you as soon as possible and coordinate the next steps with you.

Billposting policy

HHU's billposting policy has been partially suspended until further notice by the Facility Management Department (D6). During normal operations, the facility manager makes sure that only registered or approved notices/announcements are posted on campus. By suspending this policy, we now ensure that recipients of post and packages are allowed to use notices to provide information about their contact details (e.g., mobile phone numbers) so that deliveries can be made as quickly as possible despite the building’s doors currently being closed. Posting is only permitted on window surfaces and glass doors in the foyers of the buildings. HHU’s billposting policy still applies for all other announcements/posters.


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