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Employees

Key points for employees in brief

We ask all HHU employees to comply with HHU’s test strategy.

[latest updates]

  • The previous regulations on home and teleworking in the relevant service agreements are only suspended until October 1, 2021. From then on, in view of the progress of the vaccination and the planned presence in the winter semester, new regulations will apply within the framework of a pilot operation, initially limited until December 31, 2021, on the basis of new AMA (Alternating Mobile Work / Alternierende Mobile Arbeit) service agreements. For the duration of the pilot operation, the regulations of the AMA service agreements, which are currently still being finalized with the staff councils and the department, will be applied.
    The new (AMA) service agreements apply (only) to the scientific employees/staff in technology and administration

    • in the Center for Information and Media Technology (ZIM)
    • in the University and State Library (ULB) and
    • in the Central University Administration (ZUV).
       
  • Among other things, the following applies to this group of personnel:  Up to 40% of the working time, i.e. in the case of full-time employment up to two days per week, can be worked regularly outside the office, provided that this is possible without interfering with official matters. Alternatively, there is the possibility of situational working, which is limited in the Central University Administration to up to 25 days per calendar year. For those employees who do not fall within the aforementioned scope of application and therefore do not submit any corresponding applications on the basis of the AMA service agreements, there is still the possibility that the organization of activities - also locally - is maintained on the basis of trusting coordination between the employees and their superiors. In fact, individual agreements, e.g. on the possibility of carrying out certain activities outside the workplace at HHU, can also be made here outside the AMA service agreements. Details can be found in the "Employees" section (currently still under editorial revision).
     
  • Due to the requirements of the German Federal Ministry of Labour’s version of the SARS-CoV-2 Occupational Safety and Health Ordinance (Corona-ArbSchV) that came into effect starting on 1 July 2021, it is mandatory to wear medical face masks or FFP 2 masks in public areas at HHU and inside of all buildings on campus. In light of the significant decrease in the number of infections, it is no longer mandatory to wear a face mask in HHU’s outdoor areas. Inside of the buildings, the obligation to wear a face mask (medical face mask covering your mouth and nose) remains in place in its current form. At the individual workplace, all appropriate technical and organisational measures must be taken to reduce personal contacts. If rooms are used by several persons at the same time, the necessity of wearing medical face masks or FFP2 masks must be considered in addition to technical and organizational measures as part of the required on-site risk assessment, depending on the size of the room and its occupancy. You can get such masks easily and unbureaucratically from HHU’s Lyreco webshop. Employees may also wear medical face masks or FFP2 masks financed from university funds if compelling reasons from the relevant Occupational Health and Safety Ordinance do not apply.
  • Due to requirements of the Coronavirus Protection Ordinance in the version valid from 9 July 2021, employees who have not worked for at least five consecutive working days due to vacation and comparable leaves of absence or time off from work must, with immediate effect, present a negative coronavirus test certificate on the first working day after this absence from work or take a documented and supervised test in the course of the first working day. Excluded from this regulation are fully vaccinated and recovered persons who do not show typical symptoms of infection with SARS-CoV-2 and who do not have an acute infection. If you start work in your home office, these test or verification regulations apply to the first day on which work commences at HHU. The respective supervisors are responsible in their relevant areas of responsibility for implementing this regulation and the corresponding documentation if a subsequent review is needed. In this regard, a reliable rule on representation is required. Since professors do not have any supervisors, they must present the required proof to colleagues within the framework of collegial cooperation and responsibility, have this submission confirmed in an appropriate manner and keep the required documentation independently for themselves in each case.
  • For employees of the Faculty of Medicine and the UKD, the UKD’s and Faculty of Medicine’s regulations apply due to the special requirements of activities in connection with patient health care.
  • Employees who are infected with SARS-CoV-2 are not allowed to enter Heinrich Heine University (campus grounds and buildings) until it has been proven that the disease has been cured or is no longer contagious.
  • Employees who have entered from one of the international high risk areas or virus variant areas designated as such by the German Federal Government and employees who have been or are still in close contact with persons infected with the coronavirus are prohibited from entering HHU’s campus as long as domestic quarantine is mandated by the public health department or by general regulations of the state of NRW.
  • Check this coronavirus website to get comprehensive information on what to do in case of suspected infections and personal contact with infected persons.

Last updates: 16 September 2021: Key points in brief; General protection instructions.

General protection instructions

[Last updated on: 16 September 2021]

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.

  • The previous regulations on home and teleworking in the relevant service agreements are only suspended until October 1, 2021. From then on, in view of the progress of the vaccination and the planned presence in the winter semester, new regulations will apply within the framework of a pilot operation, initially limited until December 31, 2021, on the basis of new AMA (Alternating Mobile Work / Alternierende Mobile Arbeit) service agreements. For the duration of the pilot operation, the regulations of the AMA service agreements, which are currently still being finalized with the staff councils and the department, will be applied.
    The new (AMA) service agreements apply (only) to the scientific employees/staff in technology and administration
    • in the Center for Information and Media Technology (ZIM)
    • in the University and State Library (ULB) and
    • in the Central University Administration (ZUV).
  • Among other things, the following applies to this group of personnel:  Up to 40% of the working time, i.e. in the case of full-time employment up to two days per week, can be worked regularly outside the office, provided that this is possible without interfering with official matters. Alternatively, there is the possibility of situational working, which is limited in the Central University Administration to up to 25 days per calendar year. For those employees who do not fall within the aforementioned scope of application and therefore do not submit any corresponding applications on the basis of the AMA service agreements, there is still the possibility that the organization of activities - also locally - is maintained on the basis of trusting coordination between the employees and their superiors. In fact, individual agreements, e.g. on the possibility of carrying out certain activities outside the workplace at HHU, can also be made here outside the AMA service agreements. Details can be found in the "Employees" section (currently still under editorial revision).
     
  • Based on regulations of the version of the SARS-CoV-2 Occupational Health and Safety Ordinance (Corona-ArbSchV) of the German Federal Ministry of Labour, which came into force on 1 July 2021, it is mandatory to wear medical face masks or FFP2 masks in all public areas at HHU and within all buildings on campus. In light of the significant decrease in the number of infections, it is no longer mandatory to wear a face mask when outdoors on HHU’s campus. Inside of the buildings, the obligation to wear a face mask (medical face mask covering your mouth and nose) remains in place in its current form. All appropriate technical and organisational measures must be taken at the individual workplace to reduce personal contact. If rooms are used by several persons at the same time, the necessity of wearing medical face masks or FFP2 masks must be considered in addition to technical and organizational measures as part of the required on-site risk assessment, depending on the size of the room and its occupancy. You can easily and unbureaucratically obtain such masks from HHU’s Lyreco webshop.
  • Based on regulations of the Corona Protection Ordinance in the version valid from 9 July 2021, employees who have not worked for at least five consecutive working days due to vacation and comparable leaves of absence or time off from work must, with immediate effect, present a negative coronavirus test certificate on the first working day after this absence from work or take a documented and supervised test in the course of the first working day. Excluded from this regulation are fully vaccinated and recovered persons who do not show typical symptoms of an infection with SARS-CoV-2 and persons who do not have an acute infection. If you start work in your home office, these testing or verification regulations apply for the first day on which work is commenced at HHU. The respective supervisors are responsible for implementing these regulations in their relevant areas of responsibility and for the corresponding documentation in the event of a subsequent review. In this regard, a reliable rule on representation is required. As professors do not have supervisors, they must present the required proof to colleagues within the framework of collegial cooperation and responsibility, have this submission confirmed in an appropriate manner and keep the required documentation independently for themselves in each case.
  • 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.
  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. Employees who have entered the country from one of the international high risk areas or virus variant areas as specified by the German Federal Government and employees who were or still are in close contact with persons infected with the coronavirus, e.g. because they are taking care of them or living with them in the same household, are prohibited from entering HHU’s campus for as long as the public health department or the general regulations of the state of North Rhine-Westphalia mandate a stay-at-home order.
  4. Continued payment of remuneration during the stay-at-home 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. Normally, HHU will continue to pay your salary for a maximum period of six weeks and the responsible authorities will subsequently reimburse HHU. Should the legal provisions change in this regard, according to which, for example, travellers returning from high risk areas or virus variant areas are no longer entitled to receive payment of their salaries under certain conditions, HHU will, of course, implement these new regulations.
    Employees who have been mandated to quarantine or who must comply with such 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) .

Regulations for employees with a severe pre-existing condition or employees who live in the same household as a person with a severe pre-existing condition, in effect from 29 June 2020

Employees with a severe pre-existing condition who have a much greater risk for infection with Covid-19 at their place of work, in comparison to everyday life, even when taking advantage of all organisational provisions available can, can still work from home/perform telework if certain conditions are met, irrespective of the general regulations. The same is the case for employees who live in the same household as a person with a severe pre-existing condition who would, compared to everyday life, have an increased risk of infection and therefore an increased risk of suffering a particularly severe course of the infection even if the employee exercises extreme caution.

For these employees it is, if certain conditions are met, possible to work from home/perform telework, irrespective of the general regulations. In order to obtain such a special permission to work from home, the employee must describe his or her personal situation, supported by a medical certificate confirming that working on campus would be too high a risk for the employee or a person in the same household. This will have to be approved by at least the employee’s supervisor in ULB, ZIM or ZUV and must also be approved by the respective management. Organisational units other than the three service units mentioned are authorised to define additional requirements in addition to the approval of the supervisor. From 29 June on, there will be a new item in the FLAZ system "Besonderer Arbeitsort (BAO)" to reflect this.  

Working from home and teleworking/working time accounts (FLAZ)

[Last updated on: 29 October 2020]

  • In those areas where flexible working time with time recording applies, these home/teleworking days must be recorded in the WebService of the ZEUS time management software. To do this, use the application procedure "Request for absence (Fehlzeitantrag)"; enter "Corona FZ" and the respective work from home/telework days as the reason for your absence.
  • You can submit the request via WebService in advance or at a later date. After approval of the workflow request, you will be credited with the regular daily target working hours for each day that you worked from home/teleworked (cf. Section 9 para. 3 of the service agreement on alternating/mobile work from home/telework). This means that a fixed working time applies on the days you work from home/telework and the time sovereignty which otherwise usually applies in the FLAZ system is not available, i.e., you cannot reduce or extend your working hours by yourself.
  • An extension of working hours necessary in individual cases due to special work that cannot be postponed shall only be considered if overtime has been mandated in advance. The Personnel Division is responsible for this; in imperatively urgent cases, the supervisor is in charge of this. Only in these cases will the actual working hours be subsequently recorded with the clock-in/clock-out bookings, and this must be indicated separately in the comments field.
  • When you combine work from home/telework and in-person presence at HHU on one and the same day, you do not need to clock in by using the time recording device.
  • Persons who do not participate in time recording must coordinate their presence at work/absence from work with their supervisor on-site based on the current special coronavirus regulations. The Personnel Division does not need to be notified.

Working from home/teleworking

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

Support for scientists against the background of the coronavirus pandemic

[Last updated on: 11 June 2021]

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: 18 August 2021]

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 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 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 is 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 who has not 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, quarantine measures and restrictions in public life such as curfews. Changes in entry and 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, 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: 18 March 2020

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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