Jump to content"Employees" topic groupMain points for employees in briefMain points for employees in briefStill have questions?[Translate to English:] (Kopie 4)General guidelinesRegulations 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 2020Working from home and teleworkingBusiness tripsCentral University Administration InformationSupport for scientists against the background of the coronavirus pandemicEmployees

Employees

"Employees" topic group

Main points for employees in brief

  • In the context of resumed examinations and on-campus teaching that by and large is limited to classes in which personal presence of the students is indispensable, the core focus currently lies on the realisation of in-person teaching that takes into account the current challenges and which guarantees the strict implementation of all required hygiene and social distancing regulations.
  • In view of the continuing normalisation of public life in the Düsseldorf area, the work from home/telework regulations as stipulated in the relevant service agreements will be back in effect from 29 June 2020. At the time being, they do not allow the processing of personal data by employees when working from home due to data security and data protection issues.        
  • For employees with a severe pre-existing condition as well as for employees who live in the same household as a person with a severe pre-existing condition it is, under certain conditions that will be explained below, still possible to work from home even after 26 June 2020 when HHU returns to the service agreement regulating work from home/telework.   
  • Employees who have been diagnosed with SARS-CoV-2 must not enter the premises of Heinrich Heine University (buildings or grounds) until they can prove that are no longer infected and/or infectious.  
  • Employees who have entered Germany from one of the high-risk areas as specified by the German Government and employees who were or still are in close contact with a person who is infected with COVID-19 must not enter HHU’s campus if they have to undergo a period of self-isolation mandated by either the appropriate health authorities or stipulated by NRW state legislation.  
  • It is mandatory to wear a face covering in all HHU buildings on campus and all rooms used by HHU outside its campus with the exception of your own work area, provided a minimal distance of 1.5m to other persons can be maintained at all times.
  • Business travel is possible to those countries for which the German Ministry of Foreign Affairs has not issued a travel warning.  At this time, business travel to high-risk areas is banned.

    Last updated: 01 September 2020: general health and safety information; business travel

    Preliminary comment:
    For employees who work in the Faculty of Medicine or at UKD, the regulations of Düsseldorf University Hospital apply for all topics addressed here.

Employees

General guidelines

[Updated on: 01 September 2020]

To protect your own health and to avoid further infections, Heinrich Heine University is taking the following preventive measures. These measures apply regardless of whether first symptoms of the disease have already appeared.

Continued remuneration for the time of self-isolation by order of the appropriate authorities and the resulting ban from entering HHU campus will be in accordance with the appropriate legislation and the German Infection Protection Act. Normally, HHU will continue to pay your wages for six weeks to then claim a refund for this sum from the appropriate authorities. Should the legal provisions change, e.g. if in certain cases people returning from high-risk areas are no longer entitled to receive any payments, HHU will, of course, implement these new regulations. Employees who have been mandated to self-isolate or who self-isolate in accordance with state legislations are obliged to contact Division 3 (Personnel Management Division) immediately .

  1. From 01 September 2020, it is mandatory to wear a face covering in all buildings on HHU’s campus (including Schloss Mickeln, University House and all branches such as Uhlenbergstraße 127). It may only be removed when you are alone in a room, especially at your place of work, or if you can keep a minimal distance of 1.5m to other persons and have an allocated seat. Further specifications, e.g. in areas at UKD where patients are treated must be observed.   

    Persons who cannot wear a face covering for medical reasons are exempt from this obligation if they are in possession of an appropriate medical certificate which they must carry with them at all times.
     
  2. Employees with an active SARS-CoV-2 infection must not enter Heinrich Heine University (buildings and grounds) until they can prove that they are no longer infected and/or no longer infectious.
     
  3. Employees who have entered Germany from an international ‚high-risk area‘ as specified by the German Federal Government and employees who were or are still in close contact with a person who is infected with COVID-19 e.g. because they live in the same household or because they are their carers, must not enter HHU campus for as long as the health authorities or the appropriate NRW regulations stipulate a period of self-isolation.
     

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, under certain conditions, still work from home after 26 June 2020, even though HHU returns to the usual work from home/telework regulations as stipulated in the relevant service agreement after that. 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.

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 booking item „Besonderer Arbeitsort (BAO)“ will be available in FLAZ to reflect this.  

Working from home and teleworking

[Last updated: 29 June 2020]

In view of the continuing normalisation of public life in the Düsseldorf area, the work from home/telework regulations as stipulated in the relevant service agreements will be back in effect from 29 June 2020. At the time being, they do not allow the processing of personal data by employees working from home due to data security and data protection issues.

The only exception are employees with severe pre-existing conditions and employees who live in the same household as a person suffering from a severe pre-existing condition who can continue to work from home under certain conditions even after 26 June 2020, as explained above.

Working from home/teleworking

The Centre for Information and Media Technology (ZIM) has set up a Wiki with information on how to get access to HHU systems (VPN, WebDAV) so you can work from home and how to set up video conferences: ZIM Wiki

Business trips

[Last updated: 01 September 2020]

Business travel (and the processing of respective applications) is possible to countries for which the German Ministry of Foreign Affairs has not issued a travel warning. You can find a list of these travel warnings here.  In light of the infection’s dynamic nature, business trips to high-risk areas are currently banned. This also means that any approvals of business trips can be revoked in cases where after the time of approval but before the beginning of the trip a travel warning is issued for that destination. 

In this context, the following must be observed:  

  1. Business travel is still to be limited to those trips that are absolutely necessary.
  2. We would like to explicitly point out the decision of the German Federal Government that it will not undertake another mission to bring back stranded German nationals in case of a new coronavirus wave. We would also like to point out that it is in each applicant’s responsibility to comply with the entry regulations of their respective travel destination.
  3. Business travel to countries for which the German Federal Government has issued a COVID-19 travel warning will not be approved  as a rule until 31 August 2020.    
  4. Business travel to countries where a period of quarantine after entering or returning from that country is required is not permitted.
  5. Business travel regulations of Düsseldorf University Hospital apply to Faculty of Medicine staff due to the (potential) impact on health care.  

Please check the Personnel Department’s website for further information on business trips (Intranet).

Central University Administration Information

This is where you can find further information concerning the Central University Administration.

Key Distribution Office

As of now, HHU’s Key Distribution Office is closed. Only in very urgent cases, and only with an appointment, can keys/transponders be collected or returned.

Please send your requests by e-mail to the Key Distribution Office’s shared mailbox: 

You can find the respective application forms here (Intranet)

If you do not have access the University’s intranet, please send an e-mail to the Key Distribution Office / Schlüsselverwaltung, which will then provide you with all necessary documents.

Please e-mail the fully completed and signed forms to the Key Distribution Office’s shared mailbox (see e-mail address above). The staff will get back to you as soon as possible and let you know how to proceed.

Billposting policy

HHU’s billposting policy has been suspended until further notice by the Department for Facility Management (D6). During normal operations, the facility manager makes sure that only registered and approved announcements/notices get posted on campus. By suspending this policy, we make sure that recipients of post and packages can pass on their contact details (e.g. mobile phone numbers) to the postal services to allow for a quick delivery of these items while the building doors remain locked. These notices may only be attached to the windows and glass doors in the foyers of the buildings. For all other announcements/bills, HHU’s billposting policy still applies.

Support for scientists against the background of the coronavirus pandemic

[Last updated: 10 June 2020]

Preliminary remark: in the current situation, the University’s management tries to alleviate the worries, needs and encountered challenges caused by the coronavirus crisis as much as possible for all HHU’s employees. To consolidate the most essential, but not always easy to find, information on regulations and support available to the central, large but also heterogenic group of scientists, we have compiled it here in the following guidelines:    

  • Even though the childcare facilities in NRW will return to normal operations in a reduced form on 08 June 2020, all institutes are called upon to remain particularly considerate of scientists with young children. It is to be expected that in individual cases problems with childcare may arise because the childcare facilities will operate on reduced schedules that replace the previously available emergency childcare. Schools will probably not return to their normal schedules before the summer holidays, either.   
  • Together with the University’s management, the central equal opportunities commissioner is organising several facilitation measures such as financial aid for childcare during the completion period of final theses/dissertations, financial support for the implementation of digital lectures or payment of childcare expenses for committee members. For more details regarding the help available, please see the web pages of the Central Equal Opportunities Commissioner.
  • The possibility to renew the fixed-term contracts of those scientists who were particularly affected by the coronavirus crisis as stipulated in the amended Act on Fixed-term Contracts for Scientists (WissZeitVG) can implemented fully at HHU as soon as the bill, which has already been passed by the German Bundestag, is published (for now, the maximum duration of fixed-term employments can be extended by up to six months). To help their employees plan reliably, applications for such an extension of up to six months can be submitted by the responsible employers to the personnel department in the in the usual way as of now.   
  • For employees whose positions or projects are financed by third-party funds, the regulations of the third-party fund providers, which for the most part reflect current situation, apply. In particular with regard to the extension of the life span of grants and/or the authorisation of additional financial resources. For more information see the website of the Department for Research and Transfer. The Department for Research and Transfer is happy to review and forward appropriate applications.
  • HHU management will of course take into account the restrictions imposed by the coronavirus pandemic when it comes to evaluations, the review of target and performance agreements and other such procedures e.g. in the case of assistant professorships, offers of appointment etc. From today’s perspective, this only makes sense once the coronavirus pandemic has more or less abated because only then can we assess the consequences of the pandemic and come up with adequate solutions.  
  • 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 if the deans agree.   
  • HHU explicitly offers the possibility to make use of the regulations of section 4 (6) in the academic workload guidelines. Currently, the compilation and maintenance of multimedia resources and virtual lectures can be counted with up to 100 per cent towards the academic workload requirements. Additional online courses for the students beyond the scope of a regular lecture/course are counted with up to 25 per cent, provided it can be guaranteed that all courses can be offered in their entirety in the individual subjects. It is in the dean’s responsibility to ascertain that these criteria are met.  

Download PDF: Guidelines for support available for scientist against the background of the coronavirus pandemic.


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