Specific questions for employees
Quarantine and protective measures
An infection with coronavirus has been confirmed. How do I behave with regard to the university? [updated 18 November]
If an infection with coronavirus is confirmed, please stay away from the university - regardless of current home office regulations - and inform
- your superior or supervisor
- and Ms Ziegmann from the executive administrative unit for safety (by phone via 0951/863-1096 or via e-mail: firstname.lastname@example.org).
If you send an email, please include the following information:
- When and where did your last physical contact with a university employee or fellow student occur at the university?
- If a physical contact occured in the three weeks prior to your diagnosis, please include, insofar as this information is known to you, a list of names and contact information of the persons concerned and, where applicable, a list of all university courses you have attended.
All further measures, e.g. quarantine measures, are ordered by the responsible state health authority depending on the situation. Please remember to submit a copy of the Health Department's order for quarantine or, in case of illness, a certificate of incapacity to work to the Personnel Department.
Additional information on useful contacts and advisory services are available here.
I feel sick. What do I have to consider during the period of limited on-site operation? [updated 27 May]
Persons suffering from general symptoms of illness, especially respiratory symptoms, are not allowed to enter the university. The usual rules on incapacity for work and notification of illness apply.
I have had contact with an infected person - what do I have to consider? [updated 29 June]
If an employee has had contact with a person suffering from COVID-19, the health department must be contacted immediately. Employees and students who have had contact with an infected person in the last 14 days and show symptoms must stay away from the University of Bamberg for a period of 14 days. If a test is carried out, the employee must be considered unfit for work until the result is available. If no test is carried out, the employee is still fit for work.
Due to the reduction of on-site operations and the closure of university buildings, this only applies to university employees whose presence on site is absolutely necessary. All university employees whose presence is not absolutely necessary are already working from home.
This ist to be done: In such a case, affected members of staff are to contact their superiors and determine the extent to which working from home is feasible, or whether a temporary release from duties can be granted. You will be granted a release from your duties with continued payment of remuneration for all of your regular working hours. A BayZeit entry is not necessary.
We ask that you notify the personnel department (zeiterfassung.zuv(at)uni-bamberg.de) when the contact took place.
At the end of this period, you are to resume regular work as long as no incapacitation for work persists.
Further information on the prohibition of entry of contact persons as well as general measures for infection protection at the university can be found in the current manual.
As a supervisor, I have been informed by an employee that he or she is affected by the protective measures. How do I act correctly? [updated 2 November]
If one of your team members has tested positive, the person must immediately inform you as a direct superior and Ms Ziegmann (by telephone at 0951/863-1096 or by email, email@example.com) at the beginning of his/her isolation. Provided the affected person consents, you as the superior are asked to please inform the personnel department of the reported case. Any person who becomes aware that they have tested positive for Covid-19 must go into isolation immediately.
The identification of contact persons is the responsibility of the public health authorities. Category I* contact persons may only be informed about the specific individual case if this is absolutely necessary for the identification of the contact category and if the affected individual has consented. In obvious cases of category I contact persons (e.g. multi-person office), the University of Bamberg is entitled to order telecommuting or homeworking and subsidiarily grant a leave of absence from work.
*Persons in category I are those who have been informed by the public health authorities that they are contact persons on the basis of close contact with a confirmed case of COVID-19 according to the currently applicable criteria of the Robert Koch Institute.
Are masks required on university premises? [updated 2 December]
Yes. Effective immediately in all University of Bamberg buildings, and in addition to maintaining a minimum distance of 1.5 metres to others, masks are mandatory for all persons. Whether or not mouth and nose coverings must be worn at individual workstations depends on current infection rates (see below).
Please also note:
- A mouth and nose covering is not required for any person who is alone in an office or other room.
- Multiple occupancy of rooms should be avoided. If this is not possible, alternative protective measures must be taken.
- Please avoid using lifts to the greatest extent possible.
- With a current 7-day incidence rate of 35 or more new infections of coronavirus SARS-CoV-2 per 100,000 inhabitants of the city of Bamberg, and generally in line with the regulations of the partial lockdown beginning on 2 November, masks must be worn, without exception, in in-person courses and in all branch libraries. This means instructors and students must wear a mouth and nose covering while teaching a course or sitting in their seats, respectively, and a minimum distance of 1.5 metres to other persons must be maintained. Current information on the 7-day incidence rate is available on the Bavarian State Ministry of Health website.
- According to ministerial information, face visors / face shields and Plexiglas protective barriers may unfortunately not be used by teachers in their courses as a substitute for face masks, even if a longer lecture with a mask is considered very difficult.
The university will provide protective masks for those employees working on site during this current period of restricted operation.
Does the university provide protective mouth and nose coverings for employees working on site? [updated 30 April]
If, regardless of continuing restricted operation, you are working on university premises, you may obtain a protective mask from the university:
Should you require such a mask, please send a short email to beschaffung(at)uni-bamberg.de. The purchasing department staff will then either send you your mask by internal mail or let you know when and where you can pick it up. If several people in your institution require a mask, please coordinate with your colleagues and superiors so that whenever possible a collective order can be made for all concerned.
Masks are available now.
Please be aware that the masks provided are not medical grade masks. However, according to current recommendations, even simple mouth/nose coverings are suited to contributing to the containment of the virus.
Regulations and support for telecommuting
What does the Bavarian State Government’s decision to largely suspend the on-site operation of public institutions from 16 December 2020 to 10 January 2021 mean for employees of the University of Bamberg? [updated 15 December]
From 16 December 2020 to 10 January 2021, The Bavarian state government has decided to largely suspend the on-site operations of public institutions.
This means the following for the University of Bamberg:
- Due to the university’s Christmas closure from 24 December 2020 to 6 January 2021, employees must take either holiday or flex days for this period. This conforms to the previously established regulation.
- On the days 16-18 December (three working days), 21-23 December (three working days) and 07-08 January (two working days), work is generally to be undertaken from home. Only to the extent required for the maintenance of the university's core operations will exceptions be granted for work on site. Permission to work on site to maintain essential operations is to be granted by employees' respective supervisors.
- If an employee's presence on site is not necessary to maintain his or her core functions, but the employee's work cannot be performed from home, additional flex days or holiday must be requested for the days in question. Additional flex days will not count towards the maximum number of flex days.
The following also applies:
- Outside the aforementioned Christmas closure, university buildings will remain open. Exception: During the nightly curfew, all university buildings will close at 8 pm.
- Regardless of the social and movement restrictions that now apply to the whole of Bavaria, no special employer's certificates are required for employees' commutes to and from work. If you are questioned by the authorities, it is sufficient to credibly substantiate the necessity of your presence in the workplace.
During the university's period of limited operation, which telecommuting regulations apply to staff whose on-site presence is NOT ABSOLUTELY NECESSARY? [updated 8 May]
On-site operations continue to be reduced at the University of Bamberg. Whenever possible, working from home should continue to take precedence over working on site. Which employees may work on site at which times is to be decided by direct superiors in consideration of the respective working premises and physical distancing requirements. The distance and hygiene regulations detailed in the current University’s manual on the subject must be observed.
During the period of restricted movement, working hours for employees subject to electronic time recording will be handled according to an honour system.
During the university's period of limited operation, which telecommuting regulations apply to staff whose on-site presence is deemed ABSOLUTELY NECESSARY? [updated 29 June]
On-site operations continue to be reduced at the University of Bamberg. Whenever possible, working from home should continue to take precedence over working on site. From 23 March, only university employees whose presence is deemed absolutely necessary are to work at the workplace. All university employees whose presence is not absolutely necessary are to work from home. Please consult with your direct superiors to determine whether your presence on site is absolutely necessary. This regulation applies until further notice.
University employees whose on-site presence is deemed absolutely necessary, are obligated to work from home ore will be granted a release from their duties, if they have had direct contact with an infected individual (here is how you proceed).
You can find information on recording working hours in the case of working from home or release from work here. Further information on protective measures at the workplace and on the university area is available in the current manual on infection protection.
What policies apply to telecommuting and release from duties if my children are no longer able to attend school or childcare facilities? [updated 16 December]
The following applies to childcare in the period from 16 December 2020 to 10 January 2021:
- In the period from 16 to 18 December, the previously applicable regulations remain in force (see below; priority is given to granting the option of working from for the purpose of childcare, and a secondary option is relieving an employee of their duties if there is no other possibility of childcare).
- In the period from 21 December to 10 January, however, these are early holidays and not, for example, school closures. Therefore, no official release from duties is possible during this period. Instead, in addition to the holiday or flex days during the university's Christmas closure, holiday or flex days must also be taken in the period from 21 December to 23 December and from 7 January to 8 January – if working from home is not possible. Release from duties due to closure of childcare facilities is not possible during this period.
Otherwise, the following applies:
On-site operations continue to be reduced at the University of Bamberg. Whenever possible, working from home should continue to take precedence over working on site. Which employees may work on site at which times is to be decided by direct superiors in consideration of the respective working premises and physical distancing requirements.
To date, it has also been possible for employees who need to care for their children and who meet certain criteria to be released from their duties for up to 10 days. Due to the partly closure of Bavarian schools and childcare facilities, this option has been extended: employees who cannot work regularly from home because they have to care for their children and who are unable to make other childcare arrangements shall be released from duties for the duration of school closures or homeschooling of year-based classes (not including regular school holidays) and the duration of childcare facility closures. Employees released from their duties will continue to receive payment of remuneration and will have no obligation to make up missed working hours. Insofar as working from home is compatible with home childcare, this is to be arranged.
Please be aware: employees cannot be released from their duties during the school holidays if they had originally planned to utilise holiday care (organised by sports clubs, community holiday camps, etc.). Release is only granted if children are in a long-term care programme (and not merely holiday care).
The need for care must be clearly substantiated. This is especially true for children over 14 years of age. There is no fixed age limit. It is not intended that persons over 60 years of age should be asked to provide care. You are required to inform the personnel department (zeiterfassung.zuv(at)uni-bamberg.de) and indicate both the reason and the period for which you would wish to receive a release from your duties.
What should I do if my own children are ill? [updated 19 October]
What should I do if my own children are ill? [updated 19 October]
In accordance with the Bavarian State Ministry of Finance’s directive of 02.10.2020, the following still applies:
In case of illness of a child the usual work duty exemption possibilities apply, particularly § 10 Abs. 1 Satz 1 Nr. 3 d, bb, ggf. i.V.m. Abs. 3 UrlMV (Beamte), staff members remunerated according to state wage agreements (TV-L) are entitled to relief from their official duties according to § 45 des Fünften Buches Sozialgesetzbuch; a further exemption cannot be granted if a child is ill. However, if the class / group / school / other childcare facility is closed at the same time, the regulations applicable to these cases apply, even if the child is "additionally" ill.
It is not possible to generally refrain from the obligation to present a medical certificate. If it is not possible to provide a medical certificate (because it is not possible to visit doctors' offices and no certificate can be obtained by telephone), a declaration by the employee is sufficient. However, the employee is obliged to make every effort to obtain such a certificate.
I am pregnant. Do I have to stay away from the university? [updated 20 May]
If the personnel department has already prohibited you from working on site at university premises, this will continue to apply. You should continue performing your official duties exclusively from home. If you are not able to work from home, you will be released from your duties with continued payment of remuneration. As long as the general contact restrictions imposed by the state of Bavaria remain in force, the ban on on-site working can only be lifted or relaxed if a risk assessment has determined that you are not exposed to an elevated infection risk at your workplace. Should you require such a risk assessment, please consult with your superior and contact Mirjam Ziegmann of the Work Safety executive administrative unit (sicherheitswesen(at)uni-bamberg.de) to coordinate further steps.
If you have not yet been prohibited from working on site, please work from home as a precautionary measure if possible. In this case, please contact both the personnel department (abt-personal(at)uni-bamberg.de) in order to clarify a possible on-site working prohibition and the work safety officer to arrange for a risk assessment of your workplace.
How am I to officially record working hours while telecommuting? [updated 23 June]
During the period of restricted movement (subject to extension, until and including 10 May), working hours for employees subject to electronic time recording will be handled according to an honour system. Employees do not need to record their working hours. Insofar as working time is not recorded, the system will automatically credit your full, regularly required hours. Please be aware, however, that operations and availablility by email and telephone must continue to be guaranteed.
The personnel department and Z/IS are currently taking the organisational and technical steps necessary to return to regular time recording. You will of course be informed in advance when a date for reintroducing the regular electronic recording of working time has been set.
Please direct any questions regarding the recording of working hours to your supervisor or superior. Supervisors should collect any open questions and pass them along to the responsible personnel department section.
Whom should I contact with my questions concerning telecommuting? [updated 19 March]
As the personnel department has already received a large volume of questions concerning telecommuting, we ask that you please keep telephone contact to a minimum, and that you instead contact the personnel department by email whenever possible:
Where can I find information and assistance to set up my home office technically? [updated 23 March]
The computer centre has compiled essential information for home office employees about the technical possibilities at the University of Bamberg: www.uni-bamberg.de/rz/homeoffice
The website explains how employees can access the university's network drives, telephone, e-mail and special IT systems, or how to obtain a loaned PC or virtual home office computer.
Derogations for academic staff
Who can apply for an extension of employment beyond the maximum fixed-term contract period according to the WissZeitVG (Wissenschaftszeitvertragsgesetz), and under what conditions? [updated 7 October]
Due to the coronavirus pandemic, the Federal Ministry of Education and Research has decided to increase the six-year maximum term for employees in the qualification phases of doctoral studies or habilitation stipulated in the Wissenschaftszeitvertragsgesetz (WissZeitVG) by six or twelve months, respectively. The procedure for contract extension as such remains unchanged: If the supervisor agrees to the contract extension and has the necessary resources, a substantiated request can be submitted by the supervisor through the normal channels.
Only those employed in qualification positions in accordance with the WissZeitVG are entitled to the exception. The maximum permissible extension of the maximum fixed-term period depends on the time of employment. The following currently applies:
- An application for extension of the contract by up to 12 months beyond the maximum fixed term can be submitted if the employment relationship existed between 1 March 2020 and 30 September 2020.
- An application for extension of the contract by up to 6 months beyond the maximum fixed term can be submitted if the employment relationship existed between 1 October 2020 and 31 March 2021.
An employment relationship over the entire period is not required.
There is no application deadline for an extension. If an employee realises in two years that the six-year period has been reached and the doctoral or habilitation project has not yet been completed, the contract can still be extended at that time, provided the employment relationship existed within the stipulated period.
The exception rules do not apply to fixed-term projects or temporary staff (temporary lecturers).
Please contact your respective Dean’s office with specific questions.
Organisation and service
What are the current special regulations regarding business travel? [updated 23 June]
Business trips will only be authorised if they are absolutely necessary. However, it is no longer necessary to obtain special approval from the President or Head of Administration for travel within Germany and Europe. Effective immediately, direct superiors will be responsible for taking decisions concerning approval of these business trips. Only in the case of trips to areas outside Europe is it still necessary to request approval from the President (for academic staff) or the Head of Administration (for non-academic staff).
What should international guests know about entry restrictions and quarantine measures? [updated 30 July]
Due to the Corona pandemic, there may be entry restrictions for foreign guests. We therefore recommend that you inform yourself carefully before entering Germany or Bavaria. For this purpose we have listed the most important sources of information for you.
Are high-profile events like lecture series or conferences permitted? [updated 24 September]
This general rule applies: because the corona pandemic has shifted the focus to ensuring that studies and teaching can continue, the university board of management will suspend central, high-profile events such as the Hegelwoche or Kinder-Uni until further notice. Decentralized, public events and meetings are also not permitted until further notice (see manual on infection protection).
In individual cases, justified exceptions may be made to this general regulation; these would have to be proposed to the university management, and proposals would have to include the reasons and the spatial and organisational concept for implementation.