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    Employees

    Updated: 27.05.2020

    Information for Staff Members; Who Will be Expected to Work?

    The following instructions for staff members of the University of Würzburg apply until further notice.
    The term ‘staff members’ includes individuals with employment status ‘Beamter/Beamtin’ and individuals with employment status ‘Arbeitnehmer/Arbeitnehmerin’.
    The instructions also apply to contract lecturers and visiting lecturers.

    Coronavirus

    • Staff members who have contracted the coronavirus are unfit for work.
    • Individuals with employment status ‘Beamter/Beamtin’ who have the virus will continue to receive their pay.
    • Individuals with employment status ‘Arbeitnehmer/Arbeitnehmerin’ who have the virus will receive continuation of pay payments for a period of six weeks.
    • The general rule is that staff members who are unfit for work due to coronavirus must submit a letter from their doctor that confirms that fact. If a particular staff member cannot submit such a letter, an official declaration made by that staff member will be accepted. However, that staff member must make efforts to obtain such a letter and submit it to the University at a later date.

    Staff members who are displaying general or respiratory symptoms but have not been to a high-risk area and have not been in contact with a confirmed case of COVID-19:

    • The University strongly advises those staff members to phone their family doctor or the non-emergency medical on-call service (phone: 116 117) immediately.
    • The provisions of their employment contracts apply.

    RKI list of high-risk areas (updated on an ongoing basis)

    1. Staff members who are not displaying any general or respiratory symptoms and have been to a high-risk area in the past 14 days:

    • Staff members who have been to an area that had already been included in the RKI’s list of high-risk areas at the time they were there or to an area that was added to the RKI’s list of high-risk areas within 14 days from their return from that area are not allowed to enter JMU premises for a period of 14 days from the date of their return from that area.
    • Those staff members must send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg immediately after their return from the high-risk area.
    • Those staff members will not be considered unfit for work.
    • Staff members who can work from home will be instructed by their supervisors to do so for up to 14 days after their return. The number of hours they will be expected to work and tasks they will be expected to complete from home must be agreed upon.

    2. Staff members who are displaying general, non-specific symptoms and/or respiratory symptoms and have been to a high-risk area in the 14 days prior to symptom onset:

    • Staff members who have been to an area that had already been included in the RKI’s list of high-risk areas at the time they were there or to an area that was added to the RKI’s list of high-risk areas within 14 days from their return from that area are not allowed to enter JMU premises for a period of 14 days from the date of their return from that area.
    • Those staff members must phone their family doctor or the non-emergency medical on-call service (phone: 116 117) immediately.
    • After they have done so, staff members must notify their supervisors.
    • Those staff members must be considered unfit for work and are not allowed to come to work or enter JMU premises until they are confirmed to either not be infected with coronavirus or be no longer carrying the virus.
    • Their supervisors must immediately send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg.

    What is the Relevant Period?

    The relevant period starts 14 days prior to the date on which the area in question was added to the RKI’s list of high-risk areas.
    Example: The RKI added South Tyrol to its list of high-risk areas on Thursday, 5 March 2020. This means that the relevant period starts on 20 February 2020.

    General Information for Individuals Who are Currently in a High-Risk Area:

    Students and staff members who are currently in a high-risk area and have questions regarding their return to Germany should contact the German Embassy.

    1. Staff members who are displaying general, non-specific symptoms and/or respiratory symptoms and have been in contact with a confirmed case of COVID-19 in the 14 days prior to symptom onset:

    • Those staff members must phone their family doctor or the non-emergency medical on-call service (phone: 116 117) immediately.
    • In addition, they must contact the competent health office (Gesundheitsamt) immediately. Individuals who have been in contact with a confirmed case of COVID-19 MUST contact the competent health office, irrespective of whether they are displaying symptoms.
    • After they have done so, staff members must notify their supervisors.
    • Those staff members must be considered unfit for work and are not allowed to come to work until they are confirmed to either not be infected with coronavirus or be no longer carrying the virus.
    • Their supervisors must immediately send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg.

    2. Staff members who are not displaying any general or respiratory symptoms and know that they have been in contact with a confirmed case of COVID-19:

    2. Staff members who are not displaying any general or respiratory symptoms and know that they have been in contact with a confirmed case of COVID-19:

    • Those staff members must contact the competent health office (Gesundheitsamt) immediately. They must follow the instructions/recommendations of the health office.
      Staff members who were tested for coronavirus by the health office must be considered unfit for work until they have received their test results.
      Staff members who were not tested by the health office are fit for work.
    • They are banned from entering JMU premises for a period of 14 days from their last contact with a confirmed case of COVID-19 or until the health office has confirmed that they are not infected with COVID-19.
    • Those staff members must notify their supervisors.
    • Their supervisors must immediately send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg.
    • Staff members who can work from home will be instructed by their supervisors to do so for up to 14 days. The number of hours they will be expected to work and tasks they will be expected to complete from home must be agreed upon.

    3. Staff members who have been in contact with a person ‘merely’ suspected of having coronavirus:

    • A ‘suspected case’ is a person who has not (yet) been confirmed to be infected with coronavirus.
    • Staff members who have been in contact with such a person (or with a person who has been in contact with such a person) but are not displaying any symptoms are fit for work. 

    4. Staff members whose partners or direct family members are working from home at the order of their employer or the competent health office:

    • Those staff members of the University must come to work as usual.

    If staff members cannot come to work because they have been placed under quarantine in Germany at the order of the competent health office, the following rules apply:

    • Staff members must work from home (provided that they are fit for work).
    • They will only be granted (paid) leave if it is not possible for them to work from home.
    • Those staff members must notify their supervisors.
    • Their supervisors must immediately send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg.

    Staff members who are abroad and cannot return to Germany because they have been placed under quarantine at the order of the competent local authorities will be granted a leave of absence and will not be expected to make up for the time missed.

    • Those staff members must notify their supervisors.
    • Their supervisors must immediately send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg.
    • If staff members on vacation are placed under quarantine at their holiday destination, the time spent under quarantine there will be considered a leave of absence, not vacation.

    • If staff members who are on holiday abroad cannot return to Germany because of an order from the competent local authorities (quarantine etc.), they will be considered to be on leave of absence, not on holiday, effective from the date of that order.
    • They will not be expected to make up for the time missed.

    Security concept for the performance of research work.

    Appendix 1: Form.

    Childcare Arrangements

    The following rules apply to staff members (both those with employment status ‘Beamter/Beamtin’ and those with employment status ‘Arbeitnehmer/Arbeitnehmerin’) due to the closure of schools and daycare providers throughout Bavaria.

    If you have any questions about the rules below, please contact the Service Centre Human Resources at personal@uni-wuerzburg.de.

    • If staff members need to stay home because their children’s schools or daycare providers are closed, it must be determined whether those staff members can work from home while also caring for their children.
    • Only those staff members can be granted a leave of absence who have no way whatsoever to make other childcare arrangements.
    • However, staff members will not be expected to ask persons over the age of 60 to care for their children.
    • Leave will only be granted to staff members who have an actual need for childcare. This is to be considered the case if staff members have children under the age of 14 and do not have other childcare options. Staff members whose children are 14 or over must provide written justification.

    • Staff members have the option to request leave for individual hours or days only.
    • This rule applies to each of a child’s two parents. However, the two parents will not be granted leave at the same time.
    • Requests for leave must be on the forms made available here and must be filed with the Service Centre Human Resources via the supervisors of the staff members concerned:

    My child is sick. What do I do?

    • In that case, a leave of absence will be granted in accordance with the provisions of applicable law.
    • You will still be required to submit a letter from a doctor that confirms that your child is sick. If a particular staff member cannot submit such a letter, an official declaration made by that staff member will be accepted.
    • However, that staff member must make efforts to obtain such a letter and submit it to the University at a later date.

    My child is school aged. What rules apply during school holidays?

    • The rule is that childcare leaves of absence cannot be granted during school holidays.
    • If you need to care for your school-aged children during school holidays, you will need to take annual leave, compensatory time off (if you are employed on flexitime) or unpaid leave.

    Can I bring my child to work?

    • No, you can’t. Staff members are not allowed to bring their children to work.

    Other Information Relevant to Personnel

    Pregnant women enjoy special protection under the German Maternity Protection Act. The relevant rules also apply when there is a risk of infection.
    The following rules apply at institutions of the University of Würzburg to pregnant staff members:

    • Pregnant staff members are banned from working on site at JMU institutions for as long as the curfew is in place.
    • If a pregnant staff member can work from home, she will not have to be banned from working since she will not be at risk of exposure to COVID-19 while working from home.
    • Please read the information about temporary work-from-home arrangements provided here.
    • It is not considered necessary to ban breastfeeding women from working at JMU institutions.
    • Whenever a pregnant woman is banned from working on site at JMU institutions or from entering JMU premises, her supervisor must send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg immediately. If the pregnant woman in question is a staff member with employment status ‘Beamtin’ or ‘Angestellte’, her supervisor must also send an email to personal@uni-wuerzburg.de to notify the Service Centre Human Resources.

    • Work-from-home arrangements and, subsidiarily, paid leave is also available to staff members who need to care for family members with care needs and do not have other care options.
    • This rule applies, in particular, in cases where those staff members are caring for persons who are not living in their own home.

    • If particular staff members are particularly at risk of serious health consequences should they contract COVID-19 (e.g. persons who have leukaemia, diabetes or a pulmonary disease), measures for their protection must be taken in consultation with their doctors (e.g. no face-to-face contacts with the public, no work in service centres, work-from-home arrangements, etc.).
    • In circumstances where it is not possible to take the measures considered necessary by a particular staff member’s doctor, that doctor will need to decide whether that staff member can be considered fit for work.
    • No special rules apply to family members of persons who are particularly at risk of serious health consequences except when those persons have care needs.

    Temporary Work-From-Home Arrangements

    Staff members who wish to work from home will be permitted to do so, provided that:

    • University operations and, in particular, critical University operations can continue as usual,
    • the necessary equipment and solutions are available
    • and the arrangement does not disrupt workplace operations.
    • Those staff members will be considered to be able to perform their duties from home that can access their work emails from home and can be reached on their work phone number while at home (click here to find out how you can forward work calls to your mobile phone; information available in German only).

    The University aims to reduce the number of staff present on University premises to a minimum. This does not apply to staff in critical functions (e.g. at the Medical Centre for Employees, in the Technical Maintenance Service Centre or staff working with animals). At the moment, a suitable arrangement may be a combination of telework and defined periods of on-site work.

    Since capacities are limited, supervisors may have to decide which ones of their subordinates will receive the equipment that will allow them to work from home. Whenever necessary, they will have to prioritise in the following manner:

    1. Staff in critical functions
    2. Staff who have returned from a high-risk area, staff who have been placed under quarantine, staff with children, pregnant women
    3. All other staff members

    As regards staff members who continue to work on site, it must be ensured that each person is working alone in an office and that each person has an office assigned to him or her that is used by him or her only.

    • At home, too, staff members must work their regular daily hours.
    • They must make a timesheet to keep track of hours worked and forward that timesheet to their supervisors once a month.
    • Their supervisors will then sign off the timesheet and will send an email to gleitzeit@uni-wuerzburg.de to notify the Service Centre Human Resources of the number of hours worked by the staff member in question, the organisational unit at which that staff member is employed, the staff member’s name and the dates on which he or she has worked from home.
    • Unit 4.1 will then update the staff member’s time and attendance records.

    Their supervisors will define rules for them to follow, e.g. making a timesheet to keep track of the hours worked from home.

    1. Staff members who are working from home must forward their work calls to their private numbers (instructions available in German only).
    2. For more information about services provided by the Information Technology Centre, click there.

    • Please contact your supervisor with any questions you may have.
    • Supervisors should make lists of unanswered questions and forward those lists to personal@uni-wuerzburg.de.

    Further Information for Staff Members

    • Staff members are banned from going on business trips to high-risk areas effective immediately.
    • They are also banned from going on business trips to areas that are not included in the list of high-risk areas unless those trips are unavoidable.
    • Wherever possible, they should use conference calls or video conferences rather than travel (information provided on the linked page available in German only).

    The University advises staff members to not attend any staff training courses in the current situation.

    Scheduled Trips to High-Risk Areas 

    • It is in their own interest that individuals employed by the Free State of Bavaria do not travel to high-risk areas.
    • Wherever possible, trips should be cancelled if no cancellation fees are charged.
    • Individuals employed by the Free State of Bavaria who book and take a trip to an area that has already been included in the list of high-risk areas will be considered to be acting irresponsibly.
    • Those individuals will no longer be granted a leave of absence if they are placed under quarantine at their destination or experience difficulty returning home.

    Note:

    Please read the information provided in the ‘Travellers returning from high-risk areas, from Switzerland or Austria’ section.

    Events and Meetings

    The following rule applies until further notice: No events are allowed to take place in Bavaria.

    Public events

    • with a defined length
    • that take place in a defined room,
    • are attended by a number of persons,
    • have a defined purpose and
    • usually have a defined agenda.

    The term does not include normal workplace or training activities etc.

    • Members of the University must consider the option of holding meetings with several attendees as a conference call or video conference (DFNConf, information provided on the linked page available in German only).
    • Meeting rooms must offer enough space to allow attendees to maintain a distance from each other (at least 1.5 meters) and must be ventilated by means of a technical ventilation system. If a room is not equipped with a ventilation system, windows must be opened at regular intervals.
    • Individuals must practise good hygiene routines.
    • Persons with cold-like symptoms are asked to refrain from attending meetings in person.

    Please consult with the Office of Occupational Health and Safety regarding any questions or concerns you may have (email: gesundheitsschutz.corona@uni-wuerzburg.de).