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    Information for Staff Members

    Staff members will need to follow a number of rules that have been put in place in an effort to interrupt chains of infection and curb the spread of COVID-19. The related legal regulations and guidelines are being developed by the German Federal Government and the individual federal states. Municipalities with rising numbers of COVID-19 cases will have to put in place additional measures for infection prevention and control.

    Please be aware that the following pages provide general information only. The specific rules in place are subject to change at short notice, and it is your responsibility to keep up to date on them by watching the websites of the competent governments and authorities for updates.

    In particular, you are advised to check for up-to-date state or municipality-specific information prior to travelling or hosting visitors.

    Last modified 16 December 2020, 09:15 Update: Adaptation of the work processes

     

    Current risk assessment

    The risk of exposure to Sars-CoV-2 for people in Germany is being assessed by the Robert Koch Institute (RKI) and the Bavarian State Office for Health and Food Safety (LGL) on an ongoing basis.

    For the current risk assessment of the RKI, click here.

    Additional information

    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.

    The University strongly advises staff members who are displaying general and/or respiratory symptoms that could be associated with COVID-19 or have been in contact with a confirmed case of COVID-19 to phone their family doctor or the non-emergency medical on-call service (phone: 116 117) immediately. More information can be found in the ‘Staff members who have been in contact with a confirmed case of COVID-19’ section of this page.

    The provisions of their employment contracts apply.

    Staff members who tested positive for COVID-19

    • In normal circumstances, staff members who tested positive for COVID-19 will be considered to be unfit for work. Individuals with mild symptoms who are fit for work will have to work from home.
    • Staff members with employment status ‘Beamter/Beamtin’ who are considered to be unfit for work will continue to receive their pay.
    • Staff with employment status ‘Arbeitnehmer/Arbeitnehmerin’ who are considered to be unfit for work will receive continuation of pay payments for a period of six weeks.
    • The general rule that staff members who are unfit for work due to coronavirus must submit a letter from their doctor that confirms that fact still applies. If it is not possible for a particular staff member to supply such a letter, an official declaration made by that staff member will be accepted. However, he/she will have to make efforts to obtain such a letter and submit it to the University at a later date.

    General rules to be followed by staff members that become sick

    • The general legal provisions as well as the employer’s sickness policy apply.
    • Staff members who are displaying symptoms of an acute, transmissible disease are not allowed to come to work. This applies in particular to staff members displaying the following symptoms that are typical for COVID-19: fever, cough, shortness of breath, loss of sense of smell or taste, sore throat, nasal symptoms, body aches. If staff members develop mild symptoms that are not getting worse (e.g. nasal symptoms or occasional coughs but no fever), they must wait at least 24 hours after symptom onset before returning to work; if they develop fever within those 24 hours, they are not allowed to come to work. Irrespective of whether they develop fever, those staff members must work from home wherever possible.
    • If working from home is not possible, they must follow both the general rules for infection prevention in the workplace (https://www.infektionsschutz.de/coronavirus/wie-verhalte-ich-mich/im-beruflichen-umfeld.html) and the rules put in place by their employer in order to prevent their co-workers from becoming ill. In cases of doubt, a doctor will need to decide whether those staff members can be considered fit for work and can return to the office.

    Staff members entering Germany by land, sea or air:

    • Staff members who are travelling abroad should adhere to the travel advisories issued by the German Federal Foreign Office; business trips abroad and, in particular, trips to high-risk areas (see below) will only be authorised if those trips are unavoidable. Regulations for travellers who return to Germany from abroad are laid down in the Einreise-Quarantäneverordnung (regulation on quarantine for inbound travellers, EQV). Those regulations are being updated on an ongoing basis.
    • Staff members who enter Germany from a high-risk area must go directly to their home or other suitable accommodation immediately after entering the country and must isolate themselves there for 10 days. In addition, they must promptly notify the competent administrative authority (town hall, district office etc.) of their entry to Germany. To do so, they must complete the form that can be found here.
    • Section 3 of the EQV provides that the obligation of inbound travellers to isolate themselves in their homes will end early (but no earlier than five days after their entry to Germany) if they have documentary evidence (in paper or electronic format) to confirm that they tested negative for COVID-19 in testing undergone no earlier than five days after their entry to Germany and promptly supply that evidence to the competent administrative authority if requested to do so.
    • The Robert Koch Institute decides which countries or regions are designated as ‘high-risk areas’. Click here  for the Institute’s most recent list of high-risk areas. That list is being updated on an ongoing basis.
    • To find out if you are eligible for an exception from the rules contained in the EQV, contact the University of Würzburg at gesundheitsschutz.corona@uni-wuerzburg.de.
    • Staff members who wish to undertake private travel abroad and already know at the time of their departure that the provisions of the EQV will require them to quarantine after their return to Germany must take enough annual leave to cover the quarantine period. This rule does not apply if
    1. they booked the trip at a time when the provisions of the EQV did not require travellers returning to Germany from their destination country to quarantine and were no longer able to cancel the trip without fees when it became known that the quarantine requirement had been introduced.
    2. the trip is unavoidable because, at their destination, they are having to care for their own minor children, help family members within the meaning of Art. 20 (5) Bayerisches Verwaltungsverfahrensgesetz (Bavarian Act on Administrative Proceedings, BayVwVfG) with a health condition or provide end-of-life care to family members within the meaning of Art. 20 (5) BayVwVfG.
    3. the trip is unavoidable because they are having to take measures to protect their own property at their destination (e.g. after a burglary or severe weather event).

    Rules to be followed by staff members who are having to quarantine/isolate themselves in their homes:

    1. Staff members who are not displaying any general or respiratory symptoms:

    • Those staff members must notify their supervisor of the fact that they have started quarantining immediately after their return from the high-risk area
    • and must send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg.
    • They will not be considered to be unfit for work.
    • They must contact their supervisor to discuss if it will be possible for them to work from home during their quarantine period and agree upon the number of hours they will be expected to work and tasks they will be expected to complete from home.
    • Staff members who are not able to work from home will be granted paid leave. If the travel was private and none of the exceptions mentioned above apply, staff members will not be granted paid leave. In that case, they will have to take annual or unpaid leave.

    2. Staff members who are displaying general, non-specific symptoms and/or respiratory symptoms:

    • Those staff members must phone their family doctor or the non-emergency medical on-call service (phone: 116 117) immediately after their return.
    • If they have a letter from their doctor that confirms that they are unfit for work, they must submit it to their supervisor, who will then forward it to Human Resources.
    • If they have been placed under quarantine at the order of the competent health office (Gesundheitsamt) because there is a suspicion that they may have COVID-19, they must also supply the letter confirming that they have been placed under quarantine to their supervisor, who will then forward it to Human Resources. The reason why they are under quarantine will not be disclosed in that letter.
    • A doctor’s note confirming that they are unfit for work (cf. no. 1) must be supplied in addition to the letter issued by the competent health office to confirm that they have been placed under quarantine.
    • If a staff member has been placed under quarantine, his/her supervisor must immediately send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg of that fact.
    • The University asks staff members who have tested positive for COVID-19 to send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University on a voluntary basis.

    General information for individuals who are currently abroad:

    Staff members who are currently abroad 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 promptly contact the competent health office (Gesundheitsamt). Note: All 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.
    • If they have a letter from their doctor that confirms that they are unfit for work, they must submit it to their supervisor, who will then forward it to Human Resources.
    • If they have been placed under quarantine at the order of the competent health office because there is a suspicion that they may have COVID-19, they must also supply the letter confirming that they have been placed under quarantine to their supervisor, who will then forward it to Human Resources. The reason why they are under quarantine will not be disclosed in that letter.
    • Those staff members must be considered to be unfit for work and are not allowed to come to work.
    • If a staff member has been placed under quarantine at the order of the competent authorities, his/her supervisor must immediately send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg of that fact.
    • The University asks staff members who have been confirmed to be infected with COVID-19 to send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University on a voluntary basis.

    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.
    • If they underwent testing for COVID-19 at the order of the competent health office or another competent authority, they will either be considered to be unfit for work, or will have to work from home (if possible), until their test result is known; while waiting for their test result, they are not allowed to enter University premises.
    • Those staff members must notify their supervisor that they are suspected to be infected with COVID-19.
    • Their supervisor must immediately send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University of Würzburg that there is a suspicion that the staff member may have COVID-19.
    • Staff members who were not ordered to undergo testing will be considered to be fit for work. Staff members who can work from home will be instructed by their supervisors to do so. The number of hours they will be expected to work and tasks they will be expected to complete from home must be agreed upon. If a particular staff member cannot work from home, he/she must come to the office.
    • The University asks staff members who have been confirmed to be infected with COVID-19 to send an email to gesundheitsschutz.corona@uni-wuerzburg.de to notify the University on a voluntary basis.

    3. Staff members who have been in contact with a person ‘merely’ suspected to have COVID-19:

    A ‘suspected case’ is a person who has not (yet) been confirmed to be infected with COVID-19.

    • 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 will be considered to be 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 (Gesundheitsamt):

    • 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.

    Health and safety standard: preventing the transmission of SARS-CoV-2

    In an effort to interrupt chains of infection and flatten the curve of the COVID-19 pandemic, the German Federal Ministry of Labour and Social Affairs has issued the ‘SARS-CoV-2-Arbeitsschutzregel’ regulation that defines health and safety standards to protect workers during the pandemic. In addition, two Bavarian State Ministries have issued face mask regulations for public authorities (‘Maskenschuzkonzept für Behörden’). In implementation of those regulations, the University has put the rule in place that a face mask must be worn on all pedestrian routes (hallways, stairways, entrance halls, lifts etc.) inside University buildings and facilities.
    Staff members and students can take off their masks when they have reached their workspace or their seat in the classroom, provided that they can keep a distance of at least 1.5 metres from others. When they leave their workspace or seat in the classroom, they must put their masks back on.

    The following rules are particularly important:

    The following rules must be followed at all times. Everyone should reduce physical contacts with others, except for persons who are living in the same household, to an absolute minimum. Persons must keep a distance of at least 1.5 meters from one another:

    • Staff members who are displaying symptoms of an acute, transmissible disease are not allowed to come to work. This applies in particular to staff members displaying the following symptoms that are typical for COVID-19: fever, cough, shortness of breath, loss of sense of smell or taste, sore throat, nasal symptoms, body aches.
    • If staff members develop mild symptoms (e.g. nasal symptoms or occasional coughs but no fever), they must wait at least 24 hours after symptom onset before returning to work; if they develop fever within those 24 hours, they are not allowed to come to work. Irrespective of whether they develop fever, those staff members must work from home wherever possible.
    • If it is unavoidable that particular staff members 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/her that is used only by him/her or that appropriate protective measures are taken.
    • When two or more persons meet, they must keep a distance of at least 1.5 meters from one another.
    • If a distance of at least 1.5 metres between people cannot be guaranteed to be maintained at all times, other measures must be taken to reduce close contacts:
      1. Sneeze guards (e.g. plexiglass shields) must be installed in places where face-to-face contacts occur between staff members and members of the public (e.g. at library checkout counters). Such barriers should also be used to separate workspaces where the minimum social distance cannot be maintained. The minimum height requirement for sneeze guards is 1.5 metres above the floor level for sitting workstations and 2 metres above the floor level for standing workstations.
    • 2. In situations where the minimum social distance cannot be maintained and it is not possible to separate people with sneeze guards, face masks must be worn by everyone present.
    • 3. A face mask must be worn on all pedestrian routes (hallways, stairways, entrance halls, lifts etc.) inside University buildings and facilities. Staff members and students can take off their masks when they have reached their workspace or their seat in the classroom, provided that they can keep a distance of at least 1.5 metres from others. When they leave their workspace or seat in the classroom, they must put their masks back on.
    • Working from home is a good way to reduce the number of workers present on site at any one time and ensure appropriate social distancing. In particular, it is a good option for workers who would have to share a workspace with co-workers and would not be able to socially distance.
    • Individuals must practice good cough and sneeze hygiene (cough/sneeze into elbow or tissue, throw away used tissues immediately).
    • In addition, they must wash their hands frequently for 20 to 30 seconds with soap and water or, if that is not possible, must sanitise their hands regularly.
    • Individuals should avoid touching their eyes, nose or mouth.
    • In-person contacts with the public have been suspended until further notice. Information will only be provided over the phone or per email.

    Face masks must be worn

    • inside all University buildings on pedestrian routes and in areas where people meet or come into contact with others as well as in classrooms (students and lecturers are not allowed to take off their masks when they have reached their seat), at the workspaces in the University Library building and during meetings and gatherings. The obligation to wear a mask also applies when a distance of 1.5 metres or more can be kept from others, and it also applies to invigilators and lecturers teaching courses in classroom.
    • in offices where two or more people work, in outer offices and inside University fleet vehicles if a distance of at least 1.5 metres between people cannot be guaranteed to be maintained at all times; the obligation to wear a mask also applies when sneeze guards have been installed.
    • by visitors until they have reached their destination in the University building (meeting room etc.).

    More specific rules set out in the Bayerische Infektionsschutzmaßnahmenverordnung (Bavarian regulation on infection prevention measures) as amended from time to time, e.g. regulations for sports or music courses or exams, remain unaffected, as do stricter rules that may be imposed at local level in coronavirus hotspots.

    Create a safe distance between people

    • Ensuring that people keep a safe distance from one another is one of the most effective ways to curb the spread of COVID-19. The minimum distance that must be maintained between body surfaces is 1.5 metres. The distance between seated persons should be at least 2 metres (measured from waist to waist). If persons are in contact for longer periods of time, they should be more than 2 metres apart.
    • Appropriate measures must be taken to remind staff members and visitors to practise social distancing, e.g. putting up signs or posters. Desks and workstations must be arranged in a way that allows workers to socially distance and avoid crossing paths with one another. Wherever possible, sneeze guards must be installed in places where face-to-face contacts occur between staff members and members of the public (e.g. at counters); face-to-face contacts with the public must be reduced to a minimum.
    • Mobile barriers, barricade tape or floor markings with directional arrows must be used to indicate the paths staff members and visitors who are entering, leaving or waiting are expected to follow. Wherever possible, measures must be taken to ensure that people are not passing each other or crossing paths; ideally, one-way systems should be introduced with doors designated as ‘entrance only’ and ‘exit only’.
    • Measures must be taken to ensure that on pedestrian routes inside University buildings (stairways, lifts, hallways etc.) people can keep a safe distance from one another. In areas where queues normally form (in libraries or University post offices, in front of lifts, etc.), measures should be taken to encourage correct social distancing practices, e.g. marking the floor with tape to help people know where to stand while they wait.
    • Posters, signs and safety and hygiene guidelines should be available in both German and English language.

    Sanitary facilities

    Social distancing must also be practised in sanitary facilities (toilet and changing facilities, washrooms). Floor markings and signage on cubicle doors can help build an awareness of social distancing etiquette. It must be ensured that smaller facilities with limited space are used by only one person at a time.

    • People should avoid using hair dryers and hot-air hand dryers.
    • Sanitary facilities must be cleaned at least once every working day.

    Break rooms

    • In break rooms, the furniture must be arranged in a way that allows people to socially distance and markings must be used to remind staff to adhere to social distancing rules. If it cannot be ensured that people can keep a safe distance from one another and avoid crossing paths with each other in a particular break room, it must be considered whether that room should be closed.
    • If a particular break room is too small to socially distance, it must be ensured that that room is used by only one person at a time and that a face mask is worn by everyone using the room. This is particularly true if you cannot open windows for fresh air.
    • Touch points and appliances used jointly by staff members (coffee makers, refrigerator door handles etc.) must be sanitised several times a day.
    • Staff are encouraged to spend their breaks outdoors.

    Ensure an adequate supply of fresh air

    It must be ensured that there is an adequate supply of fresh air in rooms. People must follow the binding recommendation regarding the intervals at which windows must be opened to air rooms (e.g. in offices every 60 minutes, in meeting rooms every 20 minutes). Windows must be open for at least: 3 minutes (in the winter months), 5 minutes (in the spring/autumn months), up to 10 minutes (in the summer months). Information about the rules that are in place for the University’s classrooms can be found in the JMU guidelines for ensuring an adequate supply of fresh air in rooms (‘Lüftungskonzept’)

    Events, gatherings, meetings, business travel

    • Staff members are banned from going on business trips unless those trips are unavoidable. This applies to both domestic and international business travel. Staff members going on business trips abroad must follow the quarantine rules that are in place. Wherever possible, staff members must use conference calls or video conferences rather than travel.
    • Meetings must be limited to the minimum necessary. Wherever possible, staff members must use conference calls or video conferences instead of face-to-face meetings.
    • If a particular meeting, e.g. a committee meeting, is held face to face, safety and hygiene guidelines must be adhered to. In particular, it must be ensured that attendees keep a safe distance from one another. If the city of Würzburg reports more than 34 new cases of COVID-19 per 100,000 residents in 7 days, meetings must be limited to an unavoidable minimum and conference calls or video conferences should be used instead of face-to-face meetings. The above rule does not apply to classes.
    • If a meeting is held face-to-face, the names of the attendees must be recorded for contact tracing purposes.
    • If a meeting is held face-to-face, it must be ensured that no other meeting is taking place at the same or at a nearby venue at the same time or at a time shortly before or after that meeting. This will help avoid crowding when people arrive or leave and ensure that the attendees of one meeting do not come into contact with the attendees of another meeting.

    Working from home

    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, i.e. can forward work calls to their private mobile phone.
    A combination of working from home and defined periods of on-site work undertaken in compliance with safety and hygiene requirements may be a suitable arrangement for staff members who will have to process documents that are received in paper format.
    A workstation used by a staff member while temporarily working from home is not considered to be a teleworkstation set up by the employer in the employee’s home. Therefore, the provisions of the Arbeitsstättenverordnung (Workplace Health and Safety Directive, ArbStättV) are not applicable. However, it is in their own interest that workers ensure that they have an ergonomic workstation at home.

    Face-to-face contacts with members of the public, work activities at off-campus locations

    Face-to-face contacts with the public must be reduced to a minimum. Wherever possible, people should communicate over the phone, by letter or electronically (e.g. by email), not in person. In particular, visitors should not appear in person to receive advice, enrol in programmes, file requests, hand in papers, etc.

    If it is unavoidable that members of the public come to the office, they should be asked to arrange for an appointment in advance. This will help avoid large gatherings of people. It must be ensured that appointments are scheduled in such a way that waiting areas remain as empty as possible.

    Whenever staff members come into contact with other persons at off-campus locations, they must maintain a distance of at least 1.5 metres from them. If a distance of at least 1.5 metres between people cannot be guaranteed to be maintained at all times, face masks must be worn. If work has to be performed at off-campus locations, it must be evaluated if the work can be performed by one person working alone or if this would create an additional risk. If the work cannot be performed by one person working alone, small, fixed teams (2 or 3 persons) must be used as this will help reduce the number of co-workers each person has contact with. In addition, measures must be taken to ensure that staff working at off-campus locations can practise hand hygiene frequently at those locations, e.g. bringing hand sanitiser in spray or squeeze bottles.

    Use of vehicles

    • Wherever possible, staff members must avoid travelling in a vehicle with others or sharing use of a vehicle with others; the number of people travelling together in a vehicle or sharing use of a vehicle must be minimised.
    • If several employees are travelling together in a vehicle for work purposes, it must be ensured that the passengers maintain a distance of at least 1.5 metres from one another and from the driver.
    • If a distance of at least 1.5 metres between people cannot be guaranteed to be maintained at all times, face masks must be worn. This rule must be followed irrespective of whether there is a heightened risk of infection.
    • Passengers riding in a University fleet vehicle must sit in the back seat. Only one passenger will be allowed per vehicle, and he/she must sit in the back right-hand seat. If a distance of at least 1.5 metres between people cannot be guaranteed to be maintained at all times, face masks must be worn. This rule must be followed irrespective of whether there is a heightened risk of infection.
    • It must be ensured that the face mask does not impair the driver’s vision. The German road rules prohibit drivers of motor vehicles from wearing face coverings that make it impossible to identify them. However, face masks only cover a driver’s mouth and nose, not his/her eyes.
    • Hand cleanser and, where necessary, hand sanitiser as well as surface disinfectants or disinfectant wipes for disinfection of the steering wheel, dashboard and other surfaces must be kept in University fleet vehicles.
    • The waste generated during sanitation and disinfection must be placed in bags and disposed of in the non-recyclable waste bin.
    • The number of delivery and collection trips must be reduced to a minimum, and drivers must select the most efficient routes.

    Work equipment and tools

    • Wherever possible, staff members must avoid sharing tools or work equipment (including keyboards, phones and mouse devices) with others.
    • Where sharing objects cannot be avoided, they must be cleaned at regular intervals and, in particular, before they are used by the next person.
    • If it is not possible to clean objects between uses by different people, users must wear appropriate gloves except in circumstances where doing so would create an additional risk (e.g. the risk of gloves getting caught up in rotating parts).
    • Workers should remember to take a break from wearing the gloves at appropriate times. Workers with allergies should ensure that they use products that do not cause an allergic reaction.

    Using, cleaning and maintaining workwear and personal protective equipment (PPE)

    • Workers must always use their own personal protective equipment (PPE) and workwear. Never share any PPE or workwear under any circumstances.
    • It must be ensured that a worker’s PPE and workwear is stored separately from both their street clothes and their co-workers’ PPE and workwear.
    • It must also be ensured that workwear is cleaned at regular intervals.

    Visitors accessing University buildings and grounds

    • The number of visitors accessing University buildings and grounds must be reduced to a minimum.
    • A record must be kept of all visitors including contact details and the date and time at which they entered and left the University building.
    • Signs or posters with COVID-19 safety and hygiene guidelines must be posted on all exterior doorways leading into University buildings.

    Work hours and breaks

    • Measures must be taken to reduce the number of workers present on site at any one time, e.g. staggering the start and end times of employees’ workdays and breaks or introducing a shift system.
    • When staff are working in shifts, fixed teams must be used wherever possible as this will help reduce the number of co-workers each person has contact with.
    • Appropriate measures must be taken to ensure that employees do not come into close contact with one another at the start and end of their workday.

    Maternity protection

    Staff members who are particularly at risk of serious health consequences should they contract COVID-19

    • 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 the staff member can be considered fit for work.

    Occupational healthcare, protection of vulnerable employees

    • Staff members can turn to the team at the Medical Centre for Employees for advice about COVID-19 and additional risks for people with pre-existing conditions.
    • The team there is also available to help staff members manage anxieties about COVID-19 and cope during the pandemic (betriebsarzt@uni-wuerzburg.de).

    Face masks and personal protective equipment (PPE)

    Wearing a face mask is one of the most effective ways to curb the spread of COVID-19. In addition to the situations mentioned above, face masks must also be worn in the situations mentioned in the face mask regulations for public authorities (‘Maskenschutzkonzept für Behörden’). Those regulations must be complied with.
    In implementation of those regulations, the University has put the rule in place that a face mask must be worn on all pedestrian routes (hallways, stairways, entrance halls, lifts etc.) inside University buildings and facilities.
    Staff members and students can take off their masks when they have reached their workspace or their seat in the classroom, provided that they can keep a distance of at least 1.5 metres from others. When they leave their workspace or seat in the classroom, they must put their masks back on.

    Staff that are being exposed to increased risks may be required to wear additional PPE (gloves, gowns, goggles or face shields).

    Most face masks, in particular those that provide protection against infectious disease transmission, are single-use disposable products. Face masks should be worn only when needed as they can make it more difficult for the wearer to breathe and should be replaced when moist. There are different types of face mask: cloth face coverings, surgical face masks and particle-filtering respirators (e.g. FFP2 respirator masks). While particle-filtering respirators protect the wearer from inhaling airborne aerosols, surgical face masks divert the wearer’s breath and thus protect other people from the aerosols in the wearer’s exhaled breath. When you remove your mask, do not touch the outside of the mask. It may be contaminated.

    The University has developed procedures for suspected COVID-19 cases.

    • Symptoms that may indicate a COVID-19 infection include, but are not limited to, fever, cough and shortness of breath.
    • Staff members who are displaying such symptoms are asked to phone their family doctor or the non-emergency medical on-call service (phone: 116 117) immediately.
    • In addition to contacting your doctor, you may also contact the competent health office (Gesundheitsamt) for advice. Always remember: Depending on the diagnosis you receive from your doctor, you may have to notify the health office.
    • Staff members of the University (not their household members) are also eligible to be tested for COVID-19 by the Institute of Hygiene and Microbiology (IHM) if the following conditions are met:
    • - They need a COVID-19 test for a reason that is clearly work related, e.g. if they are expected to teach a course.
    • and
    • - There is a clear indication that they may have COVID-19. This will be considered to be the case if, for example, (i) they are displaying symptoms that are typical for COVID-19, (ii) they have received an alert through the COVID-19 exposure notification app or (iii) they have left or transited through a high-risk area in the last 14 days.
    • The IHM operates a testing site at the D20 building in collaboration with the University Hospital. Eligible staff members will normally be referred to the IHM by the Office of Occupational Health and Safety or the University Physician. They can also call the IHM at 81426 (University telephone network).
    • Calls will be accepted Monday to Friday from 8:00 to 12:00. Please remember that the caller must be a staff member of the University and must call from his/her work number.
    • The rules for travellers returning to Germany from abroad and staff members who have been in contact with a confirmed case of COVID-19 must be followed.

    The University has developed guidelines for safe researchduring the COVID-19 pandemic.

    Childcare arrangements

    The following rules apply during times when schools or daycare providers are closed.

    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.

    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 important information for staff members

    1. The following rules apply at institutions of the University of Würzburg to pregnant staff members:

    • Pregnant women enjoy special protection under the German maternity protection act. The relevant rules also apply when there is a risk of infection.
    • Wherever possible, pregnant women should work from home.
    • Please read the information about temporary work-from-home arrangements provided here.
    • If there is a case of COVID-19 at the institution at which the pregnant woman works, she must be banned from working. The duration of the ban period must be 14 full days starting after the last case of COVID-19.
    • In addition, pregnant women whose work involves personal contacts with co-workers or members of the public will normally have to be banned from working, irrespective of whether there has been a case of COVID-19 at the institution at which she works.
    • A pregnant woman should only be working on site if measures have been put in place to ensure that, in the workplace, she is not at a higher risk of infection with COVID-19 than the general public (e.g. ensuring that she will not be working in an open-plan office and will not have face-to-face contacts with members of the public, minimising the number of co-workers she will come into contact with). The risk faced in the workplace by a particular pregnant woman must be assessed by her supervisor on a case-by-case basis. He/she can turn to the team at the Office of Occupational Health and Safety, Animal Welfare and Environmental Protection for advice.

    Questions to ask when assessing a pregnant woman’s risk of infection in the workplace:

    • How many COVID-19 cases are there in the regional/local area?
    • Will the pregnant woman be able to keep a distance of at least 1.5 metres from others?
    • Where is her workstation located? Does it have an appropriate size? What is the level of ventilation available?
    • What is the expected number and nature of contacts with others? With whom will she come into contact? (The higher the number of contacts or contact persons, the greater the risk of infection. Individuals who come into contact with patients or with persons who come into contact with patients are, or may be, at risk, irrespective of the number of such contacts.)
    • Will she be able to avoid face-to-face contacts with others that last longer than 15 minutes?
    • Will she come into contact with persons known or suspected to have a respiratory disease?

    Whenever a pregnant woman is being banned from working or from entering JMU premises, her supervisor must promptly send emails to gesundheitsschutz.corona@uni-wuerzburg.de and personal@uni-wuerzburg.de to notify the University of Würzburg and Human Resources of that fact.

    2. It is not considered necessary to ban breastfeeding women from working.

    • 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.

    Staff members who are working from home must forward their work calls to their private numbers.

    Services provided by the Information Technology Centre:

    • 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.

    To find out how to cope when working from home, check the web pages of the ‘Gesunden Hochschule’ project:

    More information for staff members

    • Staff members are banned from going on business trips unless those trips are unavoidable. This applies to both domestic and international business travel.
    • Business travellers who return to Germany from abroad must follow  the quarantine rules that are in place (click here) for more information.
    • Wherever possible, staff must use conference calls or video conferences rather than travel.

    If you are planning to undertake a business trip or private travel, please note:

    Individuals travelling within Germany are subject to regulations that are similar to those that have been laid down in the Einreise-Quarantäneverordnung (regulation on quarantine for inbound travellers, EQV) for travellers entering Germany from abroad.

    The governments of the German federal states provide information on an ongoing basis about which regions within their territory are currently considered coronavirus hotspots. These are regions that have reported more than 50 new cases of COVID-19 per 100,000 residents in 7 days. In view of the heightened risk of infection in those hotspots, extra restrictions may be imposed at the local level at short notice. For example, the rule may be imposed that lodging facilities (hotels, B&Bs etc.) are no longer allowed to accept guests who arrive from, or have their permanent home in, one of the coronavirus hotspots within Germany.

    More information in German about the current situation in the German federal states, specific regulations imposed by individual states and any travel restrictions or quarantine rules that may apply can be found at https://tourismus-wegweiser.de/.

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

    • It is in their own interest that individuals employed by the Free State of Bavaria do not travel.
    • Wherever possible, trips should be cancelled if no cancellation fees are being charged.
    • Staff members who wish to undertake private travel abroad must take enough annual leave to cover the quarantine period.

    Events and meetings

    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).