Deal­ing with the co­ro­na­vi­rus - em­ployee

Information for em­­ploy­ees, stu­­dent as­­sis­t­ants and job ap­­pli­c­ants

In­struc­tions for spe­cial hy­gie­ne and pro­tec­tive mea­su­res for pro­tec­tion against Co­vid 19

The present service instructions for special hygiene and protective measures were drawn up on the basis of the recommendations of the Robert Koch Institute (RKI) on hygiene measures and the Covid 19 occupational health and safety standard of the Federal Ministry of Labour and Social Affairs (BMAS). The instructions are binding for all employees and superiors on special hygiene and protective measures in general and in special situations in everyday work at the University of Kassel for protection against Covid 19.

The Federal Centre for Health Information (BZgA) recommends that, as in the case of influenza and other respiratory diseases, you should protect yourself from transmission of the corona virus by keeping a distance of at least 1.5 metres from the sick person, washing your hands regularly and thoroughly, and coughing and sneezing in a specific way in order to prevent the transmission of the corona virus. Detailed hygiene recommendations can be found at https://www.infektionsschutz.de/coronavirus-sars-cov-2.html.

Hand disinfectants are primarily reserved for health services. At the university, they are only used where washing facilities are not available, e.g. during field and delivery activities, or where there is a frequent change of users (e.g. self-service device for book loans in the university library). Surface disinfectants can be used here, as well.

Rooms must be ventilated regularly. Regular airing also serves the purpose of hygiene, reducing the number of fine droplets containing pathogens that may be present in the air.

Technical equipment and other work equipment should be used on a personal basis wherever possible. If this is not possible, regular cleaning must be provided, especially before handing over to other persons. Otherwise, suitable protective gloves must be used, provided this does not cause additional hazards (e.g. detection by rotating parts). Wearing time limits and the individual disposition of the employees (e.g. allergies) must also be taken into account.

A minimum distance of at least 1.5 metres must be maintained from other persons (hereinafter "safety distance") in all directions when accessing, sitting and walking. Where this is not possible even by measures of work organisation, alternative protective measures must be taken (see points 3-5). This safety distance must be maintained for all activities in buildings, outdoors and in vehicles!

Measures such as barriers, markings or access regulations should ensure that this distance is maintained. Where this is not possible, effective alternatives must be offered.

Mouth and nose covers are to be worn wherever the safety distance cannot be safely maintained. This applies to all areas and activities at the university in buildings, outdoors and in vehicles.

The University provides so-called "community masks"  in accordance with the recommendations. The "community mask" serves to interrupt the path of infection and primarily to protect others. It is useful as a supplementary measure to the general hygiene and distance recommendations. For activities with a corresponding hazard potential, particle-filtering respiratory masks must also be worn.

Processes are to be organised in such a way that employees and external persons have as little direct contact with each other as possible or their contact is reduced to a minimum. Cooperation in the office, during breaks or during activities should be balanced by suitable organisational measures. Shaking hands should be avoided.

 

For activities where the safety distance of at least 1.5 metres cannot be maintained, a separation by protective screens must be provided. Where this is not possible, employees and other persons in the room or area of activity must wear mouth and nose covers.

Request

When present in the office, a sufficient safety distance of 1.5 metres (see point 2) must be maintained. In addition, the occupancy density of other work areas and shared facilities must be reduced (e.g. through staggered working and break times).

 

At consultation and information desks with personal contact, where the safety distance cannot be maintained, separation by protective screens and, if necessary, barriers, markings or access regulations must be provided.

 

In laboratories, workshops and other working areas, a sufficient safety distance of 1.5 metres (see point 2) must be maintained. Measures such as separation by protective screens and, if necessary, barriers, markings or access regulations must be adapted to the activities and room conditions.

 

The safety distance must also be maintained for "mobile" activities inside and outside the university. In each individual case, it must be checked whether individual work is possible without creating new hazards. Depending on the structural and procedural organisation, teams may have to be formed in order to reduce changing contacts.

If there are no washing facilities near the workplace, hand hygiene and disinfection agents, paper towels and bin liners must be provided.

The following aspects must be taken into account in meetings, discussions and other discussion formats:

  • Limiting the group of participants to the required number
  • Limiting topics and time to the absolutely necessary
  • Use of a sufficiently large room so that the participants can position themselves in the room with a safe distance between them
  • The inviting person ensures that the external participants and guests are also informed about the hygiene standards to be observed.
  • Keep a list of participants for possible questions and keep it for later reference.

If additional advice is required, the occupational safety specialists of the occupational safety and environmental protection team are available to provide advice. If you have any questions, please contact the occupational safety and environmental protection team: http://www.uni-kassel.de/go/agu-kontakt/

The German Social Accident Insurance (DGUV) and the Association for the Maintenance and Further Development of Occupational Safety, Health and Environmental Protection Management e. V. (AGUM e. V.) developed recommendations for universities and research institutions as well as a model risk assessment to prevent the spread of the corona virus. The documents from the DGUV are available at: https://publikationen.dguv.de/widgets/pdf/download/article/3814

 

All employees are offered occupational medical advice from the company medical service (Medical Airport Service, MAS). Employees should first contact the personnel and organisation department by e-mail (arb.vorsorge@uni-kassel.de). From there, the employees will receive an invitation to the occupational health check-up and the contact details of the MAS.

 

In­struc­tion for hand­ling the Corona Virus in the busi­ness area of the HMWK of 28.05.2020

The regulations of the service instructions for handling the corona virus in the area of responsibility of the HMWK dated 28.05.2020 will apply from 01.06.2020. However, the University of Kassel will make use of the possibility to apply the previous regulations until 12.06.2020. Therefore, the following regulations apply from 13.06.2020.

These service instructions apply until 31.08.2020.

Ho­me­of­fice

  • Anyone who belongs to a risk group or is over 60 years old can apply for homeoffice.
  • Anyone who has children under 12 and the school or kindergarten is closed can apply for homeoffice. 
  • Anyone who cares for relatives and the care facility is closed can apply for homeoffice. 
  • Supervisors should report employees returning from the homeoffice to the personnel department by e-mail. 

If there is no agreement on home office during the Corona pandemic, please use this form.

For scientific employees, individual home office arrangements made with superiors before the Corona pandemic can be used, provided that the tasks are still suitable for completion in the home office. A corresponding agreement can be found here: Agreement Homeoffice

A new agreement is not necessary if an individual home office agreement has already been concluded in the context of the Corona pandemic and has not been cancelled so far.

According to information from the Robert Koch Institute (RKI), the risk of serious illness with COVID-19 increases from the age of 60. Various basic diseases such as cardiovascular diseases, diabetes, diseases of the respiratory system, liver and kidney, a suppressed immune system as well as cancers seem to increase the risk of a severe disease progression independent of age, according to the RKI.

In individual cases, superiors may require the presentation of a certificate confirming membership of the risk group. In the event that a certificate is requested, it must be sent to the Personnel and Organisation Department for temporary storage after the superior(s) have been informed. A copy by superiors may not be made. At the latest after the end of the pandemic, the submitted certificates are immediately destroyed by the Personnel and Organisation Department in accordance with data protection regulations.

If it is possible to work at home with a laptop, the rules for homeoffice still apply. 

If it is not possible to work from home, the hygiene and safety standards at the workplace must be organised. 

If it is not possible to work from home or at the workplace, flexitime must be used up first. 

If none of the options is possible, an application for exemption can be made. 
 

 

If you have children under 12 years of age and the kindergarten or school is closed, you can continue to work from home. 

In exceptional cases, an exemption from work - not during school holidays - may be possible if
- the care facility is closed
- the children are younger than 12 or have a physical or mental disability and are dependent on care
- homeoffice is not possible by the hour
- there is no longer any flexitime
- the holiday of 2019 is used up
- there are no alternative care options. 

This also applies to employees who care for relatives.

If there is no feasible option, exemption from work may be possible. 

Antrag auf Dienst-/Arbeitsbefreiung im Rahmen der häuslichen Betreuung von Kindern und pflegebedürftigen Angehörigen

In the work­place

The working time recording in tisoware® for employees who participate in the flexible working time and also work from home is regulated as follows:

On days on which work is done in presence at the university, the employees book coming and going at the time recording device as usual.
On days on which work is carried out both in the home office and at the university, employees book their coming and going times at the time recording terminal as usual. The employees re-enter the time while working from home via a correction workflow (on the following day) in tisoware®. You can find a description here: www.uni-kassel.de/intranet/fileadmin/datas/intranet/personalabteilung/dokumente/secure/Workflow_Pandemie-Korrektur.pdf
On days on which work is carried out exclusively from home, time recording is carried out with a correction workflow by the employees in tisoware®. Alternatively, a central time credit can also be carried out. In this case, the employees send an e-mail (*) to the supervisor(s) who forwards it to zeiterfassung[at]uni-kassel[dot]de. Unless otherwise specified, the central time credit is carried out by the Personnel and Organisation department in the amount of the individual planned working time. You can find a description here: www.uni-kassel.de/intranet/fileadmin/datas/intranet/personalabteilung/dokumente/secure/Workflow_Pandemie-Homeoffice-Korrektur.pdf
Employees who temporarily work exclusively from home and do not have access to the WebClient tisoware® send an e-mail (*) to their supervisor weekly for the previous week, who forwards it to zeiterfassung[at]uni-kassel[dot]de. Unless otherwise specified, the central time crediting is carried out by the Personnel and Organisation department in the amount of the individual planned working time.
Employees who participate in alternating teleworking and who have temporarily increased the days at the home workplace in agreement with their superiors book all days at the home workplace via the web client tisoware®.
(*) For the assignment, please enter the area, tariff employee or civil servant and the name of the employee in the group mailbox time recording[at]uni-kassel[dot]de in the subject of the e-mail (example: UB, Beamter, Mustermann, Hans).

It is generally not possible to arrange overtime or extra work during telework / in homeoffice; exceptions to this rule are only possible in individual cases of pandemic-related workloads.

 

Official meetings and committee meetings can take place in compliance with increased hygiene measures. They are to be reduced to the necessary.

How can I protect myself and others during meetings?

The Federal Centre for Health Education has summarised the most important hygiene instructions in this diagram.
Consider whether the meeting can be postponed or replaced by a telephone conference
Limit the group of participants to the required employees / participants
Limit topics and time to the absolutely necessary
If possible, you should distribute the group of people in the room in such a way that a certain safety distance (1-2m are recommended) is achieved
Do not shake hands
Before the start of the event, everyone should wash their hands thoroughly once again
Participants with signs of a cold should stay away from the event
Participants or returnees from risk areas should stay away from the event, possibly they can be connected by telephone.
Coughing and sneezing hygiene: do not cough or sneeze in your hand, but in the crook of your arm, or preferably leave the event room for a short time
Take used handkerchiefs if available and then dispose of them in a closed waste container
Keep your distance from each other when making calls. A 15-minute intensive conversation without a safe distance in a room between two people is considered sufficient for transmission.
Keep a list of participants with names and contact details (telephone, e-mail) for possible queries and keep it safe

To reduce the risk of infection, children are still not to be brought into the offices.

 

Discussions within the framework of conflict management may be resumed, provided that compliance with the hygiene standards specified in the instructions is ensured.

 

Discussions within the framework of company integration management can be carried out again, provided that compliance with the hygiene standards specified in the service instructions is guaranteed.

 

Sick­ness, va­ca­ti­on

In the event of illness, all employees must report sick on the first day of illness as it was before. The submission of a certificate of incapacity to work is only required from the 4th calendar day.

 

In principle, already approved recreational holidays cannot be cancelled due to the Corona pandemic and the resulting loss of holiday trips.
As in the past, the withdrawal of approved vacation is only possible in justified individual cases with the consent of the supervisor. This can be done in particular if, for urgent operational reasons, the individual employee is indispensable, e.g. to maintain business operations, despite planned holidays.
In any case, it should be noted that unused remaining leave from 2019 will lapse if it is not taken by 30.09.2020 at the latest.

Mis­si­ons, trai­ning

If possible, further training should take place digitally (e.g. webinars); if this is not possible, urgently required face-to-face training can also be provided, subject to compliance with the service instructions on hygiene and safety standards.

Participation in external further training courses is possible under observance of the hygiene and safety standards. The regulations on business trips must be observed.

In the case of business trips, superiors and business travellers must responsibly assess each individual case whether the business trip is absolutely necessary.
Alternative means of communication, such as video and telephone switching conferences, are to be examined as a matter of priority.
If it is unavoidably necessary to go on a business trip, the business trip should be carried out in a company car without passengers or in a private car. As a rule, the use of public transport should be avoided.
For the travel expense report, it is assumed that there are good reasons for using a private car within the meaning of § 6 (1) of the Hessian Travel Expenses Act and that a travel allowance of EUR 0.35 is granted.

Job in­ter­views

Selection interviews can again be carried out in the tried and tested form of the personal interview, provided that compliance with the hygiene standards set out in the instructions is guaranteed. This also applies to selection interviews in the context of appointment procedures.

Furthermore, selection interviews may also be conducted by video telephony. On the following website we would like to give you information about what has to be observed in this respect:  Information on conducting selection interviews by video telephony 

 

 

Or­ga­niza­t­io­nal mat­ters

Due to the pandemic, the course duration in the summer semester 2020 was extended until 24.07.2020. Superiors who had already granted their employees leave for the week from 20 to 24 July 2020 prior to the extension of the course period will agree on a solution with their employees on a case-by-case basis.

 

All employees who have a laptop or other mobile device for work must take these devices home when they leave work.

 

In case of care shortages, studykidscare of the Studierendenwerk Kassel offers short-term care options for children from 6 months to 10 years.

https://www.studierendenwerk-kassel.de/flexiblebetreuung/.

Contact us:
Studierendenwerk Kassel
Björn Schanz
phone +49 561 804-7210
b.schanz[at]studierendenwerk.uni-kassel[dot]de

 

It is expected that no travel to countries outside the Federal Republic of Germany will be undertaken if the Federal Government has classified the trip as risky and it is not urgently necessary. Currently (as of 28.05.2020), travel to EU member states, Schengen associated states (Iceland, Liechtenstein, Norway, Switzerland) and the United Kingdom is no longer classified as risky. This may change if the number of new infections in the country concerned exceeds 50 per 100,000 inhabitants in the last seven days.
Employees who return to Germany from a risk country should inform the Personnel and Organisation Department (personalfragen@uni-kassel.de) without being asked. In addition, reference is made to the Ordinance on the Control of Corona Virus of 13 March 2020 in the currently valid version. For persons who can be proven to be infected with the corona virus SARS-CoV-2 and contact persons of category I with close contact ("higher" risk of infection) according to the RKI definition, the obligation to be present for 14 days is lifted unless the public health department orders a separation. During this time, employees perform their service/work, if possible, from home using their mobile work PC. The employees concerned must inform the departments immediately if a quarantine is ordered.

With your CampusCard you cannot yet access the building.

Please download the corresponding form "Application for Building Access", fill it out and then send the completed form to keydepot@uni-kassel.de. In case a signature by a superior person is required, this signature can also be provided later and the application can still be submitted. 

You do not yet have a CampusCard.

Please follow this link: http://campuscard.uni-kassel.de and fill out the online form. The CampusCard will then be sent to you. It is not necessary to appear in person at the key distribution point. Do you have any questions? Please send an e-mail to: campuscard[at]uni-kassel[dot]de
 

 

Go-Link : www.uni-kassel.de/go/em­ploy­ees