Coronavirus: Current Measures and Recommendations

Dear Colleagues and Staff Members,

The SARS-Cov-2 occupational health and safety regulation of the federal government (hereinafter referred to as Corona-ARbSchV) remains valid in an adapted version from 1 July until 10 September 2021. Aim of the new version of the occupational health and safety regulation is to protect all employees as best as possible from getting infected with a highly-contagious variant of the coronavirus.

What does this mean for the university and for working on campus?

• Working on campus remains limited to an operational minimum (section 3 Corona-ARbSchV). This means that the employees of the university will continue to work from home except if urgent occupational reasons require them to work on campus.
• If you have to work on campus, you must adhere to the rule that offices may only be used by one person at a time. If you have to share an office due to urgent occupational reasons, you must keep the minimum distance. If this is not possible, other protective measures (such as protective barriers) must be in place. Otherwise you are obliged to wear a medical-grade face mask.
• The university provides its employees who must work on campus with at-home Covid-19 test kits.
• Anyone accessing the buildings is required to wear a FFP2 or a medical-grade face mask.
• As a rule, the hygiene policy of the University of Mannheim and the DHM formula must be observed by anyone who spends time on the premises of the university – also individuals who were vaccinated, tested or recovered from COVID-19. The updated version of the hygiene policy will be available on the intranet soon.
• Until further notice, only members of the university can access the university buildings.

Rules for work events:
The new version of the coronavirus decree for higher education (Corona-Verordnung Studienbetrieb) is not finalized yet. Therefore, the following rules apply to all events that do not involve teaching operations, such as meetings with colleagues, research meetings or meetings of the university bodies.

The requirement to avoid personal contact of the Corona-ARbSchV applies to all work events (including meetings). However, only events may take place that are of occupational necessity. Operational necessity is, for example, if a research meeting in person is deemed as important and necessary and cannot be replaced by an online meeting.

The operational necessity is checked and an event must be approved by

• the event organizer in case of max. 20 participants,
• the task force in case of 21 participants or more.

If an event is approved, the following requirements must be fulfilled:

• For events or meetings with six or more participants, a room must be booked in advance.
• The number of seats must comply with the coronavirus regulations.
• All participants must keep a distance of 1.5 to 2 meters at all times.
• All participants must wear a FFP2 or medical-grade face mask until they are seated.
• The room must be aired intensively and frequently.
• The event organizer must ensure contact tracing of all participants, for example with Checkin, the application for online attendance tracking, or a calendar entry in Outlook.

Please note: All rules also apply to individuals who were vaccinated, tested or recovered from COVID-19. The occupational health and safety regulation does not treat these individuals differently.

New regulation for flexible working hours
Since the schools and kindergartens are mostly open at the moment, the regular flexible working hours from 6 a.m. until 8 p.m. apply as of 1 July 2021. In case you cannot stick to this time frame, for example due to a school closure, please reach out to the task force to find an individual solution.

I hope this e-mail finds you and your family healthy.

Kind regards,

Barbara Windscheid
Executive Vice President

Dear Colleagues and Staff Members,

We would like to remind you of the possibility of getting vaccinated by our occupational medical service. There are currently enough vaccine doses. This Friday, 25 June 2021, about half of the appointments are still available. If you are interested in receiving a vaccine, please register via the appointment booking system on the intranet. All employees of the University of Mannheim are entitled to be vaccinated, including adjunct lecturers and student assistants. Please make use of this opportunity.

On the intranet, you will also find FAQs on COVID vaccinations as well as important documents (information sheet, declaration of consent) to download. Please print these documents, complete the relevant fields and bring them to your vaccination appointment (along with your vaccination record and your ID). Further information on COVID-19 vaccinations is available on the website of the Land of Baden-Württemberg (in German).

I hope this e-mail finds you and your family healthy.

Kind regards,

Barbara Windscheid
Executive Vice President

Dear Colleagues and Staff Members,

Starting in June 2021, the occupational medical services will support the vaccination centers and physicians in the Covid-19 vaccination campaign. The University of Mannheim and its occupational medical service have done their best to procure vaccine doses for the university’s employees. From 8 June, the occupational medical service is offering appointments for your first vaccination. The university supports the occupational medical service with organizing this offer.

Unfortunately, the supply of vaccines is still low. In the first week, a delivery of max. 70 vaccination doses is expected. As soon as more doses arrive, the occupational medical service will offer more appointments that can be booked.

Due to the uncertain supply of vaccine doses, the appointments can only be scheduled on short notice. We kindly ask for your understanding. Therefore, booking appointments for 8 and 11 Junewill not be possible before 7 June. Due to the difficulties in planning, we also have to assume that appointments may have to be rescheduled on short notice. We apologize in advance for any inconvenience.

As soon as appointments can be scheduled, you can go to the appointment booking system on the intranet. On the intranet, you will also find a vaccination FAQ as well as important documents (information sheet, consent form) for download. Please print these documents, complete the relevant fields and bring them to your vaccination appointment (along with your vaccine record and your ID).

Due to the vaccine shortage, we kindly ask you to continue your efforts to book a vaccination appointment elsewhere. Please cancel your appointment with the university’s occupational medical service by sending an e-mail to impfen uni-mannheim.de as soon as you have scheduled a vaccination appointment elsewhere (physician, specialist, vaccination center). This is the only way to ensure that other employees interested in a vaccination can book an appointment that has been canceled.

Quick overview:

• Who is eligible for vaccination? All employees of the University of Mannheim are eligible for vaccination. On the intranet, you can find more information about who is considered an employee.
• Are there priority groups for vaccination? On 7 June, Germany will stop prioritizing specific groups for vaccination. This also applies to occupational medical services. Therefore, there are no priority groups for booking appointments.
• Which vaccines are used? The occupational medical service uses the mRNA Covid-19 vaccine Comirnaty (BioNTech/Pfizer) as well as COVID-19 Vaccine Moderna.
• What is the interval between the first and the second dose? You will get your second dose four weeks after the first dose. Please take this into account, for example, when planning your vacation.
• When will the vaccination take place? Appointments for vaccinations can be scheduled for Tuesdays. If the occupational medical service receives a sufficient supply of vaccine doses, appointments may also be scheduled for Fridays.
• Can I get on a waiting list? If you work on campus on Tuesdays and/or Fridays or do not live more than 15 minutes away from the university, you can get on a waiting list by booking a flexible appointment (“Flexi-Termin”, highlighted in red) in the appointment booking system. You will get contacted if someone cancels a vaccination appointment on short notice. Please do only get on the waiting list if you are really interested in getting vaccinated and if you are available on short notice between 2:30 and 3 p.m. on that day.
• I have already received the first dose. Can I receive the second dose from the occupational medical service? No. The occupational medical service offers only vaccinations appointments for the first and the second dose in combination. If you have already received your first dose, please go to the same supplier to receive your second dose and do not register for vaccination at the occupational medical service.

For more information on the vaccination, please refer to the detailed FAQ section on the intranet.

If you want to get vaccinated at the University of Mannheim, we recommend to regularly check the appointment booking system on the intranet. We hope that we will soon have a steady supply of vaccine doses so that as many employees as possible can schedule vaccination appointments at the University of Mannheim.

I hope this letter finds you and your family healthy. Kind regards,

Your

Barbara Windscheid
Executive Vice President

Dear Colleagues and Staff Members,

As announced, we would like to inform you that we are now also able to issue employment verification letters for employees living in Baden-Württemberg. Starting mid-May, you will probably be eligible to book vaccination appointments. Currently, we are unable to provide more information. Therefore, we kindly ask you to follow the news as well to find out when university employees become eligible for booking vaccination appointments in Baden-Württemberg. The Ministry of Social Affairs will publish the relevant information on its website, for example. Please contact the vaccination centers and your physician, in particular, for more information on vaccination options.

The form to be completed by the employer is available on the Intranet. Please fill in the form and send it to arbeitgeberbescheinigung uni-mannheim.de. This allows us to process your requests more quickly.

Please note that submitting the official and updated form is the only way to ensure that the vaccination center acknowledges your eligibility for vaccination.

On the Intranet, you will find more information on employment verification forms for Covid-19 vaccine as well as answers to frequently asked questions.

Kind regards – and please stay healthy!

Your

Barbara Windscheid
Executive Vice President

Dear Colleagues and Staff Members,

In the last few days, the Human Resources division has received more and more questions regarding employment verification letters to be submitted to vaccination centers.

Based on the recommendations of the Standing Committee on Vaccination (STIKO), the Federal Ministry of Health has defined priority groups for vaccinations against Covid-19 in Germany. Certain professional groups may be eligible for earlier vaccination. The employer has to confirm that the person to be vaccinated belongs to the professional groups eligible for earlier vaccination. The University of Mannheim aims to support the vaccination campaign as best as possible. We would like to inform all employees of the University of Mannheim about the possibility of an earlier vaccination, as members of a priority group. We are happy to issue the required letters, as soon as it is permissible under statutory law.

In Rhineland-Palatinate and Hesse, employees of the “critical infrastructure” and administrative staff members (including employees of higher education institutions) have already been added to the third priority group, even before 1 May 2021. According to the current vaccination regulation, this has not yet been the case in Baden-Württemberg. According to the Covid-19 vaccination regulation (Coronavirus-Impfverordnung) of the federal government, persons employed by higher education institutions in Germany are eligible for earlier vaccination.  According to the Ministry of Social Affairs, Baden-Württemberg will gradually open vaccination appointments to members of the third priority group. At first, people aged 60 and older were eligible to book vaccine appointments. From now on, persons with pre-existing conditions in the third priority group may book vaccine appointments. It is assumed that, starting mid-May, employees in the third priority group, including employees of higher education institutions, may become eligible to book vaccine appointments.

What does this mean for the university’s employees?

As before, teachers and other employees of the University of Mannheim, who have their place of residence in Hesse and Rhineland-Palatinate, are eligible for vaccination. They are eligible to request an employment verification letter as proof for vaccination centers or other institutions offering vaccinations. In order to receive the employment verification letter, please contact arbeitgeberbescheinigung uni-mannheim.de. We would be very grateful, if you could already fill in the form provided by your Land. This allows us to process your requests more quickly.

If you live in Baden-Württemberg: The updated form to be completed by your employer is not yet available. Therefore, we would like to ask you to refrain from sending us these requests until the updated form is available. As soon as the updated form has been published, we will publish the link on the Intranet and send you an e-mail. Please note that submitting the official and updated form is the only way to ensure that the vaccination center acknowledges your eligibility for vaccination. We hope that the forms will be updated this week.

On the Intranet, you will find more up-to-date information on the employment verification letters and links to the forms of the individual Länder. In case you have any questions, please contact arbeitgeberbescheinigung uni-mannheim.de.

If you do not live in Baden-Württemberg and learn more about changes to the vaccine prioritization for your Land, please inform the Task Force, so that we are able to react quickly to new developments.

I hope this letter finds you and your family healthy. Kind regards,

Your

Barbara Windscheid                                                                    Thomas Puhl
Executive Vice President                                                             President

Persons showing symptoms indicative of the coronavirus (fever, dry cough, impaired smelling or taste) are not allowed to enter the premises of the university. Employees with symptoms of a cold have to leave the workplace or stay at home until their symptoms have been checked by a doctor.

Should you notice symptoms indicative of the coronavirus in yourself while on campus, please leave ongoing events and classes/your workspace and stay at home until the symptoms have been checked by a doctor.

The university management recommends using the Corona-Warn-App of the Federal Government.

When it comes to working in times of the coronavirus pandemic, the safety and health of our employees comes first. Safety at work is key in this regard. In light of the present epidemiological situation, this hygiene policy lays out the necessary measures that must be followed by all persons within the buildings, premises and vehicles of the university. The hygiene policy of the University of Mannheim and the DHM formula must be observed by anyone who spends time on the premises of the university – also individuals who were vaccinated, tested or recovered from COVID-19.

The hygiene policy is regularly adapted to the latest provisions and recommendations of the public authorities and to the corresponding coronavirus measures taken or adapted by the university and their impact on the restrictions for the university.

In order to prevent possible further transmission,

• please watch your distance (1,5 meters), and
• please wear a (as of 25 January: medical-grade) face mask, and
• please pay attention to proper hand hygiene and
• cough and sneeze etiquette (cover your mouth with your bent elbow or tissue when coughing/sneezing),
• avoid shaking hands,
• avoid touching eyes, nose and mouth, and
• regularly air rooms.

Additional Tips

Additional tips on hygiene measures can be found on the websites of the Federal Centre for Health Education, BZgA (in German) and the Federal Ministry of Health.

Moreover, please stay up-to-date on the situation and inform yourself on the websites of the Robert Koch Institute regularly and consider the current information and recommendations.

As of 25 January and until further notice, all persons on campus must wear a medical-grade face mask (surgical mask or FFP2/N95/KN95 mask) in circulation areas (hallways, staircases) and in communal rooms (washrooms, kitchenettes) of the university buildings. In situations where employees are in direct contact with customers or cannot maintain the minimum distance of 1.5 meters to other people while carrying out their work duties, they must wear medical-grade face masks to cover their mouths and noses.

The university provides employees with single-use surgical masks or FFP2 masks. The masks have been tested by the university and meet the quality requirements of EN149. The masks provided by the University of Mannheim are therefore not affected by the product recalls from the federal and state governments. FFP2 masks are primarily given to employees who work in the University Library, the post office and the janitor service as well as to staff members belonging to the risk group (according to the recommendations of the RKI). For more information on how departments and institutions can order these surgical face masks for their employees, please see the website of Department IV (in German).

Students are individually responsible for securing an appropriate mouth and nose covering.

Note on wearing FFP2 masks: Please note that you should not wear FFP2 masks continuously throughout an entire working day. If you plan to wear an FFP2 mask for a longer time, please make sure that you take breaks from wearing the mask (for example a break of 30 minutes every 75 minutes) and ideally you should change the mask after wearing it for two to three hours. Further information is available here (in German): https://www.baua.de/DE/Themen/Arbeitsgestaltung-im-Betrieb/Coronavirus/pdf/Empfehlungen-organisatorische-Massnahmen.pdf?__blob=publicationFile&v=10

The University of Mannheim does not consider protective face shields or visors to be an adequate alternative to mouth and nose coverings such as non-surgical or surgical face masks. They thus do not comply with the regulations laid down in the university's hygiene policy. The Robert Koch Institute points out that mouth and nose coverings must be placed correctly over the mouth, nose, and cheeks and must fit as tightly as possible in order to minimize the flow of air at the edges. This protection is not given with face shields or protective visors.

In case of any questions, please contact the occupational medical service of the University of Mannheim. Please direct concrete medical questions via e-mail to amd uni-mannheim.de. In case you would like a phone appointment with the physician of the occupational medical service, please send an e-mail with the subject “coronavirus” to bgm verwaltung.uni-mannheim.de.

In order to implement the Hygiene Policy, the assembly and filling of permanently installed disinfectant dispensers at the main entrances to the university buildings will be organized centrally. In addition, Department IV provides centrally financed and stocked protection and hygiene articles (such as medical-grade face masks). Information on ordering can be found on the website of Department IV (in German).

On the intranet, you will find bilingual signs with behavioral rules and recommendations during the coronavirus pandemic. Please download, print and put up them up in your work area if applicable.

Due to the current development of the COVID-19 infection rates, it is more likely that over time colleagues or students of our university could get infected.

The three documents below will inform you about what to do in case you are tested positive for COVID-19 or if you as superior are informed that one of the members of your team or department was tested positive. Attached you will also find a text template for communicating with the staff members.

In case a participant of one of your classes notifies you that they were tested positive for the coronavirus, please take note of the following information on what to do next:

First, you should check in which of your classes the infected person participated and if the hygiene policy of the University of Mannheim was observed.

1. The hygiene policy was observed: Provided that the hygiene policy was observed in the respective class (distance was kept, seating plan was observed, face masks were worn as stipulated in the valid version of the CoronaVO on that day, the room was aired in case it did not have a ventilation system), the class can still take place on campus. We recommend that you ask the students at the beginning of the next class if they think that the hygiene policy was observed at all times.
2. The hygiene policy was not observed: In case the hygiene policy was not properly implemented and observed in your class, please contact the task force immediately. We recommend that all participants contact their doctor to inform themselves about what to do next.

If necessary, the health authorities will officially inform the participants about the next steps in this case of infection. However, in the interest of all people involved, we would like to ask you to inform the participants of your class about this confirmed case of infection as a precaution. You will find a text template to communicate with your students at the end of this e-mail. In case your students have questions after reading your e-mail, please advise them to speak to a doctor.

Please inform the task force about the situation in any case and let us know which class was affected on which day. You should also inform your chair holder and your dean’s office about this situation. If you have any questions, please write an e-mail to task-force uni-mannheim.de.

Please also forward this e-mail to the (other) tutors at your chair.

Kind regards and please take care!

Your

Task force of the University of Mannheim

Text template “Information for the students”:

Dear Students,

Today we would like to inform you that one of the participants in the class „___“ on weekday, date was tested positive for the coronavirus.

In case the hygiene policy of the University of Mannheim, which was coordinated with the health authority, was properly implemented and observed during the class on weekday, date, you are still allowed to enter the campus of the university. The respective class can also still take place on campus.

Please ask yourself if you observed the hygiene policy in the respective class at all times – also right before and after the class (for example when entering the room or when speaking to others in the hallway etc.) Please inform your teacher immediately in case you think that you did not properly observe the hygiene policy.

The health authority will take action in case further steps should be necessary.

We would like to ask you to follow the hygiene policy of the university whenever you are on campus, especially when you are in contact with other people. The Central Administration also recommends using the Corona-Warn-App of the Federal Government.

In case you feel unsure about the situation, you are welcome to reach out to your doctor with any additional questions.

In line with the hygiene policy, we would like to remind you that in case you develop symptoms that are typical for a coronavirus infection, you are not allowed to enter the campus and you may not participate in classes and events of the university until your symptoms have been checked by a doctor.

In case you have any questions to the university, please send an e-mail to task-force uni-mannheim.de.

Kind regards and please take care!

Your

Task force of the University of Mannheim

The federal government of Germany has amended the occupational health and safety regulation. The amendment entered into effect on 23 April 2021 and requires employers to offer Covid-19 testing to all employees who cannot work from home. The regulation will be valid until 10 September 2021.

The university will provide test kits to all employees (including student assistants) who (have to) work on campus, either occasionally or regularly, and all those taking part in on-campus examinations. You can take up to two free at-home Covid-19 testsper week: The university provides employees with two at-home Covid-19 test kits per week, if they come to work on at least two days a week; if they come to work on one day a week, they will continue to receive one test kit per week. Those taking part in on-campus examinations can get one test per examination.  All those taking part in examinations on campus will be informed about this offer in a separate e-mail.

In addition, every citizen can get a free rapid test performed by trained professionals in pharmacies, doctor’s offices or test centers. We highly recommend these services to you (instead of or in addition to the at-home test provided by the university), if possible. On the website of the City of Mannheim, you will find an overview about the testing sites in Mannheim.

The (self-swab) test is voluntary and does not replace strict adherence to the hygiene policy. However, we recommend this offer in particular to those who have to be on-campus regularly. Weekly tests can help to make working on campus safer and can contribute to better protect your colleagues – and also yourself – from an infection.

How do employees get their weekly Covid-19 test kit?
Per institution/division/chair, only one order should be submitted. Please contact your superior if you want to make use of the test kits provided by the university. Your superior keeps track of the demand or estimates the demand for your institution and submits an order for all employees. Every employee who works on campus may receive up to two Covid-19 test kit per week. Due to the difficult conditions on the market, our stock is currently limited. In order to provide all institutions with test kits, superiors may order only for the next two weeks. After that, a new order has to be submitted. Supervisors or staff members commissioned by supervisors send their orders to hygienebedarf uni-mannheim.de. The institutions will receive the test kits by internal mail in a single delivery.

How to take the test
The Covid-19 tests provided by the university are at-home tests. This means that the tests will not be performed by medical professionals. You will receive the tests by internal mail. Please take the test at home and follow the instructions for use in the package insert. On the website of ZEIT Online, for example, you will find a video with step-by-step instructions.

When should I test?
After you have received the at-home Covid-19 test kits, we ask you to take a test once per week on one of the days you are spending on campus before you enter the university’s premises. If you test positive, this is the only way to react in due time and to prevent a possible infection of colleagues and students you might meet on this day.

What should I do if I test positive/negative for Covid-19?
Positive test result: If the result of your at-home test is positive, please do not enter the campus. In this case, please stay at home or return to your home as soon as possible for self-isolation. To make sure that the result is correct, a PCR test needs to be taken. Please contact your physician or call 116 117. On our website on coronavirus measures, you will find more information on what to do if a team member tested positive for the coronavirus.

Negative test result: You may enter the campus. Please note that all persons on the university’s campus must adhere to the hygiene policy of the university. The test is not 100% accurate and provides results only for the moment in time that the test is collected. It is a useful addition to the hygiene policy, but no replacement.

Persons showing symptoms indicative of the coronavirus (fever, dry cough, impaired smelling or taste) are not allowed to enter the premises of the university. Employees with symptoms of a cold have to leave the workplace or stay at home until their symptoms have been checked by a doctor.

Business trips to areas of high incidence and areas of variants of concern
As a rule, business trips to areas considered coronavirus hot spots are not approved at the moment (see the current list of all areas of high incidence and areas of variants of concernwww.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete_neu.html). This also applies to business trips that have been approved before the area in question was classified as an area of high incidence or area of variants of concern. In case as the area you traveled to is classified as an area of high incidence or area of variants of concern after your arrival, please contact the head of Division V immediately.

Please keep informed about the development of the coronavirus pandemic at your destination during your business trip. Please also take note of the information provided by the Federal Foreign Office, the Robert Koch Institute and the Ministry of Social Affairs.

In exceptional cases in which it is necessary to make a business trip to a coronavirus area of high incidence or area of variants of concern for urgent work-related purposes, an individual decision can be made upon request considering the risks involved. Please also note that the business trip can only be approved if no quarantine is to be observed upon your return.

For such an individual decision to be made, we need the following documents in advance:

1) a special written justification of the superior stating why the trip is necessary and why the purpose of the business trip cannot be achieved by participating in the respective event in digital form and

2) a confirmation of the staff member planning the trip that they will adhere to the prevailing hygiene regulations of the University of Mannheim during their entire business trip.

3) For business trips abroad, we recommend that you buy private travel health insurance. Please inform us for the individual decision if you bought travel health insurance.

Please submit all relevant documents in due time to ensure that any questions can be clarified before you start your trip. We also ask you to provide us with a telephone number or e-mail address, so that we can reach you at short notice, if necessary. Please note that the insurance coverage and the option of having your travel expenses reimbursed only starts once your business trip has been approved.

In order to submit your request and in case you have any other questions regarding business trips, please contact the travel expenses office of Division V – Human Resources via e-mail, if possible.

In case you have any further questions, do not hesitate to contact the travel expenses office.

Mandatory testing and quarantine
Please note the current regulations for entry to or return to Baden-Württemberg (CoronaEinreiseV) regarding mandatory testing and quarantine.

The relevant regulations are available here: https://www.bundesgesundheitsministerium.de/en/coronavirus/current-information-for-travellers.html

What this means for you: Please do not come back to the university until you have fully complied with the regulations on entry or return (please see above) and especially if you are required to quarantine yourself. In case of any questions regarding your return to your workplace at the University of Mannheim, please contact the head of Division V (from home).

Business trips to basic risk areas(area classified as risk areas but not as an area of high incidence or area of variants of concern)
We kindly ask you not to take any business trips until further notice, even if these take place in regions (also within Germany) and countries that currently are not classified as risk areas or hot spots.

In exceptional cases in which it is necessary to participate in a business trip to a non-risk area for work-related purposes, an individual decision can be made upon request. For such an individual decision to be made, we need the following documents in advance:

1) the written justification of the superior why the trip is necessary and why the purpose of the business trip cannot be achieved by participating in digital form and

2) a confirmation of the staff member planning the trip that they will adhere to the prevailing hygiene regulations of the University of Mannheim during their entire business trip.

3) For business trips abroad, we recommend that you buy private travel health insurance. Please inform us for the individual decision if you bought travel health insurance.

Please submit all relevant documents in due time and take into account that the processing time for approving the business trip is two weeks. Please note that the general insurance coverage and the option for reimbursement are subject to the approval of the business trip.

In order to submit your request and in case you have any other questions regarding business trips, please contact the travel expenses office of Division V – Human Resources via e-mail, if possible.

Voucher refund
Various transport companies are forced by the coronavirus regulations to cancel planned business trips and are now offering refunds in form of vouchers instead of monetary reimbursement. Please do not accept a voucher before you get in touch with our travel expenses office. You contact person is Ms. Lechner.

The University IT (UNIT) is working hard to expand its digital services to compensate for the suspension of classroom teaching through digital teaching formats, and to enable all employees who currently work in the home office to cooperate as effectively as possible. A summary of all news and updates on these two topics can be found on this website.

During the last months, the Central Administration and the University IT have joined forces to ensure that the administration services run smoothly and to make personal consultations possible – even under coronavirus constraints and without any direct face-to-face contact. You can book advising appointments with the staff members of the administration via Microsoft Teams. Booking virtual meetings with several persons is also possible.

Online appointments
You now also have the option to book appointments with the responsible advisors online. You can find a link to book appointments online in the contact information of the respective contact person. For matters regarding student affairs, it is possible to book appointments on the web pages of Division II. For matters regarding human resources or other topics of Division V, you can send appointment requests via the intranet page of Division V. Persons who are not employed at the university can use the online contact form on the web page of Division V to get in touch. For infection control reasons and due to the room conditions, these appointments will primarily take place via MS Teams or telephone. In special cases, appointments may also be possible in person.

Signing contracts
Wherever possible, contracts will be concluded either electronically or by (internal) mail. If this is not possible, for instance in the case of employment contracts, you will receive an individual appointment in person.

Requesting certificates
The Central Administration are happy to send you confirmations and certificates either electronically or by (internal) mail.

Submitting documents
You can send files and documents either electronically or, if an original is required, by (internal) mail to the Central Administration.

Janitor
All janitors are working during their regular working hours and can be contacted as usual.

Reception Desk
The Reception Desk at the main entrance is occupied by two persons at all times (24 hours / 7 days a week). In case of any questions or problems, please contact the hotline of the Reception Desk by calling 181-1110.

Technical Equipment
All technical equipment and systems can be used as in times before the start of the pandemic. Special regulations only apply to the following systems:

Opening Hours of the University Buildings
As of 17 December 2020 and until further notice, only university members can still access the university buildings with their activated ecUM cards in order to work in the offices. Staff members should generally have access to the buildings.

Employees who do not yet have access can submit a request via the institution or chair responsible for them. The relevant form is available for download on the intranet page of Division III. The request must be approved by the institution/chair and can be sent electronically to the office that will process it.

Elevators
Elevators may only be used by one person at a time and should only be used by people with reduced mobility or to transport heavy loads.

Ventilation systems
The ventilation systems are operated under special regulations.

All measures of the University of Mannheim aim at minimizing the risk of infection and stopping the further spread of the coronavirus. However, it is impossible to guarantee full protection. According to the latest scientific knowledge, the coronavirus is primarily transmitted through droplets. Airing generally reduces the risk of infection through aerosols and therefore plays a vital role in our concept to slow the spread of the coronavirus. For this reason, we recommend to air rooms frequently with as much fresh outdoor air as possible.

At the University of Mannheim, all commonly used rooms and offices can at least be aired by manually opening the windows. Larger rooms with a possible seating capacity of more than 50 persons are usually equipped with a ventilation system. When using such large rooms, ventilation systems (RLT systems) are absolutely necessary from a hygiene and energetic point of view to fulfill the legal requirements.

RLT systems ensure a high level of safety, because they purify the incoming air from outside with filters to separate small particles. As a result, the secure supply of purified air in an RLT system dilutes possible contaminations and lowers the number of viruses in a room. Furthermore, special zones and pressure controls ensure that contaminants from outgoing air of a room cannot spread throughout the whole building. In addition, RLT systems can be operated in every weather condition.

Find more information on the RLT ventilation system on the intranet.

In order to minimize the risk of infection, the university management has instructed all superiors to make sure the adopted measures are implemented in their respective divisions and departments. Implementation of the measures must be documented. The form for risk assessment, which you can find on the intranet, is intended to be a checklist for superiors and is to support help them fulfill their responsibility in this regard.

The necessary measures that superiors need to implement before their employees return to the workplace include a safety training regarding the fundamentals of the hygiene policy. The safety training needs to take place on the employees’ first day back at their offices at the latest. Participation in the online safety training needs to be documented by means of a signature and needs to be forwarded to the superior. Please find the respective form on the intranet.

The SARS-Cov-2 occupational health and safety regulation of the federal government remains valid in an adapted version from 1 July until 10 September 2021. Working on campus remains limited to an operational minimum. This means that the employees of the university will continue to work from home except if urgent occupational reasons require them to work on campus. If you have to work on campus, you must adhere to the rule that offices may only be used by one person at a time. If you have to share an office due to urgent occupational reasons, you must keep the minimum distance. If this is not possible, other protective measures (such as protective barriers) must be in place. Otherwise you are obliged to wear a medical-grade face mask. It is not necessary to hand in an application for telework.

See Meetings for regulations for meetings, research meetings, committee meetings and similar gatherings.

Paid leave
In the few cases where working from home is not an option, we ask the responsible superiors to grant their employees a paid leave of absence for the period of emergency operations. The extent of the leave of absence must then be documented. For more information, please see the coronavirus topic page on the intranet.

Home office regulations
Due to the exceptional situation, working from home can be approved by your superior alone and, until further notice, does not need additional approval from the human resourcesdepartment. The approval of your superior may be recalled at any time.

Furthermore, employees need to be reachable when working from home.

New regulation for flexible working hours
Since the schools and kindergartens are mostly open at the moment, the regular flexible working hours from 6 a.m. until 8 p.m. apply as of 1 July 2021. In case you cannot stick to this time frame, for example due to a school closure, please reach out to the task force to find an individual solution.

Check e-mails several times a day
In this exceptional situation, it is crucial that we keep communicating with all our staff members. This also applies to those among you who are currently working at home or have taken leave of absence. This is the only way to ensure that important information and new necessary measures can be communicated to all employees in due time and can be followed accordingly. Therefore, all staff members are required to check their e-mails at least once, but preferably several times a day. They must also ensure that they can be reached by telephone during the usual office hours.

Taking home materials from your office
It is generally not possible to procure work equipment and material that will only be used by employees who work from home. Work equipment and materials may only be procured for the university’s “regular workplace operations” within the valid regulations.

However, employees can borrow work equipment from their university workplace that they need in order to work from home. This rule does not apply to furniture. The head of your institution decides if you are allowed to borrow equipment from your workplace. In case employees take work equipment home, the relevant head of the institution must ensure that this work equipment is returned to the university when this exceptional situation is over.

Furthermore, employees may borrow old work equipment from the university’s storeroom.

Documents containing personal data and original documents need to remain at the university. Please make sure to return any working materials to the university, once you come back after this crisis is behind us.

Vaccinations by the occupational medical service will be provisionally completed on 23 July 2021. For those interested in vaccination, there are now various easily accessible options in many places:

The state of Baden-Württemberg has set up a website on which it collects current vaccination campaigns in Baden-Württemberg (in German).

The vaccination centers in the Rhine-Neckar region offer first and second vaccinations – even without a prior appointment. You can find information about this here (in German).

Online contact tracing via “Checkin”
In order to trace possible routes of transmission, the University of Mannheim is obliged to collect contact information of all participants (students, teachers, guests etc.) in on-campus classes. This contact information must be stored for four weeks in case the health authorities inquires about it. By the beginning of the semester, we will implement the new digital application “Checkin” to collect contact information. This application will be used instead of or in addition to the paper forms that are currently used. You can find further information and the link to the application on the website of the University IT. Please do not hesitate to contact the IT support in case of questions or problems.

Paper forms for participants without mobile device
Participants without mobile device can still use a paper form and fill in their contact information. The forms will be available in the orange boxes in the lecture halls in due time. Additional copies are available at the Reception Desk at the main entrance of Schloss Ostflügel or on the intranet for printing. For all classes for which you booked a room via the GmbH, please submit the paper forms to the Reception Desk after the class has ended (please also refer to the PDF Handreichung Corona Präsenzveranstaltungen (Regulations for On-Campus Classes and Meetings in the Rooms of the University of Mannheim). In all other cases, please write down the data of all participants yourself and keep the respective data for four weeks.

Mandatory collection of telephone numbers 
Please note that it is no longer sufficient to only collect participants’ e-mail addresses during classes or advising appointments on campus. In order for the local health authority to be able to reach all individuals swiftly and reliably in cases of suspected infection, you are required to collect participants’ telephone number instead of their e-mail address and store it for four weeks.

For advising appointments, you can simply use the Typo3 plug-in for appointments that was designed and made available by the University IT. If you enable the option for collecting contact information for contact tracing in the plug-in, all data including the telephone number will automatically be stored for four weeks and then be deleted. You can find out how to access the stored data in the instructions for the appointment tool (only available in German).

For on-campus classes, the telephone number is collected automatically, because it is a mandatory field in the online form of “Checkin”.

Currently, on-campus teaching is possible on a limited basis. The conditions under which on-campus classes can take place are currently being worked out on the basis of the new coronavirus decree for higher education (Corona-Verordnung Studienbetrieb). If you have any questions regarding teaching, please contact Dr. Regine Zeller.

Currently, on-campus teaching is possible on a limited basis. The conditions under which on-campus classes can take place are currently being worked out on the basis of the new coronavirus decree for higher education (Corona-Verordnung Studienbetrieb). If you have any questions regarding teaching, please contact Dr. Regine Zeller.

On their website, the Department of Gender Equality and Social Diversity has compiled a number of useful links on various topics  – all of them are related to the issue of reconciling family and career or family and studies during the coronavirus crisis.

The flexible working hours remain unchanged until further notice so that employees can work between 5 a.m. until 10 p.m.

The requirement to avoid personal contact of the Corona-ARbSchV applies to all work events (including meetings). However, only events may take place that are of occupational necessity. Operational necessity is, for example, if a research meeting in person is deemed as important and necessary and cannot be replaced by an online meeting.

The operational necessity is checked and an event must be approved by

• the event organizer in case of max. 20 participants,
• the task force in case of 21 participants or more.

If an event is approved, the following requirements must be fulfilled:

• For events or meetings with six or more participants, a room must be booked in advance.
• The number of seats must comply with the coronavirus regulations.
• All participants must keep a distance of 1.5 to 2 meters at all times.
• All participants must wear a FFP2 or medical-grade face mask until they are seated.
• The room must be aired intensively and frequently.
• The event organizer must ensure contact tracing of all participants, for example with Checkin, the application for online attendance tracking, or a calendar entry in Outlook.

Please note: All rules also apply to individuals who were vaccinated, tested or recovered from COVID-19. The occupational health and safety regulation does not treat these individuals differently.

The university post office is open for you from 7 a.m. to noon. You do not need to make an appointment in advance.Please maintain the mandatory distance when picking up your mail and wait in front of the post office in case a colleague is already inside.

In the spring semester 2021, exams will be mainly held online. In-person exams scheduled for this semester will presumably take place as scheduled.

Should there be any short-term changes due to the new regulations, we will inform you directly via e-mail.

Private trips to risk areas
It is your private decision if you travel a risk area or a German hot sport in your private time. However, please note that you must comply with the prevailing regulations for mandatory testing and quarantine according to the decree of the Ministry of Social Affairs on quarantine measures for entering and returning to the Land of Baden-Württemberg in order to contain the spread of the SARS-CoV-2 virus (CoronaVO EQ) when you return to Baden-Württemberg from private trips. The relevant regulations are available here: www.baden-wuerttemberg.de/de/service/aktuelle-infos-zu-corona/verordnung-fuer-ein-und-rueckreisende/.

Please bear in mind that you have to check with your superior/s that not only your vacation/absence is approved but also the following absence due to the mandatory quarantine.

In this context, we would like to point out that we cannot grant you paid leave while you are in mandatory quarantine, since this absence is based on your private decision. For this reason, you have to check with your superior/s if you can take days of leave for the duration of the quarantine or if – for some or all of that time – you can work from home, use overtime hours, or if unpaid leave is an option. If the interests of the university generally allow that the days in quarantine can be taken off directly after the holiday, this period must be covered by one of the measures mentioned above or by a combination of these. Paid leave is not possible. In cases of doubt, please contact the head of Division V.

Please inform yourself about the development of the coronavirus pandemic in your destination and about possible travel restrictions before and during your private trip. Please also take note of the information from the Federal Foreign Office, the Robert Koch Institute and the Ministry of Social Affairs.

Should the coronavirus situation worsen during your private trip and the region or country that you are in is classified as a risk area after you arrive, you must observe the current regulations for entering and returning to Baden-Württemberg. Should you have questions regarding retuning to your workplace at the University of Mannheim, please contact the head of Division V (from home).

Since many schools/day care facilities are still closed or partially closed due to the coronavirus pandemic, affected parents should have the option to work from home in order to look after their children.

For the few cases where working from home is not an option, employees can use overtime hours or vacation days, where available. If not opposed by official reasons, superiors are to prioritize these requests and to meet the wishes of the employees. In particular cases of hardship (i.e. single parents without any help for child care) paid leave can be granted until further notice. Further information can be found in the intranet.

Due to the exceptional situation, working from home can be approved by your superior alone and, until further notice, does notneed additional approval from the human resources department. The approval of your superior may be recalled at any time. The flexible working hours remain unchanged until further notice and employees can work from 5 a.m. until 10 p.m. because of the partial closure of schools and day care facilities.

In case you need a certificate of indispensability (Unabkömmlichkeitsbescheinigung) from your employer so that your children can attend emergency child care, please have your supervisor send a formal request to your advisor in the Human Resources department. Your competent advisor in the Human Resources department will be happy to advise you on this topic.

Furthermore, employees need to be reachable when working from home.

Our guidelines for a fair interview process during the coronavirus pandemic are available on the intranet.

Up-to-date information on the opening of the library can be found on the website of the university library.

Especially cultural and sports events are subject to the current CoronaVO. Please note that you must comply with the communicated hygiene policy of the organizers and follow the general hygiene measures in the university buildings.

In order to trace possible routes of transmission, it is mandatory to collect contact information of all participants (students, teachers, guests etc.) in on-campus classes and events. This contact information must be stored for four weeks in case the health authorities inquires about it. So when you attend an event, please check in online through the digital application “Checkin” or fill out a paper form which is available in the respective lecture room.

The university buildings are closed until further notice. University members can still access the university buildings with their activated ecUM cards. Eexceptions are library visits, participating in on-campus exams or in approved events or business meetings.

Please note: Persons showing symptoms indicative of the coronavirus (fever, dry cough, impaired smelling or taste) are not allowed to enter the premises of the university.

Should you notice symptoms indicative of the coronavirus in yourself while on campus, please leave ongoing events and classes or stay at home until the symptoms have been checked by a doctor.