INFORMATION FOR EMPLOYEES ON PROCEDURES AND PREVENTION CONCERNING CORONAVIRUS SARS-COV-2

The challenges of research, studying or working from home require teachers, students and employees of Leuphana to take a high degree of personal responsibility, prudence, flexibility and also creativity in reorganising their respective processes.

Our cooperation in research, studies and administration should continue to be characterized by trust and appreciation. Even if we no longer meet every day in person in the office, in a meeting or in a seminar room – and personal conversation at the doorstep is no longer the norm – we will need new forms to express our community.

What can you as a supervisor, employee, professor, lecturer or student do to maintain a good exchange with your colleagues and fellow students? What technical possibilities can you use with your colleagues to maintain a good level of communication and information even at a distance?

Distance and hygiene rules

  • Learn more

Presence on campus

  • Learn more

Work organisation and meetings

  • Learn more

Working time arrangements

  • Further Information

Equipment

  • Learn more

Library

  • Learn more

Screen sharing

  • Learn more

Chat Conferences

  • Learn more

University external services

  • Learn more

Business trips

  • Learn more

University sports

  • Learn more

International Office

  • More

Cultural tips for virtual collaboration

  • Learn more

Infection protection

  • How can I protect myself from infection?
  • Protective face masks
  • Disinfectants

Teaching

  • Learn more

Canteen

  • Learn more

Employees with dependent children or relatives

  • Learn more

Working from home

  • Learn more

Quarantine

  • Procedure in case of an official quarantine order

Public transport

  • Learn more

Personal behaviour in case of infection or suspected infection

  • Behaviour in case of symptoms of illness
  • Behaviour in case of confirmed infection
  • Behaviour in case of contact with persons with confirmed infections
  • Behaviour in case of previous stay in a risk area

Travelling

  • Reception of guests or visitors from risk areas
  • Risk areas
  • Travel to other areas
  • Reimbursements
  • Vacation

Implementation of courses and examination

  • Courses
  • Excursions
  • Examinations
  • Courses in the summer semester 2020

VPN

  • Learn more

Other tools

  • Learn more

Risk groups for a severe disease progression

  • Which groups of people have a higher risk for a severe disease progression, according to current knowledge?
  • Specific diseases and their assessment in connection with COVID 19
  • Occupational health procedure
  • What should people be aware of, who have a higher risk of severe disease progression? Measures:
  • Summary

Sync & Share

  • Learn more

Terminal server

  • Please note

Holiday

  • Learn more

Video and telephone conferences

  • Update (31 March) - Data Protection
  • Please note

Access to the university

  • Learn more

Meetings and conferences

  • Consent to the holding of events and conferences
  • Rules for holding events and conferences

Distance and hygiene rules

The Presidential Committee urges all members of the university to strictly adhere to the distance and hygiene rules communicated by the Robert Koch Institute, the further recommendations of the health authorities and the decrees of the Federal Government and the State Government on "social distance". The recommendations include a minimum distance of 2 metres to other people, regular ventilation (inrush airing) of rooms at intervals of at least 30 minutes and avoiding meetings in groups (especially in closed rooms). These rules also apply in particular when visiting the canteen (Mensa) or restaurants. Please keep the distance to other persons for your own protection as well as for the protection of others also when meeting outside.

Presence on campus

In order to protect the well-being of Leuphana University employees, work on university premises may only be performed to the extent that is absolutely necessary for the fulfilment of duties. Supervisors decide in their respective areas of responsibility which work must necessarily be carried out on site and which can also be carried out remotely, from home. Supervisors have to ensure that university operations are guaranteed to the necessary extent. In particular, all employees must be available via e-mail and telephone. The time frame of work performed at home as well as the tasks to be performed have to be coordinated with the supervisors. The heads of the university's departments and facilities are also requested to develop appropriate rosters for their respective areas.

Work organisation and meetings

Please find information on working from home, teaching, research and studying on Leuphana´s Corona information pages (www.leuphana.de/portale/coronavirus/coronavirus). Please set up the necessary technical environment to be able to work from home. Professors and lecturers will find advice on technical and didactic solutions for organising teaching. In addition, we will soon provide our professors and lecturers with more detailed information in separate information letters.
Please do not hold personal meetings on campus any more. Please use only your telephone or digital rooms (video conferences, telephone conferences) for meetings with several people. Initial information on technical solutions can also be found on the Internet at www.leuphana.de/portale/coronavirus/coronavirus/ortsunabhaengig-arbeiten. We will continuously update information. To relieve the networks, please also make use of the individual functions of your telephones at work or your mobile phones, which usually also allow conference calls between several participants.

Working time arrangements

On 24 June 2020, the Presidential Committee extended the currently valid regulations on working hours again until 30 August 2020. You can find the regulations here.

The regulations continue to take into account the individual personal and professional situation of employees, to meet the needs of the university and to make our contribution to a further reduction of infection numbers

  1. Supervisors are still required to support employees in creating opportunities for working from home. Leuphana's office space should only be used, if working separately in single offices is possible or after checking other precautionary measures under occupational safety provisions in consultation with the occupational safety officer. Special consideration must be given to employees who belong to a risk group and employees who depend on the use of public transport to get to work. For working from home, the service agreement on alternative work places continues to apply.
     
  2. Colleagues in the technical and administrative departments are kindly requested to record their working hours as usual using the electronic recording in the ADICOM system. Scientific staff and employees who are exempt from digital recording should please document their working hours in accordance with the provisions of the employment agreement on working hours in the scientific field. 
     
  3. Employees who have to look after their children up to the age of 12 or other persons in need of assistance due to the ongoing closure of care facilities such as kindergartens or schools, and who are therefore in need of more flexible working arrangements should continue to be able to work on the basis of trust-based working time at their specific request (see no. 5a of the regulations).

Equipment

The university administration requests all employees who work on a laptop to always take it home. This also applies to weekends and when taking a holiday. Working during the weekend or holidays is not expected. However, this is to ensure that in the event of a possible quarantine, work can be carried out from home and the functioning of Leuphana University Lüneburg can be guaranteed. The same applies to existing headsets and mobile phones.

Library

Most of the media stocks are available electronically and can be used conveniently from the home office via the VPN client of Leuphana:

www.leuphana.de/services/miz/literaturrecherche/digitale-bibliothek/corona-virus-erweitertes-angebot-zu-e-ressourcen.html.

To access electronic resources, select the "Online Research" group in the VPN client.

In case of access problems please contact ubinfo@leuphana.de.


Opening hours and access restrictions

Please refer to our website (https://www.leuphana.de/services/miz/ueber-das-miz/oeffnungszeiten-einschraenkungen.html) for the current opening hours. At the moment access to the temporary service counter in the library foyer is possible. The workstations in the reading room and library foyer, the PC pools and the printers, copiers and scanners are still not available.


Output of printed media

All members of the university (students and staff) can order further required literature via the e-mail address lieferdienste@leuphana.de. Please indicate the signatures and title of the desired media when ordering. Please note that only orders sent from Leuphana accounts will be processed.

In addition to providing printed books, we also scan articles and essays from media that cannot be borrowed. The scans are made available to you via the myShare platform. Please also send your order requests to lieferdienste@leuphana.de.

The provision of the printed media takes place at the service counter in the library foyer. The orders are available for collection for one week after the confirmation mail.
Return of printed media

To return borrowed media, please use the return machine in the library foyer during the opening hours of the service counter. Alternatively, you can return your books outside opening hours via the book boxes in the lecture hall corridor. Please note that the boxes are not emptied at weekends, so that a return cannot be guaranteed when the boxes are full.

In addition, media can be returned by post, please send the media to
Leuphana University Lüneburg
University Library - Service Counter
Universitätsallee 1
21335 Lüneburg

The chargeback is made after receipt.


Interlibrary loan

Unfortunately, the special conditions of the VG-Wort expired on 1 June 2020. All ordered essays and chapters must now be handed out in printed form again. Interlibrary loan orders are available during opening hours at the service counter in the library foyer. In addition, interlibrary loan orders will be charged again from 8 June onwards. For orders, please check your interlibrary loan account balance.

Please send any queries to fernleihe@leuphana.de.

Screen sharing

Users who work with an Apple desktop computer can access their work equipment in their home office with private hardware via screen sharing. Since this procedure has special security requirements, please contact the IT Service department, which will advise you on how to implement it.

Chat Conferences

RocketChat is an Instant Messenger comparable to WhatsApp or Slack, but is run locally at Leuphana University. You can share synchronous or asynchronous written conversations and files. Connected to RocketChat is Jitsi Meet, a tool for video chats and small video conferences.

University external services

Learn more

If you have symptoms or questions about your own health, you have several options of obtaining help:

  • call your family doctor or contact the non-emergency on-call service for medical assistance at 116 117 (nation-wide, 24/7)
  • call the citizens’ hotline of the Hanseatic City of Lüneburg at 04131 309 – 3100 daily from 8am-6pm
  • call the citizens’ hotline of the district of Lüneburg at 04131 26 – 1000 daily from 8am-6pm

The Robert Koch Institute (RKI) continuously monitors the situation, assesses the risk to the population in Germany and answers frequently asked questions: www.rki.de/SharedDocs/FAQ/NCOV2019/FAQ_Liste.html

The RKI also offers a risk assessment of events: www.bmi.bund.de/SharedDocs/artikel/handlungsempfehlungen-corona-rki.html

The Federal Centre for Health Education (BZgA) offers leaflets on important hygiene measures in German and English for downloading and printing in DIN A4 and DIN A3 format: www.bzga.de

Current information on coronavirus in Lower Saxony can be found on the website of the Lower Saxony Ministry of Social Affairs, Health and Equality (MSGG): www.niedersachsen.de/Coronavirus

The Lower Saxony State Health Office also maintains a telephone hotline for questions about coronavirus at 0511-4505555 (Mondays to Thursdays from 8am-12 noon and 1pm-4pm and Fridays from 8am-12 noon).

The Federal Foreign Office provides up-to-date information for travellers.

Business trips

The German government has lifted the worldwide travel warning at least for the 26 member states of the European Union, for Schengen-associated states (Switzerland, Liechtenstein, Iceland and Norway), and for the United Kingdom as of 15 June and replaced it with individual travel advice.

Business trips to those countries for which neither a travel warning from the Federal Foreign Office nor an entry ban has been issued will be permitted again from 15 June 2020 until further notice. If required, please apply for your business trips by means of the approval procedures known to you.

Nevertheless, against the background of the ongoing corona pandemic, the Presidential Committee continues to recommend that you travel only to the extent absolutely necessary.

University sports

Studio 21 is again open for training. Hygiene and distance rules must be observed.

In addition, various sports courses are offered online via Live-Zoom Meetings. These include dancing, yoga or functional training. Homefit is still offered regularly.

  • HomeFit
  • Sports courses via Zoom
  • Reopening of Studio 21

 

International Office

The International Office will remain closed to the public until further notice owing to the COVID-19 pandemic. However, all colleagues are available for information and advice by e-mail or telephone. If necessary, a personal consultation is also possible following prior arrangement by e-mail or telephone. More information: www.leuphana.de/services/io.html

Cultural tips for virtual collaboration

We would like to give you a few suggestions for cooperation on a cultural level in geographically separated teams:

  • Have confidence in the motivation and self-management skills of your colleagues.
  • Have patience and forbearance in dealing with possibly unfamiliar technology.
  • Create a good measure of commitment and flexibility.

This can mean in concrete terms:

  • Arrange "virtual presence times" together, but also absences and unavailabilities and clarify how these are to be communicated within the team.
  • Especially for managers: Be "present" - in the form of telephone calls, e-mails, video conferences.
  • Take advantage of the opportunity to keep a shared calendar - so that everyone can see at a glance who is available for work.
  • Even if the mail is written quickly: Talk more on the phone or on the screen and write less - not only can details be clarified more quickly, but you also stay in more personal contact.
  • Look for regular appointments with all your colleagues to meet in a telephone or video conference: A video conference once a week, for example, ensures that you meet at least virtually at regular intervals.
  • In addition, set core hours for communication with each other.
  • A short greeting through the open door, a question asked to a colleague over the desk - these informal interactions are very valuable in everyday life. RocketChat is ideal for transferring them to mobile working at a distance. Various channels can be used to organize topics. For example, planned absences can be communicated directly within the team.
  • Make binding rules on responsibilities for new tasks during this time: Who sets up collaboration tools such as calendars or video conferences, if necessary?
  • Discuss with each other which activities are suitable for the home office and stay in touch - especially for managers: Don't leave your employees alone.
  • Communicate transparently, both internally and externally, how your team is currently organized and when employees are available.
  • If necessary, regulate the offer of telephone consultation hours in the team and ensure availability for internal and external inquiries.
  • Also use the time to experiment with the technical possibilities, allow yourself to make mistakes and learn together.
  • Take good care of yourself and each other in social isolation. Therefore, use a small time block in the video conferences to do a short "check-in" with the employees, a sentence about what the mood is like right now or what the employees are currently occupied with.

    And last but not least: Feel free to make use of our internal consulting services for technical as well as organizational matters:

 

Infection protection

How can I protect myself from infection?

The most important measures to prevent infection are the hygiene measures recommended by the Robert Koch Institute. These include above all

  • regular hand washing (with soap, at least 20 seconds, also between the fingers)
  • adherence to the coughing behaviour (coughing/sneezing in a paper handkerchief that is to be disposed of immediately afterwards, if not in the crook of your arm)
  • keeping a distance of at least 1-2m from coughing or sneezing persons
  • refraining from shaking hands in greeting.

Protective face masks

The Robert Koch Institute (RKI) now recommends the “precautionary“ wearing of protective face masks in public, even if a person does not have symptoms. Already before a person knows that he or she is infected, they can be contagious. The RKI continues to emphasise that simple protective face masks may not protect the wearer from infection. Different types of masks offer different levels of protection. The RKI strongly indicates that wearing protective face masks should under no circumstances result in disregarding the general hygiene rules, such as frequent hand washing or a safe distance from other people.

Disinfectants

Health authorities do not recommend the use of disinfectants outside a professional medical context because of the risk of improper use. As a consequence, they do not have the desired effect and give people a false sense of security. Instead, frequent and thorough hand washing is recommended as the preferred alternative.

You may of course use private disinfectants that you have brought to your workplace. In principle, however, appropriate products should be reserved for those institutions, especially in the health care sector, which need them urgently.

 

Teaching

The current situation, prompted by the corona control provisions, also poses a great challenge for teachers at Leuphana. Please refer to the website of the Teaching Service for information on service and support offers for teachers in order to keep up teaching in the best possible way. A lot of helpful information, instructions, and examples of online learning platforms, tools and the production of videos are already available in the Support & Tools section.

In addition, the Teaching Service together with the Methods and Information Centre (MIZ) is currently working intensively on compiling information, instructions and support services for teachers in order to maintain teaching activities despite the Corona situation.

Please click here for a range of alternative ways of conducting online teaching.

Canteen

From Monday, 29 June 2020, the canteen will open again. Payment is only possible without cash with the LeuphanaCard/Guest Card. Seats in the cafeteria will remain blocked, all food is take-away only.

Employees with dependent children or relatives

If you are able to fully perform your work but require greater flexibility in organising your working hours, you have the option of applying to human resources for trust-based working time in consultation with your supervisor. You will then be exempt from recording your working hours via the time tracking system and informally record the hours you have worked.

If you are not able to fully perform your work because you have to care for your children or other relatives in the current situation, you can seek individual advice from human resources. The staff council and the family service are also available for personal consultations.

Especially if you have care obligations towards close relatives who belong to a so-called high-risk group (chronically ill persons, persons with a weakened immune system, patients undergoing chemotherapy, etc.), we recommend that you consult the attending physicians of the person you care for. On the basis of appropriate medical recommendations, the department (human resources or professorial service) will be happy to assist you in developing an agreement on temporary solutions that take into account your special domestic situation and the special health needs of your relatives from a so-called high-risk group.

In all cases in which your employment situation deviates from the previous conditions, please document this situation and the consent of your supervisor in writing.

For further information and specific regulations in individual cases, please refer to the employment regulations passed between the university administration and the staff council on 29 April 2020.

Working from home

All employees whose presence is not required for performing their tasks should work from home. Especially those employees, who are particularly at risk when contracting coronavirus due to pre-existing illnesses or special health restrictions according to the risk groups of the RKI (www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogruppen), or due to corresponding medical recommendations, should work from home.

Quarantine

Procedure in case of an official quarantine order

The local health authority issues quarantine orders. If you or members of your household receive such an order, please forward a copy of it to human resources or the professorial service and follow the instructions of the public health authority. Your salary will continue to be paid up to a maximum period of 6 weeks. For this purpose, an official order of quarantine must be submitted so that the claims can be checked and implemented.

Public transport

The Presidential Committee recommends that all employees avoid public transport. Alternatively, please use your car, your bicycle or walk. If you live outside Lüneburg and do not have a car, please contact your supervisor and, if possible, arrange working from home.

Personal behaviour in case of infection or suspected infection

Behaviour in case of symptoms of illness

In spring, waves of flu-like infections are common. Please stay at home if you develop symptoms of a flu-like infection and report sick to your direct supervisor and to human resources.

In case of fever, coughing, shortness of breath or other acute respiratory symptoms, you should first call your doctor or the non-emergency on-call service at 116 117 (nation-wide, 24/7) for medical assistance. You should also avoid unnecessary contact, stay at home if possible and observe the code of conduct for proper coughing and sneezing as well as good hand hygiene.

After completing an online questionnaire of the Charité - Universitätsmedizin Berlin, you will receive guidance and information about your personal situation at covapp.charite.de.

 

Behaviour in case of confirmed infection

Please follow the instructions of the health authorities or the recommendations of your doctor. Please do not come to the university. Please report sick to human resources and inform your direct supervisor. The general regulations of service and employment law apply to the continuation of your salary in case of illness.

In addition, please also inform the Occupational Safety Department and contact Mr. Jörg Seeba and Ms. Antje Dietrich.

Behaviour in case of contact with persons with confirmed infections

Please contact the responsible public health authority immediately and regardless of symptoms if you had personal contact (independent of travel) with a person who was identified by a laboratory as having the SARS-CoV-2 virus. Please observe the code of conduct for proper coughing and sneezing and good hand hygiene. Please do not enter the university, and follow the instructions of the public health authority. Please contact human resources and inform your direct supervisor.

Please also make sure to inform the Occupational Safety Department and contact Mr. Jörg Seeba and Ms. Antje Dietrich.

Behaviour in case of previous stay in a risk area

Please stay at home and avoid unnecessary contact if you have stayed in a risk area or particularly affected area designated by the Robert Koch Institute in the past 14 days. Please observe the rules for proper coughing and sneezing and good hand hygiene. Please do not come to the university. Please contact your direct superior to discuss any regulations you may have regarding working in the home office.

Travelling

Reception of guests or visitors from risk areas

If you are expecting visitors, guests or international students from risk areas or particularly affected areas, please contact the university management. Guests and visitors of the University who have stayed in a risk area or a particularly affected area as defined by the Robert Koch Institute are not allowed to enter the University until further notice. Please ask guests and visitors who have stayed in a risk area or particularly affected area, who show signs of illness or who have had contact with a person in whom the novel coronavirus has been detected to refrain from visiting the university and, if necessary, to seek medical advice.

Definition of risk areas: www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete

Further behavioral advice: www.rki.de/SharedDocs/FAQ/NCOV2019/FAQ_Liste

 

Risk areas

Since 10 April 2020, the Robert Koch Institute has no longer identified any international risk areas or particularly affected areas in Germany.

 

Travel to other areas

The university management asks all university members to check whether travel is currently mandatory. If they are not absolutely necessary, it is generally recommended until further notice to refrain from travelling and to replace travel with, for example, a telephone or video conference. Information on video conferencing at Leuphana can be found at www.leuphana.de/services/miz/service-support/videouebertragung.html.

The university management also asks all members of the university who are planning a trip in the near future to regularly check the website of the Federal Foreign Office for information on travel and safety instructions for the destination country of the trip, to keep up to date and to follow the instructions there:

Travel and safety information: www.auswaertiges-amt.de/de/ReiseUndSicherheit/reise-und-sicherheitshinweise

Information for travellers on the coronavirus: www.auswaertiges-amt.de/de/ReiseUndSicherheit/-/2296762

Travel warnings: www.auswaertiges-amt.de/de/ReiseUndSicherheit/10.2.8Reisewarnungen

 

Reimbursements

If you are unable or unwilling to take an already approved business trip due to a possible risk of SARS-CoV-2 (e.g. cancellation of a conference, meeting, etc.), but costs have been incurred, such as the purchase of a non-cancellable flight or train ticket or non-cancellable hotel expenses, please submit a travel expense report to the travel expense center in the Finance Department as usual. Please note on the statement that the business trip was cancelled and unavoidable cancellation fees were incurred.

Cancellation costs incurred are to be borne by the respective organizational unit. In the case of third-party-funded projects, the Finance Department will check whether the costs can be reimbursed by the respective third-party funders.

Vacation

All employees of the Leuphana University of Lüneburg who are planning a holiday trip in the near future are requested to regularly check the website of the German Foreign Office for travel and security information for the destination country, to keep up to date and to follow the instructions there:

www.auswaertiges-amt.de/de/ReiseUndSicherheit/reise-und-sicherheitshinweise

A leave that has already been approved can generally be cancelled in consultation with the direct superior. In this case, please inform the personnel service.

Implementation of courses and examination

Courses

Courses currently take place in the normal course of study and teaching until further notice. This applies to courses and block courses as well as to courses in university sports.

Excursions

The organisation of excursions is generally at the discretion of the organisers. If an excursion leads to a risk area or a particularly affected area according to the instructions of the Robert Koch Institute, the excursion must be cancelled.

Examinations

At present, the university management assumes that examinations, internships or the like will take place, unless the health authorities issue instructions to the contrary. Please observe the general rules of hygiene and conduct. The university management will inform you immediately if anything changes in this situation.

Should individual tests fail in the course of further development, the university shall ensure that suitable solutions are sought that take account of the special situation. The University relies on your understanding and flexibility in this process. How a solution might look like (new dates, different type of examination, postponement of submission deadlines, etc.) is the responsibility of the respective examination boards and examiners.

 

Courses in the summer semester 2020

The university management currently still assumes that the summer semester 2020 courses can take place as planned. Should this situation change, we will inform you immediately. As a precautionary measure, we are preparing - as far as technically possible and available - options for online courses. We will inform you separately about this if necessary.

VPN

A VPN connection allows your computer encrypted access to the Leuphana university network. Your computer only needs to have access to the Internet at home. With the help of a VPN tunnel, university members can access resources (e.g. terminal server, file server, e-books, e-journals etc.) from anywhere – which would otherwise only be available within the campus network.

You can also contact the IT Service by e-mail (it-service@leuphana.de).

Risk groups for a severe disease progression

Which groups of people have a higher risk for a severe disease progression, according to current knowledge?

The risk of a serious illness increases steadily with age from 50 to 60 years. Older people in particular can fall seriously ill after an infection (immune senescence). 87 % of those who died in Germany from COVID-19 were 70 years old or older.

In older people with pre-existing underlying diseases, the risk of a severe disease progression is higher than if only one factor (age or underlying disease) is present; if several underlying diseases are present (multimorbidity), the risk is likely to be higher than if only one underlying disease is present.

It is not yet sufficiently known which combination of risk factors with other (life) circumstances represents a particularly high risk of severe disease progression for COVID-19

The following groups of people show an increased risk of a severe disease progression.

  • Smokers
  • Very obese people
  • People with certain pre-existing conditions of the cardiovascular system (e.g. coronary heart disease and high blood pressure)
  • Chronic lung diseases (e.g. COPD)
  • Chronic liver diseases
  • Patients with diabetes mellitus
  • Patients with cancer
  • Patients with a weakened immune system (e.g. due to a disease associated with an immunodeficiency or through the regular intake of drugs that can influence and reduce the immune defence, such as cortisone)

Specific diseases and their assessment in connection with COVID 19

Various underlying diseases such as cardiovascular diseases, diabetes, diseases of the respiratory system, of liver and kidney, and forms of cancer appear to increase the risk of serious disease progression regardless of age:

  • Asthma
  • Rheumatism
  • High blood pressure
  • Diabetes mellitus

Occupational health procedure

The classification of whether a risk area with at least a medium exposure risk is given, is to be determined on the basis of risk assessment. In accordance with the STOP principle - substitution, technical, organisational and personal measures - it must first be checked whether the risk can be reduced by changing work processes or by eliminating hazardous activities (substitution, relocation, teleworking), or by technical (e.g. plexiglass panes), organisational (e.g. shift work) or personal measures (e.g. personal protective equipment), so that the workplace can be classified as "low exposure risk". For adequate measures, we refer to the corresponding fact sheets of the Unter-AG (AG Fachinformationsdienste, specialist information service, FID) "Technical, organisational and personal protective measures". Should measures prove not to be possible or effective, the personal risk must be examined (see below).

The employer, doctors and safety specialists are responsible for risk assessment and thus also for determining the risk of infection.

Medium exposure risk: Medium exposure risk workplaces include workplaces requiring frequent and/or close contact with people (i.e. within a radius of less than 1.5 metres), who may be infected with SARS-CoV-2 but who are undiagnosed (e.g. in schools, in working environments with a high density of people and in some high-volume retail outlets).

What should people be aware of, who have a higher risk of severe disease progression? Measures:

It is particularly important to reduce the risk of infection as much as possible, for example by general rules of behaviour (washing hands, keeping distance from people with the disease) and other contact reduction measures (described in detail in Reference 2: COVID-19: Options for contact reduction measures in areas where there is a high incidence of cases)

Active information seeking about the disease pattern is also important as it can help in the early self-recognition of symptoms.

Patients should contact their doctor or counselling services by telephone as soon as possible:

  • Advice regarding individual measures
  • Advice regarding laboratory diagnostic of COVID-19

Should cases of COVID-19 become known in the immediate vicinity (e.g. at home or at work), this should also be reported accordingly in order to accelerate targeted diagnostic measures.

Summary

There is no obligation for the employer to ask about illnesses of employees.

However, if they become aware that an employee belongs to a risk group, they have to reduce the risks by technical or organisational measures - duty of care.

Sync & Share

The Sync&Share service in the Academic Cloud is ideal for collaborative work on documents. You can even edit documents synchronously in your browser (similar to Google Docs) and integrate their directories in the Academic Cloud into your file system.

Terminal server

Persons who have previously worked with domain registration under Windows can use any hardware in their home office to access a largely familiar work environment via a terminal server. The terminal server provides a desktop that contains essential user-specific resources such as the personal mailbox in Thunderbird, the personal home drive, and bookmarks/favorites. You have access to standard applications such as Microsoft Office or Internet browsers. Special terminal servers have been set up for some areas or departments, which also allow access to department-specific applications such as HIS SOS / HIS POS etc. The use of a terminal server requires the local installation of the Microsoft Remote Desktop, a Leuphana account and a VPN connection.

Please note that the terminal server can't be used for video conferences.

Setup of the terminal server access

The remote desktop client and the required RDP configuration are delivered to the respective departments. The coordination takes place via the respective department heads, deans or institute management and the MIZ.

If you have any questions regarding the terminal server, please contact the IT-Service (it-service@leuphana.de)

Please note

The IT service is currently only available to users from the home office by e-mail from your Leuphana e-mail address. The necessary measures are currently being examined to ensure that the service can be reached by telephone. Further information is available here.

Holiday

Holiday leave applied for can be taken back informally. This is subject to prior consultation with the respective supervisor. Vacation days not taken will be added to your holiday entitlement.

Video and telephone conferences

With GoToMeeting you can start video and telephone conferences with up to 250 participants. In the next few days the service will be rolled out for Leuphana across the board. Currently you can set up a fully functional test account on the GoToMeeting website and test the tool for 14 days to familiarise yourself with the technology.

https://www.gotomeeting.com/

Set up a conference room

After setting up a test account, you can independently set up various persistent or time-controlled conference rooms.

Conference call

For a meeting / conference a telephone dial-in is always possible via a German dial-in number and an access code, in order for you to use a conference room for telephone conferences. Please note that you must first start the meeting online before the participants can join by telephone.

Update (31 March) - Data Protection

To ensure that your personal data is protected in the best possible way, we have configured ZOOM in all functional areas so that only a minimum of data is transmitted and stored. All default settings are selected to give users the best possible control over the disclosure of data. An overview of the corresponding configurations can be found here.

Please note

In addition to the GoToMeeting service, we also aim to provide ZOOM, but are still in coordination with the provider.

Access to the university

Learn more

The university continues to operate during the corona crisis. However, the Central Campus and the Campus Rotes Feld are currently only open to university employees, service providers commissioned by the university and visitors with explicit appointments. The university is currently closed to external visitors and guests without explicit appointment arrangements.

Meetings and conferences

Consent to the holding of events and conferences

If you are planning to hold an event or conference at the university in the near future, please be sure to contact the Occupational Safety Department (Mr. Seeba) (arbeitssicherheit@leuphana.de).

All courses planned at the university in the near future are examined on a case-by-case basis. The Occupational Safety Unit has prepared a list of questions for this purpose, in order to prepare risk assessments in consultation with the company physician for events

a) with more than 100 participants,

b) with external international participants; or

c) where the interactions between the participants are close (e.g. dance, martial arts events etc.).

The Occupational Safety Division will coordinate these risk assessments with the Health Department on the basis of the recommendations of the Robert Koch Institute so that a decision can be made on this basis as to whether individual events can take place or have to be cancelled.

If you are planning events that meet one or more of the above criteria and are to take place before the start of the spring semester, please inform the Occupational Safety Department (arbeitssicherheit@leuphana.de) of the contact person, date and location of the event.

Please note: The cancellation of events can have contractual consequences with regard to external partners / suppliers. If there is a need for clarification regarding contracts, please contact the university's legal office.

Rules for holding events and conferences

The following recommendations apply to the implementation of courses at the university until further notice on the basis of corresponding instructions from the Robert Koch Institute:

  • Please ensure that seminar and meeting rooms are well ventilated by shock ventilation.
  • Inform seminar and event participants orally or by projection of the most important hygiene tips (www.infektionsschutz.de/mediathek/infografiken.html#c9302) about the general measures for infection protection such as hand hygiene, keeping distance or cough and cold hygiene.
  • Recommend that people with acute respiratory symptoms refrain from participating.
  • Avoid close spatial interaction between the participants.

We will continue to closely monitor the existing recommendations for the implementation of events and will inform you in the event of a change in assessment.