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Information for all employees and teaching staff about mandatory 3G proof checks when entering the university

2021-11-25

Dear Professors, Scientific, Technical and Administrative Staff, Visiting Scientists, SHK, WHK and Lecturers,
Dear colleagues,

The Bundestag and Bundesrat have decided by amending the Infection Protection Act that, with immediate effect and initially until March 19, 2022, employees may only enter their workplaces if they have been vaccinated, recovered or tested. All employees must carry a recognized vaccination, convalescent or test certificate with them, keep it available for inspection or have it on file with their employer (Section 28b (1) IfSG). Employers are obliged to carry out daily checks of these proofs and to document the performance of these checks (Section 28b (3) IfSG). Violations of the proof, control and documentation obligations can be punished by the authorities with fines.

For Leuphana University of Lüneburg, with an open campus without a central gate, with over 20 buildings and several dozen building entrances and access points to the campus, the implementation of these legal requirements is naturally not easy. Against this background, after extensive coordination between the Presidential Board, the Staff Council and the management of the relevant departments, I would like to inform you about the following regulations for the implementation of 3G verification checks at Leuphana University of Lüneburg, which are now mandatory for all persons employed at the University:

1) All persons employed at or by Leuphana University of Lüneburg - i.e. all professors, civil servants, employees covered by collective bargaining agreements, student and research assistants, visiting scientists and lecturers - are only allowed to enter the campus and the buildings of the university from now on if you are vaccinated, recovered or tested. You are required to carry and have available for inspection proof of vaccination, recovery, or testing. Proof of testing must be issued by a certified testing agency; self-tests and even college-supervised self-tests are currently not (or no longer) sufficient. A certified rapid test must be no more than 24 hours old, a PCR test no more than 48 hours old.

2) All persons employed at Leuphana University Lüneburg are obliged to ensure that the university has a daily updated 3G proof as soon as they enter the university. Depending on your 3G status, different regulations apply for vaccinated, recovered or tested persons:
(a) If you are vaccinated, you have the option to present your vaccination certificate to the University only once; as it stands today, the vaccination certificate is valid for 12 months.
(b) If you are convalescent, you also have the option to present your convalescent certificate to the University only once. However, the convalescent certificate is only valid for a maximum of six months. After the expiration of this period, you are required to submit a 3G certificate to the University again.
(c) If you are tested but not vaccinated or recovered, you must present your test certificate to the University on a daily basis. Please note that you may submit a daily test certificate even if you are vaccinated or recovered and do not wish to disclose your vaccinated or recovered status to the University.

3) In order to ensure systematic and privacy-compliant documentation of the proof tests, you can choose between two different ways to present the respective 3G proof:

OPTION A: If you wish to submit your 3G verification DIGITAL, please email your immunization, convalescent, or testing verification to our Human Resources Department. Human Resources will document the check of your proof for a maximum period of six months to provide proof of checks to the authorities. The mail containing the verification will be deleted immediately thereafter; there will be no permanent storage of the verification.

Please send your vaccination, recovery or test certificate to the following mail addresses:
- If you are a professor, civil servant, or visiting scholar: 3G-Beamte@leuphana.de,
- If you are a salaried employee: 3G-Beschaeftigte@leuphana.de
- If you are a SHK or WHK: 3G-SHK@leuphana.de
- If you are an adjunct professor: 3G-Lehrbeauftragte@leuphana.de
OPTION B: If you do NOT want to present your 3G proof DIGITALLY, we ask you to present your vaccination, convalescent or test proof in person between 8 am and 4 pm at the control station in the container between building 9 and lecture hall 1. There, our service provider SecuNord will personally check your 3G proof and provide documentation of the check to the University's Human Resources Department.

4) In order to ensure a principally complete control, all supervisors have the right and are obliged to additionally check the 3G status of the employees assigned to their department on a random basis. The following principles apply:
- the deans are responsible for the 3G status of the professors in their faculty,
- the heads of institutes and professors are responsible for the 3G status of the employees assigned to their institute or professorship, including SHK/WHK,
- the heads of departments and facilities are responsible for the 3G status of the employees assigned to their department or area of responsibility, including SHK/WHK,
- the module leaders are responsible for the 3G status of the lecturers assigned to their modules.

5) The University continues to provide two free self-tests to all employees. However, the University currently no longer recognizes self-tests - including college-supervised self-tests - as proof of 3G. Also, an in-service statement is no longer recognized as 3G evidence.

6) On the university side, documentation of checks of 3G evidence for all employees is known only to Human Resources and the respective supervisors. Please be sure to note: Other persons beyond the supervisors, including immediate colleagues, are NOT authorized to view the documentation of 3G proof checks. The principle of data minimization applies.

7) If employees of the university cannot or do not want to provide 3G proof, you are not allowed to enter the university as a place of work. In this context, for the sake of completeness, I would like to point out that false information about 3G proof can have serious consequences under employment or service law.

8) Please also inform student assistants in your area about the regulations if they do not or do not yet have a Leuphana work e-mail address.

You may also continue to visit our Corona web pages at any time for information on the applicable pandemic-related employment or service regulations and all other University regulations regarding the handling of the Corona pandemic: www.leuphana.de/portale/coronavirus/beschaeftigte.

In addition, detailed information from the Federal Ministry of Labor and Social Affairs regarding the Infection Protection Act and the Corona Occupational Health and Safety Ordinance can be found at www.bmas.de/DE/Corona/Fragen-und-Antworten/Fragen-und-Antworten-ASVO/faq-corona-asvo.html#doc89168596-e024-487b-980f-e8d076006499bodyText3.

With best regards
Christian Brei
Executive Vice President