Coronavirus: FAQ

Answers to the most frequently asked questions for staff

News for employees on the corona virus

Symbolbild Virus Foto: photo5963_fotolia - Fotolia

Due to the current situation, there will be no office hours until further notice. The main university building is closed. Please direct any inquiries to the responsible processor by phone or email. Until further notice, contracts are concluded by sending the relevant documents by post. Please support us by sending the completed documents back to us. The changeover also means that longer lead times, particularly for hiring and continued employment, will be necessary, since the postal route must also be planned. For this we ask for attention and understanding. Thank you very much!

For further information regarding your employment, please refer to the FAQ for staff and teachers below. Further general information can be found in the gerneral university's FAQ, which is updated daily.

Questions about behavior in the event of illness

1. How do I behave in the case of illness? Inhalt einblenden

In case of illness - especially when displaying flu-like symptoms such as cough, pain when breathing, and fever - we ask you to stay at home. In this case, you should immediately phone a doctor to clarify the further procedure.

Emergency service for patients with statutory health insurance: +49 116 117

Fever clinic Jena: +49 3641 49 33 33

If you also want to inform the HR department as a representative of your employer about a specific issue (case of illness or quarantine or lack of care options), please use this form: https://www.uni-jena.de/kontaktformular_corona_sachverhalt.

For general inquiries and requests for additional information, please use this form: https://www.uni-jena.de/kontaktformular_corona_information.

2. What do I do, if me or a member of my household is quarantined? Inhalt einblenden

Quarantine orders are issued by the local health department. If you have received such an order, please forward a copy of it to your supervisor and follow the health department’s orders.

Please coordinate this directly with your supervisor. In the detailed regulations on absenteeism, cases 0 to 5, information to the HR department is necessary. In all other cases, the responsibility is up to the management of the facilities by themselves. There is no need to report this to the personnel department.

For general inquiries and requests for additional information, please use this form: https://www.uni-jena.de/kontaktformular_corona_information.

 

3. How do I report a corona situation (e.g. quarantine) to the HR department as an employee? Inhalt einblenden

If you want to inform the HR department as a representative of your employer about a specific issue (case of illness or quarantine or lack of care options), please use this form: https://www.uni-jena.de/kontaktformular_corona_sachverhalt.

4. How can I send general inquiries to the HR department or request information? Inhalt einblenden

For general inquiries and requests for additional information, please use this form: https://www.uni-jena.de/kontaktformular_corona_information.

Questions about dealing with absenteeism

5. What rules have to be observed when dealing with absenteeism resulting from the corona pandemic? Inhalt einblenden

Please coordinate your absenteeism directly with your supervisor. In the detailed regulations on absenteeism, cases 0 to 5, information to the HR department is necessary. In all other cases, the responsibility is up to the management of the facilities themselves. There is no need to report this to the personnel department.

Questions about the conclusion of employment contracts

6. How do you sign employment contracts, if there are no office hours until further notice or if the main university building is closed? Inhalt einblenden

As of now, contracts will generally be concluded by sending the relevant documents to HR so that direct contact between you and the employees in the HR department is avoided.

You will receive more detailed information in advance by email. Therefore, please check your email account regularly.

Questions about home office

7. All employees are encouraged to work in home office. What do I have to consider? Inhalt einblenden

All employees do their work from home office. Only persons, who have to be present for tasks related to the maintenance of the emergency operation, work in the university to the necessary extent for this purpose. In addition, home office is also open to them.

Home office is generously defined, including home training and advanced education activities. This also applies to employees in non-IT-supported areas. The daily nominal working time is taken into calculation. All employees in the home office must be available for the superior at short notice during the regular working hours (e.g. via telephone or mobile phone) and should be ready for a call-up.

The agreements on home office (time, tasks, etc.) are made in consultation between superiors and employees. As far as home office is not connected to a specific corona situation (e.g. illness or quarantine or lack of care options), information about home office to the personnel department is not required. Otherwise please see the corresponding FAQ.

Please do not take your children to your workplace. A call-up from home office is not possible unless the appropriate care for children and relatives is ensured.

Detailed regulations on absences from work can be found in the administration manual HanFRIED.

For further questions and messages please contact the Human Resources Department: https://www.uni-jena.de/kontaktformular_corona_informationde

8. How can I work from home? How do I set up my home office workplace? Inhalt einblenden

If you work from home occasionally (alternating telework) and already have a workplace set there, all is prepared so that you can start.

Employees, who use a laptop as a working device, can also work mobile or at home.

You can also use your private computer and work from home via an Internet browser. You can access your work emails via the following link. The cloud server of the University of Jena is available here. Further information on the use of private end devices in home office can be found here.

If you want to know how to access the University's network via VPN, please see here. If you have further questions, please contact the University Computer Centrede.

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If you work from home, please use email for communication. A call diversion of your business telephone connection is only possible to an external landline number - not to a mobile telephone number.

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You can use the Microsoft Office software as an employee of the core university (not the clinic) at home on up to 5 private devices. Information can be found here: Microsoft-Produkte (section b).

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Video conferencing is excellent for sharing across geographical distances. The easy-to-use and reliable DFNConf service is available to you at all times. There you can set up ad hoc conferences and invite participants who can simply click into the discussion via the web browser, an app or by dialing in via phone. A short overview offers Flyer des DFN.

The multimedia center also offers special video conference rooms and support, information about this can be found here: DFNConf-Unterstützung im MMZ

If you want to start your web meeting immediately on your own device, you can use this link to go directly to DFNConf: DFNConf

The Zoom video conferencing service has recently become available to you. To use it, you must first register by using this link: https://servicedesk.uni-jena.de/servicedesk/customer/portal/121/create/664

Please note that a high volume of registrations can delay the establishment of your access. Instructions for registering and using Zoom for the first time can be found via the following link: https://wiki.uni-jena.de/display/URZ010SD/Zoom+Beantragung

Zoom is provided centrally by the university and is the preferred solution of the Digitization Task Force for interactive web conferences, e.g. for exchange in work groups, seminars or exercises. You can also easily invite external guests to your meetings.

In addition to Zoom, the video conference service CiscoWebex will also be available shortly. It is particularly well suited for use in courses with over 100 people.

The university data center has preconfigured both services with a view to data protection. In addition, you must include a link to the data protection information created by the Legal Office in the invitation of the participants to your online event:

https://www.hanfried.uni-jena.de/vhbmedia/datenschutz/datenschutzhinweis_webmeetings+zoom.pdf [pdf 172KB] [pdf 172KB]

https://www.hanfried.uni-jena.de/vhbmedia/datenschutz/datenschutzhinweis_webmeetings+allgemein.pdf [pdf 165KB] [pdf 165KB]

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Chatting is a convenient way to share information on the web. There is also a dedicated chat server at the University of Jena, through which communication takes place securely. Chat clients can be downloaded and installed for free, there is a description here: https://wiki.uni-jena.de/display/URZ010SD/Chatten+mit+Jabber

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Please note that telework is subject to the same labour regulations (planned working hours, maximum working hours, and break times) as work in the office.

The framework and core working time of flexitime arrangements can be generously extended in all cases where this is functionally justifiable. Furthermore, employees are free to perform their work on all working days (and thus also on Saturdays).

Further details can be found on the website of the Division for Human Resources (German only).

9. What support offers are there for "working and training in the home office"? Inhalt einblenden

On the website www.uni-jena.de/Personalentwicklung you will find a wide range of information and advice among to the topics:

  • work organization in home office
  • trainings in home office
  • management of teams in home office
  • ergonomic design of home office workplaces
  • active break design in home office
  • compatibility of home office and family
10. Who should I inform, if I want to work from home? Inhalt einblenden

Please discuss this directly with your supervisor. Only in the cases 0 to 5 regulated here (German only) is it necessary to inform the Human Resources (HR) Department. In all other cases the responsibility lies with the heads of the facilities themselves and you do not need to report to the HR Department.

11. How do I behave correctly, if I am currently unable or only partially able to fulfill my work obligations - also in home office? Inhalt einblenden

In individual coordination with your supervisor, you can use the following options to relieve yourself of your work obligations:

  • reduction of your flextime credit,
  • hoarding of a flexitime minus to an extent coordinated with the superior,
  • use of annual leave in coordination with the superior,
  • Application for special leave instead of annual special payment or instead of future basic salary (https://finanzen.thueringen.de/themen/oeffentlicher-dienst/arbeitszeitmodelle/sonderurlaub/),
  • unpaid leave/ special leave beyond three days in accordance with § 29 Abs. 3 Satz 1 TV-L oder § 25 Abs. 2 Satz 2 ThürUrlVO.

These instruments are generally available to all employees - including those who are not entitled to compensation under section 56 IfSG (e.g. older children, loss of public transport connections, school holidays, etc.). For applications for unpaid leave/ unpaid special leave within the scope of your duty of care and, in principle, for special leave instead of annual special payment, we recognize the official interest in this context.

If you cannot or do not want to agree childcare / nursing tasks and required work duties - also in the home office - you are free to:

Per child under 12 years/ in the case of relatives requiring care:

  • 3 days paid leave (if not used yet)
  • form: https://www.uni-jena.de/kontaktformular_corona_sachverhalt
  • The FAQ "Do I get any compensations, if I have to look after my children by myself due to the closings of schools and day care centers under the "Infektionsschutzgesetz" and also cannot work in my home office?" holds more information for parents who have to look after their children due to the closure of schools and daycare centers and who cannot work in their home office.

Please note that the unpaid exemption may not be implemented in the next remuneration or salary statement in a timely manner, so that the retention does not take place until a subsequent month. Please take this into account in your financial planning.

A form is currently being drawn up, which you can use to contact the HR department as soon as possible on this special matter. In the meantime, please contact the HR department for urgent inquiries using this form: https://www.uni-jena.de/kontaktformular_corona_information.

12. Do I get any compensations, if I have to look after my children by myself due to the closings of schools and day care centers under the"Infektionsschutzgesetz" and also cannot work in my home office? Inhalt einblenden

Anyone who has to look after his children during the pandemic because day care centers, school and after-school care centers have been closed by the responsible authority, cannot have his children in need of other care and therefore cannot work temporarily, is generally entitled to compensation for his loss of earnings of § 56 Abs. 1a Infektionsschutzgesetz. This benefit is paid out by the employer, who in turn can claim reimbursement from the responsible body.

Who is eligible?

  • Employed custodians of children up to the age of 12
  • Guardians of children with disabilities, who need help and for whom day care is no longer guaranteed.

How much is the compensation?

If the requirements are met, children up to the age of 12 will be compensated for loss of earnings in the amount of 67% of the net wage, up to a maximum of EUR 2,016.00 per month from March 30, 2020. This benefit is limited to a maximum of six weeks.

Under what conditions is the compensation paid?

  • The prerequisite is that those affected cannot provide any other reasonable care (e.g. from the other parent or emergency care in the facilities).
  • highly risked people do not have to take care of the child or children. That applies e.g. B. for older people, such as grandparents, and for people who have previous health problems.
  • Another prerequisite for compensation is that all other options for staying away from the job temporarily while getting paid have been exhausted. This includes the reduction of time credits and vacation entitlements. Claims for short-time work benefits always take precedence over the compensation claim.
  • Working in the home office must also not be possible or unreasonable.

At what times does this new regulation not apply?

The regulation does not apply to times when the facility would be closed anyway due to the school holidays and is limited to the end of 2020. If custodians or the child to be cared for is on sick leave during school or childcare facilities, no compensation will be paid for this time.

Please note that the unpaid exemption may not be implemented in the next remuneration or salary statement in a timely manner, so that the retention does not take place until a subsequent month. Please take this into account in your financial planning.

A form is currently being drawn up, which you can use to contact the HR department as soon as possible on this special matter. In the meantime, please contact the HR department for urgent inquiries using this form: https://www.uni-jena.de/kontaktformular_corona_information.

13. My workplace is basically not suitable for home office. Can I now been used unreservedly at the office by my supervisor? Inhalt einblenden

The work duties are to be performed on site again, but only in compliance with the currently applicable hygiene rules (see Hygiene-Rahmenplan). If necessary, regulations can be made by the supervisor in order to stagger the attendances or otherwise regulate them. Shift work in the evenings and over the weekend is voluntary, even if it is not common in "normal operation".

If the entire working time target cannot be ensured on site with tasks under the conditions, home office (e.g. further training) remains possible in a broader configuration. The daily working time target is considered to be fulfilled.

14. My workplace is basically not suitable for home offices and I have childcare obligations. How can this conflict be resolved? Inhalt einblenden

By shifting working hours (for example, if child care is provided by partners) work on site can still be made possible. Shift work in the evenings and over the weekend is voluntary, even if it is not common in "normal operation". They are not connected to the granting of surcharges if they are based on an accommodation of the employer, because the work cannot be performed at the usual times because of the care tasks.

Supervisors and employee have to work together to make working possible for employees with childcare responsibilities. The home office regulations are initially still open to this group of people in a broader interpretation, possibly in the interests of the company.

15. As a supervisor, it is my goal that all employees are 100% on site again. What is to be considered? Inhalt einblenden

Even if emergency operation is gradually reduced, home office remains the first choice. Tasks that cannot be carried out in home office, only with difficulty or with restrictions, can be carried out at the on-site office in compliance with the hygienic requirements (see Hygiene-Rahmenplan). This also serves to protect employees who have to carry out their work on site. Teaching is only to be carried out virtually, if being present is not absolutely necessary.

16. I am an employee and would like to be able to work at my workplace in the university again. What is to be considered? Inhalt einblenden

Even if emergency operation is gradually reduced, home office remains the first choice. Tasks that are difficult or impossible to perform in home office or that can only be carried out with restrictions can be carried out at the on-site office in compliance with the hygienic requirements (see Hygiene-Rahmenplan). This also serves to protect employees who have to carry out their work on site.

17. In my working area (as an employee or supervisor) there are tasks that could be performed on site very well, even if the hygiene guidelines are observed. What is to be considered? Inhalt einblenden

In teaching, only those tasks must be performed in presence for which a presence is absolutely necessary. Even if the hygienic regulations are observed, it should be avoided that "public traffic" takes place in the buildings. Classroom teaching in small groups is therefore not permitted if it can be practiced virtually. For all other areas, FAQ No. 15 applies accordingly.

18. My workplace is suitable for home office and I also mainly work in my home office. But I also have childcare obligations and therefore I cannot perform the tasks now required, or not in full, in addition to childcare. What is to be considered? Inhalt einblenden

You are entitled to three days off work per child (younger than 12 years). Afterwards, start with extra hours and any remaining vacation from previous years. Approved annual leave or vacation leave provided for in the vacation plan has to be taken. As a single parent, use emergency care or other available care options (Thuringia, other federal states, please check local regulations).

If you are a teacher, the teaching must be given priority over other duties.

The home office regulations are initially still open to this group of people in a broader interpretation, possibly in the interests of the company.

If you have any questions, please contact the HR department by using this form: https://www.uni-jena.de/kontaktformular_corona_information.

19. I am an employee in the risk group. How do I behave correctly? Inhalt einblenden

The University of Jena follows the risk assessment of the RKI (https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogruppen.html).

The FSU Jena does not make an age-dependent differentiation. For all other risk groups, presence is not possible against the will of the employees. Membership in a risk group must be documented by a medical certificate.

If you have any questions, please contact the HR department by using this form: https://www.uni-jena.de/kontaktformular_corona_information.

20. I am disabled. What does that mean for me at work? Inhalt einblenden

If the disability leads to an increased risk of infection, see FAQ No. 19.

21. I am pregnant. How do I behave correctly? Inhalt einblenden

The University of Jena follows the risk assessment of the RKI (https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogruppen.html).

If there are no indications of an increased risk in the event of a serious illness, the general requirements for occupational safety during pregnancy do apply. The attending gynecologist should carry out an individual risk assessment.

22. I am a single parent. CAN I have my child looked after? Inhalt einblenden

Only kindergarten and school children up to grade 6 are looked after.

Since 27th April 2020 this support (in Thuringia) has also been available to single parents, if it can be credibly assured that there is no other childcare option. Please inquire about regulations in other federal states, if childcare is not provided in Thuringia. Please apply for emergency care at the appropriate care facility.

Please inform yourself about the currently applicable regulations under https://bildung.thueringen.de/ministerium/coronavirus/#c16468 or at the offices responsible for your place of residence outside Thuringia, as these are subject to frequent changes or extensions.

23. I am a single parent. DO I HAVE TO have my child looked after? Inhalt einblenden

Only kindergarten and school children up to grade 6 are looked after.

If it is guaranteed that you can achieve your daily working time target from the home office or another individual agreement is made with your direct superior, there is no need for emergency care. However, single parents are entitled to use emergency care. Compensation lines according to the IfSG are not entitled to persons entitled to emergency care unless there is no space available despite the application for emergency care.

24. I am a single parent and would therefore be entitled to emergency care. As I belong to a risk group, I do not want to take advantage of this offer for my protection and continue to look after my child at home. How do I behave correctly? Inhalt einblenden

You are a single parent, belong to the risk group and can work in your home office, then see FAQ No. 18.

You are a single parent, belong to the risk group and cannot work in your home office, then see FAQ No. 14.

If you have any questions, please contact the HR department by using this form: https://www.uni-jena.de/kontaktformular_corona_information.

25. I am a lecturer at the University of Jena. Am I entitled to emergency care for my child / children? Inhalt einblenden

According to the Thuringian Ministry of Education, Youth and Sports (https://bildung.thueringen.de/fileadmin/2020/2020-05-18_Notbetreuung_Kita_ausfuehrende_Hinweise.pdf), parents who work as educational staff at a university (group B) can now also take advantage of emergency care. The prerequisite for this is that face-to-face teaching or digital presence teaching must be practiced. That means it must be used in face-to-face or digital teaching at fixed times or in supervision. Only kindergarten and school children up to grade 6 are looked after.

To prove the prerequisite, an employer certificate is created by the department of human resources and made available as a scan by email. It entitles to emergency care if both custodians belong to group B. For the issue, please contact your contact person in the department of human resources.

26. I am not a teacher at the University of Jena and I am not a single parent. Am I still entitled to emergency care? Inhalt einblenden

In this case, according to the Thuringian Ministry of Education, Youth and Sports (https://bildung.thueringen.de/fileadmin/2020/2020-05-18_Notbetreuung_Kita_ausfuehrende_Hinweise.pdf), you are currently only entitled to emergency care if you are a member of the crisis team. They also belong to group B.

To prove the prerequisite, an employer certificate is created by the department of human resources and made available as a scan by email. It entitles to emergency care if both custodians belong to group B. For the issue, please contact your contact person in the department of human resources.

Questions about vacation

27. What is the dealing with the vacation in this year? Inhalt einblenden

As usual, annual leave must be fully planned and used. The remaining leave of the previous year has to be taken, according to the tariff regulations, until 30th September. The previous statutory and collective bargaining provisions apply unchanged, so that a maximum of 10 vacation days (additional collective bargaining leave beyond the statutory minimum leave) can be carried over to 2021.

Questions about business trips

28. What are the current provisions regarding business trips? Inhalt einblenden

If you are currently planning a business trip, please check whether it is imperative and cannot be delayed, and if possible, prefer alternative forms of communication (video conference etc.). If you still have to travel, you should always prefer to cancellable bookings of travel funds. If possible, participation fees for congresses etc. should also be able to be canceled. If this is not possible, short-term bookings are preferred.

Please inform yourself before starting the trip about the current situation in the travel area (e.g. travel warnings from the Federal Foreign Office, risk warnings from the Robert Koch Institute) and the consequences of the trip when you return to Thuringia or Jena (possibly quarantine and other obligations according to the applicable regulations of the state and general decrees of the city of Jena).

Please do not make any bookings or reservations that will result in costs before the final approval of your business trip application, as these are non-refundable if the business travel application is being rejected.

Domestic business trips within the Federal Republic of Germany can be carried out again under the mentioned general conditions.

International business trips can be carried out again from the date of travel 18th July 2020 under the mentioned general conditions. Here, travelers should apply particularly high standards to the necessity, since, according to the current status, a two-week quarantine must be observed after returning to Thuringia/ Jena.

International business trips up to 17th July 2020 are currently still not approved. Initially, they are routinely rejected in the travel portal of the university. Even trips that have already been approved in the affected regions may not be started.

For business trips abroad, please contact the University Medical Center at the Universitätsklinikum for travel medical advice on vaccinations, protective measures and behavior (betriebsarzt@med.uni-jena.de, Sekretariat 03641 9-398101). In this case, the superiors are obliged to take appropriate precautions for the travelers.

29. What can I do if I have already booked my business trip? Inhalt einblenden

Please check whether you can cancel your trip. Deutsche Bahn is offering a full refund to travellers who have booked travels to risk areas or whose event was cancelled due to the coronavirus.

If a cancellation is not possible:

In general, any costs already accrued in the planning of a trip can be regularly claimed in the QISRKA portal—provided that the cancellation is not due to the traveller and that there is an approved business trip request in the travel management system. Please attach correspondence and notes proving that you tried to cancel the bookings made until then.

Other questions

30. What provisions apply to visitors from abroad? Inhalt einblenden

If you have any questions about the arrival or stay of guests from abroad, please contact your host department or the visiting department in the international office ( Gastwissenschaftler/innen).

Doctoral students / visiting doctoral students should contact the Graduate Academy ( Graduierten-Akademie).

31. What offers will university sports provide for employees in the summer semester 2020? Inhalt einblenden

New format of active breaks: Unisport has adapted its active break offer (PausenExpress) specifically for this exceptional semester. It is open to everyone, free of charge and not restricted to shared offices. Our trainers are active several times a week at fixed times via Zoom and bring more momentum, movement and relaxation into your own four walls or the office! All information at: https://www.hochschulsportbuchung.uni-jena.de/angebote/aktueller_zeitraum/_PausenExpress_-_digital4all.html

Hinweis

Last update: 25th May 2020, 12:00

Please check our blog for up-to-date news and information.

You are also welcome to contact us directly. We strive for a prompt answer.

Contact

Dezernat 5 - department for human resources
Universitätshauptgebäude, Raum 1.50
Fürstengraben 1
07743 Jena
Telefon
+49 3641 9-415000
Fax
+49 3641 9-415002
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