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. 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 employees below. Further general information can be found in further FAQ.

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 should I do if me or household members are quarantined? Do I get a salary in that time? What are the special features to be considered when I return from a risk area? Inhalt einblenden

What do I have to do?

Please report a specific illness or quarantine case to your supervisor and to the HR department as a representative of your employer by using the following form: https://www.uni-jena.de/kontaktformular_corona_sachverhalt. Please indicate whether the quarantine is related to the return from a risk area.

During the quarantine period, it`s not allowed to go to work or to enter the university premises. In accordance with the current Thuringian quarantine regulations violations can be punished with a fine of up to € 25,000.

Important: Special features when returning from a risk area

Will I still receive my salary during the quarantine period?

If you can also do your tasks from home in consultation with your supervisor, there will be no changes in the payment of wages. The rules for the provision of work apply without restriction. That means the expected work performance must also be fully performed when working from home. If it is only possible to work from home to a limited extent, the corresponding minus hours must be documented.

If it is not possible to complete tasks from home, compensation will be paid in accordance with § 56 Abs. 1 Infektionsschutzgesetz (IfSG). Your fee will continue to be paid. There is no legal entitlement to non-tariff continued payment. Subsequent corrections are made by the responsible salary office (offsetting of the remuneration paid with the compensation payment according to the IfSG). For the first six weeks, the compensation in the amount of the loss of earnings is paid out by the employer / offset against the remuneration already paid. From the 7th week the employer does not pay. In these cases, the employee  himself has to submit an application for compensation to the competent authority (Thuringian State Administration Office). The payment is then made by them in the amount of the sick pay according to § 47 Abs. 1 des Fünften Buches Sozialgesetzbuch, provided that the loss of earnings does not exceed the annual income limit applicable to statutory health insurance.

Important: Special features when returning from a risk area

Employees who intentionally travel to risk areas and are unable to perform their work as a result and who cannot work from home during the quarantine risk a financial loss for the period of the quarantine, as they may not be entitled to compensation. Due to the timing of the salary payment, the normal salary will initially continue to be paid, without this giving rise to a legal claim to continued payment of the salary outside the collective bargaining agreement. If the competent authority denies a claim to compensation, the pay office will reclaim the remuneration, which is already paid. The employer will clarify whether there is a right to compensation or not.

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

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Questions about the conclusion of employment contracts

6. How do you sign employment contracts, if there are no office hours until further notice? 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. What are the current regulations for home office? Inhalt einblenden

The university has switched to restricted presence operations. This means that home office is still possible in consultation with the supervisors, if they agree that work can be done from home without restriction. Those employees who cannot do their work in home office, or only to a limited extent, return to work. Working in the university has to be done in compliance with the hygiene rules (see hygiene framework plan). Regulations for the implementation of the teaching, which can still be offered digitally and for which only a limited presence is permitted, remain unaffected.

With the return to restricted presence operation, the rules for performing work such as “before Corona” will apply again from 5th July 2020. The expected work must be performed without restriction when working from home. At the request of the supervisor, the work has to be done in whole or in part in the department, if this is necessary and you do not belong to a risk group (FAQ No. 21).

The agreements on home office (timing, tasks, etc.) are made in consultation between superiors and employees. If home office is not related to a specific Corona issue (e.g. illness or quarantine case or lack of care options), information about the home office to the HR department is not required. Otherwise, please see the relevant FAQ.

Please do not bring your children with you to work. Access from the home office is only possible if the necessary care for children and relatives is ensured.

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, 174 kb]

https://www.hanfried.uni-jena.de/vhbmedia/datenschutz/datenschutzhinweis_webmeetings+allgemein.pdf [pdf 165KB] [pdf, 167 kb]

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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.

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.

12. Do I get any compensations as an employee, 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

Employees 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. Do I receive compensation as a civil servant, if I have to look after my children myself due to the closings of schools and day care centers under the"Infektionsschutzgesetz" and also cannot work in my home office? Inhalt einblenden

No compensation under the Infektionsschutzgesetz can be paid for civil servants. Under the following conditions, you can be granted exemption from service in accordance with § 60 Abs. 1 ThürBG in conjunction with § 28 ThürUrlVO with full continued payment of the salary of up to 34 working days, single-parent civil servants up to 68 working days:

  • Closure of schools or care facilities (also partially / on a daily basis) or entry ban as a result of the spread of Sars-CoV-2, whereby in the case of restricted regular operation and the associated changeover models, the restriction of access is considered to be closure,
  • Children affected by closure or entry ban and who are to be looked after by civil servants have not yet reached the age of twelve or are disabled and dependent on help and
  • Alternative care cannot be guaranteed without the exemption.

As far as teleworking or working from home or other forms of domestic work are available, these are to be used with priority. Flexitime credit is to be reduced with priority. Special leave previously granted for this reason in accordance with § 25 Abs. 2 Satz 2 ThürUrlVO is offset against the 34/68 working days.

If the weekly working time is spread over more or less than five days a week according to a previous agreement under service law, the number of days of leave increases or decreases accordingly.

The regulations also apply if facilities for the care and care of relatives (e.g. nursing homes) are affected by closings.

The extension of the exemption option to cases of the entry ban takes place retrospectively from 15th June 2020.

What should be considered when applying for a leave of absence?

The exemption from service must be submitted to the personnel department using the linked form. It also can be taken by single hours. The maximum number of hours is calculated as follows: average daily working time * 34/68 days. It is also possible to combine home office and hourly time off work so that there are no minus hours for a working day.

If you want to use the exemption option due to entry bans retrospectively, you can apply for this for the period from 15th June to 14th August 2020 using the form linked here.

14. How do I receive the compensation payment as a collective bargaining employee according to § 56 Abs. 1a IfSG? Inhalt einblenden

The regulations on compensation payments under § 56 Abs. 1a IfSG require a loss of earnings. This applies to employees in the event that unpaid leave is granted (time off according to § 29 Abs. 3 Satz 2 TV-L/ special leave according to § 28 TV-L).

If you are unable to fulfill your work obligation or not fully due to existing care obligations, please apply for an unpaid leave of absence from the HR department via your supervisor (for information). You can use this sample, which you can also send as a scanned-in email to your HR department.

Please coordinate the individual design of your leave of absence with your superior. The employees of the HR department are available to support you and your supervisor.

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

15. 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 subject to the conditions, the expected work performance as “before Corona” must also be performed without restriction when working from home. At the request of the supervisor, the work is to be performed in whole or in part in the department, if this is necessary and you do not belong to a risk group (FAQ No. 21).

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

By the return to limited presence operations on 5th July 2020 the rules for performing work such as “before Corona” are valid. If the organizational, spatial and social possibilities allow it, we expect that you will work on site again. Work at the university has to be done in compliance with the hygiene rules (hygiene framework plan [pdf, 374 kb]). Mobile work is possible in consultation with the supervisors, if they agree that work can be carried out from home without any restrictions. Employees with previous illnesses or who are responsible for custody can find more information in the FAQs for the current semester (www.uni-jena.de/Sommersemester2020). Regulations for the implementation of the teaching remain unaffected.

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.

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

The university has switched to restricted presence operations. This means that home office is still possible in consultation with the supervisors, if they agree that work can be done from home without any restrictions. Those employees who cannot, or only to a limited extent, do their work from home office, return to work. Work at the university is carried out in compliance with the hygiene rules (hygiene framework plan [pdf, 374 kb]). Regulations for the implementation of teaching, which can still be offered digitally and for which presence is only permitted to a limited extent, remain unaffected.

By the return to limited presence operations on 5th July 2020 the rules for performing work such as “before Corona” are valid. If the organizational, spatial and social possibilities allow it, we expect that you will work on site again. At the request of the supervisor, the work must be carried out in full or in part in the office, if this is necessary and you do not belong to a risk group (FAQ No. 21).

18. 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

The university has switched to restricted presence operations. This means that home office is still possible in consultation with the supervisors, if they agree that work can be done from home without any restrictions. Those employees who cannot, or only to a limited extent, do their work from home office, return to work. Work at the university is carried out in compliance with the hygiene rules (hygiene framework plan [pdf, 374 kb]). Regulations for the implementation of teaching, which can still be offered digitally and for which presence is only permitted to a limited extent, remain unaffected.

By the return to limited presence operations on 5th July 2020 the rules for performing work such as “before Corona” are valid. If the organizational, spatial and social possibilities allow it, we expect that you will work on site again. At the request of the supervisor, the work must be carried out in full or in part in the office, if this is necessary and you do not belong to a risk group (FAQ No. 21).

19. 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 such tasks are to be performed in presence for which presence is absolutely necessary. Even if the hygienic regulations are observed, it should be avoided that "public traffic" takes place in the buildings. Face-to-face teaching in small groups is therefore not permitted if it can be carried out virtually.

FAQ No. 17 applies to all other areas accordingly.

20. 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

Employees are entitled to three days of paid leave for each child (younger than 12 years). On the other hand, civil servants can - regardless of the number of children they care for - be granted three days of special leave with continued payments.

Then start working on extra hours and any remaining vacation from previous years. Annual leave that has been approved or provided for in the vacation schedule must be taken.

Please also note the regulations in FAQ No. 11 to 14.

If you are a teacher, teaching has to be given priority over other service tasks.

The university has switched to restricted presence operations. This means that home office is still possible in consultation with the supervisors, if they agree that work can be done from home without any restrictions. Those employees who cannot, or only to a limited extent, do their work from home office, return to work. Work at the university is carried out in compliance with the hygiene rules (hygiene framework plan [pdf, 374 kb]). Regulations for the implementation of teaching, which can still be offered digitally and for which presence is only permitted to a limited extent, remain unaffected.

By the return to limited presence operations on 5th July 2020 the rules for performing work such as “before Corona” are valid. If the organizational, spatial and social possibilities allow it, we expect that you will work on site again. At the request of the supervisor, the work must be carried out in full or in part in the office, if this is necessary and you do not belong to a risk group (FAQ No. 21).

The agreements on home office (timing, tasks, etc.) are made in consultation between superiors and employees. If home office is not related to a specific corona issue (e.g. illness or quarantine case or lack of care options), information about the home office to the HR department is not required. Otherwise, please see the relevant FAQ.

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

21. 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. Employees from other risk groups should coordinate the workplace situation with occupational safety and, if necessary, the occupational health service and include Department 5 - Personnel in the result.

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.

22. 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. 21.

23. 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.

24. How can I have my child looked after? Inhalt einblenden

The following applies to KiTa care:

In Thuringia

The kindergartens in Thuringia are scheduled to reopen between May 18 and June 15, 2020 and operate with restricted regular operations. The responsibility for this lies with the municipalities and the providers. The time depends on the regional infection rate.

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

In Jena

Since June 2nd, 2020, the Jena day-care centers have been operating to a limited extent (this also applies to the day-care centers of the Thuringia Student Union). This means that all children can go back to daycare. In every day care center, a daily care time of at least 7 hours is guaranteed, for example from 8 a.m. to 3 p.m.

Day care is open again.

What does "limited regular operation" mean?

Because of the necessary infection control measures, kindergartens cannot work at full capacity. The full legal right to child day care cannot be guaranteed. As a rule, therefore, only limited care times and / or change models are offered. However, this depends on the respective conditions in the facilities themselves. If you have any questions, please contact your daycare provider or your facility.

Is there still emergency care at the kindergartens?

When a kindergarten switches to restricted regular operations, emergency care ends there. From then on, all children will go to kindergarten with equal rights.

Further information can be found on the website of the city of Jena: https://gesundheit.jena.de/de/coronavirus

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The following applies to school care:

In Thuringia

The time until the end of the school year will still be fully dominated by the pandemic. Health protection will continue to be extremely important. Classes are divided, risk groups have to be protected. There will therefore be no lessons like before the school closes. The schools will therefore have to reschedule a lot. Parents and pupils have to be prepared for the fact that there will continue to be a mix of face-to-face teaching in schools and distance teaching, i.e. learning at home.

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

In Jena

Since June 2nd, 2020, all students are to be included in the modified face-to-face lessons. How this actually works is decided by each school on its own responsibility, but in consultation with the city of Jena and taking into account the concept of the Ministry of Education.

Continued emergency care

Emergency care for the eligible pupils will continue to take place within the framework of the personnel and spatial capacities of the schools. The operation of the school will be restricted or suspended if the infection rate requires this.

Further information can be found on the website of the city of Jena: https://gesundheit.jena.de/de/coronavirus

Further information on the compatibility of home office and family can be found on the website of Personnel development at the University of Jena. 

25. I belong to the risk group and, for my protection, I do not want to take advantage of the childcare services 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 from home, then see FAQ No. 20.

You are a single parent, belong to the risk group and cannot work in the home office, then see FAQ No. 16.

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

Questions about vacation

26. 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

27. 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 18th July 2020, provided that the travel destination is not classified as a risk area (publication of the risk areas for SARS-CoV-2 by the RKI at https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete_neu.html). Travelers should nevertheless apply high standards to the necessity of a trip abroad, as changes to entry and exit regulations and options, especially for non-European travel destinations, as well as short-term restrictions on international travel, especially aviation, are possible at any time.

Requests for trips to the above Risk areas are rejected by default in the travel portal. Even trips to the affected regions that have already been approved are not permitted. The decisive factor here is always the location in the travel period.

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.

28. 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

28. 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).

29. 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

Since June 2nd, 2020 there is again a (limited) analogue sports program for the summer semester 2020. All information at: https://www.hochschulsport.uni-jena.de/sportprogramm

30.Which protective measures are recommended when working on site? Inhalt einblenden

When working on site, supervisors should ensure that sufficient first-aiders are always present on site, even during the limited presence operation. If necessary it can also be copied with first aiders from adjacent areas in an emergency.

For protective clothing and some materials such as Disinfectants, specific specifications were made in the corona pandemic. Please find out more about the contact persons, the order process and the cost unit via this link.

Employees who have physical contact with other people at the university should ensure that the premises are ventilated regularly and extensively to ensure hygiene and to reduce any pathogens that may be present in the air. It is also recommended that all employees document for themselves with whom they had professional contact, in particular whether there was personal contact at a distance of less than 1.5 meters for at least 15 minutes. This is necessary in order to be able to understand and interrupt the chain of infection as quickly as possible in the event of illness. Basically, where possible and useful, it should be used in discussions, meetings, etc. alternative forms of communication (e.g. telephone calls or video conferences) will continue to be given preference over presence. Regular hand washing and disinfection should also be ensured (see also information on disinfection by the RKI).

Since this special situation can also lead to psychological stress for employees (higher work intensity, conflicting contacts with university members, social distancing, etc.), managers should also sensitize themselves to these topics and signal their employees' willingness to talk to these and similar topics.

Employees in a risk group should also use FAQ No. 21.

Hinweis

Last update: 1st September 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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