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Information for employees

 

 

Flexible work arrangements
For all LMU employees (professors as well as scientific and administrative staff), the following regulation applies to further enable a more flexible performance of work: superiors must organise work performance in their respective areas in such a way that risks of infection – for example, due to closeness, type and duration of cooperation – are excluded as far as possible. When organising workplaces at LMU, it must be ensured that a minimum distance of 1.5 m is maintained between two persons. Supervisors are called upon to enable their employees to perform their work as flexible as possible. Examples include making attendance more flexible through rotating teams and the extended use of home office. No special application to LMU is required in this regard, but we would ask you to report these measures to the relevant personnel officer in the central university administration. The respective supervisors will agree on suitable home office activities with the employees concerned or determine them. When organizing work performance, it must be ensured that operational safety and the maintenance of the technical infrastructure are guaranteed.

Suspected cases, returnees from abroad and risk groups
If a corona infection is suspected, all employees are requested to contact a physician or the on-call service of „Kassenärztlicher Bereitschaftsdienst“ (phone: 116 117) immediately by telephone, and discuss on how to proceed further. The same applies if you have or have had contact with a person infected with the corona virus. Sick persons, especially those with symptoms of respiratory disease or with unspecific general symptoms, are not allowed to enter the university buildings. The same applies to persons who have been in contact with persons with COVID-19 within the last 14 days (contact persons of cat. I and II)

In addition, the following requirements apply to all employees who have returned, within the last 14 days, from abroad or have had contact with persons who have been confirmed to be infected with COVID-19:

  • Employees who have had contact with a confirmed COVID-19 patient in the last 14 days will be treated as unfit for work (whether or not they exhibit symptoms of the disease) and will not be allowed to report to work for 14 days unless the presence of a coronavirus infection has been ruled out by the health authorities. They must report sick in the usual fashion, and immediately inform their local public health department for further instructions.
  • Employees who return from certain foreign countries must place themselves in domestic quarantine for 14 days after entering Bavaria. They are obliged to inform the responsible district administrative authority. Further information can be found in the „Einreisequarantäneverordnung". A current classification of risk areas can be found on the website of the RKI.

    Please note that in your own interest it is not advisable to travel to countries for which a travel warning with reference to the Coronavirus has been issued by the German Foreign Office or if quarantine is necessary according to the regulations of the EQV after returning to Germany. Although it is not possible to prohibit such travel, it is the opinion of the responsible state ministry that it is irresponsible. Paid leave of absence cannot be granted in the event of quarantine measures abroad or return travel difficulties in such cases.

  • Employees who show symptoms of illness (non-specific or respiratory problems) are not allowed to report to work for 14 days, unless the presence of a coronavirus infection has been ruled out by the health authorities. They must report sick in the usual fashion and contact a physician or the on-call service of „Kassenärztlicher Bereitschaftsdienst“ (phone: 116 117) immediately by telephone.
  • According to the RKI, contact is deemed to exist, for example, if there was cumulative face-to-face contact for at least 15 minutes, e.g. during a conversation, or if there was direct contact with secretions or body fluids (coughing, sneezing, kissing). You can find further examples on the RKI website. Merely indirect contacts (i.e. contact with a person who had contact with a returnee from a risk area, etc.) do not constitute "contact" in the sense of the above provisions. In cases of doubt, please contact the „Betriebsärztliche Dienst“ (LMU’s medical service). Furthermore, if you suspect a COVID-19 illness, you must contact a physician or the on-call service of „Kassenärztlicher Bereitschaftsdienst“ (phone: 116 117) immediately by telephone, and discuss the further procedure.
  • For employees for whom infection with the corona virus represents an increased health risk (e.g. due to a pre-existing condition such as leukaemia, diabetes, lung diseases), the necessary measures (e.g. no public access, no service centre, work in the home office, etc.) must be taken in consultation with the attending physician - if necessary with the involvement of the LMU medical service („Betriebsärztlicher Dienst“). A risk assessment must also be prepared before commencing work. If the measures deemed necessary by a doctor cannot be implemented, the doctor must decide whether the employee is fit for work. The employer must be notified immediately of any incapacity for work („Dienst-/Arbeitsunfähigkeit“) and proof of this must be provided by submitting a corresponding medical certificate of incapacity for work. In addition, there is always the possibility that holiday and overtime claims may be reduced.
 
Business trips
The spread of COVID-19 continues to lead to sometimes drastic restrictions on international air and travel, entry restrictions, quarantine measures and disruption of public life such as curfews in many countries. Changes to entry and quarantine regulations are sometimes made without prior notice and with immediate effect. LMU therefore recommends that business trips be avoided as far as possible and that video and telephone conferences be held whenever possible.

According to the Bavarian Ministry of Finance, business trips may only be approved if they are absolutely necessary. Business trips are absolutely necessary if they would otherwise cause damage or disadvantages that could only be remedied at disproportionate expense. The concrete circumstances of the compelling necessity must be documented on the permit when applying for a business trip.

Employees who show unspecific general symptoms or respiratory problems of any severity within 14 days of returning from a business trip are to be treated as unfit for duty and may therefore not appear on duty until the presence of a corona virus infection has been clarified. These employees are obliged to contact their family doctor or the medical on-call service (tel. 116 117) immediately by telephone.

If quarantine is ordered due to the Entry Quarantine Ordinance for business trip returnees, release from duty can only be granted to the extent that reasonable tasks cannot be performed in home office.

Please note that in the current situation, business trips should not be combined with private trips to countries for which a travel warning from the Federal Foreign Office with reference to Corona exists or to countries for which a 14-day quarantine is ordered on return to Germany on the basis of the Entry Quarantine Regulation. The time spent on official business must be significantly greater than the private time spent on such trips, as special regulations apply to private trips: If a private trip is booked and undertaken during the period of the travel warnings of the Federal Foreign Office with reference to Corona or the entry quarantine regulation with a quarantine order, this is to be regarded as irresponsible behaviour according to the specifications of the Bavarian Ministry of Finance. Exemptions from duty in the event of quarantine measures or return travel difficulties may not be granted in such cases.

 
Events and meetings at LMU
All events which are not directly work-related meetings (e.g. conferences, symposia, etc.) which require the personal presence of participants will be prohibited until further notice, regardless of the number of participants, and must therefore be cancelled immediately by the organising LMU institutions. The only exceptions to this rule are those events the realization of which is indispensable and cannot be postponed according to strict criteria, e.g. for legal reasons. For such events the Guidelines for the Implementation of the Bavarian Infection Control Measures Ordinance at Bavarian Universities (in German) in conjunction with the Supplementary Regulations of LMU (in German) apply analogously.
Sick persons, especially those with symptoms of respiratory disease or with unspecific general symptoms, are not allowed to participate in events. The same applies to persons who have been in contact with persons with COVID-19 within the last 14 days (contact persons of cat. I and II). In addition, all risk exclusion measures must be documented.
Furthermore, all members of LMU are strongly recommended to make prudent and restrained decisions regarding participation in events outside of LMU.

Further information for employees of LMU
If you have any questions regarding the performance of work or continued payment of wages, please contact your direct superior or your immediate supervisor, your faculty or department or the person responsible for you in the LMU Human Resources Department.

If you have any additional questions, please contact: gesundheit@lmu.de

What happens if my child cannot attend childcare or school because of the corona virus?

• If the child is confirmed to be ill with COVID-19, the above requirements for persons who have been in contact with a sick person must be observed. In case of any other illness of the child, the usual regulations apply (see more information in the Serviceportal - under work release due to illness of a child).

•Employees who must stay at home to care for their children due to the general closure of a child-care institution are granted home office or subsidiary leave of absence (with continued payment of wages) for the entire duration of the closure of schools (i.e. not during school holidays) and other care facilities. In contrast to home office, leave of absence can only be granted if the employee is otherwise unable to provide care despite having exhausted all possibilities. The need to take care of children needs to be laid out specifically, especially if children are older than 14. Employees are not permitted to bring children to the LMU. In any case, please inform your direct supervisor.

Please note that during the holidays, subsidiary leave of absence for childcare cannot be granted. In this case, overtime hours and/or vacation days must be brought in; alternatively, unpaid leave can be taken. In exceptional cases, paid leave of absence can only be granted if other childcare facilities (crèche, kindergarten, after-school care, day-care centre, etc.) are closed due to the pandemic. However, this only applies in the event of pandemic-related closure - if it would have been regularly closed anyway, then this possibility does not exist. This exception only applies to so-called institutionalised childcare facilities that are regularly and permanently attended outside the holidays (i.e. not for holiday care services, e.g. through sports clubs, circus workshops, municipal holiday programs and care provided by grandparents, relatives, friends).

The need for childcare must be specifically demonstrated and must be checked by the supervisor. For children over 14 years of age, the need for care must be specifically justified. Paid leave can only be granted by the personnel department.

These regulations also apply in case that school or child care is only offered in a limited fashion.

In case of an individual class or child-care facility closing due to a specific case of infection with Covid-19, leave of absence can be granted for up to 10 days if no other child care can be secured.

What happens if I have to care for a relative in need of care?

Home office and subsidiary release from work (with continued payment of wages) will in future also be granted if this is absolutely necessary to care for a relative in need of care and the care is not otherwise possible. The need for care must be specifically explained and examined. This applies in particular if the relatives are not cared for at home.

What happens if I am quarantined or cannot travel home?

• During quarantine in Germany, work must be performed in home office (provided that you are fit for duty or work). The respective supervisor will determine suitable activities with the affected persons. If no activities are conceivable to be performed from home, the persons concerned are released from performing their work. During the regular working hours, they must be available at all times for (possibly also partial) commencement of work. During this time, cases of sickness must be reported to the university.

• Employees under quarantine outside Germany (only if ordered by the security authorities in the sense of quarantine measures) are released from work with continued payment of their salary.

• If employees on vacation are affected by quarantine measures, the vacation is terminated from this point in time and "replaced" by a release from duty.

• Employees who are unable to return home from abroad due to other safety regulations, are released from work and continue to receive their salary. If the return journey is not possible for other reasons, further steps must be agreed with the Human Resources Department.

• If a trip for private purposes (vacation etc.) is planned or undertaken while travel warnings with respect to Corona by the Foreign Office are in effect or the „Einreisequarantäneverordnung“ stipulates quarantine upon return, this is deemed irresponsible behavior in accordance with the regulations by the responsible state ministry. Hence, leave of absence due to quarantine measures or difficulties in returning must not be granted in these cases.

Should I cancel an approved business trip?

Permits already granted for foreign trips that have not yet commenced are revoked until further notice. We urgently advise against business trips even within Germany.

If business trips that have already been booked have to be cancelled for reasons for which the business traveler is not responsible, the costs can be reimbursed (only the business part if a private trip is combined with a business trip). Please note that you are obliged to take all possible steps to keep the costs as low as possible (e.g. cancel in good time and not just before the trip is due to start).

Should I take out a travel cancellation insurance for a future business trip?

Unfortunately, we are not allowed to reimburse the costs of a travel cancellation insurance due to the regulations of the Bayerische Reisekostengesetz (Bavarian Travel Expenses Act). Moreover, such an insurance would normally only pay in the event of your own serious illness. Not insured are concerns about illness or travel to countries for which the Foreign Office has issued travel warnings. Many providers also rule out epidemic or pandemic scenarios. It is recommended to purchase fully flexible or cancelable tickets. The additional costs incurred can be claimed as part of the reimbursement of travel expenses. Please note on the travel expense report that the booking of the more expensive ticket was necessary due to the dynamic development of the spread of the corona virus.

What does an employee have to consider if he or she falls ill with COVID-19?

Sick employees regularly call in sick. The reason for an inability to work is a private matter, but the employer's duty of care may give rise to a claim to know whether someone is ill with COVID-19 in order to protect colleagues from infection. Please help to contain the spread of the virus if possible, and disclose any infection to your employer.

What happens to the workplace of an employee who is confirmed to be ill with COVID-19?

The workplace of the employee (office, workshop, etc.) must be closed immediately after knowledge of the confirmed illness, and further use is prohibited. This also applies to shared workplaces such as shared offices, etc. Before resuming use, surfaces must be cleaned with disinfectants. Please inform facility management in this case.

My key/transponder does not lock the front door to the building I work in. How can I get to my workplace?

Employees who do not have locking authorization for the front door of their office building can find the application procedure in the Serviceportal

We ask for your understanding that the processing may take some time and hope that in the meantime a practicable access to the workplace can still be guaranteed, e.g. by consultation with colleagues.

 

Are pregnant women forbidden to work?

According to the State Ministry of Labor and Social Affairs and the State Ministry of Science and the Arts pregnant women who carry out activities involving contact with other people are generally still forbidden to work ("Beschäftigungsverbot").

A pregnant woman can therefore only go to work if protective measures are taken to ensure that the pregnant woman is not exposed to a higher risk of infection in the workplace than the general population. To this end, it is mandatory to prepare a risk assessment for the pregnant woman's work at the workplace or to extend the existing risk assessment to include the risk of the corona virus. If you need advice, please contact the specialist responsible for occupational safety at the Stabsstelle Arbeitssicherheit und Nachhaltigkeit (Serviceportal/keyword “Arbeitssicherheit”) and the Betriebsärztliche Dienst (Serviceportal/keyword “Gesundheit am Arbeitsplatz”).


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