Information for employees

Last update: 17 January 2022

Flexible work arrangements

For all employees (professors and employees of the scientific and scientific-supporting staff) of the LMU, the following regulation for the performance of work applies until March 19th, 2022:

In the case of office work or comparable activities, employees shall be offered the opportunity to perform these activities in their homes if there are no compelling operational reasons to the contrary. The employees must accept this offer if there are no reasons to the contrary. These may be, for example, insufficient spatial and technical conditions in the employee's home. It is sufficient for the employee to inform his/her supervisor informally that his/her personal circumstances do not permit home office.

Supervisors shall coordinate or determine suitable home office activities with the employees concerned. When organizing work performance, it must be ensured that operational safety and the maintenance of the technical infrastructure are guaranteed.

Implentation of the 3G rule for employees

Employees must carry proof of vaccination or convalescence or a current certificate of a negative Corona test (rapid antigen test,max. 24 hours old) when entering the university. The employer must check whether employees comply with the 3G obligation and document these checks. At LMU, the heads of the departments (deans, heads of departments and staff units) are responsible for organizing the checks in their areas of responsibility. The control can be delegated to suitable employees of the department.

It is sufficient to "check off" the first and last name of the employee on a list if the respective proof has been provided by the employee. In the case of vaccinated persons, the existence of valid proof only has to be recorded and documented once. The same applies in principle to recovered persons. In this case, however, it must also be ensured that when the convalescent status expires before March 19, 2022, the respective persons must either submit proof of vaccination once or proof of testing every working day. Therefore, it is advisable to additionally document the expiration date of convalescent certificates.

The focus of the checks should be on the validity of the test certificates. For those who have not been vaccinated or have not recovered, daily verification of their negative test status is a prerequisite for access to the workplace.

Institutions are responsible for deciding whether to offer supervised self-testing to employees who need proof of testing. Guidance on supervised self-testing can be found in the "Regulations for the Administration of Corona Self-Tests at LMU". The sample available in the service portal is to be used for the test certificate.

Information on Covid selftests

Until March 19, 2022, two free self-tests will be offered weekly to employees in attendance. The procurement is carried out centrally by the Office of Occupational Safety and Sustainability.

For further information, please refer to the "Regulations for the implementation of Corona self-tests at LMU".

Measures to reduce contact

Supervisors shall take appropriate technical and organizational measures to reduce operationally necessary interpersonal contact. This includes e,g, keeping minimum social distance at the work place (if possible) and reducing the number of people per room and in-person meetings.

Face masks - Mask-wearing compulsory at LMU

In all LMU buildings and there in all areas, students and visitors are required to wear an FFP2 mask.

LMU employees and persons visiting the LMU in the course of their professional practice are also permitted to wear a medical face mask (surgical mask). However, if there is an increased risk of infection due to the activity (e.g. when working together on equipment), an FFP2 mask must be worn. This must be determined as part of a risk assessment. The responsible occupational safety specialist[PK1] from the Occupational Safety and Sustainability staff unit will provide support in this regard. The obligation to wear a mask also applies to events in open areas of the LMU.

The mask obligation does not apply

  • at fixed sitting, standing or working places, as long as a minimum distance of 1.5 m to other persons is reliably maintained,
  • for personnel, insofar as reliable protection against infection is ensured in cashier and counter areas by means of Plexiglas protective walls or comparable partitions,

Masks for employees and for practical events are procured centrally by the Occupational Safety and Sustainability Unit.

Masks must not be worn during open handling of hazardous, bioactive and radioactive substances. However, respiratory protection must still be used for special activities that require it.FFP2 masks without an exhalation valve may be worn for a maximum of 75 min at a time (up to 110 min for light, predominantly sedentary work). Thereafter, a break of 30 min is to be provided for each time the mask is worn.

Employees who have to wear an FFP2 mask for longer than 75 or 110 min per working day during the Corona pandemic due to their work must be offered an occupational medical check-up by their supervisors at the occupational medical service (Betriebsärztlicher Dienst).

The occupational medical check-up includes a medical consultation in conjunction with a medical history. If the occupational medical service (Betriebsärztlicher Dienst) considers an additional physical and/or clinical examination to be necessary, it offers this to the employees; they can agree to the examination.

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 „Ärztlicher Bereitschaftsdienst“ (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.

Persons are not allowed to enter the university if they

1. have knowingly had contact with a confirmed COVID-19 patient (close contact according to RKI) within the last 14 days, unless otherwise directed by the public health department

2. show symptoms that may indicate COVID-19 disease, such as respiratory symptoms of any severity, unspecific general symptoms, and olfactory or gustatory disturbances;

3. are obliged to be placed in domestic quarantine in accordance with the currently valid entry regulation.

Detailed explanations to these points can be found under Access to LMU buildings.

During the quarantine period, work must be performed in the home office (provided the person is fit for work and service). If this is not possible, a leave from work is to be granted.

According to the RKI, close contact (with increased risk of infection) is given, for example, in the following situations:

  • Close contact (<1.5 m, near field) longer than 10 minutes without adequate protection# (adequate protection = case person and contact person wear MNS [mouth-nose protection] or FFP2 mask throughout and correctly).
  • Conversation with case person (face-to-face contact, <1.5 m, regardless of duration of conversation) without adequate protection# (adequate protection = case and contact person consistently and correctly wear MNS [mouth-nose protection] or FFP2 mask) or direct contact (with respiratory secretions).

  • Simultaneous presence of contact person and case person in the same room with likely high concentration of infectious aerosols regardless of distance for > 10 minutes, even if MNS [oral-nasal protection] or FFP2 mask was worn consistently and correctly.
  • Further example constellations can be found on the RKI page. Only indirect contacts (i.e. contact with a person who has had contact with a returnee from a risk area, etc.) do not constitute "contact" within the meaning of the above requirements. In cases of doubt, please contact the company medical service (Betriebsärtlicher Dienst). Furthermore, in the event of a suspected COVID-19 illness, please contact a physician or the medical on-call service (116 117) immediately by telephone and discuss the further course of action.

Excluded from case no. 1 are fully vaccinated individuals, recovered individuals within the first six months of previous SARS-CoV-2 infection, and recovered individuals who have been vaccinated with one dose of vaccine. However, contact with unvaccinated at-risk groups should be avoided for 14 days if possible.

Self-monitoring (body temperature, symptoms) should be performed until day 14 after exposure to the SARS-CoV-2 case. If the contact person develops symptoms despite previous vaccination or recovery, he or she must go into self-isolation and arrange for prompt testing.

Exempt from case no. 2 are those individuals who have a medical certificate in German, English, French, Italian or Spanish or in an electronic document confirming that there is no evidence of infection with the coronavirus SARS-CoV-2 and who present this certificate to the university. The medical certificate must be based on a molecular biological test (PCR) for the presence of an infection with the coronavirus SARS-CoV-2, which was carried out in a member state of the European Union or in another state that the RKI has included in a list of states with a sufficient quality standard for this purpose. The test must have been carried out no more than 48 hours prior to submission to the university. Please note that a so-called antibody test or a rapid test (antigen test) is not sufficient.

Regarding no 3: Upon entry, certain proof obligations exist (proof of vaccination, proof of convalescence or proof of testing). For entry from high-risk and virus variant areas, there is also a digital registration obligation and, if necessary, a quarantine obligation. Well-prepared information on the details is provided, for example, by the Federal Ministry of Health. If all official requirements have been met or a quarantine has been lifted by the authorities, LMU can be re-entered without further testing.

For employees for whom infection with the corona virus represents an increased health risk (please consult the information provided by the RKI) 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.

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:

Further information for employees of the LMU

  • 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.

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.

  • 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.

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).

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.

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.

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.

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.

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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