3G Rules for Staff

Beginning 24 November 2021, staff must provide proof of one of the 3Gs when entering University buildings to work. Both digital and physical documents are accepted.

The 3Gs are defined as follows:

  • Proof of full vaccination in accordance with Section 2 no. 23 of the COVID-19 Protective Measures Exemption Directive. Proof must be provided either by means of a digital vaccination certificate on an app or a QR code which you received at a pharmacy or directly following vaccination.
  • Proof of recovery pursuant to Section 2 no. 5 of the COVID-19 Protective Measures Exemption Directive, specifically proof of previous SARS-CoV-2 coronavirus infection, confirmed by laboratory diagnosis using a PCR test (or equivalent) that was at least 28 days and no more than six months ago. You may present either a digital certificate on an app or the QR code you received with your PCR test result.
  • Proof a negative coronavirus test in accordance with Section 2 no. 7 of the COVID-19 Protective Measures Exemption Directive, specifically proof of absence of SARS-CoV-2 coronavirus infection, confirmed by testing conducted using approved in vitro diagnostics intended for direct pathogen detection of the SARS-CoV-2 coronavirus and performed no more than 24 hours ago ("rapid test"). You may also present proof of a negative PCR test from within the past 48 hours.

Residents are entitled to one free rapid antigen test daily. Staff who are vaccinated or have recovered from a coronavirus infection are also requested to test. There are a number of testing centers in Berlin as well as a testing center on the forecourt of the TU Berlin Main Building.

Please note: Time taken to get tested does not legally count as paid working time.

Table of contents


TU Berlin's responsibility to confirm staff status and document their presence on campus

Your direct supervisor is responsible for ensuring you fulfill one of the 3Gs.

If you would like to work on campus, your supervisor will request proof of your vaccination or recovery and record this. If you are vaccinated, you will not be required to present proof of your status every day. If you have recovered from a coronavirus infection, you will not be required to present proof again until your recovered status has expired.

All other staff require a negative test (no older than 24 hours) to enter the workplace. Your test result must be checked before entering University buildings.

Independent of records kept by your supervisor, you are required to be able to present proof of your status if requested.

If you cannot or do not want to present proof of 3G status and as a result do not perform your work, you must anticipate consequences under labor law. If employees do not wish to disclose their 3G status or cannot prove it and are therefore unable to perform their work, they are generally also not entitled to compensation.

Instructions for supervisors to confirm staff status and document their presence on campus

In order to comply with the legally stipulated obligation to control and document employee status, supervisors are required to check the documents of any staff present and record this in a list.

In order to comply with the principle of data minimization according to the GDPR, it is sufficient to "check off" the first and last names of the employees on a list on the respective day if proof has been provided by the employees and you have checked its authenticity, e.g., using the CovPassChecker app. 

Vaccinated and recovered staff must only present proof for documentation once.  However, please note that if an individual's recovered status expires prior to 19 March 2022, they must either present proof of vaccination once or a daily negative coronavirus test. For this reason, we recommend recording when an employee's recovered status is due to expire.

Lists are to be stored securely for six months.

Instructions for professors and instructors (including Privatdozenten, extraordinary professors, and honorary professors)

The Executive Office will be checking the status of all university instructors. Please send an email to Nachweis-Prof(at)tu-berlin.de

If you are teaching an in-person course, the academic chair responsible for the course or the institute or faculty which requested your services must check your status before your arrival to campus. Instructors teaching in central institutes will have their status checked by the head of the institute.

Instructors will face the same consequences as other staff if they fail to adhere to the 3G rule.

FAQs about the 3G rule for TU Berlin staff

1. How do I check my employees' 3G status?

If one of your team members wants to work on campus or in a TU Berlin building, you must first confirm they fulfill one of the 3Gs. You can do this a number of ways:

  • Your employee shows or emails you their digital vaccination certificate. You can then verify this, for instance using the CovPass Check app. Simply scan the QR code using the app. The app will automatically determine whether the certificate is valid in the EU. Employees can also hold their QR code up to the camera during a video conference, and you can scan it from there.
  • Your employee shows you proof of recovery, such as by email or over the camera. If this contains a QR code, you can also check this using the CovPass Check app.  Employees should only submit proof by email If they expressly wish to do so. Please request them to encrypt the email.
  • Your employee shows you proof of a negative test from within the past 24 hours. If your employee took a PCR test, this must be no older than 48 hours. Employees may also present this proof via camera or send you an encrypted email. Once you have confirmed its validity, record this in the list.

If you receive your employee's proof by email, you must delete the email and digital certificate immediately after recording the data.

2. What do I as a supervisor need to record?

The list or table contains the following categories:

  1. Employee's first and last name
  2. Supervisor's first and last name
  3. Type of proof
    - Proof of vaccination (only needs to be recorded once)
    - Valid recovered status - please record the date this status expires (does not need to be recorded if expiring after 19.03.2022)
    - Proof of a negative test (required for each day present on campus): record date

Vaccinated and recovered staff must only present proof for documentation once. However, please note that if an individual's recovered status expires prior to 19 March 2022, they must either present proof of vaccination once or a daily negative coronavirus test.

3. Am I required to submit proof of my status digitally?

As many of you are frequently working in different configurations (from home, remotely, at the office) and at different times, we recommend submitting proof digitally. Your data will not be saved when you present your certificate via camera. However, you are also not required to submit your proof via email. Please arrange the details with your supervisor. It is also possible for your supervisor to authorized someone else to verify your status.

4. Are University buildings still open?

Buildings are open as usual and can be entered without special permission in order to perform work for research, teaching, studying, continuing education, administration, and all matters of academic self-governance.

To enter a building, you require proof of vaccination, recovered status, or a negative test result from within the past 24 hours. Security personnel are authorized to check your status or request presentation of proof as well as request non-authorized persons to leave the building. Security personnel have been tasked with decision-making authority regarding right of entry to the University as relates to the 3G rule.

5. Can I submit my proof digitally?

Yes, it is possible to do so. Please take caution and be aware of the risks when sending personal data via email. We recommend sending an encrypted email. Your supervisor must also delete your certificate once they have confirmed it is valid. Every employee is required to submit proof of their status.

6. Who is considered an employee/who does the 3G rule apply to?

Pursuant to Section 2 (2) of the Occupational Protection Act, all employees, trainees, and civil servants must provide proof of 3G status. The 3G rule also applies to guests of Technische Universität Berlin, such as scholarship recipients, visiting researchers, and contract teachers.

7. I'm working from home full time. Do I need to submit proof of 3G status?

No, employees who are only working from home are not required to submit proof as home offices are excluded from workplaces pursuant to Section 28b Infection Protection Act. However, if you are not vaccinated or have not recovered from the coronavirus, the provisions of Section 28b do not entitle you to be able to work from home.


8. What do I do if I want to work on campus but do not have proof of 3G status with me?

You must have proof of 3G status to work in a University building. If you are unable to present this, you are unable to enter University buildings and must leave the premises immediately. In the event of a further violation, your supervisor will not permit you to work (i.e. will decline your offer of work) and you will have to compensate for the missing working time, e.g. by using your flexitime credit. If you continue to violate this rule, legal steps will be taken and your salary reduced.

We would like to remind those of you are vaccinated or recovered that you can also make use of the option to test, for example in front of the Main Building, and submit this test to your supervisor.

9. Are the Help Desk's office hours/services still available?

Yes, however security personnel or other authorized persons may request proof of your 3G status upon entering the building.

10. I am unable to get vaccinated for medical reasons. Do I still require a negative test result?


11. Does testing count as working time?

No. Time taken to get tested does not legally count as paid working time.

12. I have a joint professorship with a non-university research institution. Who should I present my proof to when on the TU Berlin campus?

  • If you have a Jülich Model joint appointment, you are on long-term leave from the University. In this case, the non-university research institution is responsible for checking your status. Please observe their relevant procedures.
  • If you have a Berlin Model joint appointment, TU Berlin is your employer. Please send an email to the Executive Office at Nachweis-Prof(at)tu-berlin.de. 

13. I am a contract teacher at TU Berlin. Who should I present my proof to when on campus?

Please contact the person at the faculty who requested your services. This is frequently the head of the academic chair where you are teaching.

14. Am I required to share my vaccinated or recovered status?

TU Berlin's monitoring obligations and the right to process employee health data it receives do not include a comprehensive right to obtain information on vaccination or recovery status. Vaccinated and recovered staff are free to present a negative test result instead of proof of vaccination or recovery.

15. Can I as a supervisor authorize other persons to check employees' certificates instead?

Each direct supervisor is responsible for confirming the validity of their employees' certificates. In order to make sure employee attendance Is always recorded, including for instance when you are absent, it is possible to authorize another person with this task. Please make sure to only authorize as many as staff as absolutely necessary and avoid sharing files. We recommend a maximum of two people with access to the staff list.

16. Are student assistants exempt from this rule?

No, supervisors must also check student assistants' status and confirm they fulfill one of the 3Gs. It is sufficient for students to present the vaccination sticker on their student ID, as their vaccination has already been verified.

17. Do I need to present proof of vaccination again after receiving the booster?

No, currently the coronavirus vaccination does not have an expiration date.

18. Do I need to inform my supervisor every time I intend to come to the University?

Yes, this is essential for ensuring we confirm everyone's status and record attendance for infection chain management. Nevertheless, be pragmatic. For example, you can schedule your attendance using a staff roster. You would only then need to communicate any changes to this. Please discuss with your team the best solution for everyone.

19. Can I keep a physical record and how long do I need to store these?

Yes, you can keep a physical record of your team's status. You must dispose of the lists after six months in compliance with data protection regulations.

20. Can I request proof of 3G status from contractors or employees of outside companies?

No. The company where the person is employed is responsible for checking the 3G status.

21. How do I determine who my direct supervisor is?

Your supervisor is the person who is authorized to give you directives. This is generally the person who authorizes your vacation leave.

22. What are the consequences if I as supervisor fail to check my team's documents?

Federal law requires employers to check employees' 3G status until 19 March 2022. This law aims to prevent infection in the workplace. As a supervisor, this responsibility has been transferred to you. If you do not carry out this task with the necessary care, you must anticipate disciplinary consequences.

23. I got tested before work at the tent on the TU Berlin forecourt. Do I really have to wait for the result before entering the building?

No, if you proceed directly to your workplace and confirm your result directly upon receiving it, you do not need to wait 15 minutes. Do not forget to present your negative test result to your supervisor. If your test result is positive, please leave the premises immediately. Please also observe TU Berlin's guidelines for infection chain management.

24. What do I do about wearing a mask if I have a medical certificate?

Subject to certain conditions, TU Berlin exempts students and staff with valid medical certificates from the obligation to wear masks when in buildings and attending in-presence classes and events. Please contact the Crisis Committee with your contact details at krisenstab(at)tu-berlin.de. They will then check your specific requirements.

Additional information

Official meetings and committee sessions should be held online.

If an in-person meeting is absolutely necessary, the Crisis Committee recommends wearing an FFP2 mask for the duration of the meeting.

Appointment committees are required to only meet in virtual format.