Technische Universität Berlin

Coronavirus: Informations for TU Berlin´s employees

Information letters from TU Berlin's crisis committee for the latest update and guidance for students, faculty and staff.

Information letter from 14 May 2020

Thursday, 14. May 2020

Phase 3 “Ending of essential-only presence and transition to restricted presence – without in-presence teaching – with increased options for working on campus”

Dear Ladies and Gentlemen, 

From 18 May 2020, TU Berlin will commence restricted presence - without in-presence teaching - to increase the options for working on campus while maintaining its policy of digital teaching.

The basis for phase 3 is the ordinance regarding essential measures to restrict the spread of novel coronavirus SARS-cOv-2 in Berlin of 7 May 2020 (https://www.berlin.de/corona/massnahmen/verordnung/#headline_1_25).

Phase 1 (essential-only presence) became effective 20 March 2020 with phase 2 (exceptions to essential-only presence) commencing 23 April 2020. The Executive Board now wishes to inform you of the general conditions for working on campus and from home as well as exceptions regarding in-presence teaching. These conditions have been agreed with the Crisis Committee. Phase 3 means: 

  • The ending of essential-only presence at TU Berlin on 17 May 2020
  • The start on 18 May 2020 of restricted presence with increased opportunities for working on campus
  • The continuation of digital teaching without in-presence teaching but with justified exceptions.

The following provides details of the new regulations at TU Berlin, which determine the basic principles for phase 3, as well as the general conditions for working on campus and from home with detailed information to help you plan. The hygiene and protective measures for TU Berlin, which are binding for all members of the University, were published in a previous information letter.

TU Berlin regulations for working on campus

TU staff should be able to continue to work from home as much as possible.  Research and administrative staff as well teaching staff for some areas may commence working on the campus again under compliance with

  • the hygiene and protective measures of TU Berlin and the Robert Koch Institute (RKI),
  • the general conditions presented here for working on campus and from home 
  • the action plans and staff rosters to be drawn up by individual organizational units. 


Managers and supervisors are responsible for drawing up action plans and staff rosters for their unit on the basis of the hygiene and protective measures of TU Berlin and the RKIthe general conditions for working on campus and from home. Management are further responsible for ensuring strict compliance with their action plans and the hygiene and protective measures of TU Berlin. 

It is in principle possible to re-enter TU premises from 18 May 2020. Concrete action plans and staff rosters are required for each organizational unit. Premises are to be entered via the main entrance for buildings with an information desk. Your staff ID or other proof of employment at TU Berlin (issued by your manager or supervisor) will be checked. Information regarding staff ID, including the issue and re-issue, can be found in the TUB portal under “Mein Profil”, see “Ersatzkarte beantragen”. 

Teaching will continue to take place in digital format and University buildings remain closed for students and on-campus teaching. Exceptions are however possible and are regulated elsewhere (see Regulations at TU Berlin for teaching and libraries). 

Entry permits are no longer required and there is no need to obtain centralized permission to work on the TU campus. Entry permits are replaced by the action plans or staff rosters drafted by the individual organizational units. 

The University will remain closed to the public and public events until further notice. Canteens, cafeterias and similar facilities also remain closed until further notice. 

As a rule, committee meetings should continue to be held digitally. They may only take place as in-presence sessions in justified circumstances under compliance with the hygiene and protective measures. Access to in-presence sessions for members, those with right of petition, and members of the public (upon registration if required) is to be regulated and safeguarded by the chairs of the committees. 

Scientific defenses for doctorates may, subject to the relevant faculty, take place with partial presence in rooms sufficiently large for the purpose. External doctoral candidates and external examiners are required to present their invitations to the scientific defense to gain access to the relevant building. Official trips may be approved again if deemed absolutely necessary. Digital formats for scientific exchange are, however, preferred.

Official trips abroad are currently not permitted. In principle, TU Berlin aligns its policy on travel with the regulations published by the RKI and the Federal Foreign Office. Management should base their decisions to approve an official trip on these. 

Open spaces may be used under strict compliance with the hygiene regulations of TU Berlin. TU Berlin requests all its members to adopt a responsible approach by observing distancing regulations etc. 

Job interviews may be held with up to a maximum of six people present (including representatives of special groups) at the same time in a room. The rooms selected should be as large as possible and well aired (if possible with cross ventilation). Minimum distancing regulations and the hygiene and protective measures for TU Berlin must also be strictly complied with. Responsibility lies with the manager or supervisor of the relevant unit. Entry to the building is upon presentation of a letter of invitation to attend. 

Personal contact within the University should be kept to a minimum. Applications etc. are to be sent electronically. You may only enter areas of the University other than those approved in the action plan or staff roster if absolutely necessary. 

Detailed information can be read in the general conditions for working on campus and from home. Please refer to these when planning.

TU Berlin regulations regarding teaching and libraries

There will be no in-presence teaching until further notice. The summer semester for teaching and studying will be conducted digitally. Regrettably, students are not permitted on the campus even for the purpose of studying. Teaching staff should prepare and teach their classes from home.  

Certain exceptions are, however, possible: 

Digital courses which can only be implemented by teachers from the campus. Supervisors are required to provide an action plan or staff roster for this purpose (see above). 

Practical teaching formats may be conducted on the campus. Practical teaching formats refer to classes which students cannot participate in from home. These include:

  • Practical labs
  • Practical workshops 
  • Local field trips in small groups to destinations in Berlin and Brandenburg

Applications must always be submitted (to the vice president for education: ) providing details of how a space is to be used and how the class will be run in compliance with the RKI regulations and TU Berlin’s hygiene and protective measures. The academic chairs are to issue students with appropriate documents to enable them to enter buildings. 

In-presence examinations may be conducted under compliance with the RKI regulations and TU Berlin’s hygiene and protective measures. 

The backlog of written examinations is to be cleared between 2 June 2020 and 15 July 2020. A schedule of rooms and times to enable compliance with hygiene and distancing regulations is being drawn up by InnoCampus and the academic chairs. Guidelines for conducting the exams will also be made available. If you have any questions, please contact . Arrangements must be made to clean a room between examinations scheduled to follow one another. As soon as measures for cleaning a room have been drawn up, these are to be passed to the persons responsible for the examination.  

A new plan based on hygiene and distance regulations is required for the summer semester examination period due to commence 20 July 2020. The academic chairs will be provided with further details.Students participating in exams are required to bring their student ID and proof of registration with them to access the building (for detailed information see: www.tu-berlin.de/?213475). 

Oral examinations can be conducted online. Guidelines are available at https://www.pruefungen.tu-berlin.de/menue/sommersemester_2020_digital/lehrende/  under “oral examinations” (Mündliche Prüfungen). Alternatively, depending on available space, oral in-presence examinations can be held in seminar rooms in the Mathematics Building: Please submit requests to   

You may continue to borrow items from the University Library. The library building remains closed to the public. This also includes the study spaces. 

PC labs, study spaces and foyer areas with seating remain closed for now.

Hygiene Storage Facility and advisory services

Obtaining hygiene material: Disinfectant and cloths used for applying disinfectant are to be collected in person from the Hygiene Storage Facility by staff or students upon presentation of their staff or student ID. Empty disinfectant containers must be returned.

If one employee is to collect hygiene materials for several colleagues, for an entire academic chair or similar, a certificate from their supervisor must be presented to the Hygiene Storage Facility upon collection, stating which employee is collecting which hygiene materials (surface disinfectants of 250 ml each, associated cosmetic tissue boxes, reusable cotton face masks or, if applicable, disposable face masks) and in which quantity.

Please note that only restricted quantities of hygiene materials may be issued per person. Please calculate with care; two cotton face masks are permitted per person. Surface disinfectant is only intended for areas used by several people. 

The Hygiene Storage Facility is open Mon - Fri from 07:00 until 15:00. It is located on the ground floor of the EW Building (Eugene-Paul-Wigner-Haus) (room 001b). Please read signs carefully (further information available at www.tu-berlin.de/?146803). For instructions on how to use disinfectant, please see www.tu-berlin.de/?141798.

If you become aware of any violations of hygiene and protective measures, please contact your supervisor. Advice is available at any time from the University Medical Service (www.tu-berlin.de/?27675) as well as Occupational Health and Safety Services and Environmental Protection (SDU www.tu-berlin.de/?5394) and the Staff Councils (www.tu-berlin.de/?9555).

Campus Management (ZECM): We can be contacted by telephone at 030/314-28000, by email it-support@tu-berlin.de or via our contact form and will continue to support you to the best of our abilities with your questions and problems. You can find information about setting up a telephone conference at https://tubmeeting.tu-berlin.de/

General conditions for working on the campus and from home

Preventing the danger posed by the virus and protecting health continue to be our main priorities in the period of restricted presence - without in-presence teaching - at TU Berlin (phase 3). TU staff, including student assistants, are therefore urged to continue to work from home as far as this is possible. 

As a matter of principle, supervisors are responsible for deciding on the basis of the general conditions whether work is to be completed from home or on campus. Medical certificates and a member of staff’s risk-group status are decisive here. 

The respective supervisor is responsible for drawing up, implementing and monitoring action plans and staff rosters.

A) Conditions for working on campus

Staff may work on campus in their labs, workshops and offices if the following conditions are met:

An appropriate plan of action or staff roster must be devised for each organizational unit. This must include

  • Implementation of the hygiene and protective measures of TU Berlin (www.tu-berlin.de/?214303) and the Robert Koch Institute (RKI),

  • Details of the conditions in the specific areas

  • The requirements of the employer

  • The needs of staff members

The plan of action and staff roster must also take account of the following:

An office may generally only be used by one person at the same time.

An office, lab or workshop may however be used by two or more persons at the same time if sufficiently spacious to permit this. A minimum distance of two meters must be maintained between all persons present and the space must be aired regularly and thoroughly (by cross ventilation if possible), unless the room has functioning air conditioning. Should it not be possible to maintain a minimum distance of two meters, appropriate safety measures must be drawn up and implemented by supervisors or management. An application must be submitted for approval to the head of the Crisis Committee if technical or safety requirements necessitate non-compliance with the hygiene and protective measures of TU Berlin.

It should be made possible for staff to combine working from home and on campus though the use of alternating working times within the organizational unit (distributed over so many days per week). Shifts should be organized for a day rather than having several staff working for a number of hours at home and on campus within a single day.

If possible from an organizational point of view and in terms of work, all members of staff within an organizational unit should be able to work roughly the same number of hours on campus and from home.

As a matter of principle, staff should avoid meeting in groups such as when entering rooms or changing shifts in labs, if possible by using different entrances and exits to buildings). Team meetings within an organizational unit are permitted if the number of attendees and the length of the meeting are kept to a minimum, the minimum distancing regulations are complied with and suitable spaces in terms of size and the presence of cross ventilation are chosen for meetings. However, digital formats are preferred (video or telephone conferencing).

TU Berlin protective measures must be observed when handing over rooms to other members of staff (e.g.: disinfecting keyboards and airing rooms). Suitable materials are available for this purpose from the Hygiene Storage Facility.

We strongly recommend you avoid the use of public transport and instead use private transport for the journey to and from the University (such as a bicycle) or walk.

Persons exhibiting COVID-19 symptoms (low-grade fever, symptoms of a cold, shortage of breath) should leave their workplace and/or remain at home until they have been examined by a doctor and contact their supervisor so that they can continue to work from home. We would ask everyone to check their state of health before commencing work so as not to expose their colleagues and the people they come into contact with on the way to work to danger.

Planning is to be on the basis of mutual agreement between supervisors and staff.

B) Conditions for working from home

TU staff should be able to continue to work from home as much as possible. This is explicitly urged so as to reduce the spread of the virus. In concrete terms this means: All staff who are able to work from home should continue to do so until further notice.

The requirements for working from home are:

  • Having the technical means to do so
  • The possibility to do the defined work from home in terms of content
  • A binding agreement with the supervisor responsible for your area of work.

Depending on your organizational unit, it may be possible to alternate between working on campus and from home.

Parents of children aged up to 12 should be able to work from home if essential childcare or schooling is not available or only offered on a restricted basis. Your contactability and if necessary the volume of work to be done can be adjusted in agreement with your manager or supervisor.

The following groups of people can continue to work mainly or exclusively from home:

Anyone belonging to one of the risk categories: Certain groups have an increased risk of a serious progression of a COVID-19 infection. For details, please refer to the Robert Koch Institute: https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogruppen.html. These include in particular people with a pre-existing condition such as

  • Diseases of the cardiovascular system (e.g. coronary heart disease and high blood pressure) 
  • Chronic diseases of the lungs
  • Chronic diseases of the kidneys
  • Chronic diseases of the liver 
  • Diabetes mellitus 
  • Cancers
  • A compromised immune system (such as resulting from an illness associated with a weakened immune system or from the taking of medication which affects and suppresses the immune system, such as cortisone).

Staff suffering from one of the named conditions associated with an increased risk who are therefore unable to work on campus as part of restricted presence operations should present a medical certificate from either a specialist or their GP to their manager or supervisor, who should then forward the certificate to the relevant personnel team. It is not necessary to name the medical condition in the certificate.
A medical certificate is also required for cases where a member of an employee’s household, rather than the employee themselves, suffers from one of these illnesses. The medical certificate should confirm that the person belongs to one of the risk groups. It is not required to state the name of the illness.
According to the RKI, pregnancy according to the aforementioned list is not associated with an increased risk. Employees who nevertheless do not wish to be deployed in the restricted area out of concern for their own health or the health of their unborn child should discuss this with their supervisor.
A severe disability alone without the presence of a risk-increasing illness does not represent a reason for persons with a severe disability to not participate in restricted operations. 

Further information is available from the TU Berlin Crisis Committee: www.tu-berlin.de/?211643

Stay healthy!

The Executive Board and Crisis Committee of TU Berlin

Information letter from 5 May 2020

Dear Ladies and Gentlemen,

The following hygiene and protective measures apply with immediate effect at TU Berlin. All persons on the campus or in the buildings of TU Berlin are required to comply with and implement these measures. These measures do not replace the containment regulations of the State of Berlin or the recommendations of the Robert Koch Institute but seek to adapt these to operations at TU Berlin. 

Please note that it is currently only possible to enter the premises of TU Berlin and conduct work if you have applied for and been granted permission to do so. You may only enter the buildings in possession of an entry permit.

  1. Cooperation
    Please help to keep the risk of coronavirus infection as low as possible by complying with the following hygiene and protection regulations.
  2. Restricting contact
    Continue to minimize your physical social contact to your colleagues.
  3. Minimum distance
    Maintain a minimum distance of 2 meters to others at all times as far as operations permit. This also applies to examinations, labs and workshops, offices, waiting areas, corridors and pathways, and elevators etc. Management and supervisors are required to ensure that these regulations are complied with by, for example, organizing work so that only one member of staff is working in an office or implementing a rotating shift system for areas with more than one member of staff and where the minimum distance cannot be observed. In areas of the campus where larger numbers of people gather, such as libraries, protective construction measures such as the installation of plexiglass screens are to be implemented in agreement with the building department.  
  4. Opening doors
    Avoid touching door handles, door knobs and door openers when entering buildings or rooms. Try instead to open doors using your elbows or forearms.  
  5. Washing hands and hand care
    Wash your hands regularly and thoroughly (minimum 30 seconds) with soap and then apply a cream to your hands to protect the skin.
  6. Face masks (mouth and nose protection)
    Face masks are to be worn at all times in public areas of the buildings of TU Berlin, such as on the way to and from your office or when visiting restrooms. It is also strongly recommended to wear face masks in your work area if you are not working alone in an office. It is, however, essential that you continue to observe distancing regulations even when wearing a face mask. Avoid touching your face mask so as not to contaminate it.
  7. Sneezing and coughing
    Observe the correct procedure when sneezing and coughing. Sneeze and cough into your elbow even if wearing a face mask.
  8. Airing rooms
    Air rooms regularly (every 30-45 minutes) and thoroughly. This applies particularly to rooms with more than one person. According to the Charité, it is not necessary to air rooms with air conditioning.
  9. List of participants
    A list of participants is to be drawn up and retained for four weeks by the organizer for meetings involving the physical presence of more than one person. Please ensure that you have the participants´ business telephone numbers or email addresses so that they can be traced and contacted if necessary. Such lists are purely to allow the health authority to trace individuals if an infection is subsequently detected in one of the participants.
  10. Cleaning workspaces and work materials used by more than one person
    As far as possible, work spaces should not be used by more than one person. Should this not be possible (for example in workshops with shared equipment, rotating use of shared offices, examinations, etc.), areas such as surfaces and tables and work materials used by more than one person are to be disinfected appropriately.
    Examples:
    • Workshops: Tools must be disinfected after use by the members of staff who have used them.
    • Offices: Telephones, keyboards, mouses and tables are to be disinfected before and after use. The user screens of multi-function printers should also be cleaned regularly.
    • Oral examinations: The table used by the candidate is to be disinfected after each examination. The same applies to any items made available for the purpose of the examination.
    • PC labs Keyboard, mouse and table must be disinfected after every use.
  11. Kitchens
    Kitchens are only to be used by one person at a time, particularly if too small to allow minimum distancing to be complied with. It is particularly important that hygiene regulations are observed. Surfaces are to be disinfected after use.
  12. Instructing staff
    Managers are obligated to adapt regulations to the circumstances and conditions in their units and to inform their staff of all points (this must be documented pursuant to Section 12 of the Occupational Safety and Health Act).
  13. Disinfectant
    Sanitizer for disinfecting surfaces is to be made available for staff and examination boards as they may be required to disinfect an area several times a day, depending on the work area or the number of examinations being conducted, etc. 
  14. Obtaining hygiene material
    Disinfectant and cloths used for applying disinfectant are to be collected in person from the Hygiene Storage Facility by staff or students upon presentation of their staff or student ID. Empty disinfectant containers must be returned. The Hygiene Storage Facility is open Mon - Fri from 7:00 until 15:00. It is located on the ground floor of the EW Building (room 001b). Members of TU Berlin can access the Hygiene Storage Facility with their entry permit even if this was not explicitly issued for the EW Building. Please read signs carefully (further information available at www.tu-berlin.de/?146803). For instructions on how to use disinfectant, please see www.tu-berlin.de/?141798. Face masks may also be obtained from the Hygiene Storage Facility. Please note that only restricted quantities of hygiene materials may be issued per person. 
  15. What to do if you have COVID-19 symptoms 
    Persons exhibiting COVID-19 symptoms (low-grade fever, symptoms of a cold, shortage of breath) should leave their workplace and/or remain at home until they have been examined by a doctor and contact their supervisor so that they can continue to work from home. We would ask everyone to check their state of health before commencing work so as not to expose their colleagues and the people they come into contact with on the way to work to danger.

Please also inform yourself of the regular updates to the recommendations issued by the RKI and the Federal Center for Health Education https://www.infektionsschutz.de/coronavirus/ and be aware of the fact that decisions taken by the Berlin Senate can result in amendments to recommendations and regulations and that these then have priority.

Advice is available at any time from the University Medical Service (www.tu-berlin.de/?27675) and Occupational Health and Safety Services and Environmental Protection (SDU www.tu-berlin.de/?5394).

Information letter from 30 April 2020

Thursday, 30. April 2020

On 4 May 2020 at 10:00, the TU Berlin and UdK University libraries will once again permit the borrowing of physical media, opening part of the joint location at the VOLKSWAGEN-Haus (Fasanenstr. 88) to the public.

The service is initially limited to members of TU Berlin and UdK. You will only be permitted to enter the building to collect media; lingering is not permitted. Reading rooms are not open.

Beginning at 10:00 on 4 May 2020, the order function in TU Berlin’s Primo knowledge portal and in UdK’s Knowledge Portal of the Arts will be available. Central information about the restricted borrowing service will also be available on the University library websites. Please only contact the libraries from this point on. Thank you!

Extensive precautions have been taken in advance by the University libraries and TU Berlin's Crisis Committee to ensure compliance with hygiene regulations, control entry, guide visitors, and maintain a minimum distance between people.

Please make note of the following information effective 4 May 2020:

  • The restricted borrowing service will be offered Monday to Friday, 10:00 to 16:00.
  • You must first order media via TU Berlin’s Primo knowledge portal and UdK’s Knowledge Portal of the Arts before borrowing any items. You can order any media that can be borrowed (stacks and open holdings) from the TU Berlin Central Library and Udk University Library.  
  • Once your order is ready, you will receive an email explaining how to collect your items. You cannot collect your ordered items until you have received this email.
  • The return of books is only permitted in exceptional cases. You must use either the self-return machine or the book drop box in the foyer (e.g. for AV media or interlibrary loans).
  • Use of work spaces, open access holdings, PCs, copy machines, and scanners is not permitted.
  • You must show your library card to be permitted entrance to the building.
  • Please be aware that there may be a line to enter the building due to these regulations. We ask you to plan accordingly.
  • You are required to wear nose and mouth protection.
  • Please ensure that you keep sufficient distance of at least 1.5 meters from others.
  • Sanitary facilities are not open to the public. Please take note of this.
  • Sanitizer will be provided.

All further information will published on 4 May 2020, 10:00 and updated regularly on the University websites at www.ub.tu-berlin.de or www.ub.udk-berlin.de

TU Berlin Crisis Committee

Information letter from 29 April 2020

Information letter from 23 April 2020

Dear Ladies and Gentleman,
Dear Colleagues,

the State of Berlin approved further regulations for dealing with the coronavirus pandemic on 21 April 2020. These also apply to universities. The Executive Board of TU Berlin has agreed binding regulations on the basis of the fourth ordinance for amendments to the ordinance for preventing the spread of SARS-CoV-2 and agreements reached between the presidents and rectors of the universities and the state secretary for science in the context of the task force established for this purpose.

Along with other universities in Berlin, TU Berlin will maintain its policy of essential-only presence. Teaching and studying will be digital. Staff will continue to work from home. However, exceptions regarding essential-only presence are slowly being permitted. There are three binding conditions for exceptions:

  • Hygiene regulations must be strictly observed.
  • It is the task and duty of the heads of the academic chairs and department heads as well as all other persons who have been assigned responsibility for a unit to take measures to ensure that hygiene regulations are observed.
  •  All exceptions require the approval of the Crisis Committee.

The Crisis Committee continuously checks the suitability of the regulations in force and adapts them to the regulations passed by the State of Berlin.

The specific measures for TU Berlin apply from 4 May until further notice. Please be aware that the process of granting exceptions takes some days to complete. Thank you for your understanding.

Professor Dr. Christian Thomsen, president of TU Berlin, on the measures:

“Protecting our health and restricting the spread of the virus continue to be our number one priority and are the guiding principles of our operations and my decisions as president. The conditions under which we live and work affect all of us. We have now reached a point, however, where we are able to introduce some relaxations. These exceptions have been agreed by the Berlin universities. They are dependent upon one fundamental condition: That those responsible ensure that hygiene regulations are implemented and properly observed within their unit. This is something that we and the relevant members of staff must guarantee. This is an absolute prerequisite of the regulations regarding exceptions. We are here to advise on this and Department IV is working to make hygiene products available. I hope we can all approach summer semester 2020 with a sense of optimism, but I would ask you to exercise caution and continue to act responsibly.

I have some more good news for you: Beginning 27 April 2020, lecturers conducting interactive teaching at universities and members of staff whose presence on campus is deemed necessary will be able to take advantage of the essential childcare service provided by schools and daycare centers. This is an important step and one which I hope will make life easier for many of you.

I would like once again to express my gratitude and deepest respect to all of you for everything that you have achieved and made possible in the last weeks. You efforts have made TU Berlin stronger.”

Further information about daycare centers and schools in Berlin:

www.berlin.de/sen/bjf/coronavirus/aktuelles/notbetreuung 

Regulations at TU Berlin

1. Extension of essential-only presence

The wording of the Berlin ordinance
Section 13 (1) State, private and confessional universities and their facilities and institutes may not be opened for in-presence teaching or to the public.

Regulations for TU Berlin
No in-presence teaching is taking place at TU Berlin. All courses will be conducted digitally. All staff other than in the case of approved exceptions will work from home. All TU buildings remain closed to the public until further notice. It is not possible to enter the buildings. Exceptions are decided upon by the Crisis Committee, which is also responsible for granting entrance.  studierendenWERK canteens may not open. University Sports Center offers and programs have also been discontinued until further notice.

2. Exceptions subject to approval

The wording of the Berlin ordinance 
Section 13 (2) Universities may exercise their internal and managerial rights to permit members of their universities limited access to their premises in cases of approved exceptions and under strict observation of the hygiene regulations as per section 2.

Regulations for TU Berlin

The following exceptions (subject to approval) are defined for TU Berlin:


For essential-only presence in administration:

  • The current regulations continue to apply for all administrative staff working in ZUV, the faculties and other institutions and units at TU Berlin
  • Staff are required to continue working from home.
  • In approved cases and purely for the purpose of essential-only presence, the Crisis Committee may grant permission to enter the premises for a limited time period. Requests are to be submitted by a member of management or a supervisor stating the reasons for the exception. No form is required for this purpose. 
  • Requests providing details concerning the person, time, duration and location should be submitted to . Please note that requests may take some time to process.


For essential-only presence in research:

  • The Crisis Committee will continue to grant exceptions for research into the coronavirus.
  • Further exceptions for other research work may also be approved by the Crisis Committee if there is sufficient good cause. Requests must fulfill two conditions:
    Firstly, they need to justify the exception and secondly they need to demonstrate how the measures drawn up the Robert Koch Institute will be implemented. Applications require the signature of the managing director of the institute or faculty. Before signing, they need to ensure for each building that the exception will not result in too many persons being in close proximity to one another. The main priority is to ensure that hygiene regulations are observed. 
  • There is no automatic right to an exception. 
  • Requests providing details concerning persons, times, duration and location should be submitted to 


For essential-only presence in study and teaching

  • Lecturers whose IT facilities at home (e.g. bandwidth) are not sufficient for larger classes (100 people and above) can be granted an exception to conduct classes from their workplace at the University. Exceptions are granted for the time required to conduct the individual classes.
  • Requests providing details concerning persons, classes, times, duration, and locations should be submitted to 


Further individual exceptions

  • Exceptions apply for the production of disinfectant in the Institute of Chemistry.
  • Exceptions also apply for the production of protective masks in the textile workshop.
  • The regulations for upper classes (Abitur classes) at schools apply to the Preparatory School.  
  • Limited training operations for train directors for Deutsche Bahn are permitted.
  • Staff working in these areas must apply for an exception to the Crisis Committee citing details of persons, time, duration and location:  

3. Examinations

The wording of the Berlin ordinance

Section 13 (3) Essential in-person examinations, including admission and language examinations, are permitted under observation of the hygiene regulations cited in Section 2.

Regulations at TU Berlin

  • As far as possible, all examinations in summer semester 2020 at TU Berlin should be conducted digitally.
  • Exceptions can be made for essential in-person examinations, including entrance and language tests. 
  • Oral examinations may be conducted from 4 May 2020 in larger seminar rooms in the Mathematics Building with three persons present (examiner, observer, candidate). A valid reason must be provided (e.g. final examination required to complete a B.Sc. or M.Sc.)
  • Written examinations for up to 25 persons may be conducted in the lecture halls in the Mathematics Building.  
  • Applications for exceptions providing details of the person in charge, the maximum number of examinees, times and durations must be submitted to vp-sl@tu-berlin.de
  • The exact location will then be communicated to the relevant persons. 

4. Conducting practical teaching formats

The wording of the Berlin ordinance

Section 13 (4) Essential practical teaching formats requiring the use of special labs or work spaces at universities may be conducted under observance of the hygiene regulations referred to in Section 2.

Regulations at TU Berlin

  • Essential practical teaching formats requiring special labs and work spaces as well as practical labs in workshops may be conducted in justified cases.
  • Individual practical classes with a small number of participants can be conducted with the agreement of the relevant degree programs and according to available spaces. Persons responsible for organizing the classes must demonstrate and ensure that the hygiene regulations can be and are complied with. 
  • Requests providing details concerning the person in charge, time, duration, the number of participants and location should be submitted to: vp-sl@tu-berlin.de

5. Libraries, archives and collections/museums

The wording of the Berlin ordinance

Section 11 Libraries and archives may be opened for the purposes of borrowing materials under the condition that arrangements are implemented to ensure that hygiene regulations are complied with, that entrance to the spaces is regulated and that a minimum distance of 1.5 meters between persons is maintained.

Regulations at TU Berlin

  • Libraries, archives and collections/museums at TU Berlin will be opened for the purposes of borrowing materials from 4 May 2020.
  • Special regulations will be agreed for this purpose with the responsible persons in the respective institutions. Students and the public will be informed separately nearer to this date.

6. Hygiene regulations at TU Berlin

TU Berlin will shortly publish specific hygiene regulations for the exceptions referred to above. The regulations drawn up by the Robert Koch Institute apply until such time: https://www.infektionsschutz.de/coronavirus/ 

Advice and assistance are available from the departments, faculties and other units at TU Berlin. We also provide detailed information.

Disinfectant is currently being produced at TU Berlin and we are in the process of acquiring other essential protective materials. Exceptions can only be approved once these are available and ready for use.

The Crisis Committee would like to assure you that all requests for exceptions are examined carefully and processed as quickly as possible. The relevant staff in the staff units assigned to the Executive Board and the departments will do all they can to enable appropriate exceptions to be granted. We would like to assure you that we will try to find quick solutions, but would ask you to be aware that not all exceptions can be granted immediately. 

Many thanks.

Stay healthy!

The Executive Board and The Crisis Committee

Information letter from 7 April 2020

Information letter from 7 April 2020

Dear Colleagues,

We would like to inform you of a number of regulations made by the various departments etc. and provide you with some new information.

Stay healthy!
Your Crisis Committee

Closure of childcare facilities and schools: How this affects parents with children requiring care – revised information

TU Berlin has decided to grant 10 working days leave of absence with full pay. This is in addition to your normal annual leave allocation. To clarify the situation, we wish to make clear that these 10 days do not have to be taken consecutively. Once this allotment of days has been used up, you can continue to care for your children by taking regular leave or time off in lieu. Use of flextime for the purposes of taking care of children is regulated in the TU Berlin/Student Staff Council agreement on working hours for student assistants (DV Arbeitszeit) and the TU Berlin/Staff Council agreement on flexible working hours for staff (DV Flex). Please also note that legislation is planned (!) at national level to introduce a replacement salary covering a period of six weeks for parents unable to work as a result of the closure of schools or childcare facilities. As soon as this becomes law, we will inform you of how to proceed.

These regulations replace and update the Crisis Committee letter of 30 March 2020.

Simplified option for taking advantage of the 4% rule

We wish to make it as easy as possible to combine professional and private life during this period, particularly for those who need to look after their children and those with care duties. You can apply from now until 30.6 for days to be credited to your working time account for a period of six to twelve months for the purposes of looking after your children or caring for dependents. A reduction of salary of 1% to 4% applies. Requests can be made by email directly to your supervisor who will then, once agreed, forward your request to the relevant personnel team. 

Once agreement has been provided by your supervisor, you can, with immediate effect, take the additional days added to your working time account to look after your children or care for dependents. The corresponding reduction of your salary will be processed by Human Resources once the crisis situation has passed. You can use this sample email to be addressed to your personnel team via your immediate supervisor:

Dear ………..,

In accordance with the DV-Flex 4% rule, I hereby apply for

·         a X% (1,2,3, or 4%) reduction of my salary

·         from XX.XX.XX (date)

·         for a period of X months (6 or 12 months).

Sincerely,
.…..

Please see here for further information regarding the DV Flex 4% rule:
https://www.tu-berlin.de/fileadmin/a9600/Personalrat/Dienstvereinbarungen/Allgemein/Gueltige_DVs/AEnderung_der_Anlage_2_DV_Flex_durchsuchbar.pdf

Sample calculations:
https://www.tu-berlin.de/fileadmin/a9600/Personalrat/Dienstvereinbarungen/Allgemein/Gueltige_DVs/Berechnungsbeispiele_durchsuchbar.pdf

Reporting a commencement of duties/return to work

In order for new staff or staff who have transferred to another position as well as staff returning to work after a period of special leave or parental leave to receive their salary, their commencement or return to work has to be reported to section II T in Human Resources. In order to ensure the prompt payment of salaries, a commencement of duties or return to work can now be reported by email to the relevant personnel team by the staff member´s supervisor/section. Under the present circumstances a hard copy is not required. This regulation applies until the resumption of in-person operations at TU Berlin.

Regulations regarding committee meetings

The Senate Chancellery for Science and Research has provided guidelines for conducting committee meetings to help maintain the working capacity of the various academic committees during the SARS-CoV crisis. Given the current circumstances, the Senate Chancellery regards the use of technical options as an acceptable and necessary alternative to the principle of physical presence. The preferred option is video conferencing and if this is not possible then telephone conferencing. Steps are to be taken to ensure the quality of broadcast and that votes are only cast by those members of the committee entitled to do so. The execution of resolutions is by public vote. Please refer to the Senate Chancellery´s letter of 26.03.2020 for further details regarding the use of video and telephone conferencing https://www.tu-berlin.de/asv/menue/service/infos_formular_muster/

Please ensure that access is granted to the public for points of order which are to be publicly conducted. Relevant documents with details of how to gain access to the session are to be published online in a format accessible to all. At the same time, it is recommended that the invitation to attend include a statement requesting that only members of the public with a genuine interest log into the meeting. This is to prevent the capacity, stability and broadband of the broadcast being overloaded and to ensure that the session can be conducted by the members and advisors of the committee.

A further option is to pass resolutions on the principle of a silence procedure if no member objects to the use of this procedure (Section 47 (4) sentence 3 BerlHG). You can find a template for instigating a silence procedure by email as well as further information at https://www.tu-berlin.de/asv/menue/service/infos_formular_muster/.

To ensure the participation of the public in points of order to be conducted publicly, the public should be informed online regarding those points of order to be voted on using a silence procedure. Once voting has taken place, the result is also to be published online without delay. Please ensure that information regarding access to the session, as well as due documents and minutes can be accessed from outside the TU network.

We wish to point out that, irrespective of the choice of procedure pursued, the rights of other parties to the proceeding (women´s representatives, Staff Council etc.) and the time limits which apply under the applicable rules of procedure must be respected.

We will update you on further information provided by the Senate Chancellery regarding committee meetings.

Increased online offers and services from Human Resources and Continuing Education

The current situation presents our working lives, which are so dependent upon personal contact, with a new set of challenges. To help you meet these challenges, we in Human Resources and Continuing Education provide you with the option to take advantage of our programs while working from home. We offer the following online programs: 

Offers for management

  • General Act on Equal Treatment AGG for management (Ger/Eng)
  • Managing diversity in demographic change (Ger/Eng)
  • Develop your creativity – Thinking outside the box, developing new ideas (German)
  • Effective management instruments (Ger/Eng)
  • Fulfilling your new leadership role confidently (Ger/Eng) 
  • Correctly and effectively delegating, learning to hand off - for results-oriented and motivational leadership (Ger/Eng)
  • Rhetoric – useful tips for rhetoric, body language, voice, argumentation and manipulation, tips for coping with stage fright (German)
  • External offer: Various offers provided by the digital learning platform of the Verwaltungsakademie (VAk) Berlin
  • External offer: Digital offers provided by the Bitkom Akademie as cooperation partner of the VAk (including an online seminar on working in digital teams)

(External) offers on office management and law

  • Learning videos about budget law, knowledge transfer, and GGO Berlin (Berlin Joint Bylaws of the Coalition of Municipal Employers’ Associations) provided by VAk
  • Digital learning platforms provide by VAk and other organizations
  • Sub-threshold awarding regulations (UVgO)
  • Video advising on pensions from the Deutsche Rentenversicherung 

Language-learning offers

  • Current language-learning offers will be offered in online formats in addition to existing online versions

(External) offers on health, family life and career

Further offers in the pipeline

  • Management working from home in difficult times 
  • Virtual team management for science staff
  • Team workshops / coaching for management - e.g. working together in home office; developing strategies
  • Project coaching
    • Self Management and Time Management
    • In Balance - Mindfully and calmly balancing family and career while working from home

     

A number of online training programs ranging from simple learning videos to massive open online courses (MOOCs) are also offered by commercial organizations. We will gladly help you with any such external offers requiring the approval of your supervisors.

How to register

Found something that interests you? Please register for the course(s) of your choice by sending an email to the relevant contact person in IIPE-WB. Please also include an email from your supervisor approving your participation. 

If you have any questions concerning our offers and how to apply or if you would like to send us your ideas and suggestions for other online offers, please contact us in II PE-WB by email or telephone. Further details are available on the web pages of Human Resources and Continuing Education: https://www.wb.tu-berlin.de/  (Quick access 20315).

We hope you enjoy our offers. Stay healthy!
Your II PE-WB Team, Heike Wieland (temporary head of section)

Access to University premises during the period of restricted operations / permits to enter

We would like to remind you that under the current circumstances, it is only possible to enter TU Berlin premises with a valid permit to enter and your staff ID. Permits to enter are to be applied for from the vice president for administration as follows: for faculty staff, via the heads of faculty service centers; for staff working in the central administrative departments, the central institutes and institutions, via their relevant head of department etc. Anyone not in possession of both documents will be refused entry by security staff. Exceptions can only be made in cases of imminent danger.

Information from the Family Services Office

The Family Services Office provides a number of tips at https://www.personalabteilung.tu-berlin.de/familie to help you organize working from home to make this time as fun as possible for you and your children. The link also provides useful information for students and staff with dependents requiring care. The Family Services Office additionally provides an advising service by telephone and email.

To help develop a best practice for working from home, the Family Services Office would like to hear from you regarding the following questions: What works well when combining working from home with looking after children and caring for dependents? What do you find more difficult/challenging? Send us your ideas and views to:  

TU Berlin Crisis Committee, 7 April 2020

Information letter from 3 April 2020

Friday, 03. April 2020

Dear Colleagues,
Dear Members and Students of TU Berlin,

Today the presidents and rectors of the Berlin universities took the decision together with state secretary for science, Steffen Krach, to begin the digital lecture period for the summer semester on 20 April 2020. This decision is the official starting signal for all preparations in the state of Berlin to formally begin. TU Berlin has already been hard at work making the necessary preparations.

Our utmost priority is and remains containing the spread of the coronavirus. This important undertaking - for all of us as well as the broader society - will accompany us in the coming months, in our studies, in teaching, in research and in administration.

The press release on this decision can be found at: https://www.berlin.de/sen/wissenschaft/aktuelles/pressemitteilungen/2020/pressemitteilung.916050.php

Regulations regarding summer semester 2020 in Berlin can be found at: https://www.berlin.de/sen/wissenschaft/aktuelles/pressemitteilungen/2020/berliner-sommersemester-2020.pdf

I ask all of you - staff and students alike - to take on this extraordinary semester with particular commitment and determination. It will require a great deal from us. We will continue to have exceptions and provisions which limit our field of action. We will have to work with this as best possible.

However, we want summer semester 2020 to be one of joint effort. I call upon you to come together, open new avenues and find new ways to solve our common problems. Let us show that a university can continue to work under the given circumstances.

As the University governance and crisis committee, we want to demonstrate this with the help of all, with the faculties, Academic Senate, other committees, staff councils, administration, student representative bodies, researchers, and staff.  

The 34,000 plus students who came to our university to learn with the intent of changing or even improving the world are the focus of all our internal efforts.

Please all do your part and help us continue to give them this opportunity.

Heartfelt thanks and stay healthy!

Professor Dr. Christian Thomsen
President of TU Berlin

Information letter from 30 March 2020

Monday, 30. March 2020

Dear Colleagues,

We would like to update you with additional and more specific information regarding your conditions of employment during the current situation:

Closure of childcare facilities and schools: How this affects parents with children requiring care

TU Berlin has decided to grant 10 working days leave of absence with full pay. This is in addition to your normal annual leave allocation. To clarify the situation, these 10 days do not have to be taken consecutively. Once this allotment of days has been used up, you can continue to care for your children by taking regular leave or time off in lieu. You can also use the flextime option to allow you to look after your children even if you do not have sufficient plus hours on your account. Minus hours are to be made up within a six-month period in agreement with your manager or supervisor.

Please also note that legislation is planned (!) at national level to introduce a replacement salary covering a period of six weeks for parents unable to work as a result of the closure of schools or childcare facilities. As soon as this becomes law, we will inform you of how to proceed.

Working from home

Staff working from home are required to work as normal for the working hours agreed. Staff assigned too little work for these hours are requested to proactively contact their supervisor or manager to discuss additional tasks. Staff are also free to make suggestions concerning such additional tasks. These may include any work falling within the remit of the tasks agreed for your position, such as creating new forms, editing and updating existing documents, preparing texts for the website, taking part in online seminars, telephone meetings, preparing training material, updating tables, or preparing statistics or wikis. Your manager can also assign you additional work. If your manager is unable to assign you any further meaningful work, then you will be granted leave of absence on full pay.

Leave

Many of you will have applied for annual leave or other forms of leave of absence for this period. Approval continues to apply for all leave previously authorized. Cancellation or withdrawal of leave requires the authorization/consent of the University. Given the current circumstances, authorization/consent will only be granted if this is in the interest of the employer and if the employee´s work is demonstrably indispensable to the functioning of the University during the period of restricted operations. 

What does this mean exactly? Essentially cancellation of leave or any other form of leave of absence at the request of staff will not be approved as long as the coronavirus continues to affect the University´s operations. Exceptions will only be granted if the employee´s work is deemed absolutely indispensable to the University. It is also possible to reschedule periods of approved leave to enable staff to look after their children during the current period of closure affecting schools and childcare facilities.

Making purchases and orders

Please note that during the period of essential-only presence, purchases and orders may only be made for items and services necessary for maintaining essential operations or which help to prevent the spread of the virus. All other purchases, such as for office supplies, are not permitted and will not be processed. This regulation was already communicated in the Crisis Committee bulletin of 19 March 2020. Heads of departments, central institutions, and central institutes, etc. have already been informed regarding procedures to enable a proper processing of invoices by accounts during the period of essential-only presence. 

Video and conference tools

The demand for digital conference tools is increasing as staff seek ways to perform their work effectively during the period of essential-only presence. We recommend the German Research Network´s conference tool, which can be requested online from Campus Management. As an alternative, we recommend tubMeeting. Increased demand could however lead to the system being overloaded at certain times. Campus Management is aware of this problem and is working hard to stabilize existing options as well as to find other solutions conforming to data protection law.

In the meantime, we request you not to use tools, which are suspect in terms of data protection. These include Skype, WhatsApp, and FaceTime. You can already access tubMeeting via tubmeeting.tu-berlin.de (quick access: 147980) for all your web meetings or telephone conferences. Please limit the number of hosts to an absolute minimum by appointing one person within your section to coordinate meetings (including rescheduling).  

Legal regulations continue to apply during the period of restricted operations. The General Data Protection Regulation regards the passing on of personal data without legal cause as a violation of data protection. This includes requiring applicants to use a tool as part of an interview process, where the tool provider uses the data for its own purposes or when the Patriot Act and CLOUD Act enable the NSA access to the data as a result of its transmission to the United States of America. 

The current situation imposes restrictions on staff and students in all areas of university life. Maintaining operations and taking measures to combat the risk of infection as well as ensuring your capacity to work once the situation has come to an end have absolute priority.

We would like to thank all of you for all your efforts!

TU Berlin Crisis Committee

Information letter from 19 March 2020

Thursday, 19 March 2020

Dear Colleagues,

The TU Berlin Crisis Committee has decreed that TU Berlin will transition to essential-only presence (meaning that only personnel whose presence is absolutely essential will be able to access TU Berlin buildings) from Friday, 20 March 2020, 15:00. This means that only essential operations will be conducted throughout the University´s premises with all TU staff otherwise working from home.

This measure has been adopted in response to a decision taken by the task force of the state secretary for science and research together with the presidents of Berlin universities on 18 March 2020 and reflects the obligation to prevent the spread of the coronavirus in all situations and effectively as possible. This regulation is binding for all and is in effect until further notice.

The wording of the decision is as follows:

“Administrative operations will be restricted to essential-only presence from Friday, 20.03.2020 (with the exception of Charité– Universitätsmedizin Berlin). The affected institutions are to determine on the basis of their right to determine who is granted or denied access to their buildings and the extent of their measures for dealing with a pandemic which key persons are essential for the emergency operation of their institution and are thus to be granted access. Charité – Universitätsmedizin Berlin will determine appropriate measures to reflect the work it does.”

TU Berlin President Professor Dr. Christian Thomsen says: “We currently find ourselves in the most extraordinary situation in the modern history of TU Berlin. These enacted regulations impact the University at its core. We will have to re-think the University. It is up to each and every one of us to meet the challenges of this new togetherness without direct personal contact. I would like to thank all TU Berlin staff who have managed these extraordinary days and exceptional tasks with vigor, creativity, and composure. Currently there is no alternative other than to adopt a policy of essential-only presence. Our most important duty, for every organization and every single person, is to avoid the spread of the coronavirus. This is the need of the hour and we are acting accordingly.”

A video message from the TU Berlin president can be found at: youtu.be/_4EULLCb3bI

The vice president for education, digitalization, and sustainability, Professor Hans-Ulrich Heiß, has also spoken about studies and teaching in the current situation in a video message: youtu.be/UbW6NnwtanE

What does this mean exactly?

Essential-only presence means that

  • all TU Berlin buildings will be shut, 
     
  • no one will be allowed to enter the University buildings, 
     
  • TU Berlin staff are required to continue working exclusively from home,
     
  • the exception are staff working in areas which need to keep operating in order to maintain essential operations (determined in an extraordinary regulation drafted by TU Berlin´s vice president for administration),
     
  • management are to agree exceptional regulations with staff whose regular work does not permit them, whether for technical reasons or due to the nature of the work itself, to work from home,
     
  • management have the right to grant leave on full pay to staff whose work cannot be performed from home,
     
  • face-to-face teaching and in-person exams are canceled until further notice, 
     
  • research operations will be suspended, with certain exceptions approved by the Crisis Committee,
     
  • the University administration will continue to operate essential Services,
     
  • no cafés, restaurants, offices, points of sale, etc. may remain open on the campus
     
  • The essential-only presence regulations also apply for third parties renting spaces on the campus.

TU Berlin has determined that essential presence applies to the following:

  • necessary technical supervision and maintenance of buildings and equipment by the building department
     
  • minimal processing of staff-related issues such as extending and terminating contracts to prevent individuals becoming unemployed
     
  • minimal processing of staff-related issues as they relate to the payment of wages and salaries
     
  • minimal accounting procedures as they relate to the paying of small invoices and salaries and wages
     
  • minimal staff required to perform security services
  • minimal staff required for decentralized technical plants, generally only occasionally and in the event of emergency
     
  • essential interoffice mail services
     
  • on-call Duty
     
  • a small number of staff in Campus Management to perform essential operations
     
  • members of the TU Berlin Crisis Committee
     
  • anybody working in the fight against the virus on a case-by-case basis (production of enzymes for test kits or the production of spare parts for respiratory equipment, etc.)

All members of the University are called upon and obliged to

  • leave their offices and work places at the University,
  • continue working from home,
  • take advantage as parents of children aged up to 12 of the option of paid leave of absence for 10 working days,
  • agree regulations with their managers if their work cannot be conducted from home for technical, logistical or other reasons,
  • use Campus Management´s services for telephone and video conferences, tubCloud and other similar services.

The following applies as a point of principle: TU Berlin continues to pay regular salaries and wages during a period of essential-only presence.

Studying and teaching

No in-person examinations will be conducted from 19 March 2020. Examinations will be conducted in an alternative form and/or at a later date. Guidelines for conducting state examinations will be drafted and made available by the relevant examination offices.

Submission dates for final theses for bachelor´s, master´s and Diplom programs will be suspended from 12.03.2020 until normal operations are resumed for students (not before 11.05.2020). This means that you will have the full period for completing your final thesis from the time the University returns to normal operations, including the reopening of libraries, PC labs, etc. There will be no disadvantages for you.

Further details are available in the information letter of 17 March 2020: www.tu-berlin.de/?212770 

Working from home

Employment contracts remain unchanged
Should staff work from home, their employment contracts remain unaltered in their current state. Employees are only freed from their obligation to work in their respective place of work for the duration of the exception approving their working from home.

Joint agreement on the scope of responsibilities
The employee and manager are to jointly determine the type and scope of duties to be completed from home. Work packages, scopes for action, and the means and extent of accessibility are to be clearly agreed upon by the employee and manager.

Working times when working from home
Collective agreements and statutory provisions as well as the existing service agreements and circulars on working hours, rest breaks and incapacity for work apply.

Pursuant to the flextime framework in the TU Berlin/Staff Council agreement on flexible working hours, employees are permitted to freely determine their working hours when working from home. When recording your working hours, please enter “Homeoffice” under “Comments” in column J. You are not required to enter your start and end times. Employees are to arrange the times they are available when working from home with their supervisors.

Tools, data privacy, and occupational and health protection when working from home
Employees are permitted to use both official and personal tools when working from home. Please ensure data privacy and security (see info sheet “Data privacy and IT security when working from home”).

Employees are also protected by statutory accident insurance when working from home. Protection extends to occupational accidents and occupational illnesses. According to Section 8 (1) sentence 1 SGB VII, occupational accidents are accidents suffered by insured persons as a result of an activity which constitutes the basis for insurance coverage.

Obligations of staff

During the period of restricted operations, staff are required to check their university email address at least twice every working day (https://exchange.tu-berlin.de/owa) to keep up to date with the latest developments and to ensure that they remain contactable in urgent circumstances. They are also obliged to check the University website once a day as the latest information and statements are published there. Should you not be able to access your email inbox, please provide your supervisor with a telephone number where you can be contacted.

Regulations regarding your workplace at the University

Every member of staff is obliged to leave their workplace in an orderly condition. Please remember to ensure that you leave no valuables behind and that fridges are emptied. The electricity supply will continue to operate during the period of restricted operation. Users are responsible for ensuring that they switch off all lights in offices, corridors and labs. Disconnect coffee machines, kettles etc. from the mains. Switch off the heating.
It is essential to ensure that all doors are locked when you leave your rooms. If possible, place equipment in lockable cupboards.

Reducing the workload for University support services

As all central administrative departments, teams, and sections as well as faculties etc. are required to switch over to “emergency mode”, the following regulations apply for all staff:

Staff procedures

Staff teams and staff councils have agreed regulations to avoid all appointment procedures as well as the procedures for extending and terminating contracts being suspended to a later date. Initially those procedures will be undertaken which are critical in terms of time (e.g. extensions to contracts in March/April 2020) or which are necessary to prevent personal difficulties arising (such as unemployment due to non-renewal of contract etc.). We would kindly ask you to refrain from making inquiries to allow the staff to organize everything. We will keep you updated regarding these issues.  

Advisory and other services of the women´s representatives

Answering inquiries, providing advice and receiving complaints will be conducted exclusively by email and telephone until further notice. The following applies regarding the women´s representatives´ involvement in staff procedures: With immediate effect, all staff procedures will be conducted electronically. This includes the forwarding of documents. Approval or rejection by the women´s representatives for electronically conducted procedures will be given by email.

Suspension of ordering of goods

We request all TU members – whether working from home or the office – NOT to order any goods from now on. Only orders placed to ensure the essential operation of the University will be approved. This regulation is binding and is in effect until further notice. The reasons for this decision are that it is not possible to arrange for the proper receipt of goods and to reduce the workload of the finance department to allow them to conduct essential business as smoothly as possible. This includes the payment of wages and salaries. We thank you for your cooperation. Please avoid doing anything at the moment which is not strictly necessary.

Communication

During the period of essential-only presence, the Crisis Committee will also be meeting regularly (currently on a daily basis) to evaluate the situation. Information letters with binding regulations will continue to be published. The Office of Communication, Events and Alumni will be updating you on the situation at the University on an ongoing basis throughout this period.

Please ensure that you visit the TU Berlin website on a daily basis to update yourself: www.tu-berlin.de 

Please also make use of the University´s main official social media channels:
www.facebook.com/TU.Berlin/ 
www.twitter.com/TUBerlin 
www.instagram.com/tu_berlin/ 
www.youtube.com/user/TUBerlinTV 

Please address any questions regarding TU Berlin or your specific place of work to the following email address only:  

We will provide a prompt answer to all your emails.

Please refrain from making general inquiries concerning the spread of the virus and illness etc. For such questions, please use the following information service: www.tu-berlin.de/?212570 

TU Berlin Crisis Committee
19 March 2020

Information letter from 17 March 2020

Information letter with measures from department II to V

Tuesday, 17. March 2020

Dear Colleagues,

The following measures are being implemented with immediate effect by the University’s departments to reduce the spread of the coronavirus. These measures apply until further notice. Additional measures may also be introduced if the University is required to further reduce operations to a minimum. Measures affecting Department I will be announced separately.

Department II – Human Resources and Legal Affairs

Human Resources (IIT) is reducing direct personal contact and face-to-face appointments (e.g. staff interviews; appointments with committees, academic chairs, etc.) to an absolute necessary minimum. Advisory services will only be provided by email and telephone until further notice.

The following applies regarding the finalization of work contracts:
With immediate effect, work contracts will generally be sent digitally, meaning that an unsigned contract is sent by the relevant member of staff to the appointee together with the necessary forms and paperwork. The appointee prints two copies of the contract as well as all other documents sent, signs everything and returns by standard mail to the indicated staff team. Once the contract has been signed by Human Resources, an original copy is sent to the appointee by standard mail.

A face-to-face appointment may be possible as an absolute exception should it not be possible to finalize a contract in time using the above procedure (for example, the standard mail service may take too long).
A digital procedure is similarly to be used for all other situations where a signature is required.
Over the next weeks, Human Resources will give priority to work which has to be completed by strict deadlines. This means that priority will be given to job postings, the finalization of contracts, the termination of contracts and changes to working hours as they affect the payment of salaries.
Traveling Expenses (IIRK) is also reducing direct personal contact. Inquiries will only be answered by telephone and email until further notice.

14-day (calendar day) self-quarantine for all members of the University returning from regions identified as risk areas by the Robert Koch Institute (RKI)

It was determined in the communication dated 11 March 2020 that all students, researchers and staff of academic institutions returning from regions designated as risk areas by the RKI are required to self-impose a 14-day quarantine.

Staff who have just returned from a risk area are urgently requested to immediately contact the relevant health authority. Staff will be granted leave on full pay for 14 days to enable them to self-quarantine and to arrange for medical treatment or testing. A form is available via ID which staff are requested to complete and send by email to their staff team.

Staff returning from a risk area should contact their manager as soon as possible (either by telephone or email) to discuss the options for working from home during this 14-day period.

Incapacity to work due to illness

A sick note from a doctor confirming incapacity to work is to be presented at the latest on the working day following the third day of illness. Should it not be possible to present an original copy of a doctor’s sick note confirming an existing incapacity to work by this deadline, you also have the option to scan the document as temporary proof of incapacity to work and send it to your staff team as an attachment by email, as a photo from your mobile phone, or by fax.

Information regarding leave of absence for all units, academic chairs, and faculties:

All units, academic chairs and faculties should continue to complete the form for registering illness (Erkrankungsanzeige) as normal and send to their staff team so that any time not worked can be recorded. For staff granted leave of absence due to the closure of a childcare facility/school or due to their return from a risk area, the reason for absence is to be completed by hand in the relevant field (wegen) and the boxes which would normally be ticked left blank. Please also continue to use the form for registering a return to work for staff granted leave of absence. Completed forms can be sent by email to the relevant staff team.

Services provided by the Family Services Office

To prevent children and their caregivers infecting each other, the flexible childcare service for TU members will be discontinued for the time being. Family Services Office advising offers will be available only by email and telephone until further notice.

Seminars offered by Human Resources and Continuing Education (II PE-WB)

Seminars offered by Human Resources and Continuing Education are canceled until the end of April 2020.

Leave of absence for trainees

With immediate effect, trainees are released from their requirement to attend until further notice. Trainees are required to contact their trainers by email or telephone to discuss which work and tasks they can continue to do from home.

Department III - Finances

  1. Closure of the University Cashier’s cash counter
    Due to current circumstances, the University Cashier’s cash counter is closed beginning 12 March 2020. We would like to make clear that no exemptions are possible regarding the paying in and out of cash. Please take appropriate measures. Please inform all your students, customers, etc.
     
  2. All non-cash payments remain unaffected and will continue to be processed on a daily basis.
     
  3. Due to the greatly reduced staff levels in Financial Accounting (FIBU), we kindly request you to refrain from inquiries regarding individual invoice transactions, including those for which a reminder has already been issued. We will not be able to deal with such requests. It is also not possible to select individual transactions from the inbox.
     
  4. Invoices will be processed according to their priority. Priority is determined on the basis of the amount to be paid and the discounted amount, provided this still applies after the transaction has been received by Financial Accounting.
     
  5. We kindly ask you to refrain from bringing transactions in person to Financial Accounting as well as all sections within Department III, i.e. Human Resources Management – III PW – and Financial Management  – III FIMA.

Department IV - Building and Services Management

  1. Advisory services regarding building work will be reduced to a minimum.
     
  2. Work on state construction sites will continue to be undertaken on site until such projects are suspended.
     
  3. Other building work will continue until completely suspended.
     
  4. Removals will only take place at the request of the office or individual requesting the move. The disposal of bulky waste should be discontinued in the coming period.
     
  5. Reported faults will continue to be processed. Please only report faults requiring urgent attention. Please be aware that it may take longer to deal with faults than usual. Should such a delay represent a potential risk, please inform Department IV by telephone.
     
  6. Cleaning and interoffice mail services will continue to operate.
     
  7. The usual range of building operations will continue to operate. Please be aware, however, that there may be extensive delays in such services due to the reduced number of staff.
     
  8. Waste disposal and printing services will continue to operate.
     
  9. Invoices must continue to be entered in-house as long as there is no digital option for forwarding incoming mail. The booking of invoices is the responsibility of Department III.

Department V Research

Department V will essentially be working from home to avoid social contact and reduce the risk of infection (some staff, such as team leaders, section leaders, and the head of department will, however, continue to work from their offices). They are therefore canceling all face-to-face office hours and kindly request you to refrain from coming to the offices of Department V in person.

However, all sections can be contacted by email as usual.

Department V will strive to maintain its operations as fully and effectively as possible. The following services are provided on a priority basis:

  • release of funds for staff recruitment
  • payment orders
  • project facilities
  • project projections
  • verification and payment requests
  • contract reviews and contract negotiations with industrial partners and funding agencies, including telephone consultation service for researchers
  • all legally binding signatures required
  • correspondence

Department of International Affairs

Student Mobility and International Students

All staff are available for their target groups by phone (via call forwarding to private numbers) and email. Some staff members will be present in the office on a rotating basis.

Advising for international students and TU Berlin students planning a semester abroad will only take place by phone and email until further notice (call forwarding in place, limited presence in the office).
All scholarships are guaranteed to be paid out. Due to regulations regarding the necessary signatures, payments may be delayed.

Selection process are not affected (paper selection).

Information and orientation events will transition to an online format where possible.

International exchange students (incomings) who have not yet arrived are/have been urgently recommended to postpone their stay. All partner universities have been informed.

TU Berlin exchange students in risk areas are/have been urgently recommended to return to Germany without delay. Students who have not yet begun their stay abroad have been prohibited by the Senate Chancellery from leaving and have received notice of revocation of funding from our office.

We are currently communicating with third-party funding organizations (Erasmus/DAAD) whether/which re-booking/cancellation fees can be reimbursed. We are also working on a comparable solution for TU Berlin scholarship holders.

The Visa Service has been suspended. However, according to the State Office for Residents’ and Regulatory Affairs, temporary residence visas will continue to be valid. https://www.berlin.de/einwanderung/ueber-uns/aktuelles/artikel.906001.php

All measures/information can be found at www.tu-berlin.de/?5190 beginning Tuesday afternoon, 17 March 2020.

International Projects

Where possible, questions concerning current international projects will be answered by email  – please use the following email addresses.

International Projects: 
International Scientific Cooperation:  

Seed funding selection processes

The selection processes for international seed funding projects will continue to take place. The deadline of 6 April 2020 remains in effect for seed funding proposals for cooperation with partners in the Global South. Please contact  with any questions.

Applications for calls (seed funding for UTS) are to be sent exclusively via email to . Selection will be conducted together with university management as usual.
 

International Scientific Cooperation

Questions concerning visiting scholars, joint PhDs, and other aspects of international scientific cooperation are to be sent to 

Please note that such inquiries relating to select Global South countries should be directed to International Projects 

You can find the responsible team and contact person for individual countries of the Global South at: https://www.naturwissenschaften.tu-berlin.de/fileadmin/f2_internationalesfak2/GS_Laenderzustaendigkeiten_DAC-Liste_20190624_pdf.pdf

All scheduled meetings with partner institutions are to be held online where possible.

Preparatory School

In-person teaching at the Preparatory School has been canceled. Lessons are to be continued using electronic media as far as possible. Efforts are being made to maintain course times and schedules in the transition to electronic lessons.

Oral final exams will take place according to the guidelines of the Robert Koch Institute; semester exams have been canceled.

Due to the current situation caused by the coronavirus, regular office hours for general advising and for MINT language courses for refugees have been canceled until further notice.

The Preparatory School is available for general advising by email at  or phone at +49 30 314-72720. We can be reached by phone Monday to Thursday, 8:00 to 15:00 and Fridays, 8:00 to 13:00.

The Preparatory School is available for questions regarding the MINT language courses for refugees by email at  or phone at +49 30 314-26519 Phone advising is open Monday to Friday, 9:00 to 12:00.

Information letter from 16 March 2020

Monday, 16. March 2020

Dear Colleagues,

Our current utmost priority is to reduce social contact to a minimum to avoid spreading the coronavirus. The following regulations are intended to contribute to this aim and enable staff to work from home, as technology and the nature of their work permit.

We ask all management as well as staff to consider together whether working from home is possible and can be implemented.

To this end, the TU Berlin Crisis Committee asks
a) that the conditions and instructions listed below are adhered to, should work from home be possible.
b) that all managers enable flexible individual solutions which meet our priority of “minimizing social contact”. Possible models may include half of the team working in the morning and the other half in the evening. We ask that you remain flexible when finding possible solutions.

The following regulations regarding work from home apply until further notice:

  1. Decision of the direct Manager
    Due to the current exceptional situation, the respective direct manager is responsible for decisions regarding the granting and scope of work from home. Human Resources will not be reviewing or approving any decisions. 
  2. Employment contracts remain unchanged
    Should staff work from home, their employment contracts remain unaltered in their current state. Employees are only freed from their obligation to work in their respective place of work for the duration of the exception approving their work from home.
  3. Joint agreement on the scope of responsibilities
    The employee and manager are to jointly determine the type and scope of duties to be completed from home. Work packages, scopes for action, and the means and extent of accessibility are to be clearly agreed upon by the employee and manager. 
    Tasks can be completed with or without technical aids and online or offline from home. It will not be possible for every employee to fully work from home. We ask that direct managers make individual considerations about which tasks can be completed from home and to implement these accordingly.
  4. Working times when working from home
    Collective agreements and statutory provisions as well as the existing TU Berlin/Staff Council agreements and circulars on working hours, rest breaks and incapacity for work apply.
    Pursuant to the flextime framework in the TU Berlin/Staff Council agreement on flexible working hours, employees are permitted to freely determine their working hours when working from home. When recording your working hours, please enter “Homeoffice” under “Comments” in column J. You are not required to enter your start and end times. Employees are to arrange the times they are to be available when working from home with their supervisors.
  5. Tools, data privacy, and occupational and health protection when working from home
    Employees are permitted to use both official and personal tools when working from home. Please ensure data privacy and security (see info sheet “Data privacy and IT security when working from home”). 
    Employees are also protected by statutory accident insurance when working from home. Protection extends to occupational accidents and occupational illnesses. According to Section 8 (1) sentence 1 SGB VII, occupational accidents are accidents suffered by insured persons as a result of an activity which constitutes the basis for insurance coverage.
  6. Persons with pre-existing medical conditions
    In work areas with limited opportunities to allow employees to work from home, we ask the immediate supervisor to decide who can work from home and to what extent as prudent. We ask that this is made possible in particular for employees with pre-existing conditions or employees living with persons with pre-existing conditions. This especially includes the risk groups listed by the Robert Koch Institute: https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogruppen.html 
  7. Maintenance of University operations
    In order to maintain University operations, certain work cannot be completed from home. This work must continue to be performed on site by the respective employees. A provision shall be made here which ensures the minimum operation of the University and which also takes into account the interests of the persons concerned with regard to protection against infection. 
  8. Tips for working from home
    How do I implement mobile working?

 

There are different options for mobile working:

 

If you work with personal data:
You should only work using a VPN: see https://www.tu-berlin.de/?57961 

All others can use the
o cloud:
https://tubcloud.tu-berlin.de  or https://www.tu-berlin.de/?131359 
o Accessing email online
https://exchange.tu-berlin.de/owa  or https://www.tu-berlin.de/?97930 
o AFS:
https://webafs.tu-berlin.de  or https://www.tu-berlin.de/?78548 

 

You can find further services at https://www.campusmanagement.tu-berlin.de/menue/dienste/ 

Stay up to date:

Call forwarding

Where possible, employees working from home are requested to forward calls from their work phone to their personal landlines or cell phones where they can be reached. If the number you wish to have your calls forwarded to has a different area code than 030, meaning it is outside of the Berlin landline network, please send an email with your TU Berlin phone number to Torsten Wünsch (torsten.wuensch@tu-berlin.de).

Instructions for activating/deactivating call forwarding

For conventional connections:

  1. Lift the receiver of your work phone and dial 321.
  2. Enter the number you wish your calls to be forwarded to (if entering an external number, such as a cell phone number, dial 0 first, e.g. 00176...).
  3. Wait for the acknowledgment signal tone and hang up.
  4. To deactivate call forwarding, lift the receiver and dial 421. Wait for the acknowledgment signal tone and hang up.

Please note that you cannot deactivate call forwarding from outside the University.

For connections using VoIP:

You can find the instructions at https://doku.voip.tu-berlin.de/german/8851/ 
-> Menü Anruffunktionen -> Rufumleitung
In English: https://doku.voip.tu-berlin.de/english/8851/index.html 
-> Call  Functions -> Forwarding all Calls
This documentation is only accessible within the TU Berlin network and cannot be accessed from an external computer or account.

If you are cannot or do not wish to forward your calls, we ask that you create call forwarding chains within your team ending with an employee’s voice mailbox requesting the caller to send an email. The team member who activates this voice mailbox recording is requested to send an email to Torsten Wünsch ( ) with their name, TU phone number, and email address (must end with @tu-berlin.de) More information is available at https://www.facilities.tu-berlin.de/iv_c_fachtechnik/menue/organisation/schwachstromtechnik_fernmeldetechnik 

Using the TUB Cloud

Please consider in advance which documents you want to upload to the TUB Cloud to later access when working from home or outside the office. You are not permitted to upload documents with sensitive data (such as personal data). You can find further information at: https://www.campusmanagement.tu-berlin.de/tubcloud/ 

Phone conferencing

Please plan meetings with your team and/or colleagues working from home using phone conferencing:
https://www.campusmanagement.tu-berlin.de/menue/dienste/kommunikation_internet/tubmeeting/ 

If these services are temporarily unavailable due to the foreseeable high demand, please reschedule your use for off-peak hours. Thank you!

Deputization regulations

Managers are required to determine clear deputization regulations.

Activating your out-of-office message

Please remember to set up or activate your out-of-office message and to name your respective deputy in the message.

Office/fridge

Please also remember to remove food and perishable items from the office if you are to begin working from home.

Info sheet on data privacy and IT security when working from home (last updated: March 2020)

Please use sensitive data as little as possible.

The most important rule is to take only official analog and digital data that is absolutely necessary from your place of work. As a rule, work with personal or otherwise sensitive data should be carried out in your place of work. If necessary for official purposes, resources that are only available in analog form can be digitized in advance by the employee. Data and the TU network can be accessed via the tubCloud (quick access: 131359) or VPN (quick access: 57961). In exceptional cases, encrypted data can be saved to an encrypted USB stick. Please contact your local IT support if you require assistance.

Sharing information with third parties is prohibited

All data, particularly personal and confidential data, must be protected by the employee in such a way as to prevent an unauthorized gateway and unauthorized access to data and documents. Data, information, and documents may neither be shared with third parties nor made available for viewing by third parties (e.g. on your computer screen or printouts).

Protect your data and devices

If you use personal hardware to conduct official work, please use a separate user profile for official work. Clean this regularly of (temporarily) stored official data. Do not leave your mobile workplace unattended. Mobile terminal devices should be locked (including when not in use) and documents are to be stored securely. Passwords should be entered unobserved by strangers and never stored locally. You are not permitted to share your devices with third parties. For all services not accessible from outside TU Berlin, please use the VPN if you are dependent on it for current work, as this makes unauthorized access for third parties more difficult.
To conserve the limited available capacities, please terminate the connection as soon as possible after finishing your work.

Use trusted software products

To the extent possible, use the same products as in your official workplace. Licenses are generally available from Campus Management. In order to use official emails, calendars, or address books, please exclusively use the products recommended by Campus Management (quick access: 97930). When using tablets and smartphones for official purposes, please use apps which comply with data privacy regulations.

Keep your technology secure

Regularly update operating systems and all installed programs/apps on your mobile devices. Install virus protection software with regular updates and a personal firewall (for example SOPHOS Av, quick access: 13499). Delete apps and de-install software you (no longer) need. Make sure that you use the separately installed administration profile for operating system or application software updates. Configure your device’s security settings according to the recommendations of Campus Management and the data protection officer as well as data protection regulations. Please contact your local IT support if you require assistance.

Information letter from 15 March 2020

Dear Ladies and Gentlemen,

As stated in the letter from the TU Berlin Crisis Committee of 13 March 2020, the current situation calls for research operations to be restricted in an effort to avoid as much social contact as possible. The exact wording in the letter is:

“At the discretion of the respective institution, research operations may continue in justified individual cases as long as they are in accordance with the mandatory and recommended measures here.”
On behalf of the TU Berlin Crisis Committee, I would like to ask you to make the following important preparations without delay:

  1. If you have equipment, technical facilities, laboratories, or workshops (in particular, facilities requiring approval, e.g. which observe genetic engineering or radiation protection guidelines), in which certain equipment cannot be shut down and/or decommissioned quickly, please immediately make preparations for such decommissioning. This is to ensure that in an emergency, not much time is needed to shut down the equipment in accordance with the regulations. Please start taking the necessary measures immediately!
  2. If you have equipment, technical facilities, laboratories, or workshops with equipment, which require regular on-site monitoring despite being shut down (e.g. re-filling cooling agents), please immediately send the Crisis Committee the following information: 
    - Type and scope of necessary Monitoring 
    - Monitor information (name, position, email address) 
    - Please send this information in an email with the subject line “Forschungsbetrieb” to your responsible faculty administration head (In the case of ZELMI, please send the information to the head of Faculty II administration). This will provide the heads of the faculty administrations with an overview of the facilities in their faculties, which they will then collect and summarize and Forward to the Crisis Committee. 
  3. If you are able to monitor the facilities and provide maintenance remotely, please adapt your operations to do so immediately. 
  4. If there are other special cases to be considered within your research operations, please also provide specific information about these without delay. 
  5. If there are no responsible employees in the building, are there any hazardous areas which are NOT to be entered by the building technicians/facility managers in case of damage (e.g. burst water pipes)? If yes, please also inform us of this with specific details and state who is to be informed. Send this information in an email with the subject line “Forschungsbetrieb/gefährdete Bereiche” to the head of your faculty administration as well. 
  6. As all official travel is no longer approved with immediate effect, scientific investigations and experiments outside of TU Berlin (prototype testing, surveys, etc.) may no longer take place. Please postpone or cancel such work. 
  7. Pursuant to the stated immediate measures, work in open space offices and laboratories is to be avoided and ceased immediately.

I ask all superiors to make these measures possible and to implement them immediately. They are to be observed by all TU employees.

Please inform yourself in short regular intervals on the TU Berlin website with information about the measures for preventing the spread of the coronavirus.

If you have fundamental questions about regulations at TU Berlin, please send them to the Crisis Committee at .  

Please help us minimize the spread of the virus.

Thank you!

Sincerely,

p.p. Lars Oeverdieck

Crisis Committee

Information letter from 13 March 2020

Information letter from 11 March 2020

Wednesday, 11. March 2020

Dear Ladies and Gentlemen,
Dear Members of TU Berlin,

In light of the situation resulting from the spread of the coronavirus, we as a university are obliged to respond responsibly, prudently, and with consideration for the future. Our aims are to stem the spread of the virus, gain time, and adjust our actions accordingly.

On 11 March 2020, the Senate Chancellery for Science and Research adopted immediate measures in agreement with the state universities in the State of Berlin and on the advice of  health experts at Charité–Universitätsmedizin Berlin.

These immediate measures and additional TU Berlin-specific measures are mandatory for all members of TU Berlin and are effective immediately until further notice.

I ask all TU members to act responsibly to minimize the spread of the virus. Doing so will help protect human lives. I also ask for your understanding and cooperation regarding the following binding regulations. They significantly affect our university life. They are, however, unavoidable and necessary. The Crisis Committee and many other TU members are currently making every effort to implement these measures and provide assistance with their implementation in individual areas.
Please direct all general questions about the virus, illness, and any possible contact with infected persons to the Berlin hotline and relevant public health authority. We are happy to answer questions specifically regarding the University and will make every effort to respond promptly. Please refer to the TU webpage about the coronavirus to remain up to date. The webpage includes updates from the Crisis Committee and further information including how to contact the Committee. 

Please do your part to implement these measures, help your colleagues, avoid large crowds, minimize your travel, and remain calm. The situation will require a creative response from all of us. I ask all management to demonstrate understanding and goodwill in solving this problem. Together we can overcome this situation.

Most sincerely,

Professor Dr. Christian Thomsen
President of TU Berlin

Immediate measures for all Berlin universities

  1. The immediate cancellation of all conferences, conventions and other events during the current lecture-free period as well as for the lecture period of summer semester 2020 (until 20.07.2020). This also applies to events organized by third parties.
  2. The immediate cancellation of all courses requiring physical attendance being held in the current lecture-free period. Each university will examine the possibility of providing these as online Courses.
  3. The universities are required to evaluate on the basis of the guidelines provided by the Robert Koch Institute (RKI) whether examinations scheduled for the period up until 20.07.20 can be conducted. Agreement concerning the conducting of state examinations is to be taken in conjunction with the relevant Berlin Senate Departments, namely those for Justice, Health, and Education. Ongoing and scheduled internships which are components of degree programs are to be conducted in accordance with the requirements of the institutions or organizations where the internships are taking place.
  4. The start of the summer semester lecture period for universities is to be postponed until 20.04.2020. The universities are to prepare measures to deal with any necessary postponements of classes and examinations or shortening of semesters (such as providing block seminars or online formats). 
  5. Other functions such as research operations, administration and libraries are to be maintained for the time being. Regarding libraries, TU Berlin is implementing another Concept.
  6. All students, researchers and staff of academic institutions returning from regions designated as risk areas by the RKI are required to self-impose a 14-day quarantine.
  7. Official trips as well as study and research stays in regions designated as risk areas by the RKI are not being approved.
  8. The universities and research institutions are required to communicate applicable measures to their members and to adjust these measures on an ongoing basis to reflect changes to the situation. If they have not already done so, the universities and research institutions are to adjust their procedures for dealing with pandemics.

Special measures are being adopted in cooperation with Charité – Universitätsmedizin Berlin and Studierendenwerk Berlin.   

Further immediate measures of TU Berlin

In addition, the universities are called upon to introduce further specific measures. The TU Berlin Crisis Committee has adopted the following additional measures to be implemented:

1. Closure of libraries and PC rooms at TU Berlin

TU Berlin will close all libraries and PC rooms from 11 March 2020. Detailed information is to follow. This applies until further notice.

2. Information regarding exams

Detailed information regarding exams and examination dates will follow shortly.

3. Information for parents and guardians of children attending primary schools and childcare facilities closed due to SARS-CoV-2

If the child in your care (children up to and including 12 years of age) is ill, the usual regulations apply.

Parents or guardians of children who are not ill but whose childcare facility or school has been closed are granted paid leave for 10 working days.

Should you wish to take advantage of this option, please apply in writing to Human Resources with proof of closure and details of the expected period of closure. Please submit this application electronically!

You can remain at home as soon as you have submitted your application. You do not require prior approval.

These regulations apply accordingly for staff with civil servant status.
You are further requested to inform your supervisor and remain in regular contact with them.

4. Salary payments during quarantines ordered by the relevant public health authority

The usual regulations regarding pay in the event of illness apply for staff placed in quarantine who are actually ill themselves and officially registered as being ill (salary payment for a period of six weeks with statutory sick pay from the seventh week).

For staff placed in quarantine only as a preventative measure the Law on the Prevention and Control of Infectious Disease (IfSG) applies.

In this case, staff receive payment in line with loss of earnings payments. This will be paid by the employer for the first six weeks. Loss of earnings payment is the equivalent of an employee’s net salary. From the start of the seventh week, this payment will be made by the responsible authority on application by the affected individual. Payment is the same as statutory sick pay in accordance with Section 47 (1) SGB V, provided loss of earnings does not exceed the contribution assessment ceiling. 

5. Documentation

Should you fall ill with COVID19 and remain ill for more than three calendar days, you remain obligated to submit a sick note. This also applies in cases where, in addition to sick leave, a quarantine has been ordered by the responsible health authority.
In the case of such quarantine without simultaneous sick leave due to COVID-19, the persons concerned must submit proof of the order of quarantine by presenting the letter issued by the health authority.

The sick note and/or letter from the health authority are to be immediately submitted via email (scan or photo) to the responsible personnel team. Please retain the original copies.
The rules and regulations in the circular “Sick notes and unexcused absence” of 29.8.2013 continue to apply for sick notes issued for other reasons.

Please inform both your personnel team and your supervisor.

6. Official and non-official travel

TU Berlin is not approving any official trips to regions designated as risk areas (https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete.html).

We also urgently request you to make as few official trips as possible. Please carefully consider whether any such trips are strictly necessary at this time. If not, then please cancel the trip. Cancellation costs will be paid by TU Berlin. 

We further urgently request all TU members not to undertake any trips or only travel if absolutely necessary. This also applies to TU students.

Lastly:
What to do in case of a suspected corona infection? What are the symptoms?
https://www.bundesgesundheitsministerium.de/coronavirus.html 

 

TU Berlin Crisis Committee, 11 March 2020

Information letter from 3 March 2020

Tuesday, 03. March 2020

Dear Colleagues,

We would like to update you concerning the novel coronavirus (SARS-CoV-2).

a) The TU Berlin’s Crisis Committee is currently examining whether it is possible for events such as congresses, conferences and symposia scheduled to take place at the University in March and April 2020 to go ahead as planned. We have written to all event organizers in this regard. We have also contacted the relevant district authority. Click here to read the Robert Koch Institute’s risk assessment:
https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risiko_Grossveranstaltungen.html 

If you are planning to stage an event yourself, we kindly request you to look closely at these criteria.  

b) On 3 March 2020, we were informed that three TU Berlin students have been instructed by the public health authority to remain at home for a period of, probably, 14 days. We are in contact with these individuals as well as those colleagues who most probably came into contact with two of the three students. TU Berlin is well prepared for any further cases. The Crisis Committee has developed scenarios and is in regular contact with the public health authorities and the Berlin Senate Chancellery – Higher Education and Research.

c) We have also received some inquiries from members of the University who are required to remain at home due to the closure of schools and childcare facilities as a result of the coronavirus. The following should be observed in this respect:

  • If the child under your care is sick, then the usual regulations apply.
  • If the child under your care is not sick, but the childcare facility or school has been closed, then you should use your flexitime hours, or apply for leave or special leave.

d) We would like to reiterate the importance of following hygiene instructions. A good example is provided here: https://www.infektionsschutz.de/mediathek/infografiken.html  

Please inform your colleagues of this. Respirator masks and disinfecting agents – as the recommendations state – are of less purpose than a strict adherence to hygiene measures, such as washing hands, etc.

e) Please also keep yourself updated regarding risk areas: https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete.html 

f) We further ask you to take care not to allow fear, uncertainty or hysteria to lead to prejudice when dealing with other people. TU Berlin calls upon its members to continue to take a firm stand against all forms of racism throughout the period of the COVID-19 virus.

Please also refer to the information provided by Charité – Universitätsmedizin Berlin: https://www.charite.de/klinikum/themen_klinikum/faq_liste_zum_coronavirus/ 

The following is taken from information provided by Charité – Universitätsmedizin Berlin:
What should people living in Berlin do if they suspect they may have caught the virus?

The Berlin Senate Department for Health, Care and Equality has set up a hotline for residents who are concerned they may have caught the virus. The Berlin Senate’s Health Department advises the following:

  • people who have been in contact with a confirmed case within the last 14 days, as well as
  • people who have visited one of the risk areas within the last 14 days and have symptoms (ranging from a slight cold to pneumonia) should stay at home and notify the relevant public health authority by telephone. The public health officer will decide whether a test for SARS-CoV-2 or isolation at home is necessary based on the criteria of the Robert Koch Institute and the individual situation of the person requesting information.
  • People who have visited one of the risk areas within the last 14 days or have been in contact with someone who has visited a risk area and do not notice any symptoms, can contact their family doctor, who will decide whether a test for SARS-CoV-2 is necessary. All contact should first be made by telephone; direct contact with other people is to be avoided.
  • Only patients with severe symptoms should visit an emergency department. The department should be contacted by telephone in advance and notified of a possible case of COVID-19.

Please also refer to the detailed advice provided by the Robert Koch Institute.

TU Berlin Crisis Committee

Information letter from 28. February 2020

Friday, 28. February 2020

Dear Ladies and Gentlemen,
Dear TU Members,
 
We would like to update you with new information about the spread of COVID-19 (Coronavirus SARS-CoV-2).
 
New risk areas

 
As of 26.2.2020, the Robert Koch Institute has listed the following regions as risk areas:
 
In China: Hubei province (including the city of Wuhan) and the cities Wenzhou, Hangzhou, Ningbo, Taizhou in the Zhejiang province.
In Iran: Qom province
In Italy: The province of Lodi in the Lombardy region and the city of Vò in the province of Padua in the Veneto region.
In South Korea: Gyeongsangbuk-do province (North Gyeongsang)
 
https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete.html
 
If you are planning to travel to a risk area, we urgently request you not to undertake this journey or to postpone it until further notice. Until further notice, approval is not being given for TU official trips to these areas.
 
Adherence to hygiene measures
 
We also request that you adhere to the following hygiene measures:
 
The most important rules of hygiene:

  • Turn away from others if you have to cough or sneeze. Keep a distance of at least one meter between you and others.
  • Only use paper tissues once! Throw used tissues away in a garbage can with a lid.
  • Sneeze or cough into your arm if you do not have a tissue.
  • Important: Thoroughly wash your hands after wiping your nose, sneezing, or coughing.
  • Please wash your hands thoroughly multiple times a day.

Source: WHO, Ministry of Health
You can find other detailed tips at:
https://www.infektionsschutz.de/hygienetipps.html
 
 
Information is key!
 
Please inform your colleagues and follow the updates from the Robert Koch Institute, Charité, and Ministry of Health.
You can find further information for TU members at: www.tu-berlin.de/menue/home/
 

TU Berlin Crisis Committee
Februar 28, 2020

Technische Universität Berlin
Straße des 17. Juni 135, 10623 Berlin
Email: 

Information letter from 19. February 2020

Wednesday, 19. February 2020

Ladies and Gentlemen and Members of TU Berlin,

Every day there are new developments regarding the COVID-19 virus (Coronavirus SARS-CoV-2) and its spread. We are writing to you once again today in this context with the following urgent recommendations:

Information for persons planning to travel to a risk area

If you are planning to travel to a risk area, we would urgently request you not to undertake this journey or to postpone it until further notice. Until further notice, approval is not being given for TU official trips to these areas. The areas in question are those classified as risk areas by the Robert Koch Institute and those regions for which the Federal Foreign Office provides travel and safety instructions relating to the coronavirus SARS-CoV-2.

Information provided by the Robert Koch Institute:
https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/nCoV.html

Information provided by the Federal Foreign Office:
www.auswaertiges-amt.de/de/ReiseUndSicherheit/reise-und-sicherheitshinweise/letzteaktualisierungen

Further Information:
https://www.auswaertiges-amt.de/en/aussenpolitik/themen/coronavirus/2298448 

Information for people currently in risk areas who are planning to visit Berlin: Please postpone your trip or visit to Berlin until a later date
We urgently request future exchange students and newly admitted students currently residing in risk areas and who are planning to visit Berlin to postpone their journey until further notice. This also applies to guests or anyone planning to visit Berlin to attend a conference.

Information for TU members and TU students who currently find themselves in a risk area: Please consider an immediate return
We advise TU members and TU students currently in risk areas to end their stay and return to Germany without delay. Please contact the public health office in your home country, preferably before your departure.

Information for persons who have recently been in a risk area: If possible, please remain at home for the first 14 days after your return to Germany.
If you have returned to Berlin or Germany from a risk area in recent days, we request you to remain at home for 14 days as a precautionary measure and to inform the relevant public health office (see below for information).

These recommendations apply for the duration of the (partial) travel warning issued by the Federal Foreign Office.

Should, as a result of these developments and recommendations, persons affected encounter difficulties regarding their studies or research projects, then they should inform their supervisors of the situation by email or telephone. We will work together to find a solution.

 
We expressly point out that our information is important for anyone
- who has recently been in a risk area,
- who has recently had direct contact with a person either from or who has been in a risk area
- who is planning to travel to an affected region or
- anyone, irrespective of their nationality, who wishes to travel from an affected region to Germany or Berlin in the near future.

Hotlines
The Senate department for health, care and equality has been operating a hotline since 28 January 2020 where anyone living in Berlin who feels they may have become infected can call for advice.

The Berlin hotline number is +49 30 9028-2828 and is open daily from 8:00 – 20:00. Alternatively, you can contact the emergency standby doctor at 116 117. This service is available 24/7. The Berlin Senate Health Administration recommends that you seek a diagnostic confirmation if
- you have been in a risk area within the last 14 days
- you have had direct contact with a person who has been in a risk area
- you have had direct contact to a person with a confirmed diagnosis.

You can contact the Federal Ministry for Health from Monday to Thursday from 8:00 until 18:00 and on Friday from 08:00 until 12:00. Coronavirus hotline: +49 3 346 465-100. 

Should one of the criteria for a diagnostic confirmation referred to above apply to you, then please remain at home and inform your public health office, who will perform a further diagnostic confirmation.
You can find out how to contact your public health office at: https://tools.rki.de/PLZTool/en-GB  

As with other respiratory viruses, an infection with the novel coronavirus can cause symptoms such as coughing, rhinitis, sore throat, and fever with some affected persons also experiencing diarrhea. In some patients the virus is associated with a more serious progression resulting in breathing problems and pneumonia. Due to the existence of confirmed cases of coronavirus where the affected persons displayed none of the typical symptoms, we recommend you seek a diagnostic confirmation if you have no symptoms (cough, fever, respiratory problems) but do fulfill one of the three criteria referred to above.

To prevent the spread of the virus, we recommend that you do not seek further medical care (family doctor, hospital) without making an appointment in advance by telephone.

Information about the virus is also available from Charité –Universitätsmedizin Berlin: https://virologie-ccm.charite.de/en/ 

TU Berlin Crisis Committee

Office of Communication, Events and Alumni

Technische Universität Berlin
Straße des 17. Juni 135, 10623 Berlin
Email:  

Berlin Senate hotline

The Senate department for health, care and equality has been operating a hotline since 28 January 2020 where anyone living in Berlin who feels they may have become infected can call for advice. 

The hotline number is (030) 9028-2828 and is open daily from 8:00 – 20:00.

The hotline is operated by experts from the state agency for health and social issues, the health offices of the city boroughs as well as the Charité hospital and is organized by the Senate department for health.

The hotline is intended to help determine if a person’s suspicion of infection is founded or not. Anyone with pneumonia, a cough, fever or experiencing shortness of breath AND who has been in the region of risk in China or who has had contact with a person from this region OR anyone who has had contact with a confirmed case should be considered at risk.

Anyone at risk should have themselves tested for the novel coronavirus.

Further Information: