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Emergency mode operation

Information on the Coronavirus Disease (COVID-19 / 1 April 2020)

By order of the University Governance, as of Wednesday, 18 March 2020, Fachhochschule Dortmund – University of Applied Sciences and Arts is operating in emergency mode. This decision is a preventive measure due to the current developments in the coronavirus situation. It is currently not possible to estimate the duration of this measure. The Ministry of Culture and Science of the federal state of North Rhine-Westphalia (Ministerium für Kultur und Wissenschaft des Landes, MKW) has decided to schedule the beginning of the lecture periods for the summer semester 2020 to 20 April.

You can find updated information on this page (please pay attention to the "Update" notes). Students and staff members of Fachhochschule Dortmund will also receive circular e-mails regarding this matter. Please check your e-mail accounts at least twice a day (browser access via WebMail).

It is prohibited to enter any buildings and campus locations of Fachhochschule Dortmund without permission.

 


+++ Current Updates +++

Starting today, the video conferencing solution "Cisco Webex" is available as an alternative to "DFNconf". This solution may be used for courses and lectures, examinations and general meetings, because it meets the requirements of data protection and codetermination (for staff members in technical departments and administration within a trial period).

Since most of the solutions offered out there, do not meet these requirements, please do not buy any solutions for isolated applications.

The provider guarantees an interruption-free implementation of video conferences. We will provide a sufficient number of licenses for all staff members and lecturers (with the exception of contract lecturers who will be informed separately and receive their licenses). All students and non-university members can participate in the video conferences.

Yesterday, all users received an authorization e-mail from the "Cisco Webex" system. You can also find a link to the Webtex Help Center in this e-mail.

Should you encounter any problems while logging in, please open the following link with the Google Chrome Browser:
https://fh-dortmund.webex.com/

You can find helpful instructions at:
https://help.webex.com/ld-nyw95a4-CiscoWebexMeetings/Webex-Meetings#Get-Started

____________

In addition, we will offer an in-house solution for spontaneous meetings in smaller groups. You will find further information on this page as soon as the solution meets the requirements of codetermination.

Due to the limited emergency operation mode of Fachhochschule Dortmund, all Math HelpDesk locations are currently closed until further notice. However, we will be launching virtual versions soon.

Operation hours: Mondays to Fridays, 11:00 a.m. – 3:00 p.m.

You can reach the virtual options at the following links:

Outside the operation hours (or if you cannot/do not want to use the virtual Math HelpDesk), you can post your questions in the Mathe-Forum in ILIAS.

While all IT Help Desk locations are closed until further notice, we can offer you a virtual solution for the IT Help Desk, starting from today.

Operation hours: Mondays, Wednesdays, Fridays from 10:00 a.m. to 12:00 a.m. (noon) and 2:00 p.m. to 4:00 p.m.

You can reach the virtual IT Help Desk at the following link: www.fh.do/virtual-it-helpdesk

If you have any urgent questions on how to use ILIAS, please contact our support via e-mail: ilias@fh-dortmund.de

Please contact us at our central e-mail address support@fh-dortmund.de, should you have any other problems with any IT services offered by Fachhochschule Dortmund.

Although, the beginning of summer semester has been rescheduled to 20 April 2020, it is currently uncertain whether it will be possible to resume regular studies or whether they have to be offered in digital form.

In the past, there had been the option to held examinations at Fachhochschule Dortmund in electronic form; the examinations regulations however, did not include digital studies to such an extent. In light of the current situation, we have to find individual solutions for the various teaching and examination formals. Therefore, the Senate has adopted the regulations for “Exemptions in relation to the coronavirus SARS-CoV-2“ (“Prüfungsrechtliche Ausnahmen im Zusammenhang mit dem Coronavirus SARS-CoV-2”, PDF).

Primarily, the provisions of the general examination regulations as well the study program examination regulations still apply. In cases when they cannot be observed, the chairpersons of the examination boards are now given the opportunity to make use of new options. In order to make them also legally compliant, the "Instructions on taking oral video examinations" (“Merkblatt zur Abnahme von mündlichen Videoprüfungen”, PDF) explains how to ideally conduct such an examination.

Despite all parties involved making every effort to maintain the teaching operations, unfortunately it cannot be guaranteed that all courses and lectures can be take place.

The election committee passed the following resolution on 26 March 2020 by way of circulation:

In light of the current situation regarding the coronavirus, the student elections to the Senate, to the faculty councils and to the Institute Council IDiAL as well as of the female student representatives to the Women's Advisory Board (Frauenbeirat) of Fachhochschule Dortmund have been postponed to the winter semester 2020/2021.

The elections were initially set to take place on 18 June 2020. Election notices and the submission of election proposals were supposed to be made in April/May. This will be now postponed. Up to the the regular elections, the currently elected student representatives will remain in office on a provisional basis.

We are taking care of each other – solidly united in the time of the coronavirus. These are the first words of the newest post on the internal Rectorate’s Blog written by the Vice Rector Prof. Dr. Katrin Löhr. She addresses the issue on how we can make a big difference as a university during these times.

Staff members can read and comment on the post by logging in with their FH-identification and password:
https://rektorat.fh-dortmund.de/index.php/2020/03/27/7-wir-passen-zusammen/

We are currently working on centrally obtaining two professional video and phone conference solutions to be available as an alternative to DEFconf. These solutions may be used for courses and lectures, examinations and general meetings, because they will meet the requirements of data protection and codetermination.

Since most of the solutions offered out there, do not meet these requirements, please do not buy any solutions for isolated applications.

The provider guarantees an interruption-free implementation of video conferences. We will provide a sufficient number of licenses for all staff members and lecturers as hosts of video and telephone conferences. All students and non-university members can participate in the video conferences. This way, we guarantee the possibility of communication for every concern, which can also be used for larger groups. We are currently in the process of testing the solution centrally and will roll it out at short notice.

In addition, we will offer an in-house solution for spontaneous meetings in smaller groups. You will find further information on this page.

University Sports is working on different options on how to “digitally” get students and staff members moving. From Monday to Friday, there is a live video stream available via Instagram and Facebook:

The following message was also sent via circular e-mail to all students and staff members:


Dear colleagues, dear students, dear all,

We would like to thank you all sincerely on behalf of the entire Rectorate of Fachhochschule Dortmund!

We are currently going through dramatic and frightening times. But we are, as a university but also – collectively with all of you – on a good path. Our guiding principle was and still is to do everything possible in order to help slowing down the spread of the virus. And we appreciate a great willingness throughout the entire university to act in solidarity, to try out and follow new (digital) paths in a pragmatic and uncomplicated way and thus also to find new approaches to solutions.

As the Federal Chancellor recently said: “Our idea of normality, of public life, of social interaction - all this is put to the test.” All of a sudden, every one of us carries burdens that are hard to cope with. We worry about our parents who are in an unstable condition, about the cancelled exams we studied for so hard, the cancelled birthday party. Until a few weeks ago, we took the local public transport to protect our environment; today it bears the risk of a possible contagion and should be used as little as possible.

The following days and weeks will continue to demand a lot of us. They are a stress test for us personally as well as for our society. But they can also motivate us: meeting our family or our friends and acquaintances in small groups can be more intense experiences, virtual workouts with friends or time for neighborhood help. But also curiously trying out technical applications, such as phone or video conferences.

We are facing challenges that we are not familiar with and none of us has any ready answers for them. We do not know yet how to move on. But there are first interesting reflections with a new world emerging with forms we may be only able to guess yet; for example by Matthias Horx who is looking back from the future to today (https://www.horx.com/en/48-the-post-corona-world).

This is a dynamic situation and we will remain capable of learning new things from it. We, as a university, are also learning every day. Collectively, will find new creative formats – for now and for the time after the coronavirus.

How can we conduct examinations without any personal contact, offer lectures online; how do we guarantee a functioning university?

We, the University Governance, are in the process of taking up threads and linking them together. For example, we will set up two university-wide video conferencing systems. We will keep you informed about the progress.

But we are still looking forward to your suggestions, ideas and collective exchange!

Best regards,
keep well and healthy!

Rector Wilhelm Schwick
Chancellor Jochen Drescher

Staff members who are currently working at the locations in order to maintain the emergency mode operation have to check in at the beginning and check out at the end of their work day via e-mail at the gatekeeper (Pförtner*in) in Sonnenstraße (email: pfoertner-son@fh-dortmund.de) instead of by phone.

Should you have any questions regarding the Facility Management, please contact the Head of the Department, Mr. Martin Hübner.

Due to the limited emergendy mode operation period, many staff members are currently working in home office. That is why invoices, procurement requests and requests for freelance work cannot always be submitted internally bearing an original signature.

In order to guarantee a trouble-free procedure, these documents will be accepted by e-mail without signature – by way of exception – only during the limited emergency mode operation period.

See the circular e-mail of 23 March for more details.

Should you have any addtional questions, please contact Ms. Margit Reiberg.

Underground parking

With immediate effect, it is currently prohibited to use the underground car park at the campus location in Sonnenstraße, as this would allow uncontrolled access to building A. Needless to say, you can remove your vehicles still parked in the car park.

 

Checking in and checking out at arrival and departure

Please do not forget to contact the gatekeeper (Pförtner*in) in Sonnenstraße at your arrival and departure at one of the locations of Fachhochschule Dortmund, preferably via e-mail at pfoertner-son@fh-dortmund.de (browser access via WebMail) or by phone (0231 9112-6789). The gatekeeper can also tell you who is currently in the office, so you can contact them and ask to send you documents from the server, for example. The registration also serves the safety of those present, as the gatekeeper will check on-site should anyone not check out at departure.

 

Call forwarding

You have to set up call forwarding on your work phone, in accordance with the regulations for the limited emergency mode operation, e.g. to a smartphone or to a landline phone. If necessary, please ask your colleagues who are still working at the locations of Fachhochschule Dortmund to take care of this for you.

 

Contact persons at Facility Management

Should you have any questions regarding the Facility Management, please contact the Head of the Department, Mr. Martin Hübner.


Contact persons at Human Resources

If you are a staff member of Fachhochschule Dortmund, please note: You have to contact Human Services immediately should there be any suspicion of infection with the coronavirus that leads to testing and especially if you or a person in your direct environment have become infected. Please notify the following persons via e-mail (browser access via WebMail): Mr. Kendziorra, (thomas.kendziorra@fh-dortmund.de), Ms. Beer (beer@fh-dortmund.de), Mr. Essig (essig@fh-dortmund.de) and Ms. Burda (anja.burda@fh-dortmund.de). 

General regulation

As of Wednesday, 18 March 2020, it is not allowed to enter any buildings and campus locations of Fachhochschule Dortmund.

Emergency mode operation (for staff members)

These regulations do not apply to the central units of the university administration and the faculties, with at least two system-relevant staff members in each unit (staff members who maintain the emergency mode operations of Fachhochschule Dortmund and who can be contacted and can provide information).

In a situation like this, when our workplaces are not very busy, we would like to keep a record of who is entering our buildings in order to provide information about our contact persons, if necessary. Please contact our gatekeeper (Pförtner*in) in Sonnenstraße via phone or e-mail (phone: 0231/9112-6789, e-mail: pfoertner-son@fh-dortmund.de) to give notice of your arrival and departure.

Please do not log in. The individual regular working hours will be credited automatically.

Facility Management

Only the gatekeeper (Pförtner*in) will grant access to the buildings of Fachhochschule Dortmund for the respective persons who are exempt from the general ban of entering the buildings.


Courses and examinations

All courses at Fachhochschule Dortmund will be cancelled.
Examinations will no longer take place at the university.
Conferences, workshops and any other public events that were scheduled to take place at Fachhochschule Dortmund are also cancelled (on all campus locations as well as on all other locations).

Due to the limited emergency mode operation, work meetings on a smaller scale are also affected. All committees with the exception of the Rectorate are suspended. All appointment committees are also suspended. In order for mandatory appointments to take place, individual cases must be resolved.


University library

The library will remain closed. You can find additional information at:
https://www.fh-dortmund.de/en/hs/servicebe/bibl/info/news/corona-infos.php


Home office

With the beginning of the emergency mode operation period, all employees have to work in home office, meaning that they must be available at home, especially during core working hours from 9:00 a.m. to 3:00 p.m. (Fridays 9:00 a.m. to 1.00 p.m.).

Existing part-time regulations will be retained.
Direct superiors must also make sure that they can reach their employees via phone at any time, if necessary (on-call duty).
Please check the website of Fachhochschule Dortmund and your e-mails at least twice a day (browser access via WebMail).
Please set up call forwarding in your office.
Student and research assistants must also carry out their tasks from home to the extent possible.

These regulations apply until further notice and can be extended or restricted at any time. You are no longer required to log in individually or to report to the e-mail address at homeoffice@fh-dortmund.de. The individual regular working hours will be credited automatically.

Sick notes must still be reported. Should you become infected with the coronavirus, please contact Human Resources.

As usual, please submit your recreational leave requests via DIAS.


Childcare

The University Governance of Fachhochschule Dortmund is aware that the current situation is challenging in regard to childcare and that working in home office and childcare are not always compatible. However, the University Governance hopes that the current home office regulation can help to equalize the situation.


Office hours

Office hours (e.g. of advising and counseling offices, university offices) will be announced via e-mail.


Studierendenwerk Dortmund

The Studierendenwerk shuts down the operation of all canteens.

 


FAQ


A brief overview

The Robert Koch Institute (RKI) continuously records the current situation, evaluates all information and estimates the risk for the German population. The health risk for the population in Germany is currently classified as high. This assessment may change at short notice due to new developments.

See also: https://www.rki.de/EN/Home/homepage_node.html

The RKI has prepared a FAQ list regarding the coronavirus SARS-CoV-2 at: https://www.rki.de/SharedDocs/FAQ/NCOV2019/FAQ_Liste.html

Until further notice, it is prohibited to enter any campus locations and buildings of Fachhochschule Dortmund in general.

If you are a staff member, please note: You have to contact Human Services immediately should there be any suspicion of infection with the coronavirus that leads to testing and especially if you or a person in your direct environment have become infected. Please notify the following persons via e-mail (browser access via WebMail): Mr. Kendziorra (thomas.kendziorra@fh-dortmund.de), Ms. Beer (beer@fh-dortmund.de), Mr. Essig (essig@fh-dortmund.de) and Ms. Burda (anja.burda@fh-dortmund.de).


Information for staff members working in a location of Fachhochschule Dortmund during the limited emergency mode operation period

As usual, if you are unfit for work, make sure to fully recover at home and do not resume work while still sick. General rules regarding sick leave also apply in this case.

Should there be any cases of the virus reported in your social environment, please contact your superior immediately to find suitable solutions for any staff members at risk.

Should you have any additional questions, please contact Human Resources at:

https://www.fh-dortmund.de/de/hs/servicebe/verw/dezernate/i/personal/103020100000191915.php

We will update this page as necessary and will inform you via e-mail should there be any important changes (browser access via WebMail). Please check these channels regularly and pay attention to the "Update" notes.

The German Social Accident Insurance (Deutsche Gesetzliche Unfallversicherung, DGUV) offers information on its website:
https://www.dguv.de/de/mediencenter/pm/pressearchiv/2020/quartal_1/details_1_385472.jsp


Labor law information for staff members

Whether the university closes due to an official order or due to a decision of the University Governance, your salary will continue to be paid. If you have the necessary work equipment or an agreement with Fachhochschule Dortmund, e.g. a telework agreement etc., you must continue your work to the extent possible.

As with any other illness, you are entitled to continued payment of your salary, should you become infected with the virus.

In accordance with section 56 (2) of the Infection Protection Act (Infektionsschutzgesetz, IfSG), you are still entitled to continued payment of your salary (Lohnfortzahlungsanspruch), but your employer will be reimbursed for your labor costs. For the first six weeks, you will receive your full salary. From the seventh week on, the payment will continue in accordance with section 47 (1) Book Five of the Social Code (Sozialgesetzbuch, SGB) in the amount of sick pay (Krankengeld), provided the loss of earnings does not exceed the annual income limit for compulsory health insurance. If you have the necessary work equipment or an agreement with Fachhochschule Dortmund, e.g. a telework agreement etc., you must continue your work to the extent possible.


Information for teaching staff

You can find additional information on this topic on the page of our E-Learning Coordination Office:
https://www.fh-dortmund.de/en/studi/elearning/aktuelles/2020/corona.php

You can find instructions on how to set up online meetings and telephone conferences with the conferencing service DFNconf at: https://www.conf.dfn.de/anleitungen-und-dokumentation/dfnconf-portal/


Travels abroad

You can find a daily updated list on the page of the RKI at:
https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete.html

With immediate effect, no more business trips and advanced education courses will be approved and business trips and education courses that have already been approved are hereby revoked until 20 April 2020.

These regulations also apply if you have a general business trip permit (allgemeine Dienstreisegenehmigung). You can claim any cancelation fees for already approved business trips that have not been taken in a travel expense report (Reisekostenabrechnung).

Should you have any additional questions, please contact Human Resources at:
https://www.fh-dortmund.de/de/hs/servicebe/verw/dezernate/i/personal/103020100000191915.php

The German Academic Exchange Service (DAAD) is monitoring the situation:

https://www.daad.de/en/coronavirus/

Should you have any additional questions, please contact the International Office at:

https://www.fh-dortmund.de/en/hs/servicebe/verw/dezernate/iii/Kontakt.php

The mayor of the city of Dortmund ordered that returnees from risk regions are not allowed to enter institutions of higher education, among other places, for 14 days.

Should you have any respiratory symptoms, you must contact your responsible local health authority so that appropriate measures can be arranged.

You can find the health authority in charge for your place of residence at:
https://tools.rki.de/PLZTool/en-GB

Staff members are also obliged to contact Human Resources immediately.


International students, lecturers and visitors

According to the recommendations of the RKI, persons coming from designated risk areas should stay at home for 14 days and avoid contact with other people.

You can find a daily updated list at RKI: https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete.html

If you have any health-related questions, please contact the on-call service of the Associations of Statutory Health Insurance Physicians (Kassenärztliche Vereinigung) at the following phone number: 116 117.

The International Office is in contact with all international students who wish to travel to Dortmund from designated risk areas and with those expected at Fachhochschule Dortmund.

You can find additional information at: https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/Risikogebiete.htmlv

Students with a residence permit for study purposes who are abroad at the moment and are not allowed to return to Germany due to the current situation, have to contact the Foreigners’ Registration Office (Ausländerbehörde) via e-mail (studenten@stadtdo.de) stating their departure dates. Decisions on possible departures will be taken on a case-by-case basis.

As a matter of principle, there should be no problems regarding a re-entry taking place within 6 months. If the 6-month period is exceeded, a corresponding certificate issued for a trouble-free re-entry can be requested by a third, authorized person at the Foreigners’ Registration Office for a fee of €18. The only requirement is that the residence permit is still valid.

Should the residence permit expire while you are abroad, you have no other option than to contact the German mission abroad in your home country and apply for a visa for re-entry.

Until further notice, it is recommended to not accept guest lecturers from risk areas or to choose alternative teaching and exchange formats. Staff members at Fachhochschule Dortmund expecting visitors from these regions are asked to contact their guests and to inform them accordingly.


Protection against infection

Please refer to the information provided by the RKI: as with influenza and other acute respiratory tract infections, please respect the coughing and sneezing etiquette, tend to good hand hygiene and keep distance to sick people (approx. 1 to 2 meters). These measures are also advisable everywhere and at all times, concerning preventing the spread of the flu.

As a basic principle, disinfection is not recommended, except in the medical sector.

You can find additional information at: https://www.infektionsschutz.de/hygienetipps/


On suspicion of infection

If you suspect that you have become infected with the virus, you should not enter the premises of Fachhochschule Dortmund and immediately discuss any necessary measures with your primary care physician or the responsible local health authority. You can find the health authority in charge for your place of residence at: https://tools.rki.de/PLZTool/en-GB

You can also reach the medical emergency service (Ärztlicher Bereitschaftsdienst) from 8:00 p.m. to 8:00 a.m. and on weekends at the following phone number: 116 117.

You can reach the Dortmund "Corona Hotline" of the local health authority at 0231 50-13150 from Monday to Friday, from 7:00 a.m. to 6:00 p.m.


Studierendenwerk Dortmund

The Studierendenwerk is posting information on any measures on an update page:
https://www.stwdo.de/aktuelles/artikel/details/16/03/2020/informationen-zum-coronavirus-update-13032020/


Points of contact at Fachhochschule Dortmund


Additional official information sources