ABC for employees

Please always notify Administrative Unit 2 of any changes in your personal circumstances (including a change of address, birth of a child, change of marital status, etc.). Notifying the LBV alone is not sufficient. Administrative Unit 2 will then make any further changes. The "Change of circumstances" form can be found on the intranet at Forms for employees

Occupational health and safety serves to protect members and relatives of the university from harm, stress and hazards caused by the university's diverse work processes.

The primary task is therefore to create a humane working environment through technical, organisational, medical and behavioural measures. This also includes the social protection of certain groups of people, such as young people, expectant and nursing mothers, older employees, severely disabled persons, etc.

You will receive the necessary information and instructions on the respective necessary protective measures from your line manager. Further information can be found on the intranet and in AGUM (occupational, health and environmental protection management system)

A work accident is an accident suffered by an insured person (employee, student) during an insured activity, usually work. This also includes the direct journey to work or business trips. An accident at work must be reported to the supervisor.

Expenses in connection with an accident at work are reimbursed in full, provided they are necessary and reasonable; the prerequisite for the granting of accident benefits is the credit transfer of an accident as an occupational accident.

Further information can be found in AGUM in the process "Internal accident report"

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The average regular weekly working time of a full-time employee is 39 hours and 50 minutes (= 39.83 hours), excluding breaks. Part-time employees can find their individual weekly working hours in their employment contract. According to the Working Hours Act, a break of at least 30 minutes must be taken for working hours of more than 6 hours and a break of at least 45 minutes for working hours of more than 9 hours. The start and end of working hours is regulated differently in the organisations (see service agreement).

In the "Help" advice centre of the Equal Opportunities Office, every newborn child of students and employees of Hochschule Bonn-Rhein-Sieg receives a welcome package at birth.

In this way, the university welcomes every child of students and employees to life and to the family-friendly campus. All parents of newborns can pick up the welcome pack from the university's Equal Opportunities Office.

Please contact the Equal Opportunities Offices in Sankt Augustin and Rheinbach.

A service agreement on company integration management (BEM) has been in place at Hochschule Bonn-Rhein-Sieg since 2013. On the basis of the prevention mandate under Section 84 (2) SGB IX (from 1 January 2018, Section 167 (2) SGB IX), all employees who have been "continuously or repeatedly unable to work for more than six weeks within a year" are offered an initial BEM meeting.

The aim is to jointly clarify and discuss which services or assistance can be used to prevent a renewed inability to work or to maintain the ability to work and employability. To this end, an individual support or action plan can be drawn up and implemented based on the employment opportunities, either on a temporary or permanent basis.

For this purpose, the university has a so-called BEM team including a BEM counsellor, who can also be contacted by employees and managers for preventive purposes. The company doctor can also be consulted individually at any time.

Further information on the BEM service agreement, including the contact details of the BEM team, can be found on the university website.

The company medical service of the University Hospital Bonn provides our company doctor Mr Lenz. You can reach the company doctor / company medical service on 0228/287-16176. He advises supervisors and employees on all health protection issues.

Further information can be found in AGUM in the process "Company doctors / company medical services".

In order to prevent fires, please refrain from dangerous work that could lead to a fire. Please observe the smoking ban in the buildings and on the entire university grounds, except for the designated smoking areas. Information on behaviour in the event of a fire, the marking of escape routes and the location of assembly points can be found on the fire safety regulations and escape route plans on notice boards in all buildings.

Further information can be found in AGUM in the process "Fire safety".

Um Ihnen die Nutzung im Arbeitsalltag so komfortabel wie möglich zu gestalten, stellen wir Ihnen eine Ausweiskarte mit verschiedenen Funktionen zur Verfügung. Dabei dient Ihnen Ihr persönlicher Ausweis als

• Kopierkarte
• Mensakarte
• Bibliotheksausweis
• Legitimationsausweis
• ggf. Gleitzeitkarte für die Zeiterfassung

Die Erstausfertigung des neuen Dienstausweises ist für Sie kostenfrei. Für eine Zweitausfertigung, außer bei einem technischen Defekt oder Materialfehler der Karte, muss die Hochschule eine Verwaltungsgebühr in Höhe von 20 Euro erheben.

Information on

• Application for business/continuing education and training trips or business trips abroad
• Accounting for business/continuingand further education trips or business trips abroad
• Information on long-term business trips
• Excursions (abroad)
• Travel allowance for students (abroad)
• Reimbursement of the BahnCard
• Travel expenses programme WinTrip
• Certificate of posting A1

As well as information and assistance for planned trips and all aspects of invoicing can be found on the homepage:

Travel expenses at H-BRS resp. Travelling abroad on business

The service agreements can be found on the intranet at Service agreement guidelines and information

The Druckpunkt will be happy to answer all your questions about printing and copying on telephone number -126 or in person in room E 020 in Sankt Augustin.

Mothers and fathers are entitled to parental leave. Parental leave can be taken in whole or in part by one parent alone. However, parents can also split parental leave between them or take it at the same time. Parental leave must be applied for in writing.

With the approval of the university management, up to 24 months of parental leave can be postponed to the period between the child's third and eighth birthday.

Mothers and fathers also have the option of working part-time for 15 to 30 hours per week during parental leave, taking into account their work commitments. If you work less or more, your parental leave ends.

You have the option of using part of your salary for the company pension scheme through deferred compensation.

See also: Notes on supplementary pensions | Finanzverwaltung NRW

From now on, a so-called "posting certificate A1" is mandatory for every business trip abroad. This must be carried in paper form on the business trip.

This confirmation contains the social insurance status, which is checked in advance by your social insurance institution (e.g. health insurance fund) for the period of the stay abroad.

You can find all other necessary information and the exact process on the following intranet page: Certification-a1

If possible, recreational leave should not be taken during the probationary period. This time serves as a trial period. After the probationary period, you should submit a corresponding "DIAS request" in good time before the start of the desired leave. Annual leave not taken may be carried over until 31 December of the following year. The annual holiday entitlement for all tariff employees is 30 days. To apply for leave, please follow the instructions in the DIAS explanations

Illnesses or accidents while on leave must be reported to Administrative Unit 2 immediately and not only after the end of the leave. In addition, a medical certificate (with a German translation for stays abroad) must be submitted to Administrative Unit 2 from the first day of illness. Periods of illness are recognised at the earliest from the day on which the treating doctor has issued the certificate of incapacity for work. Retroactive confirmations will not be recognised.

Illnesses during working hours and the associated departure from the university must also be reported immediately to Administrative Unit 2. Your regular working hours will be credited for this day (for details, see Sick notes).

Company first aiders are appointed and trained in every organisation. The necessary first aid facilities (e.g. first aid kit, emergency eye showers in the laboratory area, etc.) are also available in each department. Information on first aid facilities, first aiders and behaviour in an emergency can be obtained from your line manager.

Further information can be found in AGUM in the process "First aid" and here: Emergency call and first aid | Hochschule Bonn-Rhein-Sieg (H-BRS)

The Hochschule Bonn-Rhein-Sieg has set itself the goal of further expanding its family-friendly personnel and organisational development.

This is intended to achieve an even better work-life balance for employees.

Various tools have been implemented at the university to reconcile work and family life:

• Care for children during holidays
• Care for sick children during urgent official appointments
• Care for children at the workplace
• Loss of working hours when children or close relatives are ill
• Employees on parental leave
• Company nursery places

The university reimburses employees 50 euros/week (max. 250 euros/year) per child (up to and including the age of 16) for holiday childcare. The reimbursement is subject to the following conditions:

• The employee's child takes part in a child-friendly holiday childcare service provided by a recognised organisation for which a fee is charged (written proof required).
• The employee fulfils his/her work/teaching obligations at the university during the period in which the child takes part in holiday childcare.
• Proof of participation and payment of the amount

The application form for the reimbursement of costs can be found on the intranet at: Care costs

If you would like to attend a professional development programme, you can submit a request via WinTrip. One free organiser is the Hochschulübergreifende Fortbildung NRW (HÜF) http://www.huef-nrw.de/ . You can obtain the HÜF application form by registering for a seminar via the website. You should then send the registration form to your line manager for signature and to the training officer. The training officer will take care of the final application.

The Network for University Didactics in North Rhine-Westphalia (hdw nrw) is a joint scientific facility of the 19 universities of applied sciences represented in the State Rectors' Conference. It contributes to increasing professionalism in relation to the didactic aspects of teaching and thus improving the quality of teaching. The network offers higher education didactics workshops and counselling for professors, research associates and lecturers. The programme is primarily aimed at lecturers at member universities, but external lecturers and members of other universities can take part in the events for a fee. The current event and counselling offers can be found on the homepage: http://www.hdw-nrw.de.

The hdw nrw network offers ideas and concepts for teaching and learning at universities, workshop documents, checklists, links and literature tips at http://www.lehridee.de.

All applications for further training should be made by yourself after approval by your supervisor (except for applications for HÜF seminars).

Please remember to submit a copy of the certificate of attendance to administrative unit 2 after completing the further training so that it can be added to your personnel file.

The Landesamt für Besoldung und Versorgung (LBV) in Düsseldorf is responsible for calculating and paying your salary. You will receive a prompt notification from the LBV with information on your first payroll and, if applicable, an advance payment. Thereafter, statements will only be issued if there are changes compared to the previous month. Your salary is always paid on the last working day of the month. If you have any questions about your payslip, please contact the NRW State Office for Salaries and Benefits (Bezügemitteilung | Finanzverwaltung NRW) or your administrator in administrative unit 2 Human Resources.

The Equal Opportunity Commissioner and the Equal Opportunity Commission represent all women and men at the university. The Equal Opportunities Office (Gleichstellung an der Hochschule Bonn-Rhein-Sieg | Hochschule Bonn-Rhein-Sieg (H-BRS)) supports the work of the equal opportunity commissioners (Equal Opportunity Commissioner | Hochschule Bonn-Rhein-Sieg (H-BRS) and the Equal Opportunity Commission (Gleichstellungskommission | Hochschule Bonn-Rhein-Sieg (H-BRS)).

The Equal Opportunities Office is involved in appointments and recruitment, draws up the plan for the advancement of women, organises gender-specific events and advises female applicants, students, professors and employees.

The equal opportunity commissioner is also responsible for auditing and re-auditing as a family-friendly university and sets up family-orientated measures (e.g. the parent-child workroom).

You can reach the equal opportunity commissioner at Gleichstellungsbeauftragte@h-brs.de.

The concept for the university development plan contains the university's vision, its principles, goals and measures that will provide orientation for the university's development into an application-oriented university over the next five years. You can find the current university development plan on the intranet: hep3 and as a film: https://youtu.be/nA0XANDot8k

The following working time regulations apply to all employees of Hochschule Bonn-Rhein-Sieg:

a) Weiberfastnacht

On Weiberfastnacht, working hours end at 1 p.m. as far as possible. You will be credited with the standard working hours applicable for this day.

If you intend to stay away from the university all day on Weiberfastnacht, you have the option of

• taking a day off or
• applying for flexitime.

If you participate in the time recording system, the individual working time for this day will be deducted from your time account when you apply for flexitime.

Employees who do not participate in the time recording system record this day in their individual working time records in accordance with the above regulations.

b) Rose Monday

Rose Monday is a non-working day. The standard working time is also credited for this day.

Since 1 March 2021, the Family Benefits Office of the Federal Employment Agency has been responsible for paying child benefit. 9 As of November 2019

Forms, useful information and regional responsibilities can be found at www.familienkasse.de. The LBV will inform you in good time about the exact handover procedure.

New employees from 1 March 2021 onwards should apply for child benefit directly to the family benefits office.

Illnesses / secondary illnesses / accidents must be reported immediately by email to administrative unit 2 and your line manager, stating the expected duration (please refer to the applicable service agreement). You can reach the responsible contact person at the following central e-mail address:

Email: krankmeldung@h-brs.de

If you are unable to work for more than three calendar days, you must immediately submit a medical certificate (with the expected duration) to the Human Resources administrative unit.

For employees who do not participate in time recording (especially research associates), administrative unit 2 also requires re-registration of the date from which work was resumed. The resumption of work must also be reported to the central e-mail address/extension for sickness notifications (see above).

The dining hall at Hochschule Bonn-Rhein-Sieg is operated by Studentenwerk Bonn. The weekly meal plans for the Sankt Augustin and Rheinbach campuses are published on the university website. Separate prices apply for staff, students and guests. Only the staff ID card, which is equipped with a payment function, is accepted as a means of payment for staff. Vending machines are located in the entrance and checkout areas for topping up credit.

Opening hours (meal serving times) Sankt Augustin: Mon-Thu 11:00 to 14:30 and Fri 11:00 to 14:00 and koffe-In: Mon-Thu 07:30 to 16:00 and Fri 07:30 to 14:30.  

Opening hours (food serving times) Rheinbach: Mon-Fri 11:00 am to 2:00 pm and cafe campus: Mon-Thu 07:30 am to 4:00 pm and Fri 07:30 am to 2:30 pm

The maternity protection begins 6 weeks before the expected date of birth and normally ends 8 weeks after the birth, in the case of medical premature or multiple births 12 weeks after the birth. For all births before the due date, the protection period is extended by the days that could not be taken before the birth. This means that the maternity protection period is always at least 14 weeks plus the day of delivery without interruption. For your own safety, any change to the expected date of delivery should therefore be reported immediately to administrative unit 2.

Further information can be found in AGUM in the process "Maternity protection".

Pay-scale employees must notify their employer in writing of all secondary employment in good time in advance. The notification must be sent to the supervisor via the line manager, stating

• the type and duration of the secondary employment,
• the amount of time per week and
• the client

The team for employees covered by collective agreements will be happy to assist you.  Please refer to the notification form and the associated information sheet/FAQ for further details.

S Sankt Augustin Campus:         Mon-Fri: 07:00 to 23:00, Sat: 07:00 to 19:00

Rheinbach Campus:                 Mon-Fri: 07:00 to 22:00, Sat: 07:00 to 19:00

The university's research associates and technical and administrative staff are each represented by a staff council. The members for the current term of office and their function are published on the homepage.

Both staff councils are available at any time to answer questions and/or deal with problems at the workplace.wpersvg@h-brs.de or nwpers@h-brs.de

The disabled persons' representative is the contact person for disabled prospective and current students as well as for the university's staff. He is involved in the planning and implementation of structural and organisational measures to meet the needs of disabled people at the university and is involved in the recruitment of severely disabled applicants. You can reach the chairperson of the Health and disability commissioner, Mr Guido Krause, on extension -311 or guido.krause@h-brs.de.

The ServicePoint team at the Institute for IT Service (ITS) is available to help you with any questions or difficulties relating to computers, printers, DIAS, etc. You can reach the Institute for IT Service team at extension -666 or you can place a ServicePoint request in JIRA 

You should also submit a DIAS request for the granting of individual days of special leave in good time before the start of the desired special leave. Authorisation will only be granted after an exam of the requirements set out in the collective agreement. Please submit requests for the granting of longer periods of special leave in writing to administrative unit 2, together with a statement from your line manager. Approval will also only be granted after examining the requirements set out in the collective agreement.

Leave can be granted for personal reasons (Section 33 of the NRW Leave of Absence and Leave Ordinance or Section 29 of the TV-L) for the following reasons:

• Arrival of a spouse or registered civil partner within the meaning of the Civil Partnership Act (1 working day).
• Death of the wife or husband, the registered civil partner within the meaning of the Civil Partnership Act, a child or
  a parent (2 working days).
• Moving to another location for work-related reasons (1 working day).
• 25-, 40-year service anniversary (1 working day) (employees covered by collective agreements).
• Serious illness of a relative, provided he/she lives in the same household (1 working day per calendar year) (employees covered by collective agreements).
• Serious illness of a child who has not yet reached the age of 12 if no entitlement exists or existed in the current calendar year in accordance with Section 45 SGB V (up to 4 working days in a calendar year) (employees covered by collective agreements).
• Serious illness of a supervisor if employees are therefore unable to care for their child who has not yet reached the age of 8 or has not yet reached the age of 12.
• Serious illness of a carer if employees therefore have to take over the care of their child who has not yet reached the age of 8 or is permanently in need of care due to physical, mental or psychological disability (up to 4 working days per calendar year) (employees covered by collective agreements).
• In other urgent cases (up to 3 working days).

To apply for special leave, please follow the instructions in the DIAS explanations.

Employees can be granted special leave without continued payment of remuneration/salary if there is an important reason.

Sie benötigen Personalzahlen z.B. für eine Statistik? Dann wenden Sie sich gerne an personalstatistiken@h-brs.de.

The two staff councils of Hochschule Bonn-Rhein-Sieg have agreed to close the entire university between Christmas and New Year each year for all university employees. More detailed information is published on the intranet each year.

The service card also serves as a flexitime card for administrative and library staff, departmental secretaries and research associates in the language centre. Time is recorded in accordance with the service agreement for flexitime and annualised working hours. The individual working hours are recorded for each employee. Absences due to leave, special leave, illness, convalescence, leave of absence from work and public holidays are also reported via DIAS and are very transparent thanks to access to the time account

In the area of compulsory insurance of the "VBLklassik", insured persons are paid a company pension for old age and surviving dependants as well as a company pension in cases of reduced earning capacity.

Further information can be found at: http://www.vbl.de/de/versicherte/pflichtversicherung/vblklassik_002/.