Hygiene guidance

Hygiene measures at FAU

Illustrations: Wear a mask, do not touch your face, wash your hands for 20 seconds, maintain a minimum distance of 1.5 m

Background image: Colourbox.de, Illustrations: FAU/Bärbel Rhades

The health of our students, teaching staff, researchers and staff takes priority at FAU. We have collected the currently valid information and tips for coping safely with the pandemic at FAU in the following guidance. Our guidance is based on the Common guidance for universities resuming face-to-face operations during the coronavirus pandemic drawn up by the twelve universities of Universität Bayern e.V. FAU has adopted this health guidance, revising certain provisions to reflect the individual circumstances at our University.

Downloads: Posters, documents, forms

General measures for infection prevention

The measures described below are intended to protect university members by breaking the chain of infection, to preserve the health of students and staff during examinations and practical courses and to contribute to the containment of the pandemic.

Provisions stipulated in the Hygiene guidance:

The minimum distance of 1.5 m must be observed at all times.

In buildings and closed rooms used by the various organisational units at FAU, FFP2 masks are obligatory; employees must wear a surgical mask.

Anyone who is in a room by themselves is not required to wear an FFP2 mask or a surgical mask. As soon as more than one person is in a room, everyone is obliged to wear a surgical mask or an FFP2 mask, keep a distance of 1.5 m and air the room well.

As an extra precaution, sneeze guards or screens can be installed in service areas.

Individuals may only be present on campus for the time that is strictly necessary

Special rules agreed by the Bavarian State Ministry of Public Health and Care Services, e.g. for sport, culture, music, gastronomy, conferences/congresses are unaffected by these general rules which apply at FAU and are only incorporated into the special hygiene concepts drafted in consultation with Occupational Safety for these instances (e.g. for field trips, excursions, choir practice, practical activities in our sport centre etc.).

The following people are exempt from wearing a mask:

  • Children under the age of six
  • Anyone who can prove that wearing a mask is not possible or not feasible for them due to a disability or medical reasons. A doctor’s certificate giving the official medical diagnosis, the Latin name or the classification of the illness pursuant to ICD 10 and the reason why this exempts the bearer from the obligation to wear a mask is required as proof of medical reasons against wearing a mask or other face covering.

The mask may be removed if necessary for identification purposes, for communicating with people who are hard of hearing or for other necessary reasons.

Downloads

I need to have frequent meetings with my team. We meet in a large room, are at least 1.5 metres apart and ventilate the room regularly. Are we exempt from the obligation to wear masks?

No.

Which mask should I wear to an on-campus examination?

At the current time, FAU does not require you to wear an FFP2 mask during on-campus examinations. Now, you are required to wear at the very least a surgical mask. Alternatively, you can choose to wear an FFP2 mask if you prefer.

Which rules apply for masks at the University Library?

Anyone entering or using the University Library must wear an FFP2 mask at all times. Staff must wear a surgical mask. Exceptions are stated under ‘Minimum distance and obligation to wear face masks’.

Can Perspex screens (sneeze guards) or face shields be used instead of a mask?

No. Perspex does not provide enough protection. The speaker produces aerosols for the duration of the presentation, and must therefore also wear a mask. Screens or face shields can therefore only be used as an additional protective measure.

Face shields (or clear plastic masks that leave a gap exposed between the plastic and the wearer’s face) and particle filtering masks with an exhalation valve are not permitted, as they let the wearer’s breath flow out to the sides and do not provide sufficient protection.

We have installed protective screens in our open-plan offices. Is it still compulsory to wear a mask?

Yes. Please also make sure that you ventilate the room regularly.

Provided social distancing rules are observed, can several people eat in a break room at one time?

Physical distancing and ventilation requirements also apply when using break rooms. The number of people allowed in a room depends exclusively on the number of seats allowed in a room of that size, irrespective of whether people have been vaccinated or have proof of having recovered from a coronavirus infection. Masks can be taken off to eat and drink, but must be put on again immediately.

 What is the situation with oral examinations? Can masks be removed if we comply with social distancing and ventilation requirements?

No (see ‘Minimum distance and obligation to wear face masks’ for exceptions).

When recording lectures, can the person giving the lecture remove their mask if there are other people in the room?

No.

What are the rules for wearing masks in laboratories?

Those responsible for face-to-face sessions held during the coronavirus pandemic are obliged to draw up special hygiene concepts which become mandatory for the session in question once they have been checked by the member of staff responsible for health and safety matters.

1. Who is responsible for ordering masks?

Heads of organisational units are responsible for ordering masks, rather than employees themselves.

Faculty administrations may request a large quantity of masks from a consolidated order for further distribution. This request may only be made once.

For University Administration staff: Masks for work purposes are purchased and distributed centrally. If you run out of masks, please write an e-mail to the mailroom, with the subject ‘Maskenbestellung’. When ordering FFP2 masks, please use the ‘FFP2 mask procurement form’.

2. Why can’t FAU provide masks for all its staff directly?

FAU does not have a central procurement department. This means that we simply do not have the structures available to provide all staff with masks from a central location at short notice and until the requirements are lifted.

3. Who will cover the costs?

The costs are to be covered primarily by university budget funds from TG 73 or TG 77 or third-party funds not dedicated for any specific purpose held by the procuring institution.

4. What proof of purchase is required? Which cost type applies?

When purchasing FFP2 masks, please attach the FFP2 mask procurement form and the invoice to the payment order. When purchasing surgical masks, no further proof is required apart from the invoice.

Please enter 608000 as the cost type.

5. How should I calculate the number of masks needed?

For a full-time employee who is required to be present in their office for the entire working day, you should calculate a maximum of three surgical masks per day as a precautionary measure.

6. What do masks usually cost?

  • FFP2 masks cost approximately 0.75 euros per mask (masks from China may be cheaper)
  • Surgical masks cost approximately 0.13 euros per mask.

7. How can I check whether the masks are of sufficient quality?

Surgical masks are disposable products that are normally used as a medical device in clinical practice or in doctors’ offices to prevent infection transmission via droplets from the person wearing the mask. They are made from special plastics and consist of several layers.

FFP2 masks are mostly white, often dome-shaped or foldable like a coffee filter and protect the wearer of the mask from particles, droplets and aerosols. Correctly fitted FFP2 masks protect the wearer and other people. Only masks without an exhalation valve are permitted, as only these filter both the inhaled air and the exhaled air over the mask surface and provide protection for both the wearer and other people.

The filtering performance of the mask material of FFP2 masks must comply with the European standard EN 149:2001+A1:2009 and filter at least 94% of the test aerosols.

The test standard (EN 149:2001) is printed on the surface of the FFP2 mask, together with the CE mark and the four-digit identification number of the notified body. The CE mark indicates that the FFP2 masks have undergone a successful conformity assessment procedure.

The requirements for FFP2 masks are also met by the Chinese mask type ‘KN95’ as well as the American standard ‘N95’. To avoid purchasing counterfeit and unsafe ‘KN95’ products, the following must be observed:

  • The product must be labelled as ‘Corona Virus Pandemic Respirator (CPA)’ or as ‘Pandemic Respirator’ down to the smallest packaging unit and the mask must be labelled correctly.
  • The mask should only have one certification label, for example masks may not have both a ‘CE’ and a ‘KN95’ mark.
  • The individual mask must be marked in exactly the same way as all larger packaging units.
  • Relabelled goods must not be used.

Manufacturers, importers and distributors must provide you with the official test certificate.

The identification numbers of defective products can be checked with the EU database Nado. You can use this database to check the four-digit identification numbers of all bodies that are allowed to test and certify masks, such as 1008 for TÜV Rheinland. All faulty FFP2 masks that have been discovered so far by the Federal Institute for Occupational Safety and Health (BAuA), are listed under the heading Dangerous Products in Germany.

The following rules must be observed when shooting films, film sequences or quotes or recording interviews and taking photographs:

Film outside where possible

  • Filming should be done outside wherever possible. Preferably in a spot where it is not obligatory to wear a mask (FAU grounds). Otherwise the rules about social distancing and wearing masks must be observed. If filming groups of 2 or more, the obligation to wear a face covering can be waived provided everyone keeps their distance.
  • We recommend that all participants take a self-test on the day the photo or film shoot is taking place.
  • Microphones must be protected against any possible contamination with suitable disposable covers.

The following applies to filming inside at FAU:

  • Groups of people interacting in front of the camera (a group counts as any gathering of more than two people) can only be filmed if everyone wears an FFP2 mask and observes social distancing. This is important to ensure the health and safety of all involved, as well as our credibility.
  • If a representative of FAU is interviewed or gives a quote for a TV or radio broadcast, they should remove their mask for the time spent directly in front of the camera. The film team and other people in the room must then wear an FFP2 mask without an exhalation valve to ensure their own protection. The same applies to taking photographs if a person removes their mask in front of the camera. External film and photo teams should bring their own FFP2 masks without an exhalation valve.
  • Video talks given, for example, by the President follow the same pattern as interviews, in other words the main speaker should face the camera without a mask whilst the others in the room must wear an FFP2 mask without an exhalation valve. If two partners are filmed in a dialogue, they must also wear an FFP2 mask and observe social distancing.

If you are unsure about anything or have to deviate from the rules given above, the details of the film shoot should be clarified with Occupational Safety (contact: Friedrich Schüller).

Before attending face-to-face sessions at FAU, participants must provide proof of testing negative for coronavirus twice a week pursuant to Section 4 of the 13th Bavarian Regulation on Infection Prevention and Control Measures (13. BayIfSMV).

The obligation to do a test ceases to apply as soon as the 7 day case rate in the administrative district where the university is located remains below 50 for five consecutive days.

If the 7 day case numbers published online by the Robert Koch Institute (RKI) go above 50 in the administrative district where the university is located, anyone attending face-to-face sessions must once more submit proof of a negative test twice a week pursuant to Section 4 of 13. BayIfSMV. The new rules come into effect two days after the threshold is reached.

It is up to us all to to reduce the risk of infection by washing our hands regularly and observing coughing and sneezing etiquette (into the nook of the elbow) .

FAU will ensure that plenty of washing facilities with liquid soap and paper towels are available once students are back on campus.

Tools and work equipment must only be used by one person exclusively wherever possible. Where this is not possible, regular cleaning is required, particularly before handing tools and work equipment to other persons.

Surfaces such as door handles, handrails and tabletops should be cleaned regularly, depending on how often they are used.

FAU will ensure that all university buildings are cleaned on a daily basis during the working week.

The local situation ought to be taken into account when planning and organising restrictions on the number of people allowed in a room or establishing certain walkways to guide the flow of pedestrians (e.g. one way street system, releasing students one row at a time after the lecture/examination).

If possible, there should be clear instructions as to which direction people should enter or leave the room.

The required distance between people should be marked in any access/waiting areas.

Care must also be taken to minimise contact on staircases and in lifts.

The size of the room, the number of people in it and the purpose it is used for all have a bearing on how often the room should be ventilated (some activities will produce higher levels of aerosols than others). Rooms must be ventilated regularly to ensure that fresh air can circulate sufficiently and in accordance with regulations aimed at preventing infection. If any ventilation systems or air conditioning systems are available, they must be suitable for protecting against infection and operated in accordance with the latest technical requirements. The ventilation system must work perfectly without disruption. It is important that it is supplied with as close to 100 percent fresh air (from outside) as possible, and that filters are effective and maintained regularly. Staff ought to be provided training in the ventilation concept.

Sufficient ventilation must be provided during choir and music practice in accordance with the special hygiene concept drawn up in consultation with Occupational Safety.

All available options for ventilating rooms must be used. The number of breaks should be increased to ensure that rooms can be ventilated properly.

The following people are excluded from attending or holding face-to-face sessions:

  1. Anyone proven to be currently infected with SARS-CoV-2.
  2. Anyone who has been in contact with Covid-19 cases in the last 14 days (not applicable to medical and nursing staff who have been in contact with Covid-19 patients whilst wearing protective clothing and following hygiene guidance tailored to health facilities in the German health service).
  3. Anyone required to be in quarantine.
  4. Anyone with symptoms associated with Covid-19 (acute, unspecific general symptoms, a loss of taste and/or smell, respiratory symptoms irrespective of severity).

Attendees/participants/service providers must be informed of these criteria for exclusion in a suitable manner beforehand (e.g. website, notice board).

If anyone develops symptoms during a face-to-face session:

Anyone who develops symptoms typical for SARS-CoV-2 whilst on campus must leave the room and university premises immediately. The session coordinator must be informed of the situation, and must report it immediately to Occupational Safety and the health authority (Gesundheitsamt) responsible. The health authority responsible will decide which other measures are necessary, possibly in consultation with the head of the organisational unit. This may include requiring certain people to go into quarantine.

Information regarding employees who have contracted the virus is available on the coronavirus website under ‘Research and work’.

People with a higher risk of developing severe illness (at-risk groups according to the Robert Koch Institute) are recommended to take sufficient measures to protect themselves. This may include wearing respiratory protection at the required protection level. Physicians at the Occupational Medical Service will be happy to advise those affected and/or their managers.

Teaching staff who belong to an at-risk group may offer classes entirely online provided that the learning outcomes of the class can still be met.

Information on dealing with particularly vulnerable members of staff is available on the coronavirus website under ‘Research and work’.

All members of FAU including all professors, research associates, public servants, employees and students are responsible for ensuring that the hygiene guidance is complied with in their area of responsibility. This applies in particular to managers, committee leaders, examiners and teaching staff. This also includes the responsibility to inform the relevant persons (e.g. participants in examinations and face-to-face sessions) in an appropriate manner about regulations on infection prevention applicable within their own area. Staff responsible for Occupational Safety at FAU shall carry out spot checks on behalf of the Executive Board to ensure that infection prevention regulations are being complied with.

Lecturers have the responsibility for ensuring that the minimum distance and hygiene guidance is complied with in rooms used for teaching, that face masks are worn where necessary, and that ‘Darfichrein’ is used for contact tracing. They may deny access to the room if any of these requirements are not complied with.

The FAU crisis team has discussed the pros and cons of using disinfectant in great detail over the course of several meetings, consulting with the scientific experts at the Occupational Medical Service.

At the end of the day, we have decided not to supply or use disinfectant dispensers on FAU premises. The reasons are as follows:

Routes of transmission

According to our medical experts, the most important route of transmission is droplet infection, during which coronavirus pathogens are shed by infected people in droplets which are expelled when coughing and sneezing (and to a lesser extent also when speaking), remain suspended in the air, and are then breathed in by someone else.

This explains why it is so important that a distance of 1.5m is kept between individuals at all times. A face covering ought to be worn whenever it is not possible to keep this distance apart.

The novel coronavirus cannot enter the body through the skin on your hands. The virus can only lead to an infection if it comes into contact with mucous membranes in the mouth, nose or eyes.

 Hand hygiene

According to our experts, consistent hand hygiene (washing regularly using soap and water, in particular before eating, drinking and smoking; avoiding touching your face) is sufficient outside the hospital.

A sufficient number of handwashing facilities are available in all FAU buildings. Hand disinfection is therefore only necessary in instances when you are unable to wash your hands with soap and water, for example before eating (if you are working away from home or outside the office, for example)

Cleaning

G5 is monitoring the situation closely and ensuring that highly frequented sanitary facilities, terminals and public workspaces (in particular examination rooms) are cleaned well and regularly, and that soap and hand towels are available in toilet facilities at all times. Common cleaning products containing detergents are sufficient for cleaning purposes.

If you have any reason to complain, please send an e-mail to

Printable templates for notices and posters on hygiene regulations are available in the appendix to the practical guidelines published by Occupational Safety:

Website ‘Biological work materials’ from Occupational Safety (accessible from the FAU network or via VPN).

Please check our website under ‘Testing and vaccinations’ for the latest rules.

Face-to-face sessions are only allowed in accordance with the currently valid infection prevention requirements and the general hygiene guidance.

In buildings, the maximum number of participants including vaccinated people and those who have recovered from an infection is determined by the number of seats which can be set up in the room, 1.5 m apart.

Occupational Safety must be informed of all scheduled face-to-face sessions. Individual hygiene concepts must be drawn up for face-to-face sessions.

The purpose of the notification procedure is to enable universities to monitor actual compliance with the regulations on infection prevention, to ensure standard implementation throughout the university and, if necessary, to ensure compliance with the requirements of the health authorities (e.g. contact tracing, notification requirements to health authorities, etc.).

Special hygiene concepts must be drawn up in consultation with Occupational Safety for face-to-face sessions that are to be held outside of the university premises (e.g. excursions).

Unless stipulated otherwise, examinations can only be held if a minimum distance of 1.5m can be maintained between all participants. If the type of the examination is such that the minimum distance cannot be maintained, other, equivalent preventative measures must be taken. Observers who are not essential to the examination procedure are not permitted to attend examinations.

At the current time, FAU does not require you to wear an FFP2 mask during on-campus examinations. Now, you are required to wear at the very least a surgical mask. Alternatively, you can choose to wear an FFP2 mask if you prefer.

In buildings used by FAU, everyone is obliged to wear an FFP2 mask; members of staff must wear a surgical mask.

Special rules agreed by the Bavarian State Ministry of Public Health and Care Services, e.g. for sport, culture, music, gastronomy, conferences and congresses etc. are unaffected by these general rules which apply at FAU and are only incorporated into the special hygiene concepts drafted in consultation with Occupational Safety for these instances (e.g. for field trips, excursions, face-to-face musical or artistic events, practical activities in our sport centre etc.).

In accordance with the resolution of the Bavarian state government of 28 July 2020, contact details must be recorded for all participants in face-to-face classes to allow contact tracing if an infection is reported.

  • The social distancing rules that are still valid mean that face-to-face teaching can only take place in certain rooms at FAU. A list of approved rooms is available from Occupational Safety.
  • FAU is using an IT system called ‘darfichrein.de’ for recording contact details of those using these rooms, which is a web application that is already being used in hotels, restaurants and other public spaces with great success. The provider, Darfichrein GmbH, is a joint subsidiary of the Institute for Local Authority Data Processing in Bavaria (Anstalt für Kommunale Datenverarbeitung in Bayern (AKDB)) and the Bavarian Hotel and Restaurant Association (DEHOGA Bayern).
  • The ‘darfichrein.de’ platform enables simple and contactless recording of contact details via smartphones where users simply scan a QR code and enter their details in the form that opens in the browser on their phone. Occupational Safety has placed more than 4,500 QR codes on the seats available for use in all the rooms on the approved list. Only these seats may be used to ensure that the university complies with social distancing rules.
  • The contact details entered by users are encrypted, stored in AKDB’s data centre and automatically deleted after the end of the storage period. A check-in ticket is created when the user has completed all the fields in the form, entered a PIN and clicked on ‘check in’. The check-in ticket confirms that the check-in procedure has been completed successfully.
  • To ensure that all contact details are recorded, it is important that FAU rooms are registered on darfichrein.de by Occupational Safety only. Please do not create your own accounts. Contact Occupational Safety if you would like to register a room: zuv-sgas-covid-nachverfolgung@fau.de. (This does not apply to lecturers checking into rooms using a QR code)
  • Students who have tested positive for Covid-19 should read the information in the section on studying and teaching on the FAU coronavirus information website.

Darfichrein.de is being used at FAU solely for the purpose of complying with the legal requirement of collecting contact information and serves only to trace the chain of infection for confirmed cases by health authorities (Gesundheitsamt). The system fulfils all data protection and infection control requirements. FAU will discontinue the use of the application as soon as recording contact details is no longer legally required.

If you have any questions about darfichrein.de please contact Occupational Safety (zuv-sgas-covid-nachverfolgung@fau.de).

Download

The bilingual poster explaining the web application darfichrein.de can be hung up at the entrance (of the building or the room).

Further information

The university also recommends using the Corona-Warn-App provided by the RKI while on university premises.

The session coordinator is responsible for providing individuals who wish to record their contact details manually with a contact tracing form.

Anyone attending a face-to-face session who cannot or does not want to scan a QR code will be given a form to enter their contact details manually. They must enter the following data: last name, first name, telephone number (alternatively complete address or e-mail address), location, room (if applicable seat or table number) and when they attended (date and time).

All forms must be kept in a sealed envelope. After the session, the envelope will be marked with the date, time, place and room number of the relevant session.

The envelope will be stored by the session coordinator for four weeks after the session and the data will then be destroyed in accordance with data protection regulations. If a session coordinator is not available, envelopes containing contact forms can be handed to the room coordinator.

If contact tracing is required, Occupational Safety will contact the session coordinator to request analogue contact data. Analogue contact data may be made available at the request of and in consultation with the health authorities.

Public access that is not required for face-to-face operations at the university (research, studying, teaching and administrative operations) must be reduced as far as possible. If possible, public access should be replaced by telephone, postal or electronic communication (for example e-mail). This applies in particular to consultation hours, enrolment, applications and the submission of work and forms.

Services offered by the university that require contact in person should take organisational measures to avoid unnecessary social contact. Appointments must be scheduled in such a way that there are no waiting times or gatherings of people in waiting areas.

Work on university premises must be organised in such a way that multiple occupancy of rooms is avoided (for example by using all available rooms) and the minimum distance is maintained or alternative protective measures are taken.

The university offers support in cases of hardship that may occur for example in organising childcare and will endeavour to find a solution in individual cases.

Libraries and archives are allowed to open provided the general measures for infection prevention are complied with, in particular physical distancing and infection prevention regulations governing the wearing of masks. Suitable measures must be taken to ensure that there is no more than one user per 10 m2 for the first 800 m2 of accessible floorspace plus one additional user per 20 m2 for the part of the accessible floor space in the library or archive in excess of 800 m2.

These provisions shall apply accordingly to study rooms.

Hygiene guidance at FAU is determined by the Executive Board in consultation with internal experts and applies to everyone who enters university premises.

Allocation of rooms/areas will be prioritised according to the research, teaching and administrative operations of the university.

Special rules agreed by the Bavarian State Ministry of Public Health and Care Services, e.g. for sport, culture, music, gastronomy, conferences and congresses etc. are unaffected by these general rules which apply at FAU and are only incorporated into the special hygiene concepts drafted in consultation with Occupational Safety for these instances (e.g. for field trips, excursions, face-to-face musical or artistic events, practical activities in our sport centre etc.).

As of June 2021, it is not possible for us to confirm bookings or take binding reservations for rooms usually used for teaching, as examinations and teaching must take priority.

Special events such as conferences, congresses, symposia, podium discussions, inaugural lectures, farewell lectures, award ceremonies etc. should still be held online as far as possible until 30 September 2021. Under certain exceptional circumstances, these events may be allowed provided they do not block any rooms required for examinations or teaching purposes.

External events and events during which we have no control over the number of people who might meet each other there are still not allowed.

Graduation ceremonies, doctoral graduation ceremonies and award ceremonies may be held, but only those receiving an award and members of FAU may attend.

Work meetings/ members’ meetings/ meetings for internal training purposes held by Students’ Representatives or university groups they support are allowed in their own rooms; if no suitable rooms are available, the meetings may also be held in teaching rooms provided these are not required for teaching or examination purposes.

Inaugural meetings / compulsory annual general meetings may be held face to face provided suitable rooms are available and not required for teaching or examination purposes.

Infection prevention regulations for cultural sites also apply to cultural sites operated by universities and cultural sites in university grounds. Room allocation will be prioritised according to the research, teaching and administrative operations of the university.

Further information

Contact

corona-informationen@fau.de

FAU Occupational Medical Service – BÄD

www.baed.fau.de

Phone: +49 9131 8523666

Occupational Safety

Occupational Safety website (available from the FAU network. Information on VPN access from home is provided by the RRZE

Phone: +49 9131 8526778


FAU mask

(Image: FAU/Celina Henning)

Masks with FAU logo

Masks with the FAU logo are available from the restaurants at Langemarckplatz, Erlangen Southern Campus and Regensburger Straße in Nuremberg. They cost 5 euros.