Plan for security and hygiene regulations at the University of Music FRANZ LISZT Weimar
The SARS-CoV-2 pandemic is not over yet and continues to affect social, cultural, and economic life.
This plan determines organisational measures to protect the safety and health of all students, teaching, administration, and technical staff. These measures are therefore compulsory.
The aim of this plan is to keep the university operational under the special conditions required during this SARS-CoV-2 pandemic.
The university President and the crisis management team have determined the following measures which are based on information from:
- The Robert Koch-Institute
- The State Government of Thuringia
- The Thuringian Ministry of Economic Affairs, Science and Digital Society
- The City of Weimar
These rules are in effect until further notice and will be revised and updated to meet any changes in the current situation.
All university staff and associates are asked to keep up to date on the details of the rules for classes, examinations, and administration themselves via the HfM website.
Legal responsibility for the creation and distribution of the security and hygiene plan lies with the President of the University of Music FRANZ LISZT Weimar (in accordance with § 5 paragraph 2 of the second Thuringian regulation on basic protection from infection to fight the spread of the Corona virus SARS-CoV-2: the “Zweiten Thüringer Verordnung über grundlegende Infektionsschutzregeln zur Eindämmung der Ausbreitung des Coronavirus SARS-CoV-2”). In accordance with § 30 paragraph 1 of the Thuringian higher education act, the “Thüringer Hochschulgesetz”, the President is responsible for maintaining order and imposing the house rules.
A crisis management team has been assembled to keep up to date with the current situation and coordinate the current measures.
The university crisis management team meets regularly and advises university leadership on the decisions they must make. The university crisis management team includes the following members:
- The President
- The Vice President of performance practice
- The Vice President of studies and teaching
- The Chancellor
- Department Head: academic and student affairs
- Health manager/ staff representative
- Press Officer
- Members of the student counsel
The crisis committee can be reached via email at: krisenstab-hfm(at)hfm-weimar.de
All Members and associates of the university are required to keep both the current and the following protective hygiene rules. Great flexibility and responsibility in accordance with responsible and binding protection of yourself and of others serves to keep students as well as teaching, administrative, and technical staff healthy.
In the event of imminent danger, the President – represented by the Chancellor – will make decisions on measures to be taken or the closure of the university in accordance with the responsible health department.
4. Fundamental Rules
University buildings will remain closed to the public until further notice. Some exceptions are possible, depending on the state of the pandemic and the current legal provisions. In these cases, (for instance, university events) dedicated hygiene and security concepts will be drawn up and made public.
Distancing requirements of at least 1.5 metres apply in all buildings. The distancing requirements for all winds, brass, and singers is a minimum of 4 metres.
It is assumed that everyone will follow personal and organisational hygiene rules (coughing and sneezing etiquette, handwashing).
People showing symptoms (fever, a cold, coughing etc.) are not allowed to enter university buildings.
Immigration and travel rules are to be obeyed.
Face masks are to be worn when entering or moving within a university building (including on stairs, and in halls, lifts etc.).
Where experience shows that people tend to congregate ( on stairs, in entry ways, lifts etc.) the relevant protective distance should be maintained (as marked on the floor).
5. Room and Office Use/ Mobile Work
The minimum distance of 1.5 metres from other people should be maintained in all rooms. In particular, the maximum number of people which has been determined for the classrooms should be observed.
In offices, in which the measures taken for workplace organisation have made it impossible to maintain 1.5 metres distance, alternative measures must be taken (for instance, wearing a mask).
Office work may be undertaken as mobile work in accordance with the legal provisions and with the agreement of the relevant superior. This is especially the case when offices have to be used by multiple people and there is not enough space to distance. Otherwise, work, offices and free rooms are to be organised such that multiple occupancy is avoided / there is enough space to distance.
There are dedicated rules for practicing rooms, classrooms, and events as well as the use of the library. These can be viewed on the HfM website at www.hfm-weimar.de/corona.
6. Sanitary Facilities and Hygiene Measures
Sensitive hand soap for washing hands and disinfectant will be made available in all sanitary facilities.
The number of cleanings per day will be increased where possible. Door handles and surfaces which are touched a lot will be cleaned and disinfected more often.
There are disinfectant dispensers in the entry ways of all university buildings and these should be used when entering or leaving the building.
7. Recreational Rooms, Cafeterias
Depending on the current pandemic situation, cafeterias etc. will be available for use with the required distancing and hygiene rules. The President maintains the right to close recreational rooms and cafeterias if these rules are not followed.
In exceptional cases, these rooms will be used for official measures if needed to maintain normal operation with the required distancing (for instance, providing information to students etc.).
Stairwells and halls are only to be used to get from A to B and loitering is to be avoided.
All rooms are to be aired regularly. Airing helps everyone’s safety because it improves air quality and reduces the concentration of pathogens and aerosol in the room. To this end, offices, meeting rooms, and classrooms are to be aired regularly and properly after each use.
Please take care that windows are closed again after airing, especially in rooms with keyboard instruments.
Special note on air conditioning and ventilation systems from the Federal Ministry of Labour and Social Affairs:
The risk of infection via air conditioning or ventilation systems is to be viewed as low. Turning off these systems is not recommended as this leads to an increase in the concentration of aerosol in the air and can, therefore, lead to an increased risk of infection.
9. Work Trips and Meetings/ Committee Meetings
Work trips should be reduced to an absolute minimum. Unavoidable cases will be checked / approved by the President / Chancellor.
Holding meetings / committee meetings is possible where needed in compliance with the distancing rules and depending on the size of the room. It is, however, recommended that sessions should be held without physical contact (via video or telephone conferences) as much as possible.
10. Entry for Non-Affiliates
People who are not associated with the university are generally not allowed into the buildings.
There are exceptions for necessary meetings with third parties (representatives from other universities, ministries, external committee members, practice students etc.) in the appropriate rooms with the corresponding appointment. Contact details of non-affiliates are to be gathered and filed. There are exceptions for cleaning and security staff, craftsmen, and the delivery of instruments and materials etc. which are generally scheduled for a specific time.
11. Entry for University Staff and Associates
In accordance with the latest pandemic related regulations, which will be communicated separately, all teaching staff and students are required to document entering and exiting the buildings as well as their exact point of stay in the building and the people with whom they had contact while there. This documentation must be complete and legible. The details of this procedure are explained in a separate regulation. (www.hfm-weimar.de/corona)
Administration and technical staff have access to those buildings which house their offices.
Should they need to enter another building, they are required to document their whereabouts, duration of stay, and those with whom they had contact. This documentation is to be stored for four weeks. Should contact tracking be necessary, a request will be made to administration staff by the Chancellor.
This means that administration staff have different rules regarding the documentation of entry into university buildings than teaching staff and students.
Documenting location and contact is necessary for everyone and is the foundation for the continuation of in-person teaching.
The university administration reserves the right to take appropriate measures should these rules not be followed.
The security teams in the individual building have the right to refuse entry.
12. Guidelines for Suspected Cases
People with symptoms that indicate a COVID-19 infection (such as a fever, cough, loss of taste or smell etc.) are not allowed to enter university buildings.
People with these symptoms are to be asked to leave the university premises immediately / to stay home. Incapacity for work or study will be assumed until the person has been cleared by a doctor. Persons affected should immediately contact a doctor for clarification or the city of Weimar’s health department (hotline: 03643 762 555).
In the case of staff, the university HR department is to be informed immediately. Students should inform their lecturers in cases where there is mandatory course attendance.
In the case of a confirmed infection, the university is obligated to find and inform those people with whom the infected person might have had contact (staff, students, third parties). The documentation described under point 11 is used as a basis for this and the relevant contact details will be passed on to the health department.
13. Psychological Stress Due to SARS-CoV-2
The SARS-CoV-2 pandemic is threatening and unsettling for all of us and leads to great anxiety in many people.
Other aspects which need to be taken into account when it comes to the psychological strain include possible situations of conflict with colleagues and students, long lasting extreme workloads in some areas, as well as the challenges of social distancing and the overall reduction in personal contact. We take this extra psychological stress seriously, bear it in mind, and take measures - as much as it is possible for the university to do so.
14. Instruction and Active Communication
All members and associates of the university will be informed of the security and hygiene measures laid down here. These rules will be posted in all buildings and published on www.hfm-weimar.de/corona.
Corresponding instructions from the university building security teams is to be obeyed.
Security team contact: Events office / Alexander Becker (veranstaltung(at)hfm-weimar.de; alexander.becker(at)hfm-weimar.de
All university members and associates are further requested to keep up to date by regularly visiting the university's homepage.
15. The Protection of Those at High Risk/ At-Risk Groups
People with certain preconditions (chronic illness of the cardiovascular system, chronic lung or liver disease; with diabetes mellitus, cancer, a weakened immune system etc.) require special protection.
There are special protective measures for people belonging to one of the at-risk groups or who share a household with someone at risk.
In this case, administration and technical staff still have the possibility of home office. In the area of teaching, there will be no in person one-on-one teaching.
For at-risk groups, classes are to be taught via digital learning in the appropriate format. Where personal contact with someone at-risk is absolutely necessary, it is to occur in a sufficiently large room. A doctor’s certificate is required for someone to be counted as part of an at-risk group.
Weimar, November 2, 2020
Prof. Dr. Christoph Stölzl