General Guidelines, Health and Safety Rules

Last updated on 2 November 2022

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The University asks its staff, students, visitors and service providers to observe basic hygienic protection rules that are essential in the fight against the virus:

• Disinfect your hands as you enter University buildings and wash your hands frequently.
• Observe social distancing whenever possible. During classes, all available seats can be used in classrooms.
• Wearing of masks is optional (except in exam settings)
• Air out offices and classrooms regularly and thoroughly.
• Stay home if you don’t feel well or if you present any symptoms of COVID-19 and take a COVID-19 quick test.

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The University of Luxembourg strongly recommends its employees and students to get vaccinated. Vaccination is the best and most efficient way to protect the community from infections and heavy consequences.

If you wish to get vaccinated, you can find further information on the government website.

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The University recommends students and staff to perform self-tests regularly. This recommendation is particularly for persons who are in regular and extensive contact with the public or who were in contact with a person who tested positive for COVID-19.

The University does not provide PCR tests. Please refer to the government website.

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If a person is tested positive for COVID-19:

• Please call and inform 466644 5555 in case you test positive and contact healthinfo@uni.lu to provide follow-up information.
• Self-isolate immediately (stay at home, no contact with other persons, surgical mask compulsory in the presence of others).
• Please provide 46 66 44 5555 or healthinfo@uni.lu with a list of your high-risk contacts at the University over the past 48 hours before symptoms (or 48 hours before the date of your test if no symptoms occur until the date of the results).
• Please follow the procedure indicated on the government website and inform the health authorities that you tested positive.
• Contact your high-risk contacts (more than 15 minutes close contact at less than 2 metres distance, without or with incorrectly worn mask, car sharing without mask, meals taken with colleagues, etc.), inform them that you tested positive and that you shared their details.
• More details on isolation can be found on the government website.
• Medical information will be treated confidentially. The University can however communicate on the occurrence of a case of infection in anonymous form to other employees/students, if necessary.
• A person who tested positive for COVID-19 and does not respect isolation measures or a medically prescribed isolation faces fines under the law.

If a person is a high-risk contact of a positive person:

• Even if you are fully vaccinated or recovered, you may still test positive without having any symptoms. The risk of being infected is highest during the first few days after your contact and decreases significantly after 4 days. We therefore recommend that you limit all contact, including within your household, and wear a FFP2 mask during this period. You can also self-test regularly to be on the safe side. It is recommended that you perform an antigen self-test on the 2nd and 4th day after the last contact.
• Should symptoms appear, even after a negative test, you should immediately test and self-isolate without delay.
• Further reduce social contact, observe protective measures and, if possible, work from home until your PCR test result is negative.
• If you test positive, please follow the procedure above.

If you experience symptoms:

• If you experience symptoms while at the University, please call the internal emergency number 466644 5555 in order to initiate the planned internal procedure (Personal Emergency Procedure).
• Staff members or students with any symptoms of COVID-19 or who otherwise do not feel well must self-isolate and self-monitor. In case the symptoms persist, they need to call the doctor with whom they are registered here in Luxembourg or use econsult. They should not go to the doctor or to the hospitals’ emergency rooms if they suspect that they are infected with COVID-19. They should only go to the hospital emergency departments when they have a serious, non-COVID-19 related health problem. In case of an emergency, they should always call 112.

If a person in a class tests positive (or if a member of a household tests positive):

If one or more persons who test positive attended an in-person class in the period of 48 hours prior to the onset of symptoms or prior to the test (if asymptomatic), the class continues to be held in person, unless and until ordered otherwise by the public health authorities.

Persons who are close contacts of someone who tested positive – for instance other members of a class or other members of a student household - are requested to observe the legal protocol that applies to close contacts and that is described on the government website (in summary: it is recommended to limit social contacts, wear FFP2 masks and self-test regularly; in case of negative tests, classes must be attended).

Persons who are required to isolate must not participate in classes. However, they must be offered alternative ways of following the class.

The Health Directorate may request that the names, first names and telephone numbers of all other persons attending that particular class be forwarded for contact tracing purposes.

In case a teacher of a class is ordered to isolate, the class switches to remote teaching for four (4) days unless an on-site replacement for the teacher is designated. The 4-day period starts from the date of the last presence in class of the positive person.

Information on isolation is available on the government website (also in FR and DE).

If a member of staff tests positive (outside of teaching):

In case a member of staff tests positive for COVID-19, other potentially affected members of the department or team will receive guidance and instructions as per the guidelines applied by the health authorities (self-monitoring, self-isolation).

If a tenant of a student residence tests positive: 

A tenant of a student residence who tests positive must observe the general rules applying to persons with confirmed infections (see above). 

If a COVID-19 infection is suspected or, if a student in a residence has been tested positive for COVID-19, he/she must call 466644 5555 and provide follow-up information to healthinfo@uni.lu. The person needs to self-isolate immediately and follow the legal protocol on the government website. Please also see the student guidelines for more details.

Depending on the situation (for instance in case of shared facilities), fellow tenants in residences may be required to observe the legal protocol that applies to close contacts and that is described on the government website (in summary: it is recommended to limit social contacts, wear FFP2 masks and self-test regularly).

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Work on Campus

The University requests staff members to work on campus four days minimum a week (except for vulnerable persons as described below). This rule also applies to part-time work and is not calculated pro rata.

Line managers must ensure the organisation of teams and of their presence on campus in line with current security regulations, including in lab settings. Telework requests have to be registered in Fiori for validation according to current regulations.

All tasks that require a physical presence on campus must be executed on campus.

No formal maximum occupancy rates are in force for offices. Social distancing applies as a matter of principle except where the obligation is lifted.

Remote Work

Work organisation, presence on campus and remote working must be agreed with the supervisors/managers. Line managers are responsible for setting up work schedules and team presence based on the business needs of their entity. They can organise the presence of reduced teams by day or by rotation. The personal situation of the staff member should be considered.

Vulnerable Persons

Vulnerability criteria are described in the flyers of the Multi-Sector Occupational Health Service in FR and DE.

If you believe that you are a vulnerable person in the context of COVID-19, and that your workplace requires adjustments or restrictions, please proceed as follows:

• Please inform Human Resources at HR4U@uni.lu and provide a certificate without a medical diagnostic issued by your doctor;
• Please inform the occupational doctor (médecin du travail) by forwarding the "Attestation of vulnerability" (in FR / DE) which has been completed by your doctor. Staff members older than 65 must use this attestation in case of other pathologies that might increase vulnerability.

You will receive the statement issued by the occupational doctor by mail together with a letter specifying your rights and obligations.

Dedicated Section on the Intranet 

Please consult the dedicated work-related section on the University Intranet (restricted access via VPN).

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Restrictions regarding meetings, conferences, cultural and sporting events are lifted. General health and safety recommendations remain in force. Organisers of events can recommend the wearing of masks in case of large attendances.

Organisers can also choose to stage events as CovidCheck events. Such events are accessible only to persons

1. with a valid CovidCheck certificate and QR code that certifies that the person has received a booster vaccination, or is fully vaccinated (the certificate or QR code must have been established less than 270 days earlier)
2. with a valid CovidCheck certificate and QR code established less than 180 days ago and certifying that the person has recovered from a COVID-19 infection
3. with a valid negative PCR Test or certified negative antigen test (valid 48 hours or 24 hours respectively)
4. persons who cannot be vaccinated for medical reasons must show a relevant medical certificate and perform a negative antigen on the spot.

For sporting and cultural events and extracurricular activities, general recommendations for social distancing and hygiene remain valid, including the recommendation to wear a mask when large numbers of people are attending.

PhD Defences

The updated rules for PhD defences can be found in the quick guide.

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For the winter semester 2022/2023, the University has returned to full in-person teaching.

Exemption from in-person classes

Students who have tested positive for COVID-19 and have been ordered to isolate or to quarantine as the result of close contact with an infected person: The student should immediately inform the University at 46 66 44 5555 and at healthinfo@uni.lu and provide a health certificate within 3 days of diagnosis.

Students can be excused from in-person attendance if they meet the health vulnerability criteria as defined by the Luxembourg Government. Students who meet at least one of the vulnerability criteria must contact the Study Programme Administrator (SPA) and provide a medical certificate attesting of vulnerability.

Students who wish to request to be exempted from attending in-person classes on other vulnerability criteria must contact the committee for reasonable adjustments at contact.car@uni.lu

Students who are excused from in-person attendance must be offered a remote option of teaching and learning (e.g., livestream, access to pre-recorded lectures, study material, etc.).

Students who are excused from in-person attendance must nevertheless comply with all the course requirements and participate in exams. The obligation de présence/attendance requirement includes remote participation, but being able to do only remote work does not excuse someone from taking exams or submitting the work that is required by their teacher.

All students with a granted exemption to attend in-person classes must join the class immediately when conditions allow.

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The Luxembourg Learning Centre operates currently under the following rules:

• Seating capacity is 800 visitors, no upfront reservations is required.
• Wearing of masks is an option, but is not mandatory.
• Furniture must not be moved.

For the opening hours please consult the LLC's webpage.

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Student services are accessible in person on appointment only via the Affluences app. Instructions on how to use the app are available on the website.

Students who have not scheduled an appointment will not be able to access the offices of these services.

Student admissions/registration, housing, mobility and the doctoral studies office can be contacted by email at seve.admission@uni.lu / seve.logement@uni.lu / bri.outgoing@uni.lu / bri.incoming@uni.lu / phdstudies@uni.lu.

As of 15 September 2022, enrolled students can reach the SEVE Admission services via a ticketing system “SEVE – Student Administration” through the Student Portal. External contact, such as prospective students and alumni will be able to communicate with the SEVE through an online form on the University website.

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If a tenant of a student residence tests positive for COVID-19, the person must strictly follow the rules on self-isolation. During the time of self-isolation, the tenant cannot have visitors or other persons stay with him/her. Tenants who are considered high-risk contacts of an infected person must strictly follow the rules on self-isolation. Failure to comply will entail disciplinary proceedings by the University.

If COVID-19-positive tenants occupy shared kitchens or bathrooms, fellow tenants are required to observe the legal protocol that applies to close contacts and that is described on the government website in summary: it is recommended to limit social contacts, wear FFP2 masks and self-test regularly). 

Please also refer to the guidelines above under the heading Safety protocols in case of COVID-19.

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LCSB 

For detailed safety guidelines at the LCSB consult the FAQ (access for LCSB staff members only).

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The University’s COVID-19 safety guidelines are mandatory. The violation of rules entails disciplinary sanctions.

Persons who have been ordered to self-isolate by the University or to quarantine by the health authorities must strictly observe the appropriate rules. Failure to comply may entail disciplinary and legal sanctions.

In case of non-compliance with the recommendations concerning staff, employees can contact the service in charge of employee protection via email to safety@uni.lu or via Service Now (“Safety and Security”). They can also contact the occupational physician in charge of the University (médecin du travail), and in case of persistent problems the Occupational Health and Environment Division of the Health Directorate under the number: 247-85587.