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General Guidelines, Health and Safety Rules

In the pursuit of its missions of research, teaching and outreach to society, the University prioritises the health and safety of its students, researchers, teachers and staff during the COVID-19 pandemic.

The following rules apply to all members of staff, students, visitors and service providers at the University of Luxembourg.

Version: 11 September 2020

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Social Distancing

Social distancing applies at the University: A distance of at least two (2) metres must be kept inside buildings and on campuses.

In offices:

  • Please keep track of who you met during the workday, to facilitate tracing if needed.
  • Avoid the organisation of physical meetings and favour phone/video meetings if ever possible even within the walls of the University. WebEx should remain the norm.
  • Point out potential risky situations at work to your line manager.

 

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Masks

Masks, scarves or bandanas are mandatory inside the University buildings

  • in shared spaces (reception areas, elevators, toilets, copy machines and printer areas, corridors and floors, kitchenettes etc);
  • in every situation where a minimum of two (2) metres social distance cannot be respected;
  • in shared offices, if a minimum of two (2) metres social distance cannot be respected. Wearing face masks is recommended in shared offices even if social distancing can be applied;
  • during in-person classes, students must wear masks;
  • during in-person classes, teachers are not required to wear masks unless a minimum of two (2) metres social distance cannot be respected.

Masks must be changed frequently (surgical one-way masks after 4 hours or when damp).

Special safety rules may apply in University labs.

Please learn how to use your mask properly: Watch the WHO’s instruction videos for medical and fabric masks. 

 

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General health and safety precautions

Please observe the following rules for your own and everybody’s safety.

  • Stay at home if you do not feel well or if you show any symptoms of COVID-19.
  • Wash your hands frequently and thoroughly. Disinfect your hands regularly with the hydroalcoholic gel provided. Avoid touching your face.
  • Cough or sneeze into your elbow or into a disposable tissue, dispose of the tissue in a dustbin with a lid.
  • Greet without physical contact.
  • Do not share equipment (tablet, phones, folders), prefer digital signatures and virtual exchanges.
  • Regularly air out your workspace, if possible.
  • Regularly air out classrooms.
  • Keep your workspace clean, use surface disinfectant; clean touchscreens and microphones before and after use. 

 

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Safety protocols in case of COVID-19

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 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. 
  • Please contact healthinfo@uni.lu and call 466644 5555 in case you test positive or you are ordered into quarantine. The information will be treated confidentially. The University can communicate on the occurrence of a case of infection in anonymous form to other employees/students, if necessary.
  • A person tested positive for COVID-19 who does not respect isolation measures or a medically prescribed quarantine faces fines under the law.

If a person in a class tests positive: 

In case a participant of an in-person class tests positive for COVID-19, all members of the in-person class will switch to remote teaching for 14 days, unless the person who tested positive had no contact with other members of the class.

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 or quarantine).

If a tenant of a student residence tests positive:

If a COVID-19 infection is suspected or, if a student in a residence has been tested positive for COVID-19, he/she must inform healthinfo@uni.lu and call 4666445555. The person needs to self-isolate immediately for a minimum of 10 days after the onset of symptoms (or upon confirmation of a positive test). See the student guidelines for more details. 

 

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Information flow

The information cascade in case a person is confirmed COVID-19 positive is as follows: 

If a person in a class tests positive: 

In addition to the members of the COVID-19 ad hoc committee, the following persons are informed of the occurrence of a confirmed case (on an anonymous basis): 

  • Dean and vice-dean of the faculty;
  • Dean/vice-dean’s office is to inform the head of department, head of administration, study programme director and study programme administrator. 

If a staff member of the administration tests positive: 

In addition to the members of the COVID-19 ad hoc committee, the following persons are informed of the occurrence of a confirmed case (on an anonymous basis): 

  • Vice-rector or head of administration;
  • Line manager or head of department. 

If a staff member of the research staff tests positive: 

In addition to the members of the COVID-19 ad hoc committee, the following persons are informed of the occurrence of a confirmed case (on an anonymous basis):

  • Head of centre or dean and vice-dean;
  • Line manager or head of department.  

Depending on the particular circumstances of the case, and in order to ensure transparency and prevent rumours, the University may choose to inform a wider circle of persons who may have been in contact with the infected persons. 

 

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Work and Remote Work, Meetings and Events

Work on campus

Staff members are encouraged to work from campuses. Campuses are accessible without prior authorisation.

For safety and security reasons, the electronic badging system remains in operation. All University employees are asked to sign in and also to sign out at the reception desks. The data will be deleted after three months. 

No formal maximum occupancy rates are in force for offices. Social distancing applies (see guidelines above).

Remote work

Remote work is possible and must be approved by the line managers. Line managers are responsible for setting up work schedules and team presence in consultation with staff members and 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. 

To ease the administrative workload of line managers, upfront approval of remote work requests in Fiori is suspended. 

Persons with vulnerable health conditions in the context of COVID-19 as defined by the Ministry of Health’s guidelines should continue to work remotely.

Vulnerable persons

Are considered vulnerable: 

  • Persons over the age of 65;
  • Persons who suffer from diabetes, cardiovascular diseases, chronic respiratory diseases, cancer; 
  • Persons with congenital or acquired immunodeficiency;
  • Persons with morbid obesity (body mass index > 40 kg/m2).

The presentation of a medical certificate attesting to their vulnerability to COVID-19 will automatically trigger a specific procedure which will involve approval from the occupational health authorities. As a general rule during the COVID-19 pandemic, ONLY telework is allowed for these vulnerable persons. Any particular request for a return to the site will be subject to a specific assessment by the Security and Safety Office (SSO).

Pregnant women

Any pregnant staff member who informs Human Resources of her pregnancy must be given specific attention during the COVID-19 pandemic. As a general rule during the pandemic, ONLY telework is allowed for pregnant women. Any particular request for a return to the site will be subject to a specific evaluation by the SSO.

Dedicated work-related section on the intranet 

Please consult the dedicated work-related section on the University intranet.

Work in laboratories

For lab staff, until further notice, a more flexible work time from 6.00 to 22.00 as well as on Saturdays is permitted for individuals in laboratories on a voluntary basis. 

For security reasons, please contact your lab safety officer and 466644 5555 in case of work outside normal working hours. 

Meetings

It is advised to replace meetings by remote meeting formats such as WebEx. In-person meetings can be held if required, provided the social distancing, wearing of masks and safety measures are respected. Please use large meeting rooms even for small teams. 

Meetings in larger groups are limited to the number of persons that can be accommodated in a chosen conference or meeting room.

Doctoral thesis defences are subject to specific regulations.

It is recommended to forego face-to-face interviews for recruitment or other purposes and to replace them by Skype or WebEx interviews as far as possible. This also applies to academic recruitment committees.

Visiting external parties must respect the University’s safety and distancing measures. Identities of visitors, visiting times and visited entities must be documented at the receptions so that visitors can be contacted in case an infection tracing would be required.

Scientific events

Scientific events such as symposia or conferences with fewer than forty (40) participants can take take place provided that the guidelines as defined by the public health authorities are respected:

  • Social distancing: two (2) metres distance between each participant;  
  • participants need to register before the event;
  • participants need to be seated at the event;
  • masks are mandatory for staff organising the event as well as for participants when circulating in the venue of the event.

The COVID-safe capacity of rooms or lecture halls can be found on the University intranet.

Scientific events with more than 40 participants require approval by the rectorate. Please send an e-mail to rector@uni.lu including further information about the planned event.

Doctoral Thesis Defences

Doctoral thesis defences can be organised at the University, with the maximum of participants depending on the COVID-safe room capacities, and provided the safety measures and distancing rules are observed. More information is in the quick guide for online/semi-online PhD defences.

Social events and catering

Social events involving catering, whether in University buildings or in other University premises, are not authorised. Exceptions need prior approval. Please send requests by e-mail including further information, to rector@uni.lu.

 

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Travel

All professional trips require prior approval from the rector. Please send an e-mail to rector@uni.lu, including the name of the requestee, the purpose of travel, date, country, and institution. Please inform yourself in due time about possible travel restrictions, or necessary health certificates.

 

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Testing for COVID-19

At the beginning of the academic year 2020/2021 all students are invited to participate in the Large Scale Testing organised by the Luxembourg government. Testing is voluntary and free of charge. More details are available here.

Selected University staff, such as professors, teachers and administrative staff in close and frequent contact with the students and the public are invited to be tested. More details are available here

 

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Teaching

Teaching during the winter semester 2020/21 will be in hybrid format, i.e. will combine in-person teaching in the class rooms with remote teaching. Details can be found on the website

For in-person classes, the maximum room capacities must be respected. More information on the intranet (for staff only)

Online resources for teachers and students are made available on the web platform remote.uni.lu.

Exemption from in-person classes

Vulnerable persons, or students living in a household with a vulnerable person, and students whose arrival in Luxembourg is delayed for reasons related to COVID-19 are exempt from attending in-person classes. More details are available here.

Pregnant students who inform the SEVE of their pregnancy status must also be given special attention during the COVID-19 pandemic. As a general rule during the pandemic, ONLY remote studying is allowed for pregnant women. Any particular request for a return to the site will be subject to a specific evaluation by the SSO.

Luxembourg Learning Centre

The Luxembourg Learning Centre is open to all users from Monday to Friday from 08.00 to 22.00 and on Saturdays from 08.00 to 17.00. Opening times may vary. Please consult the website

For safety and health reasons, the group workspaces remain closed. The wearing of a mask is compulsory at all times except when seated at a workplace. Users are requested to disinfect their hands prior to touching books or shelves. Furniture and workspaces have been adapted to allow a safe distance between users. Furniture may not be moved.

New students and users who wish to register for the first time are requested to make an appointment via the Affluence app. Instructions on how to use the app are available on the website.

 

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Student Services

Student services are accessible, preferably remotely in order to limit personal traffic on the premises. Please contact the student admissions/enrolment, accommodation, mobility services and Office of Doctoral Studies via email at seve.admission@uni.lu / seve.logement@uni.lu / seve.mobility@uni.lu / incoming@uni.lu / phdstudies@uni.lu or schedule an appointment via the app Affluences. 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. 

Mobility

Mobility will be maintained to the maximum extent possible.

The University of Luxembourg is closely monitoring the evolution of the situation and is in regular contact with its partner universities around the world to maximise student mobility opportunities in difficult circumstances. Students should continue preparations for mobility.

For questions send an email to seve.mobility@uni.lu or schedule an appointment via Affluences.

Extra-curricular student activities

All sports, arts and well-being activities that are organised and implemented must respect the health and safety guidelines. Updates on the offer for the Winter semester 2020/21 are available online

The student lounge on Belval Campus is accessible. The access is limited to 15 persons. 

The lounge on Kirchberg Campus remains closed until further notice.

Updates about the student lounges are available here

Events organised by student associations require approval by the rector; a safety and sanitary concept must be submitted to the SSO.  

 

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Restaurants and Kitchens

Restaurants must respect the legal health and safety regulations in force. For the list of open restaurants on the campuses and the available services, please refer to the website.

Kitchenettes in the University buildings can be used while observing health and security precautions. The following rules apply: 

  • Respect two (2) metres social distance.
  • Masks are mandatory. To eat, remove the mask and put it in a box.
  • Wash your hands with water and soap before and after eating. Always wash your hands after touching food packaging.
  • It is recommended to disinfect the fridge handles or any other frequently touched surface before and after touching them.
  • Please always store your food in the same fridge and put your name on the food.
  • Do not eat where you may have placed food packaging. The packaging could be contaminated.
  • Dirty cups and plates must be put in the dishwasher immediately after use.

 

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Student residences

In University residences the following main guidelines apply:

  • Please avoid all unnecessary social contacts and keep a distance of two (2) metres to others.
  • If possible, stay in the same group to limit risk.
  • When using kitchens and common areas, please observe two (2) metres distance and safety rules at all times; if social distancing cannot be respected, masks must be worn. 
  • The number of persons permitted simultaneously in common areas, even in larger buildings with sufficient space and including visitors, must not exceed ten (10) persons. 
  • Events and parties are not allowed. 
  • Air out your room regularly.
  • All of the clothes, bed linens and towels have to be washed regularly in a washing machine (60°C). 

The full set of guidelines can be consulted here

In case of a resident testing positive for COVID-19, please refer to the guidelines above under the heading “Safety protocols in case of COVID-19”.

Please note that a person who tested positive for COVID-19 and who does not respect isolation measures or a medical described quarantine risks to be fined.

 

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Research Facilities

LCSB 

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

 

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Violations of safety guidelines

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

Whoever has been ordered to quarantine by the health authorities must strictly observe the quarantine. The violation of quarantine rules is against the law and will be fined.