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Glasfasern aus der Optoelektronik in der Fakultät für Elektrotechnik, Informatik und Mathematik, Foto: Universität Paderborn

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Glasfasern aus der Optoelektronik in der Fakultät für Elektrotechnik, Informatik und Mathematik, Foto: Universität Paderborn

Informations from the university

All information regarding the coronavirus can be found on the following page of the university.

Informations from the faculty

Mail

Your mail does not get left behind, you receive it faster and more conveniently than before via a "digital service route".
Facilities outside the faculties (HNI, PC2 etc.) are served by the respective chairs, which means: e.g. HNI professorships that are not part of the EIM faculty have to contact their own faculty

Holiday cancellations

In the case of holiday cancellations, the university management decided on Wednesday that already approved holidays may no longer be cancelled until 20.04.2020. If you have cancelled your leave before 18.03.2020, the cancellation can still be taken into account and you may work today. Please contact Ms. Rebbe, who is responsible for non-scientific personnel, and can tell you more.

Application for reimbursement of costs for business trips

Travel expense claim forms are accepted with "electronic" signatures.
Either the above-mentioned applications are sent to the travel expense center by mail from the home office with the original invoice receipts and the original business trip approval, or the original invoice receipts must always be provided. In the current situation, the travel cost center would now do without this. However, they would then have to be kept by applicants and submitted at a later date on request.

The following applies in principle:

  1. Business trips are prohibited, so no travel expense requests will be made for the period after mid-March.
  2. The statute of limitations is 6 months for travel expense reimbursements. Should this period be "short" or travel expense claims be submitted now for other reasons, please simply send the above-mentioned documents by regular mail. They will be processed from here immediately.
  3. The determination of the travel expenses with the corresponding order will then be sent by e-mail to the applicants.
Urgent procurements over 1000 Euro net
  1. The procedure should only be used for truly urgent procurements. Please weigh up carefully what can be procured later.
  2. A procurement request must be received by the administration. If you do not have MACH access from home, you can download the conventional form on the pages of procurement or UPB's ZV, fill it in and send it to us by e-mail. It is important here internally that funds are committed. Especially if you initially incur costs yourself, it makes it easier to reimburse them later if the funds have already been committed for this specific purpose. 
  3. You can, of course, have things delivered to your home address or, if the procurement office sends the order, arrange for this (please note this on the procurement application). 
  4. The procurement item that you procure for work at home must of course be comprehensibly justified for official purposes. It is important that the billing address is UPB's official address.
  5. In the current situation, please pay more attention to the reliability and efficiency of suppliers in direct purchases.
  6. If you have any specific questions regarding procurement, please send your request to beschaffung(at)zv.upb(dot)de and we will help you in any case.
Procedural note for supervisors of theses (registration procedure CAN option)

The application procedure for Bachelor and Master theses CAN be carried out according to this procedure with immediate effect:

Please send to the email address of the chairman of the examination board: 

  1. (as before) the summary of the topic and
  2. (new!) the date on which you want to start working on the topic.

In particular, it is no longer necessary for the candidate to submit the relevant admission form for you to sign.

Irrespective of this, the following procedure applies to Computer Science:
The registration of theses in Computer Science is done with the usual form. You can sign the form manually and then scan or digitally sign it. Then send the form by e-mail to the first assessor; if for some reason you were not able to sign it, please write in the e-mail that you would like to register herewith and clearly state that you have taken note of the instructions on the routing slip. In the same mail please send the proposal and the work plan to the first assessor. The first assessor will then take all further steps and send all necessary information to the Central Examination Secretariat.

Committee meetings

For committee meetings, a guide will be developed that will shed light on many other aspects. This process is not yet complete. First of all, here are a few current tips from the HR department:

1. For the meeting itself
Holding a faculty council meeting by video conference is currently only permitted in exceptional cases and in cases that cannot be postponed, if no member of the faculty council objects. This is to be recorded by the chairperson before a meeting. A meeting cannot be postponed if a damage to the faculty must be considered as an imminent consequence according to a reasonable assessment, if it is not possible to wait with a regular meeting - while still in attendance format.

For a regular procedure, session by video conference, a legal basis must be created in the next Senate session (planned for 22.4.).

Caution with data protection: Please also note which tool you choose for the video conference, as data protection issues play a role here (https://hilfe.uni-paderborn.de/Hinweise_zum_Arbeiten_außerhalb_der_Uni). A video conference via Skype, FACEtime, MS Teams and ZOOM (license free) is not suitable for the exchange of sensitive data.

 

2. For the vote/resolution

  1. Subject: no personnel matter.
    Open votes within the framework of the video conference are possible.
  2. Subject matter: personnel matters
    A secret ballot is required here, i.e. it must not be possible to trace who and how they* voted.
    Here a voting tool must be used that meets this requirement and data protection. This must be agreed with the CIO and documented by the chairperson of the meeting.

 

3. If a list position must be voted on in an appointment procedure, it must be ensured that all professors of the members of the group of university teachers are eligible to participate. In addition, the non-publicity of the meeting and secret voting must be ensured. In the case of a secret ballot, it must be ensured that NO person can trace who voted how. This can only be ensured by using voting tools.


4. Data protection speaks against a recording of the video conference. The facilitation of the recording is n o t a reason for a "relaxed" data protection. The creation of minutes in other sessions is also not done with the help of a recording of the session.


5. A practicable circulation procedure can be carried out according to the following model:
The chairperson of the committee sends the members entitled to vote a draft decision, which contains the usual information about the facts to be decided as well as markings for the respective existing voting options. This can be done by e-mail. The members of the committee entitled to vote will return the decision paper with their vote marked in a neutral, unlabeled and sealed envelope. The envelope containing the vote is sent in a second envelope addressed to the chairman of the committee and marked with the name of the sender and a reference to the written decision. A reasonable period of time must be set for the period between the dispatch of the documents and their return, but no longer than two weeks. The chairperson of the committee shall open the letters or decision documents received in the presence of at least one other person and record the result of the vote.

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