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
- Subject: no personnel matter.
Open votes within the framework of the video conference are possible.
- 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.